Index entries using page ranges
MS knowledgebase troubleshooting on Indexing (or whatever else
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One way is to set up a concordance file that lists strings to be searched for and marked, along with the associated term used in the index. for example, incidents of the string "Corvettes" might be listed in the index under "Automobiles." Indexing is also case sensitive, and a concordance file can help you deal with that as well.
I've developed a way to generate a concordance file from an existing embedded Index in WORD.
Frequently, I've produced a second edition of a book has new chapters that require indexing. I havenít been able to find an easy way to simply extend the existing index using WORD.
Some commercially available utilities, such as DEXterIndex are supposed to extract a table of terms from an existing document with embedded indexing, but Iíve not been able to get that to work consistently. Here is a method to achieve reindexing without using a third party utility.
WORDís help file suggests making a concordance file by copying and pasting terms from the document. It seems it would be easier to generate the term list by perusing the document, using alt-shift-X to mark good terms, then insert an idex and process the index to give a concordance file.
Copy the current index table and paste it into a text file (e.g. notepad) this converts it from a field into text. To remove the page numbers, copy and paste the text into EXCEL. Use data /text to columns, comma delimited, to separate terms from page numbers. Delete all but the first column that has the terms in it.
Fix any problems such as duplicates with upper case and lower case first letters. Copy and paste into WORD, you can convert the resulting table to text via table convert table to text.
One way is to put the resulting word list into the document, then use alt-shift-X on each term to mark all occurrences in the document, then delete your term list, go to the end of the document and Insert reference / Index as you would normally do. You can, of course mark additional entries from the rest of the text at this time to add more entries to the index
Another way is to create a concordance file from your list of terms.
This would leave you in better shape for the next edition, and makes it
easier to deal with issues like upper and lower case instances of the terms.
The concordance file has two columns. The first is the exact text to
find and mark (case sensitive), and the second is the entry that appears
in the index.
You will need a separate row for each variant of the text to be marked. Variants might include case differences or other word forms.
You can create a subentry for an index entry in the second column by using a colon after the main entry, then type the subentry.
Copy the EXCEL columns into word. This will give you a table. Save the WORD document as your concordance file. Once the concordance file is created, the rest is just follow the usual procedures to automark text, then insert your index at the end of the document.
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