How can I include foot/endnotes in index?

[mevett]

I am trying to use the Word X for Mac indexing protocol to generate the
index for a scholarly book. I want to include references to the
extensive endnotes in the index.

I have marked all the index fields and subfields in both text and
notes, working chapter by chapter, and then compiled all the chapters
into a single file for the whole book, using only the insert file
command. (My earlier efforts to use the Master Document approach drove
me nuts, and I abandoned it.)

With the View Endnotes switch turned off, I can compile a satisfactory
index for the text alone. If I turn the switch on, select the notes,
and cut and paste them to a separate file, I can compile a separate
index for the notes.

But if I turn the View Endnotes switch on, insert the cursor either at
the end of the text or at the end of the book, and then click on Insert
Index, the OK button, which starts the compiling process, is grayed
out, so I am unable to run an index that includes the notes.

As so often, Word Help is helpless, and I can find nothing on this
problem in the Word support archive. Anybody out there got an idea?
M. Evett

 

[Bill Weylock]

You may get far better advice, and there may be a fix.

Full disclosure: I¹ve never tried what you¹re trying to do.

I have read a fair number of threads on the subject, though; and my take is
that Word X is not good enough for prime time at endnotes.

I believe if you go into VersionTracker.com and search for endnotes, you¹ll
find a reasonably priced utility that will do the job.

As I say, I could very well be wrong.

Hope this helps and doesn¹t hurt anything.


Best,


- Bill

I am trying to use the Word X for Mac indexing protocol to generate the
index for a scholarly book. I want to include references to the
extensive endnotes in the index.

I have marked all the index fields and subfields in both text and
notes, working chapter by chapter, and then compiled all the chapters
into a single file for the whole book, using only the insert file
command. (My earlier efforts to use the Master Document approach drove
me nuts, and I abandoned it.)

With the View Endnotes switch turned off, I can compile a satisfactory
index for the text alone. If I turn the switch on, select the notes,
and cut and paste them to a separate file, I can compile a separate
index for the notes.

But if I turn the View Endnotes switch on, insert the cursor either at
the end of the text or at the end of the book, and then click on Insert
Index, the OK button, which starts the compiling process, is grayed
out, so I am unable to run an index that includes the notes.

As so often, Word Help is helpless, and I can find nothing on this
problem in the Word support archive. Anybody out there got an idea?
M. Evett

Panther 10.3.6
Office 2004
Windows XP Pro SP2
Office 2003

 

[John McGhie]

Jeez... I had to look that one up It's so long ago since I hit that
one I had forgotten the answer

A design limitation of Word is that the Endnotes must be the last item in
the document. You cannot add anything after them.

What you must do is:

1) Click in the document before where you want the Index
2) Insert>Section Break>Next page
3) Insert>Footnote>Options>Place Endnotes at End of Section

The Index button will now be enabled so you can add the Index after after
the Endnotes. If you want the columns of your Index to balance, you will
need to add a further section break of type Continuous after the Index.

If you have more than one section break in the document, you need to use an
RD (Referenced Document) field to generate the Index in a separate document
which you then print following the End Notes.

You are correct: this one should be in the Help

Cheers

I am trying to use the Word X for Mac indexing protocol to generate the
index for a scholarly book. I want to include references to the
extensive endnotes in the index.

I have marked all the index fields and subfields in both text and
notes, working chapter by chapter, and then compiled all the chapters
into a single file for the whole book, using only the insert file
command. (My earlier efforts to use the Master Document approach drove
me nuts, and I abandoned it.)

With the View Endnotes switch turned off, I can compile a satisfactory
index for the text alone. If I turn the switch on, select the notes,
and cut and paste them to a separate file, I can compile a separate
index for the notes.

But if I turn the View Endnotes switch on, insert the cursor either at
the end of the text or at the end of the book, and then click on Insert
Index, the OK button, which starts the compiling process, is grayed
out, so I am unable to run an index that includes the notes.

As so often, Word Help is helpless, and I can find nothing on this
problem in the Word support archive. Anybody out there got an idea?
M. Evett

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410

 

[mevett]

Thanks, John--seems to work, although I'll know better after I've used
the draft index to clean up errors in field marking and repaginated so
that the file corresponds to the proofs. That won't be for a couple of
days. If it's OK, I'll contact you further personally as well as by
means of this thread should additional problems surface.

