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- 1. Microsoft ® Office Word 2003 Training Create a basic TOC Peace River Distributing presents:
- 5. Lesson 1 About tables of contents
- 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.
- 22. Lesson 2 Format your TOC
- 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.
- 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.
- 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.
- 55. USING THIS TEMPLATE See the notes pane or view the full notes page ( View menu) for detailed help on this template.
Editor's Notes
- [ 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).