Creating Indexes


Microsoft Office Specialist : Create and update document indexes and tables of content, figures, and authorities

Another reference item you might want to include in a longer document is an index. You use an index to look up general concepts and specific keywords and to find out where in the document they are discussed. Books often include indexes, as do manuals that provide instructions for a product.

Marking an Index Entry

To create an index in Word, you mark words and phrases in the document as index entries. Word then inserts a field code so that it can later create the index. Field codes are hidden characters that are not printed and that can be seen on the screen only when you make them visible. As a demonstration, let s create an index for In the Bag s FAQ. (Again, you probably wouldn t create an index for such a short document, but it will show you how to go about the process.) Follow these steps to mark some index entries:

  1. Scroll the text of the FAQ into view, and select Al Pine in the second text paragraph.

  2. Press Alt+Shift+X .

    Word displays the Mark Index Entry dialog box shown here:

  3. With Al Pine selected in the Main entry text box, type Pine, Al .

  4. Because this name appears more than once in the document, click the Mark All button to mark all occurrences of Al Pine .

  5. Move the dialog box to the lower-right corner of the screen, and then select ChillFill in the third text paragraph.

  6. Click the Mark Index Entry dialog box to activate it.

    Word displays ChillFill in the Main entry text box.

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    Marking entries using a concordance file

    Another way to mark entries in a document for an index is to create a concordance file. A concordance file is a list of words that you want included in the index. When you use this method, Word marks all entries in the document that are included on the list automatically. To create a concordance file, create a new document and insert a table that is two columns wide. In the first column, enter the text you want Word to search for and mark with a field code. (The text should be entered exactly as it appears in the document.) In the second column, type the index entry for the text in the first column. (If you want to include a subentry, type the main entry followed by a colon (:) and the subentry.) When you finish creating the table, save the file and open the document you want to index. On the Insert menu, click Reference and then Index and Tables. On the Index tab, click the AutoMark button. Select the concordance file you want to use and then click Open . Then create the index as usual.

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  7. Change the text in the Main entry text box to insulation .

  8. To change the formatting of the text, select it in the Main entry text box, right-click it, and click Font on the shortcut menu. Then in the Font Style list, click Italic , and click OK .

  9. In the Subentry text box, type ChillFill .

  10. Click Mark to complete the entry.

  11. Repeat steps 5 through 10 to add a main entry of insulation with a subentry of CozyTec (which appears in the same paragraph as ChillFill). Make insulation italic, and then click Close .

    This graphic shows what the text looks like with all the inserted index entries:

    click to expand
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    Creating cross references

    Cross references are another helpful reference tool for longer documents. Cross references allow you to direct the reader to another part of the document so that they can get more information about a topic. To create a cross reference, first enter some introductory text for the cross reference. (For example, you can enter For more information, see ) On the Insert menu, click Reference and then Cross-reference. Click the Reference type box s down arrow and click the type of item you want to refer to. Click the Insert reference to box s down arrow and click the specific item you want to refer to. If you want users to jump right to the cross reference, select the Insert as hyperlink check box. Then click Insert. When you finish adding cross references, click Close.

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Generating an Index

After you have marked all the index entries you want, you are ready to generate the index. Follow these steps to generate the FAQ s index:

  1. Move to the end of the FAQ document, press Enter , and then press Ctrl+Enter to insert a page break.

  2. To hide the field codes and correctly paginate the document, click the Show/Hide button on the Standard toolbar to toggle it off.

  3. On the Insert menu, click Reference and then Index and Tables .

  4. Click the Index tab.

    Word displays these options:

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  5. Click the down arrow at the right end of the Formats box, and select Modern as the style for the index.

  6. Set the Columns option to 1 .

  7. Click OK to insert the index.

    The results are shown in this graphic:

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    If you need to modify any of the index entries, be sure to change the field codes rather than the index itself. If you modify the index, the changes will be lost when the index is updated. To update an index after new fields have been added to a document, select the index and press F9.

  8. Save and close the document.




Online Traning Solutions - Quick Course in Microsoft Word 2002
Online Traning Solutions - Quick Course in Microsoft Word 2002
ISBN: N/A
EAN: N/A
Year: 2003
Pages: 74

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