Hi, this is Gary with MacMost.com. Let me show you how to use the
Table of Contents feature in Mac Pages.
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So if you're creating a long document, like a report or a book, in Pages you have the ability to
automatically generate a Table of Contents using a special feature. As an example here
I've created a word processing document. I'm using the Automatic Body Text. The text that
flows automatically from page to page in the document. I'm only using that and at the top
here I have a title and notice I have set the Style to Title. I also have at the beginning of
each chapter a Heading and I've set the Style to Heading. The rest is set to Body Text or some of
the other styles used here. If I scroll long enough I'll get to chapter two and I'll see
that that also is using the Style Heading here for the name of the chapter. Since I've
set it up this way I can now automatically generate a table of contents very easily.
So at the beginning here I'm going to place the text cursor just before the start of the
first chapter. I'm not going to worry about inserting a page break or anything like that
because that will happen automatically. Now I'm going to go to Insert and then Table of Contents.
I have three choices. A Table of Contents for an entire Document, a Table of Contents for this
section only, or a Table of Contents that will cover everything until the next Table of Contents.
In most cases you're going to want to create one for the entire document. So let's do
that. It's going to say Generating a Table of Contents here and you'll see this appear here
and you'll see this one has got five chapters. The name of each one of these is taken
from the Heading for the chapters. So if I look here at the first chapter there's the Heading
and you could see it's shown here along with a page number. It knows there are
five chapters simply because it's looking for every paragraph that styled using Heading.
Now why did it choose Heading for the Style? Why didn't it use Title or other types of styles?
So if I select the Table of Contents like this and you can see it all highlights
under the Format sidebar I've got Text and Table of Contents. If I switch to Table of Contents
you could see here I could change the type of Table of Contents. So those three choices before
they weren't permanent. I could now switch this to be only the Section's Table of Contents if I want.
Also I have Customize Styles. So let's click that and now it's going to show us a List of
all the Styles and whether or not the style is used to generate the Table of Contents.
You could see here it's only using the Heading style.
Now let's work a little bit on this Table of Contents. First, let's add a page break right
after here, after the byline. I'm going to Insert a page break. So now the Table of Contents appears
on its own page. I've got this title page and may want to add other things to it like copyright
information there. Now I've got this extra page here that just has a Table of Contents.
So I could put something right above it. I could just type
Table of Contents there. I could Style it like I want. But what makes sense is
maybe to make that a Heading. But if I make that a Heading it's going to include that
in the Table of Contents. Now maybe I want that or maybe I don't. An easy way to get around that
is to use a different Heading here. Now you may want it to look just like the regular heading
but not be in the Table of Contents. So simply create a new style, I'm going to use the Plus
button there. I'll call it Heading and then in parentheses put (Not TOC) and
now this is styled the same way the other Headings here at the beginning of each
chapter but it is not included in the Table of Contents because the Table of Contents does
not include this. If I were to check it here it would include it which isn't what I want.
Now let's say I want to change the style of the Table of Contents. I could select it here and
go to Text instead of Table of Contents in the sidebar and I could change it to whatever I want.
So I can change the size, the font, the style. All of that. I'm going to make it Bold right here
and this doesn't effect the actual headings. This is just inside the Table of Contents. I could do
things like change the line spacing here. I can change the Indents. I can change the spacing for
the numbers here on the right. You could see it is treated like Tab stops. So I could go in
here and see it's at 6.5 inches. I could change that. Let's say to 6.25 if I don't want it to be
all the way over to the right. I could even add a Leader here so you have dots go all the way across
like that. I can even exclude page numbers here so it's just the chapters. No page numbers are
included. If you are exporting this as a PDF and distributing it that way then it may not matter
as much to you what the page numbers are. We'll look at using Table of Contents in PDF in a bit.
Now what happens if we wanted to have more than just the Heading here. What if each chapter was
broken up into smaller parts. So here under the first chapter I'm going to add something right
here. I'm going to add a subheading or second heading here. Put some fake text in there. I'm
going to set this to be Heading 2, like that. Let's say I want several of those to be in the
first paragraph and through other paragraphs as well. So I'm going to add a bunch. So I've now
added a whole bunch of these secondary headings to every single chapter. So let's go back to
the Table of Contents and you could see none of them are shown there. You just have the chapter
headings. But if I select the Table of Contents and now I look here under Heading 2 we can see
that's active now. I can check it. If I check it all of those secondary headings are now included
in the Table of Contents. I can select any Style in the Table of Contents. I can select the
Secondary Headings, Heading 2, or the Heading like that. So I could style them differently. So I go
here to text and you could see that these are Bold 14 pt, these are regular 14 pt, let's bring it
down to 12 pt here so I can have different styling for the different levels. I could also go in and
change things like the numbers here. Like, maybe, not include the numbers for the subheadings.
