Today I received an email from somebody asking, how do you build a index at the back of the
document?
How do you create an index in Microsoft Word?
So true to form.
I thought I put together a quick video for you to show you the whole process from beginning
to end.
Now as I was going through thinking what sort of document should I create to demonstrate
this, I thought it'd be quite fun and a little bit ironic to use the Index chapter out of
our training materials as the candidate for building the index, so that's what we're looking
at here.
Now to build an index, it's a two part process.
Part one is to go through your document and mark all the entries you want to include.
Part two is to use your marked entries and build the index.
So let's go through and do a few simple examples here.
Most of the index will be straight forward items.
That's key words or key phrases that people might look up at the back of a book or document
to find a page number for something you're trying to find.
In addition to those standard items.
You can also structure things in a certain way, so you might have like a main entry and
some sub entries underneath.
You can do that in an index.
You can also cross-reference, and cross referencing is used often when there's different words
that mean the same thing, so if somebody is looking up MUSIC, you might redirect them
to AUDIO or if somebody is looking at NUTRITION, you might redirect them to FOOD because you've
covered those things already in your index and you've already got page numbers for those
things.
So let's go through and create a simple index.
Now I'm actually going to start with the bottom three here because they're straightforward
items.
So what you do is you first of all, select the text that you want to mark.
You then go to the References tab at the top of your screen and there's an Index group
just here.
Mark Entry opens up this dialogue box.
The shortcut key to get here is ALT SHIFT X, so any time you want to open this box,
you can use that keyboard shortcut.
As you can see in the Main Entry box is the text that you previously selected and all
you've got to do here is to click either MARK, which marks the page number for just the occurrence
of the selected text, or you can choose MARK ALL which means that every time it comes across,
cross referencing anywhere in the document, it will put the page number in there.
So sometimes you end up with five or six or ten different page numbers referencing the
same thing.
So I tend to use that because it's more comprehensive.
So MARK ALL.
Now, the document format actually changes a little bit.
So straight after the text which you previously selected, you've now got this little phrase
in curly brackets, they're called braces.
Now whenever you see a pair of these, it's using what's called a field code.
Now, the particular field code we're using for the index is this one here called XE,
which stands for IndeX Entry, and then the thing in quotes that follow it, that's the
item that's going to appear in the index once we build it.
Now it looks a little bit messy because it's showing all the hidden formatting.
If, at any time, you want to go back to a standard format without all the messy stuff,
you can go back to the Home tab and just click this little backward 'P' character here (it's
called a Pilcro), and that'll turn off those hidden formattings.
This box here, you might think you've got to close it every time, then go back to your
document to the next one.
You don't actually have to close the box.
You can leave it open.
But obviously only one thing can have the focus at any given time, so it's either the
box or the document.
You can't have both at once.
So we're going to go back and choose 'Compiling the index'.
So first off I click back on the document to put the focus on it, select the next phrase,
'Compiling the index', click back on the box here, and the text goes into the Mark Entry
box.
I then just Mark All like I did before and it creates a new index entry in the document.
Let's click back on the document, the next one here is 'Concordance', so double click
on that, click on the dialog box again, 'Concordance' is now the Main Entry and we Mark All.
And again another index entry has been created.
So those are the easy ones.
But these two here, it says 'Marking a main entry' and 'Marking a subentry'.
We're actually going to create a top level item called 'Marking an entry' and have two
sub items called 'Main entry' and 'Sub entry'.
Here's how you do that.
So I'm going to highlight 'Main entry', go back to the box here and 'Main entry' just
like before, appears in the 'Main entry' box.
We're actually going to get rid of that and create a top level item that says 'Marking
an entry' and a sub item that says 'Main entry'.
That's it.
We then click Mark All and the new index entry has been created.
For the next one.
I'm going to click back in the document, double-click on 'Subentry', click back in the dialog box,
get rid of this 'Subentry' from here, and again 'Marking an entry' and the Subentry
this time will be 'Subentry'.
