how to determine whats included in toc in word 2016

Contempo versions of Discussion accept made inserting a table of contents (TOC) increasingly (perhaps even deceptively) easy. Unfortunately, Word makes it extremely (one might even say unreasonably) difficult to modify either the content or the format of a TOC in one case it has been inserted.

For instructions on the basics of inserting a TOC, see Word MVP Shauna Kelly�south article �How to create a table of contents in Microsoft Word.� If yous take never used a TOC before, I highly recommend that you read Shauna�s article before reading this ane. This article builds on the basics to deal with intermediate issues of content and formatting.

Note: This article was originally written for Word 2003 and earlier. Some instructions for Word 2007 and above are included in the topics below. Issues peculiar to Word 2007 and in a higher place are discussed at the finish of this commodity.

Some specific TOC effects can exist achieved only by editing the TOC field that Word inserts. My article on �Customizing your table of contents with switches� describes the specific switches that can exist inserted in the field to accomplish these effects. Some of the tricks detailed in the present article also require editing the TOC field; if you accept never edited a Discussion field, y'all can find instructions for editing whatever field later in this article.

Here's what you'll find in this article:

• Controlling what goes into the TOC

• Controlling how the TOC looks

• Saving your work

Controlling what goes into the TOC

One mode or another, y'all tin can generate a tabular array of contents that includes exactly what you desire to include and nothing more, but this is much easier to practice if y'all give some thought to the TOC when y'all are creating the document itself. Because Word by default builds a TOC based on Word�s congenital-in heading styles, inserting a TOC will exist virtually straightforward if y'all have used these heading styles in the style they were intended to be used: Heading one for the title of the highest sectionalisation y'all want included (which may be a part, section, or chapter), Heading ii for the title of the next-lower division, and then on. There are also many other good reasons for using Word�s congenital-in heading styles.

Using heading styles and outline levels
Using the TOC Options
TOC entry for part of a paragraph
TOC entries that don�t appear in the document
A TOC for function of a document

Using heading styles and outline levels

By default, Give-and-take creates a TOC based on Headings ane�3. It also includes other congenital-in styles that have an outline level of 1, 2, or three, such as the Championship (Level one) and Subtitle (Level 2) styles. To see the outline level of any given paragraph, look at the upper correct corner of the Paragraph dialog.

To access the Paragraph dialog:

• Word 2003 and earlier: Click Paragraph... on the Format carte du jour.

• Word 2007 and to a higher place: Click the dialog launcher (tiny arrow) in the bottom right corner of the Paragraph group on the Home tab of the Ribbon.

• Any version of Word: Right-click and choose Paragraph... from the context menu).

Figure 1. The Paragraph dialog showing outline level

The outline level of paragraphs in Discussion�s congenital-in heading styles cannot be changed; if you await at the Paragraph dialog for a paragraph in one of these styles, you�ll see that the outline level box is disabled. (Although the outline level of the style itself can be changed, I don�t recommend this.) The outline level for whatever other mode or paragraph can be changed, so that theoretically it is possible to have paragraphs in the same style (Normal, for example) with dissimilar outline levels. I don�t recommend this, as it seems to me unnecessarily disruptive, only in theory information technology is possible to have an unabridged document in Normal style with certain paragraphs marked equally Level 1, 2, or 3 rather than the default Body Text. The default TOC field will selection up these paragraphs and include them in the TOC.

One way to assign these outline levels to paragraphs is to utilise Outline view. Past default, if you promote a Body Text�level paragraph to, say, Level 1, Discussion will attain this by applying the Heading 1 style. Simply you can as well change the level without changing the style. I repeat that I practice not recommend this.

Using the TOC Options

Effigy 2 shows the Tabular array of Contents dialog with the default settings in a Blank Certificate based on the Normal template (Normal.dot in Word 2003 and earlier; Normal.dotm in Word 2007 and in a higher place). Most of the settings affect the appearance of the TOC rather than the content (this will be discussed afterwards). Only the �Evidence levels� box affects the content.

To access the Table of Contents dialog:

• Discussion 2003 and earlier: On the Insert carte du jour, click Reference, then Index and Tables....

• Word 2007 and to a higher place: On the References tab, in the Table of Contents group, click Table of Contents, and then Insert Table of Contents... or Custom Table of Contents....

Figure ii. The Table of Contents tab of the Alphabetize and Tables dialog

Only rarely will you want to insert Word�s default TOC, without making whatever changes. To change which headings are included, you need to click the Options� push to open the Tabular array of Contents Options dialog. There are ii basic parts of this dialog: three check boxes and a list of styles. By default, the boxes for �Styles� and �Outline levels� are checked, and the box for �Tabular array entry fields� is not.

If you scroll through the styles list, you will see a number beside sure styles. This number represents the level at which this way volition appear in the TOC. Which styles are listed will depend on which styles are �available� (or �in utilise�) in your document, only you will see at to the lowest degree a number i by Heading 1, two by Heading 2, and iii by Heading three (if y'all have selected more levels in the Table of Contents dialog, yous will see these numbered also (4 for Heading 4 and and so on). If the Title and Subtitle styles are bachelor in your certificate, they will be numbered 1 and 2, respectively.

Figure 3. The Styles listing showing heading styles and levels

What many users don�t realize is that all of these numbers tin be changed. You can delete the numbers that are at that place (if you don�t desire the built-in heading styles to appear in your TOC), and yous can put whatever number you desire beside any style in the listing. If yous accept used custom heading styles, you can of course blazon numbers beside these styles in the Table of Contents Options dialog, but if you selected the advisable outline level in the Paragraph dialog when you created the way, these numbers will already exist inserted automatically.

