Choose your formatting preferences and click OK. Highlight the term, go to the References tab, and, under the Index section, click on Mark Entry. This will bring you to a dialog with several options. You can edit the text in the main entry box so that it reads the way you would like the index entry to read.
For a simple, repeated, main entry term, you can select Mark All to auto-index every occurrence of that exact term. Once you have made your selection, you will see the bracketed XE notation s appear in the text to denote the index entry or entries. If you do not want these to be visible, go to the Home tab and click on the paragraph symbol.
To create different types of index entries, choose the appropriate options from the Mark Entry dialog. If you would like to create a second-level subentry, you can do so using the subentry box. To create a third-level subentry, follow the subentry text with a colon. To create a cross-reference, select cross-reference under options and type in the entry to which you would like to direct your readers.
To create an image, table, or figure reference, highlight the image and click Mark Entry. The dialog will come up blank; you can fill in the appropriate entry text and then select bold or italic under the page number format section.
Word for Mac creating an index does not work suddenly - Microsoft Community
Repeat this process until you have marked all of your entries. When you are ready to insert the index into your document, click where you would like the index to be. In the Index section of the References tab, click Insert Index. In the Index dialog box, you can select your preferred format, style, number of columns, and page number alignment. Click OK, and your index should appear.
Take a close look at your newly created index. You can also remove entries by selecting the whole XE field including the brackets and pressing delete on your keyboard. For an overview of this process, check out our simple video tutorial on how to make an index in Word. Once you have finished your index, have a few friends test-drive it. Take comfort in knowing that your effort will pay off, and your readers will thank you. Have you ever made an index for a book? What problems did you run into?
How to Create a Table of Contents in Word 2016 for Mac
Let us know in the comments below. If you're lucky, it's an easy fix, as described in the next paragraph. If you're unlucky, you might have some heavy work ahead of you. First of all, you want to make sure that you've actually generated your index since that "missing entry" was typed. If you create, edit, or delete your index entries but don't remember to regenerate your index, then your additions, edits, and deletions wouldn't appear in your index. Try generating your index again, and they might just appear. This is a common oversight with embedded indexing programs like Microsoft Word, especially when there are several authors or other document handlers.
In fact, sometimes an index is generated and put into the production system in advance of additional changes to the index. It is of prime importance that the index not be processed until all indexing and index evaluation is complete. The next-easiest problem to look for is a syntax problem. Are you using quotation marks properly? Do you have a space after the XE letters? For example, if your colon is italicized, Word might not consider it a delimiter.
Check for these kinds of syntax errors and generate your index again. Of course, it's also possible that your index entry is appearing in the index, but not where you expect it to appear. For example, you might have two identical index entries on the same page; because they're on the same page, only one of them will appear in your index.
It's also possible that the entry is sorting in an unusual way because of some extra spaces or characters in your entry, or because you're not completely familiar with how nonalphabetic characters are formatted. Also, if your entry text has an unescaped semicolon ; in there someplace -- a common and hard-to-see typographical error for someone who intended to type a colon : -- then you have overridden Word's default sort for something else.
You can read about other flags as well in my MS Word Flags document. But of course this isn't a real field, because it's typed manually into an HTML document. Consequently, if I were to copy this paragraph into a Microsoft Word document a. It would be treated like the text that it is. Only with careful translation into other applications with embedding features -- for example, Adobe FrameMaker's marker system -- will the index entries maintain their "index entry-ness" and not become simple text. Index entries have to be inserted using Word's index-entry-creation dialog boxes see your Help system , or copied from other valid entries.
So let's suppose you have textual fields that you need to convert to index entries.
- Footer Resource links!
- Create an Index in Word 2011 for Mac.
- Word Mac Guide.
What you need now is a way of creating those fields quickly, and no such tool really exists. However, at least you can use the search feature to help you out. Start by searching for the uppercase XE to find your entries.
- Microsoft Table of Contents — Word (Mac).
- Generate multiple indexes in the same Word document.
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If your textual entries aren't formatted with hidden text, I recommend hiding hidden characters while you do this search to avoid accidentally finding your real index entries. Now, every time that you find a textual XE field, highlight the index entry text and create a real entry from it, using Word's index entry creation features.
