The trick to creating a tablet of contents, or TOC, for your document is to use Word 2016’s Heading styles. Use Heading 1 for main heads, Heading 2 for subheads, and Heading 3 for lower-level heads and titles. Word’s Table of Contents command uses those formats to build a table of contents field, which reflects the heading names and their page numbers.
How to Add a Table of Contents in Word 2016. Click Table of Contents on the References Tab, and choose one of the types of tables of contents available. The two automatic tables can be updated when you change the heading text, rearrange the order of your content, or change between heading styles. To update a TOC, or table of contents, that Word created automatically from the heading styles, click References Update Table. If the TOC wasn't created automatically, it can only be updated manually. A blank page near the start of your document is ideal for a TOC. Click the mouse to place the insertion pointer on the blank page. The TOC field is inserted at that point. Click the References tab. In the Table of Contents group, click the Table of Contents button. The Table of Contents menu appears. Choose a format. This is the hard way. The easy way is to make changes globally using TOC styles. Navigate to the References tab. Select “Table of Contents,” then “Custom Table of Contents.”. Click on “Modify” in the dialog box, which opens up a window that allows you to change the look of the TOC entries: TOC1, TOC2, etc. Choose to make a Table of Contents automatically; otherwise, select the Manual Formatting option. Follow these steps to make a TOC: Click in the document where you want the TOC to appear. In the Document Elements tab of the Ribbon, look in the Table of Contents group and click the tab at the bottom-center of the gallery. Nov 02, 2015 How to Add a Table of Contents in Word 2016. Click Table of Contents on the References Tab, and choose one of the types of tables of contents available. The two automatic tables can be updated when you change the heading text, rearrange the order of your content, or change between heading styles.
Providing that you’ve used the Heading (or equivalent) styles in your document, follow these steps to create a table of contents:
- Create a separate page for the TOC.Word places the TOC field at the insertion pointer’s location, though you probably prefer to have the thing on its own page. A blank page near the start of your document is ideal for a TOC.
- Click the mouse to place the insertion pointer on the blank page.The TOC field is inserted at that point.
- Click the References tab.
- In the Table of Contents group, click the Table of Contents button.The Table of Contents menu appears.
- Choose a format.The TOC is created and placed in your document, page numbers and all.
Above the TOC, you may also want to add a title — something clever, such as Table of Contents. Do not format that title as a heading unless you want it included in the table of contents.
- When the steps in this section don’t produce the effect you intended, it usually means that your document doesn’t use the Heading styles.
- If your document uses your own heading styles, ensure that the paragraph format specifies the proper outline level.
- The TOC field is static, so it won’t reflect further edits in your document. To update the field, click once to select it. On the References tab, click the Update Table button. Use the Update Table of Contents dialog box to choose what to update. Click OK.
- Cool people in publishing refer to a table of contents as a TOC, pronounced “tee-o-see” or “tock.”)
Adding a table of contents (TOC) to a long Word document is easy, thanks to the user interface options in the Ribbon versions. But there's more to the feature than you might realize. The TOC is actually built from a field you can manually alter. In fact, doing so is the only way to apply some of the feature's more advanced options. In this article, I'll show you two such features: We'll omit page numbers from individual levels and generate a partial TOC.
I'm using Word 2013 with Windows 7 but you can easily apply these instructions to all of Word's ribbon versions. You can work with any simple document or download the demonstration .docx file.
Preparation
This article assumes that you're familiar with Word's TOC feature and fields. If you're not, you might want to read How to insert a table of contents into a Word document before you continue with this article—but doing so isn't strictly necessary to follow this article.
There are no instructions for Word 2003 in this article. If you'd like to learn more about generating a TOC using Word 2003, please review the following articles at Microsoft.com: Quickbooks mac 2016 instruction manual.
About Word's TOC field
In a nutshell, fields are dynamic placeholders. More specifically, a field is a set of instructions that perform an action automatically. You probably use them often without realizing it. For instance, when you insert a page number into a document's header, you're inserting a field. As Word evolves and offers more feature via the interface, fields are less visible, but you're still using them.
