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MS Office Forum / Word / Page Layout / January 20082007: Outlining/Creating a TOC from a multilevel list
In 2003 I was able to take items from a multilevel list and add them to a table of contents without changing the look/style of the item(s) in the list. In 2007, if I change the "outline level" it automatically applies a style to it, changing the format and removing my list numbering. How do I keep my list as a list but add TOC levels to it AND ensure that it still works in older versions of Word? Alternatively... How do I create a custom style in 2007 that: -Uses an automated numbering system of 1, 1.1, 1.1.1, 1.1.1.1, etc -Contains outlineing levels that I can adjust per line item (eg, I might want 1.1 to appear in the TOC but not 2.1) -Will function the same way in 2003, as 2003 users will need to periodically add/change new headers, levels and update the TOC Thanks in advance for any help you can offer Note that it will be confusing for readers when some items are missing from the TOC, for example, if 2.1 and 2.3 is in the TOC, but not 2.2. However, you can do this, but it will require some extra work. I can think of two different methods. Method 1: Apply numbering with styles. This will make it possible to change the outline level (via References tab | Add Text) without applying a built-in heading style. Make sure to set up numbered *non-headings* via Home tab | Multilevel List | Define New Multilevel List. The dialog box is similar to the Customize Outline Numbered List dialog in Word 2003; see http://www.shaunakelly.com/word/numbering/OutlineNumbering.html. Obviously, this isn't the best approach, since using direct formatting defeats the purpose of styles. Method 2: Create numbering using the built-in heading styles, but also create a series of styles based on the heading styles (create one for each numbering level that you want to "duplicate"), making sure to set their outline level to "Body Text." The latter styles will then share the heading numbering, but they won't appear in the table of contents.  SignatureStefan Blom Microsoft Word MVP > In 2003 I was able to take items from a multilevel list and add them to a > table of contents without changing the look/style of the item(s) in the [quoted text clipped - 16 lines] > > Thanks in advance for any help you can offer That was very helpful, though not entirely what I'm looking for. Let's say I want something like this: 1.0 Heading 1 1.1 Heading 2 1.1.1 Body Text 1.1.2 Body Text 1.2 Heading 2 1.2.1 Body Text 2.0 Heading 1 2.1 Body Text 2.2 Body Text 3.0 Heading 1 3.1 Heading 2 3.1.1 Body Text 3.2 Heading 2 So in this case I want 1.1, 1.2, 3.1, and 3.2 to appear in the TOC, but not 2.1 and 2.2. Also possible that, even though 3.1 and 3.2 are H2's, I might not want them in the TOC because it would be hugely long, but I would want them to appear in the document map that users could turn on/off at their own accord. Thanks for your help! Since all paragraphs should have an outline level defined, you could make use of my Method 2, that is, base styles on the built-in headings, but do not clear their outline level setting. Instead, create the table of contents based on specific styles, not on levels. If the TOC already exists, do this to edit it: Press Alt+F9. Clear the "\o" switch from the code. Add \t and list each style name followed by its level. For example: { TOC \t "my top heading style name here,1,second heading style here,2" \h } Add more style names and levels if necessary (no more than nine). When you are done, press Alt+F9 again to hide field codes. Update the TOC with F9. Note that styles and levels should be separated by the list separator (as assigned in Control Panel, Regional and Language Settings). For English language systems, the separator is (usually) the comma, as indicated by the example above. SignatureStefan Blom Microsoft Word MVP > That was very helpful, though not entirely what I'm looking for. > Let's say I want something like this: [quoted text clipped - 22 lines] > > Thanks for your help! Hot! That is exactly what I need! Thank you! > Since all paragraphs should have an outline level defined, you could make > use of my Method 2, that is, base styles on the built-in headings, but do [quoted text clipped - 43 lines] > > > > Thanks for your help! You are welcome. SignatureStefan Blom Microsoft Word MVP > Hot! That is exactly what I need! Thank you! > [quoted text clipped - 51 lines] >> > >> > Thanks for your help! > That was very helpful, though not entirely what I'm looking for. > Let's say I want something like this: [quoted text clipped - 19 lines] > > Thanks for your help Wendy, Here's a simpler trick I like to use. This way doesn't make any changes to your existing styles, but just let's you modify the TOC whenenever you need to. Generate your TOC so that it pulls in headings 1 thru 3. Then go thru the TOC and highlight the items you don't want to appear and make it hidden text. Granted you'll have to repeat this everytime you update the TOC, but it's a great workaround. If you don't want others to update the TOC you can lock it before you send it out by highlighting the TOC and hit CNTRL+F11. CNTRL+Shift key+F11 to unlock it. Hope that helps! Angel Bivins help@wordangel.com www.wordangel.com For this to work you would have to turn off the "Automatically update" setting for the TOC styles; otherwise, all entries at the selected level will be formatted as hidden. And, as you noted, you will have to lock the TOC field (which could cause confusion if/when the document is sent to someone else). SignatureStefan Blom Microsoft Word MVP On Jan 14, 3:15 pm, Wendy <We...@discussions.microsoft.com> wrote: > That was very helpful, though not entirely what I'm looking for. > Let's say I want something like this: [quoted text clipped - 21 lines] > > Thanks for your help Wendy, Here's a simpler trick I like to use. This way doesn't make any changes to your existing styles, but just let's you modify the TOC whenenever you need to. Generate your TOC so that it pulls in headings 1 thru 3. Then go thru the TOC and highlight the items you don't want to appear and make it hidden text. Granted you'll have to repeat this everytime you update the TOC, but it's a great workaround. If you don't want others to update the TOC you can lock it before you send it out by highlighting the TOC and hit CNTRL+F11. CNTRL+Shift key+F11 to unlock it. Hope that helps! Angel Bivins help@wordangel.com www.wordangel.com
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