Having the �Styles� box checked ensures that every fashion with a number beside it volition appear at that level in the TOC. Afterward nosotros will see how these numbers can be manipulated to fox with the TOC.

Having the �Outline levels� box checked also ensures that any paragraph to which you lot have assigned an outline level (regardless of what manner it is) will be included in the TOC at that level. If you accept not assigned outline levels to specific paragraphs in styles that don�t have a born outline level, it doesn�t matter whether this box is checked or not, only if you have, this box volition control whether those paragraphs are included in the TOC or not.

Important Concept: You tin can accept as many TOCs as you lot want in your document, and the content of each can be different. For example, it is common in textbooks to have a �Contents in Cursory� TOC that includes just the tiptop level or two and some other, more detailed TOC that includes subheads at lower levels. Yous can customize this past changing the number of levels you include and also the styles you select for inclusion.

TOC entry for part of a paragraph

In structured documents, sometimes a heading is �run in��that is, the first role of the paragraph is the heading, and the remainder of the paragraph is just ordinary body text. The heading function is all you want in your TOC. At that place are several ways to accomplish this, as described in my article �Creating Run-in Sideheads,� but the best way, if y'all accept a recent version of Word, is to use a �manner separator.� This more-or-less invisible character separates part of a paragraph in a heading style from the rest of the paragraph in a body text way. Only the part that has the heading style will announced in the TOC. To use the way separator you must prepare your content in ii separate paragraphs.

1. In the first paragraph, blazon the text for your heading�what you want to appear in the TOC�and apply the desired heading style to it.

2. In the second paragraph, use the style y'all are using for torso text (Normal, Body Text, or some other non-heading style).

3. Click anywhere in the first paragraph and press Alt+Ctrl+Enter . The style separator will appear at the terminate of the paragraph (replacing the paragraph marker), and the following paragraph will come upward to join information technology.

If y'all accept nonprinting characters displayed, after step 2 you volition run across a pilcrow (paragraph marker or �) at the end of each paragraph. After step iii, you will see the way separator at the end of the heading function. It looks like a pilcrow with a dotted line effectually it.

TOC entries that don�t appear in the certificate

The third bank check box, �Table entry fields,� refers to TC fields. TC fields were once the but way to build a TOC (merely as an index is still built on XE fields). Now information technology is unremarkably unnecessary to deal with them, but there are times when you can use TC fields to generate TOC entries that you lot could not achieve any other way.

A typical situation is one where you want to include text in the TOC that does not really appear anywhere in the document itself or that is somewhat different from what appears in the document. For example, a customer of mine had compiled an anthology of travel columns that he hoped to publish as a book. Every bit a marketing strategy, he wanted the TOC to include non only the championship of each commodity only also a brief blurb nigh each to requite readers an idea of what to look (see Figure iv). He did not, however, desire these blurbs to appear in the articles themselves.

Figure iv. TOC with descriptive blurbs

This was accomplished using TC fields, as shown in Figure 5.

Figure v. TC field in the document

In another example, a book�s chapters had no titles, and each began but with the chapter number every bit a large Arabic numeral. This would have resulted in a TOC that had just a chapter number followed by nothing, so I used a TC field to have the TOC instead say �Affiliate One,� �Chapter Two,� and so on. Figure 6 shows these examples.

Figure 6a. Chapter number as it appears on the printed folio

Figure 6b. TC field used to generate the TOC

Figure 6c. The outcome in the TOC

A TC field can be inserted in several ways:

• Whatever version of Give-and-take: To insert the field manually, press Ctrl+F9 to insert field braces and then type the content between them.

• Word 2003 and earlier: On the Insert card, select Field... In the Insert Field dialog, select TC and enter the desired text.

• Give-and-take 2007 and above: On the Insert tab, in the Text group, click Quick Parts and select Field... In the Insert Field dialog, select TC and enter the desired text.

• Whatsoever version of Word: Select text in the document and press Alt+Shift+O to open the Marking Table of Contents Entry dialog (come across Figure 7). Blazon the desired text in the �Entry� box and click Mark.

Effigy 7. Marker Table of Contents Entry dialog

Any one of these methods is pretty labor-intensive, and it will certainly brand y'all appreciate how easy it is to create TOCs based on styles and outline levels, just using TC fields can be a lifesaver whenever yous want to include something in the TOC that doesn�t appear in the document.

Notation that each TC field tin can have a switch that indicates which TOC level it represents (the default is 1). In the example in Figures four and 5, the blurbs were at Level three.

Note also that a TC field tin take a �table identifier.� If y'all want certain entries to announced in a specific TOC and others in a different one, yous can create TC fields with different identifiers; these entries will then appear merely in the table of contents whose TOC field has a matching identifier. For more on TC fields, encounter Word�s Aid topic �Field codes: TC (Table of Contents Entry) field.�

A TOC for role of a document

Nosotros�ve already seen that a document tin contain more than one TOC and that these TOCs can contain different heading levels. But what if y'all want your document headings divvied up by location rather than level? That is, suppose you desire a TOC for each affiliate in addition to 1 for the entire book? Although this is easy plenty to reach, it cannot be done through the TOC dialog: y'all accept to edit the TOC field past mitt to add the \b (bookmark) switch.

Insert a bookmark

The general principle here is that you have to have some way to tell Discussion what part of the document you want each TOC to cover. To do that, you lot select the text you lot want included in the TOC (an entire chapter, for example) and insert a bookmark.

• Discussion 2003 and before: On the Insert card, click Bookmark and type in a proper noun for your bookmark.

