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Creating a TOC that Includes Specific Styles

Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Creating a TOC that Includes Specific Styles.

The normal way to create a table of contents (TOC) is to let Word automatically create one based upon the headings in a document. Each paragraph formatted with the Heading 1 style, Heading 2 style, or Heading 3 style is automatically pulled into the TOC.

There may be times when you want to create a TOC that includes paragraph styles other than the heading styles. For instance, you might have a paragraph style you've created for a specific purpose, such as for denoting all the product names in a document. You don't want to format these product names as headings; you instead want to format them with a special paragraph format that calls them out in some manner specific to your needs. (Let's say that you use the style named SpecialProduct for this purpose.) If you then, later, want to include those product names in a special TOC, you can follow these steps:

  1. Position the insertion point at the location in the document where you want the table.
  2. Choose Index and Tables from the Insert menu (Word 97 and Word 2000) or choose Reference from the Insert menu, then choose Index and Tables from the resulting submenu (Word 2002 and Word 2003). Word displays the Index and Tables dialog box.
  3. Click on the Table of Contents tab. (See Figure 1.)
  4. Figure 1. The Table of Contents tab of the Index and Tables dialog box.

  5. Click on the Options button. Word displays the Table of Contents Options dialog box. (See Figure 2.)
  6. Figure 2. The Table of Contents Options dialog box.

  7. Change the TOC Level column so that a 4 appears next to the SpecialProduct style. This indicates that you want any paragraphs that are formatted using the SpecialProduct style to end up in the TOC and be formatted in that table with the TOC 4 style.
  8. Make sure there are no other numbers in the TOC Level column.
  9. Click OK to close the Table of Contents Options dialog box.
  10. Click OK to close the Index and Tables dialog box and generate the table of contents.

The result of creating this TOC in this way is that you have a list of all your products, and they are formatted in the list using the TOC 4 style. You can modify the TOC 4 style to reflect how you want the products to appear in the TOC.

You'll note that these steps used TOC level 4 (the TOC 4 style) for the products. The reason for this is simple—it allows you to leave TOC levels 1 through 3 (the TOC 1, TOC 2, and TOC 3 styles) for use in the regular TOC for the document. That way you can use different formatting for the regular TOC and the special product list TOC.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (7000) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Creating a TOC that Includes Specific Styles.

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