Document Structure and Table of Contents

Please note: these resources are specific to Texas Tech's electronic thesis and dissertation (ETD) accessibility requirements

To pass the thesis/dissertation accessibility check:

• Document structure should be created using Microsoft Word’s Styles pane  
• Table of Contents should be built with Microsoft Word’s built in features
• Document reading order should be logical (i.e. the sequence in which content is presented by screen readers must ensure that meaning is preserved) 

This allows screen readers to navigate content, ensuring documents are accessible to all users.

For a video explaining how to add headings and tables of contents to your document, follow this link.

For information about lists of Tables or Figures, please see our Table and Figure Lists and Captions  page.

How to use headings in the structure of your thesis/dissertation

Headings are used to signal the organization of the document to the reader. Always start with Heading 1; for subsections within that section use heading 2; for subsections within that section use heading 3 etc. For example:

• Heading 1
  • The "Big Picture." Use this for the overall document title or major chapter names
• Heading 2 
  • Major sections within a chapter
• Heading 3
  • Specific sub-points within those sections
• Heading 4, 5, 6 etc...
  • Continue as smaller subsections within each section

Rule of Thumb: Never skip a level (e.g., don't jump from Heading 1 to Heading 3). This breaks the logical flow for both sighted readers and screen readers.

If you are using a style guide (such as APA, MLA or Chicago) the heading level formats can be found in the style guide.

How to create heading styles in Microsoft word

In Microsoft Word all headings should be designated as the appropriate heading level (rather than just formatted within the body text). To do this:

• Highlight a heading
• Go to the Styles pane on the Home tab
• Click the drop-down arrow on the right-hand side
• Select the heading level you want to use (if the heading level you want isn’t there, select Apply Styles (Word desktop app) or See More Styles (Word for the Web) and choose the appropriate heading level)

If you want to change the format of the heading:

• Format your text to your desired heading format
• Select the heading
• Right click on the heading style in the Styles pane
• Select Update Heading to Match Selection
• (In the Word desktop app you can also right-click on the heading style and Modify the format to your desired format)

This will change the headings throughout the document.

Creating a table of contents using heading styles

For a video on how to add a table of contents to your document, follow this link.

After ensuring that all your headings are assigned the appropriate style,

1. Place your cursor where you would like the Table of Contents to be displayed
2. Select the References tab
3. Select the Table of Contents tab
4. Select the Table of Contents style that you want to use from the dropdown menu
   • If you are using the web version of Word, select Insert Table of Contents

If you need to update your table of contents once created,

1. Select your Table of Contents
2. In the Table of Contents tab that appears, select Update Table
   • If you have changed any of the headings, select Update entire table
   • If you have only added or removed body text, select Update page numbers only

The option to remove the table of contents can also be found in the Table of Contents command.

Fast troubleshooting for unwanted or missing text in the Table of Contents 

For a video on how to troubleshoot a table of contents, follow this link.

This method is only available for the desktop version of Word. If you are using the web version, you will need to first find the text then use the Styles Pane manually.

1. First, you will want to ensure that you have adjusted your settings in word to show your Style Area Pane in Draft View
   • On a Mac, you will choose Preferences from the Apple Menu Bar, then Word Options>View> select the checkbox to Style Area Width > Set this to 1.5”
   • On a PC, you will choose File > Options > Advanced > Display > then set the Style Area Pane Width to 1.5”
2. If your Table of Contents includes unwanted text, or if it is missing headings, use a desktop version of Word to
   1. Select the View menu
   2. Select Draft from the ribbon
   3. Use the Draft sidebar to identify the missing or unwanted headings
      • For unwanted text, select the text and use the Styles pane to change the text to Normal
      • For missing headings, select the text and use the Styles pane to change the text to the appropriate heading level
   4. Finish by updating the Table of Contents using the instructions above

 

For more information visit Texas Tech's Digital Accessibility Website for trainings and resources, or schedule an appointment at the Graduate Writing Center.

Part of the Electronic Thesis and Dissertation Accessibility Resource for Microsoft Word  series compiled by Allison Belisle, Graduate School, and Rebecca Bruning and Caroline Hetherington, Graduate Writing Center, a unit of Academic Innovation and Student Success, under the Office of the Provost.