home-Word-How to make a subject index in Word. How to create a subject index in Word

How to make a subject index in Word. How to create a subject index in Word


Rice. 21.4.

The main field of the command window displays a list of pointer entries starting with the letter selected in the field Index section. The initial letter is selected from the drop-down list or using the button Next section.

To edit a pointer entry, select the line containing it and click the button Edit. When finished editing, click the button Accept.

Which letter should appear at the beginning of the pointer entry - large or small? Button Capitalize (Writing) opens a window with options for writing the first letter:

  • This selected topic
  • All Level 1 entries
  • All entries

To delete a pointer entry, select the line containing it and click the button Remove.

Generating a Subject Index

Once you have marked all the pointer entries, you can start generating it. This stage is completely handled by the PageMaker system. It will look through all parts of the book, find the index entries you have marked, combine them, taking into account the rules for compiling an index, and create a single text that can be placed in the desired place in the publication.

General characteristics of the pointer

To collect a pointer, use the command Utilities/Create Index. In the window of this command (Fig. 21.5) the following parameters are specified.


Rice. 21.5.

In field Title The title of the index is entered.

If the index for this publication is not generated for the first time and the previous version is no longer needed, check the box Replace existing index. The absence of a checkmark means that in addition to the previous one, another version of the index will be created.

Sign Include book publications (Common to all book publications) noted in the case when it is necessary to create a single index for the entire book, consisting of several parts, which by this moment have already been combined into one structural list stored in the current publication. The PageMaker system, in accordance with this list, will itself open the necessary files, analyze their contents and enter the phrases you select into the index text. If the attribute is not marked, the pointer will be created only for the currently active file.

Feature included Remove unreferenced topics excludes topics from the index that do not have links. Such topics may appear if a list of index topics is prepared in advance, and then some of the topics are not used.

Index formatting

Clicking a button Format opens a window in which the characteristics of the automatic generation of index text are indicated (Fig. 21.6).


Rice. 21.6.

If you check the sign Include index section headings, the index text will be divided into groups alphabetically, and at the beginning of each group there will be a corresponding letter. Topics starting with a punctuation mark or number will be included in a separate section with the heading Characters. Foreign terms will also be combined into a separate section. If the specified type of design does not suit you, uncheck the box.

Sign Include empty index sections controls the printing of sections that do not contain any elements.

By switch Format formatting style is determined. In an index that has Nested style, each nested level is indented to the left relative to the previous one, and each topic is designed as a separate paragraph. In an index that has Run-in (Solid style), topics of the same level are combined into one paragraph.

The following options control the formatting of index entries.

  • The characters separating the topic name and the link to the page are indicated in the field Following topic.
  • The page number separator in the link to a range of pages is set in the field Page Range. Typically a hyphen is used as this symbol.
  • The characters separating links to pages in the index text are set in the field Between Page #s. Typically, comma, semicolon, or colon are used as delimiters. There can be several symbols. If you use a new line as a separator, the index links will be ordered in a column.
  • The characters separating the cross-reference from all others are specified in the field Before X-ref.
  • If you are creating a continuous index, don't forget in the field Between entries specify the separator for inputs of the 2nd and 3rd levels.
  • In field Entry end indicates the characters inserted at the end of each input when continuous design style.

By setting the necessary parameters and closing the windows one by one, you will complete the pointer generation.

Formatting index text

Once generation is complete, the mouse pointer will transform into a text loading icon. Click in the desired place on the dial bar and the text of the index will appear in front of you. It is better to place it in a separate file.

The index is generated along with its styles, which can be edited in the usual way.

Remember that you should only make changes to the resulting index text if you are absolutely sure that the index will not be generated again. Otherwise, all these editions will be lost.

ALPHABETIC INDEX (SUBJECT INDEX)

Alphabetical index(in Word Help it is called Subject index) is a list of some words (for example, terms) found in the document and arranged in alphabetical order for ease of search. The index contains page numbers on which these words are mentioned in the text of the document.

Such pointers are available, for example, in technical books and textbooks. Typically, the alphabetical index is located at the end of the document and looks something like this:

An index entry may also consist of a section title followed by the page number on which the section is discussed.

It is best to create an alphabetical index during the preparation of the document, although it can be done immediately before printing and/or publishing the document.

Creating a subject index in Word takes place in two stages:

1) mark the elements of the subject index,

2) we collect and insert into the document a subject index based on them.

1) Marking index elements:

If a word or phrase included in an index item (such as styles) is contained entirely in the body of the document, highlight the relevant portion. Otherwise, place the cursor at the beginning of the text that is to be referenced in the index.

