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Creating an index

From: Word 2007 Essential Training

Video: Creating an index

Well, a table of contents as we created in the previous lesson usually appears at the beginning of the document and we'll order entries by page number, an index usually appears at the end and lists item alphabetically, with the page number listed next each entry of course. So this makes it easier for the reader to find a subject or topic quickly. Like a table of contents, we need to mark the items in our document that are going to be included in the index and then we insert our index where we want it. And of course we update it each time we mark more entries.

Creating an index

Well, a table of contents as we created in the previous lesson usually appears at the beginning of the document and we'll order entries by page number, an index usually appears at the end and lists item alphabetically, with the page number listed next each entry of course. So this makes it easier for the reader to find a subject or topic quickly. Like a table of contents, we need to mark the items in our document that are going to be included in the index and then we insert our index where we want it. And of course we update it each time we mark more entries.

Let's give this a try. So we're going to open up a document from the Office button, click Open and we'll go to recipe book 19, and actually 19B. Click that one, click Open and we'll scroll down and you can see, this is our recipe book, there's our table of contents, and like I said, I've marked a number of items in this document already to be included in an index. Let's go to the end of the document. We'll do a Control + End on the keyboard to get there quickly. And now we'll go up to references, click the References tab on the ribbon and over here we've got the Index group.

Let's insert our index. So the Index tab is selected here and you can see that the default under Print Preview here's showing us two columns, indent is the style, Run-in, you can see that looks a little bit different. I prefer indented. The number of columns we can increase if we want, using the arrows, or decrease. Kind of like levels in the table of contents. We can right-align page numbers. I kind of like that. And you can see we have the option of putting in leaders or lines, if we wanted to as a leader, or none at all.

I'm going to leave it at None at all and when we click OK, there it is, so you can see we've got two columns. Our first item, listed alphabetically, is chocolate and you can see all the pages were chocolate appears. Cupcake is next and you can see only appears on one page, same thing for lemon, tiramisu appears on two different pages. Now let's go add some things. I'm going to hold down Control and press the Home key to move back up to the top of my document, and I'm going scroll down past my table of contents and I'll go past the introduction as well, past the ratings, and we arrive over here.

I'm going to click right on page 6. Maybe raspberry would be a good one to mark for our index, so anything raspberry we know exactly what page to go to. So we select the text, we mark the entry. You can see raspberry is the entry. It is going to be taken from the current page, but down below, we can mark all of the occurrences of the word raspberry. So we do that and we hit Close. Now don't be alarmed if the formatting codes show up, and that's just an automatic reaction here from a selecting an item for our index.

We know how to close that right. Let's do still a little review. We click on the Office button, down to Word Options and if we don't want to view all over formatting codes, we click display and we deselect where it says Show all formatting marks and click OK. Alright, so we've added an item and if we scroll down to the bottom of our document, and we take a look at our index, it's not updated automatically. So, what we need to do is go up to Insert Index here. The index is exactly how we left it. Perfect.

All we really want to do is not insert another one, but update this one. So all we're going to do in this case is update our current index. When I click on it, you can see that happens, the whole thing gets selected. So now I can come up here and click Update Index, takes a second but look at that, raspberry is now added to the list. It appears on two pages and everything's kind of reformatted itself. So I'll deselect and that's the beginnings of our index. Of course we could do a little bit of a formatting, if we wanted to.

Click on the index, come in here to Insert Index and you can see we have some options here. From template gave us that pretty plain look but Fancy might be a good one. That's kind of nice to look. Then we click OK. Do we want to replace the selected index? You bet. You click OK and in comes the new one. I like that better. You see the headings for the various letters now. Once we get started adding more items, we're going to get more letters of the alphabet showing up. That's a little bit easier to read, I think it looks a lot better.

Now remember if you mark more entries, simply click in the index anywhere and click Update Index to get the new entries included. If you ever wish to start over and maybe change the look of your index, just insert it again and choose your different options like we just did. Here of course you'll be asked, if you want to replace that index and you just say yes and you're done.

