Documentation

Create embedded indexes.

Embedded Indexes

Embedded index terms use markup to indicate where the indexed material exists. Identifying the terms in the source manuscript early allows for the automatic generation of indexes in both print and digital outputs. Character styles should be captured using XML-style markup.

Index Assistant

New Term: Add a new index term. Use colons to separate subentry levels. (If you need to type a colon as part of an entry, insert a backslash before the colon.)

Set Term from Selection

• Entry: Replace Entry field with the selected text in the document.
• Entry, Inverted: Same as the Entry button, with the exception that if more than one word is selected, the last word is listed at the start of the entry, followed by a comma. Useful for quickly inverting names from the selected document.
• Subentry: Add selected text as a subentry to whatever is currently in the Entry field.

Indexed Terms: Lists all unique index entries along with the number of instances. Subentries are displayed indented below their main entries. Double-clicking on a term will open a separate window to edit it.

• Update Selected Entry Throughout Document: Replaces all instances of the double-clicked term from Indexed Terms with the text in the Edit Index Term window, including any see references to that term.

Indexed Cross-References: Lists all cross-references along with what they reference. Located in the Review Cross-References tab.

Refresh List: Refreshes the list of indexed terms. Use this tool when one or more entries have been manually changed in the document in order to have those changes reflected in the Index Assistant.

Find in Document: Pulls up the Word Find window to search for instances of the selected term in the document, even if it is not part of an embedded index entry.

Look Up Selected Text in Current Entries: Select text in the document and then click this magnifying glass icon to check if an entry with that text already exists in the Indexed Terms list. Clicking multiple times will cycle through all possible matches. This is particularly useful for checking names, where only the last name may be used in subsequent references.

Go to Marked Instance: Searches for and highlights the marked index entries of the selected term.

Highlight Indexed Term’s Ranges: Highlights all spans and ranges of the term selected in the Indexed Terms list.

Highlight Selected Instance’s Range: If an index entry range is selected in the document, clicking this button will highlight the entire range covered by the entry.

Remove Index Entries from Selected Text: Removes any index entry within the selected text in the document. It also removes any corresponding bookmarks that were created to help with index ranges.

Validate Terms: Reports a list of blind references, “see” references with page numbers, and “see also” references without page numbers.

Page Number Format: Choose to apply italic or bold to the page numbers. These character styles are commonly used to differentiate entries located in figure captions or tables.

To mark an index entry, select a term from the Indexed Terms list or type a new entry in the New Term box. The Summary field at the bottom will update as terms and page number formats are selected. Mark the index entry in one of the following ways:

• Mark: Inserts a single index marker. This is useful for brief references.
• Mark Range: For ideas or topics that last throughout a block of text (likely to end up on more than one page in a print edition). In addition to adding the embedded index entry, this will add a bookmark to the document with a name like “index_end_#.” The embedded index entry will include a reference to the index entry.
• Add Cross-Reference: Brings up the Review Cross-References tab. Select the type of see reference from the first drop-down menu, and select the referenced term from the second drop-down menu. If needed, a custom reference can be typed in this second drop-down menu. Then click “Add New Cross-Reference” to mark the cross-reference. Though the cross-reference is added as a field within the Word document, the location of the cross-reference field has no bearing on the final index. The page number where the cross-reference appears will not be added to the index.