Combo TOC - In Details in Two Columns

Tutorial Video Contents

0:00 ]- Lesson Overview
0:49 ]- Turn "on" PARAGRAPH MARKS for our Document

1:30 ]- STEP 1 - Inert 3 SECTION BREAKS ( NEXT PAGE )
3:00 ]- STEP 2 - Adjust MARGINS

3:47 ]- STEP 3 - Insert 2 SECTION BREAKS ( CONTINUOUS )
4:27 ]- STEP 4 - Insert 2 COLUMNS

5:06 ]- STEP 5 - Insert TOC #1 - Contents IN BRIEF
5:52 ]- STEP 6 - Insert TOC #2 - Contents IN DETAILS

6:37 ]- IMPORTANT!! - Answer to "Replace Selected TOC" is NO!!

7:09 ]- STEP 7 - FORMAT: TOC'S
7:15 ]- Fonts & Line Spacing - "Details" TOC First

8:08 ]- Adjust Leader Lines in "Brief" TOC
9:25 ]- Finish "Contents in Brief" formats

10:00 ]- Remaining "Contents in DETAILS" Formats
10:07 ]- FONTS, INDENTS & LINE SPACEING Simultaneously

12:03 ]- Setup PARAGRAPH MARKS for Insert COLUMN BREAKS
12:45 ]- STEP 8 - Insert COLUMN BREAKS

14:00 ]- STEP 9 - Create TEXT BOX's for TOC Page Title's
16:30 ]- Closing Remarks & Related Links

The Combo TOC but with the "in Details" is IN 2 COLUMNS!

Start to Finish! Combining Word's Columns Feature and Table of Contents,
You can Create a "Contents in Brief" followed by a "2 Column Contents in Detail".

This is not hard to do ... it's just a bit time consuming. That's why the video is so lengthy. Also, the results are simply impressive!

Your gonna like being able to "pull this one off!".


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

Step by Step Instructions:

OVERVIEW

1. Insert 3 Section Break: Next Page
2. Adjust Margins
3. Insert 2 Section Break: Continuous
4. Insert Columns (2)
5. Insert: TOC #1 in BRIEF
6. Insert: TOC #2 in DETAIL
7. Format: Fonts, Indents, Line Spacing
8. Insert Column Breaks
9. Create 1 Text Box

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 TOC #2 “DETAILS” area.
2.) Click on Ribbon click PAGE LAYOUT -> MARGINS -> CUSTOM MARGINS
3.) Adjust LEFT and RIGHT (Inside and Outside) to 0.4” (to get more page width to work with)
4.) Be certain the APPLY TO option in the lower left corner says THIS SECTION
5.) Click the OK button

3. Insert 2 Section Breaks: Continuous

1.) Go to the “DETAILS” TOC #2.
2.) Click to place the Blinking cursor 3 Paragraph Marks Down from the top
3.) On the Ribbon Click PAGE LAYOUT-> BREAKS -> SECTION BREAKS: CONTINUOUS**
4.) Go To the Lower Section Break: Next Page
5.) Click on the last “P” above the bottom Section Break Next Page.
6.) On the Ribbon repeat Step #3 above.

Now you have created a “frame” that your 2 columns will fit into.

**NOTE: Section Break: Continuous will insert itself one line above where the blinking cursor is. (Ex… if you place the blinking cursor on the very bottom line – section Break Continuous will appear on the line above. The other Section Break: Next Page will not do this. It will insert exactly where the blinking cursor is.

4. Insert Columns

1.) Below the First Section Break Continuous, Click the second from the top Paragraph Marker
2.) Click Ribbon-> PAGE LAY OUT-> COLUMNS -> MORE COLUMNS (bottom of menu)
3.) Click the picture of 2 columns (or enter the number 2 in the NUMBER OF COLUMNS box.
4.) (Optional) Adjust the SPACING to 0.04
5.) Be certain the APPLY TO box in the bottom left shows THIS SECTION: Click OK
Your columns are now in place inside your two SECTION BREAKS: CONTINUOUS

5. Insert:- “ in BRIEF” – Table of Contents #1

1.) Click to put the blinking curser at the second “P” from the top of the BRIEF TOC #1 page.
2.) Click Ribbon 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 number one (1) 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.

