Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. 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: Paragraph Numbers in a TOC.

Paragraph Numbers instead of Page Numbers in a TOC

by Allen Wyatt
(last updated September 12, 2015)

The main part of David's document consists of a series of numbered paragraphs. He wonders how he can get a table of contents using paragraph numbers instead of page numbers.

There are two primary ways that a TOC can be created in Word—using styles or using TC field codes. If you use the method that relies on styles, all you need to do is make sure that the paragraphs utilize a style that is automatically included in the TOC. Follow these general steps:

  1. Create a style that will be applied to your headings. The style could include any numbering that you desire.
  2. Apply the style to your headings.
  3. Position the insertion point where you want your TOC.
  4. Display the References tab of the ribbon.
  5. At the left of the ribbon click the Table of Contents tool. Word displays a few options.
  6. Click Insert Table of Contents. Word displays the Table of Contents dialog box.
  7. Click on the Options button. Word displays the Table of Contents Options dialog box. (See Figure 1.)
  8. Figure 1. The Table of Contents Options dialog box.

  9. In the list of styles, find the style you created in step 1. Change the TOC Level column to reflect which TOC level you want associated with that style.
  10. Click on OK to close the Table of Contents Options dialog box.
  11. Clear the Show Page Numbers check box.
  12. Click on OK to close the Index and Tables dialog box and generate the table of contents.

Your TOC should now include the special headings, with the number intact. Further, there is no page number beside each TOC entry.

Now, all this being said, you may not really want to include the numbered paragraphs themselves in the TOC. Instead, you may have a document where each paragraph is numbered with the exception of your headings, and you want the heading—when it appears in the TOC—to include the number of the first paragraph after the heading, instead of a page number.

If this is your need, then there really is no easy way to accomplish the task in Word. The closest you can come is to set up a series of TC fields, but have those fields be attached to the first paragraph after the heading. You can then, in the TC field, manually type the heading name and the number for the paragraph. When you generate the TOC based on the TC fields, then you'll see the paragraph numbers appear. Of course, since you added the numbers manually, any change in the paragraph numbers will require you to go back and manually change the TC fields to include the changed numbers.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10665) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Paragraph Numbers in a TOC.

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

Page X of Y Woes

Can't get your page numbers to come out right?

Discover More

Leaving a Cell Value Unchanged If a Condition Is False

Ever want the IF function to only return a value if the condition it is testing is true, and not if the condition is ...

Discover More

Replacing and Converting in a Macro

When you use a macro to process data you always run the risk of making that data unusable by Excel. This is especially ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (ribbon)

Locking Lines in a TOC

Want to "lock down" the lines in a TOC so that you cannot add new paragraph marks in the middle of one? You may not be ...

Discover More

Using Multiple Tables of Contents

Adding multiple tables of contents is a must for some types of document design. Here's a great overview of how you can ...

Discover More

Jumping Back to the TOC

Word allows you to create a table of contents that provides hyperlinks to headings within your document. It doesn't make ...

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}] 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 5 + 2?

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.

Newest Tips
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.