Table of contents_3_without_questions

Microsoft Office
®

Word 2007 Training

Table of Contents III:
Use fields to create a TOC
and create multiple TOCs

Course contents

• Overview: Advanced TOC ins and outs

• Lesson 1: Create a TOC by using fields

• Lesson 2: Use multiple TOCs in a document

Each lesson includes a list of suggested tasks and a set of
test questions.

Overview: Advanced TOC
ins and outs
Imagine you want to exclude page
numbers from just one level in your
table of content. Or, say you’ve
inherited a poorly formatted document
that needs a TOC.
In each of these cases, using an
advanced feature called fields can
make the task possible, and fast.
This course will also show you how to
create separate TOCs for each
chapter of a book.

Course goals

• Understand and use the fields that make up a TOC.

• Add two (or more) TOCs to a document.

Lesson 1

Create a TOC by using fields

Create a TOC by using fields
Beyond the three
basic methods of
building a TOC (using
heading styles,
custom styles, and
outline levels), there is
an advanced way:
TOC fields.

In fact, behind the scenes in every automatic TOC in Word is a field.
If you’re familiar with fields, you already know how powerful they can be. If fields are
new to you, use this lesson to find out what they are, how to directly create a table
of contents by using them, and why they’re essential if you want total control of your
table of contents.

What is a field?

A field is a set of
codes that instructs
Word to insert
information or perform
an action in a
document
automatically.

Fields have many varied uses in Word, and some things you can accomplish only
by using fields, such as excluding page numbers from just a couple of levels of
the TOC.

What is a field?

TOC fields are the
building blocks of a
table of contents.

All automatic tables of contents, no matter how they were created, rely on TOC
fields behind the scenes to collect the entries for the table of contents.
When the TOC field result is displayed, you see the table of contents. You can
see all the fields in a document by pressing ALT+F9.

Field switches

Say you want to
exclude page
numbers for some
levels in your TOC.

One option would be to delete the page numbers manually and remember not to
update the TOC. But that’s hardly a reliable solution.

The better way is to use field switches.

Field switches

Field switches are
commands inside the
field that determine
what the code does—
they are the real
power behind fields.

Switches are added to the end of a field code and within the curly brackets; they
always start with a backslash ().

An automatic TOC puts the switches in for you, but you can add, remove, or
change the switches later.

Field switches

A TOC field can have
more than one switch,
as this illustration
shows.

This one includes the o “1-3” switch, which builds the TOC based on text marked
with heading styles Heading 1, Heading 2, and Heading 3.

The h switch turns the TOC entries into hyperlinks.

Field switches

To add a switch, you
type a backslash ()
and the switch letter
inside the curly
brackets.

For example, to remove all page numbers in the TOC, use the n switch, as
follows:

{ TOC o “1-3” h n }

Field switches

To add a switch, you
type a backslash ()
and the switch letter
inside the curly
brackets.

While you can also remove all the page numbers by using the Table of Contents
dialog box, if you want to remove the page numbers from just levels 2 and 3, you’ll
need to use the n switch and type the levels, such as:
{ TOC o “1-3” h n “2-3”}

TC fields

Besides the TOC field,
there is another field
that can be used in an
automatic TOC: the
TC field.

The TC field is another way, along with heading styles, custom styles, or outline
levels, that you can mark the text you want to include in the TOC.

TC fields

So when would you
use a TC field?

Use it when you don’t want to format the TOC entry by using a heading style,
custom style, or outline level, but you still want to include the text in the TOC.
Or use it when you want to include text from the middle of a sentence or
paragraph, such as a long title or heading that would be awkward in the TOC.

Set up TC field entries
for your TOC
To use TC fields, you
need to set up the TC
entries and then add
them to your TOC field
so that it collects the
TC entries.

Animation: Right-click, and click Play.

The animation shows an example of setting up TC field entries for your TOC.

for your TOC
To use TC fields, you
need to set up the TC
entries and then add
them to your TOC field
so that it collects the
TC entries.

Before you start, determine the text and the level you want that text to appear in
the TOC. Also, if you have multiple TOCs, you’ll need to choose the letter
designation, or Table identifier, of the TOC.
For now, we’ll use the default table, “C,” which places the entry in the main TOC.

for your TOC
To set up a TC field,
first select the
document that you
want to include in the
TOC. Then press
ALT+SHIFT+O to
open the Mark Table
of Contents Entry
dialog box, as shown.
Edit the text in the Entry text box if you need to.
If there’s more than one TOC in a document, each has a different letter to identify
it; click the Table identifier text box arrow and then the letter of the table where
you want this entry to be displayed. Select the TOC level for this entry in the Level
box.

