Specifying Sub-entries in an AutoMark File

Written by Allen Wyatt (last updated September 12, 2019)
This tip applies to Word 97, 2000, 2002, and 2003


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

Running a Procedure when a Workbook is Opened

Ever want to have Excel run a procedure whenever you open a workbook? It's not as difficult as you might think. Here's how.

Discover More

Printing a Full Style Sheet

Word supports the use of styles (they are very powerful), but it doesn't provide a way to get a full-featured style sheet ...

Discover More

Alphabetizing Worksheet Tabs

As you get more and more worksheets into a workbook, you'll find yourself moving them around into different sequences. ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (menu)

Pop-up Windows in Word

Want to add a small pop-up window over a word in your document? There is no way to do this directly in Word, but you can ...

Discover More

Using the Organizer to Manage Styles

One of the things that the Organizer is great at doing is managing styles. You can use it to move them between templates ...

Discover More

Understanding the Organizer

The Organizer is a great tool for, well, organizing the information stored in your templates. This tip introduces the ...

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}] (all 7 characters, in the sequence shown) 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 9 + 7?

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.

Videos
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.