Numbering helps keep a list organised and easy to reference, particularly in large or complex matters where a structured index is essential. Numbering applies a reference to sections and rows in a list, making it easier to refer to specific items when discussing or exporting your list. You can choose how numbering is applied and customize its format to suit your workflow.
Configuring numbering
Prerequisite: you need the edit permission on the list to change numbering settings.
To open the numbering settings:
Click the More menu (…), then select Configure numbering, which sits in the middle of the menu after Rename and Duplicate
The Configure numbering panel opens
Choose your numbering mode (see below)
Your changes are saved automatically.
Choosing a numbering mode
Mode | How it works |
Simple (default) | Rows are numbered sequentially; sections aren't numbered. This is how list numbering has always worked. |
Hierarchical | Sections and rows are both numbered, using nested decimals that reflect depth (eg 1, 1.1, 1.1.1). This aligns list numbering with data rooms. |
Custom | Full control over the format at each level. |
Customizing number format
If you choose Custom, you can set the following for each level, up to 27 levels deep. The deepest format you configure also applies to any level beyond it:
Prefix: optional text shown before the number
Format: 1, 2, 3 / A, B, C / a, b, c / I, II, III / i, ii, iii
Suffix: optional text shown after the number
Two further toggles are available:
Number sections and rows separately: gives sections and rows their own independent sequence at each level
Include parent numbering: carries the number of a parent section through to its contents
A live preview, using a fixed sample list, updates immediately as you change any setting.
How numbers appear
Numbers show in the No. column. In Hierarchical or Custom mode, numbers can be longer, and the column may need to widen to fit them.
Note: See Managing sections and rows for how to add, move and reorder sections and rows, which numbering follows automatically.
Numbering in exports
Word and Excel exports of the list reflect your numbering configuration in the No. column. File names in a ZIP export also reflect your numbering mode. See Exporting data from lists for full detail.