Join Maria Langer for an in-depth discussion in this video Compiling an index, part of Word 2013: Creating Long Documents.
- Once you've marked all the entries for an index, you're ready to compile it and insert it into your document. That's what we'll do in this video. The document I've got open right now is called Employee Manual with Index Marks. It has the same index marks I created in the previous video. So if you followed along closely, you could just use that file. Indexes are normally at the end of a document. So let's start by positioning the insertion point at the end. A quick way to do that is to press ctrl + end.
Then press Enter to get a new paragraph. Now click References and then click Insert Index. The Index dialogue box opens. It offers options for formatting an index. The Print Preview area shows what the index might look like with each of the different options set. As you make changes, that area changes accordingly. The Right Align Page Numbers option moves the page numbers to the right of the column and formats them with a leader like a table of contents.
If you turn that option on, you could specify what the tab leaders should be: None, Dots, Dashes, or Underscores. I'll leave this option turned off. Formats enables you to select one of the predefined formats. From Template uses styles in the current template file. Other options apply other kinds of formatting. I'll leave it set to From Template. For Type, you could select Indented or Run-in. Run-in puts the main entries and their subentries in the same paragraph.
I prefer Indented. Columns enables you to specify how many columns the index should take up. Two or three is common. I'll leave it set to two. And Language is used primarily for sort order. English is fine. When the settings are the way you want them, click OK. The index is inserted into your document. I want to point out a few things here. First, because we marked all occurrences of the word "termination," we have a lot of entries for it.
Fortunately, each page is only listed once, even if there were multiple marked entries per page. You could see the entries for page ranges, like this one right here. And you can also see the entries for main entries with subitems. For example, these here. But you probably wouldn't have entries for both Employment with Application as a subitem and employment application as a phrase. You'd pick one or the other. Since I want to use the entry's subentry format, I can go back and delete the entry for the phrase.
Let's do that. Let's go back up to the beginning of the document and scroll down to Employment Applications. And I want to delete the entry that says "employment application." It's this last one right here. So I select that entry and then press Backspace to delete it. After a while, you get a knack for reading the actual entries. And you should be able to edit them or delete them as necessary. The other thing I want to point out is that index marks, if displayed, change document pagination.
So what we need to do get accurate pagination is to hide the index marks. Click Home and then click the Show/Hide Paragraph Marks button to hide the index entries. Now let's update the index. Press ctrl + end to go back to the index at the end of the document. Click anywhere in the index to select it. And then click the Update Index button. Click References, Update Index. Word recreates the index to remove the deleted entry.
And it updates the page references if necessary. That's pretty much all there is to it! It's a lot easier to generate the index once the text is marked than to mark the text, right? Well, I've been saving a shortcut for marking entries. We'll look at that next.
- Understanding challenges with long documents
- Exploring the process for building a long document
- Structuring a document with outlines and master pages
- Adding captions
- Working with footnotes and endnotes
- Inserting citations and managing sources
- Creating an index with a concordance file
- Numbering chapters and pages
- Formatting page breaks
- Including headers and footers
- Adding a cover page
- Setting the document theme
- Updating automatically generated content
- Formatting long-document components
- Printing a long document