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Word 2007: Table of Contents & Index

Word 2007: Table of Contents & Index

A Table of Contents is a directory printed at the front of a long document indicating major topics and their related page numbers. An Index typically prints at the end of a long document with similar references, typically to both major and minor topics.

Creating a Table of Contents

The easiest way (and the only way I would recommend) to create a Table of Contents is to first assign the Heading 1, Heading 2 and Heading 3 styles to the text in your document that you want to appear in your Table of Contents.

You see, Word builds a Table of Contents based on styles. And, the default styles Word uses are the built-in Heading styles (Heading 1, Heading 2, Heading 3, etc…).

 

Figure 47. Table of Contents Sample

Table of Contents Gallery

In addition to the standard Table of Contents formatting that was available in previous version of Word, Microsoft Office Word 2007 offers a whole host of new formatting options in the form of a gallery.

Figure 48. Table of Contents Gallery

Marking Table of Contents Heading Entries

     
  1. Select a heading that you want to appear in the Table of Contents
     
  2.  
  3. Select a style in the Styles group on the Home tab
      (You can modify the style to any text formatting. You just need to leave the name as “Heading 1.”)
     

Marking Table of Contents Heading Entries

     
  1. Select non-heading text that you want to appear in the Table of Contents
     
  2.  
  3.  Choose the Add Text command in the Table of Contents group on the References tab
     
  4.  
  5. Choose the level of the text in your Table of Contents
     

Creating a Table of Contents Using the Ribbon

     
  1. Make sure you’ve marked all entries for the Table of Contents as described above
     
  2.  
  3. Click in your document where you want to add the Table of Contents
     
  4.  
  5.  Choose the Table of Contents command in the Table of Contents group on the References tab
     

Updating a Table of Contents Using the Ribbon

     
  1. Click inside an existing Table of Contents
     
  2.  
  3.  Choose Update Table command in the Table of Contents group on the References tab
     

Updating a Table of Contents Using the Keyboard

     
  1. Click inside an existing Table of Contents
     
  2.  
  3. Press [F9]
     

 Deleting a Table of Contents Using the Ribbon

     
  1. Click inside an existing Table of Contents
     
  2.  
  3. Choose the Table of Contents command in the Table of Contents group on the References tab
     
  4.  
  5. Choose Remove Table of Contents
     

Creating an Index

An Index typically appears at the end of a document with a list of major and minor topics, in alphabetical order, and their corresponding pages.

Index entries can refer to an individual word, phrase, or symbol, a topic that spans several pages or a reference to another entry.

Much like creating a Table of Contents, you need to mark entries in your document before you can build an Index. Microsoft Word won’t know what references to place in an Index unless you mark them throughout your document first.

Marking Text Entries Using the Ribbon

     
  1. Select the text to mark or click where you want to mark the entry
     
  2.  
  3.  Choose the Mark Entry command in the Index group on the References tab
     

Figure 49. Mark Index Entry Dialog Box

    3.       Enter your Main Entry Heading

    4.       Enter a Subentry Heading (To include a third-level entry, type the subentry text followed by a colon (:), and then type the text of the third-level entry)

    5.       Choose whether you are marking a cross-reference, the current page or a page range

    6.       Click Mark

    7.       Repeat for all Index entries, then close the Dialog Box

Creating an Index

     
  1. Mark all Index entries following the steps above
     
  2.  
  3. Click in your document where you want the Index to start
     
  4.  
  5.  Click the Insert Index command in the Index group on the References tab
     

Figure 50. Insert Index Dialog Box

    4.       Set your options

    5.       Click OK

Editing an Index Entry

     
  1. Click the Show/Hide command in the Paragraph group on the Home tab to display the XE (Index) fields
     
  2.  
  3. Find the XE (Index) field for the entry you are editing
     

Figure 51. Index Entry Example

    3.       Modify the text inside the quotation marks

Deleting an Index Entry

     
  1. Click the Show/Hide command in the Paragraph group on the Home tab to display the XE (Index) fields
     
  2.  
  3. Select the entire XE (Index) field you want to delete, including the braces ({})
  4. Press [Delete]
     

Updating an Index Using the Ribbon

     
  1. Click anywhere inside the Index
     
  2.  
  3.  Click the Update Index command in the Index group on the References tab
     

Updating an Index Using the Keyboard

     
  1. Click anywhere inside the Index
     
  2.  
  3. Press [F9]