Microsoft Word Version 2002 Inside Out (Inside Out (Microsoft))

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There are a number of things you can do to ensure that the index you create is one that readers will use. Think of the various indexes you've used in the past—no doubt some were better than others. Some seemed to lack all the main topics you were looking for, or they seemed disorganized. Here are some characteristics you should be sure to include in the indexes you create:

• Usability. An index is first and foremost a reader service. Make sure that you've included all major topics, and that you've thought through the alternate ways readers might be looking for those topics. Include topics, subtopics, and references to other topics for related information (for example, "See Parenting teens").
• Readability. Using terms your readers will recognize—whether or not they're familiar with the content of your document—is important. If you're unsure about the various ways a reader might reference a certain topic, ask around. Talk to others on your team or in your department to make sure you've used words and phrases that will be easily understood.

  Tip - Ask for feedback on your topic list

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  After you identify key words and phrases for your index, create a list and send it to others in your department, asking for input, additions, and suggestions. Testing the topics in your index before you create it can save you editing time later.

• Cross-references. Cross-references in an index refer readers to other topics where they'll find more information. For example, a listing with a subentry that sends others to the section on Needs assessment might look like this:

  Feasibility studies, 3-10

  Creating audience surveys, 3-4. See Needs assessment

  Hosting focus groups, 4-6

  Tabulating results, 6-8

• Logical structure. One mistake new indexers often make is to include every important-sounding word—plus the kitchen sink. You'll help your readers find what they are looking for if you think carefully through your index. Which topics are most important? How many different ways might a reader refer to them? What are the words that will be searched out most often?

Tip - Find the index topics you need

One place you can get clues for important index terms is your table of contents. Which words and phrases are used in your headings? Definitely include those topics in your index, and look for plenty of opportunities to create subentries from the topics within those sections.