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

Updating the Table of Contents (TOC) will require that you

• close any open subdocuments
• have the master.doc file open and expanded

Note: Updating the TOC cannot be done in the "contents.doc" by itself. Updating the TOC must be done within the expanded "master.doc" file.

To quickly expand the master document, you can press CTRL \ or go to View - Outline and click the Expand Subdocuments button bar in the Outlining Toolbar.

Once the master.doc file is expanded:

• Go to View - Print Layout
• Scroll down to the Table of Contents (TOC) section so that you can update it.

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) when the master.doc file is open and expanded. If you attempt to update them from the subdocuments themselves (i.e contents.doc), they cannot "see" the chapter headings and subheading styles used in the other subdocuments. Doing so produces a "Error! No table of content entries found." message.

Part 2 - Reformatting the TOC to resemble "Appendix H" in the Guide

We will now discuss the steps in restoring the "look" of your TOC. Appendix H in the Guide for Preparing Theses & Dissertations is the model by which we will imitate.

When you update your field, you will notice 3 things happen:

• The blank space between your last subheading and the chapter heading that follows it disappears. (Note: This only happens in versions earlier than 7.2.)

• 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.

• 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 these fields.

• MS Word XP, 2003 and Macintosh OS users can click directly in the field with their mouse cursor.

• MS Word 2000 users may find it easiest to navigate through the fields using their arrow keys and the Home and End keys. Home will move you to the beginning of a line, and End will move you to the end of a line. Clicking in the fields will take you directly to the chapter or subheading.

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.

Step 3 - (only necessary for template versions earlier than 7.2) - Place your cursor after the page number for the last subheading in chapter 1 (position C) and press the ENTER key once. This will put a single blank line between the last subheading and the next chapter heading.

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

If you have more that 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:

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 going to Format - Styles & Formatting and from the pulldown menu at the bottom of the Styles & Formatting window, choose Custom.... Then select the TOC1, TOC2, TOC3 and TOC4 styles so that they are visible for editing. The menu will resemble the diagram below:

Once you've made the styles visible in the formatting menu, you can right click on the style 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).

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.