Microsoft Office Tutorials and References
In Depth Information
Creating an Index
Here’s what’s in the Mark Index Entry dialog box:
• Main entry. This is the main topic that readers will look for in the index.
• Subentry. Each main topic may have one or more subtopics. In the index, these
subtopics appear under the main entry.
• Options. In this section, you choose the type of index entry you want:
— Cross-reference. This option directs readers to another index entry. For
example, the index entry for Thanksgiving might say “See company holidays.”
— Current page. If you choose this option, the index lists the current page
number for this entry in the index. Current page numbers update
automatically when you update the index (page 179).
— Page range. When your discussion of a topic spans several pages, you don’t
want to clutter up the entry with individual page numbers. If information
about health benefits starts on page 45 and ends on page 50, the index looks
much cleaner (and is easier to read) if the entry lists pages 45–50 instead of
45, 46, 47, 48, 49, 50.
Note: Before you can mark a page range for the index, you need to do a little prep work. To find and
keep track of page ranges, Word needs to use bookmarks. To create a bookmark, select the text that
makes up the range (so you might select several pages) and then go to Insert➝Bookmark (Alt, N, K).
After you’ve inserted the bookmark, choose the one you want from the Bookmark drop-down list in the
Mark Index Entry dialog box. To learn more about working with bookmarks in Word, see page 170.
• Page number format. In this section, tell Word if you want page numbers in
the index to be bold, italic, or both. In most indexes, bold indicates the page (or
pages) that hold the most important information about the topic, as opposed to
a passing mention of it, and italics indicate that the page has a figure or
illustration related to the topic. But of course you can set up any scheme you like. If you
leave the checkboxes in this section turned off, Word uses regular formatting for
Tip: Use a page range for a main topic that spans several pages and individual page numbers for
subtopics within that main topic.
When you’ve set up the index entry the way you want it, click Mark, which marks
instances of the word or phrase to include in the index. Marking is how Word knows
where to find terms to put their page numbers in the index. If you want Word to
find and mark every instance of your selected word or phrase throughout the
document, click Mark All. Word keeps the Mark Index Entry dialog box open after you’ve
marked an entry, figuring that you’ll mark multiple entries before you’re done. When
you’re finished marking entries, click Cancel to close the dialog box.