Programs: Microsoft Word ®: Lesson 4

Lesson 4: Now it is time to learn about indices, they give your document a polished and sophisticated look. Let's get started!.

Lesson 4: Indices
Objective # 1 Creating an Index Entry

Creating an Index Entry1.!

When working on a long document sometimes it is imperative to include and index to help the reader along the way by listing selected terms with the pages they appear on. You may also include any what a particular term means along with a page number. Before you can create an index however, you need to create an Index entry. To create an index entry:

1. Scroll back to the very beginning of your document or click Ctrl+Home on your keyboard which will bring you to the very beginning of the document.

2. Next, click on the Insert menu and choose Index and Tables, once Index and Tables dialog box appears, click on the Mark Entry button.

3. Mark Index Entry dialog box will appear.


Objective # 2 Marking Index Entries

1. Move the cursor onto the document and you may start marking your entries by selecting the text. (Move the cursor over it until it is highlighted). 

2.Once you select the text, move the cursor back to the Mark Index Entry dialog box, the text you have selected will now appear in the Main entry text box, click Mark. Continue doing so until you reach the end of the document.

3. You may also cross reference each entry when you first select it by clicking the Cross-reference option and add a subentry (subentries are especially useful when a word has multiple meanings).

4. You may select the page number format by checking the Bold or Italic boxes under Page number format  

Once you have marked all of your entries, you are now ready to create the actual Index. You will be able to format what you Index will look like as well as make other changes. You may now close the Mark Index Entry dialog box and move to the next step .
Objective # 3 Creating an Actual Index
Since all of your entries are already marked, you can go ahead and create the actual Index. To make sure that you indeed marked all the entries, you may view them by clicking . Word displays all the marked entries with the following insertion {٠XE٠“YOUR ENTRY” ٠} If you realized you have missed an entry, don’t worry, simply go to Insert, click Index and Tables, click on Mark Entry. Once the dialog box appears, go to the entry you want to mark and mark it. Close the dialog box.
1. Move to the end of the document (you may click Ctrl+End on you keyboard which takes you to the end of the document).

2. Click on the Insert menu and select Index and Tables command.

3. Once the Index and Tables dialog box appears, click the Index tab if it is necessary.

4. You may select the format of your index as well as the number of columns.

5. Click OK.

Objective # 4 Moving an Index
Once you have created your Index, you may want to move it to the next page. To do so:
1. Scroll down to your Index; click to the left of the first letter that is listed in the Index, the entire index will be automatically selected.

2. Click the File menu and select Page Setup command

3. Click the Layout tab, under Section Start select New Page, in the Apply to list box, select This Section. Click OK.

4. If you want to change the orientation of your document, for example to accommodate a table that is very wide, you need to click on the Margins tab on the Page Setup window, then under Orientation, select Landscape. Word has all of the pages automatically set up to Portrait.


Lesson Review

In this lesson you have learned about Indices, let's review a little...

  • Word will create an Index automatically as long as you marked all the entries you want to appear in the index. You may choose from different styles for you Index after you mark all the entries to be included. Below is an example of what your document looks like when you have marked your entries, to view your selections, click on ¶ at the top of the program.   

  • Microsoft Word ® will put all the index entries in an alphabetical order and place the corresponding pages as well.  

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Programs: Microsoft Word ®: Lesson 4