How to insert a Table of Contents - COMPLETE!

Tutorial Video Contents

00:54 ]- Part 1 - SETTING UP Your Document:

1:15 ]- Tools: NAVIGATION PANE
1:36 ]- STYLES BOX
2:01 ]- PARAGRAPH MARKS
2:19 ]- Set HEADING STYLES in document
[Includes how to use "UpDate Style to Match Selection"]

5:04 ]- Part 2 - INSERTING Table of Contents

5:30 ]- How To Create a page for Table of Contents
6:37 ]- INSERT the TOC from Ribbon
[ includes Menu box choices for TOC ]

8:35 ]- Part 3 - FORMAT Table of contents

8:54 ]- WIDTH
10:27 ]- FONTS [ Text ]
11:34 ]- INDENT
12:23 ]- WHITE SPACE [ between lines ]
13:44 ]- Finishing Touch
14:10 ]- Clean Up Extra lines

Complete START to FINISH making a Table of Contents

MS Word 2016. 2013 and 2010.
This covers the 3 main parts of creating a TOC.

1. Setting up your document

2. Inserting your Table of Contents

3. Formatting your Table of Contents.

HANDS ON LEARNING!!

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

STEP by STEP Instructions:

OutLine


Part 1: Setting up Your Document
Part 2: Inserting Your Table of Contents
Part 3: Formatting Your Table of Contents


TOOLS

Turn on Navigation Pane:

Ribbon: VIEW -> NAVAGATION PANE
Click in check box)

Turn on Styles Box:

Ribbon: HOME -> Click “Little Square” in bottom left corner of the STYLES section.

Turn on Paragraph Markers:

Ribbon: HOME -> Click “P” symbol in PARAGRAPH section of ribbon

Part 1 - Setting up Your Document

Set-Up Styles Box Heading formats to match your documents formatting.

NOTE: the first time you use a Heading Style in the box - you need to “Set-Up” that Heading Style in the box to match the formatting you’re using (in your current document.) After this one time “Set-Up”… you just Click the Heading Style in the box to apply it to your future selections in your document. (Similar to the Format Painter feature only more powerful.)

1. Select the current heading or sub heading in your document: (including the “P” at end of sentence.)
2. Move cursor over to the STYLES BOX.
3. Click the “little arrow” that will appear to the right of your choice of Heading (1, 2… etc.)
4. Select and Click on “UPDATE HEADING TO MATCH SELECTION”

Congratulations!! – The Heading you chose in the Styles box is now set for the formatting in your document. You should also see your documents Heading in the NAVAGATION PANE – that’s how you know you did it right.

((Repeat those steps for each of your sub-headings just the First time you want to use them.))

Set Your Document Sub Headings using the Styles Box Headings for the remainder of the document:

1.) Select a Heading or Sub-Heading in your document
2.) Go to the Styles box – Click on the (newly Set-up) Heading Style you want for that selection.

When you’re done – the Navigation Pane should contain all your Headings and Sub-Headings for your document.
This structure is what Word will use to build your Table of Contents .

 

Part 2: Inserting Your Table of Contents

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 just like you did before.

Adjust Margins

1.) On Ribbon click PAGE LAYOUT -> MARGINS -> CUSTOM MARGINS
2.) Adjust LEFT and RIGHT (Inside and Outside) to 0.50”
3.) Be certain the APPLY TO option in the lower left corner says THIS SECTION
4.) Click OK button

Insert Table of Contents

1.) Click to put the blinking curser at the second “P” from the top of the TOC page.
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 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.

 

Part 3: Formatting Your Table of Contents

To Adjust the Width (length of leader line – the dots to the page. #)

1.) Click inside the SECTION BREAKS: NEXTPAGE of the Table of Contents page
2.) On the Ribbon Click: PAGE LAYOUT-> MARGINS -> CUSTOM MARGINS
3.) Adjust the Left and Right (inside and outside): bigger Margins = shorter Leader Lines & vice versa
4.) Click on the Table of Contents to turn it gray
5.) Right-Click, Click UPDATE FIELD (Top Choice) then UPDATE ENTIRE TABLE, Click OK

Word will re-insert your Table of Contents into the new Margins that you have set.

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)

The PARAGRAPH DIALOGE BOX APPEARS

4.) 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)

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!!
Oh… The “Points” used for line spacing are the same as for “Font” size. 12 pt Ariel is the same Height as 12 pt space before a line. (or After)

Adjust TOC position on Whole Page

To Center (Left - Right):

1.) Select the entire Table of Contents
2.) Use the regular Paragraph (Left, Center, Right) buttons. (HOME -> Paragraph area)

If you want your TOC more to the left, you might have to re-adjust your left margins and then re-insert your TOC.

To Center (Top - Bottom):

With your Paragraph marks turned on (“P”)

1.) Click above your Table of Contents and hit the ENTER key to push the TOC downward.
2.) Click above your Table of Contents and hit the Delete key to pull the TOC upwards.