We'll see what this looks like in just a second, but we've got like a major heading into sub
items underneath.
So let's Mark All and close.
That's the marking process done.
So part two is to create the index.
So let's go to the end of the document (I'm pressing CTRL END to do that).
Once I'm there, I'm going to press CTRL ENTER, which is the shortcut key for a page break
and just put a heading called INDEX.
And underneath there we're going to create the index which will be dynamic so as the
content changes, it will update in here.
So with my cursor in position I choose References again (if I'm not there already) and this
time, choose INSERT INDEX.
Now if you've done Tables of Contents before, this should look quite familiar to you.
It's very similar in his layout.
So down below where it says Formats: From Template, that's to do with the look of the
index.
So you've got a few choices in here and you can choose whatever you like and whichever
option you choose, the look will be different.
Now down here I tend to always select RIGHT-ALIGN PAGE NUMBERS, so that you've got your item
on the left and the page number on the right, it's just a lot neater.
And also for the Tab Leader, that's the bit that connects the item with the page number,
I tend to always choose dots.
Your other choices there are dashes and underscores.
I think they're a ittle bit too heavy, but dots are good.
On the right it's currently Indented.
That's the look that we see here.
You can also choose Run In, which is a slightly different look, and also you can increase
the columns from one to two or three or four, however many columns you want.
One just means it goes across the full page width, two will obviously do half the page,
two columns, three will do a third of the page and three of those and so on.
Quite often your index is quite short entries, so you might find that multiple columns is
a more efficient way of displaying that information.
Once you've chosen your options, you click OK, and the index is now built.
There's a two column index.
You'll notice the letters here, so everything starting with 'C', everything starting with
'M'.
We've got a very small selection here.
In reality, you tend to use the indexes on big documents, where there's lots of stuff
and you tend to spend quite a lot of time going through and marking lots of stuff, and
therefore your index is quite big and the alphabetical ordering is actually pretty useful.
If we look at what we have here, you've got the three standard entries we did first and
all of those actually have multiple page numbers because they appear multiple times.
The subentry we created, here's your main heading and here's your two subheadings.
And again you've got multiple page numbers for each of those.
Now let's do a quick example of a Cross Reference.
A cross reference is where you have multiple words or phrases that mean pretty much the
same thing, so you redirect the reader to the same place.
So let's just come up here a little bit.
We're going to use a 'field code' here.
I'm going to redirect the reader to the 'XE field code' which also needs marking.
So first up, let's choose 'field code' redisplay the Mark Entry box and down in Cross Reference
I'm going to say 'see XE field code' and mark.
So here's the new field code in the document.
Again, it's got XE and then the field code, which is the item that's going to appear in
the index and then after the backslash t you've got the bit that it's cross referencing.
So that's the way that's laid out.
Now what we also need in the index of course is the 'XE field code' page numbers.
Now normally you'd choose this whole phrase here and then Mark it, but because we've got
an existing field code that directly follows that phrase, it wouldn't actually register
a new one.
So what I'm going to do instead is just to click or double click 'XE', come back to my
Mark Entry box and then I can fully populate it here.
Okay, so 'XE field code' and then Mark All.
When we do that, you'll see the field code has been inserted correctly there which is
what we need.
Let me close the box and then go to the end of the document with CTRL END and let's update
this index.
So I'm going to right click and UPDATE FIELD and first of all we will see the cross reference
here, so the 'field code' is saying 'see XE field code' and because we also marked XE
field code that has the relevant page numbers.
So they're the different ways you can use the index, you can either just Mark entries
straight, you can create subentries for them to organize them, you can also cross-reference
stuff that's different ways of referencing the same thing.
Now if you didn't take it any further, that's how most people use indexing, but you can
actually make your life a little bit easier if you plan ahead by using what's called a
concordance file.
Now a concordance file is a separate document that has a two column table.
In the left column of the table you have the entry that's going to get marked.
On the right hand side of the table you have how it's going to look in the index and you
can actually specify sub items there as well, although you cannot do cross referencing using
a concordance.
