© Paradigm Publishing, Inc Objectives Objectives Chapter 27: Creating Indexes Performance Objectives Create an Index Mark Text for an Index Insert an Index CHECKPOINT Mark Index Entry Options Create a Concordance File Update an Index Delete an Index CHECKPOINT © Paradigm Publishing, Inc Objectives Objectives Create an Index Although Word automates the process, creating an index still takes thought and consideration The author of the work must select the topics to be indexed, both main entries and subentries © Paradigm Publishing, Inc Objectives Objectives Create an Index - continued Sample index © Paradigm Publishing, Inc Objectives Objectives Mark Text for an Index Begin by determining what main entries and subentries to include Electronically mark the index entries using option at the Mark Index Entry dialog box © Paradigm Publishing, Inc Objectives Objectives Mark Text for an Index - continued To mark text for an index: Select the text Click the REFERENCES tab Click the Mark Entry button in the Index group Make the desired changes at the Mark Index Entry dialog box Click the Close button Mark Entry button © Paradigm Publishing, Inc Objectives Objectives Mark Text for an Index - continued If you want the text to be listed as a main entry, leave it as Mark Index Entry dialog box displayed and then click the Mark button The main entry or subentry does not have to be the same as the selected text You can select text for an index, type the text you want to display in the Main entry or Subentry text box, and then click the Mark button © Paradigm Publishing, Inc Objectives Objectives Mark Text for an Index - continued The Options section of the Mark Index Entry dialog box contains three options for adding page numbers and cross-references Options section The Current page option is the default At this setting, the current page number is provided for the main entry or subentry displayed Click the Cross-reference option to cross-reference the main entry or subentry © Paradigm Publishing, Inc Objectives Objectives Mark Text for an Index - continued Click the Mark All button at the Mark Index Entry dialog box to mark the first occurrence of the text in each paragraph as an index entry Mark All button © Paradigm Publishing, Inc Objectives Objectives Insert an Index Insert the index in the document after marking the entries Insert the index at the end of the document, on a new page © Paradigm Publishing, Inc 10 Objectives Objectives Insert an Index - continued At the Index dialog box, you can customize the format of the index, specifying how the entries and subentries will appear The Print Preview section shows how the index will display in the document In the Type section, the Indented option is the default, which means subentries appear indented below main entries By default, Word inserts an index in two columns You can increase or decrease the number of columns with the Columns option If your document contains text in a language other than English, you can create an index using the other language’s alphabet © Paradigm Publishing, Inc 13 Objectives Objectives Insert an Index - continued Click the down-pointing arrow at the right side of the Formats option box and a drop-down list of formatting options displays Formats option box © Paradigm Publishing, Inc 14 Objectives Objectives CHECKPOINT 1) This This may may include include the the main main idea idea of of aa document, document, the the main main 3) subject subject of of aa chapter, chapter, and and abbreviations abbreviations a b c d The The Tab Tab leader leader option option becomes becomes available available when when this this format format is is selected selected a b c d works works cited cited page page bibliography bibliography cover cover page page index index Answer Modern Modern Fancy Fancy Formal Formal Simple Simple Next Next Question Question 2) a b c d © Paradigm Publishing, Inc Next Next Question Question 4) The The Mark Mark Entry Entry button button is is located located on on this this tab tab Answer In In the the Type Type section section of of the the Index Index dialog dialog box, box, this this option option is is HOME HOME the the default default INSERT INSERT Left Left a b c d REFERENCES REFERENCES REVIEW REVIEW Right Right Run-in Run-in Indented Indented Answer Answer Next Next Question Question Next Next Slide Slide 15 Objectives Objectives Mark Index Entry Options The Options section of the Mark Index Entry dialog box provides additional options for marking text for an index If you want to use more than a few words as a single index entry, consider identifying the text as a bookmark and then marking the bookmark as an index entry This option is especially useful when the text for an entry spans a range of pages © Paradigm Publishing, Inc 16 Objectives Objectives Mark Index Entry Options - continued To mark a bookmark as an index entry: Position the insertion point at the bookmark Click the REFERENCES tab Click the Mark Entry button in the Index group Click the Page range option Click the down-pointing arrow at the right of the Bookmark option