If text was selected in the document in step 1, it appears in the Main element field; otherwise, this field will be empty. If necessary, edit its contents so that it contains exactly the text that should be present in the index.

The "Primary" field already contains the word you selected. You can simply click the Mark button and the word will be added to the index. If you want the index to link to all pages of the document where a given word appears, then click the Mark All button. As a result of these actions, the following field will be inserted into the text (follows the selected word):

The "Additional" field is used to enter an additional index element to the main term. For example, the term "Toolbar" appears in your document. As you know, in the Word 2003 editor there are many different panels: Formatting, Standard, Tables and Borders, Headers and Footers, Drawing, Forms, etc. Thus, you can make the main term “Toolbars” an index element and add an additional term to it, for example, "Forms". As a result, you will get a pointer like this:

The Options radio button group in the dialog box contains three buttons, selecting one of which produces the following results.

Cross reference with input field. Let's say there is a phrase in a document called "Keyboard Shortcut" for which a corresponding index element has been created. Further in the text there is another phrase - “Key combination”. It is obvious that these phrases are identical to each other. Thus, you can highlight the "Keyboard Shortcut", bring up the Add Index Items window and select the Cross Reference radio button. And in the input field enter See Keyboard shortcut. As a result, we will get a pointer like this:

The user (reader) will see that the index contains a link to another element and will go to it, and then from it will go to the document page where this phrase occurs.

Current page. This button is checked by default. This means that the selected word will be linked in the index to the current page of the document, the one on which you marked this word.

Page range. Selecting this switch will allow you to set in the index the range of pages on which the necessary information on the selected index element is found, for example, like this: Toolbar, 12-15. To use this feature, you first need to create a bookmark for the range: select all the text that will be referenced by the index element, insert a bookmark for this fragment, call the index element definition window and enter your text for the index element in the "Base" field (replace the existing text there ). Next, select the page range radio button and in the bookmark field, select your bookmark for the selected text fragment from the list. Click the Mark button.

In the Index Item Definition dialog box, you can also set the index page number format to Bold or Italic.

After you have marked the terms and phrases you need throughout the document that should be in the index, you need to create an index.

Word marks an index item by inserting a set of commands called a field into the document. The index field contains the code XE (short for index entry) and is formatted as hidden text. If the field is not on the screen, click the Non-printing Characters (Show/Hide) button.

2) Formation of the index. Place the insertion cursor at the location in the document where you want your pointer to be placed. Menu Insert / item Link / command Table of contents and indexes. A dialog box of the same name will open:

Select the required index format, type of placement of index elements, the presence and number of index columns, language and click OK. An alphabetical (aka subject) index will be inserted. By selecting the required index parameters, you can observe the corresponding changes in the pattern and thus decide whether a particular parameter is suitable for you or not.

Advice. Experiment with element format

To create your own index entry format, select Format / From Template / Modify from the list / open the Style dialog box, which allows you to modify the built-in styles that Word assigns to index entries. Primary elements are assigned the style Index 1, and secondary elements are assigned the style Index 2 (Index 2) to Index 9 (Index 9). You can also change the format of index headings (that is, the letters "A", "B", etc. preceding each section) by changing the built-in Index style

Click OK. Word collects the index and inserts it into the document. Section breaks are inserted into the text before and after the index so that the index is in a separate section.

Word creates an index and marks its location by inserting an INDEX field into the text. If the field code is displayed on the screen instead of the index, place the cursor inside it and press Shift+F9 to hide it. The field code looks something like this: (INDEX \c "2").

Creating a subject index

The subject index is a special type of text information: text information is a list of concepts, terms and definitions, arranged in alphabetical order, indicating the page numbers where the keyword occurs. An element of the subject index is a line like:

<Ключевое слово> <список номеров страниц>

To create a subject index, you need to find each word from the list of keywords " List of keywords.doc " in the main document " Main document.doc ” and generate a list of page numbers where this word appears. After this, you need to generate text information consisting of a list of keywords sorted alphabetically, followed by page numbers, then apply styles Index1-Index9 to each level and output text information to the main document.

When a keyword is detected in the document text, after this word, special characters are inserted (non-printing characters that become visible if you turn on the tool), which are visible only in the non-printing characters viewing mode. Thus, when the structure of text information or the order of materials changes, the keyword in the text of the paragraph still remains marked. This mark serves as a sign that the word is included in the subject index.