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This video is part of

Image for Word 2007 Essential Training
Word 2007 Essential Training

85 video lessons · 45750 viewers

David Rivers
Author

 
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  1. 40s
    1. Welcome
      40s
  2. 28m 24s
    1. Getting started with Word
      1m 21s
    2. Understanding the interface
      9m 23s
    3. Navigating the interface
      11m 24s
    4. Navigating documents
      6m 16s
  3. 18m 39s
    1. Creating new documents
      5m 25s
    2. Importing documents
      4m 35s
    3. Saving documents
      5m 41s
    4. Sending documents
      2m 58s
  4. 12m 35s
    1. Using Print Preview
      2m 45s
    2. Using Quick Print
      2m 31s
    3. Setting print options and printing
      7m 19s
  5. 23m 29s
    1. Selecting text
      3m 45s
    2. Formatting text
      5m 2s
    3. Using Find and Replace
      3m 35s
    4. Undo, Redo, and Repeat
      3m 26s
    5. Copying, pasting, and moving text
      4m 37s
    6. Showing formatting
      3m 4s
  6. 20m 30s
    1. Using indents
      3m 52s
    2. Setting justification
      3m 19s
    3. Changing line spacing
      4m 11s
    4. Setting tabs
      6m 10s
    5. Using the Highlighter
      2m 58s
  7. 38m 26s
    1. Changing margins
      5m 54s
    2. Changing orientation
      2m 29s
    3. Page numbering
      5m 41s
    4. Choosing paper size and source
      3m 59s
    5. Headers and footers
      7m 23s
    6. Applying a Page Background
      7m 56s
    7. Using Watermarks
      5m 4s
  8. 20m 10s
    1. Checking spelling and grammar
      4m 54s
    2. Finding synonyms
      3m 37s
    3. Looking up words and translations
      4m 55s
    4. Setting document proofing options
      6m 44s
  9. 23m 19s
    1. Modifying Environment settings
      7m 46s
    2. Modifying Display and Document settings
      6m 47s
    3. Modifying toolbars and keyboards
      8m 46s
  10. 15m 7s
    1. Creating a bulleted list
      7m 27s
    2. Creating a numbered list
      3m 36s
    3. Editing a list
      4m 4s
  11. 55m 28s
    1. Creating tables from scratch
      5m 29s
    2. Creating tables from text
      3m 25s
    3. Inserting an Excel spreadsheet
      5m 3s
    4. Modifying tables
      7m 44s
    5. Formatting tables
      7m 32s
    6. Making calculations in a table
      4m 13s
    7. Creating charts
      5m 44s
    8. Modifying chart data
      2m 8s
    9. Modifying chart appearance
      12m 29s
    10. Creating text from a table
      1m 41s
  12. 10m 18s
    1. Using Styles
      3m 3s
    2. Creating Styles
      3m 38s
    3. Editing and deleting Styles
      3m 37s
  13. 9m 21s
    1. Creating and using Building Blocks
      4m 27s
    2. Editing and organizing Building Blocks
      4m 54s
  14. 26m 23s
    1. Creating a Mail Merge
      13m 27s
    2. Creating a Data Source
      5m 21s
    3. Merging to create envelopes and labels
      7m 35s
  15. 8m 58s
    1. Sorting text
      4m 15s
    2. Sorting numbers
      2m 11s
    3. Sorting in tables
      2m 32s
  16. 10m 36s
    1. Creating Macros
      5m 40s
    2. Playing a Macro
      1m 46s
    3. Editing a Macro
      3m 10s
  17. 10m 13s
    1. Working with Newspaper Columns
      5m 31s
    2. Working with Parallel Columns
      4m 42s
  18. 24m 13s
    1. Working with Pictures and Clip Art
      10m 23s
    2. Working with Shapes
      5m 10s
    3. Working with SmartArt
      8m 40s
  19. 40m 40s
    1. Tracking changes
      7m 40s
    2. Reviewing changes
      3m 42s
    3. Sending and faxing documents
      3m 39s
    4. Password-protecting documents
      3m 4s
    5. Linking and embedding
      10m 7s
    6. Inspecting a document
      2m 43s
    7. Encrypting a document
      2m 45s
    8. Adding a digital signature
      7m 0s
  20. 30m 12s
    1. Creating cross-references
      3m 41s
    2. Creating a table of contents
      4m 8s
    3. Creating an index
      4m 43s
    4. Creating footnotes and endnotes
      7m 17s
    5. Using hyperlinks
      4m 24s
    6. Using bookmarks
      3m 26s
    7. Using a document map or thumbnails
      2m 33s
  21. 29s
    1. Goodbye
      29s

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