Create the PDF has bookmarks (TOC) with Microsoft Word

The recent version of Microsoft Word has a PDF exporter, making it easy to create the PDF. The PDF is very useful. Even if the user doesn’t have the software which is used to make the documents can view or print them out.

Create a PDF that has bookmarks with a little more work. The bookmarks appear as the table of contents in the Adobe Acrobat Reader. The readers can jump to the needed location so it can be a more usable document than digitalized.

This article explains how to create a PDF with Microsoft Word bookmarks (TOC).

目次

Create the document with set headings

When you create a document, make sure to create one with appropriate headings. The style of the headings, such as Heading 1 and Heading 2, will become the PDF bookmarks as they are.

STEP
Enter the following text.

SUMMARY
This document is a test document for creating PDF with bookmarks.
What is a PDF bookmark?
A PDF bookmark is like a link to jump to a specific location in the PDF. Bookmarks are listed in a dedicated place in PDF viewer and are also used as a table of contents.
How to create a bookmark
Microsoft Word for Windows
The Windows version of Microsoft Word outputs headings as bookmarks; turn on the option to create bookmarks when outputting a PDF.
Microsoft Word for macOS
The Mac version of Microsoft Word is the same as the Windows version. However, you need to use Microsoft’s online service.

STEP
Set the paragraph styles as shown in the following table.
LocationParagraph style
SUMMARYHeading 1
What is a PDF bookmark?Heading 2
How to create a bookmarkHeading 1
Microsoft Word for WindowsHeading 2
Microsoft Word for macOSHeading 2
Paragraph Styles

Export PDF

Microsoft Word for Windows

STEP
Click the “File” menu and select “Export”.
STEP
Select the “Create PDF/XPS Document”.

The “Create Adobe PDF” item may be displayed if the Adobe Acrobat is installed. If you select that, Adobe Acrobat creates a high-quality PDF, and Word is not used. In this article, select “Create PDF/XPS Document”.

STEP
Click the “Create PDF/XPS” button.
Create PDF/XPS Document
Create PDF/XPS Document
STEP
The dialog to select the destination and specify the file name is displayed. Click the “Options…” button.
STEP
Turn on “Create bookmarks using:” and select “Headings”.

This option makes PDF bookmarks.

Options Dialog
Options Dialog
STEP
Click the “OK” button to close the dialog and the “Publish” button to export the PDF.

Microsoft Word for macOS

The Mac version of Microsoft Word can output PDFs without bookmarks, but not PDFs with bookmarks, using only the application’s features. You need to use Microsoft Online Service to create PDFs with bookmarks. With Microsoft Online Service, once the document is sent to Microsoft’s server, it is converted to PDF and returned to you.

Some companies may prohibit sending company materials to servers outside the company itself. Please consider whether there is a problem with your work documents. If there is a problem, use no bookmarks or the Windows version of Word.

STEP
Select the “Save a Copy…” from the “File” menu.
STEP
Select “PDF” from the “File Format” and select “Best for electronic distribution and accessibility (uses Microsoft online service)”
Save a copy dialog
Save a copy dialog
STEP
Click the “Export” button.

Conclusion

Since the PDF created in this tutorial has all the headings on one page, I can’t confirm that it jumps.

Try it out in the actual documentation process.

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この記事を書いた人

Akira Hayashi (林 晃)のアバター Akira Hayashi (林 晃) Representative(代表), Software Engineer(ソフトウェアエンジニア)

アールケー開発代表。Appleプラットフォーム向けの開発を専門としているソフトウェアエンジニア。ソフトウェアの受託開発、技術書執筆、技術指導・セミナー講師。note, Medium, LinkedIn
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Representative of RK Kaihatsu. Software Engineer Specializing in Development for the Apple Platform. Specializing in contract software development, technical writing, and serving as a tech workshop lecturer. note, Medium, LinkedIn

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