Tips, Tricks, and Answers
The following articles are available for the 'Indexes' topic. Click the article''s title (shown in bold) to see the associated article.
Adding Quoted Words to an Index
It is not unusual to need to convert one notation in a document into another entirely different notation. For instance, you may need to convert words or phrases surrounded by quote marks into words that are included in an index for the document. This may appear difficult, but can be rather easily accomplished by using a macro.
Chapter Numbers in Indexes and TOAs
Word allows you to define prefixes for page numbers. These are often used for chapter or section numbers in a large document. Getting these prefixes to appear in all the places you want them can, at times, be tricky. This tip provides a step-by-step way to make sure they are included.
Creating a Normal Index
Adding an index to a document is an easy task. There are a couple of ways you can do it, as described in this tip.
Creating an Index Entry
In order to create an index, you first need to create the entries that will be used to compile the index. Here’s how you do that.
Creating an Index Entry for a Range of Pages
Putting together an index for your documents can be challenging, but Word provides some great tools to make the task easier. If you want to create index entries that span a range of pages, you need to do it using bookmarks, as described in this tip.
Cross-Referencing Index Entries
You've probably seen an index where an entry says something like "Obsidian: See igneous rock." This sort of cross-reference is easy to create using the indexing tools that Word provides.
Deleting Index Entries
When you construct an index you need to insert all sorts of index fields throughout your document. If you want to later remove an index entry, you need to delete the field for that entry, as described here.
Improper Index Page Numbers
Adding an index to a document can be a nice finishing touch, particularly if the document is a long one. What happens if the page numbers in the index are not the correct page numbers, though?
Improper Index References
When indexing a document, you may get some funny results once in a while. If you get single index entries when you were expecting multiple ones, the reason could be because of the way you have your pages numbered.
Including Section Numbers in an Index
When you use Word to create your index, you'll normally only include a page number in the index. If you want to create an index that includes section numbers, Word can handle it using the two methods described in this tip.
Inconsistent Formatting in an Index
When indexing a document, you may find that some of your index entries aren't formatted the save as your other index entries. This can be caused by a couple of different conditions, described in this tip.
Indexing a Range of Pages
After you get your document ready for indexing by inserting index fields throughout it, you may want to index only a portion of the whole. You can do this by using the INDEX field with an optional switch that limits the index to a range of text.
Indexing Based on a Range of Letters
Word provides many options for creating indexes. One option allows you to specify that the index contain only entries that begin with a range of letters that you define.
Multiple Indexes in a Document
Adding a single index to a document is fairly easy. What if you want to add multiple indexes, however? And what if you want one of those indexes to only apply to a particular section of the document? There are a couple of ways you can approach this problem.
Printing Index Field Codes
Word allows you to configure what you see so that field codes are visible instead of the results of those field codes. However, even though you an see all your field codes, you won't be able to print out the XE field codes unless you take an additional step not necessary for other fields codes.
Putting Bold Words in an Index
There are several ways you can create an index in Word, but the first step is always to figure out what should go in the index. If you have a collection of words that are defined by a particular characteristic (such as being bold), then it doesn't take much to put all those words into your index.
Putting Your Index after Your Endnotes
Endnotes are supposed to be at the end of your document, right? Not necessarily. You may want something else at the end, such as an index. Here's how to make sure that your endnotes end up where you want them.
Specifying an Index Entry Separator
One of the switches you can use with the index field allows you to specify how index entries should be separated from the page numbers following the entry. Here's the skinny on how to get just what you want.
Specifying an Index Page-Range Separator
When generating an index, Word normally uses a dash to indicate page ranges. You can change the character used for these ranges by using a switch in the index field.
Specifying Index Section Dividers
When adding an index to your document, you can use one of the available field switches to specify how the index should be divided up. This tip details your section-dividing options.