• Word 2007 and above: On the Insert tab, in the Links group, click Bookmark and type in a name for your bookmark.

The bookmark proper name tin can exist whatever text y'all like, but it tin can�t incorporate spaces. And so, for example, you lot tin can�t employ �Chapter ane,� but you tin can use �Chapter1� or �Chapter_1.�

Insert a TOC field

After you have created the bookmark, y'all insert a TOC field at the desired place (at the offset of the affiliate, say).

Helpful Hint: Give some thought to this. If yous take used Heading 1 for your chapter titles, then of course you don�t want the chapter title included in your chapter TOC, and then you will want to omit Level i from your TOC. Perchance you�ll include but Levels two and 3. And then in the Table of Contents Options dialog you�ll delete the 1 from beside Heading 1.

But as well call up virtually formatting; unless yous want the entire TOC to exist indented, you lot don�t want to use the TOC 2 style (which by default has a 0.17″ indent) for Level 2. To get around this, type 1 by Heading two and 2 by Heading 3 so that the adjacent-higher TOC way volition exist used for each heading style.

Edit the TOC field

After you have inserted the TOC (which at this betoken volition contain many more entries than y'all desire), you will have to edit it past hand. And so press Alt+F9 to toggle the display from field results to field code. If you have not changed any of the default options except the levels as described higher up, the field you have inserted volition look like this:

{ TOC \h \z \u \t "Heading 2,1,Heading 3,2" }

If you want this TOC to encompass your start affiliate, which you have bookmarked as �Chapter1,� then y'all will blazon �\b Chapter1� into the field and then it looks like this:

{ TOC \b Chapter1 \h \z \u \t "Heading two,one,Heading iii,two" }

Press Alt+F9 once again to toggle dorsum to the field results, then F9 to update the field, which should now show simply the headings from Chapter 1.

Repeat the process for each additional affiliate TOC: insert a bookmark, insert a TOC, and then edit the TOC to add the \b switch and the bookmark name.

Decision-making how the TOC looks

Once you take mastered the art of getting the desired content into your TOC, you lot�ll want to fine-tune the way it looks. Some settings can exist changed in the basic TOC dialog. These include whether or non to include page numbers, what kind of leader (if any) to use with the folio numbers, how many levels to include, and (in Discussion 2002 and above) whether or not to hyperlink each entire entry (as opposed to just the page numbers).

Yous can also choose among a variety of preset formats, as shown in Figure 8. Maybe you�ll find one of these that you really like, just they�re not that great (there�s not one that y'all tin can�t easily replicate), and using them tin cause confusing problems if yous endeavour to change the TOC styles. So I recommend sticking with the �From template� option.

Figure eight. The Tabular array of Contents tab of the Index and Tables dialog showing available formats

TOC entries use a set of styles ranging from TOC 1 up to TOC ix. As you lot might expect, TOC 1 is used for Level 1 entries, TOC ii for Level 2 entries, and and then on.

By default, the TOC styles are very bland. They are based on the Normal way, which means that, unless you accept modified Normal, this is what you'll become:

• Discussion 2003 and before: All entries volition be 12-bespeak Times New Roman, unmarried-spaced, with no Infinite Before or Later on. Each TOC style beneath TOC 1 is progressively indented. That is, TOC ane is flush left; TOC ii has a 0.17″ left indent, TOC 3 has a 0.33″ left indent, and so on.

• Word 2007 and above: All entries will exist 11-point Calibri with i.15 line spacing and 5 points Spacing Later. Each TOC style below TOC 1 is progressively indented. That is, TOC i is affluent left; TOC 2 has a 0.xv″ left indent, TOC 3 has a 0.31″ left indent, and then on.

Finally, when you generate the TOC, Word dynamically adds a right tab stop at (or close to) the right margin. If you�re using the default Bare Document, which has 1.25″ left and right margins, resulting in a 6″ text width, the tab stop volition be at v.99″ (in Word 2007 and above, which have 1" left and correct margins, the tab stop will be at 6.49"). This tab stop does not adapt automatically; if you change the margins, you lot will take to manually change the tab finish in all the TOC styles, so information technology is advisable to change margins (if you lot plan to) earlier inserting the TOC (retrieve about this especially if you plan to take the TOC in more than one cavalcade: create the columns before you insert the TOC).

In some cases, this plainly-vanilla TOC is adequate; in most cases, however, you lot�ll want to embellish it somewhat. Y'all practice this by modifying the TOC styles.

Modifying TOC styles
Indents and tab stops
Outcome of direct formatting
Omitting folio numbers
Adding numbering to unnumbered headings
Adding chapter numbering

Modifying TOC styles

All versions of Word make it dangerously easy to alter TOC styles (intentionally or accidentally) past automatic updating, and contempo versions of Discussion (2002 and above) arrive unreasonably hard to modify them any other mode.

Automatic updating

All TOC styles in all versions of Word by default have �Update automatically� enabled. This means that if you make a change in the formatting of one TOC entry, this change will be applied to the style itself and propagated to all other entries in that style. Then if you select one TOC 1 entry and make it xiv-point Arial Assuming with 12 points Spacing Earlier, a hanging indent, and �Keep with side by side� enabled, this formatting will exist practical to all the Level 1 entries in the TOC and to the mode as well. This works for changes you apply using keyboard shortcuts, toolbar buttons, the ruler, and formatting dialogs (such equally the Font, Paragraph, Tabs, and Bullets and Numbering dialogs), though it seems to piece of work more reliably for paragraph formatting than for font formatting. In that location are, however, situations where you may want to be able to admission the Modify Style dialog to make changes directly. This is specially of import if yous are applying outline numbering.

