Word > Word 2007 Advanced > Working with Large Documents

Insert an Index

Insert an index to list words and phrases used in a document and the page numbers that they appear on. Inserting an index is done in two stages. First you need to mark the words and phrases you want to use, and then you insert the index.

Mark the Index Entries

To use a word or phrase in the index, you first need to mark it for entry.

  1. Select the text you want to include in the index
  2. Click the References tab on the Ribbon
  3. Click the Mark Entry button in the Index group
  4. Mark index entry

  5. Select the type of index entry you want to insert:
  6. Cross-reference: Adds a cross reference as an index entry instead of a page number

    Current page: Lists the current page number. This is the default option

    Page range: Lists the range of pages specified by a bookmark. You need to mark the page range with a bookmark first

  7. Click Mark to mark this single occurrence of the word or phrase, or Mark All to mark all occurrences
  8. Repeat these steps for all words and phrases that you want to include. You can still select text on the document with the Mark Index Entry dialogue box open.
  9. Click in the Main Entry box after each selection to refresh the window

  10. Click the Close button

When marking entries to an index, Word inserts index entry codes next to the words and phrases used. These codes are invisible and not printed. They can be shown or hidden using the Show/Hide button on the Home tab.

Insert the Index

Once the entries are marked, the index can be inserted.

  1. Click in the document where you want the index to appear
  2. Click the References tab on the Ribbon
  3. Click the Insert Index button in the Index group
  4. Insert an index to a document

  5. Select a format for the index from the Formats list
  6. Click Ok
  7. Index inserted and formatted with the classic style

Update the Index

If more occurrences of an indexed word are entered into a document, or if extra words are marked for entry, the index needs to be updated to pick up the changes.

  1. Click on the index in the document
  2. Click the Update Index button in the Index group of the References tab on the Ribbon
  3. Or

    Press F9

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