M
mevett
I have just successfully used Word X for Max to produce the index for
an academic book of nearly 300 pages, paginated according to the proofs
and including endnotes. The process is complex, and not covered
adequately in any single reference I know, so I am describing it here
hoping that it will help others in the future.
The book was composed in Word (initially for PC, then transferred to
Mac when I changed machines and systems). Ideally, I would have entered
the index fields while I wrote, but it was not that difficult to do it
all at once toward the end of the process. You do need to study other
indices to determine what you want yours to show.
INDEX FIELDS
The Word Index protocol allows you to mark terms as main headings and
subheadings; you can also specify cross-references and page ranges.
You can open the Index window either by using the Insert menu and
clicking on Field, then Index and Tables, or by using the keyboard
(much easier for me): shift + option+ Apple + x.
In the main index window there are small windows for cross-references,
current page, and page ranges. To add the current item in the text to
the list of index terms, at the cursor point, type it into the top
window. If you want the item to appear as a sub-head under a main term,
type the main term in the first window and the subhead in the second.
If you have selected a term in your text before you open the Index
window it will appear in the top window, and can then be altered to
suit your needs. Then click on Mark.
If you want only to connect to another index term, type the current
term into the main heading window and the other term into the
cross-reference window, and click on Mark.
To mark a range of pages, block-select the range you want, click on
Insert + Bookmark, and give the block a name. (NOTE: I believe each
block must have a different name, so if you want several ranges to
appear in your index for the same term, you will have to create and
indicate several bookmarks.) Open the Index window at the end of the
range, type the main term and (if wanted) a subhead term, click on Page
range, and type the Bookmark name in the window. Click on Mark.
For each entry you can specify whether you want it to appear in the
index in plain Roman, italic, or bold, by clicking the appropriate
buttons in the Index window.
The window will stay open until you close it, so you can index a whole
series of items at once if you wish.
To find and edit the indexed terms, use the Word menu. Click
Preferences, then, in the Nonprinting characters section, click All.
The index field entries will appear inside curly brackets. You can edit
the field entries just like any other text. (I found this especially
useful after I had done a trial run of the index to find errors and
infelicities.)
To run the index, place the cursor where you want the index to appear,
click on Insert + Index and Tables, then on OK. The index will appear
quite quickly following the cursor spot. The index can be copied,
pasted into a new file, and edited as necessary, or erased, corrections
and adjustments made in the individual chapters and/or the composite
file, and run again.
I created my book as individual chapters with identical formatting. To
produce the index for the whole thing, I created a single large file by
stringing the chapters in order using the Insert File command, with
page breaks in between, then ran the index at the end.
WORKING WITH PROOFS
When I sent the book to the publisher as a Word file, the proofs that
came back had been reformatted, in such a way that the page breaks
differed considerably from those in the original text. In order to
bring the the proofs and my Word file into conformity, I adjusted the
font size in my Word file until a typical page included somewhat more
text than a typical page of the proofs, then worked through the whole
text page by page using Insert Page Break to break the file page at the
same point as the proof page in order to repaginate the electronic file
identically to the proofs. The consequent index was correct for the
proofs.
WORKING WITH ENDNOTES
If your book will be published with all the notes at the end, special
problems arise. You can insert and edit Index fields in the notes in
the same way as you do in the main text. But you must follow a special
procedure to run the index. In most cases, you will only need to copy
this and send it as a separate text file to the publisher to be
reformatted and added to the book at the last stage, so that it won't
matter if the index appears in your Word file at a point ahead of the
notes, or if all the notes are sequentially numbered instead of being
numbered by chapter.
What you must do is:
1) Click in the document before where you want the Index [not at the
end of the notes--I put it at the end of the main text]
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
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.
It is not possible to use Insert Page Break to repaginate endnotes. I
used the View menu to show the file in Normal, clicked on View
Footnotes, clicked at the beginning of the notes and then used Apple +
A to select all the notes, then fiddled with the font size until a
typical page of the endnotes as they appeared in the proofs included a
little less text than a typical page of the notes in my Word file.
Then I inserted Returns in the Word file at the point where the page
break occurred in the proofs until the notes flowed over to the next
page. When I ran the endex according to the procedure above the page
numbers were correct.
