XML Hacking - Add a Table of Contents to the TOC Gallery

In Word for Windows, you can select a Table of Contents and then add it to the TOC Gallery using References>Table of Contents>Save Selection to Table of Contents Gallery (highlighted in red below):

Add a Table of Contents to the TOC Gallery

Unfortunately, Mac versions of Word do not share this feature. But it's a super-simple hack. If you are new to XML editing, please read XML Hacking: An Introduction. MacOS users should also read XML Hacking: Editing in macOS to avoid a couple of Mac-specific XML issues. The latter article now mentions the free XML editing plugin for the Chrome browser in the July 2018 update.

You can also use this hack to add content to other Word Galleries, like the Cover Page Gallery. Please see the last section of this article for the details.


Add a Table of Contents to the TOC Gallery - The Steps

Make sure you're working on a template rather than a document. We'll be using AutoText, and AutoText is saved to the template. If you're working on a document, the AutoText would get saved to the template attached to the document, not the document itself.

  • Start by making the invisible characters visible, using Word>Preferences...>View and checking All in the Show Non-Printing Characters section.
  • Now select the custom Table of Contents, making sure to include the paragraph mark just below it.
  • Choose Insert>AutoText>AutoText....
  • Set the Look in: dropdown to the name of the template you're working on.
  • In the Enter AutoText entries here: field, give the AutoText entry a sensible name like Clientname Custom TOC.
  • Click on the Add button and save the template. Close Word.
  • Open the template file in your text editor or Chrom browser with the OOXML plugin.
  • Navigate to word/glossary and open document.xml, the home of all AutoText.
  • Search for the name you gave the TOC AutoText entry. The first few lines should look something like this:
  <w:docParts>
    <w:docPart>
      <w:docPartPr>
        <w:name w:val="Brandwares Custom TOC"/>
        <w:style w:val="TOC 2"/>
        <w:category>
          <w:name w:val="General"/>
          <w:gallery w:val="docParts"/>
        </w:category>
        <w:behaviors>
          <w:behavior w:val="content"/>
        </w:behaviors>
        <w:guid w:val="{DBD01F60-383F-C040-9417-745701ADCDFD}"/>
      </w:docPartPr>
  • Make 2 changes in the <w:category> section:
    1. Change the w:name value from General to a more meaningful name like Custom TOC. This will display as the heading under which your custom TOC appears.
    2. Change the w:gallery value from docParts to tblOfContents. This is the crucial step that makes the TOC appear in the TOC Gallery.
  <w:docParts>
    <w:docPart>
      <w:docPartPr>
        <w:name w:val="Brandwares Custom TOC"/>
        <w:style w:val="TOC 2"/>
        <w:category>
          <w:name w:val="Custom TOC"/>
          <w:gallery w:val="tblOfContents"/>
        </w:category>
        <w:behaviors>
          <w:behavior w:val="content"/>
        </w:behaviors>
        <w:guid w:val="{DBD01F60-383F-C040-9417-745701ADCDFD}"/>
      </w:docPartPr>
  • Resave the template file, close the editor and open it in Word.
  • Choose References>Table of Contents, scroll down to the Custom TOC section and choose your custom TOC.

Final Custom TOC in TOC Gallery


Add a Content to the Other Word Galleries

You can use exactly the same steps to add a custom cover to the Cover Gallery. Just change the w:category w:name value to Custom Covers and the w:gallery value to coverPg. Use the table below to find the values used for other gallery type.

Please note, the category names are Microsoft defaults, and yes, they are inconsistent whether they spell it Built-in or Built-In. Using these will group your entry with them. If you want your own category, just use a different word or phrase and Word will add it on the fly. To make the category pop to the top of a list, include a space in front of the name (Thanks to Timothy Rylatt for the suggestion):

Gallery Type w:category w:name Values w:gallery Value
Bibliographies Built-In bib
Cover Pages Built-In coverPg
Equations Built-In eq
Footers Built-in ftrs
Headers Built-In hdrs
Page Numbers Page X, Page X of Y, Plain Number, Plain Text, With Shapes pgNum
Page Numbers (Bottom of Page) Page X, Page X of Y, Plain Number, Simple, With Shapes pgNumB
Page Numbers (Margins) Page X, Plain Number, With Shapes pgNumMargins
Page Numbers (Top of Page) Page X, Page X of Y, Plain Number, Simple, With Shapes pgNumT
Placeholders General placeholder
Table of Contents Built-In tblOfContents
Tables Built-In tbls
Text Boxes Built-in txtBox
Watermarks Confidential, Disclaimers, Urgent watermarks

If this looks too geeky for you, we're glad to help! Brandwares is full-service template creation service specializing in working with graphic designers and corporations. Contact me at production@brandwares.com.

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2 thoughts on “XML Hacking - Add a Table of Contents to the TOC Gallery

  1. To ensure that custom entries in any of the Building Block / Quick Part galleries appear before the built-in entries start the Category name with a space. Best practice is to name the category “ Client Name”.

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