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Applying styles to build a table of contents

From: Word 2007: Styles in Depth

Video: 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.

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.

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This video is part of

Image for Word 2007: Styles in Depth
Word 2007: Styles in Depth

43 video lessons · 6662 viewers

Mariann Siegert
Author

 
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  1. 2m 27s
    1. Welcome
      1m 35s
    2. Using the exercise files
      52s
  2. 22m 26s
    1. Why use styles?
      4m 25s
    2. Creating your first style
      4m 3s
    3. Displaying styles in use with the Style area
      3m 59s
    4. Viewing formatting applied to a style
      4m 24s
    5. Overview of the five types of styles
      5m 35s
  3. 28m 27s
    1. Using the Styles pane to apply styles
      5m 9s
    2. Applying styles using the Apply Styles box and alias names
      3m 54s
    3. Using the classic 2003 Style box
      4m 58s
    4. Replacing one style with another using Find and Replace
      3m 22s
    5. Using table styles to add professional design
      2m 58s
    6. Formatting numbered and bulleted lists using styles
      8m 6s
  4. 34m 3s
    1. Naming conventions and aliases for styles
      2m 53s
    2. Creating a paragraph style by example
      7m 21s
    3. Creating character styles
      6m 12s
    4. Creating a new style by definition
      5m 56s
    5. Basing one style upon another
      6m 13s
    6. Making custom table styles
      5m 28s
  5. 18m 33s
    1. Updating a style to match selected text
      3m 49s
    2. Modify styles using the Style Inspector
      7m 0s
    3. Automatically modifying styles
      3m 41s
    4. Modifying table styles
      4m 3s
  6. 12m 56s
    1. Applying styles with a click
      4m 29s
    2. Saving a selection as a new Quick Style
      2m 55s
    3. Adding and removing styles in the Quick Styles Gallery
      5m 32s
  7. 16m 50s
    1. Formatting an entire document with one click
      3m 17s
    2. What makes Quick Style sets work?
      6m 25s
    3. Saving custom styles in a new Quick Style set
      7m 8s
  8. 15m 15s
    1. Applying styles to build a table of contents
      7m 8s
    2. Generating a table of contents from applied styles
      5m 0s
    3. Modifying built-in table of content styles
      3m 7s
  9. 7m 26s
    1. Defining and using a new list style
      7m 26s
  10. 15m 10s
    1. Copying styles between documents and templates
      6m 56s
    2. Deleting unneeded styles and Quick Style sets
      4m 39s
    3. Renaming styles
      3m 35s
  11. 13m 46s
    1. Navigating using styles
      5m 4s
    2. Using and assigning style keyboard shortcuts
      5m 49s
    3. Printing a list of styles and keyboard assignments
      2m 53s
  12. 17m 26s
    1. Setting font, document, and template defaults in Word 2007
      6m 26s
    2. Setting sort order and styles to show
      6m 22s
    3. Editing, hiding, recommending, and restricting styles
      4m 38s
  13. 13s
    1. Goodbye
      13s

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