Objectives © Paradigm Publishing, Inc. 1 Objectives

© Paradigm Publishing, Inc. 2 Objectives Chapter 27: Creating Indexes Performance Objectives  Create an Index Create an Index  Mark Text for an Index Mark Text for an Index  Insert an Index Insert an Index  CHECKPOINT 1 CHECKPOINT 1  Mark Index Entry Options Mark Index Entry Options  Create a Concordance File Create a Concordance File  Update an Index Update an Index  Delete an Index Delete an Index  CHECKPOINT 2 CHECKPOINT 2

© Paradigm Publishing, Inc. 3 Objectives Create an Index  Word automates the process of creating an index.  Although Word automates the process, creating an index still takes thought and consideration.  The author of a book, manuscript, or report must determine which topics should be listed as main entries and which should be listed as subentries under a main entry.

© Paradigm Publishing, Inc. 4 Objectives Create an Index…continued sample index

© Paradigm Publishing, Inc. 5 Objectives Mark Text for an Index  When you create an index in Word, you electronically mark the words that you want to include as entries.  Before marking the words though, you need to determine what main entries and subentries you want to include.  You mark text as an index entry at the Mark Index Entry dialog box.

© Paradigm Publishing, Inc. 6 Objectives Mark Text for an Index…continued To mark text for an index: 1. Select the text. 2. Click the References tab. 3. Click the Mark Entry button in the Index group. (continues on next slide) Mark Entry button

© Paradigm Publishing, Inc. 7 Objectives Mark Text for an Index…continued 4. Make the desired changes at the Mark Index Entry dialog box. 5. Click the Close button. Mark Index Entry dialog box

© Paradigm Publishing, Inc. 8 Objectives Mark Text for an Index…continued  If you want the text that you selected to be listed as a subentry, you will have to make the following changes at the Mark Index Entry dialog box: Type the main entry in the Main entry text box, click in the Subentry text box, and then type the selected text. Subentry text box

© Paradigm Publishing, Inc. 9 Objectives Mark Text for an Index…continued  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.  At the Mark Index Entry dialog box, you can apply bold and/or italic formatting to the page numbers that will appear in the index. Page number format options

© Paradigm Publishing, Inc. 10 Objectives Mark Text for an Index…continued  The Options section of the Mark Index Entry dialog box contains three options, and the Current page option is the default.  At this setting, the current page number will be listed in the index for the main entry or subentry displayed.  Click the Cross-reference option if you want to cross-reference the main entry or subentry. Options section

© Paradigm Publishing, Inc. 11 Objectives Mark Text for an Index…continued  Click the Mark All button at the Mark Index Entry dialog box to mark all occurrences of the text in the document as index entries. Mark All button

© Paradigm Publishing, Inc. 12 Objectives Insert an Index  An index should appear at the end of a document, generally beginning on a separate page.  To insert the index, position the insertion point at the end of the document and then insert a page break.  With the insertion point positioned below the page break, type INDEX and then press the Enter key.

© Paradigm Publishing, Inc. 13 Objectives Insert an Index…continued To insert an index: 1. Click the References tab. 2. Click the Insert Index button in the Index group. (continues on next slide) Insert Index button

© Paradigm Publishing, Inc. 14 Objectives Insert an Index…continued Index dialog box 3. Select the desired format in the Index dialog box. 4. Click OK.

© Paradigm Publishing, Inc. 15 Objectives Insert an Index…continued  At the Index dialog box, you can customize the format of the index, specifying how the entries will appear.  The Print Preview section shows how the index will display in the document. Tab leader option box

© Paradigm Publishing, Inc. 16 Objectives Insert an Index…continued  In the Type section, the Indented option is the default, which means subentries appear indented below main entries. If you click Run-in, subentries display on the same line as main entries.  By default, Word inserts an index in two columns. You can increase or decrease the number of columns in an index with the Columns option.  If your document contains text in Spanish rather than English, you can created an Index using the Spanish alphabet, which includes additional letters such as rr and ll.

© Paradigm Publishing, Inc. 17 Objectives Insert an Index…continued  You can create a concordance file for an index and then identify the file by clicking the AutoMark button and then double- clicking the file name in the Open Index AutoMark File dialog box.

