Microsoft Word – Heading formatting and table of contents



hi it's dr. Clark this is the first in a number of tutorials using Microsoft Word we're using the current version of word which is 2010 with all the current Microsoft updates applied to it and the purpose of this tutorial is to look at the use of headings heading numbering and table of contents to create a scientific document we're assuming that you're going to be using a standard scientific document format the kind of format we use for writing reports thesis templates and things like that we're going to be using headings so heading one as a chapter for instance heading two was a subheading for a chapter and then heading three as a subheading to a subheading and we're also going to assume that you'll be using the standard numbering format so that chapter numbers will be labeled 1 2 3 4 etc and then subheadings will be 1 or 2 or 3 with a decimal after it followed by the number of the subheading so for instance the first subheading in chapter 2 will be 2.1 and then that will be followed by sub subheadings which will be 2 point 1 point 1 2 point 1 point 2 etc we're going to be then creating a table of contents which will update automatically or update when you click on ask it to update as you create your document and we're going to be adding some text into the document and then in latter tutorials we'll be coming back and putting in some figures and sorting out some numbering and some referencing for figures and sections so we're going to start by just setting up our headings and setting up our heading numbering as I said we're using the standard version of word with a standard template this is the template that opens when you open word and this is a normal document on the screen here and you'll notice in the Home tab at the top and the right here you've got a series of options for various styles these are the style palettes and Word by default gives you normal no spacing heading 1 heading 2 heading 3 heading 4 etc and there's another whole page of this with a various bits and bobs in it and the ones we're concentrating on this tutorial are normal heading 1 heading 2 and heading 3 so I'm just going to start by I'm starting off by writing my first heading number and this will be chapter 1 so we started out of the book I've prepared in my pace buffer the standard lorem ipsum text so there we are there's our standard lorem ipsum text full of spelling mistakes you can see because it's all in Latin and after that I'm going to put in chapter 2 followed by the same text and then within chapter 2 I'm going to do section 1 within chapter 2 put some more text in and in chapter 1 section 1 and section 2 I'm going to put in so you can see I'm just basically populating the various parts of this and I'm going to do a sub section and then so now good here we ask got some text I've got chapters I've got a couple of sections with a sub section and another chapter so what I'm going to do now is I'm going to format these basic text in the format that I want my final chapters to look my final report to look like for the purposes of this demonstration I'm going to decide everything's going to be in Times New Roman rather than Calibri which is the default just to give us a bit more editing options so first and foremost let's start with our chapter numbering we highlight our first chapter I'll just click on our first chapter and we call it heading one so immediately it's formatted this chapter in the format that word wants heading one to B it's kind of a blue color so I'm going to highlight this make it black to start with and then choose Times New Roman I'm happy with point fourteen or them attempted to make it point sixteen sixteen point font just to give it a little bit more impact and I'm also going to give it a little bit space after you can see this paragraph is bunched up with the text below and because this is a chapter I'm going to go to the paragraph here and add a little bit of space and twelve points of space and you can see now it's spread out a little bit more I'm quite happy with that so if I select chapter one and then go over to the style menu instead of left clicking I right click I can then choose update heading 1 to match selection and now you see heading 1 has change the text here is chained to this back text so I can now go down to chapter 2 and I can call that there we are heading one so that's now chapter two so let's do section number one again click on section one and I'm going to call this heading number two and again word is formatted in a blue color in Cambria font so I'm going to select that change it to Times New Roman make it black and again I'm going to put a little bit of space after it not as much in the chapter and I'm fairly happy with that so I'm going to right click now and update heading to match selection and now heading two is set to black so I can go to section to assign that and then section 1 of chapter 2 assign that so now we've got all our wrong one maybe out that I've got all my headings and titles set up quite nicely there and the last one is my sub section so I click on the sub section and choose heading 3 and again it's a little blue and emboldened Cambria so I change that to Times New Roman and black I think I'll leave it bold but I'll leave it at size 11 I think that size 13 and that is size 16 so I quite like the layout they've given me there so now I'm happy with sub section I'm going to update it here as well there we are updated and then I need to look at my text because I'm using Times New Roman for everything else but my body text is in Calibri that's the normal paragraph format so I'm also just to select one of these paragraphs change this to Times New Roman and it's set to Times New Roman 11 I'm not going to argue with word in this case I'd probably leave it at size 12 but just for the sake of this tutorial I will leave it at size 11 right-click on my normal here and go update and now you see automatically all my other paragraphs are updated I could change my mind to the later date and change that to 12 and then of course all my other normal paragraphs will update to size 12 as well so there's no real worries about this I mentioned the beginning that it's often normal in scientific reports and thesis and other such things to number each of your chapters and number each of your sections will word has thought about this and there is a drop-down box it does it all automatically for you so you don't need to tie in one space space space etc you can just go up this drop-down box up here and you can choose an option from this second section so at the moment you can choose list library I think this one here is a standard scientific format you can see one one point one one point one point one so you click on that and lo and behold now your chapter and your section numbers are all nicely numbered all the way through and you can see it carries on as it should do one is chapter one one point one at section 1 1 point 2 and then you've got one point two point one as a subsection which is great and if I want to add another subsection under here I can decide subsection to go to heading 3 and there we are there subsection two with our Lipson lorem ipsum text underneath it so that's all looking like a thesis right now is looking quite good and you'll notice I've not changed the the justification on these texts I've left it just left justified justified that's absolutely fine for the moment so I'm just going to save that so we know we're out save it as chapter 1 and now I'm going to insert my table of contents so to insert a table of contents you can go to the references tab and you can just click on table of contents and there are options for you here you can do an automatic table of contents and they've got number one and number two is pre defined table of contents but you can also insert a manual table of contents of course this would defeat the object of doing it automatically which we're trying to do in this situation so I'm going to choose the one on the bottom here and actually design it myself so click on insert table of contents and now you can see here we've got heading 1 heading 2 and heading 3 as a preview it looks fairly fairly horrible frankly so we can have a little look at that we're going to modify it and then we're going to have a look at each of these bits in turn so table of contents 1 is my chapter titles and I'd like to have them quite big and bold because I want to draw the eye to them so I'm going to click on the modify button and I'm going to choose them it'd be Times New Roman 14 and I make sure they're bold and they're left justified and that's all great I'm going to click on the format and just go to tabs and make sure that yep the second tab which the fifteen point nine centimeters is a right aligned tab with the numbers so that's leave that as it is press ok table of contents number two which is our subheading or subchapter we can click on that and go to modify I'm going to leave this at 12 point Times New Roman again go to the tabs menu and just check that the second tab the 15.9 is automatically right and with dots which is fine and then the third table of contents three I'm going to modify that have a little look Times New Roman 11 well let's make that 12 that you know let's leave at 11 leave it as it is format the tabs make sure they're all set up right brilliant everything else we can change in the text because if you go to the modify button you'll notice here that automatically update is set on for each of these table of contents sections which means if you change anything in the document it will automatically update the formatting for all of the TOC 3 is the table of contents threes which is great they press ok press ok and press ok for the last time and then we have our table of contents you can see that the tabs rub it off for subsection formatting paragraphs so I can just highlight on one of those and I can just drag those in so that my subsections are set up the way I want them to be set up put that one there that looks nice and you can see also there seems to be a little gap underneath this so I can go back to home choose paragraph and you can see it's got five points and let's turn that off and then we are so there's our table of contents chapter one chapter two with all the subsections that looks fairly nice so I can change this now to introduction and I may want to change chapter two to my materials and methods and although I've changed these of course my table of contents hasn't changed at all so if I click on it and then right-click and choose update field you can see now it's automatically updated the introduction and the materials and methods and you can see I've only got two sections so I can label this subsection background for instance label this subsection my hypothesis this can be aims this can be my methodology used for instance materials and methods I can call this method one so I've renamed a few of the paragraphs and let's output new text in I can right-click here choose update and you can see immediately it's updated my table of contents to fit and the table numbers are all correct and everything looks brilliant and materials and methods introduction I want to make them stick out a bit more so for this purpose of this I'm just going to click on paragraph and add a little bit of space beforehand there we are that stands out a little bit more so you can see now it's very very quick and easy if for instance I want to start the introduction on a new page I can either go insert page break and there we are that starts a new page and materials and methods click there insert page break and now the introduction starts on a new page and the method start a new page so I can right click here update and I can update the entire table and you can see immediately now it's updated all our page numbers I can format my table of contents so it looks nice and big and bold and that's the simple way of setting up a template now of course you can just fill in the blanks keep adding text remembering when you add a subheading to choose heading 2 and when you choose a sub-sub or a extra heading you can choose heading 3 if you want to extend the heading 4 you need to go back to your table of contents and redesign it and add another subheading but to be honest things get a little bit complicated when you end up with section 1 point 1 point 1 point 1 so it's quite easy to format a document to only contain three levels so 1 1 point 1 and 1 point 1 point 1 so I hope that helps that's a quick easy way of setting up templates we're going to stop this now and the next tutorial will be on inserting figures and captions