6. Insert: - “in DETAILS” - Table of Contents #2

1.) Click to put the blinking curser at the second “P” from the top of the DETAILS TOC #2 page.
2.) Click Ribbon 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.

7. Format Fonts, Indents and Line Spacing

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. This also applies to the length of the leader lines. (The little dots going to the numbers).
Because of this – start formatting your Heading 1 in the DETAILS columns FIRST! Then you can adjust the length of the Leader lines in the “BRIEF” TOC second.

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.

Format the Contents in DETAIL First, and then adjust the Contents in BRIEF second !!.

To Change the FONT: (DETAILS TOC #2 First)

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. Which also means that your in BRIEF TOC #1, only needs the leader lines (Width) adjusted and maybe Centered (See topics starting with “ To Adjust the WIDTH of the BRIEF TOC #1”

Go to the DETAILS TOC #2 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.

To Adjust the WIDTH of the “BRIEF” TOC #1: (Length of dots going to Pg. Numbers)

1.) Left Click to turn the I”BRIEF” Table of Contents #2 Gray
2.) Look up on the RULER - notice where the RIGHT TAB stop is. (top right-Little black right angle)
3.) Holding down the Left Mouse Button – Select the entire Table of Contents
4.) With the entire TOC selected – find the RIGHT TAB** stop on the RULER.
5.) Push down on the left mouse button ON the RIGHT TAB. (A straight vertical line will show.)
6.) DRAG the RIGHT TAB stop left or right until you have the WIDTH that you want for your TOC.

**NOTE: When the TOC is selected – the RIGHT TAB may turn white (making it difficult to find). Don’t worry – IT”S THERE!! I have faith in you… you can find it.

To Center the “BRIEF TOC #1 on the Page

1.) Holding down the left mouse button – select the entire Table of Contents
2.) RIGHT CLICK to bring up the pop up menu
3.) Click on the “Center” button**. (To the right of the Underline button)

The Table of Contents will move to the Center of the page.

**NOTE: With the TOC selected… you can alternately click on the HOME tab of the RIBBON, and then use the ALIGNMENT buttons in the Paragraph section. You can move the TOC to the right, Left or Center by clicking the appropriate button. This is handy if you want to put a picture (or a text box with extra information) to one side of the TOC or the other.

To Vertically Adjust the BRIEF TOC #1 on Paper

Lower the TOC:

Click above the Table of Contents and hit the ENTER key to push the TOC downwards.

Raise the TOC:

Click above the Table of Contents and DELETE some extra lines to raise the TOC upwards..

8. Insert Column Breaks

1.) Go to the end of the very last line, of the first group, you want in column 1
2.) Click in between the last letter and the Paragraph Marker
3.) Hit the ENTER key once on the keyboard
4.) Repeat Steps 1, 2, and 3 for the rest of your Table of Contents groups (columns).

Your Table of Contents should be sectioned off into the appropriate columns.

9. Create 1 Text Box

1.) Click on the RIBBON-> INSERT-> TEXT BOX-> DRAW TEXT BOX (very bottom of the menu)
2.) The Cursor will turn to a cross hair
3.) Find a small open spot at the top of any page
4.) Hold down the left mouse button and draw a long rectangle
5.) Click on RIBBON->DRAWING TOOLS->FORMAT->WRAP TEXT->BEHIND TEXT
6.) Type in whatever title for your Table of contents you prefer (formatting the Font appropriately)
7.) Move the cursor to the edge of the Text Box
8.) Right-Click when the cursor turns into cross hairs. (4 Arrows on all points.)
9.) Choose FORMAT SHAPE from the bottom of the right click menu

10.) Look to the very top left hand side of the FORMAT SHAPE menu box
11.) Click on LINE COLOR (Second choice from the top)
12.) Choose NO LINE
13.) Click the OK button at bottom of Menu Box.

14.) Click around the edge of your TEXT BOX until you have selected it.
15.) COPY it and then PASTE it (Ctrl + V) on the other pages you might have.
16.) Position it to taste.


NOTE: Congratulations and Enjoy!