Before I show you the concordance file, I'm going to do a bit of a cleanup here.
So let's select all this stuff here and delete.
And we also need to delete the existing field codes because we're going to recreate them
from the concordance file.
Now it can be quite a long process to go through individually and find all these XE entries
and delete them.
It could be hundreds or thousands sometimes.
So here's a little shortcut for you.
We need to open up the Replace dialogue box, which is part of the Find and Replace tool
set, so you can either go to the Home tab and you'll find Find and Replace on the right
hand side there.
You can also press CTRL H, so either way displays this box here.
Now, where it says 'Find What' you use this notation.
It's a circumflex, which is the little Chinaman's hat above the 6 key, so SHIFT 6, followed
by 'd' which stands for 'delete', then space XE.
Now what that's going to do is to search out all those XE index entries.
We're going to replace with nothing at all.
So leave this bit empty and then click Replace All.
You see it's made twenty one replacements and if we click OK and close the dialogue,
when we go back to the document, there are no index entries in the document anymore.
So here's an example of a concordance file.
There's a few things happening here and there's a few other reasons why you might want to
use one.
First of all, it takes care of all word forms and any differences in case that you might
have.
So for example, 'concordance' might appear with a capital C or a lower case c. if you
have them both as concordance entries here, you can actually say, look, I want both of
those to appear in the index under 'Concordance' with a capital C.
What I've also got here, cross reference, again, it's using that same thing.
It might be 'cross reference' with a space between the words, with a hyphen between the
words.
It could be upper or lower case, so there's lots of combinations it could be.
It could be 'reference', it could be 'referencing'.
Now all those, what we're saying over here is I want to create a top level item called
'Index Entry', it's then got a colon followed by the subentry I want to see in the index.
So 'Cross-reference' is going to be the subentry in this case.
Down on the bottom three, we've got a similar sort of thing.
So we've got 'mark an entry', all lower case, 'marking an entry', all lower case, and 'Mark
Index Entry' with the first letters capitalised.
Now, all of those, if anybody searches for those or anywhere they appear in the document,
we want to mark those and make them appear in the index as one thing and that is again
a top level item called 'Index Entry' with a subentry called 'Mark'.
Let's just use this and we'll see what it looks like in the final document.
So I'm just going to close this and return back to our index here.
Now this is the document we was on before.
We cleared all the existing index entries we're going to rebuild it using the concordance
file.
It goes like this.
Position your cursor, click References at the top and 'Insert Index', so we're not going
to mark manually this time.
We're going to insert the Index here and it opens up this box.
Down the bottom is an option called AUTOMARK.
That will aks you then for a file and we're going to choose 'Concordance example'.
Nothing happens at this point.
We are still exactly where we were, but it now knows what it's going to use to build
the index.
It's done exactly the same job as you going through the document marking all those entries
separately.
All we've got to do is to rebuild the index.
So 'Insert Index' again.
We set our options how we want, and we click OK.
So this index has now been built, but based on the concordance, so you've got the single
entry called 'Concordance' with a capital 'C' there, with all its' relevant page numbers.
Over here, you've got the top level item with two sub items and again, all the different
variations like 'cross-reference', 'cross referencing', different case and so on.
They've all been picked where it's been appropriate and page numbers appear in one place.
So that's my run through of how to build an index and I hope that's been useful to you.
So there's two ways you can go, just to recap quickly.
The first way is to go through the document and mark all your interests, not forgetting
you can also include subentries and cross referencing.
Once you've marked the entries, you build the index.
The second approach is to build a concordance file that's a two column table where the left
hand column has the entries you want to mark and the right hand column has what you want
to appear in the index.
With the concordance you cannot cross reference, but you can include sub items if you want
to.
So if that's been useful for you don't forget to give it a thumbs up and if you have any
questions, feel free to post those in the comments beneath.
Otherwise, I'll see you in the next weekend.
