A multilevel list in Word is a list with sub-points, numbered like 1, 1.1, 1.1.1 or lettered like 1, a, i. It’s the right tool for outlines, project plans, policies, contracts, and technical documents. Word creates them automatically once you know two things: where the Multilevel List button is and how to change levels with the Tab key. This guide covers creating, customizing, and fixing multilevel lists.
Quick Answer
On the Home tab, click Multilevel List (next to Bullets and Numbering) and choose a style, such as 1. / 1.1. / 1.1.1.. Type your first item and press Enter. Press Tab to move an item down a level and Shift + Tab to move it back up.
Create a Multilevel List
- Click where you want the list to start (or select existing lines of text).
- On the Home tab, in the Paragraph group, click Multilevel List.
- Choose a style from the List Library.
- Type the first item and press Enter for the next item.
- Press Tab at the start of an item to make it a sub-item (level 2). Press Tab again for level 3.
- Press Shift + Tab to move an item up a level.
- Press Enter twice to end the list.
You can also change a level with Multilevel List > Change List Level, or use Alt + Shift + Right/Left arrow.
Change an Item’s List Level
Once your list exists, moving items between levels is quick. Click at the very start of the item, then:
| Action | How |
|---|---|
| Demote one level (indent) | Tab, or Alt+Shift+Right Arrow |
| Promote one level (outdent) | Shift+Tab, or Alt+Shift+Left Arrow |
| Jump to a specific level | Home, Multilevel List, Change List Level, then pick the level |
| Move the item up or down the list | Alt+Shift+Up or Down Arrow |
| Change how a level looks | Home, Multilevel List, Define New Multilevel List |
Word renumbers everything automatically, so 1.2 becomes 1.1.1 when you demote it, and the bullet or number style switches to the one defined for that level. If Tab inserts a tab character instead of demoting the item, click at the very start of the text, or check that Set left- and first-indent with tabs and backspaces is turned on under File, Options, Proofing, AutoCorrect Options, AutoFormat As You Type.
Customize Numbering and Indents
- Click in the list and choose Multilevel List > Define New Multilevel List.
- In Click level to modify, select a level (1 to 9).
- Choose a Number style (1, 2, 3; a, b, c; i, ii, iii; bullets).
- Edit Enter formatting for number to add text like “Step ” or “Section ” before the number, or parentheses after it. To include the previous level’s number (for 1.1 style), choose it under Include level number from.
- Set Aligned at and Text indent at to control spacing, or click Set for All Levels.
- Click OK.
See our guide to adjusting list indents in Word for more spacing options.
Link List Levels to Headings (Numbered Headings)
For reports and legal documents where headings are numbered 1, 1.1, 1.1.1 and appear in a table of contents:
- Apply Heading 1, Heading 2, and Heading 3 styles to your headings.
- Click a Heading 1 paragraph and choose Multilevel List, then the library style that shows “1 Heading 1, 1.1 Heading 2”.
Or, in Define New Multilevel List, click More >> and set Link level to style for each level. Numbers then update automatically when you add or move headings.
Restart or Continue Numbering
- Start over at 1: Right-click the number and choose Restart at 1.
- Continue from a previous list: Right-click and choose Continue Numbering.
- Start at a specific number: Right-click and choose Set Numbering Value.
Common Problems
- Tab adds space instead of changing level: Put the cursor at the very beginning of the item text before pressing Tab. Also check File > Options > Proofing > AutoCorrect Options > AutoFormat As You Type and make sure Set left- and first-indent with tabs and backspaces is checked.
- Sub-levels show 1, 2, 3 instead of 1.1, 1.2: That level doesn’t include the previous level number. Fix it in Define New Multilevel List with Include level number from.
- Numbering jumps or is inconsistent: Pasted text may bring its own list. Select the whole list and reapply one multilevel style. See our guide to fixing numbering in Word.
- Want to stop automatic lists: Turn off Automatic numbered lists in AutoFormat As You Type.
Word for Mac and the Web
On a Mac, the Multilevel List button is on the Home tab and works the same way, including Tab and Shift + Tab. Word for the web supports multilevel lists from the Home tab’s list buttons, with fewer customization options.
If Word keeps numbering on its own, see how to stop automatic numbering in Word.
Related: Copy formatting in Word with Format Painter.
Frequently Asked Questions
How many list levels does Word support?
Nine. Most documents only need two or three.
Does this work with bullets?
Yes. Bulleted lists use the same levels, with a different bullet symbol and indent at each one.
How do I continue numbering after a paragraph?
Right-click the number and choose Continue Numbering. See how to continue numbering in Word for more options.
How do I change the spacing between levels?
Right-click a list item and choose Adjust List Indents, or see adjusting list indents in Word.
Summary
- Click Home > Multilevel List and pick a style.
- Use Tab and Shift + Tab to change levels.
- Customize with Define New Multilevel List.
- Link levels to Heading styles for numbered headings.
- Right-click numbers to restart or continue numbering.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.