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02 ms office

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  • [ Note to trainer : People taking this course should be familiar with heading styles and document outline levels. For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]
  • Marking the text is a way of identifying a particular chunk of text, such as a chapter title or section heading, that will be included in the TOC. Tips Mark chapter titles right away so that you don’t have to go over the complete document to mark the text entries you want in the TOC (though that’s possible, too). For optimum readability, the text you mark for your TOC should be concise and descriptive to tell readers what is in a particular section. [ Note to trainer: Steps—given in either numbered or bulleted lists—are always shown in yellow text.]
  • The next few slides will focus on creating a TOC by applying heading styles. Later slides will cover the other options in greater detail.
  • There are many other options besides the default style. The rest of this course will explore some of them.
  • Examples of when to update a TOC When you add new headings or need to update page numbers. Tips for opening the Outlining toolbar On the View menu, point to Toolbars and then click Outlining . Click the Show Outlining Toolbar button in the Index and Tables dialog box.
  • Tips for updating the TOC Avoid editing entries in the TOC itself—if you ever update the TOC, you’ll lose those changes. To change text that appears in the TOC, edit this text in the body of the document, not in the TOC. Then press F9 to compile the changes. Always update a TOC as the last thing you do to a document before printing or sending it out. That way you’ll always include any last-minute changes.
  • [ Note to trainer : With Word 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important : If you don’t have Word 2003, you won’t be able to access the practice instructions.]
  • There are other formatting options as well, such as adding dots between the TOC entry and the corresponding page number, or having hyperlinks in the TOC of an on-screen document.
  • Font You can change the font characteristics by applying a format to the whole TOC. Page numbers You can choose whether to include them or not, and if you do, whether to have them next to the text entry or right-aligned. Tab leader If your page numbers are right-aligned, you can choose to use a tab leader or not. Levels In a complex document you might need more than the standard three levels for your TOC. You can have a maximum of nine. This image shows three levels: "The Planets" is at the first level; "Mercury," "Venus," and "Earth" are at the second; and "The Moon" is at the third.
  • More about editing a TOC “by hand” While it’s not recommended, you can edit your TOC by hand and change the appearance of individual entries if you want. Just make it the last thing you do, and don’t update the TOC afterwards. Confused by all these “formats”? Keep in mind that there are two types of formatting to consider. First, there's the text in the document that you mark for TOC inclusion that can be formatted, for example, with a heading style. And then there's the TOC itself, which can also be formatted.
  • Formats Format selections include Modern , Formal , Simple , Classic , Distinctive , and Fancy . Not every built-in format offers all the options shown in the picture. In the Formats box, the From Template option is a format that refers to an existing TOC style in the document you’re working in. This means that instead of applying a new format, you could make changes to the existing TOC’s format. For example, If you had chosen the Classic format, you could go back and make amendments to it. If there is no existing TOC style in the document you’re working in, it will be a plain TOC with only the formatting you chose to apply in the dialog box.
  • When you’re finished After redesigning an existing TOC in the dialog box, you’ll be asked if you want to replace the old one. Click OK : You’ll replace the old TOC with the one that uses your new format. [ Note to trainer : It's also possible to design your own TOC format. Steps for doing that are in the Quick Reference Card, which is linked to at the end of the course.]
  • To see the page numbers again, switch back to Print Layout view or disable hyperlinks. Or if you know that a document will not be viewed on-screen, you can disable hyperlinks entirely: In the Index and Tables dialog box, clear the Use hyperlinks instead of page numbers check box.
  • [ Note to trainer : With Word 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important : If you don’t have Word 2003, you won’t be able to access the practice instructions.]
  • Note: Sometimes you won’t want entries of the same level in the TOC to have the same formatting in the document. For example, you may want each entry to be italicized in the main document, but not in the TOC.
  • How does a document outline create a TOC with no extra effort? Because the text you want in the TOC will already be marked up with the outline levels. It’s easy to remove formatting Although outline levels are tied to built-in heading styles (for example, Word formats a Level 1 outline entry with a built-in Heading 1 style), the formatting is easy to remove.
