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  1. #1
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    Table of Contents (XP)

    Can someone explain how to build a table of contents (2 levels) from the attached document?

    Please and thank you.
    Attached Files Attached Files

  2. #2
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    Re: Table of Contents (XP)

    I am afraid that you have made it extremely difficult for yourself. Instead of using styles and outline numbering, you (or whoever designed the document) have used direct formatting. This means that the document is an amorphous blob from Word's viewpoint.

    You have two options, neither of which is attractive:
    <UL><LI>Convert all headings in the document to heading styles - Heading 1 for Part1, Part 2 etc., Heading 2 for 1.01, 1.02 etc. It'll be a lot of work to make it look the way it does now, but once you have done that, you can create the TOC in one fell swoop by specifying that you want to base it on the Heading 1 and Heading 2.styles.
    <LI>Manually insert TC fields for each heading. Look up TC in the Answer Wizard for details.[/list]Sorry about this! Next time, use styles to design a document.

  3. #3
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    Re: Table of Contents (XP)

    I was afraid of that - it gets worse - I've got approximately 75 documents (most MUCH longer than this example) to put into a Master Document. Ah well - into each live, yes?

    Thanks so much - really. Now, at least, I know where to start.

    Aunt Linda

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    Re: Table of Contents (XP)

    Hi Linda:
    While there's no easy way to accomplish your goal, as Hans noted, there may be a way to simplify it somewhat. It depends how uniform you the manual formatting is. While you need to go through each document, there are some ways to save time.

    1. Make a copy of each document (always work on a copy when trying something strange that might not work out <img src=/S/grin.gif border=0 alt=grin width=15 height=15>). You can do this in Windows Explorer easily by selecting the documents (using Ctrl+click or Shift+click to select multiple documents), then holding down the Ctrl key & typing CV). Ctrl+C copies & Ctrl+V pastes, so that's a quick job.

    2. I don't have Word 2002. I understand that there is a way to select multiple non-contiguous paragraphs. If I'm wrong, then forget this. Start by selecting the paragraph "Part 1, etc." & formatting it as Heading 1. Set up your heading styles in one fell swoop with numbering (however many levels you need with customize numbering. Do this while the cursor is in the Heading 1 style paragraph.

    3. While it's still selected, press Ctrl+Shift+C. This should copy the style. Now select all the paragraphs that should have that style & press Ctrl+Shift+V. This should copy the style...hopefully to each of the paragraphs.

    You will have to do this for Heading 2 styles also. Not great, but it beats changing each paragraph, one at a time. I also considered using Find/Replace. However, I don't have anything unique to "find" to start the search. For example, if all heading 1 styles started with the word "Part", you could use wildcards with something like:

    <table border=1><td valign=top>Find</td><td valign=top>Formatting for find</td><td valign=top>Replace</td><td valign=top>Formatting for replace</td><td valign=top>Part*^13</td><td valign=top>Leave blank</td><td valign=top>1</td><td valign=top>Heading 1</td><td valign=top>[1-9].[0-9]{2}^13</td><td valign=top>Leave blank</td><td valign=top>1</td><td valign=top>Heading 2</td></table>

    Alas, at least in Word 2000, you can't search for Bullets & Numbering & I could see no pattern in your document. Let me know if the copying & pasting of formats works on multiple non-contiguous paragraphs in Word 2002.
    Hope this helps,

  5. #5
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    Re: Table of Contents (XP)

    Hey Phil - you just saved me hours and hours - thanks! Each part that needs a Heading 1 style DOES start with the word PART - and, yes, in Word 2002 you can select non-continguous text so your suggestions will really help.

    Thank you again. I'm in Fontana, California - lovely weather we're having, isn't it? YUK!!!

    Anyway - you really helped me a lot.

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    Re: Table of Contents (XP)

    This was great advice - but now I have another problem I can't seem to solve - imagine that!! I DO NOT want the body text for Heading 2 to be included in the table of contents. ????????

