Formatting Issues

How to Fix Word Table of Contents Formatting and Indentation Issues

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs to maintain specific formatting and indentation in a Word Table of Contents (TOC) so that custom styles are not lost when the table is updated.

Product: Microsoft Word
Device & OS: not provided
Scenario: The user updates the entire Table of Contents in a Word document, which inadvertently removes custom formatting such as bold text and subordinate indentation.
Observed behavior: Manual formatting applied directly to the Table of Contents entries disappears upon updating because the heading hierarchy or underlying TOC styles are not configured correctly.

Before you start

Before modifying your Table of Contents, ensure your document's text is correctly structured using Word's built-in Heading styles (Heading 1, Heading 2, etc.) rather than relying on manual formatting.

Solution 1Recommended

Apply Correct Heading Styles to Document Text

Ensure that top-level sections use Heading 1 and subordinate headings use Heading 2 so the word processor can automatically generate the correct TOC hierarchy and indentation.

The hierarchy of your Table of Contents is strictly dictated by the Heading styles used in the body of your document. If paragraphs are manually formatted rather than styled with Heading 1 or Heading 2, the TOC cannot generate correct subordinate entries automatically.

Select the top-level title

Highlight the text of your main section title within the document body.

Apply Heading 1

Navigate to the Home tab and click 'Heading 1' from the Styles gallery.

Format subordinate headings

Select the text for your sub-sections and apply the 'Heading 2' style from the Styles gallery.

Update the Table of Contents

Right-click anywhere inside your Table of Contents and select 'Update Field', then choose 'Update entire table' to reflect the correct hierarchy.

Visual Adjustments: If you want Heading 2 to visually look exactly like Heading 1 in the document text, you can modify the Heading 2 style to match. They will still differ in outline level, ensuring the Table of Contents remains correctly indented.

Solution 2

Modify Built-in TOC Styles for Permanent Formatting

Change the appearance of TOC levels by modifying the TOC 1 and TOC 2 styles directly, preventing visual changes from being lost during an update.

Easy Document Formatting

Create and Format Table of Contents Easily with WPS Writer

WPS Office provides an intuitive and fully compatible word processor that allows you to effortlessly generate, customize, and update a Table of Contents. It perfectly handles Microsoft Word's heading structures and TOC styles, ensuring your formatting is never lost on update.

1. Open your document: Launch WPS Writer and open your document.
2. Apply Heading styles: From the Home tab, use the Styles gallery to apply 'Heading 1' and 'Heading 2' to your section titles.
3. Insert Table of Contents: Navigate to the References tab and click 'Table of Contents' to insert a pre-formatted TOC automatically.
4. Customize TOC formatting: Use the Styles pane to modify TOC 1 or TOC 2 if you need specific bolding or indentation rules applied permanently.

Fully compatible with Microsoft Word (.docx) formats, Heading styles, and TOC hierarchies.One-click Table of Contents generation with intuitive layout options.Visual style modification panel to easily customize TOC 1, TOC 2, and more.Free, lightweight, and runs smoothly on Windows, Mac, and Linux.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my Table of Contents formatting disappear when I update it?

Manual formatting applied directly to the text inside the Table of Contents is overwritten during an update. To preserve formatting changes permanently, you must modify the underlying TOC styles (such as TOC 1 or TOC 2) from the Styles pane.

How do I make my top-level TOC entries bold automatically?

You can make top-level entries bold by modifying the 'TOC 1' style. Open the Styles pane from the Home tab, right-click 'TOC 1', choose Modify, apply bold formatting, and click OK. All top-level entries will remain bold even after updating.

Can I make Heading 2 look like Heading 1 in the text but still indent in the TOC?

Yes. You can modify the Heading 2 style to visually match Heading 1 in your document text. Because it is still assigned an outline level 2 in the paragraph settings, the Table of Contents will correctly display it as a subordinate, indented TOC 2 entry.

Where do I find the TOC styles if they aren't in the Quick Styles gallery?

TOC styles often do not appear in the Quick Styles gallery by default. You can find them by opening the full Styles pane (clicking the arrow icon in the corner of the Styles group). If they still aren't visible, click the 'Options' link at the bottom of the Styles pane and change the settings to show 'All styles'.

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