Make Index of Numbered List

Word can use the "table of contents" [TOC] function for items that are given script styles such as Heading 1, Heading 2, etc., though these appear in the TOC in the order they appear in the document and not in alphabetical order.

Maybe Microsoft Word is not the right platform for this task, perhaps? It can be done easily in Microsoft Access (not an endorsement - other database programs are available), as can so many other data handling activities, for which database programs are designed and immediately applicable.

One alternative could be to write your instructions in an Excel^(R) spreadsheet. That way, you can conceal the text-lines from the heading-lines by highlighting only the text-lines, and then, changing their row-heights to zero...

..."Select the text in a bulleted or numbered list. On the Home tab, in the Paragraph group, click Sort. In the Sort Text dialog box, under Sort by, click Paragraphs and then Text, and then click either Ascending or Descending.Nov 11, 2018"...

https://www.thoughtco.com/alphabetize-a-list-in-microsoft-word-1856933

Just to make sure I am understanding, are you saying that the index capabilities built into Word will not work for this? Can you give us a little better idea of what you tried and what (if anything) happened when it didn't work properly.

I know you probably tried many things and couldn't possibly post them all. Been there, done that (many times).

A little more detail might help.

I am at least 10 years (if not more) out of date but back when I was writing operation and maintenance manuals for the auto industry in Word the Table of Contents generation function would create the ToC down to however many headers you asked it to. Then you could collapse and expand the ToC to your hearts content.

But, like I said, I'm way out of date and would almost guarantee, Microsoft not liking to leave good things be, that they've very likely changed how ToC and Index generation works.

And I know this doesn't answer your exact question but I'm pretty sure it works. Just not how.

Hooker

Hi All

After inserting Table of Contents, I highlight every title of Level 1 in my list by holding CTRL. I then update the ToC. Additional entries have to be highlighted then the ToC updated. It can't be sorted alphabetically. It does give me a link to each paragraph.

The only way to produce an alphabetical ToC is to sort my list headings! In a previous version of Word I was able to show only Level 1 which would make alphabetical sorting much easier. I can't find where to do this in the current version.

Inserting Index and marking each entry does sort the list and provide me with the page number, but not a link.

Thanks every one for your contributions.

Tony

Yeah, Microsoft takes the traditional definitions of ToC and Index's very literally, not flexibly as you are wanting.

I'm surprised that the page #'s in the index aren't linked. As best I remember they used to be but Microsoft can't resist "improving" stuff.

Good luck,

Hooker

Microsoft support provides these instructions, which are essentially identical to Word 2007:

1. Select the text in a bulleted or numbered list.
2. On the Home tab, in the Paragraph group, click Sort.
3. In the Sort Text dialog box, under Sort by, click Paragraphs and then Text, and then click either Ascending or Descending. Modify these drop-downs and radio buttons to sort as you intend. In addition to sorting by text, you can sort by date and number.

Paragraphs Within Lists

Even though you're working with either a numbered or bulleted list, Word assumes that every item in the list is a paragraph and it will sort according to that logic.

More Organizational Options in Word

Word offers a range of possibilities for organizing your text. In addition to ordinary alphabetizing from A-Z, you can also:

• Alphabetize from Z-A
• Organize numerically in ascending or descending order
• Organize by ascending or descending date
• Sort by fields
• Sort by headers
• Sort in one way and then in another (by number and then letter, for example, or by paragraph and then by header)

Thanks everyone

You can't just sort the Level1's of a list, as Solar Eagle points out, it sorts everything!

I've found that by clicking on all the symbols left of the Level1 entries, it shows only Level1 entries. But it's of little value for sorting or copying, it applies to the whole list as above.

But I can drag each Level1 and sort them manually, which is what I've done and providing I place each new list heading in alphabetical order and "Update Table" I've achieved my goal.

As Hooker pointed out there is no flexibility in ToC and Index.

Thanks again Tony

Another option is to put your information into a table with 3 columns, viz paragraph number, title and description. You will then be able to sort the table. Another option is to use Excel and once set up, similar to the table in Word as described above, can be used to mail merge so that you can extract the required information and organise to your choice.

Tony

Yes, this is might be the best, over-all, approach.

Just use Line-Numbers (e.g. ##.####) as appropriate, and white-out any that are too low, as you prefer, and you would be able to sort-to-suit, and then, sort as acsending order, to get back to your original numerical order.

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