OmniDocTable of Contents for Word Documents on Mac: Create and Update
Learn how to insert, refresh and troubleshoot a table of contents in a .docx file on a Mac, using heading styles so entries and page numbers stay correct.
If you write reports, theses or manuals as .docx files on a Mac, you probably need a table of contents that lists every section with its page number. Building one by hand means retyping entries every time a page shifts, and that gets error-prone fast. The built-in table of contents feature in a desktop office suite solves this, but only if your headings are set up correctly first.
This guide covers the Mac workflow for inserting a table of contents in a Word document, refreshing it after edits, and understanding what it actually does. The steps describe the general method, because menu names differ between desktop office suites and versions. If you can't find a label, search your app's help for "table of contents" and follow the matching command.
How do you insert and update a table of contents on a Mac? The short answer
Style your headings first, insert the table where it belongs, and update it whenever the document changes. The table is generated from your heading styles, so the entries stay accurate only as long as the styles are correct.
| Your situation | What to do | Why |
|---|---|---|
| New document, no table yet | Apply heading styles, then insert the table | The table reads the headings it finds |
| Headings were typed as bold text | Reapply heading styles to each title | Bold text looks like a heading but isn't listed |
| Small edit, pages didn't move | Update page numbers only | Faster, and keeps your manual changes to entries |
| Sections added, removed or renamed | Update the entire table | Entries and page numbers both need regenerating |
| Document will be translated | Re-check the table after translation | Translated headings can be longer or shorter, shifting pages |
Before you start
Check these things so the table builds correctly the first time.
- Confirm your app version. Menu placement changes between versions of desktop office suites on macOS. Check the version under the app's About menu, then use that version's help to find the exact command names.
- Save the file as .docx. Older formats and some converted files can handle table fields differently. Save a copy in .docx before you insert anything.
- Decide your heading levels. Plan whether you need only chapter titles or also subsections. Deciding now avoids reformatting later.
- Plan a page for the table. Put the table after the title page and before the body, on its own page, so inserting it won't push a heading onto the wrong page.
- Keep the headings consistent. Use one style for each level throughout. If one chapter uses a custom style, the table will skip it.
Inserting a table of contents on a Mac, step by step
- Apply heading styles to every section title. Use the top-level heading style for chapters and a lower level for subsections. Only styled headings appear in the table.
- Place the cursor where the table should go. Usually this is a new page after the title page. Add a page break first if you need one.
- Open the table of contents command. Look in the references or insert area of your app's toolbar or ribbon. If the label isn't obvious, search the help for "table of contents".
- Choose a built-in style. Pick a preset that shows page numbers and dot leaders, or start from the default and adjust it.
- Set the number of heading levels. Choose how deep the table goes. Two levels is a common setting for reports, while manuals often need three.
- Review the generated table. Scroll through it and confirm each chapter and subsection appears with a page number.
- Save the document as .docx. Saving keeps the table as a field, so you can update it later without rebuilding it.
Refreshing the table after edits
A table of contents does not update itself as you type. It reflects the document at the moment you last updated it, so you need to refresh it after changes.
To refresh, right-click or control-click the table and look for an update option. Choose to update page numbers only when you changed text inside sections without adding or removing headings. Choose to update the entire table when you added, deleted or renamed headings, because the entries themselves need regenerating. Avoid typing corrections directly into the table, since the next full update will overwrite them.
Check the result
Once the table is in place and updated, check it against the document itself.
| Check | How to see it | If it's wrong |
|---|---|---|
| Every heading is listed | Compare the table line by line with the headings | Apply the heading style to the missing title, then update the entire table |
| Page numbers match | Jump to the listed pages and confirm each heading is there | Update page numbers, or the entire table if sections moved |
| No stray entries | Look for plain-text lines that appear in the table | Remove the heading style from the body text, then update |
| Entries link to sections | If your app links entries, click one and see if it jumps | Update the table; if links still fail, rebuild it from the heading styles |
| Levels look right | Check that subsections are indented under their chapters | Change the heading level setting and update the entire table |
If you need to translate the document
If the .docx file is headed for translation, you can upload it to omnidoc.top and choose bilingual side-by-side output or translation only. Layout, tables and pictures are kept. Translated headings often differ in length from the originals, so page breaks can move. Once you have the translated file, check the table of contents against the new pages and update it if needed. Review important terms yourself, since machine translation can produce wording that needs correction.
❓ FAQ
1. Why is my table of contents empty?
The table only collects paragraphs with heading styles. Apply a heading style to your section titles, then update the entire table so the entries appear.
2. Can I make a table of contents in a PDF?
A PDF is a fixed-layout format, so a table of contents is normally built in the editable source file, such as the .docx, and exported to PDF afterward. The PDF editor in OmniDoc's desktop client can edit text and reorder or merge pages, but this guide doesn't cover building a table of contents in a PDF.
3. Do older Mac versions of office software work differently?
The underlying method is the same: heading styles plus an inserted table field. The commands can be in different places or have different names, so use the help for your installed version to find them.
4. Why do page numbers change when I open the file on another computer?
Page layout depends on fonts, margins and the printer or display settings available on each machine. Update the table on the computer you use most, and check page numbers again after opening the file elsewhere.
📝 Summary
A table of contents on a Mac comes down to styling headings, inserting the table on its own page and updating it after every structural change. Check the entries and page numbers before sharing, and re-check after any translation.
