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ADVANCED MICROSOFT WORD Lesson 17 – Creating Indexes and Tables of

Contents, Figures, and Authorities

Microsoft Office 2003:Advanced

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Objectives

Identify index entries.

Indicate a range of pages for an index entry.

Create an index entry for a cross-reference.

Compile an index.

Update an index.

Create and compile a table of contents using heading styles.

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Objectives

Create and compile a table of contents using fields.

Format a first page differently from subsequent pages.

Update a table of contents.

Insert captions.

Create a table of figures.

Create a table of authorities.

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Terms Used in This Lesson

Caption – A label that identifies an illustration.

Citation – A reference to a specific legal case, statute, or other legal document.

Cross-reference – An index that refers the reader to another index entry. A reference that directs the reader to another place in the text.

Index – An alphabetic listing of pertinent words and phrases that provide a guide for references within the document. Usually at the end of the document.

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Terms Used in This Lesson

Switch – A backlash ( \ ) in a field that gives additional instructions, such as bold format or a level number.

Table of authorities – A list that provides a guide to the citations referenced in a legal document.

Table of contents - A list at the beginning of a document that provides a chronological guide to the contents of a document and their location.

Table of figures - A list that provides a guide to the illustrations in a document.

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Identify Index Entries

First level entries are called the main entries.

Second level entries are called subentries.

First select the text.

Open the Insert menu, point to references, then click Index and Tables. Select the Index tab.

Mark the entry.

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Mark Index Entry – Dialog Box

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XE indicates an index entry.

The index entry text is enclosed in quotation marks.

The “b” and “i” provide instructions for bold and italic character formats. The backslashes (\) are switches.

Index Entry Field

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Use Bookmarks to Indicate a Range of Pages

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Compile an Index

You must compile after you have made all the changes and revisions to your document.

Turn off Show/Hide ¶. Position the insertion point where you want to

insert the index. Open the Insert menu, choose Reference, and

then choose Index and Tables. Select the Index tab.

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Compile an Index

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Create a Table of Contents

Use heading styles.

or

Insert fields.

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Create a Table of Contents

Open the Insert menu, choose Reference, and then choose Index and Tables.

Select the Table of Contents tab.

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Inserting Fields to Create a Table of Contents

Use Fields to create an Index when your document does not have obvious headings.

Position the insertion point where you want to reference a page number.

Open Insert menu, choose Fields.

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Update an Index or a Table of Contents

Turn off Show/Hide ¶. Select the index or the table of contents. Press F9. Word will prompt you to update the page

numbers or to update the entire table of contents.

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Create a Table of Figures

Insert figure captions. Open the Insert menu, choose Reference,

and then choose Index and Tables. Click the Table of Figures tab.

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Inserting a Table of Figures

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Create a Table of Authorities

Mark the citations. Open the Insert menu, choose Reference,

and then choose Index and Tables. Select the Table of Authorities tab.

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Inserting a Table of Authorities

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Time Saver

Word offers a shortcut to quickly return to the last location of the insertion point when the document was closed.

Shift + F5

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Summary

Word has several features for creating lists including tables of contents, indexes, tables of figures, and tables of authorities.

To create an index, you must first identify the index entries.

Make all changes and revisions to a document before creating an index so the page number references will be correct.

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Summary (cont.)

Create more complex index entries using bookmarks and cross-references.

To create a table of contents, you can use the heading styles or you can insert fields.

Press F9 to update an index or a table of contents.

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Summary (cont.)

Word’s caption feature enables you to label and automatically number illustrations throughout a document.

If the illustrations include captions, you can create a table of figures.

To create a table of authorities, you must first mark the citations.

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Homework – Word Lesson 17

Review Questions– True/False– Fill in the blank

Project 17-1 Project 17-2 Project 17-3 Project 17-4