How do I get a TOC to format as I ask it to?

[crando]

I am working with some long documents. They are very carefully formatted (I
spent hours on this) but I cannot get TOC to format as I want it to. The
TOC's vary from document to document, but no matter what TOC number, options
or modifications I select I can't get them to change in a given document. The
documents have headers at various levels (1 - 5), all of which I want in the
TOC. This is what I want: Times New Roman, no bold, italics, caps, small
caps, just follow capitalization as it appears in the document. I want dots
(...) from the title to the page number. Page numbers should be aligned on
the right and should be hyperlinked. Headers should indent slightly from one
level to the next. Sounds simple but I have spent literally hours inserting
TOC's over and over.
Here is an illustration of what I want (obviously it's not hyperlinked but
you will get the idea) on all documents:

Header One
.............................................................................................1
Another Header One
.................................................................................2
Header
Two...........................................................................................2
This is the Header
Two...........................................................................3
Header Three
......................................................................................3
Header
Four.....................................................................................4
Header
Five..................................................................................4
And Another Header
One...........................................................................5

 

[turtleshelby]

Just did this, here are my notes - hope this helps

IDENTIFY TOC ENTRY STYLES

Go to the TOC and select an entry that needs to be modified (not the 1st one
because this selects the entire table)

From the toolbar choose “Format†and then “Styles and Formattingâ€

The style used appears in the “formatting of selected text†box (make a note
of this style name)

Put the cursor on the right side of the “formatting of selected text†box
and click the arrow to open the menu

Choose “Reveal Formatting†and do a screen print or write out this information

MODIFY TOC ENTRY STYLES
Open the “Reveal Formatting†menu and select “Styles and Formattingâ€

Locate the style name to be modified and place the cursor to the right of it
and choose “modifyâ€

On the “Modify Style†box choose “Format†and choose what needs to be changed

NOTE; Leader (……..) is in TABS and Indent is in Paragraph

HOW TO CHANGE WHAT THE STYLES PULLED BY THE TOC
With the cursor resting inside the TOC to be updated, Click:
Insert
Field
Categories - Index and Tables
Field Names – TOC
Click on “Table of Contents Buttonâ€
From the Table of Contents Tab, Click:
“Outlining Toolbar†and then click
“Optionâ€
Add/Remove/ or Change the TOC level in the box next to the Style Name to Add
or Delete entries from the TOC.
Click “Reset†and then “OK†and “OK†again on the next dialogue box.

 

[Suzanne S. Barnhill]

The format you describe is the default for the TOC styles (in every
particular), but they do pick up any font formatting that has been applied
to directly to the associated headings, so be sure that any font formatting
is defined in the heading style. For more, see
http://www.ShaunaKelly.com/word/toc/CreateATOC.html

I am working with some long documents. They are very carefully formatted (I
spent hours on this) but I cannot get TOC to format as I want it to. The
TOC's vary from document to document, but no matter what TOC number, options
or modifications I select I can't get them to change in a given document. The
documents have headers at various levels (1 - 5), all of which I want in the
TOC. This is what I want: Times New Roman, no bold, italics, caps, small
caps, just follow capitalization as it appears in the document. I want dots
(...) from the title to the page number. Page numbers should be aligned on
the right and should be hyperlinked. Headers should indent slightly from one
level to the next. Sounds simple but I have spent literally hours inserting
TOC's over and over.
Here is an illustration of what I want (obviously it's not hyperlinked but
you will get the idea) on all documents:

Header One
.............................................................................
.................1
Another Header One
.............................................................................
.....2
Two.........................................................................
...................2
This is the Header
Two.........................................................................
...3
Header Three
.............................................................................
..........3
Four........................................................................
..............4
Five........................................................................
...........4
And Another Header

One.........................................................................
...5

 

[crando]

Turtleshelby

It worked, to a point. I went to reveal formatting, made the changes, etc.
But when I went to insert field it inserted the TOC with the formatting I
had deleted, not what I currently wanted!

 

[turtleshelby]

I may of checked "add to template" when I made the changes, does the reveal
formatting now reflect the changes you made?

 

[crando]

Suzanne, that worked perfectly! As usual, when I have a problem it's because
there was one small thing I did not know. In this case, I had thought that
the TOC levels were different styles of TOC rather than different levels in
one table. I set everything as I wanted and added to template and it worked
and I feel like going dancing!

Crando

 

[Suzanne S. Barnhill]

There are different "styles" (formats) of TOC selectable from the Insert |
Reference | Index and Tables dialog. If you want something beyond the plain
vanilla TOC (which you clearly don't), you can choose from among Classic,
Distinctive, Fancy, Modern, etc. The "From template" selection is the one
that uses the TOC styles you have defined (if you have modified the TOC
styles).

 

[crando]

I am still having two more problems. Grrr!
First, the ...... that I want between Title and page number. It appears with
Header 1, 3, 4, 5 but not with Header 2. I have been over and over my
formatting and can't see any difference.
Second, I don't want "frames" but when I checked no frames I got one around
the entire table.
Suggestions?

 

[Suzanne S. Barnhill]

Unless you were originally creating a "TOC in a frame," I'm not sure why you
would have a frame or border of any kind. I assume you're not just talking
about the field shading. If it is really a frame or border, Ctrl+Q should
remove it; this might well restore your leader dots as well.

 

[crando]

Sorry, didn't work. In fact it got worse, the whole TOC became one frame that
overlay header and footer. I went back to previous and added ..... manually.

I am going to insert reference tables TOC, then using template, going to
modify, going through font, paragraph, tabs, language, etc. and inputting
what I want. It did work on some documents, but now I am getting no .... on
Header 2 (get them on 1, 3,4, 5). On "frames" the default is text wrapping
around, width and height auto, horizontal position left relative to column,
distance from text 0, vertical position 0, relative to paragraph, distance
from text 0, move with text checked. I tried to change to "remove frame" and
that's when I got the frame around the entire table overrunning
header/footer. I can't for the life of me figure out why every level but
header 2 gets ....!

 

[Suzanne S. Barnhill]

I'm definitely stumped here, as I can't see how removing a frame would have
the result you describe; removing a frame should leave the text as plain
inline text. But I gather that you do want the TOC to be in a frame? Have
you checked the TOC 2 style to make sure the tab setting is correct (falls
within the frame and has a period leader)? You should be able to right-click
in a TOC 2 entry, choose Format Style, and then (if Hyperlink is selected
instead of TOC 2), choose TOC 2, Modify, Format: Tabs.