Specifying Sub-entries in an AutoMark File

by Allen Wyatt
(last updated May 31, 2014)

2

John asked how to specify sub-entries in an AutoMark file. An AutoMark file, also called a concordance file, can be used by Word to automatically mark a document for an index. You create the file, which specifies what words or phrases you want marked for the index, and then Word searches through the document, looking for those words and phrases and marking them accordingly.

How you utilize an AutoMark file depends entirely upon the version of Word you are using. If you are using Word 97 or Word 2000, you choose Insert | Index and Tables | Index | AutoMark. If you are using Word 2002 or Word 2003, you choose Insert | Reference | Index and Tables and you can then click the AutoMark button in the resulting dialog box.

Basically, an AutoMark file consists of a two-column table. In the left-hand column you specify the word or phrase that you want to trigger an index entry. In the right-hand column you specify the actual index entry itself. For instance, in the left-hand column you might enter Menkaure, and in the right column you might enter Pyramids. In this way, every occurrence of the word Menkaure in your document would result in an index entry under the word Pyramids.

If you want to get more specific, you could specify that a particular keyword should go under a subentry. For instance, you could put the word Menkaure in the left-hand column, and in the right you could put Pyramids:Egypt. In this way, every instance of the word Menkaure in your document would result in an index entry under the word Egypt, which is a sub-entry to the word Pyramids. Likewise, you could put Teotihuachuan in the left-hand column and Pyramids:Mexico in the right, and every instance of Teotihuachuan is marked as an index entry under Mexico, which is under Pyramids.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1731) applies to Microsoft Word 97, 2000, 2002, and 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Drawing a Curve

Ever wonder how to add a curved line to your document? With a little practice, adding curves is simple. Here's how.

Discover More

Getting Rid of Fixed Objects

Some dialog boxes in Excel refer to "fixed objects" in worksheets. What are they and how do you get rid of them?

Discover More

Searching Through Many Workbooks

If you have a folder that contains dozens or hundreds of workbooks, you may need to search through those workbooks to ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (menu)

Stopping Smart Tags from Being Saved

Don't want Smart Tag information saved with your document? It's easy to make sure that Word doesn't save it, as described ...

Discover More

Using the Organizer to Manage Macros

There may come a time when you want to copy or rename macros. You can do this quite easily by using the Organizer tool ...

Discover More

Printing a Discussion

There are times you may have to work offline. Here is how to print out your discussion.

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is eight more than 0?

2014-05-31 21:18:04

awyatt

This might help, Pedro:

http://wordribbon.tips.net/T005985

-Allen


2014-05-31 20:54:25

PEDRO BELLI

What about Word 2007?


This Site

Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.