- As you work with a document to edit its contents and reformat it to change word and page wrap, the automatically generated content, such as a table of contents, table of figures, cross-reference, bibliography and index can change. This is most obvious in our document on the first page of the table of contents, which lists the introduction as part two. Has this been driving you crazy? It's an easy enough fix and you probably have already figured it out for yourself. When you click the table of contents, an "update table" button appears at the top.
You can click the button to update the entire table. A dialogue box ask if you want to update just the page numbers or entire table. Select "update entire table" and click OK. The table of contents has changed to not only update the heading names but also the page numbers that may have changed due to editing and formatting. There are other less obvious changes that could make automatically generated content just plain wrong. For example, in the "employment relationship" section, we added a cross-reference to the section titled "employment termination.
Let's take a look. I'll scroll down in the Navigation Pane and here's "employment relationship". Here's the cross-reference right here. Now what do you suppose would happen if the heading named "employment termination" where to change to something else? Let's see, we'll go to that heading, and maybe we'll change it to say "employee termination". The Navigation Pane changes immediately. Let's go back to the cross-reference.
Here it is again, right here. The cross-reference hasn't changed. Fortunately, because it's a Word field, we can force it to update. Right click on the reference and then click "update field". The reference changes. Now I don't want you to think that you have to manually update each cross-reference in the document. You don't. You can update all Word fields in the document at any time by selecting the entire document, I'll press control-A and then I can right click on it again and choose "update field" or press F9.
Because the table of contents is included in the selection, Word asks if you want to update just the page numbers or the entire table, again I'll pick update entire table. And I'll click OK. Word does the same thing for the table of figures which we haven't updated yet. Pick "entire table" and click OK. Word then updates all of the cross-references and the index and any other fields that happen to be in the document. The whole document should be up to date, unless, of course, the non-printing characters like paragraph marks are showing.
If they are, then all the index fields are also displayed and the page wrap will be all wrong. Make sure paragraph marks are not displayed, you can click "home" and then click on the "show/hide paragraph marks" button to make sure that they're turned off. You can set up Word to update all fields automatically before you print, you do this in Word options. Click File and then click Options. In the Options dialogue box click Display. The option we want is here under Printing Options, "update fields before printing", turn that checkbox on.
When you click OK, from that point forward, all fields in the document will automatically be updated before you print. I highly recommend you make sure this checkbox is turned on any time you work with a document that includes Word fields. At this point our document is done, in the next two videos I'll show you how to print it and how to export it as a PDF.
- 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