WHEN it comes to navigating a document—particularly longer documents—your readers need a clear roadmap that points out how to find the information they are most interested in reading. A good table of contents provides this kind of roadmap, helping the reader see how the document is organized, listing clear headings that reflect the content covered, and perhaps offering main and secondary sections in a way that assists the reader to easily find what he is looking for.
A good index, especially in a long, complex document, gives readers a more detailed way to find the specific item they want to see. Your index should offer a wide range of words and phrases readers might use to look up specific content topics, and it must present the reader with page numbers showing exactly where those topics are found. When they are prepared well, a table of contents and an index provide readers with a sense that they can easily find what they need in your document—both from the big picture and the detailed view—which ensures that your document will be read and used in the way you hope it will.
Note
Often readers will review a table of contents (or the index) of a document or book before deciding whether to read it. They are wondering (1) Is this worth my time? (2) Will I find what I need in here? and (3) Is this document relevant to me? If you want people to read what you’ve prepared, create a good table of contents to show them how your document fits what they’re looking for. The clearer your table of contents, the better your readers will like it.
This chapter introduces you to creating tables of contents, other reference tables, and indexes in Word 2010. You’ll learn how to create, edit, customize, and update your table of contents. You’ll also find out how to add entries for the special reference tables that make it easy to locate figures, citations, and more in your long documents. Finally, you’ll learn the ins and outs of creating indexes that spotlight the key topics in your document.
Headings are the real secret to creating a helpful table of contents (TOC). If you’ve written clear, understandable headings, your readers will know where to turn for the information they want.
The next consideration is the way in which you format these headings—if you don’t use styles Word 2010 recognizes, it won’t collect the headings the way you want. To create the TOC you want, keep these guidelines in mind.
Use Word’s built-in heading styles—or create your own custom styles based on them. When you’re working in Outline view or working with master documents, use Word’s built-in heading styles—Heading 1, Heading 2, and Heading 3. Additionally, you are probably familiar with the various outline levels—1 through 9—that you can assign in Outline view. When you use Word to create a table of contents, it uses the built-in heading styles by default. You can teach Word how to use the outline levels or your own custom styles, but it takes a few more steps.
Make your headings clear and concise. The best headings are short (between four and ten words) and communicate the subject clearly. The headings for your document will vary, of course, depending on content, but if your objective is to help readers find what they want quickly, you’ll be closer to meeting your goal if you keep your headings short, sweet, and smart.
Avoid confusing headings. If the tone of your document is conversationally hip, you might be tempted to throw in little humorous sayings or quips as headings throughout your text. As a wise editor once asked, “Would readers understand what this heading means if they opened the book at this page?” If helping readers understand your message is your main goal, avoid phrases that might confuse them.
Note
You can include literally any text in your document as part of the TOC by selecting entries manually. For more information on manual table of contents entries, see the section titled Adding TOC Entries Manually.
Once you’ve checked your headings to make sure they’re clear and concise and that you’ve assigned a heading style Word will recognize, you can generate the table of contents. You can use two different procedures to do this. The easiest way is to choose a TOC style from the gallery and let Word do the rest. Or, if you prefer, you can use the Table Of Contents dialog box to customize the look of the table in a way that fits your needs. This section takes you through both of these techniques.
Word 2010 includes ready-made TOC styles that you can use to create a stylized, professional looking table of contents. The easiest way to create one is to just click the look you like in the Table Of Contents gallery. Begin by clicking in the document at the point at which you want to add the TOC. Then, on the References tab, click the Table Of Contents arrow to display the styles gallery (see Figure 23-1).
Figure 23-1. The Table Of Contents gallery displays a number of styles you can use to create your TOC.
Click the table style you want to create. Word compiles the TOC and places it at the cursor position, using the headings in your document and indenting the heads based on the headline style they reflect (see Figure 23-2).
Figure 23-2. Word applies the selected TOC style to the heading styles in your document and compiles the table of contents.
Depending on the style you selected in the Table Of Contents gallery, Word might automatically add the title “Contents” or “Table of Contents.” It might also add right-aligned page numbers and dot leaders (the dots spanning the space from the end of the heading text to the page numbers). First-level headings are aligned with the left margin, while second-level headings are indented one tab position to show their subordination.
When you click the table of contents, the table highlights and contextual tools appear above the selected table. You learn more about these tools in the section titled Editing and Updating a TOC.
