MS Word dynamic index

[reavenm]

Ok i have a word report of like 300 pages inside are accounts information each account have a unique number, this report change each month at least the info does not the account number.

it is possible to make a dynamic index so each time the report change you dont have to index all the account numbers so the index stays the same because the report format never change, only the info in the report for each account does.

so i want the index or TOC to search for Ex. "1234" on the report no matter if the report change .

dont know if i make myself clear or a I am in the wrong forum.
Thanks you

 

[SkipVought]

Hi,

Check out Concordance in HELP.

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[reavenm]

?? help where ?

you mean make and mark words for index?

 

[SkipVought]

MS Word

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[reavenm]

word 2007 look for " Concordance " nothing shows up..

search for in google and send me to index making sites..

the problem with index is that i have to manually mark the "account #" for index but what happen when i change the info, i have to mark all the "account #" again ?

 

[SkipVought]

Create an index
Show All
Hide All
Do one of the following to mark index entries (index entry: A field code that marks specific text for inclusion in an index. When you mark text as an index entry, Microsoft Word inserts an XE (Index Entry) field formatted as hidden text.):
Mark words or phrases

To use existing text as an index entry, select the text. To enter your own text as an index entry, click where you want to insert the index entry.
Press ALT+SHIFT+X.
To create the main index entry, type or edit the text in the Main entry box. You can customize the entry by creating a subentry (subentry: An index entry that falls under a more general heading. For example, the index entry "planets" could have the subentries "Mars" and "Venus.") or by creating a cross-reference to another entry.
Notes

To include a third-level entry, type the subentry text followed by a colon ) and then type the text of the third-level entry.
If you want to use a symbol, such as @, in the entry, type ;# (semicolon followed by the number sign) immediately following the symbol.
To select a format for the page numbers that will appear in the index, click to select the Bold or Italic check box below Page number format. If you want to format the text for the index, right-click it in the Main entry or Subentry box, and click Font. Select the formatting options that you want to use.
To mark the index entry, click Mark. To mark all occurrences of this text in the document, click Mark All.
To mark additional index entries, select the text, click in the Mark Index Entry dialog box, and then repeat steps 3 through 5.
Mark entries for text that spans a range of pages

Select the range of text you want the index entry to refer to.
On the Insert menu, click Bookmark.
In the Bookmark name box, type a name, and then click Add.
In the document, click at the end of the text you marked with a bookmark.
Press ALT+SHIFT+X.
In the Main entry box, type the index entry for the marked text.
To select a format for the page numbers that will appear in the index, click to select the Bold or Italic check box below Page number format. If you want to format the text for the index, right-click it in the Main entry or Subentry box, and click Font. Select the formatting options that you want to use.
Under Options, click Page range.
In the Bookmark box, type or select the bookmark name you typed in step 3.
Click Mark.

Automatically mark entries by using a concordance file

Create a concordance file (concordance file: A list of words to include in an index. Use a concordance file in Microsoft Word to quickly mark index entries.).
How?

Click Insert Table on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).
Drag to select two columns.
In the first column, enter the text you want Microsoft Word to search for and mark as an index entry. Make sure to enter the text exactly as it appears in the document. Then press TAB.
In the second column, type the index entry for the text in the first column. Then press TAB. If you want to create a subentry (subentry: An index entry that falls under a more general heading. For example, the index entry "planets" could have the subentries "Mars" and "Venus."), type the main entry followed by a colon ) and the subentry.
Repeat steps 3 and 4 for each index reference and entry.
Save the concordance file.


To make sure Word marks all the text you want to index, list all forms of the text you want to search for. For example, type erupt, erupting, and eruption in three separate cells in the left column, and then type volcanoes in the matching cells in the right column.
To speed up the creation of a concordance file, first open both the concordance file and the document you want to index. To see both documents at once, click Arrange All on the Window menu. Then copy text from the document you want to index into the first column of the concordance file.
Open the document you want to index.
On the Insert menu, point to Reference, click Index and Tables, and then click the Index tab.
Click AutoMark.
In the File name box, enter the name of the concordance file you want to use.
Click Open.
Word searches through the document for each exact occurrence of text in the first column of the concordance file, and then it uses the text in the second column as the index entry. Word marks only the first occurrence of an entry in each paragraph.

Note Microsoft Word inserts each marked index entry as an XE (Index Entry) field in hidden text (hidden text: Character formatting that allows you to show or hide specified text. Microsoft Word indicates hidden text by underlining it with a dotted line.) format. If you don't see the XE fields, click Show/Hide on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).

Click where you want to insert the finished index.
To make sure that the document is paginated correctly, you need to hide field codes and hidden text. If the XE (Index Entry) fields are visible, click Show/Hide on the Standard toolbar.
On the Insert menu, point to Reference, click Index and Tables, and then click the Index tab.
Do one of the following:
Click a design in the Formats box to use one of the available designs.
Design a custom index layout.
How?

In the Formats box, click From template, and then click Modify.
In the Styles box, click the style you want to change, and then click Modify.
To add the new style definition to your template (template: A file or files that contain the structure and tools for shaping such elements as the style and page layout of finished files. For example, Word templates can shape a single document, and FrontPage templates can shape an entire Web site.), select the Add to template check box.
Under Formatting, select the options you want, and then click OK.
In the Style dialog box, click OK.
If you’re building an index for text in another language, click the language in the Language box.
Select any other index options you want.
To update the index, click to the left of the field and press F9.

Notes

Don't modify index entries in the finished index; if you do, your changes will be lost when you update the index.
If you create an index in a master document (master document: A "container" for a set of separate files (or subdocuments). You can use a master document to set up and manage a multipart document, such as a book with several chapters.), expand the subdocuments before you insert or update the index.

Skip,

_{When a diminutive clarvoyant had disappeared from detention, headlines read...
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[fumei]

Please do not double post. You have the same question in the VBA forum. There is a possible answer there. Although, you do not need VBA to do what you seem to be asking.

faq219-2884

Gerry
My paintings and sculpture

 

[reavenm]

that work great but i forgot to mention that i want some sort of hyperlink so it get me to the specified account # info
the index only shows me in what page is it i would like if it can get me there

 

[fumei]

I do not know what you mean by that.

The hyperlink does get you there. A hyperlink can get you anywhere you want it to, as long as that "there" is bookmarked.

faq219-2884

Gerry
My paintings and sculpture

 

[reavenm]

so am really lost because i make the concordance file with the list of "in this case the account numbers" an create an index in the report but it only crate that an index with the account number and the page where it appears.

sorry if i miss something but for bookmark i have to physically bookmark or mark the paragraph or whatever i want so everytime i update the report i have to bookmark again or not ?

 

[fumei]

i update the report i have to bookmark again or not ? "

Not.

faq219-2884

Gerry
My paintings and sculpture