box and click the bookmark name Click the Mark button Bookmark option box © Paradigm Publishing, Inc 17 Objectives Objectives Mark Index Entry Options - continued In some situations, you may want to mark for inclusion in an index text that refers readers to another entry For example, if you use the acronym MIS in a document to refer to Management Information Systems, you can mark MIS as an index entry that refers readers to the entry for Management Information Systems © Paradigm Publishing, Inc 18 Objectives Objectives Mark Index Entry Options - continued To mark an entry as a cross-reference: Select the text Click the REFERENCES tab Click the Mark Entry button in the Index group Click the Cross-reference option Type the cross-reference text Click the Mark button Cross-reference option © Paradigm Publishing, Inc 19 Objectives Objectives Create a Concordance File Save words that appear frequently in a document as a concordance file Doing this will spare you from having to mark all of these words as entries or subentries in a document A concordance file is a Word document that contains a two-column table and no text outside the table In the first column of the table, you enter the words that you want to appear in the index In the second column, you enter the main entry and subentry (if there is one) that should appear for each word in the first column © Paradigm Publishing, Inc 20 Objectives Objectives Create a Concordance File - continued © Paradigm Publishing, Inc 21 Objectives Objectives Create a Concordance File - continued To create a concordance file: Click the INSERT tab Click the Table button in the Tables group Drag to create a table In the first column, type the words you want in the Table button index In the second column, type the main entry and subentry (separated by a colon) Save the document © Paradigm Publishing, Inc 22 Objectives Objectives Create a Concordance File - continued To use a concordance file to mark text: Open the document containing the text you want marked Display the Index dialog box Click the AutoMark button At the Open Index AutoMark File dialog box, AutoMark button double-click the concordance file name © Paradigm Publishing, Inc 23 Objectives Objectives Create a Concordance File - continued The AutoCorrect feature in Word will automatically capitalize the first letter of the first word entered within each cell Before you begin, consider turning off this AutoCorrect capitalization feature To this, click the FILE tab and then click Options At the Word Options dialog box, click Proofing in the left panel of the dialog box and then click the AutoCorrect Options button At the AutoCorrect dialog box with the AutoCorrect tab selected, click the Capitalize first letter of table cells check box to remove the check mark Click OK to close the dialog box and then click OK to close the Word Options dialog box © Paradigm Publishing, Inc 24 Objectives Objectives Update an Index To update an index: Click in the index Click the REFERENCES tab Click the Update Index button in the Index group or press F9 Update Index button © Paradigm Publishing, Inc 25 Objectives Objectives Delete an Index You can also delete the index after inserting it in the document To delete the index, select the index using either the mouse or keyboard and then press the Delete key © Paradigm Publishing, Inc 26 Objectives Objectives CHECKPOINT 1) This This section section of of the the Mark Mark Index Index Entry Entry dialog dialog box box provides provides 3) You You can can save save words words that that appear appear frequently frequently in in aa document document options options for for marking marking text text for for an an index index as as this this a b c d a b c d Next Next More More Additional Additional Options Options Answer cooperative cooperative file file complete complete file file conditional conditional file file concordance concordance file file Answer Next Next Question Question 2) If If you you want want to to use use more more than than aa few few words words as as aa single single index index Next Next Question Question 4) a b c d entry, entry, consider consider identifying identifying the the text text as as this this a b c d © Paradigm Publishing, Inc Press Press this this function function key key to to update update an an index index bookmark bookmark text text box box hyperlink hyperlink F9 F9 F8 F8 F2 F2 F1 F1 reference reference Answer Answer Next Next Question Question Next Next Slide Slide 27 Objectives Objectives ... Right Right Run-in Run-in Indented Indented Answer Answer Next Next Question Question Next Next Slide Slide 15 Objectives Objectives Mark Index Entry Options The Options section of the Mark Index... Create a Concordance File Save words that appear frequently in a document as a concordance file Doing this will spare you from having to mark all of these words as entries or subentries in... document A concordance file is a Word document that contains a two-column table and no text outside the table In the first column of the table, you enter the words that you want to appear in