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Table of Authorities in Lexis for Microsoft Office

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Document ID HT5713

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  • Lexis® for Microsoft® Office

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  • Product Features

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The Prepare TOA and Update TOA features in Lexis® for Microsoft® Office creates a list of all the documents cited in your document. You can insert the Table of Authorities anywhere in your document in the format you select in the formatting options. 

The Lexis for Microsoft Office Table of Authorities is not the Microsoft® Word Table of Authorities.

Note: The Table of Authorities features are not available in Microsoft Outlook or the Word Online (i.e., using Word through a browser) version of Lexis for Microsoft Office.

 

Prepare TOA
Update TOA Page Numbers Only
Add or Edit Table of Authorities Headings
Citation Formats in the Table of Authorities
Navigate to the Table of Authorities
Delete Citations from the Table of Authorities 		 Update TOA
Associate Citations
Move Citations Within the Table of Authorities 
Add Citations to the Table of Authorities
Format Options
Emailing and Printing Reports

 

Prepare TOA 

 

The preview appears in the right pane and allows you to add or citations, make changes to citation placement in the Table of Authorities, delete citations with deleting them from the body of your document, and add / edit headings.
 

Take the following steps to prepare your Table of Authorities:

  1. Click Prepare TOA.
    Note: If you are using Lexis for Microsoft Office on a Mac, click the drop-down arrow below Check Cite Format and click Prepare TOA.
  2. Make any adjustments in the preview pane.
  3. Click Insert TOA.
 

Once added to your document, the page numbers in the table of authorities are hyperlinks to the location of the reference within your document. They are not highlighted and underlined in the document. Hover your cursor over the page number and left click to jump to that portion of the document. Select Scroll to Table of Authorities under Update TOA on the LexisNexis® ribbon to return to the Table of Authorities.

Note: When you use Append Cited Docs after creating the Table of Authorities, links to the appended document are added to the Table of Authorities. If you used the Append Cited Docs feature before creating your Table of Authorities, the links created by the Append Cited Docs feature are removed from the body of the document when you create the Table of Authorities and the Table of Authorities does not have the links to the documents. The appendix is not removed. For more information about Append Cited Docs, see Append Cited Docs in Lexis for Microsoft Office .
 

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Update TOA 

 

Once you insert a Table of Authorities into your document, the button dynamically changes to Update TOA. If you add new citations to your document after inserting the Table of Authorities, click Update TOA to update the Table of Authorities with the new citations.

Take the following steps to update your Table of Authorities:

  1. Add new citations to your document.
  2. Click the Update TOA button or select Update Table of Authorities from the drop-down menu.
    Note: If you are using Lexis for Microsoft Office on a Mac, click the drop-down arrow below Check Cite Format and click Update TOA.
  3. Add headings or move the citations, if necessary.
  4. Click Update TOA.
 

Once added to your document, the page numbers in the table of authorities are hyperlinks to the location of the reference within your document. They are not highlighted and underlined in the document. Hover your cursor over the page number and left click to jump to that portion of the document. You may need to press Ctrl while clicking.

While viewing the body of the document, select Scroll to Table of Authorities under Update TOA on the LexisNexis® ribbon to return to the Table of Authorities.
 

Note: If you used the Append Cited Docs feature before updating your Table of Authorities, the links created by the Append Cited Docs feature are removed when you update the Table of Authorities. The appendix is not removed. For more information about Append Cited Docs, see Append Cited Docs in Lexis for Microsoft Office .
 

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Update TOA Page Numbers Only 

 

Once you insert a Table of Authorities into your document, the button dynamically changes to Update TOA. If you edit your document and existing citations are moved to a different page, you can use the Update Table of Authorities Page Numbers Only feature to update the page numbers.

Click the Update TOA drop-down menu and select Update Table of Authorities Page Numbers Only. Lexis for Microsoft Office analyzes your document and makes updates to the page numbers where the citations appear. You do not see the TOA preview window using this update feature.

