Key points at a glance
- Use Word heading styles consistently instead of formatting headings manually.
- Set the hierarchy before inserting the table of contents.
- Update the entire table after changing titles, levels or page breaks.
- Check the generated table in the final PDF, not only in the editable file.
Set up heading styles first
Apply Heading 1, Heading 2 and Heading 3 to the corresponding levels of your structure. Change the style definition if you need a different font, spacing or numbering. Do not simulate headings with bold text alone.
Keep the hierarchy meaningful. A level-three heading should belong to a level-two section, and a single isolated subheading usually signals that the structure needs another look.
Insert and format the table
Place the cursor where the table should appear and choose References > Table of Contents. Select an automatic layout so Word can connect entries with their headings and page numbers.
Use the table settings to choose included levels and visual formatting. Follow your department template for whether front-matter lists appear in the table and how numbering is displayed.
Update the complete table after changes
After editing headings, moving text or changing page breaks, select the table and choose Update Table. Select the option that updates the entire table when titles or hierarchy changed; page-number-only updates are insufficient in that case.
If an entry is missing, inspect the heading style at the source instead of typing it into the generated table. Manual changes will be overwritten during the next update.
Check hierarchy and the final PDF
Read every entry as a navigation outline. Look for missing levels, inconsistent wording, headings stranded at the bottom of a page and page numbers that point to the wrong location.
Export the final PDF, reopen it and compare several entries with their actual headings. Use the checked PDF for upload and printing.
Final submission context
Formal details can feel like a separate writing task, but they matter just as much for a printed submission. Anything missing, misplaced or inconsistently formatted in the document will also appear in the bound copy.
Use this guide together with your cover page, table of contents, page numbers, source notes and appendices. Prepare the final PDF for printing and binding only after the complete file has been checked.
Practical check before PDF export
- Do headings, chapter structure and page numbers match?
- Are sources, figures and tables included completely?
- Are required elements such as declarations, appendices or the cover page included where required?
- Did you open and check the final PDF after exporting it?
Checklist
- Heading styles are applied consistently.
- The hierarchy matches the approved outline.
- The table includes the levels required by the department.
- Titles and page numbers were updated after the last edit.
- The table was checked in the exported PDF.
- Front matter and unnumbered sections follow the template.
Common mistakes
- Using bold text instead of heading styles.
- Typing entries or page numbers into the generated table.
- Updating only page numbers after changing the hierarchy.
- Adding too many heading levels to the visible table.
- Submitting a PDF that was exported before the final update.
Print the final, checked thesis
Once the table of contents and page structure are correct in the final PDF, prepare the file for printing and binding.
View thesis printing optionsRelated content
Explore related guidance on thesis structure, sources, formatting and final submission.
Frequently asked questions
Why is a heading missing from my Word table?
Check that the heading has the correct Word heading style and that the table includes that level. Then update the entire table.
Can I edit the table of contents directly?
Edit the source heading or style instead. Direct edits to a generated table are overwritten when fields are updated.
How many heading levels should a thesis use?
Use the hierarchy required by your department and keep it readable. A deep hierarchy is not automatically more scientific.
Should the table of contents appear in itself?
Follow your template or department guidance. Word can include or exclude entries through the selected heading structure and settings.