Microsoft Office Tutorials and References
In Depth Information
Creating an Index
Helping Readers
Navigate Your
Document
If your headings look OK, switch to Print Layout view. Put the cursor where you
want the table of contents to appear. Select References Table of Contents (Alt, S, T).
From the menu that opens, select the style for the table of contents you want to
insert. (If you’re online, you can browse additional styles on Office.com and download
your preference by clicking More Tables of Contents from Office.com.)
Word inserts your table of contents, complete with relevant page numbers for each
heading. To keep those page numbers (and other information) accurate, you can
update the table of contents if you later make changes to the document. After you’ve
edited the document, click References Update Table (Alt, S, U). In the Update
Table of Contents dialog box, select whether you want to update the entire table of
contents (if you’ve reworded a heading, for example) or just its page numbers. Click
OK, and your table of contents is up to date.
Creating an Index
A table of contents gives an overview of what’s in a document, but an index helps
readers locate specific topics. For example, the table of contents in an employee
handbook tells readers that Chapter 4 is all about company policies, but if you’re
looking for specifics about the dress code, the index takes you to the page you want.
An index should be your last step in creating a document (except for maybe a final
spell check, page 115) before you print it out and distribute it. Creating an index is
a two-part process:
• Mark index entries in your document.
• Generate an index.
The first part, marking index entries, is the more time-consuming of the two,
because you have to go through the document, decide what topics belong in the index,
and mark them so that Word knows to include them. The second part is a snap,
because Word does all the work for you.
Marking index entries
Before Word can generate your index, you need to spend some time going through
the document, page by page, marking the topics that belong in the index. In an
employee handbook, for example, you might create index entries for “dress code”;
“dress code, women”; “dress code, men”; “dress code, casual Fridays”; and so on. The
box on page 177 has tips for creating good index entries.
To mark an index entry, select the word or phrase you want to appear in the index.
Then head to the References tab’s Index section (References Mark Entry or Alt, S,
N). This opens the Mark Index Entry dialog box, shown in Figure 6-9, with the
phrase you selected already filled in as the main entry (you can edit this phrase in
the Mark Index Entry box; doing so won’t affect the actual text in your document).
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