Word - Modify a TOC with field codes Tutorial

In this video, you will learn how to modify a Table of Contents (TOC) using field codes in Microsoft Word.
Field codes are instructions that Word uses to build the TOC based on your options.
The video demonstrates how to use field codes to customize the TOC, such as including specific outline styles, adding hyperlinks, and listing other styles.
It also shows how to remove page numbers from individual TOC levels using field codes.
This knowledge will help you customize your TOC and create professional-looking documents.

2:59
2950 views

Available in Microsoft365

Objectifs :

Understand how to customize the Table of Contents in Word using field codes, including the use of switches to modify the display of page numbers and styles.

Chapitres :

Introduction to Table of Contents Customization
In this section, we will explore the functionality of the Table of Contents (TOC) dialog box in Microsoft Word. The TOC is essential for organizing documents, and understanding how to customize it can enhance the readability and navigation of your work.
Understanding Field Codes
When you enter options in the Table of Contents dialog box, Word generates field codes. These codes are a set of instructions that include a field name and switches. The primary field name for creating a TOC is 'TOC', which instructs Word to build the table. The switches modify how the TOC is constructed. For instance, the 'o' switch includes outline styles mapped to heading styles, while the 'h' switch adds hyperlinks.
Using the TC Field for Customization
In addition to the TOC field, the 'TC' field is also useful for customizing the contents of your TOC. This allows for more granular control over what appears in the table.
Editing Field Codes Directly
After generating field codes through the dialog box, you can edit them directly for faster customization. To do this, press Alt + F9 to reveal the field codes. For example, if you want to remove page numbers from specific TOC levels, you can do so by adding the switch '\n' followed by a range, such as '4-4', to suppress page numbers for TOC level four.
Updating the Table of Contents
Once you have made changes to the field codes, right-click the field code and select 'Update Field' and then 'Update Entire Table' to apply your modifications. After updating, pressing Alt + F9 again will show the changes, such as the removal of page numbers from the descriptions.
Conclusion
Customizing the Table of Contents using field codes in Word allows for greater flexibility and control over document presentation. By understanding how to manipulate these codes, users can create a more tailored and user-friendly navigation experience in their documents.

FAQ :

What is a Table of Contents in Word?

A Table of Contents (TOC) in Word is a structured list of the document's sections or chapters, allowing readers to easily navigate to different parts of the document.

How do I create a Table of Contents in Word?

To create a Table of Contents in Word, go to the References tab, click on Table of Contents, and choose a style. You can customize it further using the Table of Contents dialog box.

What are field codes in Word?

Field codes are special instructions in Word that automate the generation of certain elements, like tables of contents. They consist of a field name and switches that modify their behavior.

How can I customize my Table of Contents?

You can customize your Table of Contents by using field codes to include or exclude specific styles, suppress page numbers, and adjust the hierarchy of headings.

What does the 'suppress page numbers' switch do?

The 'suppress page numbers' switch in field codes allows you to remove page numbers from specific levels of the Table of Contents, providing more control over its appearance.

Can I edit field codes directly in Word?

Yes, you can edit field codes directly in Word by pressing Alt + F9 to toggle the display of field codes, allowing for faster and more flexible customization.

Quelques cas d'usages :

Creating Professional Reports

When preparing a professional report, you can use the Table of Contents feature to provide a clear structure, making it easier for readers to navigate through sections. By customizing the TOC with field codes, you can include only relevant headings and suppress unnecessary page numbers.

Developing Academic Papers

In academic writing, a well-structured Table of Contents is essential. By utilizing field codes, you can ensure that all chapters and sub-sections are accurately represented, enhancing the readability and professionalism of your paper.

Creating User Manuals

For user manuals, a Table of Contents helps users find information quickly. By using the TC field to mark important sections, you can create a dynamic TOC that updates automatically as the document changes.

Designing E-books

When designing e-books, a Table of Contents is crucial for navigation. By customizing the TOC with field codes, you can include hyperlinks that allow readers to jump directly to sections, improving the user experience.

