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Thread : Word TOC Style Separator
From : KT
To : All
7.1

My firm does not have any Word macros.  I need to do a Table of Contents with only the first part of the heading in the table of contents, not the whole paragraph.  Someone told me to use the StyleSeparator but I can't find it.

How can I create a Table of Contents that just includes the first part of the paragraph when I am using a numbered outline?

Posted by : KT Posted Date : May 20, 2010 Viewed : 17045
From : Laura Leader
May 20, 2010   3:21 AM
To : KT
(1 of 3)
7.2 in reply to 7.1

If you have Word 2002 or higher the Style separator is your best bet for handling a paragraph formatted with outline numbering.  Basically, you are breaking the paragraph in two and leaving the outline level style on the first half (that you DO want in the table of contents) and putting a body text type style on the second half, so the table of contents won't pick up that text.

I would make sure Show/Hide is ON so you can SEE what it’s doing.  (It’s the paragraph mark on the Home tab or press Ctrl+Shift+8 to toggle it on/off)
 
NOW you are ready.  IMO, this is a major pain to do on ever paragraph w/out a macro but here are the steps:
 
1)      Go to the paragraph you need to “split” – make sure it has the numbered style on it.
 
2)      Press enter where you want to split it into two.
 
3)      Change the style for the lower half to something that will not go in the Table of Contents – I usually use Body Text
(If you can't see where to pick body text, try pressing Ctrl+Shift+S for the floating styles box and type body text as the style name)
 
4)      Move your cursor back up to the top paragraph that should be your heading.  And with it anywhere in that paragraph, press Ctrl+Alt+Enter.

It will turn the paragraph mark at the end of that paragraph into a style separator, and pull the second paragraph up to the end of the first one so they look and print like one,  but technically they are two separate paragraphs with two separate styles and only the “heading/numbered” style will get picked up by the TOC.  If you have show/hide on you will see the style separator -- it looks like a paragraph mark with a dotted line around it.
 
GOOD LUCK!
 
If you’re curious about how macros make this so much easier I have an online video of our numbering toolbar here:
 
It’s for 2003 so the 2007 one looks different but has all the same features/behavior.  It has a Table of Contents down the left and the RUN IN HEADINGS is the part you’re interested in.  If you decide to watch is make sure you let it load all the way before clicking around on the TOC on the left or it will freeze up.  (You see a little white line below the video moving along by the play button that shows you how far it has loaded.)
Posted by : Laura Leader Posted Date : May 20, 2010
From : KT
May 20, 2010   3:26 AM
To : Laura Leader
(2 of 3)
7.3 in reply to 7.2

Thanks.  Is there a way to do this with the mouse instead of pressing the Ctrl+Alt+Enter on the keyboard?  (I have to take a test on a computer and they won't let me use keystrokes.)

Posted by : KT Posted Date : May 20, 2010
From : Laura Leader
May 20, 2010   3:34 AM
To : KT
(3 of 3)
7.4 in reply to 7.3

Yes, but you will have to add a button for the Style Separator to a toolbar.

In Word 2002/3 :
Right Cick the in the toolbar area.
Choose Customize.
Choose ALL COMMANDS for the category list on the left.
Scroll down on the right to find InsertStyleSeparator
Drag InsertStyleSeparator to any toolbar.
Choose OK to close the Customize Toolbar dialog box.
 

In Word 2007
You'll need to add it to the Quick Access Toolbar (QAT).
Click the pull down arrow at the right edge of the QAT (located in the upper right by the office button, or right below the Word ribbon) toolbar
Choose More Commands. 
Once in the dialog box, change the Choose Commands drop down to ALL COMMANDS. 
Scroll down to Style Separator and click the arrows to add it to the QAT.
Choose OK to close out ot the dialog box.

Posted by : Laura Leader Posted Date : May 20, 2010
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