How to INSERT 3 Tables of Contents in Same Document

Contents In BRIEF, in DETAILS and in EACH CHAPTER

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

Tutorial video Contents

[ 00:20 ]- Lesson OVERVIEW
[ 1:45 ]- Document Overview & Turn on Paragraph Marks

[ 2:33 ]- PART 1 - BUILD FRAME FOR 3 TOC's
[ 2:40 ]- Insert 3 SECTION BREAKS (NEXT PAGE)
[ 3:45 ]-** Insert 2 SECTION BREAKS (CONTINUOUS)
[ 4:16 ]- ** Adjust MARGINS ( TOC #2 in "DETAILS")
[ 4:40 ]- ** Insert COLUMNS (2)
[ 5:09 ]- BOOKMARK Chapters

[ 6:31 ]- PART 2 - INSERT TABLES OF CONTENTS(s)
[ 6:57 ]- Insert TOC #1 - In "BRIEF"
[ 7:25 ]- Insert TOC #2 - In "DETAILS" (in 2 Columns)
[ 8:06 ]- Insert TOC #3 - Individual CHAPTER(s)


[ 10:10 ]- PART 3 - ADJUST \ UPDATE PAGES & PG. NUMBERS
[ 11:00 ]- Closing Remarks & related Links

**OMIT for Contents in Details NOT in two Columns

Step by Step Instructions:

OVERVIEW

Part 1 – Build a Frame for 3 TOC’s

A. Insert 3 Section Break: Next Page
**B. Insert 2 Section Break: Continuous
**C. Adjust Margins (TOC #2 “Details”)
**D. Insert Columns (2)
E. Bookmark Chapters

Part 2 – Insert Tables of Contents(s)

F. Insert: TOC #1 in BRIEF
G. Insert: TOC #2 in DETAIL
H. Insert: TOC #3 Individual Chapter(s)

Part 3 – Adjust\Update Pages\Numbers

** For NO Columns See** NOTE ** below

TOOLS

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

2. NAVAGATION PANE
Ribbon: VIEW -> NAVAGATION PANE



Part 1 – Build a Frame for 3 TOC’s

**NOTE** If you DO NOT WANT a 2 Column “Details” Table of Contents
then omit Steps B and D. In step C you will want to INCREASE the margins to reduce the paper space your TOC will insert into. I would recommend anywhere from 1.25 inches on both sides – up to 2.2 inches each side (Left\Right or Inside\Outside).

A. Insert 3 Section Break: 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.)

B. Insert 2 Section Break: Continuous (Skip this step for NO Columns)

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.

C. Adjust Margins (TOC #2 “Details”) (NO Columns-Step 3 adjust to 1.25” to 2.20”)

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

D. Insert Columns (2) (Skip this step for NO 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

E. BookMark Chapters

The Idea here… is you select an area (Chapter) of your document – then you give that selection a Name. This is how Word knows where to look - for that particular chapter Headings\sub-Headings.
Later, when we put in the Field code made specifically for individual Chapter TOC’s, then we will be explicitly telling Word WHERE TO PUT that Table of Contents for that specific Chapter we have bookmarked here just now.

E-1. Select Entire Chapter (Use either Method A or Method B. - B is shown in Video)

A.) Regular Method (Good for Short Chapters)

1.) Click at the Beginning of the Chapter you want a TOC for.
2.) Push down on the LEFT MOUSE BUTTON.
3.) Drag down until the selection covers the complete chapter you want a TOC in.

B.) “One Click” Chapter-Select Method (Good for Long \ Large Chapters)

1.) Click on Ribbon VIEW-> OUTLINE (OR bottom of screen click Outline button)
2.) Outline View Ribbon: SHOW LEVEL- Click LEVEL 1 (from the drop down menu)
3) SCROLL UP to see all your chapter titles. (Heading 1’s)

(TIP: Feel free to increase the ZOOM if you need to see better.)

4.) Move the mouse pointer next to the big “+” next to your first Chapter \ Heading 1
5.) Left Click.

The entire Chapter is now selected. This is part of the power of OUTLINE VIEW.