  • You can either create a new style from scratch or modify an existing one. But do be aware that creating and using custom styles can take time and requires that you know how to create or modify styles.
  • Example for step 3 You could have a custom style for the TOC level 1 and heading styles for the other TOC levels.
  • [ Note to trainer : With Word 2003 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word, with instructions to guide you. Important : If you don’t have Word 2003, you won’t be able to access the practice instructions.]
  • Using This Template This Microsoft PowerPoint ® template has training content about using Word 2003 to create a basic table of contents. It's geared for you to present to a group and customize as necessary. This template's content is adapted from the Microsoft Office Online Training course “Table of Contents I: Create a basic TOC.” Features of the template Title slide: On the very first slide, there are empty brackets over which you should type the name of your company. Or you can delete the text box altogether if you don't want this text. Animations: Custom animation effects are applied throughout. They'll play in previous versions back to Microsoft PowerPoint 2000. They include the entrance effects called Peek and Stretch, and sometimes the Dissolve effect is used. To alter them, go to the Slide Show menu, click Custom Animation , and work with the options that appear. Slide transitions: The Wipe Down transition is applied throughout the show. If you want a different one, go to the Slide Show menu, click Slide Transition , and work with the options that appear. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have Word 2003 installed to view the hands-on practice sessions. Headers and footers: The template contains a footer that has the course title. You can change or remove the footers in the Header and Footer dialog box (which opens from the View menu).
  • Transcript

    • 1. Microsoft ® Office Word 2003 Training Create a basic TOC Peace River Distributing presents:
    • 2. Course contents <ul><li>Overview: TOC basics </li></ul><ul><li>Lesson 1: About tables of contents </li></ul><ul><li>Lesson 2: Format your TOC </li></ul><ul><li>Lesson 3: More ways to mark your TOC entries </li></ul>Create a basic TOC Each lesson includes a list of suggested tasks and a set of test questions.
    • 3. <ul><li>A table of contents, or TOC, gives readers a brief outline of the topics discussed in your document and helps them find their way around it. </li></ul>Overview: TOC basics Create a basic TOC Word has several ways to help you design and format a basic TOC so that it looks the way you want and conveys just the right level of detail.
    • 4. Course goals <ul><li>Use built-in heading styles, custom styles, or document outline levels to create a TOC. </li></ul><ul><li>Format the TOC to make it look the way you want. </li></ul>Create a basic TOC
    • 5. Lesson 1 About tables of contents
    • 6. About tables of contents <ul><li>A table of contents is a reader’s map. It provides an overview of what’s in the document and helps readers find a particular section quickly. </li></ul>Create a basic TOC Tables of contents are found in many books and documents. A TOC can be a simple list of chapter titles or links, or it can include several outline and heading levels along with corresponding page numbers.
    • 7. How it works Create a basic TOC Mark text to create a TOC. <ul><li>Mark the text in your document that you want to appear in the TOC, such as a chapter title or section heading. </li></ul><ul><li>Collect that marked text together in one place. </li></ul>There are two steps to creating a TOC in Word: You can mark text as you write.
    • 8. Mark your text <ul><li>You can mark the text you want to include in your TOC in the following ways: </li></ul>Create a basic TOC <ul><li>Apply heading styles. </li></ul><ul><li>Create a document outline. </li></ul><ul><li>Create custom styles. </li></ul>Mark text to create a TOC.
    • 9. Mark your text <ul><li>Ease of use and speed make Word's built-in heading styles the easiest way to mark your text. </li></ul>Create a basic TOC Simply format your text with one of the nine predefined heading levels and create the TOC. Word has nine built-in heading styles.