If you want to create a table of contents that meets certain specifications, you can use the Table Of Contents dialog box to enter the values you want to set. To start the process, on the References tab, click the Table Of Contents tool in the Table Of Contents group. Next, click Insert Table Of Contents at the bottom of the Table Of Contents gallery. The Table Of Contents dialog box appears (see Figure 23-3). At the left side of the dialog box, you can see how the default settings will be applied to your table of contents. As you can see, in the Print Preview region, each level of heading is indented one tab position, tab leaders are used, and numbers are aligned along the right margin. In the Web Preview region on the right, no leaders are used, no page numbers are used, and each heading is actually a hyperlink. When users click a link in the TOC, they will be taken to the corresponding section in the Web document.
Figure 23-3. You can customize the settings for the table of contents by using the Table Of Contents dialog box.
Using the various settings in the Table Of Contents dialog box, you can customize your table of contents in the following ways:
Position the page numbers immediately following the headings by clearing the Right Align Page Numbers check box.
Remove the page numbers altogether by clearing the Show Page Numbers check box.
Change the tab leader by clicking the Tab Leader arrow and choosing a different line setting.
Choose a different format set for the heading styles by clicking the Formats arrow then choosing a different set (see Figure 23-4). For more information on working with formats, see the section titled Choosing a TOC Format.
Change the number of levels that are displayed in your table of contents by clicking the up arrow or the down arrow in the Show Levels field to increase or decrease the value, respectively.
If you’re preparing a Web document and want a traditional TOC to appear instead of links, you can clear the Use Hyperlinks Instead Of Page Numbers check box. This causes page numbers and tab leaders to be displayed in the Web document.
Note
The Options and Modify buttons in the Table Of Contents dialog box display options with which you can choose the headings and styles that are used in your table of contents. For more about customizing the styles of your TOC, see the section titled Changing TOC Styles.
After you select the settings you want to use for your TOC, click OK to save your selections and return to the document. The table of contents is inserted at the cursor position.
You aren’t limited to using only headings in your table of contents. You can select any word or phrase in your document for inclusion in the TOC by selecting the text you want to use in the table of contents and pressing the shortcut key combination Alt+Shift+O. The Mark Table Of Contents Entry dialog box appears, as shown in Figure 23-5, and the entry you highlighted appears in the Entry box.
You can click Mark to add the entry or, if you have more than one table of contents in the current document, click the Table Identifier arrow and choose to which TOC you want to assign this entry. (This step is unnecessary if you’re creating only one TOC at a time.)
Another change you can make if you choose, involves the level at which the table of contents entry is displayed. In the Level box, enter the level at which you want the entry to be listed. The first-level entry is the default. This controls the amount of space by which the entry is indented.
The Mark Table Of Contents Entry dialog box remains open on your screen so that you can continue to add table of contents entries as needed. To choose the next entry, simply double-click it in your document. When you click back in the Mark Table Of Contents Entry dialog box, the entry in the first field changes to reflect your choice. Set the options you want and click Mark. When you’re finished adding entries, click Close.
When you’re ready to generate the table of contents using the entries you’ve added manually, begin by clicking to position the cursor at the point where you want to add the TOC. On the References tab, click Table Of Contents, and then click Insert Table Of Contents from the gallery that appears. In the Table Of Contents dialog box, click the Options button in the lower-right corner. Now select the Table Entry Fields check box. This adds the TOC entries to the table of contents.
Note
To find out more about the Table Of Contents Options dialog box, see the section titled Customizing a TOC.
Click OK twice to close the dialog boxes. Word adds the new TOC at the insertion point.
When it comes to formatting your tables of content, simplicity is the rule. You want your readers to be able to find the content they need easily, so keeping the design of the TOC as clear as possible is a good idea. The simple table of contents format gives you a standard TOC with right-aligned page numbers, dot leaders, and left-aligned headings. You can choose from a number of specially-designed TOC formats so that your table of contents fits the style of your publication.
The easiest way to apply a table of contents format, of course, is to click the one you like in the Table Of Contents gallery. If you want to see what other formats are available or choose something different, you can use the Format list in the Table Of Contents dialog box. The formats shown there—From Template, Classic, Distinctive, Fancy, Modern, Formal, and Simple—offer different combinations of text styles for your TOC. If you are working with a template, the From Template option might be selected for you by default. Make your choice and click OK; you’ll be able to see the results in the Print Preview and Web Preview windows at the top of the dialog box. When you find the format you want to use, click OK. The table of contents is created and formats are assigned as you selected.
