Use a Table of Content Entries

Word 365
Some headings or titles (such as table titles or figure captions) in the document are too long or have a format, making it difficult to include them in a Table of Contents, Table of Figures, or similar lists. Word offers functionality Table of Contents Entry that keeps text readable in a Table of Contents, Table of Figures, etc.

Table of Contents Entries allows to keep:

A Table of Contents Entry defines the text and page numbers.


Create a Table Entry using the Mark Entry button

To create a Table Entry, do the following:

   1.   Position the cursor where you want to insert a Table Entry.

Usually, it should be placed right after the text to be replaced.

Note: You can select the text to be replaced to avoid double typing the text later.

   2.   Do one of the following:

   3.   In the Mark Table of Contents Entry dialog box:

Mark Table of Contents Entry dialog box in Word 365
  1. In the Entry field, type or correct the text of the entry (if you selected text, it is displayed),

    See examples of inserting additional symbols and formatting in the Entry field below.

  2. In the Table identifier list, select the identifier.

    The letter (typically from A to Z) defines the object type as a caption label. You can create a Table of Contents, Table of Figures using one of these identifiers.

    For example, select F for figures, T for tables, etc.

  3. In the Level field, select the level for the entry like the headings for hierarchical structure in the Table of Contents, Table of Figures, etc.
  4. Click the Mark button to insert a Table Entry in the document.
  5. Click the Close button to close the dialog box.

Word turns on the Show/Hide feature to display the non-printing characters in the document (if it is not already turned on) and inserts a TC field in the place of the cursor.


Create a Table Entry using the Field dialog box

   1.   On the Insert tab, in the Text group, click Quick Parts, and then click Field...:

Field in Word 365

   2.   In the Field dialog box:

  • In the Field names list, select the TC field (Mark a table of contents entry):
    Field dialog box in Word 365
  • In the Text entry field, type the text for the Table of Contents or Table of Figures for this entry,
  • Select the check boxes you need:
    • TC entry in doc with multiple tables allows using the identifier (the letter defines the type of the object as a caption label).
    • Outline level specifies the level as a headings level.
    • Suppresses page number adds the page number for the entry.
  • Click OK.

Note: To specify the identifier, modify a Table Entry using switches.


Create a Table Entry using the TC field switches

The TC field looks like this:

TC field in Word 365

   1.   Create a field by pressing Ctrl+F9:

The special brackets for fields in Word 365

   2.   Type TC to specify the Mark a table of contents entry field.

TC field 2 in Word 365

   3.   Type the text in quotes for the Table of Contents or Table of Figures for the new entry. It can contain other fields, some formatting, non-printable symbols, etc.

   4.   Type switches:

  • \f with the following letter identifies the Table identifier,
  • \l with the following number identifies the Level,
  • \n omit the page number for the entry.

Use the Table Entry in the Table of Contents

By default, after selecting the Table Entry fields in the Table of Contents dialog box (see how to create and modify a Table of Contents), Word doesn’t specify the identifier of the Table Entry. So, after creating a Table of Contents, you need to make the additional steps:

   1.   Select all Table of Contents lines, including the last, empty one.

   2.   Right-click and select Toggle Field Codes in the popup menu:

Toggle Field Codes in Word 365

Note: If you see something like this Hyperlink field in Word 365, not all lines were selected for the Table of Contents. Select them again and repeat this step.

   3.   In the TOC field, after the \f switch, specify the Table Entry identifier. For example, H.

   4.   Right-click in the TOC field and select Update Field... in the popup menu:

Update Field in popup menu Word 365

Word updates the Table of Contents according to your choices.


Examples


Example 1: Add parts of the paragraph or even non-existing phrase to the Table of Contents

This example solves the problem if the text should be included in the Table of Contents or Table of Figures:

  • located in the middle of a paragraph (see how to transform text if you need to include the first few words of a paragraph), or
  • you need to rephrase the heading, title, or caption.

