MicrosoftВ® Office Word 2003 Step by Step (Step by Step (Microsoft))

2017-07-07 02:10:07

Microsoft Office Specialist An index typically appears at the end of a document and alphabetically lists the main topics, names, and terms used in a document, along with the page numbers where they’re found. The items in the list are called index entries. You can create an index entry for a word, phrase, or topic that appears on a single page or is discussed for several pages. An index entry can have related subentries. For example, the main index entry lawn might have below it the subentries installing, maintaining, and mowing. An index might also include cross-reference entries that direct readers to related entries. For example, the main index entry lawn might have below it a cross-reference to grasses.

Before you can create an index, you must mark each entry and subentry in the document. You select the text you want to mark, and press [ALT]+[SHIFT]+x to open the Mark Index Entry dialog box. The selected text appears in the "Main entry" box. You can use this text as is for the entry, or you can change it. You can also format the entry directly in the "Main entry" box—for example, to make it appear bold or italic in the index— by right-clicking it and choosing Font from the shortcut menu. When you are satisfied with the entry, you can choose to mark just the selected text or every occurrence of the selected text in the document. After you mark an entry, the Mark Index Entry dialog box stays open so that you can select and mark more index entries. You can also mark cross-reference entries in the Mark Index Entry dialog box. By default, the cross-reference text is See, but you can type any text, such as See also. After the cross- reference text, you type the index entry to which you want to refer readers.

Tip

When building an index, you should choose the text you mark carefully, bearing in mind what terms readers are likely to look up. One reader might expect to find information about fertilizing houseplants by looking under fertilizing, whereas another might look under houseplants. A good index will provide entries for both, and might also include a cross-reference telling readers to also look under the names of individual houseplants.

When you mark an index entry, Word inserts an index entry field adjacent to the text you selected in the document. To be able to hide the field using the Show/Hide button on the Standard toolbar, click Options on the Tools menu, click the View tab, and clear the “Hidden text” check box. When the field is visible, it appears in the document with a dotted underline, indicating that the field is formatted as hidden and will not print with the document unless you tell Word to print hidden text.

Tip

You can hide any text in a document by selecting it, clicking Font on the Format menu, selecting the Hidden check box, and clicking OK. When you print the document, Word will not include the hidden text unless you click Options in the Print dialog boxand select the “Hidden text” check box.

To change an index entry after you have marked it, you click anywhere between the quotation marks surrounding the actual text of the field and then edit the text as you would any other. To delete an index entry, you select the entire hidden field (you can drag through just part of it and Word will select the entire field) and press the [DEL] key. You can also move and copy index entries using the techniques you would use for regular text.

After you finish marking entries, subentries, and cross-references, you click the document where you want the index to appear, and then click Index and Tables on the Reference submenu of the Insert menu. To determine the look of the index, you can specify the following:

You can choose from a number of preset formatting options, including Classic, Fancy, Modern, Bulleted, Formal, or Simple, each of which is displayed in the preview box when you select the format.

If you’re using right-aligned page numbers, you can specify whether the tab leader, which separates the entry from the page number associated with it, should be a dotted, dashed, or solid line.

You can use an indented index, which starts each subentry on a separate line below the main entries, or a run-in index, which starts subentries on the same line as the main entries.

When you click OK in the Index and Tables dialog box, Word calculates the page numbers of all the entries and subentries, consolidates them, and inserts the index as a single field, shaded when selected, in the specified format at the specified location in the document. To format the text of an index after you have created it, you can select it and then format text as you would any other text. You can also use the Index and Tables dialog box to change the index format. If you make changes to the document that affect its index entries or page numbering, you can update the index by clicking it, opening the Index and Tables dialog box, and then clicking OK.

In this exercise, you will first mark a few index entries, subentries, and cross-references. Then you’ll create and format an index, delete an index entry from the document, and update the index.

USE

the CreateIndex document in the practice file folder for this topic. This practice file is located in theMy Documents\Microsoft Press\Word 2003 SBS\MakingAvail\CreatingIndex folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Word 2003 Step by Step.

OPEN

the CreateIndex document.

Show/Hide

If non-printing characters are not displayed on your screen, click the Show/Hide button on the Standard toolbar to turn them on.

Hold down the [CONTROL] key, and click the Why Compost? entry in the table of contents at the top of the document.

Page 2 appears in the document window.

In the first paragraph below the Why Compost? heading, select the word dirt.

On the Insert menu, point to Reference, and then click Index and Tables.

The Index and Tables dialog box appears.

Click the Index tab, and then click Mark Entry.

The Mark Index Entry dialog box appears, with the word dirt in the “Main entry” box.

Tip
You can also press [ALT]+[SHIFT]+x to open the Mark Index Entry dialog box without going through the Index and Tables dialog box.

Click Mark All.

Word inserts hidden index entry fields adjacent to every occurrence of the word dirt in the document.

In the second paragraph on page 2, select the word Recycling, and click the title bar of the Mark Index Entry dialog box to activate it.

In the Main entry box, change the entry to recycling, and click Mark All.

In the second paragraph under What Is a Compost Pile?, select the word materials, and click the title bar of the Mark Index Entry dialog box to activate it.

Troubleshooting
You might have to move the dialog box to see and select the words you want to mark.

The word materials appears in the “Main entry” box.

In the Page number format area, select the Bold check box, and then click Mark All.

When Word creates the index, it will show the page numbers for the materials entry in bold.

In the same paragraph, select the word soil, and click the title bar of the Mark Index Entry dialog box to activate it.

In the Options area, click the Cross-reference option.

The insertion point moves to the space after the word See in the Cross-reference box.

Type dirt. (including the period), clear the Bold check box, and click Mark.

A cross-reference to the dirt index entry appears for the soil entry. When Word creates the index, it will enter soil. See dirt. (Notice that a period appears after the word dirt, just as you typed it.)

Click Close to close the Mark Index Entry dialog box.

Press [CONTROL]+[END] to move to the end of the document, and then press [CONTROL]+[ENTER] to insert a new page.

The insertion point moves to the top of the new page.

Type Index, press [ENTER] twice, and then make this heading bold and 18 points.

Press the key twice, and then on the Standard toolbar, click the Show/Hide button.

Troubleshooting

Before you create an index, make sure that the document is paginated correctly by hiding text formatted as hidden, such as the index entries and field codes. If the XE (index entry) fields are visible, click Show/Hide on the Standard toolbar. To hide field codes, click Options on the Tools menu, click the View tab, and clear the “Field codes” check box.

On the Insert menu, point to Reference, and then click Index and Tables.

The Index and Tables dialog box appears.

On the Index tab, click the down arrow to the right of the Formats box, and click Formal as the index format.

Clear the right align page numbers check box, and then click the down arrow to the right of the Columns box until its setting is 1.

Click OK to close the Index and Tables dialog box and create the index.

The index is formatted in one column with the page numbers adjacent to their index entries. (This short index shows you how the feature works; a fully indexed document would obviously produce a much longer index.)

Scroll up to page 2, and select the cross-reference entry /t “See dirt.” in the index entry after soil, and press [DEL].

The cross-reference entry is deleted from the document.

Press [CONTROL]+[END] to move to the end of the document, click anywhere in the index, and on the Index menu, point to Reference, click Index and Tables, clear the Right align page numbers check box, and click OK.

The index is updated to reflect that you have deleted the cross-reference.

When Word asks if you want to replace the index, click OK.

Save

On the Standard toolbar, click the Save button to save the document.

CLOSE
the CreateIndex document.

Категории