E-2. Create \ Insert Bookmark

1.) Ribbon Click INSERT-> BOOKMARK (In the LINKS section)
2.) The BOOKMARK menu appears
3.) Type in a lowercase (no spaces) name for your selected Chapter.**
4.) Click the ADD button

** NOTE: Pick a name that is really easy to remember. You will have to type in this bookmark name again … but there won’t be a menu or list to remind you what bookmark names you have chosen. Even if they are something as simple as chap1, chap2… etc. that’s good enough.
Repeat the Main Steps 1 and 2 for each chapter you would like an individual TOC for.

Part 2 – Insert Tables of Contents(s)

F. Insert: TOC #1 in BRIEF

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.

G. Insert: TOC #2 in DETAIL

1.) Click to put the blinking curser at the second “P” from the top of 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.

H. Insert: TOC #3 Individual Chapter(s)

H-1. Insert Special TOC “Chapter” Field

1.) Place Blinking Cursor where you want the first Chapter Table of Contents
2.) Ribbon Click INSERT-> QUICK PARTS-> “FIELD…” (Third choice down)

FIELD box appears

3.) SCROLL all the way down the list in the FIELD NAMES box.
4.) Click on the “TOC” name. (NOT TOA - that’s the Table of Authorities)
5.) Click the FIELD CODES button below the FIELD NAMES box. (Bottom Left Corner)
6.) Click the OPTIONS button that will appear next to it.

FIELD OPTIONS box appears

7.) In the FIELD OPTIONS menu box that appears – Click - “\b” - (the second choice)
8.) Click the ADD TO FIELD button in the top right corner.
9.) Click in the FIELD CODES: TOC (SWITCHES) box (the long skinny one.)
10.) Type in the bookmark name that you chose earlier for this chapter. (After the “\b”)
11.) Click the OK button to that menu
12). Click the OK button to the next menu box

Congratulations Your Individual Chapter TOC is now inserted into your document.

You could repeat this same process for each and every chapter in your book or manual and it would work just fine. However, it’s a whole lot of Clicking through the same menu boxes that takes up a whole lot of time. Below is a slightly quicker way to Insert Individual Chapter TOC’s into a large or lengthy document – once you have inserted the first one! (If you have a book, manual or handbook that contains 12 or greater chapters; the method described in Step 4 proves to be a real time saver!


H-2. “Copy \ Paste \ Enter Bookmark Name into Field” Method

1.) Left-Click on the newly inserted Chapter Table of Contents.
2.) Holding down the left mouse drag to – SELECT the entire Chapter TOC
3.) COPY (using whatever method you’re familiar with)
4.) NAVAGATION PANE – Click on the next chapter title.
5.) Click (in the new chapter) the place you wish to insert the next Chapter TOC.
6.) PASTE **

** For some reason… using the mouse Right-Click\Paste method doesn’t want to Paste the Chapter TOC correctly. Using the keyboard (Ctrl + V) method OR using the Ribbon’s HOME-> PASTE method both work excellently.

Repeat Steps 4, 5, and 6 for each Chapter you want a Table of contents inside.
Yes! The Pasted Chapter TOC is the same as for chapter 1 – don’t worry – we’re going to quickly fix that in a few more steps. When you’re finished Paste\Inserting all the chapter TOC’s that you want…

7.) Left-Click on the last TOC you inserted to turn it gray.
8.) Right-Click to bring up the right-Click CONTEXT MENU.
9.) SELECT and Click - EDIT FIELD.

FIELD box appears (Again!)

10) Click on FIELD LIST button (bottom left corner of menu box)
11.) Look up - top of FIELD box, inside the long skinny box– next to the “\b”. (Like before)
12.) Click one time on the incorrect bookmark name to select it.
13.) TYPE in the correct BOOKMARK NAME for the Chapter you’re in.
14.) Click the OK box (bottom right hand corner)

Your correct Chapter Table of Contents is now inserted. (Replacing the incorrect one)

15.) NAVAGATION PANE – Click on the next Chapter up

Repeat steps 7 – 15 to set all your Chapter TOC’s to their correct Chapter Bookmarks.

Part 3 – Adjust\Update Pages\Numbers

Be certain to check the top and bottom of each page. We all know that when you insert many lines in a document, Word will move everything down.

After checking your document and all the pages are to your liking, remember to update your page numbers in ALL your Chapter Table of Contents then your Master TOC as well. 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 button