M. Evett

 

[John McGhie]

Gidday:

I should warn you that if you contact me personally, I am inclined to send a
bill Long document and professional document consultancy in Microsoft
Word is what I do for a living -- if you want 'premium service', I am likely
to charge you $70.00 an hour for it. I only do Freebies in here... This
policy is subject to revision if you ever figure out how to get Free Samples
out of your Bank (and tell ME...!!).

That technique will hold good in professional service. Try to avoid doing
the Index as a separate document, although sometimes you have no choice.

Do remember to disable the display of all the non-printing characters and
hidden text then go into Print Preview view and finally update your index in
that view, otherwise your page numbers will be inaccurate when you print.

Cheers

Thanks, John--seems to work, although I'll know better after I've used
the draft index to clean up errors in field marking and repaginated so
that the file corresponds to the proofs. That won't be for a couple of
days. If it's OK, I'll contact you further personally as well as by
means of this thread should additional problems surface.

M. Evett

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410

 

[Daiya Mitchell]

Hmm, tricky.

Sounds like you are in Normal view? Try compiling the endnotes in Page
Layout view, and see if Word lets you hit OK. There's some logic there--to
compile an index, Word needs to know the pagination. Except why doesn't it
just switch automatically? Although, it's also true that you need to
un-view all hidden text and paragraph marks* before generating the index, to
avoid messing up the pagination, so perhaps View Page Layout is just an
extension of that issue.

It's also possible that Word can't handle you inserting the cursor at the
end when it has to save that space for endnotes. In fact, if you have
endnotes set to "end of document", Word won't let you put anything *after*
them, and the attempt to get the index at the very end may be the problem.
So see if you can get a complete index elsewhere in the doc. To work around
that, if that's the issue, you set endnotes to "end of section", then in the
Format | Document dialog, check the "suppress endnotes" box for every
section except the section you want the endnotes after.

Let us know if either of those makes a difference.

By the way: Master Documents tend to corrupt anyhow, and are advised
against--if you check the "link to file" box in the Insert File dialog, it
inserts the file as an IncludeText field, letting you edit the individual
files and have Word update the master file. That's the best alternative to
Master Documents, so far as I know.

What's the "Word support archive," by the way?

*definitely hidden text, not so sure about non-printing characters.

 

[Daiya Mitchell]

I have read a fair number of threads on the subject, though; and my take is

that Word X is not good enough for prime time at endnotes. How so?

I believe if you go into VersionTracker.com and search for endnotes, you¹ll
find a reasonably priced utility that will do the job.

Bill, just out of curiosity, what are you talking about? I did actually
check on Versiontracker, but found nothing, and I'm having a hard time
getting my mind around the mechanics of farming out indexes and endnotes to
a third program without reformatting the doc in that program entirely. But
this is a new question to me, too, and I'm probably just overlooking
something. My endnote needs & experience are relatively limited, but Word
has generally done what was required.

Daiya

 

[Daiya Mitchell]

Whoops, I'm way late here. Messages keep appearing out of nowhere, though I
swear I was done downloading.

 

[Bill Weylock]

Daiya -


It actually popped up in another thread on the subject, or maybe an offshoot
of this one. It¹s called Endnotes.

Simple enough, but I couldn¹t remember it at the time I was typing the
reply.



Best,


- Bill

Bill, just out of curiosity, what are you talking about? I did actually
check on Versiontracker, but found nothing, and I'm having a hard time
getting my mind around the mechanics of farming out indexes and endnotes to
a third program without reformatting the doc in that program entirely. But
this is a new question to me, too, and I'm probably just overlooking
something. My endnote needs & experience are relatively limited, but Word
has generally done what was required.

Daiya

Panther 10.3.6
Office 2004
Windows XP Pro SP2
Office 2003

 

[Daiya Mitchell]

It actually popped up in another thread on the subject, or maybe an offshoot
of this one. It¹s called Endnotes.

EndNote, actually, assuming I've got the right thing. Ah right, but that's
something totally different, just by the way. EndNote (bibliographic
management software) controls formatting of the text in the notes, but still
leaves creation, location, and numbering of the notes themselves up to Word.

Daiya