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How to create a table of contents by marking text in Microsoft Word 2010

Summary

How to create a table of contents by marking text in Microsoft Word 2010

One of the most common features of professional documents is the table of contents (TOC). Microsoft Word makes the creation of a table of contents easier by allowing you the option of creating a TOC without using styles and by allowing you to mark a single word or group of words in a particular body of text and add that information to the table of contents.

A table of contents can be generated by using the Lead-in Emphasis feature to apply heading styles to any lead-in text (the first word or words in a paragraph or sentence). By using the Lead-in Emphasis feature, you can create paragraphs where the first portion of the paragraph is formatted with a heading style and appears in the table of contents, but the rest of the paragraph is normal text and does not appear in the table of contents. This article describes how to use this new feature to create a table of contents.

Create Table of Contents

In Word, you can create a table of contents based on a portion of the text in a paragraph without including the whole paragraph. You can mark text by using the Lead-in Emphasis feature with heading styles to include the text in a table of contents .

To insert a table of contents in Microsoft Word , you follow these steps: 

  1. Start Word, and then open your document.
  2. Click an empty paragraph where you want to insert the TOC.
  3. On the Insert menu, point to Reference, and then click Index and Tables.Note In Microsoft Office Word 2007 or in Word 2010, click Table of Contents in the Table of Contentsgroup on the References tab. Then, click Insert Table of Contents.
  4. Click the Table of Contents tab, and then click Show Outlining Toolbar.Note In Word 2007 or in Word 2010, skip this step.
  5. In the Index and Tables dialog box, select the options that you want to apply to your TOC, and then click OK.Note In Word 2007 or in Word 2010, select the options that you want to apply to the TOC in the Table of Contents dialog box, and then click OK.

Note If the text that is contained in your document is not marked to be included in a TOC, you receive the following error message in your document instead of the TOC:

Error! No table of contents entries found.

Mark the Text to Include in the Table of Contents

The next step is to mark the text that you want to include in your TOC by using Lead-in Emphasis with heading styles. Use one or more of the following methods to mark text that you want to include in the TOC.

 

Use Lead-in Emphasis with Heading Styles

  1. Select any lead-in text in your document that you want to include in your TOC. For example, you may have a paragraph that includes lead-in text to introduce the remainder of the paragraph’s text. In the following paragraph, if you want to include the introductory words “Widow and Orphan” in your TOC, just select these words, and then continue with the steps.
    Widow and Orphan: A widow is the last line of a paragraph printed by itself at the top of a page. An orphan is the first line of a paragraph printed by itself at the bottom of a page.
  2. Click the drop-down arrow in the Style box on the Formatting toolbar, and then select the heading that you want.Note In Word 2007 or in Word 2010, click the heading style that you want in the Styles group on the Home tab.
  3. Click Update TOC on the Outlining toolbar to update the TOC.Note In Word 2007 or in Word 2010, click Update Table in the Table of Contents group on the References tab.
  4. In the Update Table of Contents dialog box, click Update the Entire table, and then click OK.Note In Word 2007 or in Word 2010, click Update the Entire table in the Update Table of Contentsdialog box.

If you click Show/Hide on the standard toolbar, note that there are no special characters in the paragraph to indicate lead-in emphasis applied to the text. However, the text formatted as a heading level appears in the document’s TOC. Because no hidden paragraph markers or other items are used, the whole process is seamless. Word uses a new underlying feature named “Linked character styles” to do this.

The heading style applied to the lead-in portion of the document is displayed as a heading style, but it is actually a linked character style. In Word 2002 and later, when you apply a paragraph style to a subset of paragraph, the following behavior occurs:

  • A hidden character style is created that takes the same character properties as the paragraph style being applied.
  • The character style is applied to the selection.

NOTE: The hidden character style created with linked character styles appears in the Style drop-down list if the document is opened and viewed in earlier versions of Word. The functionality of the style separator is lost if the document is saved in an earlier version of Word.

