Word 2003 - Table of Contents Issue

[marf]

I have a document that has the following format:

1 TITLE

1.1 Subtitle 1
1.2 Subtitle 2
i. section i
ii. section ii
iii. section iii

2 TITLE 2

2.1 Subtitle 1
i. section i
ii. section ii

When I create the TOC, it creates it ok down to levels 1.1 and 2.1, but it
does not create an entry for the sections labeled i, ii, iii. I went into
each section labeled i* and modified the Paragraph parameter to modify the
Outline level to LEVEL 3, Word now creates an entry for these items, however,
the TOC is not justified correctly, see below:


TOC

1 TITLE......................................1
1.1 Subtitle 1..........................1
1.2 Subtitle 2..........................2
i section i.................................................2
ii section ii................................................2

..
..
..

etc

So as you can see, the sections labeled i* do not align correctly...

Any ideas??

 

[Stefan Blom]

Instead of changing the outline levels applied to text, change the table of
contents to include more levels. When you create the TOC, this can be
accomplished via the Insert | Reference | Index and Tables dialog box: On
the Table of Contents tab, click Options and use that dialog box to type in
TOC levels for the styles that are being used in the document.

To modify an existing table of contents, you can edit the field code. How to
do that depends on how your TOC was created, so the first step would be
pressing Alt+F9 to show the field codes.

Generally, the TOC field code would look similar to the following:
{ TOC \o "1-3" \t "Style_name,1,Style_name2,2" \u \h }.

The first part, after the \o switch, lists which styles with outline levels
should be included in the TOC. In my example, \o "1-3" will include the
built-in heading styles (as well as any style with an outline level of 1, 2,
or 3 defined). To have more than the first three levels, you could just edit
the range. If you have been using custom styles for your TOC, that will be
reflected by the \t switch, which lists style names and their respective
levels.

After you've edited the TOC field code, press Alt+F9 to hide the field codes
again, and don't forget to update the TOC, for example by pressing F9.

See also http://word.mvps.org/faqs/formatting/TOCSwitches.htm as well as
http://sbarnhill.mvps.org/WordFAQs/TOCTips.htm. The basics can be found at
http://www.shaunakelly.com/word/toc/CreateATOC.html.

 

[Suzanne S. Barnhill]

Everything you've done is correct, but for some reason the formatting of TOC
3 (the TOC style used for Level 3 heads) is incorrect. You'll need to modify
that style to have the appropriate indents and tab settings to accommodate
your roman numbering.

 

[Suzanne S. Barnhill]

Stefan, if I'm not mistaken, this is follow-up from a post where the Level 3
heads weren't showing up in a TOC already set to show three levels. I
advised the OP to make sure the headings in question had Level 3 specified
in the paragraph style.

 

[Stefan Blom]

OK.

--
Stefan Blom
Microsoft Word MVP

Stefan, if I'm not mistaken, this is follow-up from a post where the Level
3 heads weren't showing up in a TOC already set to show three levels. I
advised the OP to make sure the headings in question had Level 3 specified
in the paragraph style.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

 

[MLBeck]

I was reading your tips on making T of Cs and was wondering if you
could answer a question I had. (Word 2003) When I go to set the TOC
levels in the dialog box Insert/Reference/Index&Tables/Options, Word
automatically sets some levels (e.g., Heading 1 is a 1, Heading 2 is a
2 etc.) I delete the ones I don't want and add the ones I do (e.g., I
delete the 1 on Heading 1 and make Heading 2 a 1). Then I click ok to
generate the TOC. My question is this: If my TOC doesn't look quite
right and I go back to check my settings, the dialog box is back to
some of its original settings (e.g., Heading 1 will again have a 1
next to it). Word seems to automatically number certain headings
every time you open that dialog box. Is there some way to make it so
my settings will stay the same every time I open the dialog box?
Thanks

 

[Suzanne S. Barnhill]

Unfortunately, you can't really "edit" the TOC from the TOC Options dialog
because it seems to think you're starting from scratch every time. Once
you've created a TOC, the only effective way to edit it is to edit the TOC
field itself. This to my mind is a flaw, and I believe I've pointed this out
to MS. At the very least, they could make it less misleading.

 

[MLBeck]

Thanks for your answer. I felt sure I was just doing something wrong.
I would not have guessed MS thought users would want to start "from
scratch" everytime. I agree: That's a flaw not a feature.

 

[Suzanne S. Barnhill]

I don't think it's that MS thinks users want to start from scratch, just
that the dialog isn't designed to do anything different. Probably one of
those "ran out of time/money" issues. Part of the problem is that Edit Field
is a default entry on the shortcut menu for all fields, yet it just opens
the same Field dialog you get when you use Insert | Field. In this case, you
deceptively get the Table of Contents... button, which is the same thing
that would happen if you used Insert | Field and selected TOC in the list.
Because you probably created the TOC using Insert | Reference | Index and
Tables, you wouldn't be aware of this, so it appears new, but in fact it's
just the same old same old (so to speak).

The bottom line is that the Edit Field command is more or less useless
compared to, say, Edit Hyperlink, which actually opens the Edit Hyperlink
dialog (with the current settings displayed) as opposed to the Insert
Hyperlink dialog that you get if you use Insert | Field | Hyperlink or the
Insert Hyperlink toolbar button or the Ctrl+K keyboard shortcut.