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Word - Add multiple TOCs to a document Tutorial

In this video, you will learn how to add multiple tables of contents (TOCs) to a document using Microsoft 365. The video covers the process of adding TC fields to each subsection heading, marking the subsection headings with identifiers, and creating the TOCs.
This will help you customize an automatic table of contents to show specific text and improve your document's navigation.

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Available in Microsoft365

Objectifs :

This document aims to guide readers on how to create multiple tables of contents in a complex document using field codes in Microsoft Word. It will cover the steps to mark subsection headings, add TC fields, and customize the table of contents for better navigation.

Chapitres :

Introduction to Multiple Tables of Contents
In large and complex documents, providing multiple tables of contents can significantly enhance reader navigation. This guide will demonstrate how to utilize field codes in Microsoft Word to achieve this.
Setting Up Subsection Headings
To begin, we will add TC fields to each subsection heading. Follow these steps: 1. Click in front of the first subsection heading in the first section. 2. Navigate to the Insert tab, click on Quick Parts, and select Field. 3. Scroll down and click on TC. 4. Type the name of the subsection and check 'TC entry in doc with multiple tables'. 5. Check 'Outline level' and type '1' to format the entry with the TOC one style. 6. Click OK.
Understanding the Field Code
Next, we will reveal the field code: 1. Go to the Home tab and show paragraph marks to see the field code. 2. You will notice the 'f' switch, which allows for multiple tables of contents by assigning a type identifier to the entry. 3. Click after the 'f' and type a space followed by 'x' as the identifier.
Marking Additional Subsection Headings
To mark the other subsection headings: - Select the field code and copy it. - Delete the text inside the quotation marks and type the new subsection name. - After completing one section, move to the next, changing the text and identifier accordingly (e.g., 'y' for the second section). Repeat this for all subsections, ensuring they are labeled 'x', 'y', or 'z' based on their respective sections.
Adding the Table of Contents
Once all subsections are labeled, we can add the table of contents: 1. Click the line below the first section heading. 2. Go to the References tab, click on Table of Contents, and select Custom Table of Contents. 3. Click Options, uncheck 'Styles' and 'Outline levels', and check 'Table entry fields'. 4. Click OK twice to add the TOC field code.
Updating the Table of Contents
If no entries are found in the table of contents, follow these steps: 1. Press Alt and F9 to show the field code. 2. Ensure the 'f' switch has a type identifier. If not, Word defaults to type 'C'. 3. Right-click the code and update the field. 4. Press Alt and F9 again to view the updated table of contents, which should now display only the headings with type 'x' entries.
Finalizing the Document
To finalize, copy the TOC field code to the other sections, changing the 'f' switch to 'y' and 'z' as needed. Additionally, add a high-level table of contents at the beginning of the document: 1. Click Table of Contents and select Custom Table of Contents. 2. Choose only one level and click OK. This will display only Heading 1 style text.
Conclusion
By following these steps, you can effectively customize an automatic table of contents in Microsoft Word to display the desired text, enhancing the document's navigability and usability.

FAQ :

How do I create multiple tables of contents in a Word document?

To create multiple tables of contents, use TC field codes to mark each subsection heading with a unique identifier. Then, insert a table of contents for each section, ensuring the correct identifiers are set in the field codes.

What is the purpose of the TC field code?

The TC field code is used to mark specific text in a document for inclusion in a table of contents, allowing for customized navigation within large documents.

How can I update my table of contents in Word?

To update your table of contents, right-click on the TOC field code and select 'Update Field.' You can also press Alt + F9 to toggle the display of field codes.

What does the 'f' switch do in a TC field code?

The 'f' switch in a TC field code enables the use of multiple tables of contents by allowing you to assign a type identifier to the entry.

Can I customize the appearance of my table of contents?

Yes, you can customize the appearance of your table of contents by selecting different styles and levels when inserting it, as well as modifying the TC field codes.

Quelques cas d'usages :

Creating a Comprehensive Report

In a large report with multiple sections, using TC field codes allows the author to create separate tables of contents for each major section, improving navigation for readers.

