Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, 2024, and Word in Microsoft 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Automatic Numbers with Leading Zeroes.

Automatic Numbers with Leading Zeroes

Written by Allen Wyatt (last updated January 25, 2025)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, 2024, and Word in Microsoft 365


2

Word provides a tool that allows you to add automatic numbering to paragraphs; this tool has been discussed in other WordTips. At some point you may want to add leading zeros to your numbering, such as with 00001, 00002, 00003, etc.

If you add the leading zeros to what you type (type four zeros, the number one, a period, a tab, and your paragraph text), then when you press Enter Word will format the paragraph, so it is numbered. The problem is that all of your leading zeros are, with the exception of one of them, removed in the process. This means that you end up with 01 instead of 00001 at the beginning of the paragraph.

You can, if you desire, customize the way the numbering is done. (In the Numbering tool drop-down list choose Define New Number Format to display the appropriate dialog box.) You can then add additional zeros to the beginning of the format for the paragraph.

One drawback to this approach is that the zeros you add are not really a part of the format; they are, instead, just additional characters that precede the numbers managed by Word. This isn't a problem until you get more than 99 items in your numbered list. The number 00099 looks fine, but the next paragraph will be 000100, which is obviously wrong. You could then adjust the formatting of the paragraph so you only have two extra zeros at the lead and that numbering starts at 100 with that paragraph, but this can be bothersome when you later add or remove paragraphs from within your numbered list.

Because of this drawback, many people use a different method of automatic numbering when special formats (like the leading zeros) are needed. The most common approach is to use the SEQ field. For example, you could use the following format to implement the leading zeros:

{SEQ MyList \# "00000"}

Using a SEQ field like this at the beginning of each of your paragraphs will provide the leading-zero numbers that you want. You'll need to update the fields after making any changes to the list, but you'll get the results you want.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10609) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, 2024, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Automatic Numbers with Leading Zeroes.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Reveal Codes in Word

While there are no true Reveal Codes in Word, as in WordPerfect, as they are vastly different word processors, there is a ...

Discover More

Separating Evens and Odds

If you have a series of values in a column, you might have a need to separate the values into even values and odd values. ...

Discover More

Understanding WordArt

One of the small graphical features provided with Word is the ability to apply artistic treatment to words or phrases. ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (ribbon)

Converting Automatic Numbering to Manual Numbering

The automatic numbering that Word lets you apply to paragraphs in your document can create some great looking content, ...

Discover More

Numbered Lists without Indentation

Do you want to modify how your numbered lists (or bulleted lists) are created? The key is to use styles to create your ...

Discover More

Combining First and Second Numbered Levels on One Paragraph

Want to customize your paragraph numbering in Word? There are a few tricks that can be used to automatically display the ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 + 9?

2025-01-27 15:06:45

Andrew

Word allows numbering styles up to 5 digits (i.e., with up to 4 leading zeros). See below.

(see Figure 1 below)

Figure 1. 


2025-01-27 10:17:08

Andrew

Word allows numbering styles up to 5 digits (i.e., with up to 4 leading zeros). See below.

(see Figure 1 below)

Figure 1. 


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.