If you're clever, you can create a toolbar button to create an index entry, making this job a bit faster. If you're feeling particular industrious, I recommend building a regular expression that will find complete XE fields in your text, from opening brace to closing brace, and call out the index data as a subexpression.
You can then replace everything you find the whole field with a uniquely formatted version of just the subexpression the index text. Choose a format that is not going to appear in your index, like a new named style or a strange color. Now, you can search for the formatted text one item at a time, sped along using the unique format, and create index entries from them. Afterwards, go back and delete your formatted text.
If those solutions seem a bit obtuse, it's because they are. If you have index entries that aren't properly embedded, you don't really have index entries. The approaches I've loosely described in the last two paragraphs are attempts and shortcutting the "indexing from scratch" you have to do.
By the way, I occasionally offer my services as an automoton when it comes to global index data conversion in Microsoft Word. If you need my help -- that is, if you want me to fix your index or index data -- write me, and we'll talk. After all that, there are always problems that have nothing to do with the index data themselves, but some other kind of problem that's happening at a higher level within the Word processing. For those kinds of problems, you should probably consult a mailing list of technical writers, who are much more familiar with the global or template-level properties of Word documents than I.
I just want to say -- I am forever indebted to you for providing the only help I could locate on troubleshooting indexing!
Microsoft Word's functionality for page ranges is abysmal. The only good thing I can say about it is that is exists! There are other applications with embedded indexing functionality that don't allow for the existence of ranges, like the add-in for Quark. But wow, who's writing a big index using Quark? For your ranges to be working, three things have to happen simultaneously. Make sure you're using quotation marks when appropriate; in fact, it's a good idea to use them all the time by default. Third, you have to have am existing, functional bookmark with a name that matches your argument.
Stay away from naming your bookmarks with special characters, or anything else that might interfere with the indexing process. That means you shouldn't be using colons, semicolons, backslashes, or quotation marks -- but you shouldn't be naming things with those characters anywhere, anyway. The limitations of your bookmarks are the same limitations in your page ranges. For example, you cannot create a range that goes across multiple documents i. Also, document editing can invalidate your existing bookmarks; it's possible, for example, for you to cut the endpoint of a bookmark and then paste it before the starting point, or into another file.
Bookmarks are a really ugly feature of Word, so when indexing, it's important that you learn when they don't work. Bookmarks that don't scan across multiple pages may or may not appear as ranges in your final index. For example, instead of getting "Washington, George, ," which you wouldn't want anyway, you might see "Washington, George, " and think your bookmark is broken. If you're working with very small sections of text, it's my recommendation that you don't create ranges anyway; a range of two pages isn't particularly helpful to the reader.
This is a theoretical point that I would be happy to argue, but not here. In other words, if you are indexing a passage of just a couple paragraphs at most, don't use a bookmark; the likelihood that those paragraphs will run across two pages don't make up for either the risk of error, let alone the added effort required to build the range in the first place. You might have some trouble if you are trying to create page ranges that overlap with other page ranges in your index, or have internal single-page entries.
For example, if you're creating an entry like "Washington, George, , ," there could be trouble. Actually, Word probably won't have any idea that you're making this mistake -- which is worse! The bookmark paradigm simply does not exist in any other program to my knowledge. What other proof of its terrible-ness do you need? Why does Microsoft insist on keeping this feature alive? Have they never heard of HTML anchors? Consequently, if you are producing documentation in more than one print or print-like format, accept that you'll never be able to work with page ranges without a lot of extra editorial work.
Word is doing what you tell it to do. So while you won't get "15, 15, 15, 16, 16, 17, 17," you will definitely get "15, 16, There are two solutions for you, and you won't like either. Solution 1: Undo your indexing approach.
For each instance where you have adjacent page numbers, create a bookmark for the range, use that bookmark to create a range-type entry in your index, and then delete your individual markers. Solution 2: Edit your resulting index manually, by deleting your strings of page numbers and typing in what you prefer to see. But please don't do this! Not only can you erase all of your hard work if you a regenerate the index or b edit the text so that you have to regenerate the index -- remember that rebuilding your index will erase all of your manual labors -- but it's unbelievably easy to generate typos when you're typing page numbers.
By the way, long lists of individual page numbers is what you'll get is you're using the Automark feature, and as I say elsewhere in this document, that's not indexing. Please note that strings of page numbers are not necessarily wrong though usually they are. It is perfectly possible to have an indexable item appearing independently across multiple pages, without that item being discussed in a narrative, range-like way. For example, this document itself mentions subheadings over and over again, but isn't about subheadings from start to finish.
