expedienceblog

Navigation 3 Ways

 
We now have a beautifully written and formatted master library document perfectly organized with the following distinctive labels:
If you formatted these labels using Word’s Heading Styles (either the built-in styles or even just based on them), you will have several methods of navigation that will work automatically for you.   
METHOD 1:  Custom TOC

The first, tried-and-true method is to generate a Table-of-Contents with hyperlinks.
Go to the ‘References’ tab and click on the Table of Contents drop-down.
Navigate DIY Content Library with Custom TOC
Select one one of the ‘Automatic Table’ selections.  We will customize the appearance shortly.
The first thing I want to do is format the labels so I can identify them more easily.  I think I will match the color of the TOC entries to match the labels in the document.
To do this simply directly format one of the TOC labels, find its TOC level style name in the style pane, and click ‘Update to match…’

For instance,  here is TOC level one formatted as purple:
Color code TOC
And its TOC 1 style updated to match:
Or  you select the TOC style and click ‘Modify…’ to change its appearance.  Here I have modified TOC level 2 style to be bold and blue:
Here is the fully formatted Table of Contents:
Fully formatted Table of Contents for DIY Content Library
To add the description to the Table of Contents, go back to the ‘References’ tag, click on ‘Table of Contents’ dropdown, and select ‘Custom Table of Contents’
Set ‘Show Levels’ to 4.  Make sure that ‘Use hyperlinks’ is checked:
Here is the finished Table of Contents, with TOC 4 updated as well:
To navigate to a page, Control+Click on the page number.

METHOD 2:  Navigation Pane
Word’s built-in Navigation pane is one of the easiest ways to leverage your organization structure.  

To view the Navigation pane check the ‘Navigation Pane’ checkbox on the ‘View’ tab:
Navigate DIY Content Library with Navigation Pane
Or simply enter Control+F.   Click on the ‘Headings’ tab to view an outline of the document.

Click on an item of the pane and you will be taken to that label in the document.
Click on Navigation pane label
You can also right click on the item and click ‘Select Heading and Content’ from the popup menu:
But be sure to deselect the Heading before copying and pasting!
METHOD 3:  Search Results Pane
Using the same navigation pane, we can enter text into the search box and click the ‘Search’ icon or click the ‘Enter’ key.   Here I have searched for the text ‘profit sharing’ and the navigation pane has highlighted the heading ‘Incentive Packages’ and highlighted the matched text in the document:
Navigate DIY Content Library with Search Pane
You can set the navigation pane to show thumbnails of the pages in which the text is found:
Set navigation pane to show thumbnails of pages
Or to display snapshots of the context in which the text was found.
Set navigation pane to show snapshots of search results.
You can search for text that is contained within the reusable content.  If you have included descriptions in your Library document, you can also search for items included in the descriptions, such as special terms that refer to the content and information about the author of the content and the date of its last update.

 

 

 

Sample Library Structures
You asked for it: How can you search for text in ...

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Saturday, 21 October 2017

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