How to Add Table of Contents to My Budget Documents

This tutorial will talk you through the following:

  • How to add Table of Contents to your document
  • How to add entries to Table of Contents
  • How to change indentation
  • How to create TOC Template document using different versions of MS Word

Let's get started

Save the "Step 3" example to your local hard drive. In our case we have used "S:\" disk.



Figure 1


You will notice that the Step 3 example has a few new files, when compared to Step 2:

File

Description

Debt Service Fund.docx,
Report - Debt Service Fund Summary of Revenues and Expenditures.docx

Debt Service Fund budget information and related reports

Enterprise Funds Expenses.docx

Information related to Enterprise Funds Expenses

General Fund Expenditures.docx,
Report - General Fund Expenditures.docx,
Report - General Fund Revenue Sources.docx

General Fund budget information and related reports

Step3a.book, Step3b.book, Step3c.book, Step3d.book

Budget book examples

Table Of Contents Template A.docx

TOC Template created with MS Office 2010 on Windows 7 PC

Table Of Contents Template B.docx

TOC Template created with MS Office 2007 on Vista PC

Table of Contents Template C.doc

TOC Template created with MS Office 2003 on Windows XP PC.
File saved in legacy ".doc" format.

 

The Table of Contents (TOC) could exist at any place in your budget document. Although usually it is somewhere at the beginning of budget document, just after cover page, or it might be at the end of the document if that is your policy.

Adding a TOC is as easy as adding another section, to you budget.book file which, points to a TOC Template document that has a TOC Field.

In this example, we have provided a few templates, but we encourage you to try creating your own. It is simple. Just follow steps outlined in the "How to create TOC template" article.


Hands on TOC

In this topic we will use the Step3a.book file:

  1. Open Step3a.book file and look around;
  2. What you will find is that we have added new Section to the Step3a.book file, at the point where the Table of Contents should be presented in a budget document.
    The section is right after "City of Dallas City Council" section with name "TOC" and it uses "Table Of Contents Template A.docx" template:

    <Section  Name="City of Dallas City Council"
              NodePath="City of Dallas City Council.docx"
              PageBreakAfter="True"
              FooterPath="Footer - Page Numbers.docx"/>
    <!--This is Table Of Contents section -->
    <Section  Name="TOC"
              NodePath="Table Of Contents Template A.docx"
              PageBreakAfter="True"
              FooterPath="Footer - Page Numbers.docx"/>

 

  1. Looking further through budget book you will find that, to list a section as an entry in the TOC you will need to specify the name of the TOC entry in the MainTOCEntryName attribute.

    In our case the "Enterprise Funds Expenses" section is listed as "Enterprise Fund" and "Debt Service Fund" listed as "Debt Service Fund"

    <!--Following section included in to TOC -->
    <Section  Name="Enterprise Funds Expenses"
              MainTOCEntryName="Enterprise Fund"
              NodePath="Enterprise Funds Expenses.docx"
              PageBreakAfter="True"
              FooterPath="Footer - Page Numbers.docx"/>
    <!--Following section included in to TOC -->
    <Section  Name="Debt Service Fund"
              MainTOCEntryName="Debt Service Fund"
              NodePath="Debt Service Fund.docx"
              PageBreakAfter="True"
              FooterPath="Footer - Page Numbers.docx"

 

  1. Save your budget.book file if you have made any changes.
  2. Start the Budget In Brief application. Go through the Step 1 Tutorial if you need help on how to do this.

    Select "S:\Step 3\Step3a.book" and click "Create Document" button.


Figure 2

  1. Open the newly created budget document "City of Dallas Texas Budget In Brief.docx".
  2. Navigate to the TOC page.
  3. You will find a populated TOC Filed 



Figure 3

 

  1. When you make changes to the Budget In Brief generated documents manually, do not forget to update the table of contents, so that it can recalculate correct page numbers.
    To do this, click the right mouse button on TOC field and select Update field to re-populate TOC item.
    The TOC will be refreshed with new entries (if they were added) and the updated page numbers.



Figure 4

 

  1. Don't forget to save the document with updated information.

Note: If you decide to change the page format for your final budget document, for instance increase margins or chance page size from Letter to Legal, you would need to return and update TOC field so MS Word could recalculate page numbers for you.

 

Note: Microsoft Word does not automatically update the TOC field, you need to update it manually by pressing F9 or as we discussed above.

Setting TOC entry level 


In this topic we will use the Step3b.book file.

There might be cases where you would need to control indentation or level of the TOC entries. That can be achieved by manually specifying the level.

In the Step3b.book file you can see that the "General Fund Expenditures" section will be listed as "C:1:General Fund" on Level 1 while "report for General Fund Revenue Sources" will be listed as "C:2:General Fund Revenue Sources Report" at Level 2.

Note: "C:1:" – means level one,. "C:2:" – level two and so on

    <!--Following section included in to TOC -->
    <Section  Name="General Fund Expenditures"
              MainTOCEntryName="C:1:General Fund"
              NodePath="General Fund Expenditures.docx"
              PageBreakAfter="True"
              FooterPath="Footer - Page Numbers.docx"/>
    <!--Following section included in to TOC on level 2 -->
    <Section  Name="Report - General Fund Expenditures"
              MainTOCEntryName="C:2:General Fund Expenditures Report"
              NodePath="Report - General Fund Expenditures.docx"
              PageBreakAfter="True"
              FooterPath="Footer - Page Numbers.docx"/>
    <!--Following section included in to TOC on level 2  -->
    <Section  Name="Report - General Fund Revenue Sources"
              MainTOCEntryName="C:2:General Fund Revenue Sources Report"
              NodePath="Report - General Fund Revenue Sources.docx"
              PageBreakAfter="True"
              FooterPath="Footer - Page Numbers.docx"/>

 

  1. Launch the Budget In Brief application, if it is not yet running.
  2. Select the Step3b.book file.
  3. Click the "Create Document" button.
  4. Open the "City of Dallas Texas Budget In Brief.docx" document.
  5. Navigate to the TOC section.
  6. Look at TOC.
  7. You will see that the TOC has two new entries on the second level.


Figure 5

  1. Save the budget document for future use

 

We would highly encourage you to look at our "How to create TOC template" article, it is very easy to make your own template.
But if you do not want to look, we can tell you a little secret; our users have been copying our templates for years without bothering to create new ones, why reinvent a wheel? We will understand.

 

Thank you again

Big thank you to the City of Dallas Texas! You can find the original City of Dallas Texas - 2003 Budget In Brief document in the Originals folder, in our case it is "S:\Step 1\Originals". You may also visit the City of Dallas budget page at this URL: http://www.dallascityhall.com/Budget/adopted_0203.html


 


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