How to Create a Multi Column Table of Contents

Tutorial Video Contents

[ 1:44 ]- Document Introduction

[ 2:13 ]- STEP 1 - Insert 2 Section Breaks: Next Page
[ 3:10 ]- STEP 2 - Insert 2 Section Breaks: Continuous

[ 4:03 ]- STEP 3 - Adjust - Margins
[ 4:39 ]- STEP 4 - Insert - 3 Coumns

[ 5:43 ]- STEP 5 - Insert - Table of Contents
[ 6:43 ]- STEP 6 - Format - Table of Contents

[ 8:30 ]- STEP 7 - Insert - 2 Column Breaks

[ 10:45 ]- (Optional) Enclose TOC in a Box
[ 12:20 ]- Closing Remarks

This video will shows how to use Word's Column feature and apply it to a Multi Column Table of Contents.

It's not hard ... and the results are cool.

Using this method you can have a Table of Contents on half a page...
leaving the other half for pictures, credits, disclaimers etc.

Tutorial Includes "How to Format" Methods!


HANDS ON LEARNING!!
Download the Practice Document and follow
along with the Tutorial. It's quick, painless and
FREE!

Step By Step Instructions:

OVERVIEW

1. Insert 2 Section Break: Next Page
2. Insert 2 Section Break: Continuous
3. Adjust Margins
4. Insert Columns (3 shown)
5. Insert: Table of Contents
6. Format: Table of Contents
7. Insert Column Breaks

TOOLS

1. PARAGRAPH MARKS
Ribbon: HOME -> backwards “P”

 

1. Insert 2 Section Breaks: Next Page

1.) At the bottom of the page preceding your future Table of Contents page: Click to put the insertion
point on the SECOND to last “P”. ((Not the very last “P” – you’re going to need that later.))
2.) On the Ribbon Click on PAGE LAYOUT -> BREAKS -> SECTIOIN BREAKS > NEXT PAGE
3.) Click Under the newly created section break
4.) Hit the ENTER Key a few times to give yourself extra lines onto the new page.
5.) Create a second SECTION BREAK: NEXT PAGE at the second to LAST “P” that you just made.

2. Insert 2 Section Breaks: Continuous

1.) Click to put the insertion point on the SECOND “P” under the top Section Break you created.
((Not the very first “P” – you’re going to need that later.))
2.) On the Ribbon Click on PAGE LAYOUT -> BREAKS -> SECTIOIN BREAKS > CONTINUOUS
3.) Click Under the newly created section break
4.) Hit the ENTER Key a few times to give yourself extra lines UNDER the Continuous break.
5.) Create a second SECTION BREAK: CONTINUOUS at the second to LAST “P” that you just made.

3. Adjust Margins

1.) Click to put the insertion point (blinking cursor) anywhere in between the two Continuous Breaks.
2.) On Ribbon click PAGE LAYOUT -> MARGINS -> CUSTOM MARGINS
3.) Adjust LEFT and RIGHT (Inside and Outside) to 0.40”
4.) Be certain the APPLY TO option in the lower left corner says THIS SECTION
5.) Click OK button

4. Insert Columns

1.) Below the First Section Break Continuous, Click the second from the top Paragraph Marker
2.) On RIBBON click PAGE LAY OUT-> COLUMNS (at the bottom of menu) -> MORE COLUMNS
3.) Click the picture of 3 columns (or enter the number 3 in the NUMBER OF COLUMNS box
(( Or however many you may have room for or want.))
4.) (optional) Adjust the SPACING to 0.04
5.) Be certain the APPLY TO box in the bottom left shows THIS SECTION: Click OK

Your columns are now in place inside your two SECTION BREAKS: CONTINUOUS

5. Insert: Table of Contents

1.) Click to put the blinking curser at the second “P” from the top in the First Column.
1.) On Ribbon Click REFERENCES-> TABLE OF CONTENTS-> INSERT TABLE OF CONTENTS
2.) On the First menu box: Go straight to the OPTIONS button and Click it
3.) On the Second menu box go up to the STYLES and UN-check it! (NO Styles!)
4.) Be certain OUTLINE LEVELS has a check mark in it.
5.) Click OK to that box

((Back to the First Menu Box))

1.) UN-check HYPERLINKS. (NO hyperlinks)
2.) Move to “SHOW LEVELS” at the bottom left.
3.) CHANGE the number 9 to whatever levels you may have for your document.
4.) CHANGE the leader (dots, lines etc.) to whatever you want for your TOC
5.) Click the “OK” button.

