TOC entries missing from Navigation Pane in Word 2010

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I have a document that has entries that are marked for TOC using heading style 1 and other entries that are manually marked with a field code to only include part of the paragraph. The TOC is a manual TOC and I clicked on insert TOC and on options I checked Table Entry Fields. The manual entries show up in my TOC but they are not in the navigation pane. How can I get them to show up there? I want users to be able to click on an entry in the navigation pane to be taken to the text in the partial paragraphs. I can’t use a heading style because then includes the entire paragraph in the TOC.

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Is there a reason for doing your ‘other’ entries that way instead of using the built-in Styles with a Style separator for the content that’s not to be included?

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

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Only because I didn’t know there was such a thing. I had to Google how to mark just part of a paragraph for the TOC. Styles are NOT my strong suit. Leave it to me to do it the hard way first.

I Googled the style separator and found the tutorial Understanding Styles in Microsoft Word edited by Charles Kenyon so I know how to insert the style separator. But I’m still stumped. This is what I’m trying to do:

1. Callan, James R. – Cleansed by Fire: Father Frank Mysteries Book 1
2. Emmerich, Lars – The Incident Episode 1: A Sam Jameson Serial Thriller
3. Tan, Anne R. – Raining Men and Corpses: A Raina Sun Mystery

I just want to mark the names at the beginning of the line for TOC but when I use the style separator it turns off the numbering and I can’t get it fixed (unless I manipulate the numbering value). And I don’t have a style for a numbered list. I opened the styles window and checked the list but it’s not there so I don’t know what to do. I thought there was supposed to be one.

I appreciate any help you can provide. Thanks!

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Taking as an example:
1. Callan, James R. – Cleansed by Fire: Father Frank Mysteries Book 1¶
If you split this into two paragraphs:
1. Callan, James R.¶
– Cleansed by Fire: Father Frank Mysteries Book 1¶
where only the first paragraph is in the relevant Heading Style, then press Ctrl-Alt-Enter anywhere in the first paragraph, it should revert to:
1. Callan, James R. ¶ – Cleansed by Fire: Father Frank Mysteries Book 1¶
with the first ¶ formatted as hidden.

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

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Sorry, it’s still not working. I added the extra hard returns, highlighted each name and clicked Heading 1 and got the names into the nav pane. So far, so good. But it was also putting the numbers in there too. So I added a hard return before the name and that took out the numbers but it also messed up the numbering again. Now, I only have odd numbers in the list. I tried right clicking on number 3 and telling it to continue numbering but that didn’t change anything. The only other option is to restart numbering which set it back to 1 so I had 2 number 1’s back to back. I guess worst case scenario I could do away with a numbered list and just have it all alphabetical. It’s going to be alphabetical anyway but it was going to be numbered as well since the list will keep growing and will be easier to refer to by number.

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naiveblueeyes,

I’ve attached a document that has an example of what you’ll need to do to number a paragraph yet only have the name appear in the Navigation Pane or a TOC. It requires patience and, as folks have pointed out, an understanding of styles. (Link is at the bottom of this message.)

42852-nav-pane-with-names-only

The document itself has other bits of useful info about this process.
HTH Kim :bananas:

42853-formatting-for-TOC-and-Nav-Pane

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I think you need to learn how to use Styles properly.Starting with:
1. Callan, James R. – Cleansed by Fire: Father Frank Mysteries Book 1¶
If you split this into two paragraphs and get:
1. Callan, James R.¶
2. – Cleansed by Fire: Father Frank Mysteries Book 1¶
Simply apply a different Style to the second paragraph; one without the number. If you want, you can create a Style for this that looks like the Heading Style in all respects except the number.

See:
http://www.addbalance.com/usersguide/styles.htm
https://support.office.com/en-nz/article/style-basics-in-word-d382f84d-5c38-4444-98a5-9cbb6ede1ba4
https://support.office.com/en-us/article/Customize-styles-in-Word-d38d6e47-f6fc-48eb-a607-1eb120dec563
http://www.pcworld.com/article/260668/10_microsoft_word_style_secrets.html

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

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I’m sorry that I don’t understand styles like I should. Word wasn’t offered when I was in school or college and the little I do know about styles and Word I’ve just picked up from working with it over the years. I will study these links and if I can’t figure it out I will just leave off the numbered list. Thanks for your help.

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Word didn’t even exist when I was at school. Even PCs didn’t exist back then… Like you, everything I know about Word “I’ve just picked up from working with it over the years.”

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

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I’m like Paul. When I was in school the slickest thing generally available was an electric typewriter. There were computers but they required air conditioned rooms of their own. Memory typewriters were available for about $10,000.00. Besides, most college-level Word courses I’ve seen seem to be more about the gee-gaws in Word rather than on how to make it work for you.

Yes, you do want to learn Styles. They are at the heart of how Word formats text. As you can see, they can also be used to simply mark text for other features as well.

Once you have styles down, check out AutoMatic Numbering. I don’t know that will help you with your current problem, though. It must be linked to styles to work properly, though. http://www.shaunakelly.com/word/numbering/numbering20072010.html

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I’m not ignoring all of you. I just haven’t had time to deal with any of this. I’ve got a lot of family stuff going on right now. I will get back to you as soon as I can. Thanks!

