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OFF115-Table of Contents &
Table of Authorities Step-byStep – MS Word 2003
May 29, 2009
Presenters

Rachel R. Medina
LSNTAP
Today’s Topics

Section 1: Tables of Contents

Section 2: Tables of Authorities
Objectives for Today

Understand the Benefit of Styles in Tables
of Contents

Learn How to Customize Tables of
Authorities

Reduce Anxiety by Providing a Step-byStep Review of each Process
POLL
Volunteers Needed
Set Up a Style
 Share Preferences for Point Headings
Format
 Share Preferences for Table of Authorities
Categories
 Create and Mark a Citation

Preface to TOC & TOA
Do yourself a favor and get rid of
automatic numbering, bullets, etc…
 Tools>AutoCorrect Options>

Section 1: Table of Contents
Table of Contents
The act of inserting a TOC is easy if…
you’ve properly formatted your document.


How? Insert > Reference > Index and
Tables

When you want to update, Right Click
and Update
Insert | Reference | Index & Tables
Index and Tables Menu
Prepping for TOC

Two Main Options:
◦ Styles
◦ Outlining Format
What are Styles?
Specially crafted packages of formatting
that apply many attributes at once. Instead
of applying each thing individually, you
apply the style once and you're done.
 A precursor to Table of Contents

Styles How To
Format>Styles & Formatting OR
 On your Formatting Toolbar (usually
displayed)

Styles…
FONT
PARAGRAPH
Tab space
after
Aligned at
1.
Indent at:
NUMBERING
Here is a heading that
is very long.
Note you can also set the style for
the paragraph that follows that
particular heading….
Set a “New Style” for each type
of paragraph
THEN, in each Heading Style
select the appropriate “Style for
following paragraph”
Styles in Action

You can assign a style for
◦ Headings and Subheadings

For you: TOC – A Table of Contents is
created by automatically taking everything
named as Heading 1, 2, and 3 and putting
it in order.
Setting Up the TOC Format
Match TOC styles
to Heading styles
MODIFY FONT,
PARAGRAPH,
NUMBERING
WHERE
NECESSARY
Things you don’t want in your Table
of Contents….
If a Heading style was centered, you
should change the corresponding TOC
style to left
 If a Heading style included outline
numbering, the corresponding TOC style
should remove the numbering.

Styles: What You Need to Know
They exist
 If you take the time to create them, you
can easily assign headers and complex
formatting to your document with one
click
 You can check existing documents to see
what Styles you are importing
 Clear Formatting to start over

Outlining Level
Start every document with Outline Level
to easily organize your thoughts and
layout.
 View > Toolbars > Outlining
 Automatically allows you to assign Levels
of text…relates each Level to a Style…
 You can make a TOC with Outlining

A Strong Document..





Appropriate use of Styles
Appropriate use of numbering
Consistent headings and fonts
Pagination relevant to each section
No hanging headers at bottom of pages
TEST YOUR KNOWLEDGE
How do you select a heading style to
modify its format?
 What format features (at a minimum)
should you modify for each heading style?

Section 2: Table of Authorities
Table of Authorities

The act of inserting a TOA is easy if…
you’ve properly categorized and marked
your citations throughout your pleading.

How? Insert > Reference > Index and
Tables

When you want to update, Right Click
and Update
Insert | Reference | Index & Tables
Table of Authorities

HOW? A TOA draws from all of the “marked”
citations in a document. A “marked” citation will be
tagged with special information (which can be modified).

A tag for a citation may look something like this:
U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir.
1973) { TA \l “U.S. v. DiPrima, 472 F.2d 550”
\s “472 F2d. at” \c9 }
Huhh????

What does this mean?
U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir.
1973) { TA \l “U.S. v. DiPrima, 472 F.2d 550”
\s “472 F2d. at” \c9 }
◦ The full or long citation follows the code “ \l ”
 Purpose: Identifies how the citation should look in the TOA
◦ The short citation follows the code “ \s ”
 Purpose: Helps Word Mark All remaining citations for the case.
◦ The last code – “ \c ” is the category number.
 Purpose: Organizes your Table of Authorities into Categories.
Setting Up Categories

Most trial and appellate briefs are likely to
have at least two different categories of
authorities
◦ Here are some sample categories you could
set up before you begin to mark your
citations:





Supreme Court of the United States
Other Federal Authority
State Court Decisions
Statutory Provisions
United States Constitution
Setting Up Categories


Insert>Reference>
Index and Tables>
Mark Citation>
Category,
OR
Alt+Shift+I>Category
The first seven categories
are pre-defined. Scroll down
until you find an unused
option (8, 9, 10, etc.)
Replace the # with your
own custom category.
Marking Citations

For Most Citations
◦ Highlight the first
citation
◦ Insert>Reference>In
dex and Tables>Mark
Citation OR
Alt+Shift+I
◦ Correct your long cite
to remove pinpoint cite
◦ Correct short citations,
so that you can "mark
all“ – e.g., “994 F.2d at”
◦ Select Mark All
Finding the Next Citation

Select “Next Citation”
and Repeat the
Process:
◦
◦
◦
◦
Select Next Citation
Highlight the entry
Alt+Shift+I
Correct your long cite
to remove pinpoint cite
◦ Correct short citations,
so that you can "mark
all“ – e.g., “994 F.2d at”
◦ Select Mark All
Marking Citations

Second Occurrence of same long citation:
◦ Best practice for briefs is to repeat a long
citation if a short citation would be confusing to
the reader – e.g., new page, new subheading, etc.
◦ Treat as a new citation (with a couple twists)
Select Next Citation
Highlight the entry
Alt+Shift+I
BUT – instead of correcting the long and short citation,
simply pick the case from the Short Citation List.
 AND – Select Mark (NOT Mark All)




Marking Citations

Second Occurrence of same long citation example
Marking Citations

Deadling with "Id.___”
◦ Obviously Id. can refer to any case AND you won't find it using
"next citation"
◦ Select Edit>
Find OR Ctrl-F
to search for
cases of "Id."
◦ Simply select
from the
short citation
drop down box
to find the
related case.
◦ Select Mark
TEST YOUR KNOWLEDGE
What is the short-cut for marking
citations?
 What is the purpose of the Short
Citation function in Word? And how do I
create one?

Don’t forget to complete our survey 
THANK YOU
Rachel R. Medina
Training Coordinator
LSNTAP
[email protected]