How to create and modify Tables of Contents

When you work with a long Word document that includes headings, you may want or need to meet the requirements for creating a Table of Contents or several Tables of Contents. The Table of Contents lists the headings in a document, along with the numbers of the pages where the headings appear.

By default, adding a Table of Contents can make it easy for the reader to locate document content quickly. The Table of Contents allows jumping from one location to another.

Word offers several ways to create a Table of Contents. Some of the common ways:

1. Create a pre-defined Table of Contents (simplest way).

By default, Word creates a Table of Contents from the text formatted with sequential heading styles: Heading 1, Heading 2, Heading 3:

2. Create a custom Table of Contents.

You can include or exclude in a Table of Contents any of the used styles such as custom styles:

3. Create a Table of Content from parts of texts:

A Table of Contents created by the appropriate functionality has hyperlinks to navigate the document quickly. To use a hyperlink, hover the mouse over the appropriate entry in the table and Ctrl+Click to follow the link (see how open hyperlinks without holding Ctrl).

Notes:

1. Some requirements recommend creating a Table of Contents if the document has more than 10 pages.
2. You can also download templates and use them to fulfill the requirements.

Preparing a document for creating a Table of Contents

Before creating a Table of Contents in Word, ensure that all needed headings are formatted with Word's heading styles. These allow Word to recognize and include them in the appropriate list.

You can create a Table of Contents, then apply a heading style to some paragraphs and update created Table of Contents to fulfill it.

Don't forget to update headings and any related items in the document!

Create a Table of Contents – simplest way

To create a Table of Contents in a Word document, do the following:

1. Position the cursor in the document where you want to insert the Table of Contents.

2. On the Reference tab, in the Table of Contents group, click the Table of Contents button:

3. From the Table of Contents dropdown list, select one of the built-in Tables:

• Automatic Table 1 inserts a Table of Contents with the title Contents and includes all text styled as Heading 1, Heading 2, or Heading 3.
• Automatic Table 2 inserts a Table of Contents with the title Table of Contents and includes all text styled as Heading 1, Heading 2, or Heading 3.
• Manual Table inserts a Table of Contents with the title Table of Contents and includes placeholders that are not linked to the document content (see an example):

After selecting any of the built-in tables, Word creates a Table of Contents using the selected template. E.g.:

Create a custom Table of Contents

To create a Table of Contents that contains not only Heading 1 – Heading 3 styles, do the following:

1. Position the cursor in the document where you want to insert the Table of Contents.

Note: The custom Table of Contents does not automatically create a title (e.g., Table of Contents or Contents).

2. On the Reference tab, in the Table of Contents group, click the Table of Contents button:

3. From the Table of Contents dropdown list, select Custom Table of Contents. :

In the Table of Contents dialog box, on the Table of Contents tab (is displayed by default, all other tabs are grayed):

• In the General section (we recommend starting from this section because its options can change the selected parameters in other sections):
  • From the Format dropdown list, select a visual format:

  

  • From template is based on the styles established in the current template
  • Classic
  • Distinctive
  • Centered
  • Formal
  • Simple

  Note: Choose any proposed formats and see how the new list will look in the Print Preview section. E.g., the Formal format:

  

  

  See all the changes and choices in the Print Preview and Web Preview sections:

  In the Print Preview section (the selected Format in the General section can change all options in that section):
  Clear the Show page numbers check box if you prefer to hide page numbers (see how to hide page numbers for some headings):

  

  

  

  

  Customize a Table of Contents styles

  • Click the Modify. button to modify pre-defined styles for a Table for Contents. In the Style dialog box, select the style you want to modify:

  

  • In the Preview field, see how the selected style looks,
  • Under the Preview field, see the main options of the selected style,
  • If you need to change the selected style, click the Modify. button.

