To make sure that the paragraphs are numbered in proper order and with the proper values, it is necessary that you provide a paragraph numbering ‘field’ in front of each paragraph in the source document (the glossary or the documents in a directory-book). This field instructs Word as to the style of the number (Roman, Legal, Arabic, Outline; indented or not; followed by period or not; etc.) and the correct numerical order of the paragraphs.
Sometime Word's native paragraph numbering routine returns values and formatting that are unpredicted and unpredictable. Trying to correct the result can be frustrating and unsuccessful.
Sometimes Word's numbering routine works well on one computer, but returns different results when you work on the same document on a different computer.
Pathagoras provides what it calls a 'plain-vanilla' system for numbering paragraphs. The system converts the paragraph to normal text (affirmatively deleting heading and paragraph numbering information inserted by Word in its hidden and untouchable code fashion. Pathagoras then inserts an appropriate, and visible and readily viewable paragraph numbering field as designated from the numbering menu. The parameters from which you can choose include (a) numbering style ('plain' (7 varieties of plain), outline (2 varieties), or legal) (b) emphasis (bold, italic), (c) level (1 thru 9) and (d) spacing before and after the number.
Access Pathagoras' numbering system in one of two ways.
The easiest is pressing <Alt-N> from your keyboard . The 'long way' is via the Utilities/Settings>>Editing Tools screen. Press <Nubmering>.
Here are the remaining steps:
When you call up Pathagoras' the numbering system, you will be asked if you want to assign the key combinatios <Alt-1> thru <Alt-9> as trigger keys representing levels in your numbering scheme. I cannot imagine a situation where you would not say 'Yes,' but I provide you the option anyway.
A series of drop-down lists now appear in the menu bar area. Make your selections as to emphasis, leading and trailing spaces and the type of numbering ('plain', outline and legal) from the new menus that you will see displayed in the menu bar area.
NOTE: ‘Leading spaces’ (including indenting style), has the most bearing on the overall look of your document. It is the most important of the choices you will have to make. Experiment a little to determine which the right choice for you. A ‘Help’ screen is provided for assistance and for definitions regarding what the ‘Leading Spaces’ menu abbreviations stand for.
Place your cursor at the beginning of the first line/paragraph that you want to number. Then Press <Alt-1> (or the Insert/Repeat button) for the first level of numbering.
Place your cursor at the beginning of the second line/paragraph you want to number. If this paragraph is a sub-division of the above paragraph, press <Alt-2> (or press Level 2 from the Level menu). If it is the same level as the first paragraph, press <Alt-1> or the Insert/Repeat button.
Continue through the whole document/glossary. If you make a level (or other) mistake, just return to the line that needs correcting and make the correction. The previous number and spacing will be erased and replaced by the new numbering style.
You can re-start numbering from 1 (or I or A, as appropriate) by pressing the ReSet to 1 button.
Close the numbering menu by pressing the ‘Close’ button.
Numbering a range of paragraphs
‘Range’ or whole document numbering: Just like with Word’s native numbering feature, you can highlight a range of text (several paragraphs) before pressing the button that will insert the paragraph number. All selections emphasis, indents, trailing spaces, styles, etc. will be applied.)
Remember, as you are numbering the paragraph in a glossary, the numbers that appear before each paragraph will not necessarily be the numbers that ultimately will appear in the final document. For example, let's say you have 5 variations of a certain clause, only one of which will be called into the assembled document. As you number the paragraphs in glossary, they might show with paragraph numbers 10, 11, 12, 13, 14 and 15, respectively, numbers that you know will not be appropriate for the final document. Not to worry. When you call in one of those paragraphs during the document assembly process, it will automatically bear the proper number. And previous and subsequent paragraphs will also bear their proper sequential numbers.
Note: Unless you select Number Only from the ‘Leading Indent’ menu, the numbering module will convert the entire paragraph to be numbered into Normal text before applying the number. ('Number Only' makes no formatting changes.) This is on purpose so as strip away the numbering that Word may have already assigned. Pathagoras must give you as ‘plain’ a paragraph as is possible. (Don’t forget: even with normal text, you can still apply special formatting bold, italics, etc. It’s just that you will have to do so manually.)
TABLES OF CONTENTS:
While not strictly part of paragraph numbering, but closely associated with it, you can add ‘Table of Contents’ entries in front of each paragraph by selecting add TC entry from the Emphasis, etc., drop down menu (or pressing the <Alt-C> hotkey). Pathagoras will read the first 10 words of the line and propose those words as the Table of Contents entry. You can edit the suggested text for the TC entry in any way you desire.
Insert TC Entry places a marker in front of the selected paragraph that contains the information that will be transferred into the table of contents when it is created/updated.
Insert TOC means to physically insert the Table of Contents at the top of the document.