List formatting for repeating data allows you to create a structured, consistent format for displaying repeating items, such as names or dates, in a list. This includes numbered or bulleted lists with custom separators and formatting, ensuring each repeat instance follows the same style while remaining easy to read.
Instructions
1. Set Up Your List
- Begin by creating a list in your template.
- If you are working with a bulleted or numbered list, go to the Home tab and select either the Bullets or Numbering option to format your list.
- Enter the first item in the list (e.g., first name, item description) and format it according to your preferred style (e.g., bullet points, numbers).
2. Insert the Repeating Data Field
- Place the cursor on the line where you want the repeating data to appear.
- Use the Word Add-In to insert the field for repeating data. For instance, if you want to repeat a list of participants, insert the relevant field, such as Participant Name or Invoice Amount.
- To do this, navigate to the Word Add-In and select the Insert Field option to add the appropriate field for repeating data.
3. Highlight the Entire Line for Repeat
- Select the entire line, including the bullet or number, as well as any other formatting (such as indentation or spaces).
- Be sure to include the paragraph return at the end of the line, as this ensures each repeat will be placed on a new line in the list.
4. Apply the Conditional Repeat Rule
- Once the line is highlighted, go to the More Menu in the Word Add-In.
- Select Conditional Rules, and then choose Repeat.
- Apply the Repeat rule to the highlighted line to ensure that Word replicates the line for each instance of the repeating data.
5. Apply List Formatting
- Now that the repeat rule is applied, you can format the list according to your needs.
- Go to the Word Add-In and select Formatting Controls from the More Menu.
- Choose List Formatting and click Add.
- In the options that appear, you can set the Suffix (separator before the last repeat) and Punctuation (such as a comma, semicolon, etc.) to be placed at the end of the list.
- This ensures that the list follows a consistent format, such as “Item 1, Item 2, Item 3.”
5. Test the List
- After applying the list formatting, preview the document to check that the formatting is correct and the data repeats as expected.
- Ensure that the separators (e.g., commas, semicolons) appear correctly between repeated items and that the last item is formatted as specified (e.g., with no separator or a specified one).
6. Make Adjustments as Needed
- If the list isn’t displaying correctly, return to the Word Add-In and adjust the List Formatting settings.
- Check your field insertions, repeat rules, and formatting controls to ensure that the desired style is applied across the document.
Common Issues & Solutions
- Issue: The list formatting doesn’t appear correctly between repeats.
- Solution: Double-check the List Formatting options in the Word Add-In. Ensure you’ve set the correct Suffix (separator) and Punctuation settings for the list items.
- Issue: Extra separators or punctuation are appearing after the last repeat.
- Solution: Adjust the Suffix setting in the List Formatting options to ensure the separator is only placed before the last repeat, not after.