How to FORMAT 3 Tables of Contents in Same Document:

Contents In BRIEF; In Details and EACH CHAPTER

How to FORMAT the 3 Manual \ Text Book Style TOC's.

Starting with the "Contents in Detail", then "Contents in Brief" and ending with how to format each "Individual Chapter" TOC.

Learn How to Format Everything... Just like the Professional publications.

P.S.: All the methods & techniques used will work in all 3 versions of MS Word.


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Step by Step Instructions:

OVERVIEW

1. TOC Formatting Overview

2. Format TOC #2 – DETAILS (First)
- -Change the Font, Indent, Line Spacing

3. Format TOC #1 - BRIEF
- -Change Font
- -Adjusts the WIDTH of the TOC
- -Adjusting Vertical Position

4. Format TOC’s #3 –EACH CHAPTER
- -Understanding Chapter TOC Formatting
- -Normalize Main Chapter TOC Formats:
..........a.) Font b.) Line Spacing c.) Indents d.) Width
- -Apply Normalizations to every Chapter TOC
- -Apply “Specialty” Formats:
........ a.) Indent, b.) Bold, Italic, Underline c.)Fonts
- -Positioning Chapter TOC

TOOLS

1. RULER

Ribbon: VIEW-> RULER


2. PARAGRAPH MARKS

Ribbon: HOME -> backwards “P”


3. NAVAGATION PANE

Ribbon: VIEW -> NAVAGATION PANE


4. SPLIT WINDOW

Ribbon: VIEW -> SPLIT

1. TOC Formatting Overview

NOTE: Word 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 AND the CHAPTER TOC will become bold as well. This also applies to the length of the leader lines, (the little dots going to the numbers), Fonts, Font sizes, Indents and Line Spacing.

Because of this – start formatting your Heading’s in the DETAILS columns FIRST! Then you can “selectively” adjust the “BRIEF” TOC second and the CHAPTER TOC’s last.

Also – For the “Details” and “Brief” TOC’s - 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. This does NOT apply to CHAPTER TOC formats. They must be applied individually

Format the Contents in DETAIL First... the Contents in BRIEF second... CHAPTER Last.


2. Format TOC #2 – “Details” (Columns or NO Columns)

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 “ Format TOC # 1 – “BRIEF”

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 Change the Indentation: (DETAILS TOC #2 First)

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** - (DETAILS TOC #2 First)

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.

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.

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.

3. Format TOC #1 “BRIEF”

To Change the FONT: (BRIEF TOC #1- Second)

1.) Left Click on the Table of Contents to turn it gray.
2.) Start at the top of the TOC (holding down the left mouse button) SELECT entire table.
3.) Adjust the Fonts the way you normally would. (Using the Format Pop-Up Menu)

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

4. Format TOC #3 – Each Chapter

Understanding “Chapter” TOC Formatting

Word prefers that each type of Heading Style (Heading 1, Heading 2…) use the same type of formatting. Word 2010 will (yes) allow different formats to be applied to the same Heading Style… However, it needs to be done in a certain fashion. You use SELECTION and FORMAT PAINTER.

When it comes to Individual Chapter TOC formatting the general process is as follows:

a.) Select 2 of the same type Headings. (ex. 2 separate instances of Heading 2.)
b.) Do something to them. (Change font, indent…)
c.) Use the FORMAT PAINTER to apply those changes to every instance of that same Heading to each and every Chapter TOC.

Normalize (Set) Main Chapter TOC Formats

“Normalize” as many Chapter formats that you can. You do this because the FORMAT PAINTER can only apply one type of formatting. You can use as many or as few of these techniques as your project may require. Yes, these first normalizations can all be applied while the TOC is selected the first time. You don’t have to keep re-selecting the first Chapter Table of Contents for each and every adjustment. You can if you wish. (However, remember - when we get to “SPECIALTY” formats – they must be applied via individual selection.)

Normalize Text (Font):

1.) Select the Entire Chapter Table of Contents using the Mouse.
2.) Right-Click on the Selection
3.) Adjust Font the way you normally would using the pop-up menu.

It’s a good idea to keep your Chapter Table of Contents Font fairly consistent with the surrounding text font. Your Chapter TOC is going to stand out automatically. You only need a slight “variation-on-a-theme” here, to get the job done.

Normalize Line Spacing

1.) Select the Entire Chapter Table of Contents using the Mouse.
2.) Right-Click on the Selection
3.) Select and Click on PARAGRAPH from the right Context Menu
4.) Find the section for SPACING (look on the left-hand side)
5.) Adjust the BEFORE \ AFTER settings to a common point size (B=0 pt., A=3 pt. is good)
6.) Click the OK button. (Bottom right corner)

Normalize Line Indents

1.) Select the Entire Chapter Table of Contents using the Mouse.
2.) Right-Click on the Selection
3.) Select and Click on PARAGRAPH from the right Context Menu
4.) Find the section for INDENTATION (look on the left-hand side, upper part)
5.) Adjust the LEFT box to ‘0” (Zero).
6.) Click the OK button. (Bottom right corner)

We zero out the indents because the FORMAT PAINTER can’t handle different indentation measures… so it automatically sets all indents to zero. Don’t worry! We will put some Intents back in as Specialty Formats later.