Table Of Contents Word
Word's Ribbon-based interface does such a good job of walking users through the process of generating a TOC, most don't realize that the resulting TOC is actually a field. And more options are available if you know how to modify the underlying field. You may never need these features, but it's good to know they're available just in case.
Before we continue with the actual TOC technique, let's examine a TOC field. Figure A shows a typical TOC. On the surface; it appears to be ordinary text—but there's more than meets the eye. To expose the field that controls the TOC, click inside the TOC and press [Alt]+[F9.] Figure B shows the TOC's field and switches.
Figure A
You can't see the TOC's underlying field.
Figure B
Press [Alt]+[F9] to see the TOC field's switches.
The field tells you everything you need to know. TOC is the identifier, the table of contents field. Everything else is a switch with arguments:
- o '1-3' is the default level argument and tells Word to include Heading 1, Heading 2, and Heading 3 in the TOC.
- h is the hyperlink switch that turns each entry into a hyperlink to the associated section. If you delete this switch, only the page numbers are hyperlinked.
- z hides tab leaders and page numbers in Web Layout view because they're irrelevant in the web environment.
- t 'TOC Summary, 4' adds a style other than the built-in heading styles to the TOC. In this case, the TOC includes a custom style named TOC Summary as the fourth level.
If you know how to interpret the switches, you can quickly discern that this TOC has four levels. The first three use the built-in heading styles and a fourth is based on a custom style to generate hyperlinked entries. The first three switches are defaults; t was added to display annotations for the third-level entries. To learn how to annotate an entry, read Use a custom style to annotate a Word table of contents.
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For a complete list of TOC switches, read Field codes: TOC (Table of Contents) field.
Omit page numbers
The annotations shown in Figure A are the result of applying a custom style to the TOC's fourth level. When annotating a section, you probably won't want to include the (default) page number and you can't turn them off using a dialog interface option.
When generating the TOC, you can uncheck the Display Page Numbers option, shown in Figure C to disable all page numbering. Doing so adds the n switch to the field code. For example, if we had done this in our example, the field code would be { TOC o '1-3' n h z t 'TOC Summary,4' }. The resulting TOC would have no page numbers.
Figure C
Disable page numbering in the TOC.
What you can't do via the interface is disable page numbering for a specific level — it's an all-or-nothing setting. Fortunately, you can manually alter the field code to disable page numbering for a specific level by specifying the level in an x-z format where x is the first level and z is the last. To disable page numbering for the annotation level (the fourth level), add 4-4 to the switch, as shown in Figure D.
Figure D
Manually specify a level to disable page numbering for that level.
After altering the field, press [Alt]+[F9]. Then, right-click and choose Update Field. In the resulting dialog, choose Update Entire Table and click OK to generate the new TOC, shown in Figure E.
Figure E
Remove page numbers for a specific level.
Add a partial TOC
You might want to include a partial TOC for specific sections. For this, you'll use the b switch and a bookmark. First, select the section in question. In the example document, we'll select the entire Quick Themes section:
- Quick Themes: Heading 1
- Theme Gallery: Heading 2
- Quick Styles: Heading 3
To create the bookmark, do the following:
- Select the entire section you want bookmarked. In this case, that's the three sections mentioned above.
- Click the Insert tab.
- Click Bookmark in the Links group.
- Enter a name, such as TOCsub1 (Figure F).
- Click Add.
Figure F
Enter a name for your bookmark.
Table Of Contents Definition
Now, generate the partial TOC as follows:
- Position the cursor where you want to display the TOC.
- Press [Ctrl]+[F9] and Word will insert a pair of code brackets.
- Between the brackets type TOC b TOCsub1 o '1-3' (Figure G).
- With the entire field code selected, press [Alt]+[F9] to display the field code.
- If the TOC isn't visible, right-click the (seemingly blank) spot and choose Update Field to see the TOC shown in Figure H.
Figure G
Type this text inside the brackets.
Figure H
Generate a partial TOC.
TOC codes add flexible solutions
Once you're beyond basics, you can use field code switches to add more advanced TOC features. There's almost nothing you can't accomplish with the right switch and a bit of creative strategy.
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Also read..
Other TOC techniques?
What customization tricks have you accomplished by tweaking Word's TOC field? How about other fields? Share your tips with fellow TechRepublic members.
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