In this video, learn how to create an index for a document. Author Jen McBee discusses how creating an Index is similar to creating a Table of Contents: Text is selected and marked as an entry. Jen also demonstrates how to mark entries on the current pag
- [Voiceover] In this video, we're going to talk about how to create, mark, and update indexes. Now I want you to think of an index and a word document the same way you think about an index in a book. You turn to the back of the book if you're looking for a specific subject to find the page or the pages that that subject is on. In this video, I will demonstrate how to mark single entries. I'll also show you how to mark multiple entries all at once. Then, I'll show you how to create an index from the entries that we've marked.
We'll also use a concordance file, and this is a file that we use to auto-mark our entries. It's a separate document, and it's just laid out in a tabular format. Once we have used our concordance file to auto-mark our entries, I'll show you how to update the index. We're going to be working with two different files. The 04_01 CreateIndexes document and let me go to view and switch windows, the AutoMarkIndexes, and this is our concordance file.
And since we're right here, let me just talk about the way that this is structured. It's a two column table, and on the left-hand side, we type in the text that we're looking for. On the right-hand side, we type in the way that we want it to be displayed in the index, so notice that blossom is lowercase when I'm searching for the text, but in index I do want it to show as uppercase, so that's why I've typed it that way. Something else to keep in mind, you want the text you're searching for to be index. So you want it to be in alphabetical order.
So for now I'm going to go ahead and close this document, and we'll work right in our 04_01 CreateIndexes. The first index that I want to mark is the word weeds. So let me scroll down through my document. And here is one instance of weeds right here. I'm going to go ahead and select the text, and then go to my references tab. Here's our index group, where we can mark an entry. And then insert an index, and if we add any other entries, we can update that index.
So everything we need is right here in this group. So with weeds selected I'll go ahead and click 'Mark Entry' Now, it went ahead and pulled in the main entry as the word 'weeds.' I can choose to look just on the current page for the word 'weeds' and just mark this one instance, but what I'm going to do is click mark all. Now anywhere in this document that it finds the word weeds, it will pull that into the index and show the page that it's located on. Let me go ahead and close our mark index entry window.
Now a couple of things happened. It turned on our show hide, so that we can see the entries in the document but it also shows us where we've tabbed or where we've used our enter key. If that bugs you, you can turn it off by going to the home tab and just clicking show hide. But I think it's good to keep it on for this exercise. So just on this one page, it found weeds in this paragraph, and weeds in this paragraph. So it should've gone all through the document and found every instance of 'weeds' for me.
Now let's have it find 'Willow Farm'. I'll go ahead and select those two words, and by the way you can do just a word, or you can do an entire paragraph if you want to. We'll go back to references, mark entry, and once again I'll go ahead and click mark all. Close the window and let's move on to our next entry, which is primrose. Got to scroll down. We're on page four.
Here's an instance of primrose. I'll go ahead and select it. Go to mark entry, and this time we'll just mark that one entry. Close the window, and the last entry that I want to mark is wallflower. Page 6. Wallflower is right here. Go ahead and select it, and we'll mark entry, and we'll mark all of those. So we have four items that we have marked. Let's use control end on our keyboard to get down to the last page in our document.
I'm going to go ahead and turn off show hide. Home tab, show hide, there. That looks a little cleaner. Alright, let's go to references, and insert an index. Now a couple of things to think about when you're inserting your index. First of all, on the right hand side, the default is to display the indexed entries in two columns. I think it looks nicer to just have it in one column, so I'm going to toggle that down to one. Next, we can choose from several different formats.
From a template, classic. These are all the choices that you have, and I want you to become familiar with each of these, because during the exam, you may be asked to create an index and apply a specific format, so make sure you're comfortable with all of your options. I'm going to choose fancy, and go ahead and right-align the page numbers, and if you right-align the page numbers, you probably want to add a dotted leader line. Here's a preview of what it's going to look like. It looks great. Let's go ahead and click OK.
So here are the entries that we created. Here's primrose, it's on page four. Wallflower, we asked it to mark all the entries, and look at all the pages. It found wallflower on four pages. So it's so easy to create your index, just selecting the words in the document, but let me show you an easier way to do that. Remember when we were looking at our concordance document? You can actually create that document, make all your entries available in that table, and then use that to update your index, or to create your index either way.
In this case, we are going to update our index. Let's go to insert index, and auto-mark is what you want to choose if you're going to use a concordance file. I'll select auto-mark. It's taking me to where my files are saved. The auto-mark index's file is in your chapter four folder. I'll go ahead and select it and click open. Now, let's go ahead and update our index. Now notice how it pulled in all of the entries from our concordance file, stinging nettle, dandelions, and blossom.
So now you know how easy it is to create an index either by marking each of the entries in the document or by creating that concordance file and quickly creating a list of text that's going to be included in your index.
LinkedIn Learning (Lynda.com) is a PMI Registered Education Provider. This course qualifies for contact hours and professional development units (PDUs). To view the activity and PDU details for this course, click here.
The PMI Registered Education Provider logo is a registered mark of the Project Management Institute, Inc. To begin, Jennifer provides an overview of the certification program. She then walks through all of the certification objectives, including how to get hands-on experience with downloadable sample documents. She concludes the course with a full-length practice test that emulates exam 77-426, and shares solutions to each of the exam challenges.
- Identify situations in which the Combine Documents tool would be appropriate.
- Tell how to locate the Styles Organizer.
- Summarize the steps taken to add a subdocument to a master document.
- Explain how to create a hyperlink to a bookmark.
- Recall the purpose of a Table of Figures.
- Recognize the purpose of the Accessibility Checker.