    • 10. Create your TOC <ul><li>Once text is marked, it's time to collect it all together in the TOC. This is where Word does the work for you. </li></ul>Create a basic TOC The Index and Tables dialog box
    • 11. Create your TOC <ul><li>First place the insertion point where you want the TOC to appear, usually at the beginning of the document. Then: </li></ul>Create a basic TOC <ul><li>On the Insert menu, point to Reference , and then click Index and Tables . </li></ul><ul><li>Click the Table of Contents tab. If you want a TOC in the default style, click OK . </li></ul>The Index and Tables dialog box
    • 12. Update your TOC <ul><li>Once you've built your TOC, you'll want to maintain it as the document changes. </li></ul>Create a basic TOC <ul><li>To update the TOC, select it and then press F9. Or click the Update TOC button on the Outlining toolbar. </li></ul>Update the whole TOC or just page numbers.
    • 13. Update your TOC Create a basic TOC Update the whole TOC or just page numbers. When you update the TOC, you’ll be asked if you want to update the entire TOC, including all the text entries, or just the page numbers.
    • 14. Update your TOC Create a basic TOC Update the whole TOC or just page numbers. <ul><li>Choose the page numbers option only if you’ve been adding body text but no new headings. </li></ul><ul><li>If you’ve added a new heading or changed any text included in the TOC, choose the Update entire table option. </li></ul>
    • 15. Suggestions for practice <ul><li>Add heading styles. </li></ul><ul><li>Update a TOC. </li></ul>Create a basic TOC Online practice (requires Word 2003)
    • 16. Test 1, question 1 <ul><li>Which of these is the correct way to create a TOC? (Pick one answer.) </li></ul>Create a basic TOC <ul><li>In the body of the document, mark the text you want in the TOC, and then use Word to collect that text together into a TOC. </li></ul><ul><li>Create a blank TOC and then copy and paste items into it. </li></ul><ul><li>Type out a separate document for the TOC. </li></ul>
    • 17. Test 1, question 1: Answer <ul><li>In the body of the document, mark the text you want in the TOC, and then use Word to collect that text together into a TOC. </li></ul>Create a basic TOC This is the easiest and quickest way to create a TOC.
    • 18. Test 1, question 2 <ul><li>You can mark text for a TOC using which of the following? (Pick one answer.) </li></ul>Create a basic TOC <ul><li>Heading styles. </li></ul><ul><li>Custom styles. </li></ul><ul><li>Outline levels. </li></ul><ul><li>All of the above. </li></ul>
    • 19. Test 1, question 2: Answer <ul><li>All of the above. </li></ul>Create a basic TOC You can mark text for TOC inclusion using heading styles, custom styles, and outline levels.
    • 20. Test 1, question 3 <ul><li>The text is marked in your document, but before you open the Index and Tables dialog box to create your TOC, you should: (Pick one answer.) </li></ul>Create a basic TOC <ul><li>Create a new table for the TOC. </li></ul><ul><li>Add page numbers. </li></ul><ul><li>Place the insertion point where you want the TOC. </li></ul><ul><li>Add a blank page. </li></ul>
    • 21. Test 1, question 3: Answer <ul><li>Place the insertion point where you want the TOC. </li></ul>Create a basic TOC Always move the insertion point first, otherwise you’ll end up with the TOC in the wrong location.
    • 22. Lesson 2 Format your TOC
    • 23. Format your TOC <ul><li>After you create a table of contents, you can format the entire thing to make the entries clearer, more attractive, and easier to read. Word has several built-in TOC formats . </li></ul>Create a basic TOC Choose a format that’s suitable for your table of contents.
    • 24. Anatomy of a TOC <ul><li>Here are the elements you can work with: </li></ul>Create a basic TOC You can alter various elements of a TOC. <ul><li>Font details such as size, type, and color. </li></ul><ul><li>The presence and position of page numbers. </li></ul><ul><li>The type of tab leader (dots, dashes, or straight line). </li></ul><ul><li>The number of levels. </li></ul>
    • 25. Anatomy of a TOC <ul><li>Instead, you can change the whole table by applying a built-in TOC format . The format will affect the whole TOC. </li></ul>Create a basic TOC You can alter various elements of a TOC. It’s wise not to alter each individual line “by hand,” because when you update the TOC you’ll lose any direct formatting you’ve applied.
