Manual TOC

[Deborah Mowry]

I have been given a 400 page document to format. They put tables and figures
throughout and used a heading 8 and 9 as the caption style as they had to be
manually numbered due to inserts of some Table 7a table 7b. (As far as I
know, the caption numbering is sequential and that is the only choice?!).
The user wanted a "List of Tables" and tried to do so by Insert | Reference|
Index and Tables; set the show levels to 8 and then Options to display
Heading style 8 to a 3 and remove all other heading levels, then OK.
You get and error - I thought this sounded like a good idea.

The error says to use the outline toolbar and mark the text to the level
(e.g. 3) but that changes the content to look like the heading style 3 and
we don't want that.
So it is now in my hands. I figure I have to mark all the entries manually
and use in Options the "Table Entry", but following the directions I cannot
get it. In the Mark as TOC entry dialog I chose "T" for the Table text and
"F" for the figure text....this does not work. If I pick "C" which is the
default, it works, but that does not give me two options (1 for the tables
and 1 for the figures).

Any ideas or explanation would be appreciated.

Deborah

 

[Dayo Mitchell]

Okay, I think it would help if you stated clearly exactly what your TOC
needs to consist of, it's not completely clear. Do you need a general TOC
or just a List of Tables?

Ideally, everything that you need in any type of TOC would be formatted in a
heading style, and then you just tell Word to build a few different tables,
each one picking up the heading styles you have told Word to use for that
particular table. You can and should format headings in a heading style, and
if you don't like the look of it, simply modify the heading style. Then you
don't have to mark the entries manually.

However, even from what you have written, the Insert | TOC dialog was not
configured properly. In Options, you can tell Word exactly which heading
styles to build the TOC from, and then the "show levels" box vanishes b/c
it's irrelevant.

Word also has an Insert | Table of Figures option, which can be used to
build a Table of Tables, and Options there lets you set exactly which
heading style you want to use.

Some links that may be useful:
How to create a table of contents in Microsoft Word
http://www.ShaunaKelly.com/word/toc/CreateATOC.html

And to help in navigating your doc:
http://www.mvps.org/word/FAQs/Formatting/UsingOLView.htm

If those don't set you up, post back with a clear description of what you
have and what you need as the end product.

DM