When you compile a legal document in Word, a Table of Authorities lists all citations to cases, statutes, and other references with their page numbers. Word can automatically generate this table if you mark each citation with the proper category. The challenge is that the default formatting often does not match court requirements or your firm’s style guide. This article explains how to mark citations, generate the table, and apply custom formatting to the Table of Authorities so it meets professional standards.
Key Takeaways: Formatting a Table of Authorities in Word
- References > Table of Authorities > Mark Citation (Alt+Shift+I): Opens the dialog to tag each citation with its category and long form.
- Table of Authorities dialog > Modify > Style button: Lets you change font, size, indentation, and spacing for the TOA body text.
- Insert Table of Authorities > Formats dropdown > From template: Applies your custom styles instead of Word’s built-in designs.
Understanding the Table of Authorities Feature
A Table of Authorities, or TOA, is a specialized index of legal citations. It works similarly to a Table of Contents but requires you to manually mark each citation in the document. Word groups citations by category: Cases, Statutes, Rules, Treatises, and others. Once all citations are marked, you generate the table at the beginning or end of the document.
Before you start, make sure your document is complete or at least at a stage where you will not move large blocks of text. Moving text after marking citations can cause page number references to become incorrect. You also need to decide which categories you will use; Word provides nine preset categories, and you can rename them as needed.
Prerequisites for Formatting the TOA
You need a document that contains legal citations. If you are starting from scratch, write your brief or memorandum first. Then follow these steps to mark citations and format the table. No special add-ins are required; the TOA feature is built into Word for Microsoft 365, Word 2021, Word 2019, and earlier versions.
Steps to Mark Citations and Format the Table of Authorities
The process has two phases. First, mark every citation in the document. Second, insert and format the table. The formatting changes you apply during the second phase will affect the entire TOA.
Marking Each Citation
- Select the citation text
Highlight the full citation in your document, for example “Smith v. Jones, 123 F.3d 456 (9th Cir. 2000).” - Open the Mark Citation dialog
Go to the References tab. In the Table of Authorities group, click Mark Citation. The keyboard shortcut is Alt+Shift+I. - Choose the category
In the dialog, the selected text appears in the Selected text box. In the Category list, pick the correct one: Cases, Statutes, or another. If none fits, click Category, rename an existing one, or add a new category. - Set the long citation form
The Long citation box should contain the full citation exactly as it should appear in the table. Word fills this with the selected text. Edit it if needed, for instance to abbreviate the reporter name. - Mark the citation
Click Mark to tag only this instance. Click Mark All to tag every identical occurrence in the document. Word inserts a hidden TA field code at each location. - Repeat for all citations
Close the dialog and move to the next citation. Use Mark Citation again for each unique reference. For repeat instances of the same case, Mark All saves time.
Inserting and Formatting the Table
- Place the cursor where the table should appear
Typically this is on a separate page after the Table of Contents or at the beginning of the document. - Open the Table of Authorities dialog
On the References tab, click Insert Table of Authorities. - Choose a category to include
In the dialog, the Category list defaults to All. If you want only certain categories, select one from the list. To include all, keep All selected. - Apply a format
In the Formats section, select a built-in design such as Classic, Formal, or Simple. To use your own formatting, choose From template. - Modify the TOA style
Click Modify. In the Style dialog, select Table of Authorities and click Modify again. Change the font, size, bold, italic, indent, and spacing. Click OK to save. - Set page number options
Check or uncheck Use passim to replace multiple page references with “passim.” Keep Keep original formatting if you want the citation text to retain its original font from the document. - Insert the table
Click OK. Word generates the TOA with your formatting. If you later add more citations, repeat this step and choose to replace the existing table.
Common Formatting Problems and How to Fix Them
Citations Are Not Grouped by Category
If all citations appear under one heading instead of separate category sections, you likely marked them with the wrong category. Open the Mark Citation dialog on any citation and check the Category field. Re-mark each citation with the correct category. Then regenerate the table.
The Table Shows Page Numbers but No Citation Text
This happens when the TA field code contains only a short citation and no long form. Double-click any TA field code in the document. In the Mark Citation dialog, fill in the Long citation box. Click Mark. Regenerate the table.
Formatting Resets After Regenerating the Table
If you applied formatting directly to the table text instead of modifying the Table of Authorities style, the changes will be lost when you update the table. Always use the Modify button in the Insert Table of Authorities dialog. Change the style, not the text.
Page Numbers Are Wrong After Edits
After adding or moving text, right-click the TOA and select Update Field. Choose Update page numbers only to keep your formatting, or Update entire table to rebuild from scratch. If you choose the latter, any direct formatting you applied will be lost.
Table of Authorities Categories: Built-in vs Custom
| Item | Built-in Categories | Custom Categories |
|---|---|---|
| Number available | 9 preset categories | Unlimited, but only 9 can appear in one table at a time |
| Examples | Cases, Statutes, Rules, Treatises, Regulations, Constitutional Provisions | Your firm’s practice area names or court-specific categories |
| Renaming | You can rename any built-in category in the Mark Citation dialog | Create new ones by clicking Category in the same dialog |
| Inclusion in TOA | Select a single category or All | Must be selected individually; cannot include all custom categories at once |
After you have marked all citations and formatted the Table of Authorities to match your court’s rules, you can save the document as a template for future briefs. Use the Modify style feature to set the exact font, indentation, and spacing required by your local rules. The keyboard shortcut Alt+Shift+I opens the Mark Citation dialog from anywhere in the document, which speeds up the marking process significantly. If you frequently work with legal documents, consider creating a custom template that includes your preferred TOA style and category list.