To view the hidden character style, follow these steps:

  1. On the Format menu, click Reveal Formatting.The Reveal Formatting task pane appears.Note To open the Reveal Formatting task pane in Word 2007 or in Word 2010, follow these steps:
    1. Click the Styles dialog box launcher in the Styles group on the Home tab.
    2. In the Styles window, click Style Inspector.
    3. Click Reveal Formatting.
  2. Select the text in your document and notice that exact formatting details appear in the Reveal Formatting task pane.
  3. Select the text that has the character style applied and note that the text appears as a character style in the Reveal Formatting task pane. The linked style appears as Heading Char in the Reveal Formattingtask pane. The actual character style remains hidden in the
    Styles and Formatting task pane or the Style drop-down list on the Formatting toolbar.

Any paragraph style can be used for the linked character style. A paragraph style can be created that looks exactly like the body text paragraph style, and then applied to a portion of a paragraph. In this manner, the text that is used to build the TOC can exactly match the text in the paragraph, assuming the TOC options are modified to include the style for the lead-in text.

Use Style Separators with Heading Styles

The style separator is a new feature to Word 2003 and Word 2002. Style separator tags allow you to do the following:

  • Apply heading styles to a single word or phrase in a paragraph so that only that word or phrase appears in the TOC.
  • Include two styles in a single paragraph so that the lead-in paragraph appears in the TOC.
  • Apply outline levels to lead-in text so that only the lead-in text appears in the TOC.
  • Apply outline levels to a single word or phrase in a paragraph so that only that word or phrase appears in the TOC.

The style separator is a hidden paragraph mark that serves as a delineator between separate styles applied in a document.

To make the style separator mark visible, follow these steps:

  1. On the Tools menu, click Options.
  2. On the View tab, click All under Formatting Marks.

Before you can use the Style Separator feature, you must add the Style Separator button to your toolbar:

  1. Click Customize on the Tools menu.
  2. Click the Commands tab, and then click All Commands in the Categories list.
  3. Locate InsertStyleSeparator in the Commands list, and then drag it to the Formatting toolbar. Click Close.

Note To add the Style Separator button to the toolbar in Office Word 2007 or in Word 2010, follow these steps:

  1. Click the Microsoft Office button, and then click Word Options.
  2. Click Customize.
  3. In the Choose commands from list, click All Commands.
  4. In the list of commands, click Sytle Separator, click Add, and then click OK.

Insert the style separator before you apply the heading style to your text. To do this, use one of the following methods.

Method A: Use Style Separators to add a single word or phrase in a paragraph to the TOC:

  1. As you type, and you reach a word or phrase in a paragraph that you want to include in the TOC, click the Style Separator button. When you click the Style Separator button, the insertion point moves to the right of the separator so that you can continue typing.
  2. Type the word or phrase that you want to include in the TOC, and then click the Style Separatorbutton again.
  3. Select the word or phrase that you want to include in the TOC, click the drop-down arrow in the Stylebox on the Formatting toolbar, and then select the heading that you want.

The word or phrase between the two style separators appears in the TOC.

Method B: Insert the Style Separator between two existing paragraphs:

You can use the style separator between two existing paragraphs so that the first paragraph becomes the lead-in text and appears in the TOC, and the second paragraph is the remainder of the text and does not appear in the TOC. To do this, follow these steps:

  1. Create two paragraphs of text, placing text that you want to appear in the TOC in the first paragraph, the remainder of the text in the second paragraph.
  2. Position the insertion point in the first paragraph, and then click the Style Separator button.The two paragraphs appear to become a single paragraph by converting the paragraph mark at the end of the first paragraph to a style separator. You now have a single compound paragraph, which shows up as two separate paragraphs in Outline view, but which prints as a single paragraph.
  3. Select the text to the left of the separator, click the drop-down arrow in the Style box on the Formatting toolbar, and then select the heading that you want.

The TOC displays only the lead-in portion (the first paragraph) formatted with the heading style.

NOTE: The style separator is a special form of a hidden paragraph mark. Therefore, documents with style separators that are created in Word 2002 and in later versions of Word appear the same in Word 2000 and in Microsoft Word 97 unless you click All under Formatting Marks. If you click All under Formatting Marksin earlier versions of Word, the style separator hidden paragraph mark appears as a normal paragraph mark, and the document will be repaginated.