One of the places where Word tends to fall down is with cross references. That's because cross references are treated as ordinary text; they don't actually link to anything. See also U. It's just ordinary text.
For this reason, all of your formatting and most of your positioning instruction will have to be managed editorially, like the rest of your documentation. First of all, the italicizing of the words See and See also , as the Chicago Manual recommends and don't get me started on why I dislike Chicago -set standards, especially within embedded indexing has to be handled manually. You can't use named styles, which means you must actually highlight the text you want italicized, and then italicize it. If you're using the dialog boxes to create your entries, italics might very well be the default, but remember that the result isn't using styles.
Consequently, if you end up doing anything to your document globally in an effort to change your italicized text into something else e. Your index won't cooperate, especially if you're porting the index into another document. If you need to create a special kind of cross reference, such as a See also specific , you will need to italicize within the document window; you can't do any text-level formatting within the dialog box. The positions of your cross reference are not negotiable. In fact, this will allow you to create See references next to page numbers, which is a big no-no according to every indexing guideline you'll ever see.
So what happens when you want your See also reference to appear among your subentries? Second, you'll need to override Word desire to sort the word See as a real word and not as part of a cross reference. I'm not sure this is strictly necessary, but I think it's good for the sake of consistency. Also note that the example as it appears here does not use italics.
You could, and you probably should if you're a fan of Chicago ; I didn't here for the sake of readability. The next problem you'll have is that Word doesn't know that when you have more than one cross reference, they need to be combined. Remember, Word is looking at these things as if they're text, not actual and meaningful elements of indexing.
Although it's usually a good editorial idea to keep your cross references near the text of the cross-reference target, it's a good production idea to keep all of your cross references in one place, such as within the preface. Having all your cross references in one place is also useful for language control. This is sort of like wondering why your computer doesn't work, when in fact the monitor is unplugged. Are you looking at the right file?
Did you delete the index, either by accident or with the intention of starting over? Did you insert more text or other content after the index, so that your index exists but is no longer at the end of the document where you expected it? Are you sure you ever had an index, and that you're not remembering a different file or circumstance? However, there are two index-related things you could have done. If so, then you do have an index, but it's not being displayed. That should make them reappear. If making your codes visible didn't make your index entries appear, then you did something non-index-related that made them vanished.
The most likely culprit is that you saved your document in a text-only format, or some other format that doesn't have index tags, causing them to be deleted. Alternatively, you might have cut-and-pasted them all away globally, on purpose or by mistake. After that, who knows? Perhaps you're in the wrong document, or maybe you only thought you had index entries, when in fact you never did. However, manual changes are just that: manual. If you regenerated your index at any time after you made those manual changes, all of your manual changes disappeared. If you need to apply edits to the index manually, you MUST make sure not to implement these changes until the index is finished, never to be regenerated again.
This applies not just to additions like continued lines, but also to spelling corrections, punctuation changes, and formatting changes. What's a continued line? Read my instructional document on line, column, and page breaks. It's the button in the ribbon with a paragraph symbol in it, or an option in the View menu. If you are showing your hidden characters, you will see not only the XE fields, but also the whitespace: paragraph, line break, and page break symbols; spaces and tabs; and so on.
However, if all of the whitespace symbols are not visible and you can still see the XE fields, then you need to do something else. Microsoft Word has a useful feature to make all hidden-text codes visible, for those times when you want to be able to print them. Or maybe you want to write your index without having all of your hidden text visible and cluttering up the screen. To make them visible , go into Page Setup available from the File menu and look for something that says "print display codes" or "print hidden text" or something like that.
To make them invisible , uncheck that same box. Every now and then, there's nothing you want to do more than globally delete a bunch of entries. I'm going to talk about this in two ways. First, I'll talk about how you can remove a selection of index entries. Then, I'll talk about how you can delete all of your index entries -- that is, to delete the index data entirely, so you can start over.
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How to delete a selection of entries. For example, suppose you have a common main entry for "publicity," when you decide that you're better off with a cross reference like "publicity. See marketing. Although you can search for marker text, you can't search for whole markers. For this reason you can search globally and delete. The easiest approach to deleting all publicity entries is the manual approach: generate your index, then delete everything that starts with the word publicity. Unfortunately, manual edits will be undone as soon as you generate the index again; you'll have to remember that you want to make these manual changes every time you create a new version of the index.
