How to add bookmarks and a table of contents to a PDF

To add PDF bookmarks, open the file in a bookmark or table of contents tool, create one entry for each chapter or section, give it a clear name and point it at the page where that section starts, then save. Readers then see a clickable list in their sidebar and can jump straight to the part they need. For any document longer than a few pages, it is the single most helpful thing you can add.

What are PDF bookmarks?

PDF bookmarks are a list of named links, stored inside the file, that jump to a page when tapped. The PDF format calls this list the document outline. Most PDF readers show it in a side panel, often labelled "Bookmarks", "Outline" or "Contents".

They are different from two other things people call bookmarks:

• A reader bookmark is a personal marker your reading app saves for you, such as "where I stopped last night". It lives in the app, not in the file, so nobody else sees it.
• A printed contents page is a normal page of text near the front of the document. It may list page numbers, but on its own it is not clickable.

When you add PDF bookmarks to the file, everyone who opens it gets the same navigation.

When are bookmarks worth adding?

• Reports, manuals and handbooks that people dip into rather than read from start to finish.
• Merged files, such as a job application with a CV, a cover letter and certificates.
• Course notes or a thesis with chapters.
• Contracts with schedules and appendices at the back.
• Scanned books, where there is no other way to jump to chapter five.

For a two-page letter, they add little. For a forty-page bundle, they save every reader a lot of scrolling.

How to add PDF bookmarks, step by step

1. Finish editing the page order first. Bookmarks point at page positions, so moving pages later can break them.
2. Open the file in a bookmark or table of contents tool.
3. Go to the first page of a section and add a bookmark there.
4. Name it the way a reader would look for it: "3. Methods", not "Section C stuff".
5. Repeat for every section, working from the front to the back.
6. Save, then reopen the file in a different PDF reader and tap through every entry to check it lands on the right page.

How to write good bookmark names

• Keep them short. Sidebars are narrow, especially on phones. Long names get cut off.
• Start with the number if the document has numbered sections, so the list reads in order.
• Match the headings in the document. If the page says "Appendix B: Floor plans", the bookmark should say the same.
• Be consistent. Either use title case everywhere or sentence case everywhere.

Bookmarks for merged documents

When you combine several files, a bookmark for each original file is the easiest win. A recipient opening "Application pack" sees "CV", "Cover letter", "Degree certificate", "References" and can jump to any of them. If you are building that kind of pack, see how to merge PDF files on your phone first, then add the bookmarks to the merged file.

Can bookmarks work on a scanned PDF?

Yes. Bookmarks only need a page to point at, so they work on scans just as well as on digital files. A scan without a text layer cannot be searched, though, so bookmarks are often the only practical way to move around it. To make the words searchable as well, see how to make a scanned PDF searchable with OCR.

Should you also add a printed contents page?

If the document will be printed, yes. Bookmarks disappear on paper. A simple contents page listing each section with its page number helps print readers. One way is to type the list into a text-to-PDF tool, then merge that page at the front. Add page numbers too, so the numbers in your list actually match the pages.

Common problems and fixes

• A bookmark opens the wrong page. Pages were probably added, removed or moved after the bookmark was made. Edit the bookmark to point at the new position.
• The sidebar is empty in another app. Some simple viewers do not show the outline at all. Try a different reader before assuming the bookmarks are missing.
• The order looks jumbled. Bookmarks appear in the order they were created in some tools. Create them from front to back, or reorder them if your tool allows.
• Bookmarks vanished after another edit. Some tools rebuild the file and drop the outline. Add bookmarks as one of the last steps.

Adding bookmarks with PDF Burrow

PDF Burrow has a Bookmarks / TOC tool that builds a table of contents readers show in their sidebar. It runs on your phone, so the document is not uploaded. If you are also reordering or merging, use Organize Pages or Merge PDF first, then add bookmarks last.

Frequently asked questions

Do PDF bookmarks work on phones?

Yes, as long as the reading app supports the outline. Most full-featured PDF readers on Android show it, usually behind a menu or a sidebar icon.

Can I nest bookmarks inside other bookmarks?

The PDF format allows nested levels, such as a chapter with sub-sections. Whether you can create them depends on the tool. For most documents, one level is easier to scan on a small screen.

Do bookmarks make the file bigger?

Only by a tiny amount. Bookmarks are just names and page references, so even dozens of them add very little.

Will bookmarks survive compression?

Usually, but not always. Some compression methods rebuild the file and can drop extras. Compress first, then add bookmarks, or check the sidebar after compressing.