For more infomation >> Nasi Uduk at McDonald's - Is it Good? - Duration: 5:52. 
For more infomation >> EP.93 ถามว่าอาเจ็กให้ข้าวเฮงหรือยัง ตอบแบบนี้จะให้ดีมั้ยเนี่ย - Duration: 1:29. 
For more infomation >> Sergio Ramos le envió un mensaje al Tri sobre la "grandísima" selección de Alemania - Duration: 0:23. 
For more infomation >> Con el corazón en Teletón USA: Adrián Uribe no pudo viajar a Miami por recomendación médica - Duration: 4:00. 
For more infomation >> Wisin te invita a conocer la historia de un niño al que la vida le cambio gracias a Teletón USA - Duration: 3:02. 
For more infomation >> Girl Ultra - LLAMA (Audio / Lyric) - Duration: 3:03. 
For more infomation >> 괴담처럼 떠돌던 63빌딩 군부대가 실제로 존재했던 이유 | KR ARMY | - Duration: 6:38. 
For more infomation >> Chiquis Rivera conmovida con la historia de Emmanuel: niños como él se beneficiarán con el TeletónUS - Duration: 2:02. 
For more infomation >> 最新獨家！一封給納吉的信轟動大馬！快看！內容被公開！納吉謊言被戳破！簡直大快人心！ - Duration: 10:27. 
For more infomation >> 最新重磅消息！因为山番议长做了这件事，阿兹敏吃到火了！快看！句句属实，他炮轰到山番议长到无地自容了！ - Duration: 3:07. 
For more infomation >> 'Hope And Fury' Documentary Chronicles Coverage Of Civil Rights Movement | NBC Nightly News - Duration: 2:14. 
For more infomation >> GOOD FRIDAY (B) 30th March 2018 - Duration: 5:35. 
For more infomation >> Ford B-MAX 1.0 EcoBoost Trend - Duration: 1:03. 
For more infomation >> Mercedes-Benz B-Klasse B 180 Automaat Exclusiefpakket | Spiegelpakket| Zitcomfortpakket - Duration: 0:59. 
For more infomation >> 5to Viernes de Cuaresma - 23 de marzo de 2018 – Ciclo B - Duration: 1:08:35. 
For more infomation >> Citroën Grand C4 Picasso VTi 120pk Attraction | 7 Zitter | NAVIGATIE | - Duration: 0:54. 
For more infomation >> TVB小花挽著同事手臂低調約會 看來戀情是真的！你支持他们吗？ - Duration: 2:49. 
For more infomation >> Anyone Else
For more infomation >> 3/23/18 3:54 PM (301-399 N Ward Ave, High Point, NC 27262, USA) - Duration: 1:47. 
For more infomation >> Nissan Micra 0.9 IG-T N-Connecta *Bose® Personal + AVM + LED koplampen* - Duration: 0:42. 
For more infomation >> Leïla Bekhti évoque sa grossesse « Je n'en pouvais plus ! J'avais pris 26 kilos.. » -AZ NEWS - Duration: 1:47. 
For more infomation >> Mon premier vlog! Pas évident parler à une caméra.. - Duration: 3:22. 
For more infomation >> 고성능차 i30N TCR, 中이어 유럽 TCR에서도 우승..'바람몰이' - Duration: 4:15. 
For more infomation >> Fiat Punto Evo 1.3 M-JET DYNAMIC mooie frisse 5 deurs. - Duration: 0:54. 
For more infomation >> BMW 5 Serie Touring 520D HIGH EXECUTIVE M-Edition AUT8, Sportleer, NaviPro, Shadow line, Full - Duration: 0:56. 
For more infomation >> Halo Online - Duration: 36:36. 
For more infomation >> 인피니티의 스포츠 세단 M45[24/7 카] - Duration: 4:50. 
For more infomation >> 포드, 머스탱 하이브리드 출시 계획..머슬카도 못 피한 전동화 열풍[24/7 카] - Duration: 2:56. 
Không có nhận xét nào:
Đăng nhận xét