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    Re: Table of Contents (XP)

    Linda:

    A suggestion I have (since I do master spec sections also) is to make 2.02 a line of its own, make the para A. and then either set existing A. B. C. to 1,2,3 or change to B. C. D.

    If you are the one typing these, I have a template set up which follows the same numbering which auto numbers everything. If you are interested, please let me know.

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    Re: Table of Contents (XP)

    I'm interested - I'm interested!

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    Re: Table of Contents (XP)

    Hi LInda:
    You can have just heading 1 text by using this syntax (where the curly brackets are insterted with Ctrl+F9):

    { toc o "1-1" }

    The syntax for custom TOC levels is:

    { TOC o "StartNumber-EndNumber" t "StyleName,level,NextStyleName,level" }

    where o "StartNumber-EndNumber" specifies the range of the standard heading style to be used; i.e. if NO special style or level is specified, it will create a TOC from whatever range is specified. Heading 1 can only be a level 1, Heading 2 at level 2, etc. e.g. "2-3" will create a TOC from Headings 2 & 3 only, at their respective levels.

    t This switch allows you to specify which styles you wish to use in the TOC. It allows you to select nonstandard styles AND allows you to select standard styles (Heading 1 thru 9), but specify a custom TOC level (indentation).

    For example, {TOC o "3-3"} will create a TOC of Heading 3 style only, & indent it in the TOC to level 3. However, if you wanted Heading 3 to be at level one, the syntax is: {TOC o "3-3" t "Heading 3,1"}

    If you place "StyleNames,Number, after the t switch, it will use those styles & will place them at the level specified. The t switch overrides the range listed after the o switch.

    And, yes, the weather is hot, which is why I'm staying indoors. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

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    Re: Table of Contents (XP)

    I'm so thankful I have "indoor" skills!

    Thanks again. Have a great day and . . . . pray for snow.

    Linda

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    Re: Table of Contents (XP)

    I'm sorry to be answering your question so late, but I just joined the Lounge. Hans is correct about how to properly create/generate your TOC. There is another advantage in using Styles to number your document. You can use shortcut keys to apply the Styles. You can update your document in much less time this way. I have had the job of cleaning up Word Perfect documents and converting them to Word for years now, and applying the Styles with shortcut keys is the best way to go. You may, however, run into the problem I have encountered: If your paragraph heading "runs into" the paragraph body, your WHOLE PARAGRAPH will generate into your TOC. My last employer purchased an add-in to solve the problem by adding a "style separator" into the paragraph, thus, the text prior to the separator generated to the TOC and not the whole paragraph. If you do not have the option (as I no longer have), you will have to add numbering Styles on a separate line from the body of the paragraph you do not wish to generate. If you generate by using Table Entry Fields, your auto numbering will not change in the field, and thus in the TOC, so be aware that you have to do so manually in the Table Entry Field. Good luck!

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    Re: Table of Contents (XP)

    Welcome and thanks. I now have been directed to drop everything else (including the project I posted about) and devote all my time to some other equally fun project - however, I'm sure keeping all these terrific hints from ya'll.

    Have a great day and again, thanks!!

    Aunt Linda

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    Re: Table of Contents (XP)

    HI Linda. I noticed that you mentioned that you have "75 documents ro put into a Master document". If you mean a Master document in Word, and unless things have changed, word on the street is to stay away from Word Master documents. Current wisdom, as I understand it, says there are two types of Master documents, those that are corrupt and those that will become corrupt. Unfortunately the Search function is not yet working, but maybe some of the other Loungers can point you to a thread about Master documents. HTH

    Ron M <img src=/S/smile.gif border=0 alt=smile width=15 height=15> <img src=/S/smile.gif border=0 alt=smile width=15 height=15> <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

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    Re: Table of Contents (XP)

    Thanks for the warning!!!! I'll heed it.

    Aunt Linda

  15. #15
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    Re: Table of Contents (XP)

    Master Documents haven't been very popular with most Loungers (although a few use them with caution, without problems), perhaps that's why there have been few threads about them recently. For an explanation, see Why Master Documents corrupt on the Word MVP site.

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