Hierarchical lists

I would like to create a hierarchical list in Pages using the following format:

A.

A.1.

A.1.1.


Is this possible? I understand how to create a hierarchical list with only numbers (e.g. 1.1.1.) or just letters (e.g. A.A.A.) but not a mix of letter/number/number.


Secondly, I would like to create paragraph styles and list styles for each heading type:

A. Heading 1

A.1. Heading 2

A.1.1. Heading 3


I can create paragraph styles and understand in theory how to create list styles, but in practice they don't behave as I expect. For example, when I add a new numbered list style for Heading 2 it affects the original numbered list style I have updated for Heading 1.


I am creating a long complex document so using hierarchical lists with automatic 'continue from previous' is imperative as changing the paragraph and list styles manually will be impractical. In a previous career I used Word to do this where list styles are saved in the paragraph style, but they appear to be separate in Pages.

iMac with Retina 5K display, macOS 10.15

Posted on Jun 27, 2020 2:08 PM

Reply
Question marked as Top-ranking reply

Posted on Jun 28, 2020 10:59 AM

I’m not sure if I’m missing something here, but the type of style you want to create is possible in Pages. (The heading style is a different story though.)


You can create a new list style that uses a combination of numbers and letters.

The lists below are from a list style I made in pages.



I suggest you create the entire style from the start with all the levels you’ll be using. Things can get a bit confusing if you do each level on its own at different times or you start with levels in-between. The process might seem a bit complicated, but it’s actually easier than it seems once you understand the process. Anyway, I’ll walk you through the steps.


First, type a word (‘car’, in my example) to create the top level (A).

(You need to type in something, even a single letter, in order to be able to set up the entire list style properly).


Then go to the bullets & lists settings. Select the Lettered list style from the pop-up menu (where it says ‘None’). Set the indents for number and text as needed; click the same pop-up menu one more time and the + sign (top right corner) to create a new style, and give it a name (e.g. Letters & Numbers’).

Then press Return to go to the next line in your document. Press the tab key once to start creating the next level down (A.1). You get ‘A.’ again. That’s OK. Type another word there (‘train’ in my example) and go over to the bullets & lists panels to activate the tiered option. (You get ‘A.A.' now). From the drop down menu (‘A. B. C. D.’ — above the ‘tiered’ option) choose the numbers (1. 2. 3....) for your tiered style —now you get ‘A.1.’. Also, set the indent for the number to ‘0’ (since you want all levels to be flush-left from what I saw in your post), and set the number for the text indent to whatever works best for your use. Now you need to save the settings to the 2nd level. Again, go back to the Bullets & Lists pop-up; there you’ll see a blue ‘update’ button next to the name of your new style (‘Letters & Numbers’ for mine). Click the ‘update’ button to add the new level-2 settings to your style. Now you have both level 1 and level 2 set up within your style.


Repeat for the third level: Hit return to move to the next line. Type in a word—’ship’ in my example. Press the tab key to go down a level (A.1.1); the options for ‘tiered’ as well as the number style should carry over from the level above; if not, repeat as above. Set the indent for number and text again. Go back up to the Bullets & Lists pop-up and click the ‘update’ button again to include the new level-3 settings in your style. The third level has been set up as well.


If you think you’ll need a 4th level (A.1.1.1.), repeat the steps above one more time. If you aren’t sure, perhaps creating one or two more levels wouldn’t hurt—just in case.


You’re all set. To assign a particular level, go to the Bullets & Lists pop-up, select the style you have just created, and then use tab key on your keyboard to go down a level (from A.1 to A.1.1 etc), or shift+tab to go up a level (from A.1.1 to A.1 etc) or the dedicated buttons below the text color settings. So, if you want to use A.1.1. for instance, hit the tab key twice after you have assigned the list style.


It must have been quite tiring reading all this, but if you follow the steps, you’ll get how it works.

Most importantly, I hope it's what you are trying to do.


10 replies
Question marked as Top-ranking reply

Jun 28, 2020 10:59 AM in response to ukemily

I’m not sure if I’m missing something here, but the type of style you want to create is possible in Pages. (The heading style is a different story though.)


You can create a new list style that uses a combination of numbers and letters.

The lists below are from a list style I made in pages.



I suggest you create the entire style from the start with all the levels you’ll be using. Things can get a bit confusing if you do each level on its own at different times or you start with levels in-between. The process might seem a bit complicated, but it’s actually easier than it seems once you understand the process. Anyway, I’ll walk you through the steps.


First, type a word (‘car’, in my example) to create the top level (A).

(You need to type in something, even a single letter, in order to be able to set up the entire list style properly).


Then go to the bullets & lists settings. Select the Lettered list style from the pop-up menu (where it says ‘None’). Set the indents for number and text as needed; click the same pop-up menu one more time and the + sign (top right corner) to create a new style, and give it a name (e.g. Letters & Numbers’).

Then press Return to go to the next line in your document. Press the tab key once to start creating the next level down (A.1). You get ‘A.’ again. That’s OK. Type another word there (‘train’ in my example) and go over to the bullets & lists panels to activate the tiered option. (You get ‘A.A.' now). From the drop down menu (‘A. B. C. D.’ — above the ‘tiered’ option) choose the numbers (1. 2. 3....) for your tiered style —now you get ‘A.1.’. Also, set the indent for the number to ‘0’ (since you want all levels to be flush-left from what I saw in your post), and set the number for the text indent to whatever works best for your use. Now you need to save the settings to the 2nd level. Again, go back to the Bullets & Lists pop-up; there you’ll see a blue ‘update’ button next to the name of your new style (‘Letters & Numbers’ for mine). Click the ‘update’ button to add the new level-2 settings to your style. Now you have both level 1 and level 2 set up within your style.


