The purpose of this tutorial is to assist you in updating the Table of Contents within the Microsoft Word Formatting Template (using Word 2007).

Note: It is recommended that you work on the latest template available on the ETD website. You can find it at http://etd.helpdesk.ufl.edu/download.php

Before updating your TOC, make sure to go through the whole document at least once.

Part 1- Updating the Fields

Scroll through the document and right-click your mouse cursor on any of the items in the TOC.

Note: Macintosh users who have only one mouse button should hold down the CTRL key and click once on any of those TOC entries.

From the pop-up menu that appears, select Update Field. Your screen should be similar to the image below:

Reminder Note: As mentioned above, you can only update the TOC, List of Tables (LOT), List of Figures (LOF) and List of Objects (LOO) (if any) . Each of these items are separately updated. For the TOC, you right click on any of the TOC entries to access the Update Field option, for the LOT, you right click on any of the LOT entries, and so on.

Part 2 - Reformatting the TOC to resemble the Graduate School Editorial Office example.

We will now discuss the steps in restoring the "look" of your TOC. As shown in the http://gradschool.ufl.edu/pdf-files/editorial-table-of-contents.pdf is the model we will imitate.

When you update your field, you will notice 2 things happen:

· The Chapter # and Appendix Letter preceding each chapter heading and appendix title will disappear.

· The word "CHAPTER" and the word "APPENDIX" disappear from their respective locations in the TOC.

These were all entered manually and their disappearance is normal. MS Word captures the text formatted with a specific style (in this case 01 CHAPTER TITLE, 02 First-Level Subheading, and so on) and places it in the TOC, LOT or LOF. As a consequence, any text that was entered in those fields before the update gets replaced.

To get your TOC back in the correct format you simply have to re-type those numbers and spaces back in.

Using the image below, follow the steps outlined to restore your TOC to the required format for submission to the Editorial Office.

You will need to physically type in the fields marked A and B. Users can click directly in the field with their mouse cursor. Using the above diagram, follow these steps to make your TOC resemble the image below:

Step 1 - Place your cursor after the page number for the ABSTRACT (position A in the diagram) and hit the ENTER key once. This will place your cursor in a position to type the word CHAPTER.

Step 2 - Place your cursor in front of the title for Chapter 1 (position B). Type 1 and hit the TAB key once. This will automatically align your Chapter title with the first level subheadings.

Repeat Step 2 for all subsequent chapters until all the chapter numbers are in place.

If you have more than one appendix, you will have to add the word APPENDIX. To do this, place the cursor after the page number of the last chapter's subheading and press the ENTER key twice. That will position your cursor so that you can type the word APPENDIX and press the ENTER key once.

Repeat Step 2 for your APPENDIX entries, except instead of typing a number, type the appropriate appendix letter (A, B, C, etc) and press the TAB key once at the beginning of each line.

NOTE: If you have only one appendix you just type the word APPENDIX in front of the appendix title and you don't use the letter "A" to "Number" the appendix.

What you will be left with should look like the diagram below:

TIP:

1. It may be both tedious and frustrating to add the above changes manually every time you update the TOC. Thus it is recommended that these manual changes be made at the very end when you are near completed with your thesis/dissertation.

2. After having made the manual changes to the TOC, the user may feel the need to update the TOC again after having made some finishing touches to his document. To keep your manual changes intact, yet update the page numbers you can do the following. Right click on your TOC and bring up the Update Menu field. If all the title entries are correct, you’ll be provided with an option to update the page numbers only. Select it as shown below.

Selecting this option will update only the page numbers, and keep your manual changes intact.

On the other hand, choosing the option Update Entire Table will remove your manual changes.

If you have any challenges with your document, please feel free to contact us at etd@grove.ufl.edu, visit the Application Support Center in The Hub, Room 224 or call 392-HELP (4357) and choose option 5.

ADDENDUM: Customizing your TOC for Numbered Subheadings

This section has been included to serve as a guide for both users of the formatting template and Consultants on adjusting the indention settings for both numbered and unnumbered chapter titles and subheadings.

First, here is an example of a TOC with numbered chapter titles, but unnumbered subheadings (we will refer to this as Version A):

Second, we present an example of a TOC with numbered chapter titles and numbered subheadings (we will refer to this as Version B):

The values for the text indention are established by modifying the TOC1 - TOC4 formatting styles. The menu can be accessed by clicking on the small arrow at the bottom right as shown in the diagram

You can right click on the styles TOC1, TOC2, TOC3 and TOC4 (you will find these in the list) and choose Modify. Click on the Format button in the lower left corner of the dialogue box and choose Paragraph. This will allow you to modify the indents for the style you've selected. In this example, we are showing the settings for TOC1 which represents the chapter titles in your table of contents. Your dialog box will resemble the image below:

You will then adjust the values in the Left Indent and Hanging Indent fields to achieve the appropriate textual indent for carryover lines, etc. The menu will resemble the image below:

Below is a table showing the values used to configure your TOC heading styles for both versions of the TOC. These values are compliant with the Guide for Preparing Theses and Dissertations and should be followed strictly.

Note: The formatting template has the indents for the unnumbbered subheadings (Version A of the TOC) already pre-programmed. You would only have to adjust the TOC if you have numbered subheadings (Version B).

	Formatting Style	Left Indent	Hanging Indent
Formatting for unnumbered subheadings (Version A)	TOC1 (chapter titles)	0"	0.3"
	TOC2 (1st Level Subhead.)	0.3"	0.15"
	TOC3 (2nd Level Subhead.)	0.6"	0.15"
	TOC4 (3rd Level Subhead.)	0.9"	0.15"
Formatting for numbered subheadings (Version B)	TOC1 (chapter titles)	0"	0.3"
	TOC2 (1st Level Subhead.)	0.3"	0.4"
	TOC3 (2nd Level Subhead.)	0.7"	0.5"
	TOC4 (3rd Level Subhead.)	1.2"	0.6"

Note: To complete your text alignment for Version B, you will have to insert a tab between your subheading number and the subheading title. This can be done in the main text entry, and it will be automatically included when the TOC is updated.

If you have any challenges with your document, please feel free to contact us at etd@grove.ufl.edu, visit the Application Support Center in The Hub, Room 224 or call 392-HELP (4357) and choose option 5.

Academic Technology | University of Florida
Contact: Ken Booth, E-mail: etd@grove.ufl.edu, Phone: (352) 392-HELP (4357)

This page was last updated June 17, 2008 .