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02 ms office

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02 ms office

  1. 1. Microsoft ® Office Word 2003 Training Create a basic TOC Peace River Distributing presents:
  2. 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. 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. 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. 5. Lesson 1 About tables of contents
  6. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 22. Lesson 2 Format your TOC
  23. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 37. Lesson 3 More ways to mark your TOC entries
  38. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 53. Test 3, question 3: Answer <ul><li>Heading styles. </li></ul>Create a basic TOC Heading styles are built in with Word.
  54. 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. 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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