Mark Entry for Table of Contents

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About this lesson

Learn to create an advanced-level Table of Contents using “Mark Entry”.

Quick reference

Mark Entry for Table of Contents

Marking Entries allows more control over the text included in the TOC.

When to use

When a document’s text style and TOC has to stay in normal font format, instead of Heading Style format, use the “Mark Entry” feature to help the TOC to find the headings. This is an advanced feature and is generally used in legal offices where fancy formats are not acceptable.

Instructions:

  1. Establish the text of the document. (Get as much typing and pictures in place as possible.)
  2. Mark the TOC Entries within the entire document (Alt+Shift+O)
    Ex:  Select script to use as Heading, press Alt+Shift+O, choose the outline Level 1, 2, or 3, click Mark

 

  1. Be aware of the formatting in the TOC marks.  If it’s bold in there, it will be bold on the TOC.
    Go through and un-bold the words in the codes if you don’t want any bold in your TOC.
  2. When done, close the “Mark Entry” box.
  3. Go to the top of the Document (Ctrl+Home), and
    place the insertion point where you want the TOC to appear.

 

  1. Click the REFERENCES ribbon,
    a. Click Table of Contents
    b. Custom Table of Contents
     
    c. Click Options
     

 

  1. Un-Check “Styles”  and check “þ Table Entry Fields”
  2. Click OK, OK
  3. At this point, if you move a section, you must update the fields
    Update Fields (F9),
    or on the TOC: Right-click, Update fields, Entire Table
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  • 00:04 We're going to go into level three of Table of Contents.
  • 00:07 And the reason is because in the legal world,
  • 00:10 legal documents that go into courts of law are not allowed to have fancy headings.
  • 00:13 They just want plain text.
  • 00:15 So how does that happen if TOCs are driven from the Styles group?
  • 00:19 The answer is the Mark Entry tool.
  • 00:21 Now,on this yellow box right up here, I've got the cheat sheet.
  • 00:25 Alt+Shift+O will open up the Mark Entry feature.
  • 00:29 Now, on the Home ribbon, it's a good idea to have your Show/Hide button on, but
  • 00:34 it'll come on when you activate the Mark Entry.
  • 00:36 Since we're not using styles,
  • 00:38 the navigation pane is of no help to us right now.
  • 00:41 So I turned it off for this lesson.
  • 00:43 Okay, let's go ahead and get started.
  • 00:44 I'm going to pre-select topic 1, and now I'm going to press Alt+Shift+O.
  • 00:50 When this comes up, we'll see a little box appears right over here.
  • 00:54 And this tells me that the table of contents entry will say topic 1.
  • 00:59 Table identifier will be c meaning content, Level 1.
  • 01:04 So similar to heading one, but we're not using the styles.
  • 01:07 I'll go ahead and click the Mark button.
  • 01:09 Now, when this is marked, look what happened.
  • 01:11 The field showed up right here.
  • 01:13 All of our codes came on and this box stayed open.
  • 01:16 This is handy, leave that box open.
  • 01:19 We're going to use it again and again.
  • 01:21 Okay, let's dissect this field.
  • 01:23 I've got a snippet of it right here.
  • 01:26 The TC means the text being used in the table of contents will be topic 1.
  • 01:32 The f stands for field style is table of contents,
  • 01:35 c for content, and the l, that's a little letter l, level 1.
  • 01:40 So I can change those as I use this.
  • 01:43 All right, let's move on and do the next one.
  • 01:45 Scroll down here, select Topic 2, and I don't have to hit Alt+Shift+O again,
  • 01:49 because Mark Entries is still open, that's fine.
  • 01:51 I will simply click on the box and it updated just like that.
  • 01:55 Now, at this point, I could come in here and delete any extra words that I don't
  • 02:00 want to be in here, but I'm going to leave the bold style on for now.
  • 02:04 Let's mark that.
  • 02:06 Right here, I have Mark Entry as level 3, so
  • 02:10 I'm going to select text within a paragraph.
  • 02:13 Click on the box, and I'm going to mark this as level 3 and Mark.
  • 02:19 Here, we have Sub-Topic 2, select that.
  • 02:23 Click the Mark Entry box, change this to level 2, and Mark that.
  • 02:27 One more, Topic 3, this will be level 1.
  • 02:31 Click the box, change to level 1 and Mark.
  • 02:35 Okay, at this point, I am done with those.
  • 02:37 Let's go ahead and finish this up.
  • 02:40 It's time to place the table of contents at the top of the document.
  • 02:43 I'll place my insertion point right up here.
  • 02:46 And on the References ribbon on the left-hand side, we see Table of Contents.
  • 02:51 Will these all use styles?
  • 02:53 I haven't applied any styles.
  • 02:55 So I need to come down here to the very bottom where it says,
  • 02:59 Custom Table of Contents.
  • 03:01 I'll go ahead and activate that.
  • 03:03 This opens up to my Table of Contents tab, where again, it is looking for
  • 03:07 heading styles.
  • 03:08 I didn't use any.
  • 03:10 It is buried in here under Options.
  • 03:12 So when I click the Options button, now it's showing me Styles, but
  • 03:17 I didn't you styles.
  • 03:19 But in case there is one style lurking in the background,
  • 03:22 uncheck it for good measure.
  • 03:24 We don't want any styles showing up in our table of contents.
  • 03:27 And check out the very bottom, Table entry fields.
  • 03:31 I'm going to activate that, click OK.
  • 03:33 Click OK, and there is our Table of Contents.
  • 03:39 I'm going to get rid of this yellow box real quick.
  • 03:41 It's kind of bumping into my table of contents.
  • 03:43 Notice that Topic 2 is bold.
  • 03:45 So I'm going to go to Topic 2.
  • 03:47 Notice, the tooltip says, Ctrl+Click to follow the link.
  • 03:50 Ctrl+CIick, I want the actual heading to stay bold.
  • 03:54 I just don't want it to be bold in the table of contents.
  • 03:57 So I'll select it right here, turn off Bold.
  • 04:01 I could add words if I want.
  • 04:05 And now, let's go back up to our Table of Contents.
  • 04:08 And notice, I don't have a little menu with an update button.
  • 04:12 But on the References ribbon, I have Update Table.
  • 04:15 Also, I could right-click on the table, and I have an Update Field right here.
  • 04:20 Go ahead and click that, the entire table for me, click OK and
  • 04:24 keep your eyes on Topic 2 on the list.
  • 04:26 Click, there it is, Topic 2 is new.
  • 04:31 At this point, we do not want our fields showing all the time.
  • 04:34 So I will turn off my codes in the background with the Paragraph button,
  • 04:38 the Show/Hide button, turn that off, and there you have it,
  • 04:42 a custom designed table of contents.
  • 04:45 Okay, level 3 of Table of Contents.
  • 04:48 You need to practice that that, but it sure is handy to know that it exists.
  • 04:52 When the time comes that you need to customize your entries,
  • 04:56 marking the entries is the way to go.

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