OFF115-Table of Contents & Table of Authorities Step-by-Step – MS Word 2007

1. OFF115-Table of Contents & Table of Authorities Step-by-Step – MS Word 2007 July 29, 2009

2. Presenters • Rachel R. MedinaLSNTAP

3. Objectives for Today • Understand the Benefit of Styles in Tables of Contents • Learn How to Customize Tables of Authorities • Reduce Anxiety by Providing a Step-by-Step Review of each Process

4. Volunteers Needed • Set Up a Style • Share Preferences for Point Headings Format • Share Preferences for Table of Authorities Categories • Create and Mark a Citation

5. Preface to TOC & TOA • Do yourself a favor and get rid of automatic numbering, bullets, etc… • Office Button Menu>Word Options>Proofing >AutoCorrect Options>

6. Section 1: Table of Contents

7. Table of Contents • The act of inserting a TOC is easy if… you’ve properly formatted your document. • How? Reference Ribbon>Table of Contents>Insert Table of Contents>OK • When you want to update, Right Click and Update

8. References Ribbon | Table of Contents | Insert Table of Contents

9. Index and Tables Menu

10. Prepping for TOC • Two Main Options: • Styles • Outlining Format

11. Styles • Specially crafted packages of formatting that apply many attributes at once. Instead of applying each thing individually, you apply the style once and you're done. • A precursor to Table of Contents

12. Styles How To • Home Ribbon>Styles Menu • Right click on any style to “Modify”

13. Modify a Style • Attributes you have control over: • Font • Paragraph • Tabs • Border • Numbering • ….

15. FONT

16. PARAGRAPH

17. NUMBERING

18. Styles for paragraphs that follows each heading type…. Set a “New Style” for each type of paragraph THEN, in each Heading Style select the appropriate “Style for following paragraph”

19. Styles in Action • You can assign a style for • Headings and Subheadings • For you: TOC – A Table of Contents is created by automatically taking everything named as Heading 1, 2, and 3 and putting it in order.

20. Before we set up a style….…..let’s decide on what elements we want for each heading • Main headings: • Opinions Below, Jurisdiction, Statement of the Case, Summary of the Argument, Argument • First Level Point Headings • Second Level Point Headings

21. Let’s Set Up a Style!

22. Formatting a TOC FIRST: Insert the TOC SECOND: Right Click anywhere on the TOC to reveal the Field Menu THIRD: Select TOC from Field Names Menu FOURTH: Select Table of Contents Button

23. Modifying Each TOC Level

24. Match TOC styles to Heading styles MODIFY FONT, PARAGRAPH, NUMBERING WHERE NECESSARY

25. Things you don’t want in your Table of Contents…. • If a Heading style was centered, you should change the corresponding TOC style to left • If a Heading style included outline numbering, the corresponding TOC style should remove the numbering.

26. Styles: What You Need to Know • They exist • If you take the time to create them, you can easily assign headers and complex formatting to your document with one click • You can check existing documents to see what Styles you are importing • Clear Formatting to start over

27. A Strong Document.. • Appropriate use of Styles • Appropriate use of numbering • Consistent headings and fonts • Pagination relevant to each section • No hanging headers at bottom of pages

28. TEST YOUR KNOWLEDGE • How do you select a heading style to modify its format? • What format features (at a minimum) should you modify for each heading style?

29. Section 2: Table of Authorities

30. Table of Authorities • The act of inserting a TOA is easy if… you’ve properly categorized and marked your citations throughout your pleading. • How? Reference Ribbon> Insert Table of Authorities • When you want to update, Right Click and Update

31. References Ribbon | Insert Table of Authorities

32. Table of Authorities • HOW? A TOA draws from all of the “marked” citations in a document. A “marked” citation will be tagged with special information (which can be modified). • A tag for a citation may look something like this: U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir. 1973) { TA \l “U.S. v. DiPrima, 472 F.2d 550 (1st Cir. 1973)” \s “472 F2d. at” \c9 }

33. Huhh???? • What does this mean?U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir. 1973) { TA \l “U.S. v. DiPrima, 472 F.2d 550 (1st Cir. 1973)” \s “472 F2d. at” \c9 } • The full or long citation follows the code “ \l ” • Purpose: Identifies how the citation should look in the TOA • The short citation follows the code “ \s ” • Purpose: Helps Word Mark All remaining citations for the case. • The last code – “ \c ” is the category number. • Purpose: Organizes your Table of Authorities into Categories.

34. Setting Up Categories • Most trial and appellate briefs are likely to have at least two different categories of authorities • Here are some sample categories you could set up before you begin to mark your citations: • Supreme Court of the United States • Other Federal Authority • State Court Decisions • Statutory Provisions • United States Constitution

35. Setting Up Categories • References Ribbon> Mark Citation Button> Category, OR Alt+Shift+I>Category • The first seven categories are pre-defined. Scroll down until you find an unused option (8, 9, 10, etc.) Replace the # with your own custom category.

36. Marking Citations • For Most Citations • Highlight the first citation • References Ribbon>Mark Citation OR Alt+Shift+I • Correct your long cite to remove pinpoint cite • Correct short citations, so that you can "mark all“ – e.g., “994 F.2d at” • Select Mark All

37. Finding the Next Citation • Select “Next Citation” and Repeat the Process: • Select Next Citation • Highlight the entry • Alt+Shift+I • Correct your long cite to remove pinpoint cite • Correct short citations, so that you can "mark all“ – e.g., “994 F.2d at” • Select Mark All

38. Marking Citations • Second Occurrence of same long citation: • Best practice for briefs is to repeat a long citation if a short citation would be confusing to the reader – e.g., new page, new subheading, etc. • Treat as a new citation (with a couple twists) • Select Next Citation • Highlight the entry • Alt+Shift+I • BUT – instead of correcting the long and short citation, simply pick the case from the Short Citation List. • AND – Select Mark (NOT Mark All)

39. Marking Citations • Second Occurrence of same long citation example

40. Marking Citations • Deadling with "Id.___” and “In re” • GREAT NEWS!! MS Word 2007 will find “Id.” and “In re” by using the next citation button • In the case of “Id.”, simply select from the short citation drop down box to find the related case. • Treat “In re” like you would any new case • Select Mark

41. TEST YOUR KNOWLEDGE • What is the short-cut for marking citations? • What is the purpose of the Short Citation function in Word? And how do I create one?

42. To Update a TOC or TOA… • Simply insert a new TOC or TOA over the old one OR right-click anywhere on the TOC or TOA and select “update field” • Then “update page numbers only” or “update entire table”

43. Don’t forget to complete our survey  Thank you Rachel R. Medina rachel@lsntap.org Training CoordinatorLSNTAP