Locked lesson.
About this lesson
Learn to create an advanced level TOC using “Mark Entry”.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
Exercise files
Download the ‘before’ and ‘after’ Word documents from the video tutorial and try the lesson yourself.
Mark Entry for Table of Contents.docx186.2 KB Mark Entry for Table of Contents - Solution.docx
180.6 KB
Quick reference
Mark Entry for Table of Contents
Learn to create an advanced level Table of Contents (TOC) using “Mark Entry”
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 generally used in legal offices where fancy formats are not acceptable.
Instructions
- Establish the text of the document. (Get as much typing and pictures in place as possible.)
- 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
- 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.
- When done, Close the mark entry box.
- Go to the top of the Document (Ctrl+Home), place the insertion point where you want the TOC to appear.
- Click the REFERENCES ribbon,
Click Table of Contents
Custom Table of Contents
Click Options
- Un-Check “Styles” and check “Table Entry Fields”
- Click OK, OK
- At this point, if you move a section, you must update the fields
Update Fields (F9),
or Right click, Update fields, Entire Table
- 00:05 There is an advanced level of table of contents called mark entry.
- 00:09 And, basically you have total control over what is in your table of contents without
- 00:14 changing your fonts to these styles up here.
- 00:18 Okay, in the legal industry, these aren't allowed.
- 00:21 You've got to have just basic typing.
- 00:23 So here's how to do this.
- 00:24 First of all, I'm gonna highlight my first line of text that I want to
- 00:27 be in my table of contents.
- 00:29 And on my tool tip right here, it says Alt+Shift+O.
- 00:32 So I'll press on my keyboard Alt+Shift+O, and
- 00:34 that opens up my mark table of contents box.
- 00:37 Now this will stay open through the process, which is really nice.
- 00:41 So on topic one, table identifier is C for contents.
- 00:45 Table of contents, level one.
- 00:47 I'm going to mark this and a couple things are gonna happen.
- 00:50 So I'll click Mark and your field codes went on so
- 00:54 this little Show / Hide button went on and you can see all the returns at the end of
- 00:58 the paragraphs, the polka dots which are those space bars within the words.
- 01:02 But you can also see what's called a field right here.
- 01:05 It put itself, I wonder if I can scroll in so you can see that a little better.
- 01:08 This field basically means here's the text of my document but
- 01:13 on the table of contents, this will show up.
- 01:15 Topic one, it's between the quotation marks.
- 01:18 It's, the field is for contents, this is a tiny l for level one.
- 01:22 I can adjust anything within the quotation marks here, alright?
- 01:26 So now something else didn't happen and
- 01:29 let me turn on my navigation pane real quick.
- 01:31 Because I used mark entry I did not use these styles up here.
- 01:36 This navigation pane heading section absolutely reflects only styles,
- 01:41 not marked entries.
- 01:43 So for the purpose of this lesson I'm just gonna turn off my navigation pane.
- 01:48 All right, let's go ahead and do the next one.
- 01:49 If I scroll down topic two bold font, I'll go ahead and highlight that text.
- 01:54 I'll activate the box, it throws it in there I didn't have to type it.
- 01:58 Contents and level one, and I'm gonna adjust the font or the text that's
- 02:02 in there, just to kind of show you how you can control right here what is typed.
- 02:07 But I didn't adjust it all because I wanna show you a little later
- 02:10 how to change that.
- 02:11 So I'll mark that as well.
- 02:12 Now I've got some text right here in the paragraph,
- 02:17 that I want this to be a level three, but I don't want it to be its own heading.
- 02:20 So see, you have total control,
- 02:22 even text within a paragraph can be part of a table of contents.
- 02:26 Activate the box, it throws in the text.
- 02:29 I want this to be level three.
- 02:31 I have sub topic two, I'm gonna highlight the text.
- 02:34 Activate the box, level two.
- 02:37 Do you see what's happening here?
- 02:38 Okay it pretty much makes sense.
- 02:39 So I'll just finish these up, topic three, I want that to be oops, level one.
- 02:46 And some words in the paragraph, and I want that to be Level 3.
- 02:50 Okay, let's go ahead and create our Table of Contents.
- 02:53 I'll go ahead and go to the top of my document, and
- 02:56 I'm going to close this box entirely.
- 02:59 So now, I'm going to push my Table of Contents right here.
- 03:02 I'm not hitting Ctrl Enter or For a separate page.
- 03:04 I'm just going to put it right there in the text.
- 03:06 Click on references.
- 03:07 Click on table of contents.
- 03:09 But, automatic one and two look for styles.
- 03:12 So neither of these are going to work for you.
- 03:14 You've got to go down here to custom table of contents.
- 03:17 When I activate this.
- 03:19 Headings. It's looking for Headings,
- 03:20 those are styles.
- 03:21 I'm not using styles.
- 03:22 You got to come down here for options.
- 03:26 Options is where you will find the advanced level items.
- 03:29 So I'm unchecking styles, just for
- 03:32 good measure in case they are used anywhere else in that document.
- 03:35 But I'm activating table entry fields.
- 03:38 Mark entries, click, there we go.
- 03:41 Click OK, click OK again.
- 03:43 And here is your table of contents.
- 03:45 I'm gonna just temporarily get rid of this box off the screen.
- 03:48 All right, that looks wonderful.
- 03:50 My page numbers are on there,
- 03:51 my table of contents are on there, I have a problem with Topic 2, right here.
- 03:55 I left a word in there I didn't want.
- 03:57 And it's bold.
- 03:58 I don't like that.
- 03:59 So notice my mouse says, when I float on there, it says Ctrl click to follow.
- 04:03 Ctrl click follows the link, and
- 04:06 I do want to leave all those heading words there, I want those.
- 04:10 But I said earlier,
- 04:11 I can adjust whatever is within the quotation marks in the filed.
- 04:15 So I'm highlighting that text, my mini bar shows up, so I'll uncheck B for bold.
- 04:20 And I'm just going to get rid of some text right in there.
- 04:23 Get rid of that, there we go.
- 04:25 And click off of it.
- 04:26 And now, I'll scroll up.
- 04:29 All I have to do is update my field.
- 04:31 The quickest way to update your field is just to right click
- 04:35 in the table of contents area.
- 04:36 And we have an update field button.
- 04:39 Okay, when I click, update field It asked me page numbers or entire table?
- 04:43 Entire table, hit OK, and watch what happens to topic 2.
- 04:46 There, the words adjusted, and it's no longer bold.
- 04:50 One last thing is if these fields are driving you a little crazy,
- 04:53 which they tend to do, just go to your home ribbon, and turn off the show hide.
- 04:58 And now everything looks normal, and your table of contents is intact, and
- 05:02 there you have it.
- 05:03 An advanced level.
- 05:04 Thank you.
Lesson notes are only available for subscribers.