To add the parts of the paragraphs or non-existing phrases, do the following:

   1.   Position the cursor where you want to insert a Table Entry.

   2.   Create the TC field with the text for the entry and the following switches:

  • \f H to identify these blocks of texts as Headings
  • \l 4 to specify the blocks of texts as Heading level 4 (optionally)
  • \n to hide page numbers (optionally):
TC - non-existing phrases in Word 365

   3.   Create a Table of Contents or Table of Figures with the Table Entries.

   4.   Make additional steps to specify the identifier of the Table Entry:

Table of Contents - non-existing phrases in Word 365

Note: The Table of Contents code looks like: Table of Contents field in Word 365 (see Table of Figures and Table of Contents switches for more details).

See also how to include multiply Tables of Contents in one Word document.


Example 2: Add two- or three- lines headings, titles, captions in the Table of Contents or Table of Figures

This example solves the problem of a formatted heading, titles, or captions. According to some requirements, the title or caption should be located on the next line from the label and number. In that case, the Table of Figures will contain only labels with numbers (Table 1, Table 2, etc.) without titles. E.g.:

Table entry fields - multiple lines in Word 365

***

Table entry fields - multiple lines in Word 365

To include the several lines to the Table of Contents or Table of Figures, do the following:

   1.   Position the cursor where you want to insert a Table Entry. It is recommended to insert it at the end of the heading, title, or caption.

   2.   Create the TC field with the text for the entry and the following switches:

  • \f T to identify these blocks of texts as Tables
Table entry fields 1 in Word 365

***

Table entry fields 2 in Word 365

   3.   Create a Table of Contents or Table of Figures with the Table Entries:

Table entry fields in Table of Figures Word 365

Notes:

  1. The Table of Figures code looks like this: Table of Contents field in Word 365 (see Table of Figures and Table of Contents switches for more details).
  2. You can solve that also using the transformation of the headings, captions, and titles.

Example 3: Add formatted titles to display in the Table of Contents

This example solves the problem of a formatted heading with two or more lines formatted in different styles. E.g.:

Formatted Table of Contents in Word 365

To add the formatted blocks of texts to the Table of Contents, do the following:

   1.   Position the cursor where you want to insert a Table Entry (usually at the end of the last line).

   2.   Create the TC field with the text for the entry and the following switches:

  • \f H to identify these blocks of texts as Headings
  • \l 1 to specify the blocks of texts as Heading level 1:
Table entry fields - formatted blocks 1 in Word 365

***

Table entry fields - formatted blocks 2 in Word 365

Note: To include the correct number in the Table Entry, use the Bookmarks.

   3.   Create a Table of Contents or Table of Figures with the Table Entries with the following switches:

  • \f H to identify Table Entries,
  • \ο “1-2” to include the Heading 1 and Heading 2 styles

   4.   Make additional steps to specify the identifier of the Table Entry:

Table of Contents - formatted blocks 1 in Word 365

Notes:

  1. The Table of Contents code looks like this:
    Table of Contents field in Word 365

    See Table of Figures and Table of Contents switches for more details.

  2. You can solve that also using the transformation of the headings, captions, and titles.

Example 4: Add the replacement text instead of text in the heading, caption, or title

You can add the TC fields to every heading if you need to display them in words instead of their numeric format:

Table of Contents - replacement text in Word 365

   1.   Position the cursor where you want to insert a Table Entry (usually at the end of the line).

   2.   Create the TC field with the text for the entry and the following switches:

  • \f H to identify these blocks of texts as Headings
  • \l 1 to specify the blocks of texts as Heading level 1:
Table entry fields - replacement text 1 in Word 365

***

Table entry fields - replacement text 2 in Word 365

   3.   Create a Table of Contents with the Table Entries with the following switches:

  • \f H to identify Table Entries,
  • \ο “2-3” to include the Heading 2 and Heading 3 styles and exclude the Heading 1

   4.   Make additional steps to specify the identifier of the Table Entry:

Table of Contents - formatted blocks 1 in Word 365

Note: The Table of Contents code looks like this:

Table of Contents field in Word 365

See Table of Figures and Table of Contents switches for more details.

If you have any questions or suggestions, please feel free to ask OfficeToolTips team.

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