 

Note: If you used the Append Cited Docs feature before updating your Table of Authorities, the links created by the Append Cited Docs feature are removed when you update the Table of Authorities. The appendix is not removed. For more information about Append Cited Docs, see Append Cited Docs in Lexis for Microsoft Office .
 

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Associate Citations 

 

Associate Citations lets you combine entries in your Table of Authorities when you've used a permissible short form citation format throughout your document.

For example, if the first citation to a rule in your document is Fed. R. Civ. P. 26 and you use Rule 26 throughout the rest of your document, the Table of Authorities feature lists the long format and short format separately. You can use Associate Citations to combine those into one item in your Table of Authorities.
 
Take the following steps to associate a citation with another citation in the Table of Authorities:

  1. While viewing the Table of Authorities report in the LexisNexis pane, select the citation you want to combine with another citation, such as the short form of a citation.
  2. Click Manage Citations.
  3. Select Associate Citations.
  4. Select the citation you want to associate with the selected citation.
  5. Click Ok.
  6. Click Remove to remove the short citation reference to the Table of Authorities.
 

Only one version of the citation appears in the Table of Authorities and the page numbers are combined for the remaining citation. For example, if you cited Rule 26 on page 3 of your document and Fed. R. Civ. P. 26 is cited on page 1 of your document, when you associate Rule 26 with Fed. R. Civ. P. 26, pages 1 and 3 are displayed in the Table of Authorities for Fed. R. Civ. P. 26..
 

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Add or Edit Table of Authorities Headings 


The Table of Authorities feature automatically adds headings to separate your citations. The headings are determined based on the Format Options you selected for the Table of Authorities layout. However, you can add your own headings to the Table of Authorities.

Take the following steps to add your own headings to the Table of Authorities:

  1. Click Prepare TOA. If your document already includes the Table of Authorities, click Update TOA.
    Note: If you are using Lexis for Microsoft Office on a Mac, click the drop-down arrow below Check Cite Format and click Prepare TOA or Update TOA.
  2. Click Add Heading at the top of the Table of Authorities pane.
  3. Enter a new heading in the Add new heading to Table of Authorities field.
  4. Click Add.
  5. Click on the up or down arrow on the new heading to move the heading to the desired position.
  6. When you have completed all the necessary changes in the Table of Authorities, click Update TOA.

 

When you add a new heading, citations are not automatically added under the new heading. To move citations to your new heading, see Move Citations Within in the Table of Authorities below.

Take the following steps to edit the name of a heading in your Table of Authorities:

  1. Click Prepare TOA. If your document already includes the Table of Authorities, click Update TOA.
    Note: If you are using Lexis for Microsoft Office on a Mac, click the drop-down arrow below Check Cite Format and click Prepare TOA or Update TOA.
  2. Click the heading you want to edit.
  3. Click the Edit button.
  4. Make the changes you want to make.
  5. Press Enter or click anywhere outside of the heading to save your changes.
  6. When you have completed all the necessary changes in the Table of Authorities, click Update TOA.
 

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Move Citations Within the Table of Authorities 

 

You can move citations to a different position in your Table of Authorities without affecting the citations in your document.

Take the following steps to move a citation to a different position within the same category, such as Federal Cases, in the Table of Authorities:

  1. Click Prepare TOA. If your document already includes the Table of Authorities, click Update TOA.
    Note: If you are using Lexis for Microsoft Office on a Mac, click the drop-down arrow below Check Cite Format and click Prepare TOA or Update TOA.
  2. Select a citation you want to move by clicking on the case name.
    Note: When you click on the citation, the position arrows appear to the right of the page number.
  3. Click on the up or down arrow until you have moved the citation to the desired position.
  4. Repeat for subsequent citations (you can only move one at a time).
  5. When you have completed all the necessary changes in the Table of Authorities, click Update TOA.
 