David Evett
an academic book of nearly 300 pages, paginated according to the proofs
and including endnotes. The process is complex, and not covered
adequately in any single reference I know, so I am describing it here
hoping that it will help others in the future.
The book was composed in Word (initially for PC, then transferred to
Mac when I changed machines and systems). Ideally, I would have entered
the index fields while I wrote, but it was not that difficult to do it
all at once toward the end of the process. You do need to study other
indices to determine what you want yours to show.
INDEX FIELDS
The Word Index protocol allows you to mark terms as main headings and
subheadings; you can also specify cross-references and page ranges.
You can open the Index window either by using the Insert menu and
clicking on Field, then Index and Tables, or by using the keyboard
(much easier for me): shift + option+ Apple + x.
In the main index window there are small windows for cross-references,
current page, and page ranges. To add the current item in the text to
the list of index terms, at the cursor point, type it into the top
window. If you want the item to appear as a sub-head under a main term,
type the main term in the first window and the subhead in the second.
If you have selected a term in your text before you open the Index
window it will appear in the top window, and can then be altered to
suit your needs. Then click on Mark.
If you want only to connect to another index term, type the current
term into the main heading window and the other term into the
cross-reference window, and click on Mark.
To mark a range of pages, block-select the range you want, click on
Insert + Bookmark, and give the block a name. (NOTE: I believe each
block must have a different name, so if you want several ranges to
appear in your index for the same term, you will have to create and
indicate several bookmarks.) Open the Index window at the end of the
range, type the main term and (if wanted) a subhead term, click on Page
range, and type the Bookmark name in the window. Click on Mark.
For each entry you can specify whether you want it to appear in the
index in plain Roman, italic, or bold, by clicking the appropriate
buttons in the Index window.
The window will stay open until you close it, so you can index a whole
series of items at once if you wish.
To find and edit the indexed terms, use the Word menu. Click
Preferences, then, in the Nonprinting characters section, click All.
The index field entries will appear inside curly brackets. You can edit
the field entries just like any other text. (I found this especially
useful after I had done a trial run of the index to find errors and
infelicities.)
To run the index, place the cursor where you want the index to appear,
click on Insert + Index and Tables, then on OK. The index will appear
quite quickly following the cursor spot. The index can be copied,
pasted into a new file, and edited as necessary, or erased, corrections
and adjustments made in the individual chapters and/or the composite
file, and run again.
I created my book as individual chapters with identical formatting. To
produce the index for the whole thing, I created a single large file by
stringing the chapters in order using the Insert File command, with
page breaks in between, then ran the index at the end.
WORKING WITH PROOFS
When I sent the book to the publisher as a Word file, the proofs that
came back had been reformatted, in such a way that the page breaks
differed considerably from those in the original text. In order to
bring the the proofs and my Word file into conformity, I adjusted the
font size in my Word file until a typical page included somewhat more
text than a typical page of the proofs, then worked through the whole
text page by page using Insert Page Break to break the file page at the
same point as the proof page in order to repaginate the electronic file
identically to the proofs. The consequent index was correct for the
proofs.
WORKING WITH ENDNOTES
If your book will be published with all the notes at the end, special
problems arise. You can insert and edit Index fields in the notes in
the same way as you do in the main text. But you must follow a special
procedure to run the index. In most cases, you will only need to copy
this and send it as a separate text file to the publisher to be
reformatted and added to the book at the last stage, so that it won't
matter if the index appears in your Word file at a point ahead of the
notes, or if all the notes are sequentially numbered instead of being
numbered by chapter.
What you must do is:
1) Click in the document before where you want the Index [not at the
end of the notes--I put it at the end of the main text]
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
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.
It is not possible to use Insert Page Break to repaginate endnotes. I
used the View menu to show the file in Normal, clicked on View
Footnotes, clicked at the beginning of the notes and then used Apple +
A to select all the notes, then fiddled with the font size until a
typical page of the endnotes as they appeared in the proofs included a
little less text than a typical page of the notes in my Word file.
Then I inserted Returns in the Word file at the point where the page
break occurred in the proofs until the notes flowed over to the next
page. When I ran the endex according to the procedure above the page
numbers were correct.
David Evett