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This question was asked at yesterday's webcast and I promised to get the instructions posted here by today -- so here goes ...

First of all, if you don't know how to create and edit fields directly (i.e., using the F9 series of shortcut keys) or you don't know what field switches are or how to use them, read my recent post Let's Talk About Fields, Baby first for a quick primer.

There are a few ways to go about this task. Here's my preference and my vote for the quickest.

First of all, only one Table of Contents in a document can be created from styles. Subsequent TOCs must be created from TC entries (i.e., Marked table of contents entries).

To mark a TOC:
1 - Select the text to mark and press Alt+Shift+O. You'll be prompted with a dialog box that let's you change the selected text only as it will appear in the TOC; enables you to select a TABLE IDENTIFIER and set the level of the entry in the TOC.

If you are going to have multiple tables, use the same table identifier for each entry you want in a given table, and make sure that the identifier is different for entries that belong in different tables.

Repeat this action to mark each entry you need.

To create the TOC from marked entries -- you can quickly do this right on screen:
2 - Place your insertion point where you want the TOC to appear. Type TOC \f X, replacing the 'X' with whatever letter you set as the table identifier you want to use.

3 - Select that text and press Ctrl+F9 to turn it into a field, followed by F9 to update and show the result.

That's it! Repeat the same process for additional TOCs. If you want other customization to the TOC, like how page numbers appear and hyperlinks to the entries ... add the appropriate switches. Remember that you can see a complete list of switches with definitions either by searching the TOC field in Word help or by viewing the Field Code options for the TOC field in the Field dialog box (as explained in the above-referenced article).

Posted by Stephanie

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