The Modify Style dialog

Succeeding versions take made access to the Modify Style dialog successively more difficult, with some easing in more contempo versions. Here'southward the rundown:

• Word 2000 and earlier: On the Format menu, select Style. In the Way dialog, click Modify...

• Discussion 2002 and 2003: On the Format menu, select Styles and Formatting, which opens the task pane of the aforementioned proper name. By default, the job pane does not display whatever TOC styles, even when yous accept the deceptively named �All styles� view selected. If yous have removed the \h switch from your TOC (so that only the page numbers, non entire entries, are hyperlinked), and then you will see the TOC manner in the �Formatting of selected text� box; otherwise, yous�ll come across Hyperlink (the applied character style) for all TOC levels. Every bit explained in fellow MVP Shauna Kelly�southward article on modifying styles, yous can add the TOC styles to the listing by selecting �Custom� at the bottom of the task pane and checking the TOC styles in the �Format Settings� dialog. In one case the TOC styles are visible in the task pane, you lot tin right-click on any listed style and cull Modify�

• Word 2007 and in a higher place: display the Styles pane by clicking the dialog launcher in the Styles grouping on the Home tab, then click on the Manage Styles push button, select the desired way in the Manage Styles dialog, and click Alter� Alternatively, click on Options� in the Styles pane and select �All styles�; the TOC styles will then be listed in the Styles pane.

• Word 2007 and in a higher place: Press Ctrl+Shift+S to open up the Employ Styles dialog. Select the desired TOC style and click Modify...

The Table of Contents dialog

If you accept had experience with TOCs and know how you want to modify the TOC styles while you are still in the process of creating the TOC, y'all tin can click the Change� button in the TOC dialog (meet Figure 2) to open a Way dialog that includes simply the TOC styles. You tin select one of these and click Modify� to open the Modify Manner dialog.

A frustrating glitch

In that location is ane modify that apparently tin can�t be made through the Modify Style dialog (no thing how you access it): if y'all want to remove the catamenia leader earlier the folio number (or alter the leader character), you cannot utilize Format | Tabs in the Modify Way dialog equally you would expect. For 1 matter, the dialog will not display any tab stops! Presumably this is considering the right-aligned tab stop for the page number is set dynamically based on your margin width, merely even afterwards the TOC has been inserted and the tab stop has been set, it doesn't bear witness up in the Tabs dialog when it is accessed through Modify Style. [Another factor may exist the full general disability of the TOC field to handle leader characters: as detailed in the section titled �A really useless switch� in my article on TOC switches, there is a switch in the TOC field that is supposed to determine the leader graphic symbol for the whole TOC. It not only doesn�t work but, even if it did, assumes that y'all want the same leader for all levels.]

You might try to access the Tabs dialog indirectly (by double-clicking on the tab stop, for example). This will display the tab stop setting, but if you change the leader and click OK, you volition observe that the alter is practical merely to the single entry at the insertion signal. If you then update the mode, the alter volition be applied to the rest of the entries at that level, merely when yous update the TOC, it will be applied to all the entries. Other approaches can event in the tab stop beingness entirely removed from other levels. There seem to be myriad ways to go this wrong!

The merely method I have found that works is to change the tab terminate first�but not through the Tabs dialog. Instead, drag the tab terminate marker to the left a trivial. You volition see this change immediately propagated to the rest of the entries at that level as the manner automatically updates. Double-click on the tab stop to open the Tabs dialog and remove the leader. Then elevate the tab stop back where information technology belongs.

While this will announced to have worked, as soon every bit you update the TOC, you lot'll see that the leader has also been removed from the entries at other levels. Again, the simply apparent way to fix this is to echo the process (drag the tab stop, restore the leader, drag the tab stop back) for each TOC level. This is then much trouble that you may well conclude that you can be satisfied to either take leaders for all levels or to omit page numbers for a single level (equally described below).

Indents and tab stops

Ane of the almost common means of modifying TOC styles is by adding indents. If your entries are long enough to wrap to a 2d line (especially if they are numbered), you may desire to add together a hanging indent to the TOC style. For entries that wrap to a second line, it is fifty-fifty more than of import to add a correct indent to go along the entry from overrunning the folio numbers. The ruler in Effigy 9 below shows that a right indent has been added to the TOC style to make entries wrap well short of the page number column.

Figure 9. TOC entries with right indent

If you take used line breaks in your headings to wrap the text at a specified bespeak and want to preserve these same breaks in the TOC entries, you will demand to edit the TOC field to add the \x switch, which �preserves newline characters within tabular array entries.� Without this switch, a line break is rendered as a single space, so exist sure you don�t have a space before the line suspension or you lot�ll finish up with two spaces between words in your TOC entry.

If most of your TOC entries are fairly long, or if the text line is fairly short, so that there is not much distance betwixt the stop of the entry and the folio number, you may want to omit the period leaders for a cleaner look.

If you exercise need to use leaders, the TOC will present a much more than attractive appearance if the leaders all finish in the same place, somewhat short of the longest folio number (run across Effigy 10).

Figure 10. TOC with truncated leaders

Unfortunately, Word does non offer whatever piece of cake way to do this, but there are two possible approaches:

1. When editing is complete and the TOC volition non change again, update the TOC ane last time, verify that it is correct, and so unlink information technology (Ctrl+Shift+F9). Then change the TOC styles to add together an additional tab stop, with a period leader, to the left of the page numbers. Remove the leader from the tab terminate at the correct margin (the i where the page numbers are). You volition have to add an additional tab character to the end of each TOC entry to make this piece of work. This is pretty labor-intensive and somewhat risky (since the TOC can no longer be updated). You could probably get by with merely locking the TOC field (Ctrl+F11), only information technology�s still not a very satisfactory solution.

