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Creating a Table of Authorities or a Bibliography

A table of authorities is like a table of contents for a legal document. It lists the authorities, which are the legal references to other cases, statutes, rules, citations, regulations, amendments, and so on, that appear in the brief. You can also use the Table of Authorities feature to create a bibliography for any document that requires the identification of sources so this feature can be used in many other areas, not just the legal field.

A table of authorities (or bibliography) can be divided into sections to separate the different sources. For example, a typical table of authorities might be divided into sections for cases, statutes, and regulations. A bibliography might have sections for newspaper articles, journal articles, and books.

Before you start marking text in a document, sketch out a rough draft of the table of authorities (or bibliography) so you have an idea of how many sections you need and what they will be called.

You'll need to specify a section when you mark an entry. (This is similar to marking a table of contents entry for a particular level.)

 

Marking the First Authority

 

The first time you mark an entry for inclusion in a table of authorities, you define the actual text to be included in the table, so it's called marking the "full form." As usual, when you're ready to mark the entries, you should turn on Reveal Codes (press Alt+F3) so you can see exactly what you are selecting. You can mark text for a table of authorities in the body text, as well as in footnotes, endnotes, and graphics box captions.

 

Follow these steps to mark an entry as a full form:

1. With Reveal Codes on, select the text that you want to appear in the table of authorities. Take note of nearby formatting codesyou may or may not want to include them in the selection.

2. Choose Tools, Reference, Table of Authorities to display the Table of Authorities tab of the Reference Tools dialog box

Type the name of the section in the Type text box, or click the Type drop-down list arrow and choose an existing name from the list.

3. Click in the Short Form text box and edit the portion of the selected text or just type a one- or two-word abbreviation. The short form is the unique identifier that ties together the first authority and the following occurrences.

 

NOTE:

The short form name must be unique, but it should also be descriptive enough so that you can easily associate the short form name with the full form.

4. Click Create. The Table of Authorities Full Form editing window appears, with the text that you selected at the top of the window.

NOTE:

One of the advantages that the Table of Authorities feature has over the Table of Contents feature is the capability to edit the table entry separately from the text entry. In fact, the table entry can look completely different from the text entry because you can freely add font attributes, indentation, and blank lines whatever you think is necessary to make the entry in the table of authorities easier to read.

5. Edit the text so that it looks exactly the way you want it to appear in the finished table. You can add or remove font attributes, indent text, add hard returns, and so on.

6. When you are finished, click Close. WordPerfect inserts a [ToA ToA] code in the document.

If you later edit a table of authorities entry, the text in the full form won't be modified. You must edit the full form to update the entry for the table. To edit a full form, choose Tools, Reference, Table of Authorities, select the related short form in the "Mark Authorities" section, and then choose Edit. You can also turn on Reveal Codes and double-click Table of Authorities code (either the full form or short form).

When the Edit Full Form dialog box appears, select the full form in the list, and then click OK. This is a little confusing, so stick with me herethe full form is identified by its short form name in the Edit Full Form dialog box.

 

Marking Subsequent Authorities

After you've finished marking the full form, you can go through the document and mark subsequent occurrences with the short form. This step is the quickest because you don't have to select the text you simply click in the text and choose the short form from a list.

 

Follow these steps to mark an authority by using the short form:

1. Click in the authority/text.

2. Click the Short form drop-down list arrow and then select the short form in the list. If theshort form is already displayed, you can skip this step.

3. Click Mark. WordPerfect inserts an abbreviated code in the document: [ToA:,short form text;].

 

Defining and Generating Tables

Just as you did for a table of contents, you have to create a page for the table of authorities (or bibliography) entries. You probably want the entries on a page by themselves, with headings for each section. You can create this page before or after you mark the authorities. When you have defined each section, you're ready to generate the table.

 

Follow these steps to define a table of authorities:

1. If necessary, press Ctrl+Enter to create a new page for the table.

2. If you want to set a page number format for the table of authorities pages, choose Format, Page, Numbering.

3. Click where you want a section of the table to appear.

4. Type a heading for the section, and then press Enter a few times to insert some space between the heading and the entries.

5. Click the Define button on the Table of Authorities feature bar. (If the feature bar isn't displayed right now, choose Tools, Reference, Table of Authorities.) The Define Table of Authorities dialog box appears (see Figure 16.10). The section names that have been used in this document are listed next to the default numbering scheme, which is dot leaders trailing out to the page number at the right margin.

6. Click the section name, and then click Insert. WordPerfect inserts the following text at the insertion point: Table of Authorities will generate here

7. Repeat steps 36 to define the location of each remaining section.

If the next page is the beginning of the body text, make sure you reset the page numbers back to 1 at the top of that page so that the table of authorities pages don't throw off the document page numbers.

 

Customizing the Table of Authorities

By now you're hooked on the capability to customize virtually every aspect of the WordPerfect program, and you wouldn't even consider using another product that offered less flexibility. So, when you define a table of authorities, you expect to have the capability to customize the format of each of its sections. And you doyou can even edit the table of authorities style and then change the defaults for all future tables.

To customize the format of a particular section, select the section in the Define Table of Authorities dialog box.

After you've marked all the entries, defined the location for each section's entries, and made the necessary adjustments in the Edit Table of Authorities dialog box, you're ready to generate the table. If the Table of Authorities tab of the Reference Tools dialog box is displayed, click the Generate button. Otherwise, choose Tools, Reference, Generate (or press Ctrl+F9). Choose to save changes to subdocuments or to build hyperlinks, and then click OK to build the table.

 

CAUTION:

If you've accidentally typed a short form name incorrectly, or if you have short forms that don't have corresponding full forms, you'll get an error message when you generate the table. The problem entry will be preceded by an asterisk in the first section of the table so you can see which entries need repair. If the incorrect short form name has been used, simply delete the short form code and reinsert it. If the full form is missing, find the first occurrence of the authority, delete the full form, and then create a new full form.

WordPerfect searches through the document for each entry and inserts the page number(s) where the entry is found.

 

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