    • 26. TOC formats <ul><li>You can change the appearance of your TOC as you create it or after it’s built: </li></ul>Create a basic TOC <ul><li>Choose from the built-in formats in the Formats box. </li></ul><ul><li>Show or hide page numbers. </li></ul>Use the Index and Tables dialog box to change TOC formatting.
    • 27. TOC formats <ul><li>You can change the appearance of your TOC as you create it or after it’s built: </li></ul>Create a basic TOC <ul><li>Align page numbers. </li></ul><ul><li>Choose a tab leader. </li></ul><ul><li>Choose the number of levels required. </li></ul>Use the Index and Tables dialog box to change TOC formatting.
    • 28. Print versus screen <ul><li>Although TOC entries are links, making them appear as hyperlinks (as shown in the picture) can be easier for your readers, especially if the document will be read on-screen. </li></ul>Create a basic TOC For on-screen viewing, use hyperlinks rather than page numbers. Sometimes you'll create a document for printing, and other times it'll be read on the computer screen.
    • 29. Print versus screen Create a basic TOC For on-screen viewing, use hyperlinks rather than page numbers. <ul><li>To make the change, switch to Web Layout view by clicking Web Layout on the View menu. </li></ul>
    • 30. Suggestions for practice <ul><li>Use a built-in format. </li></ul><ul><li>Format tab leaders and page numbers. </li></ul><ul><li>Apply TOC levels. </li></ul><ul><li>Explore Web Layout view. </li></ul>Create a basic TOC Online practice (requires Word 2003)
    • 31. Test 2, question 1 <ul><li>You want to change the format of your TOC; where do you go? (Pick one answer.) </li></ul>Create a basic TOC <ul><li>Right-click the TOC and click Format . </li></ul><ul><li>The Formats box in the Index and Tables dialog box. </li></ul><ul><li>Click the Options button in the Index and Tables dialog box. </li></ul>
    • 32. Test 2, question 1: Answer <ul><li>The Formats box in the Index and Tables dialog box. </li></ul>Create a basic TOC
    • 33. Test 2, question 2 <ul><li>You want to display your TOC with hyperlinks in Web Layout, but you also want to print it. What do you have to do? (Pick one answer.) </li></ul>Create a basic TOC <ul><li>Nothing. This is the default setting for TOCs in Word. </li></ul><ul><li>Create a Web frame for the TOC. </li></ul><ul><li>Print the document with page numbers, and then alter the TOC to hyperlinks. </li></ul>
    • 34. Test 2, question 2: Answer <ul><li>Nothing. This is the default setting for TOCs in Word. </li></ul>Create a basic TOC Your TOC will print with page numbers even if you’re using a different view on-screen.
    • 35. Test 2, question 3 <ul><li>A tab leader is: (Pick one answer.) </li></ul>Create a basic TOC <ul><li>The row of characters between a TOC entry and the page number. </li></ul><ul><li>The space the insertion point moves when you press the TAB key. </li></ul><ul><li>The name of a tab in a dialog box. </li></ul>
    • 36. Test 2, question 3: Answer <ul><li>The row of characters between a TOC entry and the page number. </li></ul>Create a basic TOC The tab leader can be dots, dashes, or a straight line. Alternatively, you can choose not to have one at all.
    • 37. Lesson 3 More ways to mark your TOC entries
    • 38. More ways to mark entries Create a basic TOC Three ways to mark text for a table of contents There's more than one way to mark text for a TOC. As you saw in earlier practices, using built-in heading styles in your document is a quick and easy way of building a TOC. But you can also create your own custom styles.
