Format and organise your Word Index like a pro (part 3 of 3) 

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Hi Jason, Thank you so much for great videos. My document has endnotes. I want to add the Index after the end notes. The problem is that Word won't allow me to add an index after the endnotes section. What should I do? Thank you, Layla Alden

Layla, this is one of those cases where you get a long answer to a short question! Assuming you have multiple sections in your document and that the index is contained in it's own section you need to create a new section between the last content section and the index section, suppress all end notes up to that point and then show all the end notes all at once at the end of the new section, here is the process to achieve that. Part 1 - Create the new section and set endnote settings 1. On the Layout ribbon, insert a NEXT PAGE section break then a CONTINUOUS section break between the end of the content and the index. 2. Position the cursor in the new section. 3. On the References ribbon, click the launcher in the Footnotes group (the small icon in the bottom-right corner) 4. In the Footnote and Endnote dialog, click the ENDNOTES radio button and choose END OF SECTION from the dropdown list. 5. A bit further down the dialog, set NUMBERING to CONTINUOUS and APPLY CHANGES TO to WHOLE DOCUMENT. 6. Click APPLY. Part 2 - Suppress all endnotes for the entire document 7. On the Layout ribbon (called Page Layout on older versions), click the launcher in the Page Setup group. 8. In the dialog, on the Layout tab, tick/check the SUPPRESS ENDNOTES check box. (This check box is only accessible if two conditions are met: (a) There are endnotes in your document and (b) endnotes are set to appear at the end of the section instead of the end of the document.) 9. Set APPLY TO to WHOLE DOCUMENT. 10. Click OK to apply the changes. Part 3 - Place all endnotes in the new section by un-suppressing them 11. Re-open the Page Setup dialog. 12. Position the cursor before the CONTINUOUS section break. For some reason, Word inserts all the suppressed endnotes into the next section. Go figure. 13. Clear the SUPPRESS ENDNOTES checkbox. 14. Set APPLY TO to THIS SECTION. 15. Click OK to apply the changes. I have placed a working example here if you want to refer to it. officemastery.com/example/Endnotes-all-together-at-end-of-document-but-before-index.docx Let me know how you go, Jason

@@JasonMorrell I can't thank you enough. I will try it, hoping for the best.

@@JasonMorrell Hi Jason, Thank you so much for the prompt response and the detailed instructions. I have a book of six chapters about 260 pages. After following the instructions you sent me, I end up with each chapter ending with its own endnotes. I like it, but I am curious as how to get these endnotes all back to the end of the book. I am indexing and formatting my own book, most probably you figured that out already. Thank you much. Layla

You're welcome.

Thanks Tony. There's no real easy way to do this other than to switch on the hidden formatting so you can see the field codes, then Find and Replace using the special code mentioned in the video. Or, if you used a concordance, update the concordance, clear all the current XE field codes and run the AutoMark sequence again. Jason

Yes, I condense the stuff that matters and try to answer all the curly questions that are avoided elsewhere.

Glad you enjoyed it. Now to put it into practice ...

I appreciate the kind words. Thanks, and all the best for the road ahead.

Cool. I used to teach this quite quickly but people had so many questions and different scenarios that it just kinda grew! I'm really glad you liked it Avrum and I appreciate your feedback. Have a great day. Jason

Thanks Joanne. I appreciate the kind words.

You're welcome Vista

Hi Graham. The only two methods for creating an index are to manually mark your entries or use a concordance to auto-mark your index entries. Then create the index from the marked items. It's limited to that. There are built in styles called Index1, Index 2 and Index 3 that you can modify to change the look, but not to assemble marked entries. Sorry. Jason

Robert, you can achieve this using a combo of bookmarks and index. Here's the process to create an index for a selected area rather than the whole document: 1. Mark entries using the Mark tool or a concordance, in the usual way. 2. Select the portion of the document you wish to include in the index. 3. On the *Insert* ribbon, choose *Bookmark* (in the Links group), *type a bookmark name* (no spaces allowed) and click *Add* . Then close the dialog. 4. Go to the place where you want to place your index. Create the index in the usual way. 5. With the index created, if necessary, right-click the index field and choose *Toggle Field Codes* . You will see something like *{ INDEX \e ...........}* . 6. Place the cursor after the word INDEX, add a space and type \b "yourbookmarkname". Include the quote marks and change *yourbookmarkname* to the bookmark name you entered in step 3. Word will then only index the area identified by the bookmark. . 7. Right-click on the INDEX field again and choose *Update Field*. 8. Repeat for each section that you wish to index separately. I hope that helps. Let me know how you go. Jason

@@JasonMorrell Thanks so much Jason. Microsoft should award you with a medal of service! Sorry, my question was not clear. I meant that I need an index of names, of places and of concepts; but please don't spend more time on this, because in the meanwhile I've found an explanation by Allen Wyatt, here: wordribbon.tips.net/T012137_Multiple_Indexes_in_a_Document.html I'll try this out first. Cheers mate!

No worries. Allen Wyatt provides an excellent resource.

You can use Find and Replace to clear all the existing XE field codes in the document. - In the Find box, type "^d XE" (without the quotes) - Leave the Replace box empty. - Click Replace All. Then go through the AutoMark process again to create new XE field codes throughout your document. And finally, refresh your index.

Quick answer. You cannot create cross-references using a concordance. However there is nothing wrong with a hybrid approach, meaning use a concordance to generate the majority of marked entries then manually mark those that require cross references. I hope that helps.

Hi James. I don’t understand your question. Please clarify. I would also quickly add that 9 levels in an index is far too many. Try to simplify if you can.

