What You Will LearnPractice:
Generate a Table of Contents By Manually Marking Entries
1. Create a new
document and again type the following text:
Introduction
Overview
Unsolicited Proposals
Solicited Proposals
General
The Proposal
2. Select the
first line Introduction.
3. Press
ALT+SHIFT+O on the keyboard. This combination opens the Mark Table of Contents Entry
dialog box. (Notice that your selected text is in the Entry field.)
4. The Table
Identifier default is C if you do not have any other tables (Table of Figures, Table of
Authorities, etc.) within your document. This is for multiple tables and allows for
hierarchy among the tables.
The next field is
the Level identifier for your selected text. You change this field to correspond to
whatever heading levels you have selected.
5. Click Mark,
and your TOC entry has been marked for insertion to your table of contents. The Mark Table
of Contents Entry dialog box will stay open so that you can click twice back into your
document and select the next heading without closing the dialog box.
6. Select the
next heading, and then click twice back into the dialog box, and the newly selected
heading will automatically be placed in the Entry field.
7. Mark all of
the headings in your document with the appropriate levels.
8. Place the
insertion point where you want the table of contents to be generated. From the Insert
menu, choose Index and Tables. Select the Table of Contents tab.
9. Click Options.
10. Under the option for Build table of
contents from, uncheck the Styles checkbox and check the option for Table entry fields.
Click OK, and then OK again to close the dialog box and to generate your manually marked
table of contents.
Updating a Table of Contents
As with all complex
documents, edits are constantly occurring. These edits will ultimately affect your
initially generated table of contents. There are various ways to update the table of
contents:
METHOD |
ACTION |
Shortcut menu
(Alternate-click) |
Click anywhere in the
table of contents and select Update Field |
F9 |
Click anywhere in the
table of contents and press F9 |
Select Text+F9 |
Only updates selection.
This works well when you have other fields in the document |
Tools, Options,
Print tab, Update Fields |
This allows the
document to update all fields whenever you print the document |
When you decide to
update your table of contents and use one of the options listed previously, the Update
Table of Contents dialog box appears.
You are asked
whether you want to Update page numbers only, or if you would like to Update entire table.
If you have manually changed any text in the table of contents and only want the page
numbers to be updated, select that option.
Generating a Table of Authorities
Marking citations
for a table of authorities is comparable to manually marking headings for a table of
contents. Word looks for cases, statutes, rules, treatises, and constitutional provisions
to generate a table of authorities. You can also mark any additional authority you need
included.
Practice: Mark a Table of Authorities Entry
1. Open a
document that contains citations that you want to mark for a table of authorities and
place your cursor at the beginning of the document.
2. From the
Insert menu, choose Index and Tables, and select the Table of Authorities tab.
3. Click Mark
Citation.
4. The following dialog box will appear.
Click Next Citation. Word searches the document for terms such as: in re, v.,
Id., Supra, Cong., Sess., and ¡́.
5. After Word has found a citation in the document, click twice back in
your document and select the full citation (e.g. Escobedo v.
Illinois, 378 U.S. 478 (1964)). Click twice again, this time in the Mark Citation
dialog box and the selection appears in the Selected Text field.
6. Choose a
category for your citation (i.e. Cases, Statutes, etc.), and then edit the text in the
Short Citation field to match the short citations in the rest of the document. This may be
Escobedo v. Illinois,
or just Escobedo. If you use just the first party, Word will find the
party whenever it is referenced, for example, as "in Escobedo, the
parties¡".
7. Now you can
mark the citation by clicking Mark for just the long cite, or Mark All to find all of the
references throughout the document.
8. Repeat steps
3 through 6 to mark the rest of the citations in your document. When you are finished,
click Close to close the dialog box.
9. Leave this
document open for the next exercise.
Practice:
Generate A Table of Authorities
1. Place the
insertion point where you want the table of authorities to be generated. From the Insert
menu, choose Index and Tables. Select the Table of Authorities tab.
Word 97 Table of
Authorities Tab
Word 2000 Table of
Authorities Tab
The only difference
between Word 97 and Word 2000's Table of Authorities tabs is that the categories are no
longer in a drop-down box.
2. Select a
format for your table of authorities. Just as with the Table of Contents dialog box, as
you change your selected format, the preview changes to reflect that format.
3. Uncheck the
Use passim option. If checked and a citation is referenced on more than 5 pages, Word will
put the word "passim" in place of the page numbers. If unchecked, Word allows
all referenced pages to be listed, no matter how many there are.
4. Clear the Keep original formatting
check box as well. This will insert the citations in the formatting of the table of
authorities style. If the box is checked, all formatting of the citation will come from
how it is listed in the document (e.g. underlined, italicized, etc.).
5. In the
Category field, use the drop-down arrow (Word 97) to select what category of citations you
want in your table of authorities. For this exercise, select All. (Word 2000 users can
select All from the list of categories.)
6. If you want
your entries to have dot leaders in the table, you have a choice of three different leader
styles from the drop-down list. Alternatively, if you do not want them, you can select
(none).
7. After you
have made your choices with the options available, click OK and your table of authorities
is generated.
Updating a Table of Authorities
If there have been
edits to the document that has been marked for a table of authorities, and new cites have
been added, you can repeat the steps for marking entries into the table of authorities
that was in the exercise on marking entries.
If new short
citations have been made for a citation that had previously been marked, highlight the
long citation, press ALT+SHIFT+I, and select Mark All.
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