Join Maria Langer for an in-depth discussion in this video Formatting long-document components, part of Word 2013: Creating Long Documents.
- In the previous video, we looked at ways to change the overall look of a document. Now, let's take a closer look at ways to change the formatting of long document components, such as a Table of Contents, Table of Tables, Bibliography, and Index. Let's scroll down to the Table of Contents. When you insert a Table of Contents in a Word document, it's formatted using TOC styles. If I click in the 'Table of Contents' heading, and then pull down this menu here, you'll see that it's formatted with the 'TOC Heading' style.
The first level entries are formatted with a 'TOC 1' style. The second level entries are formatted with a 'TOC 2' style, and so on. You could change the appearance of Table of Contents headings and entries by simply changing the definition of the styles. This ensures consistent formatting throughout the Table of Contents. It also ensures that your formatting changes won't be lost if you update the Table of Contents. I'll click the 'Styles' button in the lower right corner of the Styles group. That displays the Styles pane.
To change a specific style, you want to point to it so that a menu button appears. So, I want to change the 'TOC 1' style. I'll scroll down to find it. Here it is. I can point to it, click the menu, and then I can choose 'Modify'. You can then make changes to the style definition in the 'Modify Style' dialogue box. Suppose I want TOC level 1 entries to be bold, I can click the 'Bold' button. Maybe I want '10 pt' of space above it, and '5 pt' below it.
I can click 'Format' and choose 'Paragraph'. Then, I can enter '10 pt' in the 'Before' box here. I already have '5 pt' in the 'After' box, so that's fine. I'll click 'OK'. When I click 'OK' again, the formatting of level 1 Table of Contents entries changes. You can make any font, paragraph, indentation, tab, or other formatting change to any of the styles using the Table of Contents to change the appearance of that Table of Contents.
Later on, if you update the table because document contents change, Word uses the formatting you specified in TOC styles to apply to the update of the Table of Contents. As you might imagine, this works pretty much the same way for a Table of Figures. We have one that lists tables here on the third page. Let me scroll down to it. Here it is right here. If I select the entire paragraph, I could see here in the Styles pane that the 'Table of Figures' is applied. Suppose I want to add some space between these paragraphs, I can click the 'Menu' button beside the Style name, and choose 'Modify'.
Then, I can modify the paragraph formatting to add '10 pt' of space before each paragraph. I'll click 'OK' and 'OK' again, and there's now additional space between the paragraphs. Let's see how the Bibliography and Index looks. I'll scroll down. The Bibliography looks fine as is, but if you wanted to change it, you could modify the Bibliography style that's applied. Just select the style and choose 'Modify' style.
Make changes in the dialogue box that appears and click 'OK'. I don't want to make any changes now, so I'll click 'Cancel'. Let's work with the Index, which starts on the next page. Index entries are formatted with the 'Index 1', 'Index 2', and so on styles. The number represents the Index level. Our Index has just two levels. Maybe I want the Index font size to be a little bit smaller. I can redefine the style. First, I need to find the style here in the Styles pane.
Let's scroll to see it. Should be Index 1, 2, and 3. Should be here, and it's not. Now, if the style you want does not show on the list, click the 'Options' button, and then from this menu choose 'All Styles', and then click 'OK'. Now, if I scroll down, I should be able to find it. There they are. I'll click the menu beside 'Index 1' and choose 'Modify'. Maybe I want this to be '10 pt'. So, I'll choose '10' and click 'OK'.
Now, notice all the level 1 Index styles change to a smaller font size, but the level 2 did not. I need to change that one too. So, I'll scroll down, find it, modify it, and make that '10 pt' as well. Click 'OK' and it changes. So as you can see, there's nothing really new to formatting a Table of Contents, Table of Figures, Bibliography, or Index. You format them with styles, just as you would format the rest of your document.
That's the best way to ensure consistency, while getting the look you want. The trick is just knowing which styles to modify. While we're playing with the Index, let's change it so that it appears in three columns. That'll work better with the smaller font size. Click anywhere in the index to position the insertion point in that section of the document. Now, click 'Page Layout', then click 'Columns' and choose '3'. The formatting of that section changes to show the Index in three columns.
Let's go through the rest of the document now, and just take one last look. I'll press 'ctrl+home' to go to the top, and then I'll scroll down. The first thing you might notice is that the Table of Contents starts at Part 2 instead of Part 1. This is because the Table of Contents needs to be updated. Updating automatically generated content should be the very last thing you do before you print or export a document to PDF. I'll discuss that in the next video, so let's keep going. I want to point out this image in the caption.
When you put a caption under an image, Word puts the caption in a text box that it positions under the image. Sometimes, when document word wrap changes, the image and caption might get separated. The time to fix any problems is after editing and formatting text when you know that word wrap won't change. Although these look pretty good to me right now, you could move them if you had to. Just click the item you want to move, maybe the caption here. Then, position your mouse pointer on the edge of the selection box and drag.
Maybe I want to drag this up a little bit. The green line helps you to align the items. Let's keep scrolling through the document. In general, I think this looks pretty good. It's all ready for the few steps to get it into the hands of Two Trees Employees. Next up, we'll update the Table of Contents, Tables of Tables, Cross References, and Index.
- Understanding challenges with long documents
- Exploring the process for building a long document
- Structuring a document with outlines and master pages
- Adding captions
- Working with footnotes and endnotes
- Inserting citations and managing sources
- Creating an index with a concordance file
- Numbering chapters and pages
- Formatting page breaks
- Including headers and footers
- Adding a cover page
- Setting the document theme
- Updating automatically generated content
- Formatting long-document components
- Printing a long document