Sorry must have been a typo. I am trying to use the index to classify botanical plants called herbals Common Name, Genus_Species, Symptom and Actions at the end on the herbal description. Do you use the Colon divider at each level in the concordia?

You can certainly use the colon to create sub-entries but only the lowest level gets a page number. So, if you created a concordance entry that listed "Level 3 item" in the left column and "Level 1 item : Level 2 item : Level 3 item" in the right column, then when you create the index, all three items will be listed but only the Level 3 item will show a page number. From your description it doesn't sound like the Index is the right tool to use. You might be better to create a conventional table in your document, caption it (using the References ribbon), then create a Table of Figures using Tables as the type. Jason

Thanks for your question Yuan. This is what you do: 1. In the document, select the full range of text across each page in the range that you want to appear in the index (e.g all the text on pages 1-4). 2. On the Insert ribbon, click the Bookmark icon, type a valid name for the bookmark and click Add. 3. [Anywhere in the document] Press Alt Shift X to display the Mark Index Entry dialog. 4. Type a name for the index item. 5. Select the Page Range option and select your bookmark from the dropdown list. 6. Click Mark. You should see something like { XE "Index item" "Bookmark_Name" }. 7. Generate or refresh your index. The index should show something like Index item ............. 1-4 Let me know how you go. Cheers, Jason

@@JasonMorrell How could you do this with a concordance file please Jason ?

As far as I know, there is no way to do this directly with a concordance file. There is no perfect solution (yet - are you listening Microsoft?). You can do the bulk of your indexing with a concordance but for special cases like page ranges and cross-referencing, you need to do a second phase of manual intervention. Sorry to disappoint!

Yes, you can add the \b switch after an XE entry to make it appear bold in the index. Note the back slash (not forward slash). No I don't have the video you requested. The Word to PDF conversion (via File -> Export or File -> Save As) is pretty reliable. There are other third party paid solutions you can try - just Google it. All the best.

@@JasonMorrell Oh I have! It does not reliably convert the index pages to hyperlinks! I must be doing something wrong but it is driving me crazy! I plan to simply hand-create links in Adobe (of the bolded text only - as time is of the essence at this moment!). Thank you!

Hi CH. Welcome. Answers as follows: 1. Unfortunately not. It would be nice though, wouldn't it? 2. Yes, an index can be placed anywhere in a document. It's conventional to place a Table of Contents at the beginning and an index at the end, but you're free to do whatever you want. It's less messy to delete then recreate an index rather than move it (because of the continuous section break and columns setup up etc.). If you really want to 'move' it, right-click on the index and choose 'Toggle field code' to display the {XE ... } field. Then move that. 3. Not using the standard feature set. An index will scan the current document to build the index. It's probably do-able using VBA if you really needed to do it. I hope that helps. Jason

@@JasonMorrell - Thank you for your prompt reply ... very helpful ... you've given me a lot to think about.

Yes. The \b switch only indexes phrases within a bookmarked range. Select all the text in chapter 1 then choose Insert > Bookmark (in the Links group) and type Chapter1 as the bookmark name. Press Enter. Note: you cannot use spaces in a bookmark name, though underscores are allowed. Then after you have created your first index, right-click the index and choose Toggle Field Codes. Immediately after the INDEX inside the braces type \b Chapter1. Then right-click the index again and Update. Repeat for chapter 2 etc.

Other than modifying the Index1-9 and Index Heading styles, Word gives you nothing more to play with. Sorry.

@@JasonMorrell I'm glad you replied. In the meantime i found the solution. In "Indents and spacing" settings you can set the "Before" count to "0". This will make the alphabetical headers to align in index on 1st page of the document.

Hi Vitor. The other 2 videos are listed in the video description. Here they are again for your convenience: Part 1 of 3: How to build an index page in Word using 'mark and index' ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-64L-mOumBuY.html Part 2 of 3: How to build an index page in Word using a concordance file ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-jnYWmfxDOag.html

@@JasonMorrell thank you so very much. Kind regards from Portugal.

Not that I'm aware of Terri. I’m sorry that's not the answer you were hoping for!

@@JasonMorrell Okay, I will stop looking for how to do that. I think I will copy/paste the index into a different document and then add these extra headers. Thanks!

That will work, although it won’t be dynamic. Best to do it once at the very end to avoid index-groundhog-day! All the best. Jason

Eileen, for Tables of Contents and Tables of Figures there is a 'Show Page'Numbers' checkbox in the dialog. For an Index or Table of Authorities you don't have that option. Just curious - why would you want an index or table of appendices without pages numbers?

Nick, here is the process flow: *Create plain vanilla copy* 1. Save a backup. 2. Press *Ctrl A* to select the entire document. 3. Click the *Clear All Formatting* icon in the *Font* group (*Home* ribbon) to convert everything to regular text (Normal style). 4. Indent and space manually. *Prepare the index* 1. Prepare the index in the same document (it's not clear whether you wish to create the index on the formatted or unformatted document but select the appropriate one and create the index). 2. Copy and paste the produced index to a new document. If you do a direct paste, the index will look identical to the source document but as soon as you update the field, it will be empty.. If you choose to *Paste Special --> Unformatted Text* then neither field nor styles will exist in the new document, just plain text. Let me know how you go.

@@JasonMorrell Thanks for the instant reply! I really appreciate having someone who means it when they say "get in touch". The work flow you outline is more or less how I guessed I might do it. Good to have confirmation - and I had not thought about the Paste Special -> Unformatted Text trick. That will definitely help.

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