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If you've ever tried to manually build a table of contents, or TOC for short, by finding the corresponding page number and then going back to the TOC and manually typing it in, and the absolute frustration of keeping up with page numbering every time the document changes, you'll love how easy it is to apply 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.
The first thing we need to do is tell Word what information to use in the TOC by applying our styles. In our first exercise file, we'll be applying Word's default heading styles one through four to our document. By using Word's built-in heading styles, Word will then be able to create a TOC automatically for you. Let's first turn on our paragraph marks. Click on the little icon that looks like a paragraph mark. Next, let's open the Styles pane, and then we'll go to Draft view--so go to View > Draft--and we are going to apply the Title style to the Title.
So click on Title and apply the Title style. To Summary we're going to apply Heading 1. Scroll down a little bit. We'll also apply Heading 1 to Mission Statement and Goals. Now let me teach you a little trick. This is kind of a handy little tool. In Word, every time you press the F4 function key it's going to repeat the last thing you did. So if the last thing you did was delete, something when you press F4 it's going to delete something.
Since the last thing we did was apply the Heading 1, when you press the F4 function key it will apply Heading 1 again. Let's scroll down in our document a little bit. We'll click on our Objectives. Press F4. We'll also apply it to the word Duty, and that's it. So we have all of our Heading 1s applied. Go back up to the top of your document. Word has nine levels of pre-built heading styles called Heading 1, Heading 2, Heading 3, and all the way through 9. We are going to apply Heading 2 to 4 only to the first sentence.
Now these Heading styles are link styles, and they will allow you to do this. In other words, you can use link styles either as a paragraph style or as a character style. So let's select "The Galleries." Now hold down your Ctrl key and select Quick Style Gallery, and we'll apply Heading style 2. Select "Changing the Look of Your Document," and we'll apply Heading 3. Select "Applying New Themes," and we'll apply Heading 4.
Now scroll down a little bit in your document, and we'll choose "Gallery Items." We'll apply Heading 2. "Formatting Selected Text," we'll apply Heading #3. Scroll down a little bit more and underneath the "Goals, Coordinating the Overall Look," you can select it and then hold your Ctrl key down and select "Formatting Selected Text," and we'll apply Heading #2. Scroll down a little bit more. Under Objectives, we have one paragraph, so select "Changing the Overall Look" and apply Heading 2.
Underneath of Duty, we'll select "Included Items," apply Heading 2 and last but not least, we are going to apply Heading 3 to "Document Text." Now when you run an automatic table of contents and allow Word to create it for you, it automatically uses the first three levels, headings 1 through 3. It won't use our Heading level 4. Now this document is TOC-ready. Let's go to exercise file number 2. 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. In this document, no styles have been applied, so we use our handy-dandy little Explore California Quick Style set that we created in a previous movie. So go up to Change Styles, select Style Set, and change it to Explore Cali. Now open up the Style pane and notice all of our styles are available. But although we switched to the Explore Cali style set, no styles have been applied yet, but they're now available for our use.
Let's apply the California Heading 1 to all our heading styles. I found it easier to see two pages at once, since we're going to be applying our heading styles. I am going to select "Desert to Sea" up here at the top--you don't have to select it all since it's a paragraph style--and I'll apply California (Ca) Heading 1. And I'm going to just press the Page Down button on my keyboard, click on Taste of California and apply our California (Ca) Heading 1 again, Page Down again, and select Nature Watch.
I can press the F4 button at this point. Remember, that's going to redo the same thing that we did last. I'll press Page Down again and click on Cycle California and press F4, Page Down. I'll click on California Calm and press F4, Page Down and we're getting there. Click on Backpack California, F4, press Page Down. Click on Golden Gate, F4, Page Down. And we are almost there. As a matter of fact, we've reached the bottom.
So now our document is one, two, three TOC-ready to go. You may have noticed that in this document we are not using Word's naming convention Heading 1, but our own naming convention, California (Ca) Heading 1. You can build your TOC from your own styles; it's just a little bit trickier. You will 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.
So 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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