Table of Contents with Table of Entry Fields (2003)

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Hello colleagues,

Does anyone know how to work with Table Entry fields in Tables of Contents? I am attaching a document with a table of contents (TOC) that I made. Does anyone know why the TOC is so ugly? Does anyone konw how make it so that level one is Times New Roman 12 Smallcaps and level two is Times New Roman italics?

Thanks!

JMT

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You can manually force the TOC to conform to the style definitions (TOC 1, TOC 2, etc.) by select the entire TOC and pressing Ctrl+Spacebar (to remove direct font formatting). However, the effect is temporary… when the TOC is updated, it reverts to the stylization of your entries. And therein lies the key: select your TC fields and “unbold” them to get rid of the boldface in the TOC.

By the way, using Normal style for everything doesn’t leverage the strengths of Word’s outline view or styles features.

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Do you know why the TOC entry (level 1) “Introduction” is showing up in the Garamond font, and the TOC entry, also of level 1, “SUBJECT MATTER JURISDICTION,” is showing up in Arial?

They are both level one and in both of them, the TOC field is in Arial. But the TOC field for level 1 is set to Garamond. Why does only one of them show up in Garamond?

Also, if I want to modify Normal, do I have to first close all my documents before opening it?

If I want to create a new template, do I need to first close all my documents?

Thanks,

JMT

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Select each of the TC fields in turn, and press Ctrl+Space to remove manual formatting.
Then select the TOC, and press F9 to update it. Select the option to update the entire table. Level 1 should now be Times New Roman, and Level 2 should be Garamond. This is because the TOC1 and TOC2 styles specify Times New Roman and Garamond, respectively. If you want TOC1 to use Garamond too, you must modify this style.

It is not necessary to close documents if you want to edit Normal.dot or if you want to create a new template.

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Hi Hans, I tried the suggestions and it worked. I just wish there was a quicker way of doing it, rather than changing each field individually. I tried going into the TOC dialog box, and where I could modify TOC level 2 under “modify,” in order to be able to possibly change it from there. I clicked on “bold” in there, thinking that maybe if I had “bold” clicked, then it would unbold the formatting (which was already bold), you know, how in English, a double negative makes a positive. But it didn’t work. Whether or not I had “bold” checked, the TOC level 2 showed up as bold. I guess the only thing left to do is to manually change each field.

Word is random in this sense. I have some underlined entries but they don’t show up as underlined in the TOC; however, when entries are bolded, they do show up as bolded in the TOC. Wierd.

JMT

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In general, you should use manual formatting as little as possible in Word, and apply styles (paragraph styles and character styles) instead. This may seem a hassle initially, but it makes your documents much more manageable.

See Shauna Kelly’s Tips for Understanding Styles in Word 2002.

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