There are two main ways to determine the composition of a subject index:

-tagging keywords “manually” – to add a word to the index, you need to select it and then run the command Vst A vka ® O G Guidelines and pointers ® U Index ® Mark b , where in the dialog that appears, configure the necessary parameters and click Ok.

- Auto-tagging – search and highlight words for the index with special characters in the text of the document based on a pre-created list of keywords in a separate file – the dictionary file. To do this you need to run the command Vst A vka ® O G Guidelines and pointers ® U index ® A second mark , select a file containing a list of keywords and click the “ Open" After this, special characters will be inserted after the detected keywords throughout the document.

Let's look at creating a subject index using an example.

1. Create a new document and save it under the name " Main document.doc».

2. Enter your text and place it on the pages as shown below.

Text on the first page:

When properly organized, advertising is very effective and contributes to the rapid, uninterrupted sale of manufactured products. At the same time, the return of working capital of enterprises is accelerated, business contacts between producers and buyers and consumers of products are established, demand increases and exceeds supply, which, in turn, is the objective basis for expanding production and increasing the efficiency of economic activity.

Text on the second page:

Product advertising is not a fad. It is a natural economic tool and an important regulator of the market system. The adopted course towards intensifying the economy, strengthening market principles, the urgent need to solve social problems, improving the quality and expanding the range of products have set specific tasks in the field of advertising activities, the solution of which is facilitated by the organization of a complex of advertising events.

Text on page three:

Advertising arose from the natural need of some people to tell others certain information about the goods produced or services provided. From this we can assume that advertising originated a very long time ago.

3. Create a new Word document and save it as " Dictionary file.doc».

In this file you need to create a table with two columns: the first column will contain word form (variant of a word in the text, for example “ Time», « time», « time"), the second is the word in the text of the subject index to which this word form will correspond. Example:

For the entered text, we will create such a list of keywords in the dictionary file, expressed in tabular form.

On the screen it will look like this:

4. Save the document " Dictionary file.doc».

5. Open the document " Main document.doc».

6. Move the input cursor to the end of the document ( Ctrl+End).

7. Insert a page break ( Ctrl+Enter) to move the input cursor to another page (the text of the index in all documents begins on a new page).

8. Run the command Vst A vka ® O G Guidelines and pointers ® U index

9. In the dialog that appears, configure the parameters for creating a subject index (the parameters shown in the figure above are standard by default)

To highlight the first letters of keywords in the headings of text blocks of the subject index in the field " Formats:" you must select " Strict ».

To configure subject index styles, click the " Change…"and change the style options Index1-Index9(each style is designed to format the appropriate level of the index in the same way as heading styles).

10. Mark keywords in the document based on the previously completed list of keywords. To do this we will use the tool Auto-tagging: must be clicked in the dialog Table of contents and indexes button Auto-tagging, then select the name of the dictionary file “ Dictionary file.doc» and press Open.

As a result, special non-printing characters will be inserted into the document text after each found keyword, which are visible only in the non-printing characters display mode.

11. Return to menu Table of contents and indexes and press Ok to insert index text into the document text.

As a result we get:

An index, like a table of contents, is a block of information that can be updated. To update the index information, you must, just like for the table of contents, call up the context menu by right-clicking the mouse when the input cursor is on the text of the index and select the item Update field .

However, this will only update the page numbers of the index items.

If the list of keywords in the file " Dictionary file.doc"(for example, word forms of the word “production” were added there)

production production

Subject index

Word provides tools for automating the compilation of subject indexes for documents. Items are located in the index, sorted alphabetically.

Elements to be included in the subject index are created using special hidden fields (HE). To see the position of index elements on the screen, set the Hidden text checkbox in the Tools/Options dialog box on the View tab. When compiling an index, Word arranges its items in alphabetical order, groups references into identical items, and lists the corresponding page numbers. Index elements and the index itself are created either using the Insert/Table of Contents and Indexes command, or by inserting the corresponding field codes into the text. The subject index can be located anywhere in the text and, at the user’s choice, covers the entire document or only its part marked with a bookmark. In addition, you can create a partial index for a certain range of letters, for example, an index for elements starting with the letters A...E. Using keys allows you to specify the format and content of the index. After making changes to the document, you should update the index by pressing the (update fields) button.

Creating a subject index

The text of an item that is to be included in the index must be specifically marked in the document.

Procedure. Indicating index items using a menu command

Select the text that should be included in the index.

Run the Insert/Table of Contents and Indexes command and select the Index tab.

Click the Mark command button.

In the Main Item edit box, enter the text that you want to include in the index for this document. If a piece of text was selected in the document before opening the dialog box, then it will be placed in the Main element field. The contents of the Primary Item field can be changed.