Normalize Width (Length of the dots to Page Numbers)

1.) Select the Entire Chapter Table of Contents using the Mouse.
2.) Look up on the RULER - find the RIGHT TAB stop. (Top right-Little black right angle**)
5.) Push down on the left mouse button ON the RIGHT TAB. (A straight vertical line will show.)
6.) DRAG the RIGHT TAB 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.

APPLY NORMALIZATIONS to every Chapter TOC in your document

1.) Select the Entire Chapter Table of Contents using the Mouse.
2.) On Ribbon Click HOME-> Double-Click FORMAT PAINTER (Left side, little “Paint Brush”)
3.) NAVAGATION PANE Click next Chapter heading
4.) With Mouse SELECT the entire next Chapter Table of Contents

Your Normalizations have been uniformly applied to this Chapter TOC.

5.) Repeat steps # 3 and # 4 for every Chapter TOC in your project.
6.) When finished – Click first chapter heading on NAVAGATION PANE
7.) HIT THE EXCAPE KEY - it turns OFF the FORMAT PAINTER.

Apply “Specialty” Formats

Applying Specialty Formats uses the same general technique. First you SELECT 2 or more of the same Heading. Second you DO something to them. Third, you apply that modification to the other same type Headings, in the other Chapters individually – via the FORMAT PAINTER. Feel free to use as many or as few of these as best suits your project.

Specialty Indent

1.) SELECT 2 or more of the same type Heading you wish to Indent.
2.) Right-Click on the Selection
3,) Choose PARAGRAPH from the Right Click CONTEXT MENU
4.) Find the section for INDENTATION (look on the left-hand side, upper part)
5.) Adjust the LEFT box measurement to whatever you want. (Bigger number = bigger Indent)
6.) Click the OK button. (Bottom right corner)
7.) On Ribbon Click HOME-> Double-Click FORMAT PAINTER (Left side, little “Paint Brush”)
8.) NAVAGATION PANE Click next Chapter heading
9.) With Mouse SELECT the Headings you want to indent Chapter Table of Contents
Your Indents have been applied to the Heading in this Chapter TOC.
10.) Repeat steps #8 and #9 for every Chapter TOC in your project.
11.) When finished – Click first chapter heading on NAVAGATION PANE
12.) HIT THE EXCAPE KEY!!! Turns off the FORMAT PAINTER..

In the video I show selecting an entire block of headings to create a first indent. Then I select a smaller block to apply a second indent. Using the video method or the method described above will both work. It’s just that the layout of the video example TOC lends itself to block selecting easier than most Chapter Tables of Contents.

Specialty Bold, Italics or Underline

1.) SELECT 2 or more of the same type Heading you wish to modify.
2.) Right-Click on the Selection
3,) Click on either B, I, or U buttons from the Upper Right Click QUICK FORMAT MENU

When you Click on one of the Format Buttons (Bold, Italic, or Underline) - Your Master Table of Contents will “freak out” and adopt the format change you have just applied to your Chapter TOC Heading. This is to be expected. You fix this by:

Click the UNDO Button -> ONE (1) time only!

The Master TOC will go back to the way it was and your Chapter Table of Contents will have the Format you wanted – ready and waiting for the FORMAT PAINTER. I don’t know why this regularly happens to the Master TOC – but it is easily remedied.

4.) On Ribbon Click HOME-> Double-Click FORMAT PAINTER (Left side, little “Paint Brush”)
5.) NAVAGATION PANE Click next Chapter heading
6.) With Mouse SELECT the Headings you want to modify Chapter Table of Contents
Your format changes have been applied to the Heading in this Chapter TOC.
7.) Repeat steps #5 and #6 for every Chapter TOC in your project.
8.) When finished – Click first chapter heading on NAVAGATION PANE
9.) HIT THE EXCAPE KEY!!! Turns off the FORMAT PAINTER..

Specialty Font

If you decide that you want different Fonts for certain Headings - Simply follow the same steps as in SPECIALTY BOLD, ITALICS OR UNDERLINE. Only change the Font style or point size instead of Clicking on the B, I, or U buttons. If you encounter a Master TOC “oopsie “- use the same remedy. And of course, apply your modifications to the other Chapter TOC’s in the same manor prescribed.

Deleting unwanted or repetitive Headings

1) SELECT the entire Heading line that you want to delete
2.) Hit the DELETE button.
3.) NAVAGATION PANE Click next Chapter heading
4.) Repeat steps #1, #2 and #3 for every Chapter TOC in your project.

NOTE: You don’t want to delete repetitive or unwanted Headings until after you have normalized all the text. If you attempt to delete a heading while it is still first formatted - the next line will adopt the deleted lines formatting. This would mean some extra formatting work for you to do later. It’s best to normalize you Heading text first - then delete Heading lines at will.

Positioning Chapter TOC

1.) With the Mouse - SELECT the entire Table of Contents
2.) On Ribbon Click HOME-> Click LEFT, CENTER, or RIGHT buttons. (PARAGRAPH section)
3.) NAVAGATION PANE Click next Chapter heading
4.) Repeat steps #1, #2 and #3 for every Chapter TOC in your project.