We’re living in the Information Age. But, unless you can quickly locate your store of information, it’s worthless.
So, if you have Microsoft Word, here’s a simple way to electronically file all your information, so you can retrieve it with a click of your mouse.
Open up a new Word document and type a title describing the category of information you intend to store in it.
Let’s suppose your file title is “Website Design”. If you want to access this file frequently, here’s a simple way to avoid scrolling through to “W” every time.Start your title with the number “1 A” — for example: “1 A Website Design”. That way, it will appear at the start of your document list.
Using the same “1 A” code, followed by the actual title, will position all such documents at the front of the document list.
Then copy and paste all the information you’re keeping in various places in your computer, on that particular subject, into this new document, giving each item a descriptive heading to allow you to readily identify the contents.
I bet you’ve plenty of odd documents scattered around that would benefit from being grouped into a single, readily accessible document. So, once you’ve pasted them all into your new document, you can carry out some spring cleaning. Slimming down your list of documents in this way, will go a long way to help you operate more efficiently.
Once you have all your related information grouped in a single document, each with its own heading, here comes the clever part.
Click on the double A icon on the bottom left of the MS Word toolbar. This will open up a panel on the right of your screen.
Click on the “Show” button at the bottom and select “All styles”.
Scroll down until you see a group of titles: “Heading 1″ through “Heading 9″.
Make sure you only use these headings, as they all contain a hyperlink that makes this system work.
Now go through your document, and highlight every heading, identifying the separate items of information. Each time you highlight a heading, click on “Heading 1″.
If you want to sub-divide your information into sub categories, simply highlight the sub category titles and click on “Heading 2″, and so on.
Once you have assigned a class of heading to all your headings, return to the top of the document and place your cursor at the start of the document, in the centre, and left click.
Then click on “Insert”, on the top toolbar. Then click on “Reference” followed by “Index and Tables”.
A blue box, headed “Index and Tables”, will then appear. Click on the “Table of Contents” tab at the top.
Then check the number of levels shown is the same, or more, than the number of different categories of headings you have chosen. If, not, adjust the number in the “Show levels” box. Finally, click the “OK” button.
A table of contents will now appear, showing all your “Heading1″ titles. If you selected sub headings, by highlighting and clicking on “Heading 2″, these will also appear, indented, below their relevant heading, as will “Heading 3″ headings (if you’ve used them), and so on, up to 9.
This table is hyperlinked. So, place your cursor over any page number, then hold down the “Ctrl” key and left click your mouse and the item related to the heading you have chosen will instantly appear.
If you add further information, later, highlight the heading and click on the relevant heading box, in the same way.
You will then need to update your index, at the top of the document. This is very easy. Simply place your cursor at the top of the index and left click. Then repeat the “Insert”, “Reference”, “Index and Tables” and “Table of Contents” procedure. This time, because you already have an index created, you will be asked if you wish to replace the selected Table of Contents.
Click the “OK” button and the index will instantly be revised to include the information you’ve just added.
You can use the same technique to create an instant table of contents in your e-books. And, as an added bonus, if you convert your book to an Adobe PDF, you will find that a list of interactive bookmarks are automatically created, allowing the reader to jump to any part of the book at the click of a mouse.
Use “Heading 1″ as the chapter number and “Heading 2″ as the chapter title. Any sub headings within the text should be “Heading 3″, and so on.
When using this technique for e-books, you’ll probably prefer a different typeface or size. Fortunately, it’s really easy to alter the appearances of these headings.
Simply, run your cursor over “Heading 1″ in the right hand panel and click on the downward pointing arrow that then appears. This will open up a box where you can change the typeface, size and color, as well as choose bold, italic, underlined, ranged left, centered or ranged right.
You can do this to as many of these nine hyperlinked headings as you wish. That setting will then be good for every heading you create this way.
This means you can develop a consistent “house style” for your books at the click of a mouse. But these settings can be revised at any time, by simply repeating the procedure.
© Copyright 2005 Paul Hooper-Kelly
Paul Hooper-Kelly owns http://AutomaticMillionaires.com/ helping people achieve their dream lifestyle by creating automated websites that provide passive incomes.
Paul publishes a regular newsletter, called “Escape To Freedom”, devoted to helping create a dream lifestyle by setting up multiple streams of passive income. Grab your copy at http://AutomaticMillionaires.com/passiveincomenewsletter.html
Share this with friends:
These icons link to social bookmarking sites where readers can share and discover new web pages.
