Word - Create a list of requirements

Hello,

I would like to create a list of requirements in my document so that I can refer to a specific requirement on the document (insert a link) and create a list of all requirements (reference + text) at the end of the document.

Here is an example of what I would like to do:

1. section one of the document (style title1)

REQ_1_1 my first requirement for the section one

REQ_1_2 my second requirement for the section one

1_2. sub section (style title2)

If REQ_1_2 (link to REQ_1_2) is validated then ...

REQ_1_2_1 a sub requirement

REQ_1_2_2 another requirement

2. second section (style title1)

2_1. sub section 2 (style title2)

REQ_2_1_1 last requirement

List of requirements: (list that is updated dynamically)

REQ_1_1 my first requirement for the section one

REQ_1_2 my second requirement for the section one

REQ_1_2_1 a sub requirement

REQ_1_2_2 another requirement

REQ_2_1_1 last requirement

How can I achieve this?

I have tried list with hierarchy, but it did not work as the list was reset if there is a paragraph between two elements. Or if I use a hierarchy style, I must have REQ_1 before REQ_1_1 which is not what I want.

I have tried fields with sequences, like figure/table, coupled with { STYLEREF "title2" } but I could not find how to know which "title" to use, and how to reset the counting when changing section/sub section.

I have tried references, which work fine for referencing a requirement in the document, but I didn't find a way to create a list of requirement with all references. Also, I would have to create 2 references for one requirements: the requirement number ("REQ_1_2") and the requirement text ("my second requirement for the section one") if order to be displayed on the requirements list at the end of the document.

I am currently using this but I do everything manually and it's a pain in the *@s when I have to update a requirement/section as I have more than 800 requirements in my document :/

Your help will be very much appreciated.

Thank you,

Damien.

Answer
Answer

Hello Damien,

I'm going to start with information about automatic list numbering in Word. If you use automatic paragraph numbering or bullets read Shauna Kelly's directions on numbering and bullets. Start with How to create numbered headings or outline numbering in Word 2007 and Word 2010. For large documents you must follow these directions or you will lose your hair!
(Mac version: https://www.brandwares.com/bestpractices/2016/06/outline-numbering-in-word-for-os-x/)

 

This may seem a bit convoluted at first, but it really is not. Just follow the steps. Shauna Kelly's instructions use the built-in heading styles, but you can use any existing paragraph styles including your custom styles. There are, however advantages to using the built-in heading styles when you create a Table of Contents. Here are some more advantages: Why Use Word's Built-In Heading Styles? by Shauna Kelly Note, you can modify these built-in styles to look exactly the way you want.

 

Videos on this

 

https://www.youtube.com/watch?v=He_ob8ydc9E


https://www.youtube.com/watch?v=qbyTcWo52G4

https://www.youtube.com/watch?v=GevZOS-nCuw

https://www.youtube.com/watch?v=niD6VXPvAyU

 

The basic idea is that the numbering is set using the Define MultiLevel List dialog with each numbering level being attached to an existing paragraph style. Once you have this set up, you should not use the buttons for numbering in the Ribbon but rather apply the appropriate style for that level.

 

You can save a document with this as a template for future documents if you want so you will not need to do this every time.

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END OF BASIC INFORMATION

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The ability to use numbering tied to paragraph styles is vital to handling your problem.

To change directly from the 1_1, 1_2, ... to 2_1 without an intervening 2, you need a style set to have the first number. You must use that to increase but that style can be set to be hidden.

Volunteering to "pay forward" the help I've received in the Microsoft user community.

Charles Kenyon
Sun Prairie, Wisconsin
wordfaq[at]addbalance[dot]com

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Last updated April 14, 2025 Views 1,168 Applies to: