An index lists the topics covered in a book or document and indicates the page numbers where you can find the topics.
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Without an index, it is difficult to locate information in a large document.
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In Word, creating an index involves two steps:
ò identifying the entries to
be included in the document
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ò collecting these entries
into an index
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Word can create simple as well as more complex indexes.
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A simple index lists topics and their page numbers in alphabetical order.
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Word can also create indexes with subentries so that specific topics are easier to find.
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If you need more in-depth or complex indexing, Word can create indexes that include cross-references, formatting, and multiple levels of subentries.
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Word enables you to format the index to suit the style of your document.
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And once you have created an index for a document, you can update it to reflect any changes you make.
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Let's see how Vicky Jones creates the index for the CTI software catalog.
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First she needs to identify the entries to be included in the index.
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Vicky highlights a word she wants to include in the index and selects ^UIndex and Tables^u from the ^UInsert^u menu.
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On the Index tabbed page, Vicky clicks the ^UMark Entry^u button.
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The Mark Index Entry dialog box displays.
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You can also open the Mark Index Entry dialog box by pressing ^UAlt+Shift+X^u.
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The word "Aegis" is displayed in the Main entry field.
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You can edit the index entry at this point if you want it to appear differently in the index.
For example, you could change "Aegis" to "Aegis software".
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Let's take a moment to look at the different types of index entry you can create.
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You can select the ^UCross-reference^u radio button to create a cross-reference index entry.
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If you want to format the text for the cross-reference index entry, you can highlight it and press a formatting key command (for example ^UCtrl+I^u).
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If you select the ^UCurrent page^u radio button, the index entry will refer to the current page only.
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If you select the ^UMark All^u button, Word will search the entire document and mark all index entries that match the selected text for inclusion in the index.
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^UMark All^u is available only if you have highlighted text in the document and if you have selected the ^UCurrent page^u radio button.
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If you select the ^UPage range^u radio button and type or select the name of a bookmark, you can create an index entry that refers to a range of pages spanned by the bookmark.
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For example, you could create an index entry such as:
Aegis, 9-22
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To format the appearance of the page number for the index entry, you can select the ^UBold^u checkbox.
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Or you can select the ^UItalic^u checkbox (or both).
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Vicky decided to have the Aegis index entry refer to the current page, with the page number format in italic, so she clicks the ^UMark^u button to include Aegis in the index.
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The Mark Index Entry dialog box remains open after Vicky has marked the index entry.
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To create additional index entries, she can scroll the CTI software catalog and select additional text.
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She can click the Mark button to mark each additional index entry.
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Vicky clicks ^UClose^u to close the Mark Index Entry dialog box.
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Once Vicky has created an entry for each item to be included in the index, she can compile the index.
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She scrolls down to the page where the CTI software catalog index will be located.
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Vicky clicks the ^UShow/Hide^u toolbar button to turn off the display of nonprinting characters.
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This will ensure that the document will be repaginated properly as the index is created.
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Vicky selects ^UIndex and Tables^u from the ^UInsert^u menu.
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The Index tabbed page allows you to choose from two types of indexes - ^UIndented^u or ^URun-in^u.
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^UIndented^u puts each subentry on a new line.
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^URun-in^u lists subentries one after the other with no line breaks.
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Vicky selects the ^UIndented^u index type and selects the ^UClassic^u format from the list of seven available formats.
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Selecting the ^UFrom template^u index format allows you to use the ^UModify^u button to adjust the style of the index text.
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Vicky selects the ^URight align^u ^Upage numbers^u checkbox to make the page numbers appear on the right of the page.
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She selects two columns for the index in the ^UColumns^u spin box.
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Then she selects a dotted line for the tab leader.
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Vicky clicks ^UOK^u.
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And Word repaginates the document and compiles the index.
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When you expect to have several occurrences of a topic, you can help your readers by using categories and subcategories to divide the topic into more specific categories.
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In Word, these entries are called "multiple-level index entries".
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CTI produce several Internet-related packages and Vicky Jones has decided to create a multiple-level index entry for the "Internet" index entry.
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Vicky selects ^UIndex and Tables^u from the ^UInsert^u menu.
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She clicks the ^UMark Entry^u button.
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In the Main entry field, Vicky types ^RInternet^r - this will be the main index entry.
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With the dialog box still open, she scrolls to the section of the document that contains information about Internet mail and highlights the text that appears at the top of that page.
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Then she types ^Rmail ^rin the Subentry field and clicks the ^UMark^u button.
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She repeats the steps to add the other Internet index subentries and clicks ^UClose^u when she's finished.
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To update the index, Vicky positions the insertion point within one of the new field codes.
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Then she selects ^UIndex and^u ^UTables^u from the ^UInsert^u menu.
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She selects the same index options as she did to compile the original index and clicks ^UOK^u.
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Word asks whether Vicky wants to replace the index, and she clicks ^UYes^u.
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Word replaces the index and you can see that the multiple-level index entry has now been added to the index.
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Let's create an index entry for the CTI software catalog.
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A table of contents lists selected items included in your document, along with their page numbers.
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You generally include a table of contents at the beginning of a document, but it is possible to include similar tables of figures or other items anywhere in your document.
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There are two methods of marking text for inclusion in a table of contents:
ò heading styles
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ò special table of contents
entry fields
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Fields are hidden codes inserted into a Word document to automate a particular process, for instance inserting the current date and time.
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Tables of contents use two types of field:
ò the ^RTable of Contents^r field,
which collects entries for tables
of contents and builds the table
of contents
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ò the ^RTable of Contents Entry^r
field, which marks text for
inclusion in a table of contents
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A Table of Contents field is inserted in a document where you want the table of contents to appear.
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And the Table of Contents Entry field is inserted immediately before text you want to include in your table of contents.
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Table of contents entry fields are used to mark items without a heading level or specified style for inclusion in a table of contents.
For example, you could mark a WordArt title at the head of a new section for inclusion in the table of contents in this way.
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The easiest way to create a table of contents is to use heading styles.
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Before you create the table of contents, you need to apply heading styles to each heading that will be included in the table of contents.
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When you start creating a document and know that you will need a table of contents, it's a good idea to format the document headings by using Word's built-in heading styles.
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Later, when you create the table of contents, Word recognizes the heading styles and uses the text with those styles to create the table of contents.
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As she created the CTI software catalog, Vicky formatted all the headings with Word's built-in ^UHeading 1^u heading style.
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Let's see how she creates the table of contents for the document.
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Vicky moves the insertion point to the page in the CTI software catalog where she wants the table of contents to appear.
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She turns off the display of nonprinting characters, hidden text, and field codes so the document can be repaginated correctly as the table of contents is created.
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She turns off the display of nonprinting characters by clicking the ^UShow/Hide^u button on the Standard toolbar.
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To turn off the display of hidden text and field codes, Vicky selects ^UOptions^u from the ^UTools^u menu.
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She then selects the ^UView^u tab and clears the ^UHidden text^u checkbox in the Nonprinting characters section.
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Then she clicks ^UOK^u.
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Vicky selects ^UIndex and Tables^u from the ^UInsert^u menu.
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Then she selects the ^UTable of^u ^UContents^u tab to display the table of contents options.
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To specify the headings to be included in the table of contents, Vicky needs to click the ^UOptions^u button to open the Table of Contents Options dialog box.
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Because she is creating a table of contents that contains entries compiled from heading styles, Vicky makes sure the ^UStyles^u checkbox is selected and clears the ^UTable entry fields^u checkbox.
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To create a table of contents compiled from headings or other styles and table of contents entry fields, you should select both the ^UStyles^u and the ^UTable entry fields^u checkboxes.
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Vicky wants to include only ^UHeading 1^u style headings in the table of contents, so she types the number ^R1 ^rin the TOC level field ^UHeading 1^u.
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She doesn't want to include any other headings in the table of contents, so she makes sure the remaining TOC level fields are empty.
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Vicky clicks ^UOK^u to exit the Table of Contents Options dialog box.
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Vicky would like a dotted tab leader in her table of contents, so she chooses a dotted tab leader, and clicks ^UOK^u to compile the table of contents.
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Word now creates the table of contents for the CTI software catalog.
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It's possible to create a table of contents with items that don't have headings or other styles.
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You can insert a table of contents entry field, along with a descriptive entry, at the beginning of each section that you want to include in the table of contents.
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Word can then collect these fields and descriptions into a table of contents.
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Let's trace the steps Vicky follows to insert a table of contents entry field for the appendix, which does not have a heading.
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Vicky positions the insertion point at the start of the page where the appendix starts.
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Then she selects ^UField^u from the ^UInsert^u menu.
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To make the appendix title into an entry field, Vicky selects ^UIndex and^u ^UTables^u from the list of field categories.
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And she selects ^UTC^u from the list of field names, as this is the field that will mark a table of contents entry.
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Vicky wants the word "Appendix" to appear as the table of contents entry, so she types ^R"Appendix" ^rin the ^UField codes^u field.
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She clicks ^UOK^u to insert the table of contents entry field and close the Field dialog box.
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The field code Vicky just inserted is not visible in the document.
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So she clicks the ^UShow/Hide^u toolbar button to view the field.
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Table of contents entries created from text that has no heading or other specified style are included in the compiled table of contents only if you select the ^UTable entry fields^u checkbox in the Table of Contents Options dialog box.
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Let's create the table of contents for the CTI software catalog.
