Table Of Contents

Microsoft Word supports two types of Table of Contents entries.

Table of Contents Methods

1. Paragraph Styles

Paragraph style based Table of Contents (TOC) references use "Outline Level Numbers" that are part of the paragraph style. By default, any paragraph whose style has an Outline Level number will be included when a TOC is Generated.

Any text within that paragraph is included in the TOC as it exists when the TOC is generated. This is called Dynamic Text Updating.

2. Table Entry Fields

Table Entry Fields (or TC Fields) are manually inserted at any point in the text of a paragraph. This method offers the advantage of allowing very specific information to be placed in the TOC.

However, unlike Style Based TOC techniques, TC Fields must be manually updated after the text has been edited. (Static Text Updating)

ListTricks Uses Paragraph Style Based

ListTricks principally Uses Paragraph Style Based Tables of Contents techniques, but the TOC Generator also supports Table Entry Fields.

The Lead-in Problem

For many numbering schemes the paragraphs to be included in the TOC are titles (or are very short). This makes Style Based TOC techniques the obvious choice.

For paragraphs that start with a title or subject (a Lead-in) this presents a problem. The TOC should contain the Lead-in, but not the body of the paragraph. But since the TOC references the paragraph style, the entire paragraph will appear in the TOC.

To solve the problem, the Lead-in must be separated from the body and use a different style.

Hidden Paragraphs and Style Separators

Enterprising Word users discovered that paragraph segments can be separated as two paragraphs with the dividing paragraph symbol marked as "Hidden" text. (A Hidden Paragraph)

In Word XP, Microsoft expanded on this popular technique and implemented the Style Separator.

ListTricks provides tools to effectively use both techniques.

For further reading, see "Word 2002 For Law Firms" from Payne Consulting Group, published by Prima Tech.

ListTricks Schemes designate which levels are candidates for Lead-ins. This allows for several automatic techniques for handling Lead-ins.

Tagging Lead-ins

To "Tag" a paragraph with a "Lead-in," use the ListTricks "Tag Lead-in" button. Note that when the Lead-in is applied, the insertion point moves to the next paragraph ready for the next Tag operation.

To Tag multiple paragraphs, select the paragraphs to be Tagged prior to clicking the button.

To remove Lead-in Tags, use the "Un-Tag Lead-in" button.

The ListTricks TOC Generator

ListTricks can automatically apply Lead-ins during the process of generating the Table of Contents.

Start with a document that contains numbered paragraphs generated by ListTricks and using a Scheme that is designated to use Lead-ins.

Move to the position in the document where the TOC is to appear.

Click the TOC button from the ListTricks tool bar to invoke the TOC Generator.

Choose options appropriate to your TOC, including the number of levels to include. Check the option "Check for Un-Tagged Lead-in Paragraphs" and click OK to generate the TOC.

Note: Once the TOC is generated it is no longer necessary to move to the position of the TOC to update or regenerate.

The TOC Heading Option

The ListTricks TOC generator can also include the "Table of Contents" heading above the TOC.

Check the "Include TOC Heading" option and any text attributes desired. The the heading will be created when the TOC is generated the first time. Leaving the option checked when regenerating the TOC will not cause the heading to be duplicated.

To cause the TOC Heading to be created on subsequent re-generations, delete the previous TOC from the document.

Other Options for Applying Lead-ins

Apply Number to Existing Paragraph

The Lead-in can also be applied at the time the number is applied. To use this technique, the text of the paragraph must already exist and the "Personal Option" must be set to do so.

Start with a document that contains numbered paragraphs generated by ListTricks and using a Scheme that is designated to use Lead-ins.

Move to the paragraph to be numbered.

Set the personal option by selecting the "My Personal Options" button from the ListTricks button bar.

Verify or Check the "Apply Lead-in when Numbering is Applied" option.

Apply the desired level by clicking level number 1 through 4 or by using Ctrl+Alt+[1-4].

Note: The level for the Scheme used must be designated for Lead-ins. Levels 5 and higher cannot be designated for Lead-ins.

Apply Number to Blank Paragraph

This technique can also apply the Lead-in at the time the number is applied.

Start with a document that contains numbered paragraphs generated by ListTricks and using a Scheme that is designated to use Lead-ins.

Move to (or create) an empty paragraph to be numbered.

Set the personal option by selecting the "My Personal Options" button.

Verify or Check both the "Apply Lead-in when Numbering is Applied" and "Prompt for Lead-in on Empty Paragraphs" options.

Apply the desired level by clicking level number 1 through 4 or by using Ctrl+Alt+[1-4].

Note: The level for the Scheme used must be designated for Lead-ins. Levels 5 and higher cannot be designated for Lead-ins

The paragraph is now numbered and includes prompting to enter the text for the Lead-in and Paragraph Body.

Click on each of the prompts and type (or paste) the text desired.

Note: The keystroke F11 (move to next field) will also move to the next prompt.