Generating a table of contents from applied styles
Video: Generating a table of contents from applied stylesWord 2007 makes generating a table of contents fast and easy. We've already done our ground work by applying our styles to both of these documents. So, let's have Word generate our table of contents for us, and I'll show you why I had you style both documents. In our first exercise file, press Ctrl+Home on your keyboard. We're going to insert a section break. To do that, go to the Page Layout tab, go to the Page Setup section, then go to Breaks, up here at the top-right of the section, and click on the down arrow next to it.
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In Word 2007: Styles in Depth, author Mariann Siegert shows how to take advantage of Word styles to make professional documents. The course starts off with a demonstration of the benefits of using styles and then shows how to apply, create, and modify styles to suit individual needs. More advanced topics include creating a table of contents from styles, using Quick Styles and style sets, sorting and hiding styles, restricting styles in protected documents, using keyboard shortcuts for styles, and much more. Exercise files are included with the course.
- Understanding the five types of Word styles
- Using the Style pane
- Swapping styles with Find and Replace
- Formatting bulleted and numbered lists with styles
- Basing a new style on an existing one
- Modifying styles with the Style Inspector
- Building a table of contents with styles
- Linking styles with multilevel lists
- Copying, deleting, and renaming styles
- Setting document and style defaults
Generating a table of contents from applied styles
Word 2007 makes generating a table of contents fast and easy. We've already done our ground work by applying our styles to both of these documents. So, let's have Word generate our table of contents for us, and I'll show you why I had you style both documents. In our first exercise file, press Ctrl+Home on your keyboard. We're going to insert a section break. To do that, go to the Page Layout tab, go to the Page Setup section, then go to Breaks, up here at the top-right of the section, and click on the down arrow next to it.
And what we're going to do is put in a section break next page. So you might see this division right here that says Section Breaks, and underneath of it is Next Page. Click on that. Now, what we need to do is go above that section mark, so we're going to do Ctrl+Home again, and we're going to have Word automatically create our TOC for us, using Word's TOC default settings. So we're going to go to the References tab. We're going to go to Table of Contents and scroll down here.
You'll see Automatic Table 1 and Automatic Table 2. If you hold your mouse over each one of these, you'll see that the description in the tooltips is almost exactly the same here. It says Automatic table contents (labeled Table of Contents) that includes all text formatted with Heading 1-3 styles. So, we'll create that for you. The difference I found is one says contents here, and the other one says table of contents. Both of them include just three levels: Heading 1 through 3.
So, what we're going to do is we're going to click on Automatic 2 to create our table. Now, scroll up, and there it is. Pretty darn easy. But what if you want to create a table of contents based on your styles instead of Word's heading styles? What if you named your styles something other than Heading 1? Word is smart, but not smart enough to know which style we want to use. So, let's see how to tell Word what we want. It's just a few more steps.
Let's go to exercise file number two. In this document, we've already applied our own heading style called Ca Heading 1. We're going to click on Ctrl+Home to go above the section break. Then we're going to go to References and then the Table of Contents, which is over at the far left, and click on the down arrow. And instead of choosing one of the Automatic Table of Contents, because it won't work, it only will look for Heading 1 through 3, and we need to use Ca Heading 1, so go down to Insert Table of Contents and click.
Now, where it says Show levels, we only need to show one level, because we only inserted Ca Heading 1; that's the only level we need. So, you can change the Show levels to 1. Then go to the Options button, and right now it says, Build table of contents from Styles. It also has checked Outline levels. Underneath the styles, if you scroll down, you'll see Heading 1 is selected.
We don't have Heading 1. We have Ca Heading 1. So, take this 1 out of here, and you'll see that the check mark next to Heading 1 goes away. So just delete that, and then scroll up, and we want to find Ca Heading 1, and we want the TOC level to be level 1. Each level, 1, 2, 3, et cetera, is formatted differently by TOC styles. Click on OK, and we're going to go to Formats, and where it says From template, click on the down arrow.
We're going to select Formal, and then click on OK, and there's our TOC. Now, I'm going to zoom in a little bit on this. You can make yours larger if you want, as well. It created the TOC for us. The page numbers are correct, but we need to adjust our table of contents so it better fits on our page, and take a wild guess what we use to format your TOC. You got it, styles.
We'll be learning about that in our next movie. We've learned how to create a table of contents using Word's Automatic default Table of Contents settings and how we can create a TOC from our own styles, using Word's Formal Formatting styles. Next, we'll adjust our table by modifying Word's built-in TOC styles.
Find answers to the most frequently asked questions about Word 2007: Styles in Depth .
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- Q: How do I make Word revert to the original document styles, the ones that it came with?
- A: To restore the original styles in Word 2007, open your new document, choose the Styles group on the Home tab, and choose Change Style > Style Set. Select Word 2007.To set Word 2007 as the default style set for all documents going forward, go back to the Styles group, choose Change Styles, and then click Set as Default.To delete any additional styles you may have added, open the Styles pane (Ctrl+Shift+Alt+S), click the arrow to the right of the style name in the list, and choose Delete from the menu that appears. Note you cannot delete the styles that ship with Word. (The Delete option will be grayed out for these.)
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