Word 2003: Create Table of Contents 2

[firefytr]

Okay, so I'm a Word idiot. I would like to make a Table of Contents with a file I have. It's an ordinance for a governemnt entity and it's getting quite long. The TOC would be most helpful I think, but I have no idea of how to do it.

My document is just typed text. Each "chapter" heading is typed, then a single return and the body of each, then double returned and another "chapter" is started.

Example:

Chapter 1
blah blah blah... blah blah blah..

Chapter 2
blah blah blah...

etc.

Don't know if this makes a difference or not. Never used anything like this in Word, so any help would be appreciated. Thanks.

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Regards,
Zack Barresse

 

[fumei]

Michael is absolutely correct.

It is counterintuitive, but it is really the best way to use Word. I WRITE my content first. Then I apply my styles. It is not always that way, as I use styles exclusively and have built a workflow process around them.

But it is kind weird at first to type paragraphs, then enter, then keeping typing. The paragraphs are of course jammed up to each other. However, I then select chunks of paragraphs and hotkey my style to them and voila, all approrpriate format and spacing is applied.

The key is that with styles, your format is independent of content -which if you really think about it...it is. But we are so used to formatting AS we type. With styles this is NOT needed. It takes a while to adjust, but once you do Word is - as they say - more productive.

Gerry
My paintings and sculpture

 

[tf1]

I do this slightly differently in that my default style is BodyText Style which includes a 12pt below space - so I don't get scrunched up paragraphs.

But otherwise I agree with you both. Content is the priority and it is easy to apply corect formatting afterwards, especially if the more common styles have keyboard shortcuts.

However, I have a toolbar down the left side of the screen with all my common styles and commands attached to make it really easy!

Terry

Regards: tf1

 

[fumei]

Again, this is another "advanced" Word user configuration. I too have most of the common styles as keyboard shortcuts. And I too have a created toolbar with the other major styles, including things like my one or two standard tables structures, bulleted lists etc. etc.

IN FACT.... I remove the Formatting toolbar completely. There is no need for manual bold, underline, italics etc etc. Most of the icons on the Standard toolbar are gone as well. Tables? I want users to use my two or three designed tables (which include full styles for headings, left columns right columns etc etc). I have a new toolbar with Save and New (although depending on the template these commands have rewritten instructions) and a few other things. For example, all my save instructions check for Document Properties like Subject, Keywords...if they are blank the user gets a userform demanding them before allowing a Save. All our documents require these as it makes it MUCH easier to have mini-code that can organize at folder levels, just picking up that kind of meta-data without opening files.

And on and on. Word has a possible level of sophistication that most users (and organizations) simply have no idea of.

Agreed, for the vast majority of small organizations this may seem overkill. However, even at home, I have Word set up that the interface (toolbars) is designed for MY way or working. I remove everything I never use, and make the things I DO use enhanced the way I want them.

And as for business templates, I remove everything I can that may allow manual format (menu for Format > Font, Paragraph etc etc) are removed, keyboard shortcuts for formatting are redirected, and all major styles are clearly visible on new toolbars. It has taken hard persistent work to have users "get it". I allow full freedom for their personal documents, but for business documents, when they load a business template - as much as possible I rearrange what Word looks like, acts like, to ensure documents that have been decided to look/act a specific way DO look and act that way.

Once they do "get it" they like it. They like never having to concern themselves with making sure things are formatted correctly. They never have to remember that Installation procedures (Step #, bulleted sub-steps, comments on sub-steps etc etc) have a particular format. Right on the "Install" toolbar it says:

Step #
Text
Bullet Step
SubBullet Step
SubBullet Comment

They can type and format later, or...if they want, type and format. In any case, the styles for what they need are there. And generally, they can't use anything else, and generally, they can't do manual formatting.

Oh, I know I know, if you are a real hacker you can get around most anything. I am not concerned about them. It is not really possible to hack restricted styled documents without leaving a trace that SOMETHING has changed from standard. I never touch users personal documents, but I do have code that runs through business documents looking for changes to standard structure. If there is, those are pulled off and examined before either outside release, or archival storage.

Gerry
My paintings and sculpture

 

[firefytr]

Wow, great stuff guys. Thank you!

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Regards,
Zack Barresse