Word: Style does not appear in TOC

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Hello,

I need some help with word. I’m writing a thesis and am using APA formatting. This means that my headings must be to APA standards. I have therefore updated the styles: heading 1, heading 2, and heading 3 to reflect the formatting that I need.

I then inserted a TOC with ‘show levels’ set to 3 and the options showing that the styles Heading 1, Heading 2, and Heading 3 are available and are mapped to TOC 1, 2, and 3 respectively.

Only levels one and two appear in the table. I see no differences between the preferences of the three styles that would distinguish the third style in any way to not allow it to appear in the table.

I am using Word for Mac 2011, and I apologize in advance for posting to a Windows forum. I sincerely believe that this is a styles related issue that is common to all versions and a Windows forum will be much more active than a Word for Mac forum. Please feel free to reference Windows terminology and procedures as they are nearly identical and I know both operating systems well.

I appreciate any help.

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To solve this, select the entire TOC and toggle the field code to show how the TOC is being built. On Windows you do this by pressing Shift-F9.

If your TOC field looks like this {TOC o “1-3”} then you will want to edit the style definition of Heading 3 to ensure that the paragraph format includes the Outline Level 3 setting. On my Windows Word 2010, it appears we can no longer change the outline level setting on Headings but I’m pretty sure we used to be able to do this in earlier versions and perhaps you still can override the settings on your Mac version.

Alternatively, your TOC field could be written to explictly include styles irrespective of their ‘outline levels’. If your TOC field code looks like the following
{TOC t “Heading 1,1,Heading 2,2,Heading 3,3”}
then you should see each of those headings appearing in the toc.

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To solve this, select the entire TOC and toggle the field code to show how the TOC is being built. On Windows you do this by pressing Shift-F9.

If your TOC field looks like this {TOC o “1-3”} then you will want to edit the style definition of Heading 3 to ensure that the paragraph format includes the Outline Level 3 setting. On my Windows Word 2010, it appears we can no longer change the outline level setting on Headings but I’m pretty sure we used to be able to do this in earlier versions and perhaps you still can override the settings on your Mac version.

Alternatively, your TOC field could be written to explictly include styles irrespective of their ‘outline levels’. If your TOC field code looks like the following
{TOC t “Heading 1,1,Heading 2,2,Heading 3,3”}
then you should see each of those headings appearing in the toc.

Hi, thanks for the reply.

What’s there is {TOC o “1-3″/h/z/u} which I presume is almost the same as {TOC o “1-3”} as you mention. When I go to ‘modify’ the style, ‘Outline Level’ is already set to 3. When I replace the mentioned field code with {TOC t “Heading 1,1,Heading 2,2,Heading 3,3”} while preserving the original brackets (I read somewhere that this is important as they are not simple brackets), it does not change the TOC even after ‘updating’ it. This does not seem to help 🙁

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If that is the case then perhaps you haven’t applied Heading 3 to your paragraphs.

Can you post a cut down sample of your document (which includes a TOC and each of the heading levels) so we can see what the problem might be?

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If that is the case then perhaps you haven’t applied Heading 3 to your paragraphs.

Hi, I’ll do that when I get home from work.. But I can add that I’m not sure what you mean by this. The headings I am using in my paper have the heading styles applied; not the paragraphs themselves. The paragraphs have the ‘normal’ style applied throughout except for block quotes which have a custom style and my references at the end which also have a custom style. Are you saying that all the text should have one of the three heading styles applied but based off of the normal style and then the heading itself within that ‘paragraph’ formatted to what I need? Headings one and two are showing on the TOC at the moment and they are used in the same way as three, the only difference being that in APA format, heading three is bold and indendented but placed on the same line as the paragraph text that starts after it. That is different from heading styles one and two where they are on their own lines. Heading one is centred and bold while two is on the left margin and bold. Example:

1.0 This would be my first main heading with “Heading 1” applied

[INDENT]This would be the start of the paragraph of section 1.0[/INDENT]

1.1 This would be my first subheading with “Heading 2” applied

[INDENT]This would be the start of the paragraph of secion 1.1[/INDENT]

1.1.1 This would be the start of a further, deaper subheading with “Heading 3” applied This would be the start of the paragraph of secion 1.1.2

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Hi,

I’ve attached my entire document (just a rough draft). I was saving as .rtf by the way. I don’t think this would have effected it because all the styles are there even saved that way. Rich text format helps me keep it editable no matter where I find myself, and since I use Scrivener for rough drafts, the compile from it must be in .rtf anyway. That .RTF is then run through Zotero Citation Manager to create a reference list. I’m adding all this info just in case, but I really don’t think it has affected Word in any way. The .doc file was created just now to attach it to this post.