Formatting Business Proposals

In business proposals, a clear Table of Contents can make a significant impact. By using field codes to customize the TOC, you can highlight key sections and ensure that page numbers are presented clearly, enhancing the proposal's professionalism.

Glossaire :

Table of Contents (TOC)

A list of the sections or chapters in a document, typically organized by page number, allowing readers to navigate the content easily.

Field Codes

Instructions in Microsoft Word that define how certain elements, like tables of contents, are generated and displayed. They consist of a field name and switches.

Switches

Modifiers used in field codes that alter the behavior of the field. For example, they can specify which styles to include in a table of contents.

Outline Styles

Formatting styles in Word that define the hierarchy of headings in a document, typically used to structure content.

Hyperlinks

Clickable links in a document that direct users to another location, either within the same document or to an external source.

Summary Style

A specific formatting style in Word that can be included in the table of contents, often used for summarizing content.

Suppress Page Numbers

A command used in field codes to prevent page numbers from appearing in specific levels of a table of contents.

TC Field

A field code in Word used to mark text for inclusion in the table of contents, allowing for more customization.

00:00:05

when you enter your options

00:00:06

in the Table of Contents dialog box?

00:00:09

To find out, let's go behind the scenes.

00:00:12

Click the Table of Contents, and press Alt F9.

00:00:19

At the heart of your automatic table of contents

00:00:21

is this, Field Codes.

00:00:24

After you enter your options,

00:00:25

Word creates field codes,

00:00:27

which it then uses to build your table of contents.

00:00:30

Field codes are nothing more than a set of instructions

00:00:33

containing a field name and switches.

00:00:37

The field name, TOC, instructs Word

00:00:39

to build a table of contents,

00:00:41

and the switches tell Word how you want it built.

00:00:45

For example, this o switch tells Word to include

00:00:48

outline styles one through three which are mapped

00:00:51

to heading styles one through three, respectively.

00:00:54

The h switch adds hyperlinks.

00:00:57

And the t switch lists the other styles you want to include,

00:01:00

which in this case is the Summary style

00:01:02

we added in the last movie.

00:01:04

Check out the course summary for a link to the full list

00:01:06

of fields and switches.

00:01:09

By the way, Word is full of field codes

00:01:11

that you may not even know about,

00:01:13

such as this one for page numbers,

00:01:16

but we won't go into all those here.

00:01:19

After you generate field codes with the dialog box,

00:01:21

like table of contents, you can click in it

00:01:24

and edit the code directly.

00:01:27

This can be a lot faster sometimes

00:01:28

than dealing with dialog boxes.

00:01:30

Also, you often have more options available

00:01:33

with the direct approach.

00:01:34

I'll show you.

00:01:35

Press Alt F9

00:01:38

to show the table of contents again.

00:01:41

Let's say we want to remove the page numbers

00:01:43

from our descriptions.

00:01:45

In the dialog box, we can remove all page numbers

00:01:48

but not from individual TOC levels.

00:01:52

However, we can with field codes.

00:01:55

Press Alt F9 again.

00:01:58

Click just ahead of the t switch,

00:02:03

and type the switch backslash n.

00:02:07

Add a space.

00:02:09

Then type four dash four, and a space.

00:02:14

This switch tells Word to suppress page numbers

00:02:16

for TOC level four.

00:02:18

We need to type four dash four

00:02:20

because Word requires that the number be entered as a range.

00:02:24

So page numbers will be suppressed

00:02:25

for levels four through four.

00:02:28

Right-click the field code,

00:02:31

and click Update Field,

00:02:34

and Update Entire Table.

00:02:38

Now press Alt F9,

00:02:42

and you'll see that the page number is gone

00:02:43

from the description.

00:02:45

So TOC is the field name used to create a table of contents,

00:02:50

but for customizing what goes into a table of contents,

00:02:53

there's another field that's just as useful, TC.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2195 Views

Microsoft Word Video Training – Advanced

Through a logical progression of video tutorials, discover the advanced features of Microsoft Word.

ALL COURSES