When you use an earlier version of Word to view documents that have style separators that were created in Word 2002 and in later versions of Word, do not click All under Formatting Marks.

Removing a Heading from the Table of Contents

If you want to remove a heading from the TOC, you can apply a new paragraph style to the marked text:

  1. Select the marked text, click the drop-down arrow in the Style box on the Formatting toolbar, and then select the heading that you want. (Click Normal to remove the heading style.)
  2. Click Update TOC on the Outlining toolbar to update the TOC.Note In Word 2007 or in Word 2010, click Update Table in the Table of Contents group on the References tab.
  3. In the Update Table of Contents dialog box, click Update the Entire table, and then click OK.Note In Word 2007 or in Word 2010, click Update the Entire table in the Update Table of Contentsdialog box.

NOTE: By applying the paragraph style that you want to the whole paragraph, you do not remove the style. You must select the exact text as it appears in the TOC, and then apply the new style.

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How to Manage Email Storage on the Server in Microsoft Outlook 2010

If you use the webmail, or connect to your server via IMAP setting, you are not storing the email in your mail client – you are working with mail directly on the server. So once you delete the email there, it is gone. But if you are using a POP3 setting, your setup is different.

From time to time, my clients ask me why they hit the storage limit for their mail, even if they keep  cleaning out their Outlook mailbox.

The answer is simple – you need to address the mail storage limit on the mail SERVER, not your personal computer, and I bet you have “Leave a copy of messages on the server” enabled.

Imagine that your mail server is the post office, and your mailbox is your Outlook. Now picture this: your email comes to the post office, and is being stored there. A postal worker makes a copy of every piece of mail, leaves a copy at the post office, and delivers the original your mailbox at your home. You may be taking out your bills and junk mail out of your mailbox every day, cleaning it out, to make room for more mail to come in the next day. But if you do not instruct the postal worker to remove the unwanted copies from the post office, they will just keep piling up there, until the post office runs out of room, and is no longer able to receive any new mail. And you will be standing next to your empty mailbox wondering what happened to your mail!

So it’s kind of the same scenario of how your email is being processed between a server and a computer:

  • Mail server receives the email.
  • Your email client (such as Outlook) connects to the server, and if its a POP3 connection, downloads the message to your personal computer.
  • Mail server keeps a copy.
  • YYou maintain your inbox on your personal computer by either keeping, archiving or deleting the message …but what about the server email maintenance?

You may have access to your server mail via webmail, and can decide if you want to delete some of the older and unwanted emails. Sometimes it becomes a tedious task, especially if you receive a large volume of emails.

What you should do is to make a proper setup for your Microsoft Outlook to manage the email storage on the server. When you delete email from the server, it does not remove email messages from your Outlook, if they were already downloaded.

I know some people are worried and feel attached to their email – no pun intended in regards to the “attachments”, and prefer to keep copies “just in case”.

A much better practice would be to compromise on the certain number of days that you may want to keep the email on the server – I have 14 days set for my preferences, but you may want to choose 5, or 30 – just remember to pick a reasonable number that works for the general flow and volume of emails coming your way. In addition, it is wise to Archive your mail  in the outlook to make sure your inbox does not get overstuffed.

4 Steps to Setup Your Email Storage Preferences in Outlook

Here are some screenshots for the Microsoft Outlook (part of Microsoft Office Professional Plus 2010, version 14) mail storage setup.

Step 1: File > Info > Account Settings > Choose Account settings from Additional Drop down

How to Manage Email Storage on the Server in Microsoft Outlook 2010

Step 2. Change Account > More Settings

Change Account More Settings

Step 3.

