'%3e%3cpath%20d='M8%200C12.4183%200%2016%203.58172%2016%208C16%2012.4183%2012.4183%2016%208%2016C3.58172%2016%200%2012.4183%200%208C0%203.58172%203.58172%200%208%200ZM11.6162%204.38379C11.2257%203.99337%2010.5927%203.99338%2010.2021%204.38379L8%206.58594L5.79785%204.38379C5.40732%203.99334%204.77429%203.99329%204.38379%204.38379C3.99331%204.77429%203.99335%205.40733%204.38379%205.79785L6.58594%208L4.38379%2010.2021C3.99348%2010.5927%203.99341%2011.2257%204.38379%2011.6162C4.77426%2012.0066%205.40734%2012.0065%205.79785%2011.6162L8%209.41406L10.2021%2011.6162C10.5927%2012.0066%2011.2257%2012.0067%2011.6162%2011.6162C12.0067%2011.2257%2012.0066%2010.5927%2011.6162%2010.2021L9.41406%208L11.6162%205.79785C12.0066%205.40735%2012.0066%204.77429%2011.6162%204.38379Z'%20fill='%23080E17'%20fill-opacity='0.46'/%3e%3c/g%3e%3cdefs%3e%3cclipPath%20id='clip0_3761_713'%3e%3crect%20width='16'%20height='16'%20fill='white'/%3e%3c/clipPath%3e%3c/defs%3e%3c/svg%3e)
Create Collapsible Headings While Coauthoring Word in SharePoint
Question details
The user needs to know how to create collapsible headings in a Word document while coauthoring in SharePoint, and wants to confirm if coauthoring works outside of the web-based online version.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- A user is coauthoring a document hosted on SharePoint using Word Online and wants to organize the document with collapsible headings.
- Observed behavior
- The user is unable to create functional collapsible headings in Word Online during the coauthoring session and is unsure if switching to the desktop app will break coauthoring.
Ensure you have the necessary edit permissions for the SharePoint document and check whether you are currently opening the file in your web browser (Word Online) or your desktop application.
Apply Built-in Heading Styles in Word Online
Use Word's default Heading styles from the Style Gallery to enable collapsible sections directly within the web version.
Word Online natively supports collapsible headings, provided you strictly use the application's native Heading styles rather than manual formatting.
Keep in mind that while collapsible headings work, Word Online may have limitations when dealing with complex automatic numbering and bulleted lists combined with these headings.
Highlight the specific text you want to format as a heading in your Word Online document.
Navigate to the 'Home' tab on the top ribbon and locate the 'Styles' section.
Click on 'Heading 1', 'Heading 2', or another built-in heading level. The collapsible arrow icon should now appear next to the heading when you hover over it.
Open the Document in the Desktop Word App
If you experience formatting limitations in Word Online, open the SharePoint file in your desktop Word application to use advanced heading features while maintaining real-time coauthoring.
Collaborate and Format Documents Easily with WPS Office
If you frequently experience formatting limitations or synchronization issues with Word Online, consider trying WPS Office. It provides a highly compatible, feature-rich desktop alternative for handling complex document structures like collapsible headings.
- 1. Download and Install: Get WPS Office for free from the official website and install it on your device.
- 2. Open Your Document: Launch WPS Writer and open your .docx files directly, preserving all existing SharePoint formatting.
- 3. Apply Headings: Use the comprehensive Styles menu in the Home tab to effortlessly manage collapsible headings.
Frequently Asked Questions
Does real-time coauthoring only work in Word Online?
No. Real-time coauthoring is fully supported in the desktop versions of Microsoft Word (for both Windows and Mac) as long as the document is saved in SharePoint or OneDrive and the AutoSave feature is turned on.
Why are my collapsible headings not working in Word Online?
Word Online generally only supports collapsible headings if they are formatted using the application's built-in standard Heading styles from the Style Gallery. If you manually enlarged the text or used custom styles, the collapsible arrow will not appear.
Can I coauthor a synced SharePoint document directly from my local folder?
Yes. If you have synced a SharePoint document library to your local computer using the OneDrive sync client, opening the file in your desktop Word app will still allow for real-time coauthoring, provided you have an active internet connection.
