Create the PDF has bookmarks (TOC) with Microsoft Word

The recent version of the Microsoft Word has PDF exporter and it is 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 out.

You can create the PDF has bookmarks by your little more works. The bookmarks are appeared as the table of contents in the Adobe Acrobat Reader. The readers can jump to needed location so it can be more usable document than simply digitalized.

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

TOC

Create the document with set headings

When you create a document, make sure that you create a document 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”.

If the Adobe Acrobat is installed, the “Create Adobe PDF” item may be displayed. If you select that, the Adobe Acrobat create the high quality PDF and the Word is not used. In this article, select the “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 to specify the file name is displayed, click “Options…” button.
STEP
Turn on “Create bookmarks using:” and select “Headings”.

This option makes PDF bookmarks.

Options Dialog
Options Dialog
STEP
Click “OK” button to close the dialog, and click “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 features of the application itself. To create the PDFs with bookmarks, you need to use Microsoft Online Service. 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 really a problem with your work documents. If there is a problem, use no bookmarks or use the Windows version of Word.

STEP
Select the “Save a Copy…” from the “File” menu.
STEP
Select the “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 “Export” button.

Conclusion

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

Try it out in the actual documentation process.

Let's share this post !

Author of this article

Akira Hayashiのアバター Akira Hayashi Representative, Software Engineer

I am an application developer loves programming. This blog is a tech blog, its articles are learning notes. In my work, I mainly focus on desktop and mobile application development, but I also write technical books and teach seminars. The websites of my work and books are here -> RK Kaihatsu.

TOC