Take the following steps to move one or more citations to a different category, such as to State Cases from Federal Cases, in the Table of Authorities:

  1. Click Prepare TOA. If your document already includes the Table of Authorities, click Update TOA.
    Note: If you are using Lexis for Microsoft Office on a Mac, click the drop-down arrow below Check Cite Format and click Prepare TOA or Update TOA.
  2. Select one or more citations you want to move using the checkboxes at the left.
  3. Click Manage Citations.
  4. Select Move Citations.
  5. Select the new category for your citation.
  6. Click Move Citations.
  7. (Optional) Use the steps above to move the citation to a different position in the new category.
  8. When you have completed all the necessary changes in the Table of Authorities, click Update TOA.
 

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Add Citations to the Table of Authorities 

 

When you add new citations to your document while in the process of building a Table of Authorities, you can add the citations to your Table of Authorities without recreating the Table of Authorities from the start.

If you have already inserted the Table of Authorities, when you click Prepare TOA, Lexis for Microsoft Office automatically recognizes and adds the new citation. Click Update TOA to update the existing Table of Authorities with any new citations.

If you have not already inserted the Table of Authorities or you are actively updating the document while viewing the Table of Authorities report in the LexisNexis pane, take the following steps to manually add a citation to the Table of Authorities:

  1. While viewing the Table of Authorities report in the LexisNexis pane, highlight the new citation in your document.
  2. Click Add Citation.
  3. Move the citation to the desired position in the Table of Authorities.
  4. When you have completed all the necessary changes in the Table of Authorities, do 1 of the following:
    • Click Update TOA if you have already inserted the Table of Authorities in your document.
    • Click Insert TOA if you have not already inserted the Table of Authorities in your document.
 

If you have already inserted the Table of Authorities, when you click Prepare TOA, Lexis for Microsoft Office automatically recognizes and adds the new citation. Click Update TOA to update the existing Table of Authorities with any new citations.
 

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Delete Citations from the Table of Authorities 

 

You can delete one or multiple instances of a citation form the table. When you delete a citation from the Table of Authorities, the citation remains in the body of your document.

Take the following steps to delete a single citation:

  1. Click Prepare TOA. If your document already includes the Table of Authorities, click Update TOA.
    Note: If you are using Lexis for Microsoft Office on a Mac, click the drop-down arrow below Check Cite Format and click Prepare TOA or Update TOA.
  2. Select the citation you want to delete.
  3. Click the X to the left of the citation.
  4. Click OK on the confirmation window.
  5. When you have completed all the necessary changes in the Table of Authorities, click Update TOA.
 

Take the following steps to delete multiple citations at one time:

  1. Click Prepare TOA. If your document already includes the Table of Authorities, click Update TOA.
    Note: If you are using Lexis for Microsoft Office on a Mac, click the drop-down arrow below Check Cite Format and click Prepare TOA or Update TOA.
  2. Select the citations you want to delete.
  3. Click Manage Citations.
  4. Select Delete Citations.
  5. Click Remove.
  6. When you have completed all the necessary changes in the Table of Authorities, click Update TOA.
 

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Format Options 

 

You can set the format options for the Table of Authorities during each session or you can set the options to apply to every Table of Authorities.

Take the following steps to see the format options for the current Table of Authorities:

  1. Click Prepare TOA. If your document already includes the Table of Authorities, click Update TOA.
    Note: If you are using Lexis for Microsoft Office on a Mac, click the drop-down arrow below Check Cite Format and click Prepare TOA or Update TOA.
  2. Click Customize format.
  3. Change any of the options explained below.
  4. Click OK.
 

The following list includes the different options you can change for your current Table of Authorities:
Note: These settings only change for your current document. The options you see depend on your current Lexis for Microsoft Office version and subscription. To make changes to the default settings, make the changes under Options. For more information, see Options in Lexis for Microsoft Office .

  • Highlight in my document all citations found for the Table of Authorities - after selecting this option, the citations in your document are highlighted when using the Prepare TOA and Update TOA features. If you select this option while the Prepare TOA or Update TOA feature is already open, close the Table of Authorities window and relaunch the feature to see the highlighting. The highlighting is not permanent in your document and only appears while using Prepare TOA or Update TOA.
    Note: Citation highlighting with this option is not available in the Mac version.
    • Highlight citations brought in via Add Citation in a different color - after selecting this option, the citations in your document that you added to the Table of Authorities using Add Citation are highlighted in a different color. This option is only available when you have Highlight in my document all citations found for the Table of Authorities selected.
       