Note
If you want to change the format of a table of contents you’ve already created, select the table before you display the Table Of Contents dialog box. Next, click the Formats arrow, click the style you want, and then click OK. Word displays a message box asking whether you want to replace the selected TOC. Click OK to update the selected TOC with the new format.
As you work with your document, you are likely to make changes to it, moving sections around and adding and editing headings and text. When you make a heading change, your TOC consequently becomes obsolete and no longer reflects your most recent changes. To correct this, you can update the table of contents in two different ways:
Press F9.
Click Update Table in the contextual tab that appears at the top of the TOC when it is selected (see Figure 23-6).
Word searches the document and updates the TOC to reflect any changes you’ve made to headings.
Note
You can use the contextual TOC commands to choose a different style for your TOC as well. To do so, select the table of contents and click the Table Of Contents arrow (just to the left of the Update Table command). The Table Of Contents gallery appears, from which you can choose a different TOC style.
Caution
To remove a TOC, use the Remove Table Of Contents, found at the bottom of the Table Of Contents gallery instead of deleting the TOC field. When you manually delete a TOC, hidden bookmarks are left in the document that could later cause incorrect references in the TOC, or if too many bookmarks have been added it can result in document corruption.
When you generate a table of contents for your document, a Web Preview appears next to the TOC Print Preview in the Table Of Contents tab in the Table Of Contents dialog box. Try out a Web TOC in your document by placing the insertion point where you want to add the TOC and clicking Insert Table Of Contents in the Table Of Contents gallery. In the Table Of Contents dialog box, ensure that the Use Hyperlinks Instead Of Page Numbers check box is selected and then click OK. The TOC is added at the insertion point. To see the TOC in Web format, choose View then select Web Layout. The TOC appears as a table of active hyperlinks, as shown in Figure 23-7, each of which takes you to the corresponding document section.
You can make additional changes to your table of contents by customizing both the elements you include in the TOC and the styles you use to include them. Figure 23-8 shows the Table Of Contents Options dialog box and the features available to you. To display these options, choose Insert Table Of Contents from the Table Of Contents gallery then click Options.
Part of making sure the right entries show up in your table of contents in the right way involves ensuring that they are mapped to the right TOC levels. The Table Of Contents Options dialog box is where you make that happen. For example, Headings 1, 2, and 3 are assigned to TOC levels 1, 2, and 3. This indicates that Heading 1 is shown as level 1, meaning it will be aligned with the left margin of your document. Level 2 appears indented one tab position, and level 3 is indented two tabs from the left margin. You can set additional levels as well if your document requires that level of detail in the TOC.
To add styles to the TOC, scroll down through the list to find other styles in your document—either styles you’ve created or existing styles—and then enter a TOC level in the text boxes on the right. The styles you select are included in the TOC when it’s generated, appearing according to the level you specify. Click OK to save your changes, and then click Yes when prompted about whether you want to replace the existing table of contents with the updated table.
When you are working with styles in the Table Of Contents Options dialog box, the styles that are available are taken from the template being used to format your document. If you’ve selected From Template in the Formats list in the Table Of Contents dialog box, the Modify button is enabled. When you click Modify, the Style dialog box appears, and you’re given the choice of adding, deleting, or changing the styles used in the table of contents. When you click Modify in the Style dialog box, the Modify Style dialog box appears, in which you can make font and formatting changes to the selected style (see Figure 23-9).
Select the item you want to change in the Styles list. The specifications used to create the look appear in the description box at the bottom of the dialog box. Preview shows you how that particular item is formatted. Click Modify to make changes to the style.
In the Modify Style dialog box, you can make all kinds of modifications to the style of the table of contents. You’ve seen this dialog box before—it’s the same one you use to change styles throughout the rest of your document. Make any necessary changes and click OK to save the new settings. Click OK in the Style dialog box to save the changes to the style. Finally, click OK once more to return to your document then update the TOC by pressing F9.
Note
For a refresher on creating new style effects in the Modify Style dialog box, see Chapter 12.
An index is one of those things that you might not notice until you discover that it’s missing. Suppose that you are researching current statistics on Web advertising. Your own startup business will rely on advertising for a revenue stream, and this is an important item to include in a business plan that you hope will attract investors. You have a number of reports that the chief executive officer (CEO) passed along to you about the state of the Web, but none of them includes an index to direct you to the advertising statistics you need. Now you’ll need to spend the afternoon skimming the reports to find the data.
