Microsoft Office Tutorials and References
In Depth Information
Preparing and Inserting an Index
Here you can specify how many heading levels to include, among other options. To include
paragraphs that use styles other than the built-in Heading 1, Heading 2, and so on, click
Options. In the Table Of Contents Options dialog box, you can specify each style you want
to include and which contents level to assign it.
As shown in Figure 8-13, Word builds a table of contents using up to three different input
types: styles (that is, each paragraph that has a particular style applied), outline levels (para-
graphs that have an outline level assigned that’s within the Show Levels range in the Table
Of Contents dialog box), and table entry fields.
These last two options provide alternative ways to include in the table of contents items
that wouldn’t otherwise be included. To include a paragraph, you can click Add Text (in the
Table Of Contents group on the References tab) and select a level; doing so sets an outline
level for that paragraph without affecting the underlying style. Alternatively, you can use
{TC} field codes to mark table of contents entries, although this method is more complex.
Preparing and Inserting an Index
Unlike a table of contents, which practically creates itself as long as you have consistently
applied styles in your document, creating an index—especially a good index—requires a lot
of planning and coding before Word can compile it. It’s essentially a two-step process: First
you mark the items to be indexed in the document text. When that’s done, you generate
the index.
Marking Index Entries
Identifying the places in a document that should be mentioned in the index, figuring out
which alternative terms to use, and marking those terms can be tedious. Depending on the
type of document, a good index often has half a dozen or more index entries on each page.
To mark an index entry, select the word or phrase you want to use as an index term, and
then click Mark Entry, in the Index group on the References page. The Mark Index Entry
dialog box appears, as shown in Figure 8-14. (You can also display this dialog box by using
its keyboard shortcut, Alt+Shift+X.)
When you click Mark or Mark All to mark an index entry, Word inserts an {XE} field code.
Because this field code is normally hidden, Word turns on the display of hidden text,
allowing you to see and edit the field codes directly. Click Show/Hide ¶ (in the Paragraph group
on the Home tab) or press Ctrl+* after you’ve seen enough.
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