2. Another approach that is perhaps every bit unsatisfactory relies on calculation the tab characters to the headings themselves. Using this arroyo, you change the formatting of the TOC way to add together a tab stop as in (ane), but the success of the method depends on your being able to add together a tab grapheme to the cease of each heading, which will work only for left-aligned (not centered) headings. In addition, you will need to edit the TOC field to add together the \w switch, which preserves tab characters in the TOC entries.

Effect of straight formatting

I have said that past default Word�s TOC styles are very plain. If you haven�t changed them in any manner and you see text that is unlike, so this is coming from your headings. TOC entries do non reflect any formatting that is office of a heading fashion, but they can choice up any font formatting that is applied direct. So, for case, if your Heading 1 style is defined every bit xvi-indicate Arial Bold and your Heading 1 paragraph is 16-point Arial Assuming, then the TOC entry for that paragraph volition however exist 12-signal Times New Roman or eleven-betoken Calibri. Only if you change the formatting of part of the heading, making one of the words italic, for example, then that change volition be reflected in the TOC entry.

Usually this is what you desire. For example, if your heading includes words italicized for emphasis or because they are a book championship, you will probably want them to be italicized in the TOC besides. Where users often get into trouble, even so, is with Capital and All Caps formatting.

• If you lot want your Heading 1 paragraphs to exist in all caps, you should add All Caps formatting to the Heading 1 style instead of typing the headings with Caps Lock on. When you do the latter, then the caps are direct formatting (Capital rather than All Caps), and the headings volition be capitalized in the TOC too, which may not be what you desire (and if it is, you should format TOC 1 every bit All Caps).

• If you have already practical All Caps formatting to a heading style, you may not realize when you are typing a heading that you oasis�t capitalized some of the words that should be capitalized. When you see the TOC entry, which is in Caps & lowercase, you often accept to get back and right the typing of the heading itself.

  Important Note: Non all direct formatting is reflected in the TOC. Paragraph formatting is always ignored. This means that if your Heading 1 is defined every bit 12 points Spacing Earlier and 3 points Spacing Later and y'all modify ane Heading one paragraph to have 24 points Spacing Before, this will not touch the TOC. Just directly font formatting is picked upwards, and not even all of that; here'south a rundown:

  • Font formatting that is picked up by the TOC: the font itself (font proper name), italics, assuming, superscript/subscript, strikethrough/double strikethrough, small caps/all caps, subconscious, raised/lowered, expanded/condensed, scaled.

  • Font formatting that is Not picked up by the TOC: font size, font color, underline.

    Another of import note: The above applies to TOCs in which the entire entry is hyperlinked (that is, the TOC field lawmaking includes the \h switch). In these TOCs, the Hyperlink graphic symbol fashion (which by default is blue and underlined) is applied to the entry but suppressed. Manifestly this results in suppression of underline and all colors. If y'all remove the \h switch (the entry volition not be hyperlinked, but the page number still volition be), font color and underline applied as straight formatting will be displayed in the TOC.

  Interesting Anomaly: My colleague Charles Kenyon has pointed out an interesting anomaly in hyperlinked TOCs. If a heading paragraph includes a MacroButton field, the prompt, though displayed usually in the heading itself, volition appear in the TOC with the Hyperlink character style applied. The MacroButton volition also be active in the TOC.

Omitting page numbers

Occasionally you�ll desire to omit folio numbers from all levels of a TOC; as shown above, that is hands achieved in the TOC dialog, by clearing the �Testify page numbers� check box. But what if you desire to omit page numbers for simply certain levels? For that you will again take to edit the TOC field by hand.

How to edit a field

To edit any field, you must display the field code. Shift+F9 will display the code for a selected field, only Alt+F9 will toggle all the fields in your document, and I find this easier to call back. The field code is displayed as text between two field delimiters that look like braces (curly brackets) but can�t be entered from the keyboard (to create a field you take to press Ctrl+F9 to insert these braces).

You can edit the text within the field code just as you would any other text�calculation or deleting cloth as needed. When y'all have finished, press Alt+F9 to toggle the display back to the field results and (Very Important!) press F9 to update the field (until y'all do this, it won�t appear to take changed).

Omitting folio numbers for two or more than levels

The field switch used to omit page numbers is the \n switch. Suppose you desire to take page numbers for just Level 1 and omit them for Levels two and 3. If you have accepted the default TOC settings, the field code you will run into when y'all press Alt+F9 is:

{ TOC \o "1-three" \h \z \u }

To this field y'all must add together the \n switch followed by the numbers of the levels y'all want to omit page numbers from:

{ TOC \o "ane-3" \due north ii-3 \h \z \u }

Omitting page numbers for a unmarried level

A much more than common requirement, however, is to omit page numbers for just Level i (especially if the TOC 1 fashion is centered) and keep them for Levels two and 3, as shown in Figure 11. You might retrieve that the appropriate switch would be �\n 1,� but in fact this won�t piece of work. The underground is that the \n switch requires a range of inclusive levels fifty-fifty when there�southward only one, so the correct field code is:

{ TOC \o "i-3" \n i-one \h \z \u }

Effigy 11. A TOC with centered, unnumbered TOC 1 entries

Important Caveat: In some versions of Give-and-take, if you center whatever of the TOC styles, Word removes the right tab and leader from all the styles, with the event that the page number follows the heading text (TOC entry) immediately, separated only by a unmarried infinite rather than a flow leader. Word does this by inserting a \p switch specifying a space (instead of the default tab and leader) as the separator. To correct this you will have to edit the field to delete the \p switch. In Give-and-take 2003, it appears to be impossible to middle a TOC manner unless you have already removed numbering from that level, then this trouble presumably does not arise.

