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Microsoft Office Suite TechGuides

Insert a Table of Contents in Word using frames

By Mary Ann Richardson, TechRepublic
Thursday, March 09, 2006 03:46 PM

Make your documents easier to navigate by placing a table of contents on every page. Mary Ann Richardson explains how to set up these special tables of contents in Word.

Microsoft Word

Use frames to insert a Table of Contents anywhere in your Word document

Word can automatically build a table of contents that the reader can use to jump to any topic in a document. But why should users have to move to the table of contents page each time they want to navigate to a different section? Instead, why not put the table of contents in a text box on each page so they can access it wherever they may be in the document?

To create a text box that can contain a table of contents you must first convert it to frame. Follow these steps:

Click the Text Box tool in the drawing toolbar.
Click and drag to draw the text box in your document.
Drag the text box out of the drawing canvas.
Select the drawing canvas and click the Delete key.
Right-click the text box's frames and select Format text box.
Click the Text Box tab and select Convert To Frame, then click OK.

Now you can click inside the text box and create a table of contents using the Insert | Reference | Index And Tables menu. You can then copy the text box to a corner of each page. Users can jump to any topic in the table by pressing [Ctrl][Enter].

Microsoft Excel

Create a formula for entering a series of incremental times in Excel

Suppose you're working in Excel and need to record the price of a certain stock every 15 minutes as it is traded over a period of five hours. Rather than manually typing in the time for each recording, you can use a formula to quickly and automatically fill in the time increments for you. Follow these steps to enter 15-minute time increments in the range B1:B20:

Select B1:B20.
Right-click the selection and select Format Cells.
Click Time and select 1:30 PM and click OK.
Click B1 and enter 10:00 AM.
Select B2:B20 and enter =B1+Time(0,15,0)
Press [Ctrl][Enter].

Excel fills the range with 15-minute time increments. You can now enter the data in the corresponding cell range in column C.

Microsoft Access

Use SQL to quickly create a new table from existing records in Access

SQL Server lets you use one command to quickly create a new table containing a subset of records from a larger table. For example, suppose in Access you want to create a phone list for all employees in the Fort Myers region. To do this, you can create a new table containing only the records of Fort Myers employees in the central Employee Records database. Follow these steps:

Open the database containing the Employees table, then click Queries in the objects list in the database window.
Click New | Design View | OK.
Click Close.
Go to Query | SQL Specific | Data Definition.
Enter the following statement:
SELECT [Employee ID], [Last Name], [First Name], Phone, City
INTO Phonelist
FROM Employees
WHERE City="Fort Myers"
Click Run.

Access will insert all employees' records from the Fort Myers office into the new table called Phonelist.