Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Creating an Index Entry.

Creating an Index Entry

by Allen Wyatt
(last updated August 18, 2018)

2

Word includes a feature that allows you to automatically create an index for your document. How you create the actual index is explained in a different tip, but first you must insert index entries throughout your document. These entries are used by Word to pull together the information that is placed in the index. To create an index entry, follow these steps:

  1. Select the text you wish to appear as the index entry.
  2. Press Alt+Shift+X. Word displays the Mark Index Entry dialog box. (See Figure 1.)
  3. Figure 1. The Mark Index Entry dialog box.

  4. Click on Mark.
  5. If you want to mark additional index entries, select them in your document, and then click on Mark.
  6. Click on Close to dismiss the Mark Index Entry dialog box.

Word also allows you to create index subentries. These are index entries that are subordinate to other index entries, and generally appear indented under the main index entry. To insert an index subentry, follow these steps:

  1. Select the text you wish to appear as the subentry.
  2. Press Alt+Shift+X. Word displays the Mark Index Entry dialog box. Notice that the text you selected is shown in the Main Entry text box.
  3. Press Ctrl+C to copy the selected Main Entry text to the Clipboard.
  4. Position the insertion point in the Subentry text box.
  5. Press Ctrl+V to paste the text into the Subentry text box.
  6. Change the information in the Main Entry text box to indicate the main index entry to which this subentry should be subordinate.
  7. Click on Mark.
  8. Click on Close to dismiss the Mark Index Entry dialog box.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1899) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Creating an Index Entry.

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

Keeping Callouts Positioned

Using graphics to add callouts to your graphics is a common occurrence in Word. Here's how to stop all those graphics ...

Discover More

Converting to ASCII Text

When you work with imported or pasted data in an Excel worksheet, you may see some strange looking characters at times. ...

Discover More

Skipping Numbering

Got a numbered list, but you want to add other types of non-numbered paragraphs in the middle of the list? It's easy to ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (menu)

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, ...

Discover More

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 ...

Discover More

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 ...

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 3 + 9?

2019-10-02 12:33:57

Larry Schwartz

I have a bulleted list with heading XXX. Each XXX item has an index entry of the form XE "<item>:YYY"., where all YYY s are the same. I want to have an index entry for YYY with a subentry for each item. I can't find a way to do this without doing a lot of cut and paste to create the entries without using the dialog. Any suggestions?


2019-03-05 13:33:21

Gaines Jackson

Can you email me the steps to follow to index a book that I have written in microsoft 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.