Modifying levels in a table of contents

Question

Hi. I have formatted all sections in my document, so the numbered bullets are sequential. Basically it has 1.0 > 1.1 > 1.1.1 etc for each section as it is indented.

The problem - all of these levels are showing as L1 in the table of contents, if I select a sub heading (e.g. 1.1) and mark it as level 2 in references (References > Add Text > Level 2) it loses its numbering - so only the words are showing.

How can I indent the sub sections to L2, L3 etc without losing any of the formatting. I want the TOC to show with indents instead of long flat list.

TIA.

Answer 1

Dear Darola,

Good day! Thank you for your detailed information. We are here to assist you.

I did the test, and you can follow below steps to ensure your table of contents (TOC) displays indented sub-sections without losing their numbering:

1. Ensure Proper Heading Styles: Make sure each section and sub-section in your document is formatted with the appropriate heading styles (e.g., Heading 1, Heading 2, Heading 3). This helps Word recognize the hierarchy.
2. Modify TOC Styles by Click inside your TOC to activate it. >> Go to the References tab and select Table of Contents > Custom Table of Contents.>> In the dialog box, click on Modify. This will open the Style dialog box.>>Select the TOC level you want to modify (e.g., TOC 2 for level 2 headings) and click Modify.>> In the Modify Style dialog box, click Format > Numbering to ensure numbering is applied.>> Adjust the indentation by clicking Format > Paragraph and setting the Indentation values.>> Click OK to apply the changes.
3. Update the TOC: After modifying the styles, update your TOC by right-clicking it and selecting Update Field > Update entire table.

Here is the screenshot of my result. Kindly note that to go in sub section I was suing Tab key from the keyboard as enter key is directly taking me in next section not in sub section.

Please understand that our initial response does not always resolve the issue immediately. However, if you have any problem in above steps or not getting desired outcome, please share more detailed information, we can work together to find a solution.

Have a great day and take care! 😊 

Sincerely, 

Naren | Microsoft Community Moderator

Answer 2

The easiest way to have the TOC you want is to apply Word's built-in heading styles to your headings and apply numbering linked to those headings. If you choose the list style shown as 1 Heading 1, 1.1 Heading 2, etc. in the List Gallery, this linkage will already be set up.

If you want the first level to be 1.0, you will need to add the period and zero in the "Enter formatting for number" box.

You will also need to modify the indent and tab stop for each successive level to have the pattern you want. The TOC will follow suit, with TOC 1 used for Heading 1, TOC 2 for Heading 2, and so on. For more on this see http://wordfaqs.ssbarnhill.com/TOCTips.htm .

Answer 3

Suzanne's response may be all you need.

The key is likely that your indented levels need to be different outline levels as well as numbering levels.

Here is [a lot] more:

Multilevel numbering in Word is easy to mess up. It always has been.

Automatic Paragraph Numbering all starts with the Define New List Style Dialog.

You use that to create and name a list style, within that dialog, when you format numbering you go to the Define New MultiLevel List Dialog. The key is to assign a separate existing paragraph style to each level of numbering. The styles can be built-in styles- or custom styles.

If you use automatic paragraph numbering or bullets read Shauna Kelly's directions on numbering and bullets. Start with How to create numbered headings or outline numbering and her parallel page *How to control bullets*. For large documents you must follow these directions or you will lose your hair!
(Mac version: https://www.brandwares.com/bestpractices/2016/06/outline-numbering-in-word-for-os-x/).

For styles attached to numbering or bullets this way, you also control the left indents through the Define New MultiLevel List dialog not the Ruler, the Format Paragraph nor the Modify Style dialogs. See: Numbered Lists - Number Alignment by Suzanne Barnhill, MVP.

Again, you first want the paragraph styles existing in your document without numbering.

These can be built-in styles or custom styles or a mix of the two. You can, if you want, modify their formatting later. Then you go to the Define New List Style (Not Define New MultiLevel List! You will get to that dialog in the process, though.) Shauna Kelly's page uses the built-in heading styles. This can be convenient but the process works with any existing paragraph styles including your custom styles.

This may seem a bit convoluted at first, but it really is not. Just follow the steps. Shauna Kelly's instructions use the built-in heading styles, but you can use any existing paragraph styles including your custom styles. There are, however advantages to using the built-in heading styles when you create a Table of Contents.

Here are some more advantages: Why Use Word's Built-In Heading Styles? by Shauna Kelly

Note, you can modify these built-in styles to look exactly the way you want.

Even if what you want is a single-level list, you want to do this if you want the most control over your list.

Videos on creating a multi-level list

https://youtu.be/niD6VXPvAyU?t=487

https://www.youtube.com/watch?v=EICWOeIhsR4

https://www.youtube.com/watch?v=He_ob8ydc9E

The basic idea is that the numbering is set using the Define MultiLevel List dialog with each numbering level being attached to an existing paragraph style. Once you have this set up, you should not use the buttons for numbering in the Ribbon but rather apply the appropriate style for that level.

You can save a document with this as a template for future documents if you want so you will not need to do this every time. However, once you’ve done this a few times it becomes second nature and not that difficult.

See also this thread: Multi-Level Lists – see the answers, especially those from Suzanne Barnhill, MVP.