Microsoft Office Tutorials and References
In Depth Information
Putting Cross-References in a Document
Formats: Word offers a number of attractive index layouts. You can
choose one from the list.
Modify: Click this button if you’re adventurous and want to create an
index style of your own (Chapter 3 explains styles).
To update an index after you create or delete entries, click it and then click
the Update Index button or right-click the index and then choose Update
Field on the shortcut menu.
Editing an index
After you generate an index, read it carefully to make sure that all entries are
useful to readers. Inevitably, something doesn’t come out right, but you can
edit index entries as you would the text in a document. Index field markers
are enclosed in curly brackets with the letters XE and the text of the index
entry in quotation marks, like so: { XE: “Wovoka: Ghost Dance” }.
To edit an index marker, click the Show/Hide button on the Home tab (or
press Ctrl+Shift+8) to see the field markers and find the one you need to edit.
Then delete letters or type letters as you would do normal text.
Book II
Chapter 8
Here’s a quick way to find index field markers: After clicking the Show/Hide
button, with the index fields showing, press Ctrl+G to open the Go To tab of
the Find and Replace dialog box. In the Go to What menu, choose Field; type
XE in the Enter Field Name box, and click the Next button until you find the
marker you want to edit. You can also use the Find command on the Home tab
to look for index entries. Word finds index entries as well as text as long as
you click the Show/Hide button to display index fields in your document.
Putting Cross-References in a Document
Cross-references are very handy indeed. They tell readers where to go to find
more information about a topic. The problem with cross-references,
however, is that the thing being cross-referenced really has to be there. If you
tell readers to go to a heading called “The Cat’s Pajamas” on page 93, and
neither the heading nor the page is really there, readers curse and tell you
where to go, instead of the other way around.
Fortunately for you, Word lets you know when you make errant
crossreferences. You can refer readers to headings, page numbers, footnotes,
endnotes, and plain-old paragraphs. And as long you create captions for your
cross-references with the Insert Caption button on the References tab, you can
also make cross-references to equations, figures, graphs, listings, programs, and
tables. If you delete the thing that a cross-reference refers to and render the
cross-reference invalid, Word tells you about it the next time you update
your cross-references. Best of all, if the page number, numbered item, or text
that a cross-reference refers to changes, so does the cross-reference.
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