  In the Modify Style dialog box, make changes you need, then click the OK button:

  

  Add a title to the custom Table of Contents

  After inserting a new Table of Contents, manually type a title above the list. E.g.:

  

  To see the proposed field and have all the features of the standard Table of Contents, do the following:

  Attention! We highly recommend checking the formatting requirements, accepted by your college, university, company, or established on the project, etc.

  Notes: See also how to customize a Table of Contents for more details.

  Empty the Table of Contents

  After creating a Table of Contents, it can be created with the message “No table of contents entries found”:

  

  The main cause for this message is that Word could not find the text with style Heading 1, Heading 2, or Heading 3 in the document (by default, a Table of Contents contains only these three styles, see how to customize it to choose styles you need).

  To solve that problem, for each heading that you want to be displayed in the Table of Contents, select the heading text (paragraph or block of text). Then do one of the following:

  On the Home tab, in the Styles group, choose any of the Headings:

  

  

  

  • Alt+Ctrl+1 to apply Heading 1,
  • Alt+Ctrl+2 to apply Heading 2,
  • Alt+Ctrl+3 to apply Heading 3.

  Don't forget to update headings and any related items in a document!

  Update a Table of Contents

  Microsoft Word inserts Table of Contents as a field:

  

  See how to turn on or turn off highlighting of fields in a Word document to display all fields in a document with a gray background.

  Word will not automatically update any Table of Contents after adding, deleting, or modifying included headings and pages. You need manually update them, follow the next steps:

  1. Click on the Table of Contents and do one of the following:

  On the References tab, in the Table of Contents group, click the Update Table button:

  

  Note: If Word doesn't recognize any Table or List in the document as a Table of Content, it shows the appropriate message (to solve that, fix or recreate a Table of Contents):

  

  

  

  2. In the Update Table of Contents dialog box, select what you need to update:

  

  We recommend selecting the Update entire table option always.

  3. Click the OK button to start updating.

  Select a Table of Contents

  To make any changes, such as modifying the Table of Contents, you need to select the total Table of Contents lines, including the last, empty line right after the Table of Contents entries:

  

  To select all the Table of Contents, you can also click the Field button:

  

  Edit an existing Table of Contents

  If you need to modify an existing Table of Contents, you can:

  • Delete existing Table of Contents and create a new one,
  • Edit an existing field.

  To edit the existing Table of Contents, follow the next steps:

  1. Do one of the following:

  • Click anywhere on the Table of Contents, then on the References tab, in the Table of Contents group, click the Table of Contents button, then select Custom Table of Contents. from the dropdown list.
  • Select all the lines of the Table of Contents (see how to select it above), then right-click on the selection and choose Edit Field. in the popup menu:

  

  In the Field dialog box, click the Table of Contents. button:

  

  Note: You can see that button only if you have selected all the existing Table of Contents lines.

  2. In the Table of Contents dialog box, on the Table of Contents tab, select the options you need.

  Be careful! Some options selected for the existing Table of Contents can be lost.

  Delete a Table of Contents

  To delete a Table of Contents, do one of the following:

  On the References tab, in the Table of Contents group, click the Table of Contents button, then choose Remove Table of Contents from the dropdown list:

  

  

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  How to create and modify Tables of Contents

  When you work with a long Word document that includes headings, you may want or need to meet the requirements for creating a Table of Contents or several Tables of Contents. The Table of Contents lists the headings in a document, along with the numbers of the pages where the headings appear.

  

  Create Table of Contents for non-predefined headings and Table entry fields

  In rare cases, the Table of Contents in a Word document is created without customization. Word offers several useful features to help you create the perfect Table of Contents for your needs. Learn how to create and modify a Table of Contents and how to customize the applied styles.

  

  How to customize Table of Contents

  Table of Contents entries use nine levels of the pre-defined TOC styles (TOC 1, TOC 2, etc.) for formatting. All TOC styles extend the Body style of the document theme, but each TOC style has a specific indent and spacing settings. By default, Word uses the styles defined in the template attached to the document (by default, the template is normal.dotx):