Creating a Static Table of Contents for Word-Designed Email Templates

To include a table of contents in an email created in Word, you must adapt your strategy since most email platforms lack the advanced formatting capabilities of Word

Although Word supports auto-generated tables of contents using Heading 1, 2, etc., email systems interpret messages with minimal formatting, making automated navigation impossible

Instead of aiming for a dynamic, clickable index, focus on crafting a clean, visually structured static list that enhances readability and helps recipients find content quickly

First, arrange your content in Word using a logical, tiered structure of headings

Leverage Word’s native heading formats—Heading 1 for major topics, Heading 2 for supporting subtopics, and so forth to maintain consistency

This ensures consistency and makes it easier to extract the structure later

The heading structure in Word serves as a reliable blueprint, even if the resulting email can’t use live links

Once your sections are structured, compile a list of titles with brief annotations—such as summaries or estimated page locations—to guide the reader

Because hyperlinking is unsupported in most email platforms, do not rely on Word’s automatic table of contents generator

Manually copy each heading from your Word document and paste it manually at the top of your email draft

Use either bullet points or sequential numbering to make the table of contents scannable and easy to follow

Apply uniform indentation levels to reflect the relationship between main sections and subpoints—subsections should be visually indented

Improve navigation by labeling sections with clear, descriptive identifiers like “Section 1: Introduction” or “Part B: Technical Specifications”

Add a short instruction at the top, like “Use this index to navigate directly to the sections most relevant to you.”

This introductory remark helps users understand the purpose of the list and encourages efficient navigation

After creating your table, copy the entire content of your email—including the table of contents—from Word and paste it into your email client using the “Keep Text Only” option

It eliminates Word’s hidden formatting codes that often break or appear incorrectly in Gmail, Outlook, or other platforms

Next, fine-tune line spacing, ketik font size, and text alignment directly in your email client to reflect your company’s visual identity

Opt for simple, modern sans serif fonts such as Arial, Helvetica, or Open Sans to ensure legibility across screens

Send a test email to your own inbox and check how the table of contents appears on various screens: PC, iPad, and Android phone

Make sure the list remains clear, properly spaced, and easy to read whether viewed on a large monitor or a small phone screen

Some advanced email systems permit HTML anchors—such as