Create a Word document with multiple tables of content
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Creating an automatic table of contents (TOC) is relatively easy in Word, just a few quick clicks. But if you have a multi-part document or book - or perhaps a 'boxed set' of books - it gets more tricky. You can do it very easily once you know how though! In this presentation we look at how to create the initial TOC which shows the parts/sections/books in the document. Then we go into how to create a unique TOC for each of those parts/books. We'll be using field codes - and they aren't even nearly as hard as you might think!
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Create a Word document with multiple tables of content
- 1. GGeett YYoouurr BBooookk OOnn CCrreeaatteeSSppaaccee CCrreeaattiinngg BBooxxeedd SSeettss
- 2. WWHHEENN YYOOUU MMIIGGHHTT NNEEEEDD TTOO UUSSEE MMUULLTTIIPPLLEE TTOOCCSS • Long reports with multiple parts. • Documents containing reports from several people or departments. • A book that is made up of several shorter books. • ‘Boxed sets’ of books – one document containing several books.
- 3. MMUULLTTIIPPLLEE TTOOCCSS • In a standard TOC you can have multiple levels, created by using ssttyylleess. • BUT you ccaann’’tt do multiple TOCs the same way. • You need one TOC at the front of a large document with each part/book listed. • Then you need a TOC for each part/book, after its title.
- 4. HHOOWW TTOO CCRREEAATTEE AAUUTTOOMMAATTIICC AANNDD FFIIEELLDD--BBAASSEEDD TTAABBLLEESS OOFF CCOONNTTEENNTT
- 5. PPUUTT YYOOUURR DDOOCCUUMMEENNTT IINNTTOO SSTTYYLLEESS • Ideally, put the whole document into the NORMAL style first • Then put the headings as H1, H2, H3, etc. • The contents tables will be built from these
- 6. AADDDD TTHHEE IINNIITTIIAALL TTOOCC NNEEAARR TTHHEE BBEEGGIINNNNIINNGG –– JJUUSSTT TTHHEE MMAAIINN PPAARRTTSS OORR SSEECCTTIIOONNSS This is an ordinary TOC. Click References > Table of Contents > Insert Table of Contents Then choose just Level 1 to be included.
- 7. Click References > Table of Contents > Insert Table of Contents Then choose just Level 1 to be included.
- 8. • That was an automatic table of contents • Now we’ll add a TOC build on fields
- 9. FFOORR TTHHEE NNEEXXTT TTOOCC WWEE’’LLLL SSWWIITTCCHH TTOO TTHHEE OOUUTTLLIINNEE VVIIEEWW Click VIEW on the ribbon Then click OUTLINE
- 10. Click SHOW LEVEL Then click LEVEL 2
- 11. First, select the chapters of the first part/section/ book
- 12. Then click INSERT on the ribbon
- 13. Click BOOKMARK on the Insert toolbar
- 14. Enter a name for that part/section/book – no capitals or spaces. Then click ADD. And CLOSE the window.
- 15. Click CLOSE OUTLINE VIEW
- 16. Put your cursor where you want the TOC for the first book and click INSERT (not shown), then QUICKPARTS > FIELD
- 17. SSccrroollll ddoowwnn aanndd sseelleecctt TTOOCC TThheenn cclliicckk tthhee FFIIEELLDD CCOODDEESS bbooxx
- 19. Select ‘b' (for ‘bookmarks’) tthheenn cclliicckk AADDDD TTOO FFIIEELLDD:: TThheenn cclliicckk OOKK ttoo cclloossee tthhee wwiinnddooww
- 20. Now type in the bookmark you chose ffoorr yyoouurr ffiirrsstt ppaarrtt//bbooookk:: TTOOCC aanndd bb wwiillll aallrreeaaddyy bbee tthheerree
- 21. Finally, click ookk ((nnoott sshhoowwnn)) aanndd yyoouurr ttoocc bbuuiilltt oonn ffiieellddss wwiillll aappppeeaarr YYoouu ccaann rreeppeeaatt tthhee sstteeppss ddoo aadddd ootthheerr TTOOCCss ffoorr ootthheerr ppaarrttss//sseeccttiioonnss//bbooookkss iinn tthhee ddooccmmeenntt
- 22. YYOOUU CCAANN NNOOWW CCRREEAATTEE AA MMUULLTTII--PPAARRTT DDOOCCUUMMEENNTT,, BBOOOOKK,, OORR BBOOXXEEDD SSEETT OOFF BBOOOOKKSS
- 23. For more formatting tips, as well as book marketing and publishing techniques, visit: www.forauthors.info DDoowwnnllooaadd tthhiiss ffrreeee PPDDFF ffoorr aauutthhoorrss