Add the TC field entries
to your TOC field
To get the TC field
entries to appear in
the TOC you must add
the f field switch to
your existing TOC.

The f switch tells the
TOC to include the TC
field entries.
You could open the Table of Contents Options dialog box and select the Table
entry fields when you create or replace your TOC; but it’s easier to create an
automatic TOC and modify it.
Simply press ALT+F9 after you create the TOC and type f at the end of the field.

Add the TC field entries
to your TOC field
To get the TC field
entries to appear in
the TOC you must add
the f field switch to
your existing TOC.

The f switch tells the
TOC to include the TC
field entries.
It will look as follows:
{ TOC o “1-3” h f }
Then update your TOC by placing your cursor in the TOC field and pressing F9.
Press ALT+F9 to see the results. The TOC will now include all the TC field entries.

Suggestions for practice
1. View a TOC field.

2. Insert a TC field.

3. Use field switches.

4. Delete page numbers by using a TC field
switch.

Lesson 2

Use multiple TOCs in a document

Use multiple TOCs in a
document
Many long documents,
such as complex
reports and business
proposals, require
multiple TOCs—for
example, a summary
TOC plus several
detailed TOCs inside
the document.

We’ll show you three ways to build multiple TOCs.

There’s a basic option, which is quick and uses Word’s built-in heading styles, and
then two other options that you can use in special cases.

Multiple TOCs: A basic option
Let’s say that you
want two TOCs at the
start of your
cookbook: a short,
abbreviated TOC with
just the main sections
of the book, and then
right after it a full,
comprehensive TOC.

The first TOC would include just the chapter titles: Appetizers, Entrees, Sauces,
and so on, and the other TOC immediately after it would show each chapter and
all the individual recipes within it.

Multiple TOCs: A basic option
If your document uses
Word’s built-in
heading styles, the
solution to this
scenario is simple:
Create two automatic
TOCs at the start of
your document.

Then, in the first TOC, change the o switch from “1-3” to “1-1” to shorten it to just
the Heading 1 styles. For example: {TOC o “1-1” h}
There’s your short, abbreviated TOC. Because the second TOC includes all
Heading 1, Heading 2, and Heading 3 entries by default, it is your full,
comprehensive TOC.

Two more options
In addition to using
heading levels and
using the o switch as
described in the basic
option, there are two
other ways to create
multiple TOCs in a
document.

You can:
• Use table identifiers to identify each TOC with its own unique letter.

• Bookmark sequential areas, such as all the breakfast recipes, or all the lunch
recipes and then create a TOC for each bookmarked area.

Table identifiers

To build two or more
TOCs in your
document, with each
TOC showing a
different type of entry,
you can use table
identifiers.

First you’ll need to determine a letter for each TOC, such as “A” for all the sauce
recipes and “B” for all the breakfast recipes.
Then mark the text you want in each TOC using a TC field. The Table identifier
text box in the Mark Table of Contents Entry dialog box is where you enter the
TOC letter.

Table identifiers
When you create the
TOC you’ll use only
the f switch with the
table identifier letter to
build the TOC, for
example:

{TOC f B}
With the “B” table identifier used to build the TOC, it will include only the TC fields
marked with that letter. If the “A” table identifier is used, then only the “A” text will
be included in the TOC.
In this way you can include text in several different TOCs by marking it with one or
more TC field.

Bookmarks
If your document
requires TOCs for
sequential text or
blocks of text and
you’ve used built-in
heading styles or
outline levels, you can
use bookmarks to
create a TOC.
Animation: Right-click, and click Play.
Bookmarks in Word aren’t used just for TOCs; they identify a location or
selection of text that you name for future reference.
The animation shows how to bookmark text and create a TOC of the
bookmarked area.

Bookmarks
If your document
requires TOCs for
sequential text or
blocks of text and
you’ve used built-in
heading styles or
outline levels, you can
use bookmarks to
create a TOC.

First you need to bookmark the text. To do that, select all the text for the entire
area and then click the Insert tab and Bookmark in the Links group.

Type a name for the bookmark (such as “Breakfast”) and click Add.

Bookmarks

Now create a TOC
and use the b switch
along with the
bookmark name.

For example, the TOC field for the breakfast recipes will be:
{ TOC b “Breakfast” }
The TOC field then collects all the text marked with heading styles or outline
levels from the entire bookmarked area named “Breakfast.”

Suggestions for practice

1.Use table identifiers.

2.Mark the text.

3.Create a second TOC.

4.Create bookmark TOCs.

Table of contents_3_without_questions

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