Search for XE "publicity , the unique text for all publicity entries, and replace it with boldface, all caps, and a shocking color like red. Now, when you generate your index, you'll see some red, boldface, all-caps reminder at the top of your index file. Hopefully this will be enough for you to remember deleting your entries. Another approach, and by far the one I prefer, is to replace the marker syntax with something that Word can't interpret.
The biggest advantage to this method is that it works globally, and you only have to make these changes once.
How to Turn Off the Paragraph Symbol in Word
This is a kludgy way of creating conditional text, but it might be just what you need. The disadvantage is that you're not actually deleting anything, potentially cluttering your documentation. As a side note, whenever you remove an entry from your index, remember that you have to delete any cross references that target those now-removed entries.
For example, if you replace your publicity entries with "publicity. See marketing," you'll need to rewrite or delete entries like "public relations. See also publicity. If the XE index fields are the only fields that you use in the entire document, then you can safely delete them all using search-replace, and you're finished. But if you have other fields, then you need to figure out where they are so you don't delete them too, by mistake. This will highlight every field in your document, all at once. Then make them all a certain color that you don't use, like orange.
You'll get a long paragraph or list of every field. Now, using this fields-only document as a reference, scan your fields to see what kinds of fields you don't want to remove. Go back into your original document, search individually or in groups for the fields you want to keep, and manually change their colors back to normal, so they're no longer orange. When you've un-colored all of your non-XE fields, search-and-delete all orange fields from your document.
Note that the value of copying your fields into another document is that it allows you to see them quickly for review. If you're able to browse your documents manually to find the non-XE fields, or if you know exactly what non-XE fields you have, then you can probably avoid the second document. Alternative: I recently learned that there's a macro you can use to remove all index entries too. I don't program many macros, so I can't attest to the success of this one, but it comes well-recommended.
And let me know what you thought. Thanks for Michael G. Why can't I get certain characters my headings? After all, colons, quotes, semicolons, and backslashes are command syntax. To include these characters in your index headings, put a backslash in front of them. Remember that XE fields sometimes take on the styles and fonts of the paragraphs around them, and sometimes they don't. I've never figured this out. Just override what's in the XE field with what you need, and see if that solves the problem. Also, certain special characters like en, em, and nonbreaking spaces may or may not translate properly as you go through the indexing process.
Another possible problem is that the quotation marks you're using for the XE field aren't what you think they are, or they're missing. I believe you can use both double and single quotes for enclosing your data, but it's important that the quotes match. Also, be careful that your quotation marks didn't become curly quotes by mistake; if you're creating or editing your XE fields manually not using the dialog , which I recommend, you need to turn off the autocorrect features for smart quotes. There are now two settings for smart quotes, and you have to change both.
And while you're in there, watch out for the automatic insertion of spaces. If you've created an index where almost all of your main entries start with lowercase letters, but you want uppercase letters instead, this is easy to fix. If you have an index with all uppercase entries but want them to start with lowercase by default, this is much harder.
In both cases, however, there are only two reasons you need to do this. First, either you created the index using one style, only to discover that a different style is preferred -- for example, you capitalized everything but later learned that using lowercase is the preferred way of indexing -- or else you used Word's automatic indexing tool to create your entries.
The first scenario can be avoided by using lowercase by default, from now on, always; using uppercase is a bad stylistic choice in all circumstances, despite some industry standards. Additionally, it's much easier to start with lowercase and change to uppercase than to go in the other direction as we'll see. So always start your entries with lowercase letters by default.
But with the second scenario, where you are allowing Microsoft Word to create your entries, shame on you. That's not an index. Word's automatic tagging functionality is not indexing, but rather a concordance builder. That said, if you really want all uppercase letters against my advice and yet someone have an index that uses lowercase letters, it's an easy fix.
This will find entries in which the first character is a lowercase a. You can then replace this with the uppercase version, XE "A. NOTE: If you are using autocorrect for quotation marks, turn that feature off before you perform this task. You don't mismatched quotes in your index entries. Do this 26 times, once for each letter of the alphabet.
