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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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