Join Gini von Courter for an in-depth discussion in this video Generating a table of contents from built-in styles, part of Word 2013: Styles in Depth.
- When I talk about table of contents, what I find is there are three different types of users. There are folks who create tables of contents manually, typing a table or typing a list that has the titles and the page numbers on it. If you're doing that, please stop. The second group of folks are folks who don't do that anymore because it was too hard and they've given up on that. And that's probably a good thing. And then the third type are folks who've never created a table of contents because it seemed unimaginable. Oh, I forgot, there's a fourth group, people who already know what I'm gonna show you how to do in this movie, which is to create a table of contents relying on the styles that we've provided in the document.
So the assumption here is that we have used heading styles and further, in this document, that we have used the built-in heading styles. If you've created custom heading styles, we're gonna talk about that in the next movie, but I want you to see this anyway because this is important. And it's easy to do this with your unique, customized heading styles as well, so don't make an assumption that I'm encouraging you only to use the built-in heading styles. I'm not. But, let me show you how it works when that is what you've used. Let's go to the top of our document. I've got this TOC.doc open.
It's a familiar document that we've seen before, our quarterly install summary. And I'm gonna hold Ctrl and hit Home to go to the top of the document and then I want to insert a section break. So I'm gonna go to Page Layout, Breaks, and we're gonna throw in a Next Page section break, which gives me a whole new page too and I like that. So now, I have my report starting on the next page. Let's do a Ctrl + Home again to fly to the top of my entire document. And now that I've given my TOC a place to live, which I needed to do, I'm gonna insert the TOC.
References, Table of Contents. There are actually more than three possibilities here. First, there's an automatic table of contents one and an automatic table of contents two. And the difference between the two is very simple. The first is labeled, simply, "Contents," and the second is labeled, "Table of Conents." Below that, there's a Manual Table of conents that allows you to type-- Oh, please no. You would only use that if you had to create a table of contents for a document that you didn't have total access to.
In other words, here's this document that was created using something other than Word, but you now need to add a table of contents in Word because if you have access to the document and the entire document is in order and openable at one time, you really wanna use an automatic table of contents. But this Manual Table exists as a style, almost a bulleted list-style, so that you can create tables of contents. You can also download more tables of contents from Office.com. You can create a custom table of contents and you can get rid of tables of contents.
And you'll notice because this is a gallery. If you customize a table of contents, you can select and save it here as well. That's something you'll wanna remember if you heavily customize a table of contents. I'm going to choose the first choice here, Automatic Table 1. I've just gotten done talking about this for more time than it will take to create it because that's what it looks like. One click and I have a new table of contents. Now, how did this get created? I have the Navigation pane open, so you'll notice that the table of contents looks eerily like the Navigation pane, because they both reflect the headings in the document.
I'm going to open that table of contents gallery again so that you can see that each of these two automatic tables of contents, by default, use Heading styles 1, 2, and 3. So if you wanted to have Heading 4 and 5, we'd need to tweak this. If you only wanna show Headings 1 and 2, you'd need to tweak it as well if you had any Headings 3 or 4. So, this is changeable and I will show you quickly how to change it. If I click, you'll notice this is one big field.
Another hint that it's a field is if I hold Alt and hit F9, it toggles the field codes back and forth between it's a TOC and there is my TOC. But I have the ability to update this table and I would do that if my content has changed, if I've formatted new headings, if I've removed some headings, if I've rearranged my content, if I've inserted new page or section breaks. And when I update the table, I have two choices. One is, leave everything the way it is, but only change the page numbers.
And the second is update the entire table. And the reason that you might wanna update page numbers only, is that you've actually changed some of these headings slightly because you want them, for example, to have an ampersand here and you didn't wanna have that in the heading. This is what that first choice allows is, just touch the page numbers. The thing that is true then is that if there's a new heading, it won't be reflected here. The other thing I can do, is I can go in and I can remove this table of contents if I wish, right here.
So that's my other choice. If what I would like to do is create a new table of contents, I can remove this one. And I can say Table of Contents, Custom Table of Contents. And then I'll see choices that say, "You know, I only wanna show one level of heading," for example. Say Okay. One level of heading. In summary then, once I've used the built-in styles, I can either create automatic tables of contents, yes.
If I want to have something other than three heading levels, I can start with a customization of the automatic tables of contents, yes. I remove them here and once I have a table of contents, I can hold Alt + F9 if I wanna toggle and see my field codes. That's kinda cool. I can also right-click in my table of contents and see Update Field and I will have choices. Or I can click above the table-- right at the very top of the field, and also have the choice to be able to update.
Tables of contents, once I've used styles, are available to me in just three simple clicks once I've created a place for them to live in my document. Now, we'll do a few things that are a little more complex in the next couple of movies, but none of it will be as hard as it is to type a table of contents in manually.
- Understanding the different types of styles
- Creating styles
- Applying styles
- Basing new styles on existing styles
- Editing styles
- Formatting a document in one click with Quick Styles
- Copying, deleting, and renaming styles
- Creating a table of contents with styles
- Managing style options, such as keyboard shortcuts and template defaults