Why I don’t settle for default numbering in Microsoft Word (and you shouldn’t either)

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Relying on Microsoft Word’s default numbering results in generic-looking documents, poor alignment, and inconsistent formatting. By spending just a few minutes creating a custom style list, I make my work recognizable, professional, and uniform.

Why customization matters

Microsoft Word’s default numbering system is great for quick, casual use. However, in some scenarios, it simply doesn’t cut the mustard:

  • Lack of personalization: Documents with standard numbering all look the same. I like my work to stand out and be recognizable through carefully chosen fonts, colors, and symbols.
  • Weird alignment: Default numbering indents can vary wildly and can cause the list text to sit too close to the number or align awkwardly with the margin. This leaves my documents looking sloppy and unprofessional.
  • No consistency: When I copy or merge sections from other documents, the basic numbering often tries to inherit the new document’s style or breaks entirely, making the formatting unreliable.

To overcome these limitations, I use a two-step process to create and permanently save custom lists.

A laptop with Microsoft Word open, a notebook on the left, and a phone with the Word logo on the right. Credit: Lucas Gouveia / How-To Geek | Melinda Nagy / Shutterstock

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Step 1: Customizing number and bullet lists

Depending on the type of document I’m creating, I either adapt Microsoft Word’s standard numbering system or upload a graphic to use in place of standard bullet points.

Customizing standard numbering

There are several ways to customize the standard numbering system in Microsoft Word, but here’s the method I use. First, in the Home tab, I expand the “Multilevel List” drop-down menu, and click “Define New Multilevel List.”

Define New Multilevel List is selected in the Home tab on Word's ribbon.

Next, I make sure “1” is selected in the level list. Then, after clearing the “Enter Formatting For Number” field, I set the desired format. In this example, I typed [PROJ-, selected “One, Two, Three” in the Number Style For This Level field, then typed ].

Level 1 is selected in Word's Define New Multilevel List window, and the formatting and number style are amended to show [PROJ-One].

Never type the numbering manually, as this breaks the list’s automatic function, meaning the numbers won’t update, advance, or reset automatically when you add or delete list items.

Now, to confirm how the numbering appears on the page, I click “Font,” and make the necessary formatting tweaks.

The Multilevel List Font dialog box in Microsoft Word, with the font changed to a bold purple.

Finally, I adjust the alignment settings:

  • Aligned At: This field specifies where the number aligns relative to the margin. For example, setting this to “0 cm” means the number sits on the margin; setting it to “2 cm” means the number is 2 cm from the margin.
  • Text Indent At: This field specifies where the text starts relative to the margin, so ideally, it should be greater than the measurement in the Aligned At field. Also, if your custom numbering contains multiple characters, make sure you account for this when working out the gap between the number and the text.
The Define New Multilevel List dialog box in Microsoft Word, with the Aligned At field set to 0 cm, and the Text Indent At field set to 3 cm.

After clicking “OK,” I need to save the numbering format as a new style. To do this, first, I open the Styles pane by clicking the icon in the bottom-right corner of the Styles group in the Home tab. Then, in the Styles Pane, I click the “New Style” button (the “A+” icon).

The Style pane launcher button in Microsoft Word is selected, and the New Style icon is highlighted.

In the Create New Style From Formatting dialog box, I give my new style a clear, descriptive name before choosing “List” in the Style Type field. Then, if I want to use this style in other documents created from the Normal template, at the bottom of the window, I check “New Documents Based On This Template.”

The Name and Style Type in Word's Create New Style From Formatting fields are populated, and the New Documents radio button is checked.

If you don’t want to save this new numbering style to the Normal template, but, rather, a new template, leave “New Documents Based On This Template” unchecked, and see the “Saving and reusing the custom lists” section below.

Finally, when I click “OK,” the new style appears under List Styles in the main Multilevel List drop-down menu.

A customized list style in the Multilevel List drop-down menu in Microsoft Word.

Creating branded bullet points

When I’m creating branded documentation, I use a small graphic in place of bullet points to make my work stand out.

First, I design the logo on my computer, making sure it has a 1:1 aspect ratio (square), and save it as a PNG or JPG. Then, I follow the same steps as when I create a customized standard numbered list, with one difference:

  1. Open the “Multilevel List” drop-down menu, and click “Define New Multilevel List.”
  2. Select “1” in the level list.
  3. Clear the “Enter Formatting For Number” field.
  4. The main difference to the steps above: In the Number Style For This Level field, scroll to the bottom, and click “New Picture”—see the screenshot below. Then, locate and select the logo.
  5. Set the alignment, and click “OK.”
  6. Open the Styles pane, and click “A+.”
  7. Name the style, click “List,” and if you want to add the new bullet style to the Normal template, check “New Documents Based On This Template.”
New Picture is selected in the Define New Multilevel List dialog box in Microsoft Word.

The branded graphic must be consistent for all items in the list. Creating a separate style for each item list breaks the automatic list flow, so I strongly recommend you avoid this.

Here’s how my How-To Geek-branded bullet points look:

A bullet pointed list in Microsoft Word, with HTG logos used as the bullets.

Step 2: Saving and reusing the custom lists

Even though checking “New Documents Based On This Template” in the Create New Style From Formatting dialog box is supposed to make the custom list available in future documents, it isn’t always reliable. So, I take another step by saving the current file as a custom template.

Three light bulbs with Microsoft Word logo in the center.

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By default, all new Word documents use the Normal template. However, sometimes, I like to create dedicated custom templates to prevent my Normal template from becoming too bloated with customized formatting and features.

To do this, in the current document containing my newly created customized list, I click File > Save As. Then, in the Save As Type field, I select “Word Template,” name the template so it’s easy to identify, and click “Save” to save the file in the default Templates folder.

A Microsoft Word template, named HTG brand, is saved using the Save As dialog box.

Then, when I reopen Microsoft Word, I click “New,” locate and double-click the template I just saved, and a new document is opened with the custom list ready to use.

A template named HTG Brand is selected in the New tab of the Microsoft Word welcome screen.

Creating customized lists is just one way I improve my Microsoft Word formatting. For example, I also use page breaks instead of pressing Enter repeatedly, insert automatic tables of contents instead of typing them manually, and use preset table formatting instead of formatting them myself. By using these built-in features, I ensure all my documents are clean, consistent, and professional.

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