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In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.
Word has several built-in layouts for Table of Contents, incorporating the styles Heading 1, Heading 2, and Heading 3 that you've applied to the segments of your document. While these make inserting a Table of Contents a snap, there are times when you'll want to modify its default formatting. You can customize through Table of Contents to suit your needs. I am going to go to the lower right hand corner of my screen, and use the down arrow under the Browse Object button to go down to page 2. For more information about this navigation, please see that video in this course. Now, here's my Table of Contents.
I may want to make changes to it. For instance, I'll double-click inside the Table of Contents, and I might drag across this to make it bold. But, I would have to do that to all of my level 1 entries. And, if I later updated the table, I would lose all of that formatting. So, let's see how to format your Table of Contents, so that your changes stick. I'll start by making the changes. I will go ahead and make this bold. Now, the next thing I want to do is get rid of all the space before and after them because my Table of Contents right now takes up to three pages and it certainly doesn't need to.
So I am going to click inside The Story Behind Two Trees Extra Virgin Olive Oil, and go to the Page Layout tab. On the right-hand side of the ribbon, it says, Spacing, Before And After, and I am going to move both of these down to 0. Now I am going to do the same thing for level 2 in the Table of Contents. So, I'll click where it says 1.1, Changes In Policy and I'll also make that 0. Now, my spacing has been condensed, and my Table of Contents is just on two pages.
To make this stick, we're actually going to modify the Table of Contents styles. This is just like modifying other styles. Let's go back to the Home ribbon, and in the Styles group on the right-hand side, click on the Launch button to open up the Styles dialog box. Scroll down towards the bottom, and you'll see TOC 1, TOC 2, and if you have other levels, you will see 3, 4, 5 as well. Click on the first entry, The Story Behind Two Trees, and then in the dialog box to the right, find TOC 1, and click on the dropdown arrow to its right, and tell it to Update Toc 1 to Match Selection.
You can see that all of the level 1 entries have now gone bold. Let's do the same thing for level 2. I'll click in level 2, come over here to TOC 2, click on the dropdown, and Update Toc 2 to Match the Selection. Now that I've updated the styles, when I click on the Update Table, and I update the entire table, any changes I've made will stick. Now there's another issue that also comes up with Tables of Contents. Sometimes, I don't use Heading 1 styles for my chapter titles, sometimes, Heading 1 becomes something else higher in the document, and I start using Heading 2 and Heading 3 as my sections and subsections.
You can redefine this in the Table of Contents. Go to the References tab, and the first button on the ribbon says Table of Contents, click on it. Below the Built-in styles, there's an option to Insert Table of Contents. I'll go ahead and click on it. There are a lot of things here that you could update. But we're going to turn our attention to the Options button right here. Scroll down a little bit, and you will see that Heading1, Heading 2, and Heading 3 styles define levels 1, 2, and 3 in your Table of Contents.
But like I said, there are sometimes when I use my Heading 1 for something else, and instead, I want my Heading 2s to be the first level of my Table of Contents, and my Heading 3s to be the second level of my Table of Contents. The point here is that you can use any of the styles in the entire document to signify your levels in your Table of Contents. This isn't actually relevant for our document, I just wanted to point it out. So I am going to go ahead and click Cancel, and I am going to cancel this window as well.
It's always a good idea to generate your Table of Contents when you've completely finished editing your document. Updating the styles for your Table of Contents levels can save you from having to perform several formatting steps repeatedly. And knowing that you have the flexibility to define the levels of your Table of Contents with whatever styles you choose gives you complete power over its appearance.
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