Repeat for the third level: Hit return to move to the next line. Type in a word—’ship’ in my example. Press the tab key to go down a level (A.1.1); the options for ‘tiered’ as well as the number style should carry over from the level above; if not, repeat as above. Set the indent for number and text again. Go back up to the Bullets & Lists pop-up and click the ‘update’ button again to include the new level-3 settings in your style. The third level has been set up as well.


If you think you’ll need a 4th level (A.1.1.1.), repeat the steps above one more time. If you aren’t sure, perhaps creating one or two more levels wouldn’t hurt—just in case.


You’re all set. To assign a particular level, go to the Bullets & Lists pop-up, select the style you have just created, and then use tab key on your keyboard to go down a level (from A.1 to A.1.1 etc), or shift+tab to go up a level (from A.1.1 to A.1 etc) or the dedicated buttons below the text color settings. So, if you want to use A.1.1. for instance, hit the tab key twice after you have assigned the list style.


It must have been quite tiring reading all this, but if you follow the steps, you’ll get how it works.

Most importantly, I hope it's what you are trying to do.


Jun 29, 2020 6:20 AM in response to ukemily

You’re welcome!

I figured you had probably missed a step along the way. I’m glad the walk-though made sense.

Not knowing exactly which part you might have missed, I thought I’d describe all the steps as if you were starting from scratch. That’s probably what made it look like it’s such a hassle. If you figure out how it works, you can have the entire style-set done in less than 2 minutes. But then again, figuring things out might take a while...


As for assigning lists to paragraph styles, unfortunately that is not possible in Pages any more. Pages ’09 had that feature, but after the complete rewrite of all iWork apps in 2013, paragraph styles cannot include list styles any more. Microsoft Word definitely has more advanced features; you can have the list and all the formatting saved under one style, which you then apply with a single click. Not in Pages though.


Be that as it may, it can still be done in Pages, but in your case it would be really cumbersome with this particular list style. As you mentioned, the process requires assigning first a list style and then a paragraph style to each heading. Assigning keyboard shortcuts to the two styles would make it a bit easier, I guess, but still, not the easiest workflow, since in your case there's one more step: you would have to use the tab key to go through the list levels for each heading every single time—after assigning the list style and the paragraph style. You might as well just add the list numbers manually every time.


If this is not something that needs to be done right now, and you still want to use Pages for this, you could wait a bit and see what the next update brings (they have released updates around the end of June in the past 3 years). The reason I’m saying this is they’ve recently announced that they will “soon” release an update to Pages with the ability to import iBooks Author files as they are sunsetting that application. iBooks Author was based on Pages ’09 and there’s a (very small) chance they might want to enhance the features in Pages to (somewhat) match iBooks Author. Though, I have to say, they only mentioned importing documents; they didn’t say anything about editing, and with Apple’s record, I am not holding my breath. But since this seems to be around the corner, I thought I’d mention it.

George


Jun 28, 2020 6:29 AM in response to ukemily

I know one can create custom list styles in Pages, but after a few attempts at actually trying to create your particular list requirements, I abandoned it.


I tried again this morning using the hierarchy list instructions from the Pages User Guide. I can get a new custom list with the first two list entries that you want, but attempts to add A.1.1. fail. This is a huge time sink, and the instructions do not actually match the reality of attempting to use them.


This list style does not exist in LIbreOffice Writer v6.4.4 either, and you will probably need the appropriate documentation to implement it there. Not intuitive.

Jul 2, 2020 4:53 AM in response to geo226

Thanks George, I'm there now - a document with automatic index and paragraph numbering. It's a bit awkward, but I've found having set up list and paragraph styles, the quickest way is to copy an example of the heading you want with a section of body text beneath and paste and type over. Just having automatic index and paragraphing is a big step up from where I was with a manual 30 page document! Thank you very much for your help.

Jun 27, 2020 2:31 PM in response to VikingOSX

Thank you very much, I suspected that it wasn't possible to mix letters and numbers.


Regarding custom list styles, the Pages User Guide states:


You can create a list style for any kind of hierarchical list, from a simple one that includes just two levels of hierarchy, to a complex one that uses many styles of numbers and letters to define multiple levels.


After you format a level of hierarchy, you update (redefine) the list style to incorporate that level. For example, if your list has five levels of hierarchy, you need to update your starting style five times to fully define the style. The process results in a single style that automatically formats a list with the same number of levels you defined. You can then use that style for other lists in your document.


I am having trouble figuring this out in practice, updating the list style at levels 2 and 3 affects the levels further up e.g. changes the list or indent formatting I set at level 1. Do you have any further guidance on this?

Jun 28, 2020 1:12 PM in response to geo226

Perfect! Thank you so much for taking the time to write all the steps out! It was the step to change letters to numbers from the drop down menu ‘A. B. C. D.’ that I was missing, the rest of your process (as in setting the indents and checking 'tiered numbers' and 'continue from previous' at each stage before updating the list style) I had just about worked out.


I'm trying to reconfigure a long document that was created manually - both the index and paragraph numbering - that I will need to edit regularly in future and so want to save myself time, but I am not finding it very intuitive. Having created the list style, I'm now tackling the paragraph styles (my memory of MS Word is that this is all one process with list and general formatting saved under one style). If I want to create a new heading under a section of body text I seem to need to select the list style before the paragraph style, doing it the other way round modifies the indents I set up in the list style. Do you find this?


MS Word also had an option to save what the next paragraph would be when you pressed return (e.g. body text will always follow after heading 2) which was very helpful. It all seems more complicated in Pages. (This coming from a life long Mac user!)

This thread has been closed by the system or the community team. You may vote for any posts you find helpful, or search the Community for additional answers.

Hierarchical lists

Welcome to Apple Support Community
A forum where Apple customers help each other with their products. Get started with your Apple Account.