Objectives © Paradigm Publishing, Inc. 18 CHECKPOINT 1 1)This may include the main idea of a document, the main subject of a chapter, and abbreviations. a.Works Cited Page b.Bibliography c.Cover Page d.Index 1)This may include the main idea of a document, the main subject of a chapter, and abbreviations. a.Works Cited Page b.Bibliography c.Cover Page d.Index 3)The Tab leader option is dimmed for all formats except this one. a.Modern b.Fancy c.Formal d.Simple 3)The Tab leader option is dimmed for all formats except this one. a.Modern b.Fancy c.Formal d.Simple 2)The Mark Entry button is located in this tab. a.Home b.Insert c.References d.Review 2)The Mark Entry button is located in this tab. a.Home b.Insert c.References d.Review 4)In the Type section of the Index dialog box, this option is the default. a.Left b.Right c.Run-in d.Indented 4)In the Type section of the Index dialog box, this option is the default. a.Left b.Right c.Run-in d.Indented Next Question Next Slide Answer

© Paradigm Publishing, Inc. 19 Objectives Mark Index Entry Options  The Options section of the Mark Index Entry dialog box provides additional options for marking text for an index.  You can mark a bookmark as an index entry, or you can mark text that refers readers to another index entry.

© Paradigm Publishing, Inc. 20 Objectives Mark Index Entry Options…continued  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 the index entry.  This option is especially useful when the text for an entry spans a range of pages.

© Paradigm Publishing, Inc. 21 Objectives Mark Index Entry Options…continued To mark a bookmark as an index entry: 1. Position the insertion point at the bookmark. 2. Click the References tab. 3. Click the Mark Entry button in the Index group. 4. Click the Page range option. 5. Click the down-pointing arrow at the right of the Bookmark option box and click the bookmark name. 6. Click the Mark button. Bookmark option box

© Paradigm Publishing, Inc. 22 Objectives Mark Index Entry Options…continued  In some situations, you may want to mark for inclusion in an index text that refers the reader to another entry.  For example, if you use the initials MIS in a document to refer to Management Information Systems, you can mark MIS as an index entry that refers the reader to the entry for Management Information Systems.

© Paradigm Publishing, Inc. 23 Objectives Mark Index Entry Options…continued Cross-reference option To mark an entry as a cross- reference: 1. Select the text. 2. Click the References tab. 3. Click the Mark Entry button in the Index group. 4. Click the Cross-reference option. 5. Type the cross-reference text. 6. Click the Mark button.

© Paradigm Publishing, Inc. 24 Objectives Create a Concordance File  You can save words that appear frequently in a document as a concordance file.  Doing this saves you from having to mark references in a document.  A concordance file is a Word document that contains a single, two-column table and no text outside the table.  In the first column of the table, you enter words you want to index.  In the second column, you enter the main entry and subentry that should appear in the index.

© Paradigm Publishing, Inc. 25 Objectives Create a Concordance File…continued

© Paradigm Publishing, Inc. 26 Objectives Create a Concordance File…continued To create a concordance file: 1. Click the Insert tab. 2. Click the Table button in the Tables group. 3. Drag to create a table. 4. In the first column, type the words you want in the index. 5. In the second column, type the main entry and subentry (separated by a colon). 6. Save the document. Table button

© Paradigm Publishing, Inc. 27 Objectives Create a Concordance File…continued To use a concordance file to mark text: 1. Open the document containing the text you want marked. 2. Display the Index dialog box. 3. Click the AutoMark button. 4. At the Open Index AutoMark File dialog box, double-click the concordance file name. AutoMark button

© Paradigm Publishing, Inc. 28 Objectives Create a Concordance File…continued  As you create a concordance file, the AutoCorrect feature will automatically capitalize the first letter of the first word entered in each cell.  Before you begin, consider turning off this AutoCorrect capitalization feature.  To do this, click the File tab and then click the Options button.  At the Word Options dialog box, click Proofing at the left side 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.

© Paradigm Publishing, Inc. 29 Objectives Update an Index To update an index: 1. Click in the index. 2. Click the References tab. 3. Click the Update Index button in the Index group or press F9. Update Index button

© Paradigm Publishing, Inc. 30 Objectives Delete an Index  To delete an index, select the entire index using either the mouse or the keyboard and then press the Delete key.

Objectives © Paradigm Publishing, Inc. 31 CHECKPOINT 2 1)This section of the Mark Index Entry dialog box provides options for marking text for an index. a.Next b.More c.Additional d.Options 1)This section of the Mark Index Entry dialog box provides options for marking text for an index. a.Next b.More c.Additional d.Options 3)You can save words that appear frequently in a document as this. a.cooperative file b.complete file c.conditional file d.concordance file 3)You can save words that appear frequently in a document as this. a.cooperative file b.complete file c.conditional file d.concordance file 2)If you want to use more than a few words as a single index entry, consider identifying the text as this. a.bookmark b.text box c.hyperlink d.reference 2)If you want to use more than a few words as a single index entry, consider identifying the text as this. a.bookmark b.text box c.hyperlink d.reference 4)Press this function key to update an index. a.F9 b.F8 c.F2 d.F1 4)Press this function key to update an index. a.F9 b.F8 c.F2 d.F1 Next Question Next Slide Answer