WD: Word Lists Unused TOC and Index Styles

• Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
• Microsoft Word for Windows 95, versions 7.0, 7.0a
• Microsoft Word 97 for Windows
• Microsoft Word for the Macintosh, version 6.0, 6.0.1, 6.0.1a
• Microsoft Word 98 Macintosh Edition

SYMPTOMS

When you insert a table of contents (TOC), table of authorities, table of figures, or index in a document, Microsoft Word adds all levels of table or index styles to the Styles list, regardless of whether the style is actually used in your document.

NOTE: This article uses the word "table" to mean table of figures, authorities, contents, or other list you create using the Index And Tables command on the Insert menu.

CAUSE

This behavior is by design. Word features built-in formats for indexes and tables, such as Elegant, Classic, Formal, and Modern; these formats are actually a collection of predefined styles.

When you select a format for your index or table, Word lists all the styles associated with that format. This prevents the styles from getting mixed up with those for another format in a different table or index. By listing all the styles, Word maintains consistency in your indexes or tables and prevents the mixing of style definitions for different levels of your index or table.

For example, if your document contains a four-level table of figures that you formatted with the Classic format, and then you add a two-level table of figures and format it with the Modern format, Word redefines all the styles, whether they are currently in use or not. As a result, Word reformats your entire first table--not just the first two levels. In other words, Word maintains a consistent look throughout all the tables and indexes in your document.

NOTE: If Word did NOT redefine all the style levels, some levels would contain formatting that did not match the formatting in the other levels. The following diagrams illustrate this idea.

Table A (Created Before Table B)

Level 1 <Classic format> Level 2 <Classic format> Level 3 <Classic format> Level 4 <Classic format>

Table B (You Change from Classic to Modern Format)

Level 1 <Modern format> Level 2 <Modern format>

After you create Table B, Word correctly reformats Table A as follows.

Table A

Level 1 <Modern format> Level 2 <Modern format> Level 3 <Modern format> Level 4 <Modern format>

If Word did not replace all the style definitions when you switched to Modern format, Table A would incorrectly look like this.

Table A (Hypothetical: This Is Not How Word Formats Your Table)

level 1 <Modern format> level 2 <Modern format> level 3 <Classic format> level 4 <Classic format>

WORKAROUND

To delete any unwanted styles from your document, follow these steps:

1. On the Format menu, click Style.

2. In the List box, select Styles In Use.

3. Select each unwanted style and click Delete. Repeat this step until you have deleted all the unwanted styles, then click Close.