A properly prepared index would save a lot of aggravation. An index entry might include the following items to help you get right to the information you’re looking for:
A primary topic (for example, Advertising)
A subtopic (such as Web)
Page numbers (inserted automatically by the indexing tool)
Cross-references (for example, See also Banner advertising)
Each of these elements help readers find the topics they want to learn more about. Primary topics and subtopics are both alphabetized; subtopics are indented within primary topics, and cross-references appear in place of page numbers, along the right edge of the index column.
Think of the various indexes you’ve used in the past. No doubt some were better than others. Some left out the main topics you were looking for or seemed disorganized. And some documents might not have had an index at all, which can be really frustrating when you’re looking for something specific.
There’s a recipe for creating a good index, so if you’ve never created one before, take heart. Here are some things 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 alternative 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 others how they would look it up so that you know what kinds of phrasing would be helpful. Talk to others on your team or in your department to make sure you’ve used words and phrases that will be easily understood.
Cross-references. Cross-references in an index refer readers to other topics that provide more information.
Logical structure. One mistake new indexers often make is to include every important-sounding word they think would be helpful. You’ll help your readers find what they are looking for if you think through your index carefully. Which topics are most important? How many different ways might a reader refer to them? What are the words that will be used most often in a search?
Multiple entries. Listing a topic in more than one way helps readers find what they’re looking for. For example, someone wanting to know how to choose a background color for a heading might look under document, headings, color, or background to find that particular topic.
Creating indexes in Word is an interactive process that is partly hands-on and partly automatic. You create a Word index in three basic stages:
Mark the index entries in your document.
Position the cursor at the point in the document where you want to place the index (typically this is the end of the document).
Use the Insert Index command to compile the index from the entries you entered.
Tip
If there are terms you’re sure to include in your index, you can add them to a concordance file. Word will use the file to quickly mark the index entries you want. For more about creating a concordance file, see the section titled AutoMarking Entries with a Concordance File.
The first step in creating your index is to indicate which words and phrases you want to include in the index. Word makes it easy for you to enter index entries as you go. And once you display the Mark Index Entry dialog box, you can mark additional entries, add sub-entries, and add cross-references and page ranges.
Similar to the process of marking table of contents entries manually, marking an index entry involves selecting a word or phrase you want to use in the index and instructing Word to mark it as an index entry. You can create an index entry in two different ways:
If you want to begin with text that is already in the document, select and use existing text.
If you want to add an entry that is not based on an existing word or phrase in your document, click to place the insertion point in the paragraph where you want to add the index entry.
To add index entries using an existing word or phrase, select the text you want to include in the index, then on the Reference tab, click Mark Entry in the Index group. The Mark Index Entry dialog box appears, as shown in Figure 23-10.
The selected text appears in the Main Entry box. If necessary, you can edit the text that appears.
If you are not using existing text for your marker, place the insertion point at the location where you want the marker (rather than selecting text), then on the Reference tab, click Mark Entry in the Index group and type the entry you want in the Main Entry box.
Click the Mark button to mark the entry. If you want to add other entries, leave the dialog box open, select the text on the page, and click Mark again. Use this process to include as many additional entries as you need. When you are finished adding entries, click Close to save your changes and return to the document.
Subentries give your readers additional ways to find the topics you include in your index. You might have both primary topics and subentries that interrelate. For example, eco-vacations might be a primary topic at one point in your index, but it might also be a subentry (tourism, eco-vacations) in another.
Often subentries are like secondary topics that readers can use to narrow their search on a specific topic. For example, if your report is about a new HR training program that your company offers, one main index entry and the related subentries might look like this:
Human resources 21–32
Creating a personnel file, 21
Updating personnel data, 24
Personnel evaluations, 26
Training program for, 30
A subentry provides readers with additional references they can look up. Instead of simply reading through the whole Human resources section in order to find what they want, they can go right to Personnel evaluations on page 26. Subentries also add depth and functionality to your index as a whole, which further assists readers in finding what they’re looking for.
Here’s a quick way to enter subentries if you want to avoid repeated clicks in the dialog box: simply type the main entry and the subentry in the Mark Index Entry dialog box, separating the entries with a colon. You can use this technique to create up to seven levels of subentries—although an index that complex would probably confuse most readers! For best results, stick to one or perhaps two subentry levels, depending on the complexity of your document.
