Erin Wright Writing

Writing-Related Software Tutorials

How to Create and Modify Numbered Lists in Microsoft Word

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This tutorial shows two ways to create numbered lists in Microsoft Word. We will also look at how to change list levels, start with a different list number, and change the font, size, and color of list numbers.

Do you want to create bulleted lists? Please see my previous tutorial “How to Create Bulleted Lists in Microsoft Word.”

What about Lists Ordered by Letters?

For simplicity, this tutorial refers to “numbered lists” because Word organizes all ordered (hierarchical) list options in the Numbering Library. However, all the steps shown here also apply to lists organized by letters.

If you would like to learn more about ordered and unordered lists, please see “How to Write Vertical Lists (Ordered and Unordered).”

Table of Contents

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The images below are from Word for Microsoft 365. These steps also apply to Word 2021, Word 2019, Word 2016, and Word 2013.

The basic steps are similar in Word for Mac. However, the more advanced steps, such as starting a list with a different number, are different on Mac. So, we will cover this topic for Word for Mac in a separate tutorial.

How to Create a Numbered List — Basic Method 1

This is the basic method to create a numbered list in Word. This method requires you to type each item as you create the list. If you have already typed your list items, see Method Two below.

Do you want to use Word’s automated list numbering feature rather than customizing your own list? If so, please see “How to Turn On and Turn Off Automatic List Numbering in Microsoft Word.”
  1. Place your cursor where you want to start your list.
  2. Select the Home tab in the ribbon.
Home tab in Word 365
Figure 1. Home tab
  1. Select the menu arrow next to the Numbering button.
Numbering button menu arrow in Word 365
Figure 2. Numbering button menu arrow
  1. Choose a number style from the Numbering Library.
Numbering Library in Word 365
Figure 3. Numbering Library

The number one will appear in your document.

First list number in Word 365
Figure 4. First list number
  1. Type your first list item after the number, and then press the Enter key on your keyboard. The next number will appear.
Second list number in Word 365
Figure 4. Second list number

Continue typing your list items and pressing the Enter key until your list is complete.

  1. After typing the final item, press the Enter key twice to remove your cursor from the list.

How to Create a Numbered List — Basic Method 2

This method is for existing text formatted vertically as a list.

  1. Select the text.
Selected text to be made into list in Word 365
Figure 6. Selected text
  1. Select the Home tab in the ribbon (see figure 1).
  2. Select the menu arrow next to the Numbering button (see figure 2).
  3. Choose a style from the Numbering Library (see figure 3).

Your selected items should become a numbered list.

Numbered list example in Word 365
Figure 7. Example of numbered list

How to Change Numbered List Levels

Word lets you create numbered lists with up to nine nested levels. Here are two ways to change the level of list items.

Change List Levels — Method 1

Important note: This method won’t work for the first item in your list.

  1. Select one or more list items (other than the first item).
Selected text for new list level in Word 365
Figure 8. Selected text for new list level
  1. Select the Home tab in the ribbon (see figure 1).
  2. Select the Increase Indent button in the Paragraph group.
Increase Indent button in Word 365
Figure 9. Increase Indent button

Each time you select the Increase Indent button, the item(s) will move one level and take on the appropriate format for that level (e.g., lowercase letters, roman numerals, etc.).

Numbered list with two levels in Word 365
Figure 10. Numbered list with two levels

Pro Tip: To return the selected text to a previous level, select the Decrease Indent button to the left of the Increase Indent button.

Change List Levels — Method 2

  1. Select one or more list items (see figure 8).
  2. Select the Home tab in the ribbon (see figure 1).
  3. Select the menu arrow next to the Numbering button (see figure 2).
  4. Select Change List Level from the drop-down menu.
Change List Level option in Word 365
Figure 11. Change List Level option
  1. Select a list level from the list-level menu.
List-level menu in Word 365
Figure 12. List-level menu

Your list item(s) should move to the next level.

How to Start a List with a Different Number

You can start a list with a number other than one or continue the numbering from the previous list.

  1. Select the first list number or place your cursor within the first list item. If you select the list number, all numbers on that level should also be selected.
Selected list numbers in Word 365
Figure 13. Selected list numbers
  1. Select the Home tab in the ribbon (see figure 1).
  2. Select the menu arrow next to the Numbering button (see figure 2).
  3. Select Set Numbering Value from the drop-down menu.
Set Numbering Value option in Word 365
Figure 14. Set Numbering Value option

5.a. Enter the number you want to start with in the Set value to text box in the Set Numbering Value dialog box.

Set Value To text box in the Set Numbering Value dialog box in Word 365
Figure 15. Set value to text box

5.b. (Alternative Option) Select Continue from previous list if you want to continue the numbering from a previous list in your document.

"Continue from previous list" option in the Set Numbering Value dialog box in Word 365
Figure 16. Continue from previous list options
  1. Select the OK button.
OK button in the Set Numbering Value dialog box in Word 365
Figure 17. OK button

Your list should be renumbered according to your selections in the Set Numbering Value dialog box.

How to Change the Font, Size, and Color of List Numbers

By default, the font, size, and color of your list numbers will be the same as your normal text style. However, you can manually change the appearance of list numbers by selecting them separately from the text.

For more advanced customization, please see “How to Create Custom List Numbers in Microsoft Word.”
  1. Select one list number. All numbers on that level should also be selected.
Selected list numbers in Word 365
Figure 18. Selected list numbers
  1. Select the Home tab in the ribbon (see figure 1).
  2. Select a new font, size, or color from the Font group.
Font, size, and color options in the Font group in the Home tab in Word 365
Figure 19. Font, size, and color options

Your list numbers should change to the new formatting. Repeat these steps for each level in your list, as necessary.

Numbered list with custom formatting in Word 365
Figure 20. List with custom font formatting
If your list is lengthy, you may notice that the periods don’t line up when advancing between single and double digits. Please see “How to Align the Periods in Numbered Lists in Microsoft Word (PC & Mac)” to learn how to correct that issue.

Related Resources

How to Create Two-Column and Three-Column Lists in Microsoft Word (PC & Mac)

How to Write Run-In Lists

How to Create and Update a List of Tables or Figures in Microsoft Word

How to Create Numbered Lists in PowerPoint (PC & Mac)

Updated May 27, 2023