Omitting page numbers for noncontiguous levels

Suppose you have want to have centered part titles without page numbers (TOC 1), affiliate titles with page numbers (TOC 2), and some other text (subheadings or a blurb similar that in Effigy 4) without folio numbers (TOC iii). In other words, you want to omit folio numbers from TOC 1 and TOC 3 and include them for TOC 2. Yous can�t have more than i \n switch, and at that place�s no way to include 1�3 without including 2, then you might remember this can�t be done�and information technology can�t, at least not that style. You just need to be devious!

The fob is to swap styles. Yous need to use TOC 2 for Heading i and TOC one for Heading two, and omit folio numbers for TOC 2 and 3. In the Tabular array of Contents Options dialog, type two beside Heading 1 and 1 abreast Heading 2. Clear the check box for �Outline levels� (considering you lot haven�t changed the outline levels of these styles). Insert the TOC, then edit the field code to add the \north ii-3 switch. This will give you the following:

{ TOC \o "three-3" \n 2-3 \h \z \t "Heading 1,2,Heading two,ane" }

Now swap the formatting of TOC 1 and TOC ii; that is, make TOC 2 centered and TOC 1 left-aligned, to match the heading levels to which they are assigned. Y'all�ll become something that looks like Figure 12.

Figure 12. A TOC with unnumbered Heading i and Heading 3 entries

Adding numbering to unnumbered headings

Many highly structured documents are created with outline-numbered headings. When you lot create a TOC based on these headings, the TOC entries are likewise numbered. Effigy 13 shows the issue if you lot utilise one of Word�south built-in outline numbering formats (without any customization) and generate a TOC based on the outline-numbered headings. For the type of document for which this type of numbering is suitable, presumably this type of TOC is also suitable.

Figure xiii. Outline-numbered headings and TOC

Oft, yet, you want something more than artistic. For case, if you are numbering chapters (which may be the but numbered headings in your document), you may want the chapter number to be on a split line from the title, equally shown by the examples in Figure 14.

Figure fourteen. Examples of affiliate number on split up line

There are several ways to accomplish this. For example, y'all can specify �Zero� as the character to follow the paragraph number, and then manually insert a line interruption after the number. Just if you desire more space between the chapter number and title than between lines in the title (if it wraps to a 2nd line), then yous�ll have to enter multiple line breaks, fiddle with the font size, or accomplish this with some other workaround. Moreover, if you desire different margins or paragraph alignment for the number and championship, you will probably find this impossible (or at least very hard) to reach in a single paragraph.

A better fashion is unremarkably to make the chapter number and chapter title separate paragraphs and styles entirely. You lot�ll probably want to use Heading ane for either the number or the title. Which one you lot utilise it for depends on whether or not you need to employ the number in captions, page numbers, or other headings.

Note: In the discussion that follows, �Heading 1� has been used to refer to 1 of Word�s built-in heading styles. If you are using Heading 1 for a office title or some other heading at a college level than the chapter number/championship, then your chapter number or title will apply Heading 2, which y'all should substitute in these instructions.

If the affiliate number must be included in explanation numbers (for example, if the figures in Chapter 1 are numbered Figure 1‑one, Effigy 1‑2, etc.), and then you will take to employ Heading 1 for the chapter number. The same is true if you are restarting folio numbering in each chapter and including the affiliate number in the page number. And of course, if you�re using outline numbering, as in the example in Effigy thirteen, you will take to utilise Heading one for the chapter number. In such cases, you will define a Affiliate Title way to apply for the title.

If y'all don�t accept to worry virtually captions, page numbers, or subordinate headings, ascertain a Chapter Number way for the number. You can still utilize car numbering�annihilation from a simple numeral to a fancy �Chapter One��just exist sure to set �Follow number with� to �Goose egg.� In this case, you lot will use Heading 1 (or another congenital-in heading) for the affiliate title.

Regardless of which style yous have used Heading ane for, you lot volition apply the chapter title way in your TOC. If you�ve used Heading 1 for the chapter title, information technology volition be included automatically. If you�ve used Affiliate Title, then you must remove the 1 from beside Heading i in the Table of Contents Options and add a 1 beside Affiliate Title.

Here�southward where the fun starts! You lot must now add together numbering to the TOC style (assumed to be TOC 1). See the department on modifying TOC styles for instructions on accessing the Modify Style dialog. In that dialog, select Format | Numbering. In the Bullets and Numbering dialog, select the Numbering tab, select the first numbering format, and click Customize. Although you can utilize this numbering manner out of the box, it will expect nicer if the numbers are right-aligned, so fix the �Number position� to correct. You lot may too want to remove the period, increment the indent, or customize some of the rest of the formatting to your taste. This will give you a TOC that looks similar Figure 15.

Important Caveat: The numbering instructions above are for Word 2003 and earlier. In Word 2007 and higher up, paragraph numbering cannot exist modified through the Modify Way dialog; you lot must use the Ascertain New Multilevel List dialog instead; run across �Numbering� below for more information.

Figure 15. TOCs with numbered TOC styles

Yous may exist wondering why (or how) the titles of the front thing sections (�Preface,� �Acknowledgments�) in the examples in Effigy 15 are non numbered. This is easily accomplished. For the titles of your front matter sections, use a different fashion from the one used for chapter titles. It can look simply like the chapter title way, simply it should have an outline level of ii (if y'all�re non using Heading 2 for annihilation else, it�due south a good choice since it automatically has an outline level of 2). Then format the TOC 2 mode to look just like TOC 1, but without numbering (that is, requite it the same indent and other formatting). The front end matter titles will then use TOC 2 and look but similar the TOC 1 chapter championship entries, but without numbering.