39 thoughts on “Microsoft Word – Heading formatting and table of contents

  1. Can I just ask, where do I send the flowers & chocolates? MS Word Table of Contents and headings have plagued me for years. YEARS. I'm not daft, I just didn't understand how to use it and there was never any material available that I could find that really broke it down for me. I build training material in MS Word at my job and I have limped along using a template for ages just to keep the pace. Now that the company has changed its branding, I made a cup of tea and refused to move from my laptop until I figured it out. This video made all the sense in the world to me and I appreciate the man who took the time to film this & post it. Thank you. My issue is that I was trying to do all of these things, but in the wrong order. Now that I get it, I just created a MS Word test-run file and the table of contents came out perfect on the first try. Sweet relief!

  2. Hello! I have a problem. When was writing I pressed accidently on
    something and it appeared a border on the right side. Unfortunately, my
    word2010 is set in French and in the field of this border is written
    "Code champ modifié" I do not know what that means but I think it is for
    notes and comments. How can I get it off ??? I tried everything and
    next week I have to hand in my work. i Cried even in despair. Help.

  3. Hello! I have a problem. When was writing I pressed accidently on
    something and it appeared a border on the right side. Unfortunately, my
    word2010 is set in French and in the field of this border is written
    "Code champ modifié" I do not know what that means but I think it is for
    notes and comments. How can I get it off ??? I tried everything and
    next week I have to hand in my work. i Cried even in despair. Help.

  4. Hello! I have a problem. When was writing I pressed accidently on
    something and it appeared a border on the right side. Unfortunately, my
    word2010 is set in French and in the field of this border is written
    "Code champ modifié" I do not know what that means but I think it is for
    notes and comments. How can I get it off ??? I tried everything and
    next week I have to hand in my work. i Cried even in despair. Help.

  5. One day into writing my dissertation and I am so glad I found your amazing video. 13 minutes flies by when you're learning something superbly useful! THANK YOU!

  6. Absolutely invaluable training! I was thinking of going on a course for this – now don't need to bother – it's answered all my questions of 'How to….?' in this one video. THANKS!

  7. thanks for valuable video , I have one clarrification, when i use this table with separations and cover page of PDF file , the page numbers damages becasue of cover page only, do we have any idea how to make numbering always start with number one??

  8. This video is great! Do you think it would be possible if you could make one on adding references? That would be really helpful.

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