Alternatively, more current versions of Word have capitalization as a stylistic choice. Be careful with this approach because you will be adding styles, not information; if your index is ever stripped of font information, you will lose your capitalization. Also, but adding styles to the XE characters, you may cause trouble with other algorithms in your production process. Why is it so hard to go in the other direction, from uppercase to lowercase? Because in reality you don't to remove the uppercase character from all of your entries.
Some of your entries are supposed to be capitalized, like names of people and places, and most acronyms. If you globally capitalization, you will be creating errors in your index. So while the method is the exact reverse of the procedure described above replace XE "A with XE "a , you must then carefully go through your index to find all mistakes that these find-replace activities have caused.
Thank you very much, I've been trying to get this done for months. It's great to have someone like you to explain things to someone like me. The answer to this question is quite simple. You'd be amazed how many people are still writing me saying, "but I don't get it. After all, there's no way to use this flag in the dialog boxes. A shortcut I can recommend is to use a bottom-level entry to contain your flag value.
Of course, a real shortcut wouldn't use a phrase like "mysubject" when ":S" will do. After all, how often does your document contain the characters :S"? One note about multiple indexes. Now I was recently asked an interesting question. Basically, if the entries for two different indexes are formatted differently -- for example, if the place names are single-underlined and the personal names are double-underlined, in advance of indexing -- is there an easy way to create the entries from these notes?
In other words, can I automatically generate index entries for the single- and double-underlined items, to create two different indexes? I think so. Let's start with place names, which are single-underlined. This will identify every entry you have in your index as a place-name item. If you are trying to accomplish this with tags already in your index -- for example, you might have XE fields for a subject index, while you're trying to also create entries for place and personal names -- then you need to "hide" them from the search-replace process.
Here's another big warning. That means using the arguments sites and species won't get you want you want at all, because Word only notices the initial s in both words, and they match. Remeber my example "place" and "personal" above? It won't work, because both of those words start with p. Change "place" to "location" for this example, and you'll be just fine. This seems to have worked. And just to check that it's only first letter that counts, I changed the name of the index to "something", re-indexed and again I got single index.
This seems to an undocumented "feature" of Word You've saved me an awful lot of work and heartache. Thanks again. You'd be surprised how many people think both indexes will happen by themselves. Simply insert a new index where you want the second one to go. They're not. Only the first character of your values matters. So if you're creating name and subject indexes, using the values name index and a subject , it will work because Word looks at only the first characters, n and s. But if you're using values like general and geography , or commands and controls , or answers and affiliations , Word doesn't know the difference because those value pairs start with the same letter.
If you do this often and need flexibility, I recommend using codes that start with numbers and end with descriptive words. This will make it easier for you to add indexes without worrying about words, finding all the codes of a specific index and changing them, or semantically changing the intention of "second" index, for internal note-taking purposes. How do I get the index to appear after the endnotes? The simple answer is that you need to insert a section break at the end of the document, and then change the endnote setting to "end of section" instead of "end of document.
Thanks to Gary Williamson for pointing me to this answer. But perhaps you're wondering, where is that darn tag? Then, once the index is visible, right-click on the index and select the Toggle Field Codes option. As you can tell from the language of the question, I'm not fond of the automatic indexing features of Microsoft Word. In truth, my issue isn't that the feature exists. I have a problem with this feature being called "autoindex," as if computer-generated indexes were actually any good. To create indexes, it helps to spend some time learning about fields.
You use the Index Entry XE field to mark the text you want to incorporate into the index. This situation is one where you really should learn the keyboard shortcut. So to mark entries, follow these steps:. Highlight a word or words you want to add as an index entry. Or you can enter different text by placing the insertion point where you want the XE field code.
If you highlighted text, it appears in the Main Entry box. Otherwise, type your first-level index entry text. You also can type a second-level entry in the Subentry box. If you need a three-level index, you can follow the subentry text with a colon and type the third-level entry text. The way you add your index entries affects how they appear in the index. You can create each entry individually and just ignore the subentry field if you want. Note that the comma in there is the one you typed in.
Note that the last name and first name are separated by a colon. When you use the subentry field, you need to be careful that the text in the main field is exactly the same for similar entries. Misspellings can be really subtle too. The entries must match exactly. Be sure you hide field codes and hidden text before you generate your index. After you have defined all your index entries, you are ready to generate your index.