Maybe I could change it so that they are indented differently like that. Maybe I could change it so
the entire thing is indented differently. So all of the level twos here are indented like that. I
could include the Leaders for each one of those. I could, maybe, let's include the leaders for these
like that. That makes a nice little effect there. You can continue
to go and add different things here. So you could do three levels of headings, for instance.
You could even include other things. Like let's include an image and instead of an image here I
will just add a shape like that. Let's say I wanted to include this in the Table of
Contents. Sometimes you may want to include illustrations in the Table of Contents.
Well, you can't have items that aren't part of the Body Text in the Table of Contents. It all comes
from the Body Text. So let's take this here and change Format, Arrange to Inline with Text. So now
it's actually part of the text. I'm going to move it. I'm going to Cut it with Command X and give it
its own line right there. Then after it I'm going to give another line here and I'm going to put a
Caption. I'll just type the word Caption. I could click on this object here and then I could go to
Style and Turn On Caption and have Caption underneath that. But since that is not part of the
Body Text it won't be included. But this is part of the Body Text. I can set this to Caption or
create my own style called Caption if I want. So that is something I can now include in the Table
of Contents. Let's go back up to the top here. I'll say Yes, Include Captions and you could see
the caption is now there. I can select that and style it. Let's definitely make it a lot smaller.
Let's indent it some. Like that and I can have a page number to that or maybe not include page
number so that it is underneath this heading right here. Then I could include, you know,
all my Illustrations in someway in the Table of Contents. This also works great for including
things like tables, and charts, and info graphics and all of that. You can have all those included.
You could also have those included in a separate Table of Contents because there is
nothing to stop you from creating more than one. So let's say you don't want to include
the captions for illustrations here. But instead
right after this Table of Contents I'm going to insert another Table of Contents.
It's going to generate it based on the Headings as before but I'm going to customize styles
and say Don't Include Headings. Don't include this other heading here that I created.
Include Captions though. So now we have these captions here, and there's
only that one, and I could put something above it. I can call this Illustrations.
Let's use that same Not Table of Contents Heading there. Now I can have this list
of illustrations. This could appear on a separate page here. I can insert a Page Break
and have another Table of Contents that includes that. I could have this at the
end of a document. There's no reason I need to have it at the beginning.
So you can have these additional tables of contents that point to all sorts of things.
Now a few other things I want to point out about the Table of Contents.
First of all they automatically update. So, for instance, notice that this one right here,
this chapter, if I go to the first chapter and I change it to something like Chapter 1
and I go back to the Table of Contents. Notice how it automatically updates with that. So it's
going to look at the Headings constantly and make sure that it's reflecting what's in the document.
Note also you can use the Table of Contents to jump to parts of your book while you're writing.
So if you look at your Table of Contents and say I want to work on this section right here
you can click here on the number on the right, see how the pointer changes to a hand there, click on
that and it will jump to it. So I could use that to navigate around in my book as I'm writing it.
You also have something completely separate from this called the Table of Contents View
here on the left which you can see and you can Edit what styles are used here.
You can do Heading and Heading 2 and you can include Captions as well.
I can even Indent Caption here, more like that. This is not something that's in the final version.
This isn't for exporting and used by the reader. This is for you for use while you're writing.
You can jump around in your document to edit different portions and continue with your work.
Now obviously if your goal is to print out this document and having the Table
of Contents printed with the page numbers is useful for the readers. They can flip
through the book to get to that page. But if you export as a PDF you could also use this
Table of Contents. So you export to PDF here and we'll just export here to the Desktop.
Then when we open this up in a PDF reader, like Preview, then we have a Table of Contents here
that can be clicked on. Notice how you get the hand pointer here. So I can click on something
and jump right to that chapter. Note that this is different than a functionality like
this where you can do Table of Contents on the side here. Notice you get this here
which you can expand and look at and jump around to things in the PDF viewer. This is a function of
the PDF viewer itself. So depending on what viewer you're using this is going to work differently
and may pull on different elements from the PDF document. But, of course, Pages works really well
with Preview so it's going to actually look at the things in your Table of Contents here
and you'll be able to move around in the document using this handy sidebar.
So going even further with your Table of Contents is just a matter of working
really with the Styles that are included in the Table of Contents and the styles that you have.
If you want something to be a Heading and not be in the Table of Contents simply don't use
one of the checked styles here in the Table of Contents. If you want something to be included
here you can use one of the existing styles that has a check mark next to it or create a new style
and include it. Include it in the main table of contents, add additional Table of Contents for
different things and have different things checked there. So by creating different paragraph styles
and deciding which of those styles will be used in any particular Table of Contents
you have a ton of control over how this works. Hope you found this useful Thanks for watching.