Word Lesson 15 Creating Indexes and Tables of Contents, Figures, and Authorities Microsoft Office 2010 Advanced Cable / Morrison 1

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives Identify index entries and indicate a range of pages for an index entry. Create an index entry for a cross-reference. Generate and update an index. Create a table of contents using heading styles. 222

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives (continued) Create a table of contents using fields. Update a table of contents. Insert captions and create a table of figures. Create a table of authorities. 3

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Vocabulary cross-reference index passim table of authorities table of contents table of figures 444

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Updating an Index An index is an alphabetic listing of pertinent words and phrases that reference the page numbers where related topics appear in the document. – Usually appears at the end of a document – Often includes main ideas and/or subjects of the document, various headings and subheadings, special terms, and acronyms 5

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Updating an Index (continued) Marking Index Entries Manually Any word in a document can be marked (identified) as an index entry. A cross-reference is a reference from one part of a document to related material in another part of the document. In an index, a cross-reference refers the reader to another index entry. 6

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Updating an Index (continued) AutoMarking Index Entries 7 Index dialog box To automatically mark entries: – Create an Index AutoMark file to identify words to be included in the index – Apply AutoMark feature

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Updating an Index (continued) Generating, Formatting, and Updating an Index After all index entries have been marked, you can pull them together to create the index. If you make changes to the document after the index is created, you will need to update your index. 8

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Updating a Table of Contents A table of contents shows a sequential order of the contents contained within the document, providing an overview of the topics in a document. In Print Layout view, the table of contents can be used to quickly locate page numbers for specific information. In Web Layout view, the entries in the table of contents are formatted as hyperlinks. 9

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Updating a Table of Contents (continued) Using Heading Styles to Create a Table of Contents 10 Table of Contents dialog box A table of contents can be created based on heading styles already applied within a document.

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Updating a Table of Contents (continued) Inserting Fields to Create a Table of Contents If you cannot use headings to create the table of contents, you can use fields. TC field is used to identify the entry to appear in the table of contents. 11

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Updating a Table of Contents (continued) 12 Inserting Fields to Create a Table of Contents (continued) Field dialog box with field codes displayed

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating and Updating a Table of Contents (continued) Updating a Table of Contents If changes are made in the document after the table of contents is created, changes may also be necessary in the table of contents. Updating the table of contents is quick and easy – simply update the field. 13

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Table of Figures A table of figures provides a sequential list of all the figures included in a document. – Can include tables, equations, pictures, charts, graphs, and other illustrations Before you create a table of figures, the figures in your document must be formatted with captions. 14

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Table of Figures (continued) Inserting an AutoCaption Word offers three different options for caption labels: Equation, Figure, or Table You can customize the caption label by: – Changing the label name – Choosing where the caption appears – Changing the format of the caption number 15

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Table of Figures (continued) Inserting an AutoCaption (continued) 16 AutoCaption dialog box You can enable a setting to automatically add a caption each time you insert an object in the document.

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Table of Figures (continued) Inserting a Customized Caption If desired, you can create a new label to add to the list of labels for captions. – For example, instead of referring to a figure as a table, you can have the caption show a different label, such as Illustration or Graphic. 17

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Table of Figures (continued) Inserting a Table of Figures Creating a table of figures is similar to creating a table of contents. One difference is that the table of figures is based on captions instead of fields. If the document is edited, you must replace the existing table of figures with a new table. 18

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Table of Figures (continued) 19 Table of Figures dialog box Inserting a Table of Figures (continued)

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Table of Authorities A table of authorities summarizes references used in a legal document. – References might be cases, statutes, rules, or other sources. – When you mark each reference, you can specify a category. – Before you can create a table of authorities, you must insert fields to mark the citations. – The table of authorities can easily be updated. 20

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Table of Authorities (continued) The word passim is used to indicate that terms, passages, or page references occur frequently in the work cited. – In Word, the default setting Use passim formats multiple page references on the same line in a table of authorities. 21

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Creating a Table of Authorities (continued) 22 Table of Authorities dialog box

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Summary In this lesson, you learned: To create an index, you must first mark the index entries. Word enables you to format bookmarks and cross-references to create customized index entries. If a document is revised, you can quickly update the fields in an index. 23

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) You can use Word’s heading styles or outline-level styles to create a table of contents, or you can create a table of contents using fields. If edits are made in the document that affect pagination or headings, the table of contents can be easily updated. 24

Word Lesson 15 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Word’s caption feature enables you to label and automatically number figures throughout a document. When the figures in a document include captions, you can automatically create a table of figures. To create a table of authorities, you must first mark the citations. Marking citations is similar to marking index entries. 25