Microsoft Office Tutorials and References
In Depth Information
Preparing and Inserting an Index
Figure 8-15 You can pick up styles and layout from the current template or use one of the
builtin style sets. A sample index in the Print Preview box shows you what to expect.
Your options in the Index dialog box are few. You can choose between Indented (each index
entry starts on a new line, indented appropriately to indicate the level) or Run-In (suben-
tries run together in paragraph style) types, and you can specify the number of columns in
the page layout.
The alluring AutoMark button deserves some explanation. This feature uses a separate
document (called an AutoMark file or, more generically, a concordance file) that contains
the terms you want to mark in the document. The AutoMark file is a Word document that
contains a two-column table. The left column contains each term you want to search for
in the document (“Adelie,” for example) and the right column contains the index entry you
want to make at each occurrence of the search term (such as “penguins:Adelie”). Invoking
AutoMark searches the current document for all occurrences of the terms and inserts the
corresponding index entries. While this concept sounds tempting, in practice it generally
doesn’t produce a useful index.
If you make edits to your document after inserting an index, you need to update the index.
To do that, click in the index and then click Update Index (in the Index group on the
References tab). Easier yet, click in the index and press F9, the keyboard shortcut to update
fields; the index itself is created by an {INDEX} field.
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