2007: Outlining/Creating a TOC from a multilevel list

[Wendy]

In 2003 I was able to take items from a multilevel list and add them to a
table of contents without changing the look/style of the item(s) in the list.
In 2007, if I change the "outline level" it automatically applies a style to
it, changing the format and removing my list numbering. How do I keep my
list as a list but add TOC levels to it AND ensure that it still works in
older versions of Word?

Alternatively...

How do I create a custom style in 2007 that:
-Uses an automated numbering system of 1, 1.1, 1.1.1, 1.1.1.1, etc
-Contains outlineing levels that I can adjust per line item (eg, I might
want 1.1 to appear in the TOC but not 2.1)
-Will function the same way in 2003, as 2003 users will need to periodically
add/change new headers, levels and update the TOC

Thanks in advance for any help you can offer

 

[Stefan Blom]

Note that it will be confusing for readers when some items are missing from
the TOC, for example, if 2.1 and 2.3 is in the TOC, but not 2.2. However,
you can do this, but it will require some extra work. I can think of two
different methods.

Method 1: Apply numbering with styles. This will make it possible to change
the outline level (via References tab | Add Text) without applying a
built-in heading style. Make sure to set up numbered *non-headings* via Home
tab | Multilevel List | Define New Multilevel List. The dialog box is
similar to the Customize Outline Numbered List dialog in Word 2003; see
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html.

Obviously, this isn't the best approach, since using direct formatting
defeats the purpose of styles.

Method 2: Create numbering using the built-in heading styles, but also
create a series of styles based on the heading styles (create one for each
numbering level that you want to "duplicate"), making sure to set their
outline level to "Body Text." The latter styles will then share the heading
numbering, but they won't appear in the table of contents.

--
Stefan Blom
Microsoft Word MVP


in message
news:[email protected]...

 

[Wendy]

That was very helpful, though not entirely what I'm looking for.
Let's say I want something like this:
1.0 Heading 1
1.1 Heading 2
1.1.1 Body Text
1.1.2 Body Text
1.2 Heading 2
1.2.1 Body Text
2.0 Heading 1
2.1 Body Text
2.2 Body Text
3.0 Heading 1
3.1 Heading 2
3.1.1 Body Text
3.2 Heading 2

So in this case I want 1.1, 1.2, 3.1, and 3.2 to appear in the TOC, but not
2.1 and 2.2. Also possible that, even though 3.1 and 3.2 are H2's, I might
not want them in the TOC because it would be hugely long, but I would want
them to appear in the document map that users could turn on/off at their own
accord.

Thanks for your help!

 

[Stefan Blom]

Since all paragraphs should have an outline level defined, you could make
use of my Method 2, that is, base styles on the built-in headings, but do
not clear their outline level setting. Instead, create the table of contents
based on specific styles, not on levels. If the TOC already exists, do this
to edit it: Press Alt+F9. Clear the "\o" switch from the code. Add \t and
list each style name followed by its level.

For example:

{ TOC \t "my top heading style name here,1,second heading style here,2" \h }

Add more style names and levels if necessary (no more than nine).

When you are done, press Alt+F9 again to hide field codes. Update the TOC
with F9.

Note that styles and levels should be separated by the list separator (as
assigned in Control Panel, Regional and Language Settings). For English
language systems, the separator is (usually) the comma, as indicated by the
example above.

--
Stefan Blom
Microsoft Word MVP


in message
news:[email protected]...

 

[Word Angel]

That was very helpful, though not entirely what I'm looking for.
Let's say I want something like this:
1.0 Heading 1
  1.1 Heading 2
    1.1.1 Body Text
    1.1.2 Body Text
   1.2 Heading 2
     1.2.1 Body Text
2.0 Heading 1
  2.1 Body Text
  2.2 Body Text
3.0  Heading 1
  3.1 Heading 2
   3.1.1 Body Text
  3.2 Heading 2

So in this case I want 1.1, 1.2, 3.1, and 3.2 to appear in the TOC, but not
2.1 and 2.2.  Also possible that, even though 3.1 and 3.2 are H2's, I might
not want them in the TOC because it would be hugely long, but I would want
them to appear in the document map that users could turn on/off at their own
accord.

Thanks for your help

Wendy,
Here's a simpler trick I like to use. This way doesn't make any
changes to your existing styles, but just let's you modify the TOC
whenenever you need to.
Generate your TOC so that it pulls in headings 1 thru 3. Then go thru
the TOC and highlight the items you don't want to appear and make it
hidden text. Granted you'll have to repeat this everytime you update
the TOC, but it's a great workaround. If you don't want others to
update the TOC you can lock it before you send it out by highlighting
the TOC and hit CNTRL+F11. CNTRL+Shift key+F11 to unlock it.

Hope that helps!
Angel Bivins
(e-mail address removed)
www.wordangel.com

 

[Wendy]

Hot! That is exactly what I need! Thank you!

Since all paragraphs should have an outline level defined, you could make
use of my Method 2, that is, base styles on the built-in headings, but do
not clear their outline level setting. Instead, create the table of contents
based on specific styles, not on levels. If the TOC already exists, do this
to edit it: Press Alt+F9. Clear the "\o" switch from the code. Add \t and
list each style name followed by its level.

For example:

{ TOC \t "my top heading style name here,1,second heading style here,2" \h }

Add more style names and levels if necessary (no more than nine).

When you are done, press Alt+F9 again to hide field codes. Update the TOC
with F9.

Note that styles and levels should be separated by the list separator (as
assigned in Control Panel, Regional and Language Settings). For English
language systems, the separator is (usually) the comma, as indicated by the
example above.

--
Stefan Blom
Microsoft Word MVP


in message

 

[Stefan Blom]

You are welcome.

--
Stefan Blom
Microsoft Word MVP


in message

 

[Stefan Blom]

For this to work you would have to turn off the "Automatically update"
setting for the TOC styles; otherwise, all entries at the selected level
will be formatted as hidden. And, as you noted, you will have to lock the
TOC field (which could cause confusion if/when the document is sent to
someone else).

--
Stefan Blom
Microsoft Word MVP


in message

That was very helpful, though not entirely what I'm looking for.
Let's say I want something like this:
1.0 Heading 1
1.1 Heading 2
1.1.1 Body Text
1.1.2 Body Text
1.2 Heading 2
1.2.1 Body Text
2.0 Heading 1
2.1 Body Text
2.2 Body Text
3.0 Heading 1
3.1 Heading 2
3.1.1 Body Text
3.2 Heading 2

So in this case I want 1.1, 1.2, 3.1, and 3.2 to appear in the TOC, but
not
2.1 and 2.2. Also possible that, even though 3.1 and 3.2 are H2's, I might
not want them in the TOC because it would be hugely long, but I would want
them to appear in the document map that users could turn on/off at their
own
accord.

Thanks for your help

Wendy,
Here's a simpler trick I like to use. This way doesn't make any
changes to your existing styles, but just let's you modify the TOC
whenenever you need to.
Generate your TOC so that it pulls in headings 1 thru 3. Then go thru
the TOC and highlight the items you don't want to appear and make it
hidden text. Granted you'll have to repeat this everytime you update
the TOC, but it's a great workaround. If you don't want others to
update the TOC you can lock it before you send it out by highlighting
the TOC and hit CNTRL+F11. CNTRL+Shift key+F11 to unlock it.

Hope that helps!
Angel Bivins
(e-mail address removed)
www.wordangel.com