How to Format EVERYTHING in a Table of Contents

Tutorial Video Contents

1:07 ]- Different TOC inserting choices

1:32 ]- BASIC TECHNIQUE

1:52 ]- FONTS [ Text ]

3:09 ]- INDENT

4:19 ]- LINE SPACE [ between lines ]

5:32 ]- WIDTH [Length of dots to Numbers ]

6:36 ]- Left, Right or Center on Page

I will show you how to Format Everything in a basic, stand alone TOC.
Lesson includes How to FORMAT...:

        • Text size (font)
        • Style and type
        • Changing indentation
        • Changing Line Space between lines
        • Adjusting Margins
        • Adjusting the width (dots) of the entire table itself.

Quick, easy steps to achieve a professional look..

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

STEP by STEP Instructions:

FORMATTING OVERVIEW

1. Basic Technique
2. TEXT
3. INDENT
4. LINE SPACE (space between lines)
5. WIDTH (length of dots to Page Numbers)
** 6.Center TOC (Optional)

 

TOOLS

1. PARAGRAPH MARKS
[ Ribbon: HOME -> backwards “P” ]
2. RULER
[ Ribbon: VIEW -> RULER (check box) ]


1. Basic Technique

1.) Select the very FIRST instance of a Heading style (Heading 1, or Heading 2, Heading 3, etc.)
2.) Then, you DO something to it. (Change font, Adjust indentation etc.)
3.) The changes that you made for the FIRST instance of any Heading will be applied to every other
instance of that same Heading.

2. To Change the TEXT (FONT):

1.) LEFT 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 the text formatting tools on the pop up menu.)

Now ALL the Heading 1’s in your document will adopt this same formatting.
Re-peat this process for the remaining Heading FONTS – sizes, colors etc. you wish to adjust.


NOTE: If you used the “AUTOMATIC TABLE 1 or 2” options to insert your TOC; when applying the Bold, Italic or Underline formats – you may have to click the buttons (B, I, U – respectively) 2 times to get those formats to “stick”. This doesn’t happen when using the “INSERT TABLE OF CONTENTS” choice at the bottom of the Table of Contents Menu.

3. 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. (The greater the number – the 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.

4. 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” ’ (on the 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 by being closer to each other.)
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 than the other sub-Headings. So, I greatly increased the point space before (above) each Heading 1 and I also increased the point space After each of those lines. But then again... that’s just my personal preference. Adjust your Table of Contents any way you wish.


Oh and yes… you can get into a situation where you’ve chosen 4 points for space BEFORE each line and simultaneously you have chosen 9 points for AFTER each line.
And … Yes! 4 +9 = 13 points of space between each and every line!!

5. To Adjust the WIDTH of the TOC: (Length of the dots to Page Numbers)

1.) Left Click to turn the Table of Contents Gray
2.) Look up at the RULER and notice where the RIGHT TAB stop is. (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.

6. To Center the TOC 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 also 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 to one side of the TOC or the other.

To Vertically Adjust the TOC on Paper

Lower the TOC:

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

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