 

Step 4. Advanced > Delivery > Check “Leave a copy of messages on the server”> Choose X number of days.

outlook_delete_emails_4.gif

If you choose not to store mail on the server, it will download everything straight to your Outlook inbox, and you can manage them all on your personal computer instead. If this is your preferred option, just un-check the Delivery option altogether.

outlook_delete_emails_4a.gif

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Activate Microsoft Office 2019 without Product Key for Free

After a series of preview versions, Microsoft finally came out with an official version of Office 2019. It is stable one, this means you can download and use it right now without worrying about fatal errors which you have gotten in beta versions before. However, I regret to inform that according to the disclosures, Microsoft Office 2019 only works on Windows 10. So if you are using Windows 8.1 or older versions, you will not be able to install it. Honestly, I hate what Microsoft have done to force users to use Windows 10. And I think Office 2016 is still a good choice for casual users.

Activate Microsoft Office 2019 without Product Key for Free

How to Activate Microsoft Office 2019 without Product Key for Free

Step 1: You copy the following code into a new text document.

Click here to copy this code

Then you create a new text document.

office-2016-for-free-6

Step 2: Paste the code into the text file. Then save it as a batch file (named “1click.cmd”).

code-to-activate-microsoft-office-2016

save-code

Step 3: Run the batch file as administrator.

office-2016-free

Please wait…

office-2016-for-free-10

Done! You Office has been activated successfully. Please check activation status again.

office-2019-product-activate

Check the activation status again.

How to Activate Microsoft Office 2019 without Product Key for Free

You can watch this video to know How to Activate Microsoft Office 2019 without Product Key for Free

More information:

  • Here is KMS client key of Office 2019: NMMKJ-6RK4F-KMJVX-8D9MJ-6MWKP.

Source : How to Activate Microsoft Office 2019 without Product Key

You can use Microsoft Toolkit to activate MS Office 2019

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How to Activate Microsoft Office 2010 without Product Key for Free

Step 1: Copy the code below into a new text document.

Click Here to copy this code

Then you create a new text document.

office-2010-for-free-6

Step 2: Paste the code into the text file. Then save it as a batch file (named “1click.cmd”).

code-to-activate-microsoft-office-2010-1

save-code.jpg

Step 3: Run the batch file as administrator.

Run the batch file as administrator.

Please wait…

office-2010-for-free-13

Done!

office-2010-for-free-11-1

Then you check the activation status again.

You can use Microsoft Toolkit to activate MS Office 2010

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How to Recover an Unsaved Excel File

How to Recover an Unsaved Excel File

We have experienced a situation where we have created a Excel file and then accidentally closed it out without saving it. Is it lost forever? Do I have to recreate the entire file over? Those are just a few of the questions that will be flying around in your head. Take a deep breath, and follow the steps below to recover your excel file.

1.You click the File tab => Info =>  Manage Documents.

How to Recover an Unsaved Excel File

2.You select “Recover Unsaved Workbooks” from the drop-down menu.

How to Recover an Unsaved Excel File

3.Click “Open” when you’ve selected the file you want to recover.

4.Click the Save As button and save your Excel file .

You also recover overwritten Excel files

You click on the FILE tab =>  Info  => Manage Versions button you’ll see all autosaved versions of your file.

recover overwritten Excel files

Excel automatically saves versions of the workbook at specified intervals, but only if you’ve made changes to your spreadsheet between these intervals. The name of each version has a date, time and the “(autosave)” note. When you click any of them, it will open along with the most current version of your workbook so that you can compare them and see all the changes.

If the program closed incorrectly, the last autosaved file is labeled with the words (when I closed without saving).

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How to Recover an Unsaved Word Document

Applies to : Microsoft Word 2010, Word 2013, and Word 2016

We have experienced a situation where we have created a Word document and then accidentally closed it out without saving it. Is it lost forever? Do I have to recreate the entire document over? Those are just a few of the questions that will be flying around in your head. Take a deep breath, and follow the steps below to recover your document.

How to recover an unsaved Word document

1.You click the File tab => Info =>  Manage Documents.

How to Recover an Unsaved Word Document

2. You select “Recover Unsaved Documents” from the drop-down menu.

Recover Unsaved Documents

3.Click “Open” when you’ve selected the document you want to recover.

document you want to recover

4.Click the Save As button and save your Word document.

You can watch this video to know How to Recover an Unsaved Word Document :

Change the setting AutoRecover Word

If you would like change the frequency with which Microsoft Word automatically saves a recoverable copy of your document, follow the steps below. The default time is set to 10 minutes.