Calculation chapter numbering

If you restart numbering in each chapter or division of a work, so you probably add the affiliate number to the page number, and then that Chapter one begins with page ane-1, Chapter 2 with 2-1, then on. Assuming you lot have added these numbers using the "Include chapter number" feature as described in this article, and so the chapter numbers volition be reflected in the table of contents, though this is not really very helpful since every affiliate starts with page 1.

Often, however, you will have a requirement to "number" the chapters with messages. This is often done for appendixes (Appendix A, Appendix B, and so on). So long as you are using a normal alphabetic sequence, you can exercise this with ordinary numbering, equally described in "How to number headings and figures in Appendixes."

Merely what if you want to utilise "random" letters (not in alphabetical club)? For example, suppose you have a glossary at the cease, and you desire all the page numbers to begin with G, and the endnote pages should begin with N and the index pages with I. If all you want is for the letters to appear on the pages, you can just type them into the header or footer earlier the PAGE field, only if yous want the letters to appear in the TOC as well, this is a very special case, only it can be handled by using the \southward switch in your TOC.

Credit is due to Word MVP Stefan Blom for realizing the potential of this switch, which is intended to pick up numbering applied to headings using a SEQ field. The method is rather finicking, and again, unless these "capacity" contain subdivisions that would be listed in the TOC, at that place is lilliputian point in including them (since all the starting pages would be 1). If y'all are determined to do it, however, hither'due south how:

1. In order to restart numbering in these sections, yous will already have separated them with section breaks. Unlink the header or footer (wherever the page number will be) of each of these sections from the previous ane.

2. In the header/footer, type the desired letter and separator (commonly a hyphen, merely meet Note 1 below) before the page number, so that you lot get M-1 or N-1 or I-1 or whatever. (See Notation ii beneath for an alternative method.)

3. In the document body at the start of each section, press Ctrl+F9 to create a field. It will appear as curved braces containing two spaces, with the insertion signal between the spaces.

4. In this field, type:
       SEQ chapter \* ALPHABETIC \r x
   where "x" represents the numerical position of the desired letter in the alphabet: 7 for Grand, nine for I, 14 for N, and and then on. Annotation that the \* alphabetic switch is case-sensitive; if you don't capitalize it, you lot will get a, b, c instead of A, B, C.

5. Press F9 to update the field, and you should come across the desired letter (if you've miscounted, endeavor again!).

6. You will need to format this field as either Hidden (Ctrl+Shift+H) or Font Color: White so that information technology doesn't print. One easy way to include information technology is to put it at the outset of the heading that will appear in the TOC and format it as Hidden. Yous cannot put information technology at the end of the heading or it volition utilise to the following section instead.

7. To include the letters in the tabular array of contents, you will need to edit the TOC field. Printing Alt+F9 to display the TOC field code and add to information technology:
       \s chapter
   And so Alt+F9 to toggle the field display and F9 to update the field.

Of import Note: Unfortunately, when you add the \due south switch to the TOC field, it affects the entire contents of the TOC. This ways that any sections that don't contain SEQ fields will be displayed with a aught and a hyphen (0-1, 0-two, etc.). What this means in practical terms is that you lot will have to accept 2 divide TOCs, one for the ordinary contents of your document and a subsequent one for the sections numbered with SEQ fields.

There are two means to reach this:

• Bookmark each section of the document (the ane without SEQ fields and the 1 with SEQ fields) and create TOCs using the \b switch as described in "A TOC for office of a document" above.

• Utilize different heading styles for the sections that use SEQ fields. For case, if the main part of your document uses Headings 1�3, then apply Headings 4 and upwardly for the headings in the sections that use SEQ fields. Include levels ane�iii in the showtime TOC and just level four (or iv and v or whatever) in the second ane.

Note 1: By default, Discussion uses a hyphen between the "chapter number" and the page number in the TOC. If you want to dissever the alphabetic character and number with a different grapheme (or none), you will need to add together the \d switch. For example, to produce "A:1" instead of "A-ane," use this switch:
    \d ":"
Omitting a separator entirely (to produce "A1") is a little more complicated because Word ignores a \d "" switch and uses a hyphen anyway. You can, however, insert a "No-Width Non Break" character from the Special Characters tab of the Symbol dialog, which will produce the desired result.

Note ii: Although most users volition probably discover it simpler and more straightforward to merely type the desired letter of the alphabet in the header or footer, there is some other method that makes it unnecessary to unlink the headers/footers of the sections that contain SEQ fields. In place of the alphabetic character, insert this field:
{ SEQ affiliate \c \* ALPHABETIC }
This will echo whatsoever letter is generated by the SEQ field at the beginning of that section. You will still need to type the desired separator character.

Saving your piece of work

A tabular array of contents tin can be viewed as having 3 components:

1. The TOC entries, derived from the text of headings in the document

2. The TOC field, which determines the content of the TOC

3. The TOC styles, which determine the formatting of the TOC

Naturally, the TOC entries will vary from one document to another, based on the headings independent in that certificate, but there is no reason you lot can�t save the balance of the work you�ve done to customize your TOC. This will permit you lot to easily create an identical TOC in another document. Every bit you gain more experience in creating TOCs, you volition be more probable to have created something worth saving for reuse.

