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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
If you have ever picked up a long document, maybe it was a book or a manual, for example, you know how important reference tools can be. Reference tools include things like a table of contents near the beginning of the book to help readers find a specific location. A chapter, for example. Or maybe you have got a recipe book in front of you and you are looking for a recipe on a particular type of food. Maybe it's chicken. You go to the index at the back, look up chicken, and you might find recipes scattered about the book and you get their page numbers so you could quickly reference those recipes.
Well, in Word 2007 you have a number of reference tools to work with, and they come in very handy when working with long documents. In fact, if you go up to the Ribbon, you will notice there is a tab dedicated to those reference tools. If I click on it, you will see a section for working with the table of contents. We have got Endnotes and Footnotes, Citations and a Bibliography, Table of Figures, Cross-References and Captions. Here you can see a section for working with Indexes and even a Table of Authorities. We are going to take our document here in this lesson and create a table of contents. Now, this document can be found in the Lesson7 folder of the Exercise Files if you have got them, its called HumbugRefs1.
As I scroll through this document, it should be very familiar to you, if you have been working with me throughout this title. As I scroll past the Cover Page, we have got a Publisher's Note. You can see some page numbering down at the bottom of these pages. Then we arrive at an area called Contents. Now, there is nothing here yet, but I have reserved the space for Table of Contents. Now, a table of contents can be very automated, if you have gone ahead and marked certain levels as headings. For example, each of the chapters in this book, if I click on them, you will notice is formatted exactly the same way. I'm going to go up to my Home tab here and show you that the font, the font size, etcetera is all based on a heading.
Notice over here, in my Styles section, Heading 1 has been applied to Chapter I. If I scroll down through the various chapters, you will see they all use the Heading 1 style. A quick way to move from chapter to chapter, by the way, is to view the Document Map. I'm going to go up to my View tab here and turn on the Document Map. Over here on the left, you are going to see all of those headings. There is Chapter I. If I click on Chapter II, it takes me right there, and again, if I go to my Home tab you will notice it's using the Heading 1 style. I will go to Chapter III, same thing. All the way through each of these chapters they are all marked with headings. If I go up to Publisher's Note here, you will notice that's a Heading 1. So is the Introduction and Contents even.
So that's where I want to be, right on the Contents Page. I'm going to close up my Document Map, and down below is where I want my table of contents to go. Just a matter of inserting it from the References tab on my Ribbon. Because I have already marked each of these items as headings, they will be included in my table of contents. Of course, there are a number of formatting options at our disposal as well. So let's go up to the References tab here, and we do want a table of contents. I'm going to click the Table of Contents dropdown. You will notice a number of built-in styles. Look at Automatic Table 1. You can see Contents would appear at the top, and then Heading 1, 2 and 3 would be formatted like so. Slightly indented for each level of heading. Over here on the far right, after some dot leaders, you will see the page numbering. In this case, the first two use what looks to be like Roman Numerals.
As I move down to Manual Table, where it says Table of Contents, you can see this is a manual option for actually typing in chapter titles, levels, and there is the page numbers over on the right. I can also go to Insert Table of Contents if I don't like any of those options, to open up the dialog box for creating my table of contents. You can see the Print Preview showing up down here by default. Now, I can show as many levels as I want by going down to the General Section. I'm going to knock this down to 2. I know I have only got Heading 1 and 2 styles being used in this document. You can see what that's going to look like up here with my Preview. The page numbering appears like so.
Now, if I wanted to change the dot leaders for example. You can see they are called tab leaders here. I can click the dropdown, change it to dashes perhaps, or if you wanted a straight line you could do that as well. Another option is to have nothing. With nothing it might be difficult to line up the page numbers with the chapters. So I'm going to go back to those dots. I like those. Do I want to see the page numbers? If I don't, I can turn them off, if I do, I want to make sure they are turned on. Look at that, they are right aligned, and of course that means they are going to show up on the right hand side of the page. If I didn't want them right aligned, they would show up right next to the headings. I want them to be right aligned. We will leave a little bit of space.
Now, I also have some options down below, through the Options buttons. So let's go down there before we click OK. Notice the Styles is going to be used to build my table of contents. You can see Heading 1 is checked off here. Table of Contents level is 1, and as I scroll little further down, you will see Heading 2 is also used. This document is made up of headings, using these two levels. I could go to adding 3, 4, 5, look at the length. I could also use Intense Quotes, List Paragraphs and so on. But it's going to be using those three styles.
If I didn't want to use Styles and use something else, I could. I also use Outline Levels. So when I go to Outline View for example, those levels that you see there will also be used to create my table of contents. If I wanted to I could use Table entry fields as well. But that's just perfect for me. So I'm going to click OK. Also, we have a Modify button here to modify our table of contents. Now, here you can see the styles. So please select an appropriate style for your index, or in this case table entry. As I move through these, I'm going to see down below some information and a Preview. You can see it's just slightly different formatting.
I am going to go back to 1, and if I wanted to modify that. It's 11 points. I can click this Modify button. Here is the name, TOC 1. I'm going to just bump that up to 12, like so. When I click OK, I have modified the Table of Contents 1 Style. So I'm going to click OK. Still what I'm using, you see a Preview here, it changed slightly. A little more space. That works out well. I'm going to click OK, and check it out. That was effortless.
Now, you will notice that Publisher's Note, Introduction, Contents, use the Roman Numerals, because that has got different kind of page numbering going on in this document. Then down below, where I switch the format for the page numbering you see that it appears here in this document, just as it does here in the table of contents. Perfect! I arrive at Chapter I, let's scroll down to the bottom of the second page in Chapter I. You will notice the page numbering does use that style with the dashes on either side, and that's why I see it that way in my table of contents.
Now, as I add to this book, if I continue to write additional chapters, for example, using the Headings, and I need to update my table of contents, well, it's actually automatic when you save it, and of course, at any time you can go to update your table manually as well. So clicking Update Table, Update page numbers only or the entire table, it's your options. Clicking OK will always show you the latest. What's really cool about an electronic document is while using a table of contents you will notice as I hover over some of these pages, Ctrl-click to follow that link. So if I want to quickly go to Chapter V, I come down here, it looks like it starts on Page 25. I hold Ctrl on my keyboard, changes my mouse pointer from an I-beam to an actual finger, which means I can click on the page number to get there quickly. I really like that fact as well, when it comes to working with a table of contents.
So as long as you have got the space for it, inserting a table of contents, very easy from your References tab, and as you continue to add additional headings, chapters, etcetera, to your book, remember saving that is going to update your table of contents. You can always come here to update the table so you always see the latest number of entries and their page numbers.
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