Running ahead: Instruction writing Essay Example
Instruction writing 17
Running ahead: Instruction writing
Creating a table of contents today for a word document is an easy process given the technological advancements. Today one can easily create table of contents automatically using word 2007 without difficulties. Creating an automatic Table of Contents (TOC) in 2007 is usually done based on subject Headings applied throughout the document. Setting up an automatic Table of Contents (TOC) in Word 2007 is vey simple (VanHuss, 2008).
The only rule is that the user should use styles for all the headings in the document. When creating an Automatic Table of Contents a user can either use the Word’s built- in heading styles or create his or her own. To get a hierarchical Table of Contents, a user should ensure that he or she uses hierarchical styles for each topic’s main heading subheading, and sub-subheadings (e.g. Heading 1, Heading 2, Heading 3).The easiest way to create a table of contents is through the use of built-in heading styles (Shelly & Cashman, 2007).
Step 1: Setting up the word document
Format the document appropriately well
Press Enter to place text in its own paragraph
Create headings and subheadings within the text using hierarchical heading styles
At this point you can add a heading after a particular text or before you start
Create space for the Table of Contents by pressing Enter a few times
Mark entries using built-in heading styles
Scroll down to the document and select the headings and subheadings you wish to apply a heading style
Go to the home tab and click Styles
Move the cursor to Styles Group, and then click the style you wish to put depending on the arrangement of headings.
For example if the you selected the text in the word document and you want to style it as the main heading, click the style called Heading 1, if it’s a subheading click heading 2 or any other appropriate Heading in the Quick Style gallery (Zimmerman, Beverly, & Shaffer,2007). Once you have finished numbering your headings, move the cursor through the word document to counter check if the headings have been properly numbered in a hierarchal manner as shown below. When you finish make sure the headings appear as shown below
Incase you click on Quick Style gallery and the style which you want does not appear, click the arrow on the right to expand the Quick Style gallery.After expanding the Quick Style gallery and still you don’t see the style which you want or suits you work, press , press CTRL+SHIFT+S to open the Apply Styles task pane. Save selection as New Quick Style as shown below.
Move the cursor to Style Name, choose the style you want by clicking on it as shown above
Step two: Insert a default Table of Contents
Creating a table of contents from built-in heading styles
Once you have made all the entries required for your table of contents, then the next step is to build it
Move the cursor where you want to insert the table of contents usually at the beginning of a document
Move the cursor on the References tab
On the left in the Table of Contents group, Click Table of contents style button as indicated below
Under the table of contents, scroll down and select one of Word’s built-in TOCs from the list as below
Once you have done as indicated above your Table of Contents is inserted as shown in the example below.
Incase you want specify more options to suit your needs for example, how many heading levels to show. On the table of contents button, scroll the cursor down and then click Insert Table of Contents to open the Table of Contents dialog box. If you don’t find the option you or the style you want as well as find out more about different options, click format the table of contents
Step 3: Updating the Table of Contents
Incase you add more content to the document or shift the content around, you will be need to update your Table of Contents to reflect the revised page numbering as well as the new or deleted headings. There are several ways in which you can use to update your Table of Contents. You will be required to choose the one which is easy and best suits your work. One of the easiest ways is to click anywhere on your table of contents if it’s not built-in Table of Contents, then press F9. Once done, go to the References tab, click Table of Contents group, and then click Update Table as in the diagram
For a built-in TOC, follow the below described procedure
Incase you add headings as well as subheadings to the document it will also be necessary to update the Table of Contents.
To update the Table of Contents, apply headings or mark individual entries as directed above
Click on references tab in the Ribbon
Click Update Table as in the diagram below
Deleting headings and subheadings
Incase you delete some headings as well as subheadings,
Click references tab, then on the left on Table of Contents group click table of contents
Scroll the cursor down and select Remove Table of Contents as indicated below
No matter the method which you will use you’ll be asked if only you want to update page numbers or the entire table. To be on the safe side ensure that you choose the Option of Entire Table. This option will update both the page numbers, add as well as remove some headings to reflect the current headings used.
Adding Extras to the Table of Contents
Inserting your own Table of Contents
Incase you don’t like the default Table of Contents provided by word, you can create your own using various settings. For example, if you want to show one, two, or four heading levels instead of the default three among , you don’t want dots for the tab leader or page numbers over on the right among other things, then use the following procedure to insert your own Table of Contents
Put the cursor in the empty space you created at the beginning of the document
Click References tab and move the cursor to Table of Contents group
Click the Table of Contents button
Scroll the cursor down and then click Insert Table of Contents as indicated below
Once this is done, you can change the settings on the Table of Contents window to suit your style, then click OK (Roy, 2009).
Modifying the Table of Contents styles
Incase you don’t like the fonts used in the Table of Contents as well as how the heading levels have been indented, you will need to modify the styles to suit your needs. This can be done in two ways; firstly through the Styles panel or from the Table of Contents settings as described below;
Click at any place in the Table of Contents, move the cursor to References tab, on the left hand click Table of Contents group
Click the Modify
button to change the ‘look and feel’ of the TOC.
Once you have clicked on Modify, you will be provided with various options. Under the option of Modify, select the Table of Contents Style that you like, for example TOC 1, TOC 2 etc.), then click Modify
to change that style’s font, tab indentation to suit your needs or your work as shown
Make the changes to the style, then click OK.
To change all the levels included in the Table of Contents repeat steps 4 and 5 for all the levels you want to change. If you feel satisfied with the appearance of each level, click OK
Once you have clicked the OK button, you will be asked to replace the existing TOC. Click OK to change the TOC as shown below
VanHuss, S., H (2008). Advanced Word Processing: Lessons 61-120, Microsoft Word 2007. Chicago:Cengage Learning
Shelly, G & Cashman, T (2007). Microsoft Office Word 2007: Comprehensive Concepts and Techniques. Chicago:Cengage Learning
Zimmerman, S S., Beverly, Z & Shaffer,A (2007). New Perspectives on Microsoft Office Word 2007: Comprehensive. New York: McGraw Hill
Roy, A (2009).Perspectives on Microsoft Office 2007. New York: McGraw Hill
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