Thanks,
Bartek

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Your stated problem is not apparent in this document. Your TOC is showing Heading 3 items in it eg 2.2.1 Neutrality and 2.2.3 Imperialism. I note that 2.2.2 Democracy appears as TOC1 because you used Heading 1 to format it.

The way you have applied the paragraph styles to just a few words in a paragraph is not good practice. Doing so invokes a dodgy background hack which ‘creates a linked character style with the same font settings and applies that to the selection’. Generally, it is recommended that you either use a ‘style separator’ to produce run-in headings or you create your own fully controlled character style.

However, since you are saving in RTF format and editing the document in other software, non-mainstream features like style separators and linked character styles are potentially not supported by either RTF and/or Scrivener and/or Zotero. Any of these external factors could be causing odd behaviour which can’t be controlled by Word.

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Your stated problem is not apparent in this document. Your TOC is showing Heading 3 items in it eg 2.2.1 Neutrality and 2.2.3 Imperialism. I note that 2.2.2 Democracy appears as TOC1 because you used Heading 1 to format it.

This is interesting because on my mac those headings are not showing up in my TOC. Maybe it has something to do with my installation. My Zotero plugin was acting up for example, which I disabled.

The way you have applied the paragraph styles to just a few words in a paragraph is not good practice. Doing so invokes a dodgy background hack which ‘creates a linked character style with the same font settings and applies that to the selection’.

I don’t understand what a good practice would be then. How can I apply a heading style to an entire paragraph but have different formatting for the heading (title) than the text?

Generally, it is recommended that you either use a ‘style separator’ to produce run-in headings or you create your own fully controlled character style.

However, since you are saving in RTF format and editing the document in other software, non-mainstream features like style separators and linked character styles are potentially not supported by either RTF and/or Scrivener and/or Zotero. Any of these external factors could be causing odd behaviour which can’t be controlled by Word.

I don’t mind using .docx to get full functionality of Word. I’m having a hard time understanding what to do though. Anyhow, just to clarify.. are you saying the TOC is basically showing the Neutrality, Democracy, and Imperialism heading, even if not formatted properly (I’ve been playing with settings a lot)? That is very odd.

Thanks again.
Bartek

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What you are doing is what the programmers had in mind for run-in heads. I’ve never used it because it doesn’t work with multilevel list numbering. Even without numbering, it does not work in W2003 and apparently not on a MAC either. So it may be safer to use the style separator, as Andrew suggests. The style separator is special hidden formatting applied to a paragraph mark. If the formatting survives a round trip to your other programs, you can insert it at any time.

If not, then I suggest you format your heading 3s conventionally, that is, on separate lines. When your content is nearly complete, search for each heading 3 and with the cursor anywhere in it, press Ctrl+Alt+Enter to apply the style separator formatting to the next paragraph mark after the cursor. Note that when using the style separator, the line justification and space after for both styles should be the same.

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Thank you Pam and Andrew.

I searched for how to apply a styles separator and I learned that it is a feature unsupported on a mac (http://answers.microsoft.com/en-us/mac/forum/macoffice2011-macword/where-is-the-style-separator-in-word-2011/848da16e-9445-47c8-86ec-7141400eb791?msgId=fac12358-d02d-43d5-b1be-5f68e739832d). I then followed a link from there with suggestions on how to accomplish what I’m doing. http://wordfaqs.mvps.org/RunInSidehead.htm . Thank for the patient explaining.

Regards..

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So using the Hidden paragraph mark solved my problem. Thank you for the suggestion and help.

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I’m glad you found your answer.

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