A table of contents is a list that outlines the headings and subheadings in a document. It makes it easier for readers to quickly find the information they need.
Word has features that make creating and updating a table of contents quick and easy. Here’s how to create and customize a table of contents in Word.
Why Use a Table of Contents in Word
Including a table of contents in your Word document helps readers navigate long documents. Here are some of the benefits of using one:
- Readers can get an overview of the document’s structure by skimming the table of contents.
- It’s easier to find information when headings are numbered and organized.
- Readers can jump directly to a section by clicking the heading in the table of contents.
- Formatting the table of contents is easy since styles are already applied to headings.
In long reports and books, a table of contents is essential. It acts as a roadmap of the document and makes information accessible for readers. Even in shorter documents, a table of contents can improve navigation.
How to Create a Table of Contents in Word
It’s simple to create a table of contents in Word. Here are the steps to add one to your document:
- Apply heading styles to your headings. This allows Word to recognize them as headings.
- Click where you want the table of contents to appear.
- On the References tab, in the Table of Contents group, click the Table of Contents button.
- Select a table of contents to insert it into the document. Click OK.
When you’re done, the table of contents will contain all the headings in your document formatted based on the heading style you applied. Now let’s go over each of these steps in more detail.
Step 1: Apply Heading Styles
The key to creating a clickable table of contents in Word is applying heading styles to headings. Heading styles tell Word which headings to include in the table of contents.
To apply heading styles:
- Select the heading text.
- On the Home tab, locate the Styles section.
- Click the style you want. For example, Heading 1 or Heading 2.
Word has built-in styles for headings 1 through 5 to use. Apply them appropriately to your document sections:
- Heading 1 for main headings
- Heading 2 for subheadings
- Heading 3 for sections under subheadings
Repeat this for all the headings in your document. Consistent use of styles is key to generating an accurate table of contents.
| Heading Type | Style to Use |
|---|---|
| Main document heading | Heading 1 |
| Main section heading | Heading 2 |
| Subsection heading under main sections | Heading 3 |
Step 2: Click Where to Insert the Table of Contents
Now that you’ve applied heading styles, you’re ready to insert the table of contents. Click where you want to add it:
- Beginning of the document – The table of contents will appear before the first heading.
- End of the document – It will be added after the last heading.
- Between sections – You can click between headings so it appears where you want.
Placing it at the beginning is customary. Then readers can view the document structure right away when they open the document.
Step 3: Click the Table of Contents Button
The References tab in the ribbon contains the buttons to create and manage your table of contents.
To insert a table of contents:
- Click the References tab.
- In the Table of Contents group, click the Table of Contents button.
- The menu displays the table of contents options.
Step 4: Select a Table of Contents to Insert
Several built-in table of contents styles are available to choose from. The formats can be customized later if you don’t see what you want.
Select a format to insert a table of contents into the document. The table of contents will contain all the entries for headings you applied styles to.
To remove the table of contents, click the Table of Contents button on the References tab. Then select Remove Table of Contents.
Customize the Table of Contents
The default table of contents Word generates may not have everything you want. Customizing the table of contents lets you:
- Change the heading levels included
- Add table of contents title
- Alter the alignment and style
- Include only specific entries
Let’s go over the ways to customize your table of contents in Word.
Change Which Heading Levels Appear
You may want the table of contents to include headings below level 3. Or maybe you only need the top 2 levels.
To customize the heading levels:
- Click the Table of Contents button > Custom Table of Contents.
- In the dialog box, change the Show levels setting to the number you want.
- Click OK.
Now only those levels will appear in the table of contents when it’s generated.
Add a Table of Contents Title
The table of contents normally just lists the entries without a title on top. Adding a title is optional and can be done in a few clicks.
To add a title:
- After inserting the table of contents, click at the top to type the title.
- For example, type “Table of Contents.”
- Highlight the text and apply heading styles to it. Heading 1 works well.
- Right-click the table of contents > Update Field.
This will turn the title into a linked entry at the top of the table of contents.
Change the Alignment
The way the document titles align in the table of contents can be updated as well.
To set the alignment:
- Right-click the table of contents > Edit Field.
- On the Table of Contents tab, click the Options button.
- Under Align page numbers, choose Right, Left, or Center.
- Click OK to apply the alignment.
Update a Table of Contents
Whenever headings change in your document, the table of contents needs to be refreshed. Updating it will incorporate any new headings, text, or pagination.
To update the table of contents, right-click it and select Update Field. Choose to update either the page numbers only or the entire table.
Delete the Table of Contents
Once inserted, the table of contents can be removed if you don’t want it anymore:
- Click the Table of Contents button on the References tab.
- Choose Remove Table of Contents.
The table of contents field will be deleted from the document, along with the text.
Troubleshooting Table of Contents Issues
Sometimes the table of contents may not come out perfectly on the first try. Here are solutions for common issues that come up.
Headings Not Appearing in the Table of Contents
If headings aren’t showing up in the table of contents, check that:
- Heading styles are applied to all headings.
- Only the styles for levels you want are used. Such as only Heading 1 and Heading 2.
- The table of contents has been updated after adding new headings.
Reapplying the correct heading styles and updating the table should resolve it.
Page Numbers Appear Incorrectly
If page numbers in the table of contents don’t match the document, the page breaks may be incorrect:
- Check for sections breaks between headings that should be on the same page.
- Insert page breaks before major headings.
- Update page numbering to continuously number all pages.
- Right-click > Update page numbers only to refresh it.
Hyperlinks Don’t Jump to Sections
Readers expect to be able to click headings in the table of contents to jump to those pages. If hyperlinks don’t work:
- Make sure heading styles are applied properly.
- Update the entire table of contents to recreate links.
- Check that headings have unique names (e.g. don’t reuse Heading 1).
Double-check the headings and refresh the table of contents to fix broken hyperlinks.
Conclusion
Adding a table of contents to your Word document is straightforward once you know the steps. Apply heading styles, click to insert it, select a built-in format, and customize the look if needed.
Remember to update the table of contents when your headings change. This keeps it synchronized and accurate. A table of contents is an essential tool for navigating long Word documents.
