2. Objectives © Paradigm Publishing, Inc. 1 Objectives

3. © 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

4. © Paradigm Publishing, Inc. 3 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.

5. © Paradigm Publishing, Inc. 4 Objectives Create an Index - continued Sample index

6. © Paradigm Publishing, Inc. 5 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.

7. © 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. 4. Make the desired changes at the Mark Index Entry dialog box. 5. Click the Close button. Mark Entry button

8. © Paradigm Publishing, Inc. 7 Objectives Mark Text for an Index - continued  If you want the text to be listed as a main entry, leave it as 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. Mark Index Entry dialog box

9. © Paradigm Publishing, Inc. 8 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.  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. Options section

10. © Paradigm Publishing, Inc. 9 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

11. © Paradigm Publishing, Inc. 10 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.

12. © Paradigm Publishing, Inc. 11 Objectives Insert an Index - continued To insert an index: 1. Click the REFERENCES tab. 2. Click the Insert Index button in the Index group. 3. Select the desired format in the Index dialog box. 4. Click OK. Insert Index button

13. © Paradigm Publishing, Inc. 12 Objectives Insert an Index - continued Index dialog box

14. © Paradigm Publishing, Inc. 13 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.

15. © Paradigm Publishing, Inc. 14 Objectives Insert an Index - continued Formats option box  Click the down-pointing arrow at the right side of the Formats option box and a drop-down list of formatting options displays.

16. Objectives © Paradigm Publishing, Inc. 15 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 becomes available when this format is selected. a.Modern b.Fancy c.Formal d.Simple 3)The Tab leader option becomes available when this format is selected. a.Modern b.Fancy c.Formal d.Simple 2)The Mark Entry button is located on this tab. a.HOME b.INSERT c.REFERENCES d.REVIEW 2)The Mark Entry button is located on 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

17. © Paradigm Publishing, Inc. 16 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.

18. © Paradigm Publishing, Inc. 17 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

19. © Paradigm Publishing, Inc. 18 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.

20. © Paradigm Publishing, Inc. 19 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.

21. © Paradigm Publishing, Inc. 20 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.

22. © Paradigm Publishing, Inc. 21 Objectives Create a Concordance File - continued

23. © Paradigm Publishing, Inc. 22 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

24. © Paradigm Publishing, Inc. 23 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

25. © Paradigm Publishing, Inc. 24 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 do 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.

26. © Paradigm Publishing, Inc. 25 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

27. © Paradigm Publishing, Inc. 26 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.

28. Objectives © Paradigm Publishing, Inc. 27 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