  • Do not have the system automatically correct my citations when inserting them into the Table of Authorities - if not selected, the system will automatically correct citations according to the Check Cite Format recommendations.
     
  • Table of Authorities Layout provides the following choices:
    • General Purpose
    • Jurisdiction-specific - if your jurisdiction requires Tables of Authorities be formatted a specific way, you can select the jurisdiction to let Lexis for Microsoft Office automatically format the table so it is in compliance with the jurisdiction's rules.
    • Cases and statutes - include only cases and statutes in the Table of Authorities. You can also select one of the of following:
      • Separate federal and state citations
      • Include a Rules heading
         
  • Sorting Options provides the following choices:
    • Order of appearance or Alphabetic in the drop-down list.
    • Ignore 'In re' and 'Ex parte' when sorting case citations. This option ignores In re or Ex parte and uses the party name to determine the position when sorting.
    • Ignore 'Matter of' when sorting case citations. This option ignores Matter of and uses the party name to determine the position when sorting.
       
  • Content Options provides the following selections:
    • List citations mentioned in citing or quoting parentheticals separately to keep any references to citations in parenthesis separate from other citations
    • Merge federal and state statutory citations referencing the same section but different subsections into one entry in the Table of Authorities
       
  • Formatting Options provides the following choices:
    • Exclude a page break when inserting the Table of Authorities
    • Set the Page Number Format to "Continue from previous section"
    • Use passim for and the ability to select the number of page references. This choice inserts passim in place of page numbers in the Table of Authorities inserted in your document, though you do not see this in the preview report in the LexisNexis pane.
    • Place party names on separate lines to separate the name from the citation in the Table of Authorities.
    • Include "Pages" heading above the page number column to insert the word Pages above the page numbers in the top right of the document's Table of Authorities.
    • Align Table of Authorities with pleading line numbers to include line numbers that correspond to each line in the Table of Authorities.
    • Create a Custom heading for overall Table of Authorities.
    • Select the font, font size, and font format for the Overall Table of Authorities heading, Individual category headings, and Entries. You can select the font size in .5 increments from the drop-down list or enter the font size you want to use.
 

Note: A firm administrator can set the default Table of Authorities layout for the entire firm. If an individual user makes a change to the Table of Authorities layout, those changes apply only to the individual user. However, if the administrator re-launches the default the layout, the changes are overridden.

If you want to add links to online documents in your Table of Authorities, you can do it under Links To Cites under Options. For more information, see Options in Lexis for Microsoft Office.

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Emailing and Printing Reports 

 

Click Prepare TOA in Lexis for Microsoft Office to create a Table of Authorities for your document.

When you click Prepare TOA, Lexis for Microsoft Office opens the Pane in the right. Click the email or print icon in the top right to email or deliver a preview of the Table of Authorities. If you select email, the Table of Authorities delivers as inline text.
 

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Citation Formats in the Table of Authorities 

 

Lexis for Microsoft Office builds the Table of Authorities based on the citation manual preference rather than the citations within your document. Lexis for Microsoft Office converts the citations in your document to the default format you selected in Options or Customize format for the current Table of Authorities.

Similarly, if you complete Check Cite Format and select Use Current to keep a citation in a format other than the default format, the Table of Authorities still converts the citation to the default format. Therefore, the format of a citation in the Table of Authorities may be different than the format in the document. The Table of Authorities feature is set up to remove pinpoint cites. If a pinpoint cite appears in the Table of Authorities, it may be due to incorrect citation format. Use Check Cite Format to correct the cite and then update the Table of Authorities.

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Navigate to the Table of Authorities 

 

When there is a Table of Authorities in the document, click Scroll to Table of Authorities under Prepare TOA in the toolbar, to navigate to the Table of Authorities from anywhere in the document.

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