When you’re putting together a quick index and want to reference all occurrences of a particular word or phrase, you can do that easily using the Mark Index Entry dialog box. Start by selecting the text you want to index and then display the Mark Index Entry dialog box using either method previously provided. Change the Main Entry text to show the entry you want. Enter a subentry, if you want to include one. When your entry text is as you want it, click Mark All; Word searches for the word or phrase throughout the document and applies an index entry to every occurrence.
Note
One of the limitations of Mark All is that the program marks every occurrence as it appears. This means that not only will you have the same index entry for each item (which doesn’t give you the flexibility of creating multiple references to the same topic), but also that Word will find only the words or phrases that exactly match the text you’ve entered. For example, if you enter composer, composers will be found, but not composing or composition. So if you feel it’s important to reference multiple forms of a particular word, be sure to create index entries for each one so they are all included in the finished index.
As you add index entries, you can specify formatting for the characters and page numbers, thus cutting down on time spent editing and formatting your index after you create it. Formatting can help you highlight certain words, phrases, or page numbers, so they catch the reader’s eye.
Format an index entry by selecting the text you want to include. Display the Mark Index Entry dialog box and edit the text in the Main Entry box as needed. In the Main Entry box, select the text you want to format; press Ctrl+B to apply bold, Ctrl+I for italic, or Ctrl+U for underline styles. You can also right-click the entry, choose Font, and select additional formatting settings for the entry. Finish the entry, making any other changes you want to make, and then click Mark to add the entry.
By selecting or clearing the check boxes in the Page Number Format section of the Mark Index Entry dialog box, you can also control the format of the page numbers Word adds to the index. You might want to use bold or italic to highlight certain entries. For example, a bold page number might indicate the most in-depth coverage of an item, and an italic page number might include biographical information or reference another work.
Although the main purpose of an index is to provide readers with the page numbers they need to find the topics they’re interested in, not all of your entries will provide page number references. Some might instead point readers to other topics in your index. A cross-reference acts as a pointer to an entry (or group of entries) containing related information. It helps you to direct readers who might be looking for a specific topic under a different name to the information they want in your document.
To create a cross-reference in your index, select the text for the index entry or position the insertion point in the document and display the Mark Index Entry dialog box. Enter the Main Entry text, if needed, and click the Cross-Reference option.
After the word See, type the index entry to which you want to refer readers. For example, you might create cross-references that look like this:
Training sessions. See Retreat sessions.
By default, Word assigns the index entry the number of the current page. If you select and create an entry on page 3, for example, Word shows that page number with the index entry. But if you want to direct your readers to the full range of pages on which a specific topic is covered, you can do so by using bookmarks you’ve already created.
Begin by displaying the Mark Index Entry dialog box. Enter the text you want in the Main Entry and Subentry boxes, if needed, and then click the Page Range option. Click the Bookmark arrow to display the list of bookmarks in the current document then click the bookmark you want to use. Finally, click Mark to add the entry.
Note
If you haven’t created bookmarks to mark places in your document and want to find out how to do it, see Chapter 8.
When you create the index later, Word will insert an en dash (a long dash) between the page numbers in the range. A page range entry looks like this:
Human resources, 21–29
Once you’ve marked all the entries you want to include in your index, you’re ready for Word to compile the index and place it in your document. When Word compiles the index, it gathers all the entries you’ve marked, assigns page numbers as you’ve specified, and alphabetizes the entries. Finally, after you click OK, Word places the index at the insertion point.
Page through the document to review important headings, sections, and captions that you want to include in your index. Start the process of creating the index by placing the insertion point where you want to create the index and then, on the References tab, click Insert Index in the Index group. The Index dialog box appears, with the Index tab selected, as shown in Figure 23-11. In this dialog box, you can choose the format for text entries, page numbers, tabs, and leader characters.
Note
Notice the Mark Entry button on the Index tab of the Index dialog box. If you begin making your formatting choices for the index and suddenly remember a topic you want to include in the index, you can click Mark Entry to open the Mark Index Entry dialog box. However, be aware that doing so closes the Index dialog box.
One of the most important choices you’ll make in the Index dialog box involves the format for the compiled index. How do you want the index to look? When you click the Formats arrow, Word presents the following choices:
From Template. The default; leaves out alphabetical headings that separate sections in the index.
