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Learn how to use Word styles to help save time in creating consistent and well-designed documents. Author Mariann Siegert demonstrates how to create, apply, and modify styles, as well as how to format documents with styles. The course also covers generating tables of contents, building Quick Styles and style sets, and restricting styles in protected documents.
Word 2010 makes generating a table of contents fast and easy. We've already done our groundwork 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 used out both of these documents. In exercise file 1, press Ctrl+Home on your keyboard to take you to the very top. Now, let's insert a section break. Go to Page Layout and underneath of Page Setup, select Breaks, and then let's choose Section Break > Next Page.
Now once again, press Ctrl+Home to take you to the top of the document. Now we're going to have Word automatically create our TOC for us using Word's TOC default settings. We'll insert our TOC by going to References and then Table of Contents. You can see here that the difference between Automatic Table 1 and Automatic Table 2 is simply that Automatic Table 1 has a label of Contents, where Automatic Table 2 says Table of Contents; that's the only difference.
Both of these automatic settings only use Heading 1, 2, and 3. So only the first three heading levels are going to be included. Let's select Automatic 2 and then scroll up; it's that 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 style 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. Begin by opening up exercise file number two. In this document, we've already applied our own heading style called CA Heading 1. Press Ctrl+Home on your keyboard to take you to the very top. We want to make sure that we're above the section break. So let's turn on our paragraph marks by clicking on the paragraph mark icon. Now let's insert our table of contents. We'll go to References > Table of Contents.
Now instead of using Automatic 1 or Automatic 2, what we need to do is go down and click on Insert Table of Contents. Here is where we'll show Word what we want. We're only going to show Heading level 1, so where it says Show Levels, change it from 3 to 1. Now click on the Options button. You can see here that you can build your table of contents from styles. So scroll down and as you're scrolling down, you can see that Heading 1 is checked. Well, we don't have a Heading 1 in our document, so let's take that off; just delete it.
Scroll down a little bit more. And it looks like that's the only level that's being used, since we told it 1. What we wanted to though is we want to add our California Heading 1, and we want to make it the first level, so type in the number 1 in the TOC level box. Now click on OK and underneath the Format, change that From Template--click on the down arrow--and choose one of these templates here. You have Classic, Distinctive, Fancy, Modern, Formal, and last but not least, Simple.
I'm going to choose Formal and then click on OK, and here it is. Notice that we sort of got what we wanted; 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 our TOC. You got it--styles. We'll be learning how to do this in our next movie. I've showed you how to create a table of contents using Word's automatic default Table of Contents settings and also how to create a TOC from our own styles using Word's formal formatting styles.
Next, I'll show you how to adjust our table styles by modifying Word's built-in TOC style.
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