2015

Finalizing Your Document

HOW TO USE MICROSOFT WORD FUNCTIONS TO CREATE A
PROFESSIONAL AND ORGANIZED TABLE OF CONTENTS
KARLY HENSLEY

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THESE INSTRUCTIONS ARE MEANT TO BE USED IN MICROSOFT WORD

2013 ONLY. ANY OTHER MICROSOFT OFFICE PROGRAM CANNOT BE
GUARANTEED TO FOLLOWS THESE STEPS DIRECTLY.

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Table of Contents
Step 1: Using the Heading Styles Function ................................................................................................................... 3
Step 2: Including Your Graphs and Tables .................................................................................................................... 4
Step 3: Adding in Your Table of Contents ..................................................................................................................... 6
Updating your Table of Contents.................................................................................................................................. 8
Modifying your Heading Styles ..................................................................................................................................... 9

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How to Use Microsoft Word Functions to

Create an Organized Table of Contents
Step 1: Using the Heading Styles Function
Now that your document is nearing completion, the Styles function in Microsoft Word allows for the
headings of your document to be complied into a clean, neat, table of contents to provide in the
beginning of your paper.
In order to do this, you will first open your completed document in Microsoft Word.
1.1)
1.2)

Using your cursor, highlight the first heading of your document.

On the home tab, locate the Styles box on the right half of the ribbon to choose your desired
heading style.
Notice that within the Styles box, captions are placed beneath each option. Be sure to
select the Style that is captioned Heading 1, Heading 2, etc.

Note: Floating your cursor over the default heading styles will allow you to see what
your heading will look like before choosing one.
1.3)
1.4)

Select a heading style.

Repeat process for all other headings in your document.

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Step 2: Including Your Graphs and Tables

Many of your documents will include graphs, tables, and charts. Inserting captions to these graphics
allows you to reference them within your table of contents.
Locate the first graphic in your document.
2.1)
2.2)
2.3)

Highlight your graphic by hoovering your cursor over the table or chart until the four way arrow
appears at your cursor, and click once.
Select the References tab.
Click on the Insert Caption button.
A dialog box will appear, allowing you to customize your caption.

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2.4)
2.5)

In the first text box, type the title of your caption.

In the options section of the dialog box, choose the drop box that allows you to caption your graphic as a
table or a figure.

NOTE: The default setting for a table will automatically set the caption above the table, and
the default for a figure will set the caption below the table. If you choose to format this
differently, the Position box does allow you to change that if necessary.

2.6)

Continue this process for any other tables and/or figures in your document.

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Step 3: Adding in Your Table of Contents

Once you have styled your headings and graphics, you can insert a table of contents.
3.1)
3.2)
3.3)

3.4)

Insert a blank page at the beginning of your document by lining your cursor up with the first text
within your document, and press Ctrl+Enter.
Select the Reference tab.
Select the Table of Contents button. This will allow you to choose a default style within your
table of contents page.

Select the table you would like to use, and your table of contents page will appear.

If you are using graphics in your document, you will need to insert a Table of References. Begin directly
beneath your Table of Contents.
3.5)
3.6)

Remaining in the Reference tab, select the Insert Table of Figures button. A Table of Figures
dialog box will appear.
In the General section of the dialog box, locate the drop down box that will allow you to insert
tables and/or figures you have captioned.

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NOTE: If you do have both tables and figures, you will have to complete this process for
adding in your figures first, and then repeat this process for the tables, or vice versa.
Your Table of Contents page is now clean and neat allowing for your reader to easily navigate through
your document.

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Updating your Table of Contents

Including a Table of Contents does not limit your ability to continue revising your document. If you
include more information, causing your table of contents to either be inaccurate with the page numbers,
or excluding new sections and/or graphics that you have added, you do not need to redo this process in
order to update your references.
Step 1.) Go back to your Table of Contents page.
Step 2.) Right click on your Table of Contents sections.
Step 3.) When the new dialog box appears, select Update Field within that box.

Step 4.) Within the next dialog box, choose to update page numbers only or entire table depending on
your needs.

Step 5.) Select OK. Your table of contents is now updated.

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Modifying your Heading Styles

If your document has a specific theme, the default Styles can cause for clash in visuals. You can modify
the headings in order to create and organized table of contents while still matching the visual appeal. In
order to do this, go back to the Home tab and locate the Styles box, as we did in Step 1: Using the
Heading Styles Function.
Step 1.) Locate the Styles Dialog Box Launcher at the bottom right of the Styles box.

Step 2.) Select the Styles Dialog Box Launcher.

Step 3.) Locate the heading you used, and hoover over it with your cursor without clicking on it. An
arrow will appear with the option for a drop down box.
Step 3.) Select this box, and click modify.

This will bring up another dialog box allowing you to modify the font, size, color, and other
formatting option to fit your preferred style.

Step 4.) Once you have updated your heading style, repeat Step 1: Using the Headings Styles
Function, to modify your existing headings.