Applying Numbers from the Keyboard

Word makes it just as easy to create and destroy numbered lists as it does to work with bulleted lists. All you need to do is click on the Numbering tool to convert a paragraph to a numbered item, and click on it again to remove the number. There is no keyboard equivalent for this tool, but you can create one. This involves the use of the Customize Keyboard dialog box:

1. Display the Word Options dialog box. (In Word 2007 click the Office button and then click Word Options. In Word 2010 and later versions display the File tab of the ribbon and then click Options.)
2. At the left of the dialog box click Customize (Word 2007) or Customize Ribbon (Word 2010 and later).
3. Click the Customize button, near the bottom of the dialog box. Word displays the Customize Keyboard dialog box. (See Figure 1.)



Figure 1. The Customize Keyboard dialog box.

4. In the Categories list, choose Formatting (Word 2007) or All Commands (Word 2010 and later).
5. In the Commands list, choose FormatNumberDefault.
6. Click in the Press New Shortcut Key box.
7. Press the keystroke you want to use to apply numbers. Alt+N is a good choice, since it is not in use on a default Word system.
8. Click on Assign.
9. Click on Close to dismiss the Customize Keyboard dialog box.
10. Click on Cancel to close the Word Options dialog box.

Now, whenever you press the keystroke you chose in step 7, it is the same as clicking on the Numbering tool. Press the keystroke again, and the numbers are gone. You can also press Ctrl+Q to remove any paragraph numbering.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (11970) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Applying Numbers from the Keyboard.