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Word: TOC picks up Figure and Table captions and other oddities

September 14, 2012

I’ve seen normal text and images in an automated Table of Contents (TOC) and they’ve been easy to find and fix. Typically, a heading style has been applied to the paragraph containing the text or image, and thus it gets reported in the TOC where the TOC is set up to display text in several levels of headings. Changing the paragraph’s style back to a body text style then updating the TOC solves that problem.

However, a work colleague reported that the TOC in one of his documents was picking up some figure and table captions as well, plus some other weird stuff. I walked him through finding out what styles were applied to the paragraphs and all seemed to be OK (I work remotely, so all this was done over the phone). I also got him to re-insert the TOC — that didn’t work either. He said TOCs in other docs in the suite of docs that used the same template were working fine.

So he sent me links to two of the documents — one where the TOC was misbehaving and the other where it was working as it should.

I looked at the misbehaving TOC and there was nothing obvious I could see that was causing the problem.

However, I noticed a setting for Outline levels that was turned on in the Table of Contents Options window of the Table of Contents window (References tab > Table of Contents > Insert Table of Contents > Options button).

I wasn’t sure what it did, so I turned it off, re-inserted the TOC and voila! all the odd entries in the TOC disappeared and it was back to how it should be. My colleague was very happy.

The weird thing is that the other document, where the TOC worked fine, also had this setting turned on, but it wasn’t reporting these odd entries. I left the other document set as it was (‘If it ain’t broke, don’t fix it!’). I still don’t really know what that setting does and why it caused the TOC to misbehave in one doc where it was turned on, but not another that used the same template.

[Links last checked September 2012]

4 comments

  1. This was exactly what I needed to find. Thanks for the tip.


  2. The same problem I was facing and did what you mentioned above and the TOC worked fine again. thanks.


  3. I am professional writer and software developer, and i just can’t take Word–IT IS THE BIGGEST POS ON THE PLANET–I JUST WASTED 35 MINUTES FIGURING OUT HOW TO TURN OFF FOOTER ON COVER PAGES, NOW WASTING TIME W. TOC PICKING UP “ODD STUFF”

    Why do you people stay so calm? I can’t stand having to deal with such a POS tool–rebel!! Rise up!! Stand in your cube, on your desk, clench fist above head and shout: “I WILL NOT USE POS MICROSOFT SHIT EVER MORE!”


  4. Hi,
    I tried to untick the Outline levels option, but it didn’t work. However, in the styles block at the same window, you can look for the ticked styles and untick the ones that you don’t want to appear in the TOC, probably the style of table or figure captions is ticked there and this is why it is shown in the TOC.



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