  1. Click the File tab => Options.
  2. In the Options dialog box you click the Save option located on the left side.Change the setting AutoRecover Word
  3. Under Save documents change the minutes to how often you would like Word to save a recoverable version of your document.
  4. When finished click OK

Here’s hoping that you are able to recover all of your work!

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Tag : How to Recover an Unsaved Word Document

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How to merge two word documents into one

Applies to: Microsoft Word 2010 , Office Word 2007

If you need to cope with Word documents quite often during work, merger of multiple Word documents into one might be required sometimes. You can copy and paste the content directly when the info quantity is not large. But what if it is not that case?

“Insert” tab allows you to subtly merge documents.

Insert tab allows you to subtly merge documents

Locate “Object“, press a small triangle next to it, and click “Text from File” from the dropdown menu.

Text from File

After that, you can select files to be merged into the current document. By pressing and holding Ctrl to select more than one documents.

(Note: Documents placed at the top will be merged in the first place. Therefore, please sort and number each target document in case that you want to keep a certain sequence for your documents. ）

How to merge two word documents into one

This method applies both to Word 2010 and Word 2007. Attention required: Formats will not be necessarily remained when you merging the documents. Please be careful of that.

Tag : how to merge two documents in word , how to merge two word documents

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How to Change Default Font in Outlook

Applies To: Outlook for Office 365 , Outlook 2016 , Outlook 2013 ,

When you set a default font, every new document you open will use the font settings that you selected and set as the default. The default font applies to new documents that are based on the active template, usually Normal.dotm. You can create different templates to use different default font settings.

How to Change Default Font in Outlook

  1. Click File > Options > Mail > Stationery and Fonts…How to Change Default Font in Outlook

  2. Select the font you want to change
    • New mail messages – Sets the default font for original messages you compose.
    • Replying or forwarding messages – You can have a different font on messages you’re forwarding or replying to. This setting is mostly for the two check boxes that let you mark your comments with your name (or other text) or with a different color of text.
    • Composing and reading plain text messages – Plain text messages will be received by the other person with a standard font, but if you want to use a nicer font when you’re writing the message you can. Just understand that font won’t be sent with the message.
  3. Select the options that you want to apply to the default font, such as font style and font size.
  4. Click OK all the way back out to save your changes.Tag : How to Change Default Font in Outlook

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How to Change Default Font in Word for Mac and Windows

Applies to: Office Word 2007 , Microsoft Word 2010 , Microsoft Word 2013 , Microsoft Word 2016

When you set a default font, every new document you open will use the font settings that you selected and set as the default. The default font applies to new documents that are based on the active template, usually Normal.dotm. You can create different templates to use different default font settings.

How to change default font in Word for windows ?

Start with a blank document, or if your document already contains text that is formatted with the properties that you want to use, select that text.

  1. On the Home tab, you click the Font Dialog Box Launcher, and then click the Font tab.How to Change Default Font in Word For Windows
  2. Select the font, point size, and any attributes that you want.How to Change Default Font in Word For Windows 2
  3. Click Set As Default, and set the scope of your changes:
    • Select This document only? if you want your changes to apply to only the current document.
    • Select All documents based on Normal .dotm template? if you want your changes to apply to any document based on the Normal template.Click OK to apply your changes

  4. Click OK to apply your changes.

You can watch this video to know “How to change default font in Word for windows”

How to Change Default Font in Word for Mac

Changing the default font in any template means that the font is used in every new document that is based on that template. For example, the default font for new blank documents is based on the Normal template.

  1. Open the template or a document based on the template whose default settings you want to change.

  2. Under Font, click the font you want to use, and then under Size, click the size you want to use for the body text.How to Change Default Font in Word for Mac

Click Default in the bottom left corner, and then click Yes to apply the change to all new documents based on the template. Click OK when finished.

You can watch this video to know “How to Change Default Font in Word for Mac”

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Tag : How to Change Default Font in Word for Windows , How to Change Default Font in Word for Mac