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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
Many types of long documents, like books and manuals for example, will have some kind of index towards the end of the document, an alphabetical listing of topics with their page numbers, so you can quickly and easily locate those topics within the content. I think of a recipe book, for example, where if I wanted to cook up a chicken dish, I would go to the index at the back, look up chicken, it's alphabetical, find all the page numbers where chicken recipes are, so I could quickly and easily go to them, and then find the one that I'm looking for. Well, we are going to try an index with our long document The Humbugs of the World. You can see that this one is called HumbugRefs2. If you are following along and you have got the Exercise Files, you can open this one up from the Chapter 7 folder.
Now, I want you to see something here at the very end of this document. Ctrl+End on your keyboard will get you there. On the very last page, I have reserved some space here. I have got a text-box that says Index, but down below is where I want the actual index to go. Creating an index in a long document is done in two parts. One you have to mark the entries that will appear in your index and two, you need to place the index wherever you want it, and this is where we want ours, right at the end. We will do that after we mark some entries. I have gone ahead and marked some for you, but let's do a Ctrl+Home on our keyboard to move back to the top of the document and I'm just going to click off the page to get out of the Title field here, moves me back up to the top.
Let's say we want to locate the word Barnum as in P. T. Barnum. Well, one way we could do that from our Home tab here on the Ribbon is to select the Find button, and just type in Barnum, and when I click Find Next, it's going to go past any fields in my cover page and locate Mr. Barnum's secrets of success right there. So that's one occurrence of the word Barnum. I'm going to click Cancel right now and notice that it stays selected. This is the word I want to include in my index along with the page number. So to do that, I go up to the References tab on the Ribbon.
There is an Index section over here and the big button is the Mark Entry button. So I'm going to give that a click. Now, the Mark Index Entry dialog box will show me my main entry. I can use sub-entries as well. So for example if you had a main entry and you had a sub- entry that you wanted to show up below it in the index, maybe indented, for example, that's related to the main entry, you could enter it down here. I am just going to leave Barnum all by itself and down below under Options, I do want it to display the current page, which is selected for me by default.
You could use cross-references here, we will talk about that in an upcoming lesson, or page ranges with bookmarks. We will also talk about Bookmarks later. A Page Range would mean pages 10 through 20, for example, where you would see 10-20 show up in your index as opposed to 10, 15, 17, and 20, if it appeared on all of those pages. Down below that, we can format our page number in our index to be Bold, Italic or both or neither, and I'm going to leave these check boxes deselected. I don't need to highlight the page number itself.
Now, I have got two options at the bottom, very important here. Clicking the Mark button will mark this one occurrence of the word Barnum along with its page number, the second page of our front matter here. A nice little shortcut, so you don't have to find every occurrence of Barnum and mark them individually, is the Mark All button. I love this. Because the word Barnum does show up many times throughout this document, choosing Mark All is going to find all of them and include them in my index. So I'm going to click on this button and watch what happens. Not only does my current selection get highlighted and selected and marked, you can see the hidden codes are now revealed. I'm going to click Close down here, but it's nice to know that every occurrence of the word Barnum has also been selected and will be included in my index at the end.
So all I have to do now is go up to my Home tab on the Ribbon. I no longer need to see these hidden codes. I'm going to go up to this little button right here in the Paragraph Section to hide my paragraph marks and other hidden formatting symbols. Now I'm going to move back to the end of my document, Ctrl+End. Now, like I said, I have already marked some other entries for you in this document. We have just marked up Barnum to be included in our index. Let's see what it looks like so far. We can go up to References and in the Index section, insert our index. Now, we could have done this first. There wouldn't have been anything showing up there, and then as we go to our different entries and mark them up to be included in the index, we would have to update our index. Right now though let's insert what we have got so far. Clicking Insert Index opens up a dialog box and we've got some options available to us now.
Now, you may not see the same options selected that I see here. For example, in the Formats down below, the last one I used was Formal. Yours may say-- I'm going to click on the dropdown and select From Template, for example. This is the default if you haven't used this before. It's just simply going to use your document's template. If it's a new blank document you created, that's the template that gets used. If you selected another template, you might see a different preview up here of what it will look like. In this case, the Print Preview for From Template shows us an alphabetical listing, a comma, and then the page numbers. If there are sub-entries, they are indented. You see that over here, and there is the page numbers with page ranges as well.
If we wanted to make a change to this one, we could. For example we could change it to 2 columns. We could right align page numbers, use dot leaders, we could use dashes, single lines or none at all, or we could go down to the Formats dropdown here and select from some other presets. Let's check out a couple like Fancy for example. This breaks up the various sections alphabetically. So I see the A section at the top and I see those entries that have been marked with a comma and then the page number. Let's go back down here and try another one such as Modern. Little bit different, uses bullets between the entry and the page number and as we scroll down, we will see some other sections. There is B and C for example. I'm going to go down to the very bottom here, scroll down. So I can see the one I'm going to use, which is Formal. I like that one.
I am only going to use 1 Column. So it's going to fill the entire page, rather than 2 Columns. I find that easier to look like, and it will be a lot like our table of contents from the previous lesson. So we can bring that down by clicking the Down Arrow, up using the Up Arrow or type in the number you want. I want you to see what Run-in looks like as opposed to Indented. Kind of crammed together here and difficult to understand. So I'm going to go back to Indented. Even though I don't have sub-entries, I do want it to be right aligned. So I have got that checked off with dot leaders and the format that I'm basing this on is the Formal preset. I think I'm ready. All I have to do now is click OK.
When I do that, you are going to see Barnum. There it is in the B section, the dot leader and there is the various pages where we can find a reference to Barnum. There is the one I selected for you down below, humbug in lower case, there it is in upper case as well, and you can see the different page numbers where the word Humbug is used. Now, what if we wanted to try something else? Let's say we wanted to find another entry, an actual name. How do we get it into our index? Well, I'm going to start by going up to the very top of my document, Ctrl+Home, and I'm going to scroll down a couple of pages here.
When I arrive at the introduction, this name here Cauldwell, actually Cauldwell and Whitney. Let's say I wanted the word Cauldwell to be included. Maybe also the word Whitney. I'm going to double- click on Cauldwell just to select it and now I'm going to go up to my Index section here and mark that entry. So it's selected. It shows up as the main entry with the current page. I'm going to mark that one instance only. I don't know if it does show up many times in this document or not but when I click Mark, it's marked. There are those hidden quotes turned back on. I'm going to close this up and I'm going to double-click on Whitney, do the exact same thing. Mark entry, Whitney shows up with the current page, perfect. I click Mark and I'm going to close this up.
So now I have got those added as well. I'm going to go back to my Home tab here because I don't like seeing all those codes when I'm done. Turn them right off, move to the end of my document, Ctrl+End and you will notice that it's not automatically updating my index. I have to go to my References tab to the Index section and I'm going to need to update this index. So when I click on it, it becomes highlighted. Now, the Update Index button is available to me, and when I click on it, look at that. I have got B, C, H and W sections now because of those new entries.
To get out of my index, I just click outside the selected area anywhere to see the end result. So an index, maybe not fully appropriate for this type of document, but can be very handy for many different other types of long documents. I think of training manuals, reference books, like a recipe book for example. It's really straightforward. Mark your entries, create your index by inserting it wherever you want it to go and if you want to get a little bit fancy, create some text boxes or something for the index itself to highlight it at the top of the page.
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