How to Insert Two Tables of Contents in Same Document (In Brief & In Details)

Tutorial Video Contents

0:00 ]- Lesson OVERVIEW
1:10 ]- Analyze Our Document & Turn "On" PARAGRAPH Marks

2:24 ]- STEP 1 - Insert 3 SECTION BREAKS ( NEXT PAGE )
4:10 ]- STEP 2 - Adjust MARGINS
4:12 ]- TOC in BRIEF page
5:07 ]- TOC in DETAILS page

5:30 ]- STEP 3 - Insert TOC in "BRIEF"
6:44 ]- STEP 4 - Insert TOC in "DETAILS"
7:40 ]- IMPORTANT !! Answer to Question is NO!

8:34 ]- STEP 5 - FORMAT TOC's
10:24 ]- FONTS, INDENTS & LINE SPACING Simultaneously

12:50 ]- Finishing Page Titles
14:12 ]- Adjust Pages (if Needed)
14:27 ]- Closing Remarks

How to make the textbook two part Tables of Contents.

The first part showing just the short BRIEF overview of main topics.

Then comes the second pages with the "Detailed" Table of Contents.

This is the same thing you see in Textbooks, How To books, Trade Manuals etc.

It's not that hard! You can do it in 15 minutes or less!!

Formatting methods are included!

HANDS ON LEARNING!!
Download the Practice Document and follow
along with the Tutorial. It's quick, painless and
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Step By Step Instructions:

OVERVIEW

1. Insert 3 Section Break: Next Page
2. Insert 2 Adjust Margins
3. Insert: TOC in BRIEF
4. Insert: TOC in DETAIL
5. Format: Fonts, Indents, Line Spacing
** 6. Adjust Pages – (if necessary)

TOOLS

1. PARAGRAPH MARKS
Ribbon: HOME -> backwards “P”


1. Insert 3 Section Breaks: Next Page

1.) FIRST: At the bottom of the page preceding your future Table of Contents page: Click to
put the insertion point on the SECOND to last “P”. (The very last “P” – you’ll need later.)
2.) On the Ribbon Click on PAGE LAYOUT -> BREAKS -> SECTIOIN BREAKS > NEXT PAGE
3.) Click Under the newly created section break
4.) Hit the ENTER Key a few times to give yourself extra lines onto the new page.
5.) Click at the second to bottom “P” of the newly inserted lines you just made.
6.) Create a SECOND SECTION BREAK: NEXT PAGE. (Repeat step #2 above)
7.) Click anywhere in the middle of the two Section Breaks you just made.
8.) Create a THIRD SECTION BREAK: NEXT PAGE from the menu.

You should have two clear areas. You can type “Brief” on the first “P” of the first area to denote the BRIEF TOC. You can type “Details” on the first line of the second area to denote the DETAILS TOC. (This is optional – but it does help to keep things clear.)

2. Adjust Margins

.1.) Click a line or two below the start of the “BRIEF” TOC area.
2.) Click on Ribbon click PAGE LAYOUT -> MARGINS -> CUSTOM MARGINS
3.) Adjust LEFT and RIGHT (Inside and Outside) to 2.0” (or less - as is appropriate)
4.) Be certain the APPLY TO option in the lower left corner says THIS SECTION
5.) Click the OK button

Repeat this process in the DETAILS TOC as well.

3. Insert:- “ in BRIEF” - Table of Contents

1.) Click to put the blinking curser at the second “P” from the top of the BRIEF TOC page.
2.) On Ribbon Click REFERENCES-> TABLE OF CONTENTS-> INSERT TABLE OF CONTENTS
3.) On the First menu box: Go straight to the OPTIONS button and Click it
4.) On the Second menu box go up to the STYLES and UN-check it! (NO Styles!)
5.) Be certain OUTLINE LEVELS has a check mark in it.
6.) Click OK to that box

((Back to the First Menu Box))

1.) UN-check HYPERLINKS. (NO hyperlinks)
2.) Move to “SHOW LEVELS” at the bottom left.
3.) CHANGE the number 9 to one level..
4.) CHANGE the leader (dots, lines etc.) to whatever you want for your TOC
5.) Click the “OK” button.

Your “ in BRIEF” Table of Contents is now displayed on the page in the top area.

