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Reverse Number List
(A Microsoft Word Help & Tip page by Gregory K. Maxey)

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This Microsoft Word Tips & Microsoft Word Help page provides a couple of macro solutions to apply reverse numbering to a selected list.

The text illustrated below provide an example list:

reverse number list 1

Select all list members including the final paragraph mark.

Site Note IconTip: Displaying non-printing characters will make it easier to ensure that you included the last paragraph mark in your selection.

reverse number list 2

Reverse Numbering with Fields

With the list members selected, execute the following VBA procedure:

VBA Script:
Option Explicit
Sub ReverseNumberList()
Dim i As Long
Dim listCount As Long
Dim Numrange As Range
Dim oTmpRng As Range
  Set Numrange = Selection.Range
  ActiveWindow.View.ShowFieldCodes = False
  Numrange.ParagraphFormat.TabStops.Add Position:=InchesToPoints(0.3)
  listCount = Numrange.Paragraphs.Count
  For i = 1 To listCount
    Set oTmpRng = Numrange.Paragraphs(i).Range
    If IsNumeric(oTmpRng.Characters(1)) Then
      On Error GoTo ErrHandler
      If InStr(oTmpRng.Fields(1).Code, "SEQ") > 0 Then
        oTmpRng.Fields(1).Delete
        oTmpRng.End = oTmpRng.Start + 2
        oTmpRng.Delete
      End If
    End If
Reentry:
    Set oTmpRng = Numrange.Paragraphs(i).Range
    oTmpRng.Collapse wdCollapseStart
    oTmpRng.InsertAfter "." & vbTab
    oTmpRng.End = oTmpRng.End - 2
    If i = 1 Then
      Numrange.Fields.Add oTmpRng, wdFieldSequence, "ReverseList \r1", False
    Else
      Numrange.Fields.Add oTmpRng, wdFieldSequence, "ReverseList", False
    End If
    oTmpRng.End = oTmpRng.End + 1
    Numrange.Fields.Add oTmpRng, wdFieldEmpty, , False
    oTmpRng.End = oTmpRng.End - 1
    oTmpRng.InsertAfter Text:="=" & listCount + 1 & "-"
    With Numrange.Paragraphs(i)
      .LeftIndent = InchesToPoints(0.3)
      .FirstLineIndent = InchesToPoints(-0.3)
    End With
  Next i
  ActiveWindow.View.ShowFieldCodes = False
  ActiveDocument.Fields.Update
  Exit Sub
ErrHandler:
  If Err.Number = 5941 Then
    Set oTmpRng = Nothing
    Resume Reentry
  Else
    MsgBox "Unknown error exiting this routine"
  End If
End Sub

Site Note icon See: Installing Macros for instructions on how to set up and use the macros provided in this Microsoft Word Help & Microsoft Word Tips page.

The method employs a SEQ field nested in a formula field to calculate and display the correct reverse numbering.

reverse number list 3

List with field code displayed

reverse number list 4
List with result displayed.

The second method is much simpler but is not well suited for re-ordering a list. Again, with the list members selected, run the following VBA procedure:

VBA Script:
Sub ReverseNumberListII()
Dim Numrange As Range
Dim numtable As Table
Dim numcolumn As Column
Dim tabwidth As Long
Dim i As Long
  Set Numrange = Selection.Range
  Set numtable = Numrange.ConvertToTable(Separator:=vbCr)
  tabwidth = PointsToInches(numtable.Columns(1).Width)
  Set numcolumn = Numrange.Tables(1).Columns.Add(BeforeColumn:=numtable.Columns(1))
  numcolumn.Width = InchesToPoints(0.5)
  numtable.Columns(2).Width = InchesToPoints(tabwidth - 0.5)
  For i = 1 To numcolumn.Cells.Count
    numcolumn.Cells(i).Range.InsertBefore (numcolumn.Cells.Count - i + 1) & "."
  Next i
  numtable.Borders.Enable = False
lbl_Exit:
  Exit Sub
End Sub

The method uses plain text numbering and a borderless table. The fine gridlines are shown only on the screen and can be toggled off with Tables>Hide Gridlines.

reverse number list 5

Site Note iconNote: Word MVP Cindy Meister provides a non-macro field solution to reverse numbering on her website at Reverse Numbering.

That's it! I hope you have found this tips page useful and informative.

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