You tin can save your TOC field as an AutoText entry. If you insert it into a blank document, it will give an error message until you add together some headings in the styles the TOC field is expecting, but once you have added headings, the field will function just the same as it did in the original document. It will include the same number of levels, omit folio numbers from the aforementioned levels (if any), be hyperlinked or not, as you chose, and then on.

The TOC styles tin be saved in a template. If you are working on a document based on a specific template other than Normal.dot, you may desire to become to the Modify Style dialog and bank check the �Add to template� box to relieve your style customizations to that template. Or you can create a new template by saving the certificate as a template. You tin can either delete all the content (the style definitions will remain) or delete everything but the TOC, which will preserve the TOC field too.

You can also use the Organizer to copy styles from one document or template to another. Moreover, you can copy and paste an unabridged TOC from one certificate to some other, though it may not work correctly if the target document does non contain the styles the TOC is looking for.

To admission the Organizer:

• Word 2003 and earlier: On the Tools menu, click Templates and Add together-ins. In the Templates and Add together-ins dialog, click Organizer... and select the Styles tab.

• Word 2007 and to a higher place:

  • If you lot accept the Programmer tab displayed, you tin click Document Template in the Templates group to open the Templates and Add-ins dialog. Click Organizer... and select the Styles tab.

  • Otherwise, on the View tab, in the Macros group, click the top half of the Macros split button to open the Macros dialog. Click Organizer... and select the Styles tab.

Annotation that the TOC field and the TOC styles are split up, and then yous can theoretically combine content and formatting in a diverseness of ways. But annotation also that styles and content can conflict. Equally nosotros have seen, it is possible to accept a TOC style that is centered. It is also possible to omit numbering for one or more levels of a TOC. When a style is centered, it must omit numbering. If you lot try to combine a set up of TOC styles that includes centered entries with a TOC field that doesn�t allow for omitting numbering at the relevant level, you�ll be in trouble.

Special considerations for Word 2007 and to a higher place

Give-and-take 2007 and above provide a gallery of prebuilt TOCs (References | Tabular array of Contents | Table of Contents). For the purposes of most of the techniques in this article, you will want to ignore those and use Insert Table of Contents to go to a Table of Contents dialog that looks very similar to the one in Effigy 2. From there you lot can follow about of the instructions in a higher place. Editing the TOC field is too the same in Give-and-take 2007 and above. In that location are, however, a few differences and possible pitfalls:

• The Add Text button

• Adding numbering to TOC entries

• Saving TOC fields every bit AutoText

Add together Text

Word's Help file claims that you can employ the Add together Text button to add selected text to the TOC at the desired level. Yous might think that this would attain something similar to a TC field, but it does not. What information technology does, at minimum, is utilise a given outline level, just not just to the selected text simply rather to the entire paragraph it's in (even if it's at the start of the paragraph). Even worse, what it does in many cases is actually apply the heading style for that level�Heading 1 for Level 1, Heading ii for Level two, or Heading 3 for Level 3. This may be what yous want, simply, if information technology is, it's simply every bit easy to use the headings from the Quick Styles gallery or Styles pane.

Additionally, yous might recollect that using "Practise Non Show in Tabular array of Contents" on this menu would remove a heading from the TOC without removing its heading formatting (something you often want to practise for the Table of Contents heading itself). Alas! no, it doesn't work that manner; instead, the heading style is removed and the paragraph reverts to Normal.

Annotation: The headings of the TOCs in the gallery use a style called "TOC Heading" for the "Contents" or "Tabular array of Contents" heading. This style is based on Heading 1 and looks identical, only it has an outline level of Body Text, so it doesn't announced in the TOC. You can too use this manner, just first yous will have to make it visible. In the Styles window, click the Manage Styles push button. On the Edit tab of the Manage Styles dialog, set the order to Alphabetical and detect TOC Heading. And so switch to the Recommend tab and click the Testify push button. You lot volition now see this fashion in the Styles window and can apply it to your heading.

Numbering

Numbering too works a picayune differently in Word 2007 and above. It is relatively piece of cake to apply numbering to TOC styles using the Numbering button in the Paragraph group on the Home tab, but, unless you take previously created a number format with the desired indents, you'll just go the out-of-the-box numbering, and the Suit Listing Indents command will not be on the shortcut menu. Information technology does, still, appear that you lot can use the ruler to adjust the indents; even though these are in disharmonize with those defined for the number format, they do seem to survive an update of either the style or the TOC. Alternatively, yous tin can add Suit Listing Indents to the Quick Access Toolbar (QAT). The numbering is unstable in other ways, however, so yous may want to use the Define New Multilevel Listing to select your numbering and indents and link Level ane to your TOC 1 manner.

AutoText

Word 2007 and higher up do however have AutoText (every bit function of the Building Blocks), and you lot can certainly all the same save your TOC field as an AutoText entry if you wish: select it, press Alt+F3, choose a name for your entry, and select "AutoText" equally the gallery to save information technology in. A better alternative, however, is to salvage information technology in the Table of Contents gallery. Another way to do this is to select the TOC and then click Relieve Pick to Table of Contents Gallery on the Table of Contents carte du jour, which opens the exact aforementioned dialog, only with "Table of Contents" already selected. When you lot do this, your TOC will appear in the gallery that appears when you lot click Table of Contents on the References tab.

Become creative!

One time you understand how TOC fields work, you tin get more than artistic about both content and formatting. Rarely is it impossible to create a TOC that does exactly what y'all want it to do and looks just the fashion y'all desire it to look.

This article copyright � 2006, 2008, 2011, 2014 by Suzanne Southward. Barnhill.

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Source: http://wordfaqs.ssbarnhill.com/TOCTips.htm

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