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

Word Lesson 15Creating Indexes and Tables of

Contents, Figures, and Authorities

Microsoft Office 2010 Advanced

Cable / Morrison1

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Cable / Morrison Microsoft Office 2010 Advanced2

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.

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Cable / Morrison Microsoft 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.

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Vocabulary

cross-reference index passim table of authorities table of contents table of figures

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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

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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.

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AutoMarking Index Entries

7Index dialog box

To automatically mark entries:– Create an Index AutoMark

file to identify words to be included in the index

– Apply AutoMark feature

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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.

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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.

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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.

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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.

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Inserting Fields to Create a Table of Contents (continued)

Field dialog box with field codes displayed

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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.

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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.

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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

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Inserting an AutoCaption (continued)

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AutoCaption dialog box

You can enable a setting to automatically add a caption each time you insert an object in the document.

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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.

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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.

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19Table of Figures dialog box

Inserting a Table of Figures (continued)

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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.

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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.

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Creating a Table of Authorities (continued)

22Table of Authorities dialog box

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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.

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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.

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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.

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Documents

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