TOC can be created only for those documents that have
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Recent versions of Word have 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 once it has been inserted.
For instructions on the basics of inserting a TOC, see Word MVP Shauna Kelly’s article “How to create a table of contents in Microsoft Word.” If you have never used a TOC before, I highly recommend that you read Shauna’s article before reading this one. 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 above are discussed at the end of this article.
Some specific TOC effects can be 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 be inserted in the field to achieve these effects. Some of the tricks detailed in the present article also require editing the TOC field; if you have never edited a Word field, you can find instructions for editing any 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 way or another, you can generate a table of contents that includes exactly what you want to include and nothing more, but this is much easier to do if you give some thought to the TOC when you are creating the document itself. Because Word by default builds a TOC based on Word’s built-in heading styles, inserting a TOC will be most straightforward if you have used these heading styles in the way they were intended to be used: Heading 1 for the title of the highest division you want included (which may be a part, section, or chapter), Heading 2 for the title of the next-lower division, and so on. There are also many other good reasons for using Word’s built-in heading styles.
Using heading styles and outline levels
Using the TOC Options
TOC entries that don’t appear in the document
A TOC for part of a document
Using heading styles and outline levels
By default, Word creates a TOC based on Headings 1–3. It also includes other built-in styles that have an outline level of 1, 2, or 3, such as the Title (Level 1) and Subtitle (Level 2) styles. To see the outline level of any given paragraph, look at the upper right corner of the Paragraph dialog.
To access the Paragraph dialog:
Word 2003 and earlier: Click Paragraph... on the Format menu.
Word 2007 and above: 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).
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