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Sorry for the delayed response. I finally got the TOC completed. I finally just had to leave off the number since I was never able to get that part to work. Other than that it worked fine. Not sure what I was doing wrong but I’ll figure it out someday. Thanks for all your help and patience! Merry Christmas everyone!

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naiveblueeyes,

After the holidays and when you have time, take a look at the document I posted. It illustrates how to have a numbered list where the numbers don’t appear in the TOC or Nav Pane. It requires two style separators within one paragraph. Happy holidays.

Cheers, Kim

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Yes, I did it exactly as you had it posted in the document but the numbering was still off. I tried everything I could think of and finally gave up. In the big scheme of things it’s not that important to have numbers in the TOC. There’s more important things to worry about right now. My dad starts radiation for prostate cancer in a few weeks so I’m not going to lose any more time worrying about this. But I have been using styles in all of my stuff now so hopefully I won’t have any more issues in future things. And when I edit any existing documents I’m adding styles to them (some in stages because they were quite large).

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I finally got the TOC completed. I finally just had to leave off the number since I was never able to get that part to work. Other than that it worked fine. Not sure what I was doing wrong but I’ll figure it out someday.

If you care to attach an extract from your document with just the problem headings, we could look at it and tell you how to get the numbers working.

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

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Ok, it’s attached. I appreciate the help!!

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naiveblueeyes,

Ah. I think I misunderstood an important bit. You wanted it to appear in the Nav Pane without numbers but in the TOC with numbers. Is that correct?

Cheers, Kim

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Actually, it doesn’t really need to have the numbers in the Nav Pane or the TOC as long as they are in the body of the document. He can click on the name in the Nav Pane or TOC or on the main section header and then when he’s in that section I can direct him by the number at that point if needed. Numbers in the Nav Pane & TOC would just clutter it up a bit more. I attached an excerpt to a previous post if you want to check it out.

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Hi naiveblueeyes,

The problem is that you have a paragraph in the List Number Style (with Style Separator) preceding the Heading 2 Style, whereas all you needed was to apply list numbering to the Heading 2 Style. What you’ve done is thus quite different from what I said is posts #2, #4 & #6.

I suggest you delete the List Number paragraphs preceding the Heading 2 Style, then apply list numbering to the Heading 2 Style. To do that, select any Heading 2 Style content, click on the ‘Numbering’ button on the Ribbon’s Home tab, adjust the indenting to suit your requirements, then right-click and choose Styles>Update Heading 2 to Match Selection.

I’d also recommend using a Style other than the List Number & Heading 2 Styles for the book titles.

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

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naiveblueeyes,

You were ALMOST there. Take a look at the edit of the document you posted at the bottom of this post. Basically, there are THREE styles in each paragraph.

In your document, the first style is list number (causing a number to appear). The second style is Heading 2 style (causing the entry to appear in the Nav Pane and TOC).

But the third style is ALSO List Number–this is what’s causing the numbering to skip in your list. Even though the number doesn’t appear, the list number style still increments a number in the sequence, causing your list to seem to skip a number.

In my redo, I simply applied Body Text as the third style. This straightens out the numbering.

So…
The first style–List Number–supplies the number.
The second style–Heading 2–makes the author’s name appear in the Nav Pane and the TOC.
The third style–Body Text–allows you to type text in the paragraph that will not appear in the Nav Pane/TOC, and will not cause the list numbering to increment.

This is an exceptionally unusual method of applying styles and numbering, and is intended to address what you seemed to request. However, what macropod describes is much more straightforward, easier to achieve, and less prone to confusion.

Having said all that, here’s the document: 43008-Excerpt-from-Dads-Booklist-REDO
HTH, and if you have any further questions, just ask. Kim :bananas:

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Thanks for all the help macropod and kmurdock! I finally got it working perfectly!!

macropod, I tried it the way you suggested and while it worked it gave me continuous numbers in all sections of my document as well as the Nav Pane and TOC. I could manage with that but it might confuse my dad to have the numbers continue from one section into the next.

I ended up using kmurdock’s instructions (applied correctly) and it gave me what I was looking for. Even though it’s a convoluted and confusing way of doing it, it works for me. I always tend to do things the hard way 🙂

kmurdock, I figured out what I was initially doing wrong with your instructions. I didn’t have all my styles showing (just the recommended styles). So I used List Paragraph instead of List Number (since I didn’t think I had List Number). Last night, after I set it to all styles and applied List Number it worked! BUT I was so tired when I was working on it that I missed the last step and forgot to add the body text 🙁 Otherwise, we could have avoided all of this today. So sorry to have wasted all of your time!

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macropod, I tried it the way you suggested and while it worked it gave me continuous numbers in all sections of my document as well as the Nav Pane and TOC.

Which just goes to show you really do need to learn how to use Styles properly. The solution is quite simple.

Cheers,
Paul Edstein
[Fmr MS MVP - Word]

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naiveblueeyes,

I enjoyed the challenge. It’s quite amazing to find what you can and can’t do with Word. So, not a waste of my time at all. And I’m glad it’s going to suit your dad. 🙂

Kim

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