Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: TOC Heading Numbers Always Show in Bold.

TOC Heading Numbers Always Show in Bold

Written by Allen Wyatt (last updated August 27, 2022)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365


Linda has a document which uses built-in heading styles that she's modified to use automatic numbering. When she generates a table of contents from these headings, the numbers and text are always bold. Linda thinks the table of contents looks better when it's not in bold text, so she modified the TOC styles so they weren't bold. However, Word still shows the numbers in the TOC (the automatic numbers pulled from the headings, not the page numbers) in bold. Linda wonders how she can modify the TOC styles so that the numbers and the text are both not bold.

It is important to keep in mind that the problem may not necessarily be with the TOC styles. The problem could be with the headings in the document. When a TOC is generated, any explicit formatting in the headings is carried over to the TOC, as explicit formatting. Thus, if you have a heading for which the style is 14-point regular text, and someone selects the heading and changes the formatting (making it bold, changing the point size, etc.), then the explicit formatting is carried over to the TOC entry, overriding whatever the TOC style says should be used.

One way to test if this is the problem is to select a heading in your document (the entire paragraph, including the paragraph mark at the end of the paragraph) and press Ctrl+Space Bar then Ctrl+Q. The first shortcut returns the paragraph to the underlying character formatting as defined in the style and the second shortcut returns the paragraph to the underlying paragraph formatting defined in the style. If, after pressing these two shortcut keys, the heading looks different than it did before, then there was explicit formatting applied that would carry over and affect any TOC that relies on that heading. Your best bet at this point is to repeat this process with all the headings and then make any changes to the heading styles to reflect how you want the headings to really appear.

Because Word transfers explicit formatting from the headings to the TOC entries, this brings up something else you can do, if you'd like. You should be able to remove any explicit formatting from the TOC itself by selecting the entire TOC and pressing Ctrl+Space Bar and Ctrl+Q. This works because, again, the explicit formatting (which was transferred by Word) is removed and the underlying TOC styles show through. The only problem with this approach is that you will need to redo it every time the TOC is regenerated, as the explicit formatting is retransferred every time the TOC is created.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10254) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, 2021, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: TOC Heading Numbers Always Show in Bold.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Replacing Text in a Macro

When using a macro to process text in a document, it is not unusual to replace one portion of a text string with another ...

Discover More

Moving from Sheet to Sheet

Need to move quickly through the worksheets in a workbook? Learn the keyboard shortcuts and you can make short work of ...

Discover More

Changing the Color Inside a Shape

Adding a shape to your workbook is easy. If you want to fill the shape with a color, you'll want to follow the ...

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (ribbon)

Two-Line Headings in a TOC

If you use the TC field to mark what goes in a TOC, you may wonder why if you mark two lines together with the field, ...

Discover More

Mixed Page Number Formats in a TOC

When you create a Table of Contents for a document that contains multiple sections, the page numbers in that TOC should ...

Discover More

Stopping the TOC from Appearing in the Navigation Pane

When you create a TOC for your document, the information in the TOC is based on the headings in your document. If you ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is five more than 4?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.