Table of Authorities (Word 2003)

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Hi All,

Does anyone know why some of the entries in my table of authorities are in italics and others are not? By the way, all of the entries in the original document are in italics, with the part copied into the table of authorities field also being in italics and the part for short citations not. Please see attached. As you can see, the original for both of the entries ahve the same formatting, but the first shows up not in italics in the table of authorities and the second shows up with italics.

JMT

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The first paragraph is set to the “Style Heading 5 + (Latin) Italic” style, while the second paragraph is set to the “Heading 4” style which is not italic. Since Italic acts as a toggle, the first TOA item has become non-italic. If you apply consistent formatting to the paragraphs, the TOA will be consistent too.

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Thanks, Hans, but I am showing that the entry for the second TOA is also set to italics. Specifically, it is set to “Heading 4 + Italic.” Is the reason they are acting differently because the first paragraph has “Style Heading 5 + (Latin) Italic” formatting? Is it the “Latin” that does it? What is that?

By the way, with both entries, only the actual entry is put in italics, with the rest of the paragraph in regular script.

Sincerely,

JMT

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The first part of the first paragraph is formatted with the “Style Heading 5 + (Latin) Italic” character style on top of the “Heading 5” paragraph style. This character style is a real style stored with the document; you could use the Organizer to copy it to another document.
The first part of the second paragraph has Italic applied to the underlying “Heading 4” paragraph style. Since you have the “Keep track of formatting” option turned on, it is displayed as “Heading 4 + Italic”. This is not a real style, but a pseudo style used by Word to make it easy to apply the same formatting elsewhere in the document.
As far as I can tell, the difference in the TOA is caused by the difference between applying a character style and applying direct formatting.
In general, you should try to avoid such a mishmash of styles and formatting. The Heading 1 etc. styles are intended, as their name indicates for headings, but you use them for body text. You have two paragraphs in your sample document, both at the body text level, yet you have used two different heading styles, a character style and directly applied formatting. This is bound to cause problems.
Hence my recommendation to clean up the formatting and apply styles consistently.

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Hi Hans,

This excerpt was actually taken from a longer outline, in which each paragraph was a level in an outline (heading 5 was 5 deep; heading 4 was 4 deep, etc.). Thus, I can’t apply normal to all the paragraphs. To make it clearer, I am attaching a longer excerpt from the original document with the outline formatting still in tact, and with a TOA.

None of the italics are embedded in any of the Styles; I specifically remember having gone into each case name and manually adding italics. Thus, that can’t be the problem.

The solution can’t be to apply normal formatting to all of the entries, since they all have necessary heading styles that can’t be disposed of.

Any clue you can offer would be greatly appreciated. If we can get all of the cases italicized, or none italicized, that would solve the problem.

Thank you.

Sincerely,

JMT

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We keep on coming back to the distinction between ‘real’ styles and pseudo-styles, and to consistency in formatting.
In your new sample document, all TOA entries are italic except for ‘Putnam v. Shoaf’. Let’s compare this with the other entry from a level 5 paragraph: ‘Martin v. Peyton’.
Display the Styles and Formatting task pane.
Select the text ‘See Martin v. Peyton’ and the TA field that follows it. You should see the pseudo style Style Heading 5 + Before: 12 pt + Italic selected. You can see that it is a pseudo style because there is no paragraph or character symbo after it.
Select the text ‘See Putnam v. Shoaf’ and the TA field that follows it. You should see the paragraph style Style Heading 5 + Before: 12 pt selected. You can see that it is a paragraph style because there is a paragraph symbol after it.
If you now select the pseudo style that was applied to ‘See Martin v. Peyton’ and update the TOA (click in it and press F9), *all* entries will be italic.
If you want all entries to be non-italic, select each of the texts for the l switch of the TA fields and press Ctrl+spacebar to remove character formatting, then update the TOA.

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Hi Hans,

Can you just clarify this: “If you now select the pseudo style that was applied to ‘See Martin v. Peyton’ and update the TOA (click in it and press F9), *all* entries will be italic.”

After I select that pseudo style, what do I do exactly? Also, how do I select that style? From the Styles panel on top or on the Styles and Formatting Pane on the right (from the Tools menu)?

Thanks,

JMT

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Select the text ‘See Putnam v. Shoaf’ and the TA field that follows it.
Select the pseudo style that was applied to ‘See Martin v. Peyton’ (Style Heading 5 + Before: 12 pt + Italic) in the Styles and Formatting task pane, for example by clicking on that style in the list of styles (labeled ‘Pick formatting to apply’), or by selecting it from the dropdown near the top of the task pane (labeled ‘Formatting of selected text’).
Click in the TOA.
Press F9 to update it.

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Thanks Hans. How is it that some of these TOA entries in in paragrah styles and others are in psuedo-styles? At any point, did I do anything to make them different? The entire outline is based on and outline-numbering styles template and I deliberately italicized every entry going into the TOA. Thus, I don’t know why some are showing up as pseudo styles that are italicized in the TOA while others are not.

Thanks,

JMT

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These psuedo styles are only created by Word if “Keep track of formatting” is turned on in the Edit tab of Tools | Options… Perhaps part of the document was edited while “Keep track of formatting” was on, and part while it was off.

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