Microsoft Office Tutorials and References
In Depth Information
Creating an Index
Helping Readers
Navigate Your
Tip: Go easy on the Mark All button. It finds and marks every single occurrence of the selected word or
phrase, which can clutter up the index and add page references that aren’t terribly helpful—such as when a
marked word is used in a different sense. For example, you might be thinking about “benefits” as a noun,
but if you click Mark All, Word will also index instances where the word appears as a verb, as in “Employee
participation benefits the company by…” Instead of clicking Mark All, use the Mark Index Entry dialog box
together with the Navigation pane (page 42) to quickly find all occurrences of a word or phrase, check the
context of each, and then mark the ones you want listed in the index.
When you mark a word or phrase in the text as an index entry, Word inserts a data
marker called a field code into the document at your marking point that looks
something like this:
{ XE "company holidays" }
This field code is how Word knows what page the entry is on, and it’s visible only
when you tell Word to show hidden characters (Home Show/Hide ; Alt, H, 8;
or Ctrl+*). Field codes don’t appear in the final, printed document. You can edit
the code to correct a typo or change the wording of your index entry, as page 179
Figure 6-9:
As you go through your document page by page, this dialog box stays
open so you can mark as many index entries as you need.
Generating an index
After you’ve done all the work of finding and marking index entries, it’s time to sit
back and let Word take over to create the actual index. Start by putting the cursor
where you want the index to appear. (The best place is on a new page after the last
page of text in your document—that’s where you’d look for an index, right? So go to
the end of the document and insert a page break so the cursor appears at the top of
the new page.) Then, type Index to identify it to readers and press Enter.
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