4. Insert:- “in DETAILS” - Table of Contents

1.) Click to put the blinking curser at the second “P” from the top of the DETAILS TOC page.
2.) On Ribbon Click REFERENCES-> TABLE OF CONTENTS-> INSERT TABLE OF CONTENTS
3.) On the First menu box: Go straight to the OPTIONS button and Click it
4.) On the Second menu box go up to the STYLES and UN-check it! (NO Styles!)
5.) Be certain OUTLINE LEVELS has a check mark in it.
6.) Click OK to that box

((Back to the First Menu Box))

1.) UN-check HYPERLINKS. (NO hyperlinks)
2.) Move to “SHOW LEVELS” at the bottom left.
3.) CHANGE the number 9 to whatever number of Heading levels your document has.
4.) CHANGE the leader (dots, lines etc.) to whatever you want for your TOC
5.) Click the “OK” button.

Choose NO to the “Do You Want to Replace the Selected Table of Contents” pop up box..

Your “in DETAILS” Table of Contents is now displayed in the bottom area pages.

5. Format: Table of Contents

NOTE: Word 2010 will try to keep the formatting of all the Headings consistent. Meaning, if Heading 1 in the BRIEF TOC is bold – then Heading 1 in the DETAILS TOC will become bold as well. (There are some workarounds for that – but those are for another video)

Also - ALL of the following format changes can (yes) be applied at one time while the Heading in question is selected. For example: select the first Heading 1 – then apply a font change – while Heading 1 is still selected you can also right click and apply a line spacing change and\or an indent adjustment as well. You do not have to select… make a change, and then select… make another change etc.

IMORTANT - Format the Contents in BRIEF First, and then format the Contents in DETAIL second.!!

To Change the FONT:

1.) Click on your Table of Contents to turn it gray color.
2.) Select only the very FIRST line of your Heading 1. (Including the Paragraph Mark – “P”)
3.) RIGHT-CLICK on the selection
4.) Change the font the way you normally would, (Using text formatting tools on the pop up menu.)

Now ALL the Heading 1’s in your document will adopt this same formatting.

Go to the DETAILS TOC and start with the first Heading 2. Repeating the above process for the remaining Headings FONTS – sizes, colors etc. changing them as you wish to adjust.

To Change the Indentation

1.) Select only the very FIRST line of your Heading 2. (Including the Paragraph Mark – “P”)
2.) RIGHT CLICK on the selection
3.) Choose the PARAGRAPH option on the RIGHT CONTEXT MENU. (About half way down)
4.) The PARAGRAPH DIALOGE BOX APPEARS
5.) Find the area that says ‘INDENTATION” ’ (on the left hand side – upper middle)
6.) Change ONLY the LEFT indentation number.(greater the number –farther “IN” the line goes)
7.) Click OK button at the bottom right when you’re done.

All your Heading 2 lines will now adopt the changes that you have made.
Re-peat this process for the remaining Heading Indentations you wish to adjust.
Usually you won’t be adjusting the first or Heading 1 lines of a Table of Contents. However, the other Headings (2, 3…) you might want to “adjust to taste” Oh! The measurements are in inches. 1.0 = 1 inch and 0.5 = a half an inch.

To Change the Space Between Lines

1.) Select only the very FIRST line of your Heading 1. (Including the Paragraph Mark – “P”)
2.) RIGHT CLICK on the selection
3.) Choose the PARAGRAPH option on the RIGHT CONTEXT MENU. (About half way down)
4.) The PARAGRAPH DIALOGE BOX APPEARS
5.) Find the area that says ‘SPACING” ’ (left hand side – Lower Left - adjust the space to taste.)

BEFORE – changes the amount of space on top of each line. (Larger number = more space)
AFTER – changes the amount of space below each line. (Larger number = more space)
POINTS are the same as Font measures. (Example: 12 pt. Ariel, Verdana at 16 pt.)

When it comes to a Table of Contents – sometimes you want your First Heading 1 (Main Topic) to stand apart from the rest of the sub-headings. Other times you might want less space between the remaining lines of your sub-Headings. (to cause them to appear more like a related group)

Your best strategy is to “zero out” one of these options (Before & After) and then control the line spacing with the other one exclusively. In this video I chose to “zero out” the AFTER measurement and then control the line spacing with the BEFORE measurement. It’s up to you which one you want to use… I just prefer nothing below the line.

I made one exception and that was with Heading 1… I just wanted it to have more of a “Title” effect over the other sub-Headings. But then again.. That’s just my personal preference. Adjust your Table of Contents any way you wish.

** 6.) Adjust Pages (if Necessary)

Be certain to check the top and bottom of each page. We all know that when you insert many lines in a document, Word 2010 will move everything down.
After checking your document and all the pages are to your liking, remember to update your page numbers in your Table of Contents. To do this simply:

1.) Left Click on your Table of contents to select it
2.) RIGHT-Click to bring up the context menu
3.) Click on the !UPDATE FIELD option
4.) Choose UPDATE PAGE NUMBERS ONLY option (usually it’s pre-selected.)
5.) Click the OK buttons.