Your Table of Contents is now displayed on the page inside the 3 columns.

NOTE: If your Table of Contents is fairly long, the Table will fill the first column and then spill over into the next column. This is fine, because later after formatting you will put in Column Breaks to set each part of your TOC into its own individual column.

Do not insert your column breaks until after you have finished Formatting your TOC. (Because the formatting won’t work right.) The rule of thumb: Format first, column break second.
If you discover that you might need more column width (room) for your table… Either adjust the margins or your column width.

Click the UNDO button until you’re back to the point before you adjusted the Margins. Go ahead and insert your margins as normal only this time, decrease the Right/Left (Inside/Outside) margin measurement. This gives you more paper width to work with. Then, when your inserting your columns – decrease the number in the “Spacing:” box. This will give you more room for your Heading titles.

6. Format: Table of Contents

To Change the FONT:

1.) Click on your Table of Contents to turn it gray color.
2.) Select only the very FIRST line of your Heading 1. (Including the Paragraph Mark – “P”)
3.) RIGHT-CLICK on the selection
4.) Change the font the way you normally would, (Using the text formatting tools on the pop up menu.)

Now ALL the Heading 1’s in your document will adopt this same formatting.
Re-peat this process for the remaining Heading FONTS – sizes, colors etc. you wish to adjust.

To Change the Indentation

1.) Select only the very FIRST line of your Heading 2. (Including the Paragraph Mark – “P”)
2.) RIGHT CLICK on the selection
3.) Choose the PARAGRAPH option on the RIGHT CONTEXT MENU. (About half way down)
4.) The PARAGRAPH DIALOGE BOX APPEARS
5.) Find the area that says ‘INDENTATION” ’ (on the left hand side – upper middle)
6.) Change ONLY the LEFT indentation number. (The greater the number – the farther “IN” the line goes)
7.) Click OK button at the bottom right when you’re done.

All your Heading 2 lines will now adopt the changes that you have made.
Re-peat this process for the remaining Heading Indentations you wish to adjust.
Usually you won’t be adjusting the first or Heading 1 lines of a Table of Contents. However, the other Headings (2, 3…) you might want to “adjust to taste” Oh! The measurements are in inches. 1.0 = 1 inch and 0.5 = a half an inch.

To Change the Space Between Lines

1.) Select only the very FIRST line of your Heading 1. (Including the Paragraph Mark – “P”)
2.) RIGHT CLICK on the selection
3.) Choose the PARAGRAPH option on the RIGHT CONTEXT MENU. (About half way down)
4.) The PARAGRAPH DIALOGE BOX APPEARS
5.) Find the area that says ‘SPACING” ’ (on the left hand side – Lower Left) adjust the space to taste.


BEFORE – changes the amount of space on top of each line. (Larger number = more space)
AFTER – changes the amount of space below each line. (Larger number = more space)
POINTS are the same as Font measures. (Example: 12 pt. Ariel, Verdana at 16 pt.)

When it comes to a Table of Contents – sometimes you want your First Heading 1 (Main Topic) to stand apart from the rest of the sub-headings. Other times you might want less space between the remaining lines of your sub-Headings. (to cause them to appear more like a related group)

Your best strategy is to “zero out” one of these options (Before & After) and then control the line spacing with the other one exclusively. In this video I chose to “zero out” the AFTER measurement and then control the line spacing with the BEFORE measurement. It’s up to you which one you want to use… I just prefer nothing below the line.

I made one exception and that was with Heading 1… I just wanted it to have more of a “Title” effect than the other sub-Headings. But then again.. that’s just my personal preference. Adjust your Table of Contents any way you wish.

Oh and yes… you can get into a situation where you’ve chosen 4 points for space BEFORE each line and simultaneously you have chosen 9 points for AFTER each line. And … Yes! 4 +9 = 13 points of space between each and every line!!

7. Insert Column Breaks

1.) Go to the end of the very last line, of the first group, you want in column 1
2.) Click in between the last letter and the Paragraph Marker
3.) Hit the ENTER key once on the keyboard
4.) Repeat Steps 1, 2, and 3 for the rest of your Table of Contents.

Your Table of Contents should sectioned off into the appropriate columns.

8.) To Vertically Adjust the TOC on Paper

Lower the TOC:

Click above the Table of Contents and hit the ENTER key to push the TOC downwards on the page.

Raise the TOC:

Click above the Table of Contents and DELETE some extra lines to raise the TOC upwards..