Word Lesson 15 Creating Indexes and Tables of Contents, Figures, and Authorities

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

2. 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. 2 2

3. 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.

4. Vocabulary • cross-reference • index • passim • table of authorities • table of contents • table of figures 4 4

5. Creating and Updating an Index • An index is analphabetic 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

6. 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 isa 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.

7. Creating and Updating an Index (continued) • AutoMarking Index Entries • To automatically mark entries: • Create an Index AutoMark file to identify words to be included in the index • Apply AutoMark feature Index dialog box

8. 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.

9. 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.

10. Creating and Updating a Table of Contents (continued) • Using Heading Styles to Create a Table of Contents • A table of contents can be created based on heading styles already applied within a document. Table of Contents dialog box

11. 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.

12. Creating and Updating a Table of Contents (continued) • Inserting Fields to Create a Table of Contents (continued) Field dialog box with field codes displayed

13. 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.

14. 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.

15. 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

16. Creating a Table of Figures (continued) • Inserting an AutoCaption (continued) • You can enable a setting to automatically add a caption each time you insert an object in the document. AutoCaption dialog box

17. 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.

18. 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.

19. Creating a Table of Figures (continued) • Inserting a Table of Figures (continued) Table of Figures dialog box

20. 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.

21. 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.

22. Creating a Table of Authorities (continued) Table of Authorities dialog box

23. 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.

24. 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.

25. 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.