Using table of contents in Word

[Nevets]

I'm new to trying to use a TOC, but fairly adept at using help etc. to get
around the software. I am setting up a document template, and followed the
instructions in the help, using the application of styles to generate the
TOC. I applied heading 1 and 2 to various lines of text, and at times, just
the first few words on a line, making the rest of the paragraph "Normal"
style. I then inserted a TOC, and the first time, it seemed to work. Only
the text that I had applied one of the heading styles to appeared in the TOC.
However, as I continued working on the template, adding some more headings,
making other changes to the formatting etc., then updating the TOC, all of a
sudden, text that wasn't formatted with a heading style started to populate
in the TOC. I went back to check, but when I click in the corresponding text
in the body of the document, it still says "Normal + Arial, After: 6 pt" in
the style box, so I don't understand why this text is now included in the TOC.
I can manually remove the text from the TOC, but this isn't functional. I
would like to use this template to create multiple documents in the future,
and this will involve updating the TOC as I make additions/changes. Every
time I update the TOC, I seem to get more and more TOC text that shouldn't be
there.

 

[Stefan Blom]

Press Alt+F9 to display field codes. The TOC field will look something like
this: { TOC \o "1-3" \h \z \u }. Delete the \u switch. Press Alt+F9 to
hide field codes. Update the TOC. Does that help?

If it does help, see also http://word.mvps.org/FAQs/General/DocumentMap.htm
for a possible explanation.

--
Stefan Blom
Microsoft Word MVP


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[Nevets]

Your fix worked, thanks very much.

While I have your attention, I'd appreciate an explanation/help on something
I also encountered while trying to problem solve the issue I started with.

The .dot file I'm trying to create was initially from an existing .doc file,
with various styles etc. applied. The .dot I'm creating has text form fields.
To try and "start fresh", I tried to Select All, then Clear Formatting,
which resulted in everything being formatted with Times New Roman (TNR from
now on), Font size 12.
Since I don't want that font, with everything still selected, I then changed
the font to Arial, which changes all the regular text, but not the text form
fields. If I click on one of them, the font box in the formatting toolbar is
empty. Even if I click on the arrow and select Arial, the box remains empty.
Tried using the Format > Font dialogue, but no change. Then when I lock the
form and select a text box, the font box in the toolbar now says TNR, and the
text I enter in the field is entered with TNR, not Arial.
On a (perhaps?) related note, is there a way to make something other than
TNR set as the one everything seems to default to? I've actually changed my
own Normal.dot template to use Arial, but I guess when one starts from a
document that was created from a Normal.dot with the default font of TNR, can
that be changed?

 

[Stefan Blom]

How did you change the font? Note that the safest way is to actually change
the styles of the document (and/or template). This is accomplished when you
click the Default button in the Format | Font dialog box. Alternatively, you
can modify the Normal style directly: In the Styles and Formatting pane,
right-click Normal, and choose Modify from the context menu. In the Modify
Style dialog box, choose the desired font. To transfer the settings to the
attached template, click "Add to template." Click OK.

See also this KB article (which may or may not be relevant in this case):

Incorrect font is applied after a style is applied to a form field in Word
2007 or in Word 2003
http://support.microsoft.com/kb/828501/en-us

--
Stefan Blom
Microsoft Word MVP


in message

 

[Stefan Blom]

This is accomplished when you

click the Default button in the Format | Font dialog box.

Correction: Usually it suffices to change the Normal style (because it is
the based-on, or parent, style for many other styles); this is accomplished
when you click the Default button...

--
Stefan Blom
Microsoft Word MVP


in message