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Easily creating a table of contents

From: Word 2010 Essential Training

Video: Easily creating a table of contents

Now that you've moved to Styles to format your document, creating a Table of Contents in Word 2010 is insanely easy. Let's create a simple Table of Contents, and then we will take a look at some of the options. First, here's our TWO TREES OLIVE OIL EMPLOYEE MANUAL, and there's a blank page here, waiting for us to insert a Table of Contents. I have the Navigation pane displayed here on the left, because the contents of the Navigation pane are actually going to be the same as the Table of Contents in a moment. I am going to go to References > Table of Contents.

Easily creating a table of contents

Now that you've moved to Styles to format your document, creating a Table of Contents in Word 2010 is insanely easy. Let's create a simple Table of Contents, and then we will take a look at some of the options. First, here's our TWO TREES OLIVE OIL EMPLOYEE MANUAL, and there's a blank page here, waiting for us to insert a Table of Contents. I have the Navigation pane displayed here on the left, because the contents of the Navigation pane are actually going to be the same as the Table of Contents in a moment. I am going to go to References > Table of Contents.

There are really two built-in tables of contents. The difference between them is one says CONTENTS, and one says, TABLE OF CONTENTS. I will simply choose the first one, and we have our Table of Contents that quickly, that easily. This Table of Contents was created dynamically, and the page numbers here actually link to the headings. If I hold the Ctrl key down and point to a page number and click, I can actually go to that spot in my document. A user needs to know to do this.

There's no easy way for them to know otherwise. There's no hyperlink that shows it. But you can educate users, and you can know yourself that if you hold Ctrl and Click, you'll actually go to that position in your document. Go back to the beginning of my document. Unlike a Table of Contents, I create manually this Table of Contents, has a way to automatically update, as you can tell when the table is selected, you see Update Table. For example, I'm going to go change one of my headings. We're going to change the heading for The Story Behind Two Trees Extra Virgin Olive Oil.

We are going to call this THE REAL STORY BEHIND TWO TREES EXTRA VIRGIN OLIVE OIL. This is the kind of change we'd routinely make in a document that we're working with. Then I'm going to put a blank page after this, and I am going to simply do that by inserting a blank page in the document. So now my introduction doesn't start until page 7. These are two significant changes, if you've typed this Table of Contents. But by using the Table of Contents feature, this is really easy to fix.

When I click Update Table, there are two choices. One is to simply update the page numbers. Word hangs on to the headings it has already and goes and says, what page will I find these headings on now? The other possibility ,and one I more frequently use, says rescan the document again like you did the first time, replace this Table of Contents with one you generate dynamically again, so that if the name of a section has changed, or I have inserted a heading that I didn't remember, you'll catch it on this go around. So I am going to say OK, and you'll notice here, the real story, and you'll also notice that section 1 starts on page 7.

It couldn't be easier. This Table of Contents is a bit long, though. It covers everything, all the Heading Level 1s, and Heading Level 2s. It's possible that I might want a shorter Table of Contents, perhaps there's an index that I've placed at the back of this document, and all I need here is a short Table of Contents that I reflects only my Heading 1s, rather than other headings. So I'm going to remove this Table of Contents, and let's take a look at some options. Let's go back to References. If we are anywhere in the Table of Contents, we can choose to remove the Table of Contents.

That's References > Table of Contents > Remove Table of Contents, it's gone. And now we are going to choose the Insert Table of Contents command, which will open up the Table of Contents dialog box, and allow us to make some choices. First, Show levels; I really only want level 1 headings. Other choices, I could say I don't want to show page numbers. You might wonder why wouldn't I want to show page numbers? Perhaps what you want is a list of the sections of the document, and you don't necessarily want to create it as a Table of Contents.

Page numbers are automatically right- aligned, but I have the choice to put them over closer to the text, and there's automatically a Tab leader, but I can remove that Tab leader or put a dashed line if I prefer, an underscore line, or no line at all. I am going to keep the default setting here. This is what the document will look like when printed, and actually how it appears on the screen. I also have the choice, if I publish this to the Web, to use hyperlinks rather than page numbers.

This would be a good use of a document, a Word document that I typically would simply open from my Internet and go search the document or browse in the document. By publishing this document as a Web page, what I get is a Table of Contents that's filled with hyperlinks, rather than filled with page numbers. So, Heading 1's only, Show page numbers. Let's say OK, and there is my simple Table of Contents, made to order. If I want to update this Table of Contents, I can right-click and choose Update field.

With the entire Table of Contents selected, I can also choose that Update Table button if I wish. Let's remove this Table of Contents, and once again quickly generate the full Table of Contents from scratch Headings 1, 2 and 3, just to remember how easy that was. Word's Table of Contents generator is a great feature that's powerful and yet extremely easy to use. This is yet another reason to create and structure, through formatting, your documents using styles.

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This video is part of

Image for Word 2010 Essential Training
Word 2010 Essential Training

89 video lessons · 56660 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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