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5. Today’s training… …is being recorded …will be archived on our website • Registered attendees will receive an email with a link to this information once it has been posted

6. OFF115-Table of Contents & Table of Authorities Step-by-Step – MS Word 2003 May 29, 2009

7. Presenters • Rachel R. MedinaLSNTAP

8. Today’s Topics • Section 1: Tables of Contents • Section 2: Tables of Authorities

9. 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

10. POLL

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

12. Preface to TOC & TOA • Do yourself a favor and get rid of automatic numbering, bullets, etc… • Tools>AutoCorrect Options>

13. Section 1: Table of Contents

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

15. Insert | Reference | Index & Tables

16. Index and Tables Menu

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

18. What are 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

19. Styles How To • Format>Styles & Formatting OR • On your Formatting Toolbar (usually displayed)

21. Styles…

23. FONT

24. PARAGRAPH

25. Tab space after Aligned at Here is a heading that is very long. Indent at: NUMBERING

26. Note you can also set the style for the paragraph that follows that particular heading…. Set a “New Style” for each type of paragraph THEN, in each Heading Style select the appropriate “Style for following paragraph”

27. 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.

28. Setting Up the TOC Format

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

30. 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.

31. 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

32. Outlining Level • Start every document with Outline Level to easily organize your thoughts and layout. • View > Toolbars > Outlining • Automatically allows you to assign Levels of text…relates each Level to a Style… • You can make a TOC with Outlining

33. 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

34. 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?

35. Section 2: Table of Authorities

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

37. Insert | Reference | Index & Tables

38. 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” \s “472 F2d. at” \c9 }

39. 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” \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.

40. 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

41. Setting Up Categories • Insert>Reference> Index and Tables> Mark Citation> 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.

42. Marking Citations • For Most Citations • Highlight the first citation • Insert>Reference>Index and Tables>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

43. 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

44. 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)

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

46. Marking Citations • Deadling with "Id.___” • Obviously Id. can refer to any case AND you won't find it using "next citation" • Select Edit>Find OR Ctrl-Fto search for cases of "Id." • Simply select from the short citation drop down box to find the related case. • Select Mark

47. 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?

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