Classic. Centers the alphabetic headings over the index column.
Fancy. Encloses the heading in a shadowed box.
Modern. Italicizes the heading and places a rule above it.
Bulleted. Formats the heading as a block letter and centers it over the index column.
Formal. Right-aligns page numbers, adds dot leaders, italicizes the heading, and indents the heading from the left margin.
Simple. Removes all alphabetic headings and special formats.
Each of these options produces a different index format, which is displayed in the Print Preview region of the dialog box. To make your choice, click the Formats arrow and then click the selection you want.
If you later decide to change the default alignment of the numbering or choose a different leader character, those changes will override the settings belonging to the different formats.
Tip
Experiment with and preview the different formats for your index before selecting the one you want by clicking the choices in the Formats list on the Index tab in the Index dialog box. When you choose a format style, the Print Preview region of the dialog box shows your selection so that you can see the formatting effect of each style.
After you create your index, you might want to make changes to the alignment and tab leaders that the format applied. You can change these settings so that page numbers are aligned along the right edge of the index column, and tab leaders are added to help guide the reader to the related page number.
To change the alignment of page numbers in your index, on the References tab, click Insert Index (on the Index tab) to display the Index dialog box. Click the Indented option if necessary and then select the Right Align Page Numbers check box. Click the Tab Leader arrow then select the type of leader you want. Finally, click OK to create the index; the page numbers are formatted as you selected.
Another choice in the Index dialog box lets you choose whether you want index subentries to be run in with the index main entries or indented below them. Simply click your choice, and Word will format the index accordingly.
When you choose Indented, your index subentries are indented beneath the main entries, like this:
Human resources
Creating a personnel file, 21
When you choose Run-In, the subentries are placed on the same line with the main entries, like this:
Human resources: Creating a personnel file, 21; Updating personnel data, 24
Depending on the length of your document, the size of the index you’re creating, and the number of pages you have available for the index, you might want to format your index in multiple columns. By default, Word compiles your index in two columns, but you might want to change this setting if you have a short index that will occupy only a partial column, or if you want to run text in the column beside the index you create.
You can create up to four columns on each page of the index. To make a change, display the Index dialog box and click the Columns up arrow or down arrow to increase or decrease the number of columns you want.
You can update an index at any time by clicking anywhere within it and pressing F9. This means that after you look at the compiled index, you can go back into the document and add entries you missed. Word updates the index, and the choices you made in the Index dialog box are preserved.
Note
If you’ve made any formatting changes, such as selecting a different format style or changing from Indented to Run-In style, Word asks whether you want to replace the existing index with the new one. If you haven’t made any editing changes in the current index—or you’re willing to re-enter the changes you’ve made—select Yes. Word replaces the existing index with the new, updated one, and you’ll need to re-enter those edits. If you select Cancel, the operation is canceled, and your changes are not made.
A concordance file is a simple table you create to track and enter index entries easily. The table you create is a two-column table. In the first column, you enter the text you want Word to mark as the entry. And in the second column, you enter the text for the entry as you want it to appear in the index. Here are the steps to create a concordance file:
In a new document, on the Insert tab, click Table in the Tables group.
Create a two-column table.
In the first column, enter the words or phrases you want Word to mark for the entry.
Note
The entries in the first column are case sensitive. To create case insensitive entries, use all lowercase characters. Note that AutoCorrect might capitalize the first letter of each word automatically. If this behavior occurs, display the AutoCorrect Options (hover your mouse over the automatic change) and then click Stop Auto-Capitalizing First Letter Of Table Cells.
In the second column, type the index entry for the text in the first column. Be sure to type each entry in a separate cell.
Save and close the concordance file.
Open the file you want to index.
On the References tab, click Insert Index to display the Index dialog box.
Click the AutoMark button to display the Open Index AutoMark File dialog box (see Figure 23-12).
Navigate to and select the concordance file, and then click Open. Word automatically searches your document and locates each entry with the words you specified in the concordance file. (Word marks only the first occurrence of an entry in any one paragraph.)
When you begin creating long or complex projects, it becomes more important than ever to help your readers find just the information they’re looking for in your document. The table of contents and the index you produce provide two key ways readers can locate both the big-picture items and the more detailed subtopics in your text. This chapter showed you how to create each of these elements, and we’ll continue this long-document theme in the next chapter as you learn about additional features that are helpful to include in your substantial projects.