Applying styles to build a table of contents
Video: Applying styles to build a table of contentsIf you've ever tried to manually build a table of contents, or TOC for short, by just finding a page number and typing it in and then have the frustration of keeping up with the page numbering changing, you'll love how easy it is to apply and use styles to keep track of all of that for you. Also gone are the days of having to manually mark all instances of a TOC. Just use styles and tell Word to build the TOC for you. In our first exercise file, we'll be applying Word's default Heading style 1 through 4 to our document.
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In Word 2007: Styles in Depth, author Mariann Siegert shows how to take advantage of Word styles to make professional documents. The course starts off with a demonstration of the benefits of using styles and then shows how to apply, create, and modify styles to suit individual needs. More advanced topics include creating a table of contents from styles, using Quick Styles and style sets, sorting and hiding styles, restricting styles in protected documents, using keyboard shortcuts for styles, and much more. Exercise files are included with the course.
- Understanding the five types of Word styles
- Using the Style pane
- Swapping styles with Find and Replace
- Formatting bulleted and numbered lists with styles
- Basing a new style on an existing one
- Modifying styles with the Style Inspector
- Building a table of contents with styles
- Linking styles with multilevel lists
- Copying, deleting, and renaming styles
- Setting document and style defaults
Applying styles to build a table of contents
If you've ever tried to manually build a table of contents, or TOC for short, by just finding a page number and typing it in and then have the frustration of keeping up with the page numbering changing, you'll love how easy it is to apply and use styles to keep track of all of that for you. Also gone are the days of having to manually mark all instances of a TOC. Just use styles and tell Word to build the TOC for you. In our first exercise file, we'll be applying Word's default Heading style 1 through 4 to our document.
Now, keep in mind that if you use Word's Heading styles, you are preparing the document so Word will be able to run an automatic TOC. So, first off, turn on your paragraph marks, if you don't have them already on, and that's underneath the Paragraph section here. It looks like a gigantic paragraph mark. And if you click on it, you'll have your paragraph marks turned on. Then we're going to open up the Style pane, so you can use your keyboard shortcut, Alt+Ctrl+Shift+S, or you can click on the extend button underneath the Change Styles.
And then we're going to go to the Draft View. So, click on View and click on Draft. You'll see the Style area over here on the side, if you've been following along. We turned it on in an earlier movie. And what we're going to do here is apply the Title style. So up at the top, it says Title, and we're going to apply Title. For "Summary," we'll apply the Heading 1 style. So find Heading 1 and apply. We're going to be applying the Heading 1 style to each one of these sentences, and we're going to click on Heading 1, "Goals," Heading 1.
Scroll down a little bit more. "Objectives," it's going to be a Heading 1. Since Heading 1 was the last thing we applied, when you press F4, it will apply a Heading 1. So, click on "Duty" and then press F4. Now scroll up to the top of your document, and we're going to apply Heading 2, 3 and 4 to the first sentence, and it's going to be a little bit random - they don't have to be exactly in order - starting with you can easily change. So select that first sentence - or really, part of a sentence there - and select Heading 2. "To change the overall look of your document," we can apply Heading 3.
When we press Heading 3, see, Heading 4 shows up. That's an option to hide until used, and we'll be looking at that later, and we'll apply Heading number 4, and Heading 5 shows up. Now, I'll scroll down underneath the Mission Statement, and we'll select, on the Insert tab, and apply Heading 2, and you can apply whatever you want here, 2 or 3. I'll apply 2. On the insert tab, underneath the goals, we'll put Heading 2. "You can easily change." Let's make that 3.
"Objectives" here, "To change the overall look of your document," we'll make that a Heading 2. On the Insert tab, we'll make that a Heading 2. We're almost to the end here. "You can easily change" is our last theme. Now, our document is ready and prepared for us to create our TOC. We've applied the styles. Oh, and one other thing: You may have noticed, if you came from from the 2003 version of Word, that I'm only selecting part of a sentence here, and I'm applying a Heading style.
That did change in 2007, to where they've added Link styles and Heading 1 through 9 are all Link styles, so I can either use some as a Paragraph style or a Character style. So, it makes it really nice, especially in instances like this, when you only need to use that very first sentence. Now, let's open our exercise file number two. In this Explore California catalog, we need to build a table of contents, so folks can find articles quickly and easily.
Let's get this document TOC-ready, so Word can do all the rest of the work for us. Now, no styles have been applied to this document, so we'll use our handy-dandy Quick Style set we created in the last chapter. If you're just joining us now, you can use or create a similar style, or just quickly follow the steps in the last movie. Now, we're going to go to our custom style set called Explore Cali. So go up to Change Styles, point to Style Set and find the Explore Cali style set and click.
Now notice that your gallery has changed with your new styles. Go ahead and open up your Styles pane, and there they are. Now, what we're going to do is we're going to scroll through this document, and you'll see the first thing here, down at the bottom, is this title called "Desert to Sea." And if you click on it, we're going to apply Ca Heading 1, and then continue to scroll down. The next one you'll see is "Taste of California." Click anywhere in it and apply Ca Heading 1. Scroll down some more, until you see the next area here that says "Nature Watch." We're going to apply the same thing. So if you just press F4 on your keyboard, since it's the last thing that we did, it's going to apply Ca Heading 1.
Continue scrolling down until you see "Cycle California." And if you've been following along, you might remember that we've been using Cycle California quite a bit. Press F4 again, and we're almost to the bottom. There's a couple more to do here. We're going to go to "California Calm" and apply, guess what? Ca Heading 1. "Backpack California" I think is second to last, so Ca Heading 1 and one more, and here it is, "Golden Gate." Click on it and then click on Ca Heading 1.
Now, this document is ready for a TOC. Now, you may have noticed that in this document, we are not using Word's naming convention, Heading 1, but our own convention, Ca Heading 1. You can build your TOC from your own styles; it's just a little trickier. You'll see how this works in the next movie when we build our TOC. Getting a document TOC-ready is as simple as applying your styles as usual, but as mentioned, there are a few tricks to it.
I'll show you what those tricks are, and why I had you style two different documents, in order to show you these tricks in the next movie, where we'll have Word create our table of contents for both types of documents for us.
Find answers to the most frequently asked questions about Word 2007: Styles in Depth .
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- Q: How do I make Word revert to the original document styles, the ones that it came with?
- A: To restore the original styles in Word 2007, open your new document, choose the Styles group on the Home tab, and choose Change Style > Style Set. Select Word 2007.To set Word 2007 as the default style set for all documents going forward, go back to the Styles group, choose Change Styles, and then click Set as Default.To delete any additional styles you may have added, open the Styles pane (Ctrl+Shift+Alt+S), click the arrow to the right of the style name in the list, and choose Delete from the menu that appears. Note you cannot delete the styles that ship with Word. (The Delete option will be grayed out for these.)
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