Words indexation in Ms Office 2003

[Sandzzz]

Hi guys!

I have an interesting question regarding a function, which I really hope Ms Word 2003 has got. In essence, I must index certain words (terms and names, namely) at the end of my graduation paper.
E.g. "Mary Brown" - pages: 52, 123, 125, 186
"Milton Friedman" - pages: 12, 34, 100
"Victoria Remus" - pages: 9, 52, 66, 101
Well, I hope I have been explicit enough for you guys to understand what I need.
If you happen to know such a function in Ms Word 2003, that does just that automatically, PLEASE let me know. I would really appreciate that.
If on the other hand, you did not understand what I meant just tell me so I try to be more specific.
Thank you!
///AMG

 

[TonyJollans]

You want an Index. Use the Index feature!

Insert > Reference > Index and Tables.

Basically you mark the entries you want Indexed and Word can t hen build an Index from the marks, when and where you tell it.

Enjoy,
Tony

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[fumei]

1. select "Mary Brown"
2. Insert > Reference > Index and Tables
3. on Index tab, click Mark Entry
4. on Mark Index Entry dialog, click Mark All
5. click Close (or do other marking)
6. go to where you want the Index, and then Insert > Reference > Index and Tables
7. click OK

This will make an Index indicating all pages that have "Mary Brown". It will look like:

Mary Brown, 52, 123, 125, 186

Note 1: a generated Index will be in columns. I would recommend making a Section break before your Index.

Note 2: if "Mary Brown" is on page X (say page 52) more than once, the page shows in the Index only once. Say "Mary Brown" is on page 52 three times, it will not be:

Mary Brown, 52, 52, 52, 123, 125, 186

Note 3: if you do not click Mark All (step #4), only the page the current selection is on will be indexed. Say "Mary Brown" really is on 52, 123, 125, 186, and you select the one on page 52. If you click Mark (not Mark All) on the Mark Index Entry dialog, then the Index would be:

Mary Brown, 52

Note 4: be careful if you try using bookmarks. The order used by Word can by counter-intuitive. It is possible to get an Index entry like:

yadda, 3, 17, 41-39

with the page numbering running backwards (41-39). Go figure.

faq219-2884

Gerry
My paintings and sculpture

 

[Lilliabeth]

Another way to mark entries is to can use a concordance file which is a seperate Word file that is just a 2 column table.
In the first column, enter the text you want Microsoft Word to search for and mark as an index entry. (for example: Mary Brown)
In the second column, type how you want the entry to appear in the index. (for example: Brown, Mary)
If you want to create a subentry, type the main entry followed by a colon and the subentry.
Now when you generate the index, tell Word to use your concordance file.
It's great if you write multiple papers or books about roughly the same subject - each paper or book can use the same concordance file.

Lilliabeth
-Why use a big word when a diminutive one will do?-

 

[Sandzzz]

Thank you all for your answers!

I tried the stuff you suggested and it worked.

Thanks again and have a good day!
///AMG

 

[fumei]

Concordance files are great, and yes, if you are doing multiples, then a concordance file is the route to go.

faq219-2884

Gerry
My paintings and sculpture

 

[Sandzzz]

Thanx for this one too!

Cheers!