Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Applying styles to build a table of contents

From: Word 2010: 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 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.

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 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.

Show transcript

This video is part of

Image for Word 2010: Styles in Depth
Word 2010: Styles in Depth

45 video lessons · 10890 viewers

Mariann Siegert
Author

 
Expand all | Collapse all
  1. 2m 3s
    1. Welcome
      1m 22s
    2. Using the exercise files
      41s
  2. 28m 17s
    1. Why use styles?
      4m 22s
    2. Creating your first style
      3m 16s
    3. Displaying styles in use with the Style area
      4m 5s
    4. Viewing formatting applied to a style
      3m 39s
    5. Learning about the five types of styles
      5m 43s
    6. Understanding how themes relate to styles
      7m 12s
  3. 23m 49s
    1. Using the Styles window to apply styles
      3m 31s
    2. Applying styles using the Apply Styles box and alias names
      3m 31s
    3. Using the classic 2003 Style box
      5m 4s
    4. Replacing one style with another using Find and Replace
      3m 27s
    5. Using table styles to add professional design
      2m 10s
    6. Formatting numbered and bulleted lists using styles
      6m 6s
  4. 34m 13s
    1. Understanding naming conventions and aliases for styles
      2m 46s
    2. Creating a paragraph style by example
      6m 57s
    3. Creating a character style
      7m 6s
    4. Creating a new style by definition
      5m 17s
    5. Creating a style from similar formatting
      2m 53s
    6. Making a custom table style
      4m 16s
    7. Basing one style upon another
      4m 58s
  5. 9m 33s
    1. Updating a style to match selected text
      2m 43s
    2. Automatically modifying styles
      4m 25s
    3. Modifying table styles
      2m 25s
  6. 9m 29s
    1. Applying styles with a click
      3m 21s
    2. Saving a selection as a new Quick Style
      2m 26s
    3. Adding and removing styles in the Quick Styles gallery
      3m 42s
  7. 19m 20s
    1. Formatting an entire document with one click
      1m 57s
    2. What makes Quick Style sets work?
      5m 15s
    3. Saving custom styles as a new Quick Style set
      6m 13s
    4. Exploring the new Word 2010 paragraph spacing
      5m 55s
  8. 13m 20s
    1. Applying styles to build a table of contents
      6m 30s
    2. Generating a table of contents from applied styles
      4m 15s
    3. Modifying built-in table-of-contents styles
      2m 35s
  9. 17m 28s
    1. Copying styles between documents and templates
      5m 58s
    2. Copying and pasting styles between documents
      4m 2s
    3. Deleting unneeded styles and Quick Style sets
      4m 10s
    4. Renaming styles
      3m 18s
  10. 13m 18s
    1. Navigating using styles
      5m 34s
    2. Using and assigning style keyboard shortcuts
      5m 18s
    3. Printing a list of styles and keyboard assignments
      2m 26s
  11. 21m 7s
    1. Setting font, document, and template defaults in Word 2010
      6m 28s
    2. Setting sort order and styles to show
      6m 47s
    3. Editing, hiding, recommending, and restricting styles
      7m 52s
  12. 19s
    1. Goodbye
      19s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now "Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Word 2010: Styles in Depth.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.