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Navigation Aids for Long Word Documents (2)

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This time I will introduce how to expand a Table of Contents (TOC) by including more styles, reformat it by modifying table styles, change its look by changing the number of levels shown and update it to capture all the latest headings, table entry fields, and other elements you want to include.

(A) Expanding a TOC by Including More Styles

First of all, you can specify new TOC entries by adding more styles to the list of styles from which Word gathers TOC entries. To include more styles, just follow the steps below:

1. Format the head or text you want to add to the table with a style that is not currently used in the TOC.

2. Choose 'Index and Tables' from the 'Insert' menu and click the 'Table of Contents' tab.

3. Click the 'Options' button to bring up the 'Table Of Contents Options' dialog box.

4. Scroll through the list of styles until you find the one(s) you want to add to the TOC.

5. Assign a TOC level number to each style you want to use. A check mark appears next to the style name to show that it will be included in the TOC.

6. If you have inserted Table Entry fields into your document, select the 'Table Entry Fields' check box to include them in the revised table as well.

7. Click 'OK' to return to the 'Table of Contents' tab and set other formatting options for the new levels or items you have added.

8. Click 'OK' and then click 'Yes' to ask Word to replace the selected TOC.

(B) Reformatting a TOC by Modifying Table Styles

If you want to make changes to every TOC listing formatted with a particular style and ensure that the changes will remain even after recreating the TOC, you can change the style itself by:

1. Click the 'Modify' button under the 'Table of Contents' tab in the 'Index and Tables' dialog box. Word then displays a TOC-only version of the 'Style' dialog box.

2. Select the TOC style you wish to modify from the 'Styles' list and click the 'Modify' button. You will see the 'Modify Style' dialog box, where you can change any aspect of the style.

3. Change the style and click 'OK' to return to the 'Style' dialog box, and then click 'Apply' to apply the new style to the selected text.

4. Click 'OK', and then click 'OK' again to ask Word to replace the selected TOC.

(C) Changing the Number of TOC Levels Shown

Another way to change the look of a TOC is to change the number of levels shown. The procedures are as follows:

1. Choose 'Index and Tables' from the 'Insert' menu.

2. Click the 'Table of Contents' tab.

3. Choose a new value in the 'Show Levels' box.

4. Click 'OK', and then click 'Yes' to ask Word to replace the selected TOC.

(D) Updating a TOC

Ideally you should create the TOC at the end of the document creation process so that you can capture all the latest headings, table entry fields, and other elements you want to include. However, it is possible to update an existing TOC at any time after you have made changes to your document by:

1. Right-click in the TOC and choose 'Update Field' from the shortcut menu. Word will then ask if you want to update the whole table or just the page numbers shown for its listings.

2. Click 'OK' to update page numbers only, or select 'Update Entire Table' and then click 'OK'. Word will perform the update afterwards.

Next time I will talk about creating a Table of Figures.

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(Email address: 'Daniel_KC_To@police.gov.hk')