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Microsoft Word 2003/2004

Generating a Table of Contents

To simplify your document production process, Microsoft Word automates the generation of a table of contents (TOC). This feature allows you to easily and efficiently generate and update a table of contents, which is an important aspect of an effective document.

return to topPreparing for a Table of Contents

Before Word can create the table of contents (TOC), you must decide which material will be included and how it should appear. To indicate which elements should be included, you should designate each element using either the headings or the paragraph settings option.

You can not only designate what elements will be included in the table of contents, but also how they are arranged as well. For example, a page title might be labeled Heading 1, and the subtopics that fall below it might be labeled Heading 2. When the table of contents is generated, its style will reflect the differences in your Heading designations.

For additional information on styles, refer to Using Word Styles.

Preparing for a Table of Contents: Using Heading Styles

  1. Place your insertion point within the item to be included in the TOC

  2. Windows: On the Formatting toolbar, in the Style pull-down list, select the desired heading
    Style pull-down list
    Macintosh: On the Formatting Palette, in the Styles section, from the Pick style to apply scroll list, select the desired heading
    NOTE: The arrow next to the sections on the Formatting Palette indicate whether it is minimized (not shown) or maximized (shown). An arrow pointing down indicates the section is maximized, and an arrow pointing to the right indicates the section is minimized.

  3. Repeat steps 1-2 as necessary for each item to be included in the TOC

Preparing for a Table of Contents: Using Paragraph Settings

  1. Place your insertion point within the item to be included in the TOC

  2. From the Format menu, select Paragraph...
    The Paragraph dialog box appears.

  3. Select the Indents and Spacing tab
    Paragraph dialog box - Indents and Spacing tab

  4. From the Outline level pull-down list, select the appropriate level
    NOTE: By default, levels 1, 2, and 3 are included in the TOC

  5. Click OK

  6. Repeat steps 1-5 as necessary for each item to be included in the TOC

return to topInserting a Table of Contents

After you have prepared a document, you can insert a table of contents (TOC). To add a TOC to a document, use the following instructions.

  1. Place your insertion point where the TOC should appear

  2. Windows: From the Insert menu, select Reference » Index and Tables...
    Macintosh: From the Insert menu, select Index and Tables...
    The Index and Tables dialog box appears.

  3. Select the Table of Contents tab
    Index and Tables dialog box -  Table of Contents tab

  4. Windows: In the General section, from the Formats pull-down list, select the desired style for the TOC
    NOTES:
    Your selection appears in the Print Preview and Web Preview scroll lists.
    Once a formatting style is selected, you can not modify it unless From template is selected.
    Macintosh: From the Formats list, select the desired style for the TOC
    NOTES:
    Your selection appears in the Preview scroll list.
    Once a formatting style is selected, you cannot modify it unless From template is selected.

  5. If your TOC is based on Outline levels,
    Windows: In the General section, in the Show levels text box, select the appropriate number of levels to include in the TOC
    Macintosh: From the Show levels text box, type or use the nudge buttons to indicate the appropriate number of levels to include in the TOC

  6. If your TOC is based on styles,
    1. Click OPTIONS...
      The Table of Contents Options dialog box appears with the available styles listed on the left, and the corresponding TOC levels on the right.
    2. To include a heading in the TOC, in the TOC level text box for the appropriate style, type the TOC level at which the style should be included
    3. Click OK

  7. OPTIONAL: To change the formatting of a level within the TOC when using the From template format,
    1. Click MODIFY...
      The Style dialog box appears.
    2. From the Styles scroll list, select the level that you want to modify
    3. Click MODIFY...
      The Modify Style dialog box appears.
    4. Make the desired formatting changes
    5. Select Automatically update
    6. Click OK
      You are returned to the Style dialog box.
    7. To make additional changes to other levels, repeat steps b-f
    8. Windows: Click OK
      Macintosh: Click APPLY
      You are returned to the Index and Tables dialog box.

  8. Click OK
    Windows: A confirmation dialog box appears.
    Macintosh: The TOC is generated and appears in your document.

  9. Windows: Click YES
    The TOC is generated and appears in your document.

return to topUpdating a Table of Contents

After you have worked on a document which contains a table of contents (TOC), you have the option of updating the TOC to reflect the changes you have made. You can make formatting changes (e.g., text size, color) to the TOC as you would to ordinary text. For more information on formatting text, refer to Working with Text Options.

Windows:

  1. From the Outlining toolbar, click UPDATE TOCUpdate Toc button
    If the Outlining toolbar is not present, from the View menu, select Toolbars » Outlining.
    OR
    Right click the TOC » select Update Field
    The Update Table of Contents dialog box appears.

  2. If only page numbers have changed in the document, select Update page numbers only
    If headings have changed, select Update entire table

  3. Click OK

Macintosh:

  1. Press [ctrl] and click to the left of the TOC
    A quick menu appears.

  2. Select Update Field
    The Update Table of Contents dialog box appears.

  3. If only page numbers have changed in the document, select Update page numbers only
    If headings have changed, select Update entire table

  4. Click OK

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