Organizing a Research Paper

Researchers can utilize multiple tables of contents to categorize different sections of their paper, making it easier for reviewers to find relevant information quickly.

Developing Training Manuals

In training manuals with various topics, adding TC field codes for each section enables the creation of tailored tables of contents, enhancing the user experience for trainees.

Managing Legal Documents

Legal professionals can apply TC field codes to complex legal documents to create multiple tables of contents, ensuring that different sections are easily accessible for quick reference.

Enhancing User Guides

Technical writers can implement multiple tables of contents in user guides, allowing users to navigate directly to specific features or sections, thus improving usability.

Glossaire :

Table of Contents (TOC)

A list of the sections and subsections in a document, typically organized hierarchically, that helps readers navigate the content.

Field Codes

Special codes in word processing software that allow for dynamic content generation, such as tables of contents, by marking specific text.

TC Field

A specific type of field code used in Microsoft Word to mark text for inclusion in a table of contents.

Outline View

A view in word processing software that displays the document structure, showing headings and subheadings in a hierarchical format.

Switch

An option within a field code that modifies its behavior, such as enabling multiple tables of contents.

Identifier

A unique character or string used in field codes to differentiate between different types of entries in a table of contents.

Heading Styles

Predefined formatting options in word processing software that apply specific styles to headings and subheadings, affecting their appearance and inclusion in tables of contents.

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it makes sense to provide readers

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with multiple tables of contents,

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one for each section.

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And the way to do that is with,

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you guessed it, field codes.

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In Outline View

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you can see that this sample document has

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three major sections filled with subsections.

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To make it easier for the readers to navigate,

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let's add a table of contents to each major section.

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To do that we'll start by adding

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TC fields to each subsection heading.

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You'll see how it works as we go along.

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Click in front of the first

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subsection heading in the first section.

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Then go to the Insert tab,

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click Quick Parts, and Field.

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Then scroll down and click TC.

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Type the name of the subsection,

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then check TC entry in doc with multiple tables.

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This will add a switch to the code,

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the f switch that enables us

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to add multiple tables of contents.

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Then check Outline level and type 1.

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This'll format the entry in the table of contents

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with the TOC one style.

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Click OK.

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Next, go to the Home tab and show paragraph marks

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so we can see the field code.

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There's the f switch.

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It enables us to add multiple

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tables of contents to a document

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by assigning a type identifier to the entry.

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Click after the f.

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We can use any letter as the identifier,

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but let's just call this entry an x type.

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Type space and x.

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Next, we need to mark the other subsection headings.

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And we can do that by simply selecting

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the field code and copying it.

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Delete the text inside the quotation marks

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and type the subsection name.

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After you finish one section,

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go to the next one.

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Change the text.

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And also, change the identifier.

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We'll identify this section as y.

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Go through all the subsection headings

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and add the y type to the field code.

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When you get to the third section,

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change the f switch value to z

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and then add the field code to the other headings.

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So, when you finish,

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all the subsections are labeled x, y, or z,

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depending on which section they're in.

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Now we'll add the table of contents.

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Click the line below the first section heading,

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then go to the References tab,

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click Table of Contents,

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and Custom Table of Contents.

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Click Options.

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Then uncheck Styles and Outline levels

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and check Table entry fields.

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Now Word will include only text

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that's marked with TC field codes.

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Click OK and OK.

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The TOC field code is added,

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but no table of contents entries are found.

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Why is that?

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Press Alt and F9 to show the field code.

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The f switch was added to the code,

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but there's no type identifier.

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And if none is added,

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Word looks for the default type C.

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Type x after the f switch.

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Then right click the code and update the field.

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Press Alt F9 to show the table of contents.

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As planned, the table of contents shows

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only the headings in this section,

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the ones with the type x entries.

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Next you can copy the TOC field code to the other sections,

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change the f switch to y,

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and then z.

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As a final touch,

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we'll add a high level table of contents

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at the beginning of the document.

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Click Table of Contents and Custom Table of Contents.

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Select only one level and click OK.

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And the table of contents shows only Heading 1 style text.

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So now you know how to customize an automatic

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table of contents to show whatever text you want.

Mandarine AI: WHAT YOU SHOULD KNOW

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