TOC and Styles

[Lorraine]

I am creating a TOC using heading styles. I only want part
of the paragraph to be included in the TOC, but it
includes the entire paragraph. Can I insert a non-breaking
paragraph mark in the middle of the paragraph so that Word
sees it as two paragraphs, yet they are on the same line?

Example:

Section 1. This is the text to section 1.

This would all be Heading 1 style, but I only want the
words Section 1 to be in the TOC.

 

[Charles Kenyon]

Which version of Word are you using? (The answer is different depending on
the version.)
--

Charles Kenyon

See the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome!
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[Guest]

2002

-----Original Message-----
Which version of Word are you using? (The answer is different depending on
the version.)
--

Charles Kenyon

See the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome!
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.

 

[Charles Kenyon]

That is the only version I don't have currently installed (since W97). I
think the change is in Word 2003 but it might have been in Word 2002.


Solution for Version 2003 (and possibly 2002-XP):

Select that part of the paragraph that you do not want in the TOC and apply
a non-heading paragraph style, such as body text, to it. If this works, your
style box will show the applied style "Body Text." If it does not, it will
show "Body Text char." If it does not work in Word 2002 press Ctrl-Z to undo
the application of the style and use the following (more complex) solution:


Solution for Word 97 and later:
The table of contents gets its listings from paragraph styles. By
definition, a paragraph style applies to an entire paragraph. Normally a
Word paragraph and a logical paragraph are the same things. You can,
however, convince Word that a logical paragraph is made up of two Word
paragraphs. If you do this, you can have the first Word paragraph in the
heading style that will go to the TOC while the second Word paragraph is in
a different paragraph style that is not picked up.

You will need paragraph marks displayed for this to work.

You do this by first dividing what you want into the two separate
paragraphs. The style for the second paragraph should be a body text style
or something other than a heading style. Put a space at the end of the first
paragraph. Then select the paragraph mark at the end of that first paragraph
(the heading paragraph).

Format => Font => Hidden

You want to mark that paragraph mark as hidden text. Click on OK to close
the dialog box.

When you print, the two paragraphs will be combined into the one logical
paragraph. However, only the Heading word paragraph will be included in the
TOC. Hope this helps.
--

Charles Kenyon

See the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome!
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[Dayo Mitchell]

Suzanne Barnhill has a page about this....see
http://home.zebra.net/~sbarnhill/RunInSidehead.htm
As I think they did add the Style Separator in Word 2002 and she talks about
it.
DM

 

[Jose]

2002

Using hidden fonts for the paragraph mark and using the Style
Separator are not necessary in 2002. You can use one style for the
paragraph in question, then select the text you want to appear in the
TOC, and apply the appropriate heading style to just that text. Word
will insert a Style Separator automatically, and you will get the
result you're looking for.

 

[Suzanne S. Barnhill]

It's a little misleading to say that the style separator is not necessary in
2002. As you have confirmed, when you "paint" the heading style onto part of
a paragraph, Word inserts the style separator for you, so it is still being
used. And since AFAIK the style separator was introduced in Word 2002, there
is no way to insert it manually in previous versions, so this distinction is
irrelevant.

 

[Jose]

As you have confirmed, when you "paint" the heading style onto
part of a paragraph, Word inserts the style separator for you,
so it is still being used. And since AFAIK the style separator
was introduced in Word 2002, there is no way to insert it
manually in previous versions, so this distinction is
irrelevant.

In theory it is, but not in practice. With Word 2002, there's no
need to put the Style Separator on the toolbar, for example, to
use it when adding a heading to part of a paragraph; nor is it
really necessary to think about it when laying out a document.
It's enough to know that one can paint a paragraph style, not just
a character style, onto part of a paragraph--as well as the
sequencing of when and how that has to be done, which takes some
trial and error or careful reading of the help file. So I think
it just confuses things to open up the hood and talk about the
Style Separator *unless* one is coming from a previous version of
Word and needs a rationale for not doing the hidden paragraph mark
thing.

 

[Suzanne S. Barnhill]

I will certainly agree with that. It is a mystery to me why people do seem
to want to have the style separator on a toolbar or insert it manually.

 

[Keith]

Can you point me to the necessary help files that discuss this? I've
been unsuccessful at finding the correct sequence for turning a single
un-styled line like:

A SHORT, BOLD HEADING. Followed by a normal paragraph.

into

1.1 HEADING BASED ON HEADING 3. This paragraph is in the Body Text
Style.

* If I make the whole paragraph Body Text, highlight the header and
change to Heading 3 style I don't get outline numbers

* If I make the whole paragraph Heading 3, the outline numbers appear
but even after changing the paragraph to Body Text it stays Bold like
the heading.

My headings and outline numbering are set up as specified on the
ShaunaKelly site.

Thanks,
Keith

 

[Charles Kenyon]

Which version of Word are you using? The method you are describing only
works with Word 2002 or later. For earlier versions you need to use the
hidden paragraph marker method described on Suzanne's website <URL:
http://home.zebra.net/~sbarnhill/RunInSidehead.htm> and in my post in this
thread of 4/8/2004.
--

Charles Kenyon

Word New User FAQ & Web Directory:
<URL: http://addbalance.com/word/index.htm>

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide)
<URL: http://addbalance.com/usersguide/index.htm>

See also the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome!
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