If you need to create an additional element, then in the Additional field, define its text. Word formats the additional element with the style of the next lower level in the index style hierarchy. The text of the additional element is separated from the main element in the field code by a colon (:).

Use the Bold and Italic options to determine how page numbers should be formatted in the index.

In the Parameters field, define the type of index item:

The Current page option places in the index, following the element's text, the number of the page on which the element was created in the document.

By selecting the Page Range option, you can select one of the bookmarks defined in the document in the Bookmark list box. In this case, the index element includes the range of page numbers of the text area defined by the bookmark.

Click the Mark command button to insert the index item field code into the document.

To add to the index all items that exactly match the text selected before opening the dialog box, click Mark All.

If hidden text is visible on the screen, the index entry will be displayed with a field code (XE).

To create the next index item, without closing the Define Index Item dialog box, use the mouse to select the corresponding piece of text in the document and click in the window. Word updates the contents of the Primary Item field.

Procedure. Create an index using a menu command

Label the index items.

Place the cursor at the position in the document where you want the index to be inserted.

Select Insert/Table of Contents and Indexes and select the Index tab.

In the Type field, define the appearance of the index.

The Indented option (default) places lower-level keywords on new lines and indents them appropriately.

The Unindented option places all levels one after the other in one paragraph and separates them with semicolons.

5. In the Formats field, select an index format. In the preview field Sample you can evaluate the result of the selection.

The selected format determines the styles used to design the index.

After selecting the From template format, using the Edit command button, you can open the Style window and change the styles used to design the index.

In the Columns field, indicate how many columns the index should be placed in. If the number of columns in the index is the same as in the document, you should select Auto in this field.

Determine the position of the page numbers. If you selected No Indent in the Type field, the Right Page Numbers checkbox is not available. If this check box is selected, page numbers will be separated from elements by a tab character. In the Placeholder field, select an appropriate tab placeholder character.

8. Click OK and thereby start the procedure for compiling a subject index. Word breaks down the document into pages and collects the index.

The index is generated by the field code and can therefore be updated at any time using .

In order to quickly create a table of contents, the document must be formatted according to the built-in formats of structure levels or heading styles.

Then, with the cursor positioned where you want to insert the table of contents, click "Table of contents" panels "Table of contents". In the window that opens, select the desired table of contents format.

If you need to fine-tune the table of contents, click "Table of contents.."

To quickly edit an existing table of contents, click in the table of contents field.

Task No. 1.

Copy the file “Traditions and Customs of the Russian People” to your desktop, open it for work.

Before adding a table of contents to a document, it is necessary to format the points that should be reflected in it in the form headings of different levels !

    Now in the “Styles” window, in the list of styles, find the one you created.

    Similarly, create a style based on the second level heading, give the name “My Subheading”.

    Next, you need to apply headings to the document. To the headings highlighted in green, apply the MY HEADLINE 1 style, to the headings highlighted in blue, apply the second style you created, MY SUBHEADING.

    Go back to the beginning of the document and add a table of contents. Ribbon tab

    Select a table of contents format that displays page numbers. Check the table of contents.

Subject index

An index is a list of terms found in a document and the pages on which they appear.

An index can be created for the following items:

    individual words, phrases, symbols;

    sections;

The panel is designed to work with this formatting element. "Subject index".

To use a fragment of text as a subject index, you need to select it, then click the button "Mark element" on the panel "Subject index".

When you mark text in a document, a special hidden field is added.

For final assembly of the subject index, click the button "Subject index" and, if necessary, make final settings in the window that appears.

Task No. 2.

Creation of a subject index. In the file “Traditions and Customs of the Russian People” at the end of the document we will create a subject index. First, you need to mark those words that will be included in the subject index:

    Find the phrase “Folk calendar” in the text, select it, go to the “Links” ribbon tab, the “Subject index” block, click the “Mark element” button. In the window that appears, click the “Mark” button, then “Close”.

    After clicking on the button, non-printable characters will become visible, and after the phrase a hidden text of the form will appear: (XE “People's calendar”)

    In a similar way, mark the following words and phrases (to make them easier to find, use the “Find” button on the “Home” tab or the Ctrl+F key combination):

Folk calendar

    MASLENITSA

  • mother-in-law's evening

    sisters-in-law's get-togethers

  • forgiven day

    Easter Sunday

    Nativity

    Christmas wreath

    Christmas candles

  • Yuletide fortune telling

    Christmas post

    AGRAFEN SWIMSUIT

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