    • 39. More ways to mark entries <ul><li>And, if you’re fond of outlining, you can create a document outline and use the different outline levels as entries for your TOC. </li></ul>Create a basic TOC Three ways to mark text for a table of contents
    • 40. Document outline <ul><li>Drafting a document? Sketching out ideas? Moving text around? </li></ul>Create a basic TOC Document in outline view Create a document outline. It’s a great way to organize ideas and plan content.
    • 41. Document outline Create a basic TOC Document in outline view A document outline also: <ul><li>Enables you to create your table of contents without any extra effort. </li></ul><ul><li>Proves helpful when you want text marked for the TOC to have no formatting. </li></ul>
    • 42. Document outline <ul><li>You can also exclude any text marked with document outline levels from inclusion in the TOC: </li></ul>Create a basic TOC Document in outline view <ul><li>On the Insert menu, point to Reference , click Index and Tables , and then click the Table of Contents tab. </li></ul><ul><li>Click Options to open the Table of Contents Options dialog box. </li></ul><ul><li>Clear the Outline levels check box. </li></ul>
    • 43. Custom styles <ul><li>If you don't like the appearance of Word's built-in heading styles, use a custom style. </li></ul>Create a basic TOC The Styles and Formatting task pane That way, you can choose exactly how you want all the headings in your document — and the TOC — to look. The Styles and Formatting task pane is the place to start.
    • 44. Mix and match Create a basic TOC You’ve seen how to create a TOC by using outline levels, heading styles, or custom styles individually. The Table of Contents Options dialog box You can also mix and match and use heading styles with outline levels or with custom styles. You can't use outline levels and custom styles in the same TOC, however.
    • 45. Mix and match Create a basic TOC <ul><li>Select the Styles check box to include built-in or custom styles. </li></ul><ul><li>Select the Outline levels check box to include outline levels. </li></ul><ul><li>If you use custom styles, match up the style you want with a TOC level. </li></ul>The Table of Contents Options dialog box To ensure your TOC includes the correct entries, select the appropriate options in the Table of Contents Options dialog box.
    • 46. Mix and match Create a basic TOC The Table of Contents Options dialog box As shown in the picture, outline levels and styles are both selected by default. However, you don’t have to use both outline levels and heading styles — just use the one you want.
    • 47. Suggestions for practice <ul><li>Create a TOC with outline levels. </li></ul><ul><li>Create a TOC using custom styles. </li></ul>Create a basic TOC Online practice (requires Word 2003)
    • 48. Test 3, question 1 <ul><li>Which method of creating TOCs is easy to work with when you’re drafting out a document? (Pick one answer.) </li></ul>Create a basic TOC <ul><li>Heading styles. </li></ul><ul><li>Outline levels. </li></ul><ul><li>Custom styles. </li></ul><ul><li>All of the above. </li></ul>
    • 49. Test 3, question 1: Answer <ul><li>Outline levels. </li></ul>Create a basic TOC Outline levels are a great tool to work with when drafting.
    • 50. Test 3, question 2 <ul><li>You can change the assigned TOC levels in a TOC created using just outline levels. (Pick one answer.) </li></ul>Create a basic TOC <ul><li>True </li></ul><ul><li>False </li></ul>
    • 51. Test 3, question 2: Answer <ul><li>False. </li></ul>Create a basic TOC You can change the assigned TOC levels when you’re using heading styles, either built-in or custom.
    • 52. Test 3, question 3 <ul><li>Which method of creating TOCs is based on built-in Word styles? (Pick one answer.) </li></ul>Create a basic TOC <ul><li>Heading styles. </li></ul><ul><li>Outline levels. </li></ul><ul><li>Custom styles. </li></ul><ul><li>All of the above. </li></ul>
    • 53. Test 3, question 3: Answer <ul><li>Heading styles. </li></ul>Create a basic TOC Heading styles are built in with Word.
    • 54. Quick Reference Card <ul><li>For a summary of the tasks covered in this course, view the Quick Reference Card . </li></ul>Create a basic TOC
    • 55. USING THIS TEMPLATE See the notes pane or view the full notes page ( View menu) for detailed help on this template.

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