Creating an Index-MsWord2003

  • Thread starter Thread starter raveepoojari
  • Start date Start date
R

raveepoojari

hi..everybody,

btw i am newcomer for this discussion forum.

long time i am trying know about indexing in Msword. i checked man
sites and even they gave me answer also. but their answers didnt satif
me becoz i not a master in computer. i hope u guys understand me.

if i have a big file. its contains 10 pages and 20 topics. i like t
indexing this file. how can i do.

as i told u before i am not good in computer. so try to show me wit
examples
 
The easiest way to do it is to Select (double-click) the first word
you want to index, and press Alt-Shift-X. The index-marking panel
opens. If you just want the plain word to be what you see in the
index, click "Mark." If you want every occurrence of that word to be
marked, then click "Mark All."

If you have your non-printing characters showing (Ctrl-Shift-8), you
will see that an "{ XE }" field has been created. If you want, you can
edit the index entry inside the braces.

If you want your index entry to be different from the text (for
instance, if you have "John Smith" in your text, and you want the
index to have "Smith, John"), then before you click "Mark" or "Mark
All," type the index entry in the "Main entry" box.

When you've finished entering all your Index entries, hide the Index
fields (Ctrl-Shift-8 again) and click "Insert Index" -- I don't
remember exactly how to get to it in Word2003, but it's within the
References area of one of the menus.
 
Suzanne S. Barnhill said:
See http://word.mvps.org/faqs/formatting/Createindex.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org



I have just created an index for a 35 page document using <shift-alt-x> to create the tag entries. I then positioned the cursor at the end of the document where I wanted to create the index and used <Insert><Reference><Tables>. This created an index but there are issues with the index created.
Click to expand...

Adding the tags to the document changes the pagination even though the tags
are not shown in the printed document. My index entries added some 4 pages
to a 36 page original document. The natural page breaks in the screen and
printed documents are in different places because of the tag characters.
They get more out of sync the further down the document. When the document
is indexed the pages shown reflect the screen document yet when it is printed
the page numbers in the printed index copy are not changed to show the
printed page numbers.

There were issues with inconsistent format but these can be checked and
fixed quite easily and the index regenerated. I used the sub entry and
reference features in many of indexed entries these means that the generated
index content can be multiple line. The page/column split in the printed
index sometimes splits entries across columns and pages as well as showing
many incorrect page numbers. I could correct these manually but they would
re-appear when I edited the document and regenerated the index.

My document does not happen to have a contents list but I suspect if it did
the page numbers in the contents list would be similarly wrong.

Any ideas please.
 
The XE fields are formatted as Hidden text. Before generating the index, you
must hide the Hidden text. Usually this is a simple matter of clicking the
Show/Hide ¶ mark, but in the case of index entries, you may find that
"Hidden text" has been explicitly checked in Word's View Options. Clear the
check box at Tools | Options | View. For more on this and other nonprinting
characters, see http://word.mvps.org/FAQs/Formatting/NonPrintChars.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org
 
Back
Top