Adding an Index
Adding an index to a long document makes it easy for readers to quickly locate information in the document. It is easy to add an index in Microsoft Word. First you mark the entries you would like to have appear in the index and then you insert the index.
To mark entries in a Microsoft Word document:
- Select the text you wish to mark.
- Click on the REFERENCES tab and from the Index group, click Mark Entry:
- In the Mark Index Entry dialog box, the selected text will appear as the Main Entry:
- Select Mark to mark only this instance of the entry for inclusion in the index. Select Mark All to select all instances of the entry for inclusion in the index.
- Click Close.
Inserting an Index
To insert an index into a Microsoft Word document:
- Place your cursor in the document where you would like the index to appear.
- Click on the REFERENCES tab and from the Index group, click Insert Index:
- In the Index dialog box, choose the options you prefer and click OK:
Using Index Auto-Mark Files
You can speed up the process of adding an index to a large document by creating a concordance file, which is a list of all terms you want to index, and then automating the process.
To create an concordance file and use it to auto-mark items:
- Create a two-column table in a new Word document. On the left, type words or text you want Word to search for and on the right, type the index entry for the text on the left. For a subentry, type the main item followed by a colon and the subentry. Save the file.
- Open the document to index and from the REFERENCES tab, in the Index group, select Insert Index.
- Select Automark.
- Select the concordance file and click Open.
- Word searches the document and marks found entries with "XE" followed by the specified index information.
- Place the cursor where you want to insert the index and select Insert Index from the REFERENCES tab.