Re: Index your book (proofs and all) in Word X for Mac, including endnotes

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From: Beth Rosengard (bethrosengard_at_earthlink.net)
Date: 01/06/05 

Date: Thu, 06 Jan 2005 14:49:51 -0800

Thanks for posting this, David. I'm sure others will benefit from it! 

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Beth Rosengard
Mac MVP
Mac Word FAQ:  <http://word.mvps.org/MacWordNew/index.htm>
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On 1/5/05 6:35 PM, in article
1104978909.644717.65050@z14g2000cwz.googlegroups.com, "mevett@mac.com"
<mevett@mac.com> wrote:
> I have just successfully used Word X for Max to produce the index for
> an academic book of nearly 300 pages, paginated according to the proofs
> and including endnotes. The process is complex, and not covered
> adequately in any single reference I know, so I am describing it here
> hoping that it will help others in the future.
> 
> The book was composed in Word (initially for PC, then transferred to
> Mac when I changed machines and systems). Ideally, I would have entered
> the index fields while I wrote, but it was not that difficult to do it
> all at once toward the end of the process.  You do need to study other
> indices to determine what you want yours to show.
> 
> INDEX FIELDS
> 
> The Word Index protocol allows you to mark terms as main headings and
> subheadings; you can also specify cross-references and page ranges.
> 
> You can open the Index window either by using the Insert menu and
> clicking on Field, then Index and Tables, or by using the keyboard
> (much easier for me): shift + option+  Apple + x.
> 
> In the main index window there are small windows for cross-references,
> current page, and page ranges. To add the current item in the text to
> the list of index terms,  at the cursor point, type it into the top
> window. If you want the item to appear as a sub-head under a main term,
> type the main term in the first window and the subhead in the second.
> If you have selected a term in your text before you open the Index
> window it will appear in the top window, and can then be altered to
> suit your needs. Then click on Mark.
> 
> If you want only to connect to another index term, type the current
> term into the main heading window and the other term into the
> cross-reference window, and click on Mark.
> 
> To mark a range of pages, block-select the range you want, click on
> Insert + Bookmark, and give the block a name. (NOTE: I believe each
> block must have a different name, so if you want several ranges to
> appear in your index for the same term, you will have to create and
> indicate several bookmarks.) Open the Index window at the end of the
> range, type the main term and (if wanted) a subhead term, click on Page
> range, and type the Bookmark name in the window. Click on Mark.
> 
> For each entry you can specify whether you want it to appear in the
> index in plain Roman, italic, or bold, by clicking the appropriate
> buttons in the Index window.
> 
> The window will stay open until you close it, so you can index a whole
> series of items at once if you wish.
> 
> To find and edit the indexed terms, use the Word menu. Click
> Preferences, then, in the Nonprinting characters section, click All.
> The index field entries will appear inside curly brackets. You can edit
> the field entries just like any other text. (I found this especially
> useful after I had done a trial run of the index to find errors and
> infelicities.)
> 
> To run the index, place the cursor where you want the index to appear,
> click on Insert + Index and Tables, then on OK. The index will appear
> quite quickly following the cursor spot. The index can be copied,
> pasted into a new file, and edited as necessary, or erased, corrections
> and adjustments made in the individual chapters and/or the composite
> file, and run again.
> 
> I created my book as individual chapters with identical formatting. To
> produce the index for the whole thing, I created a single large file by
> stringing the chapters in order using the Insert File command, with
> page breaks in between, then ran the index at the end.
> 
> WORKING WITH PROOFS
> 
> When I sent the book to the publisher as a Word file, the proofs that
> came back had been reformatted, in such a way that the page breaks
> differed considerably from those in the original text. In order to
> bring the the proofs and my Word file into conformity, I adjusted the
> font size in my Word file until a typical page included somewhat more
> text than a typical page of the proofs, then worked through the whole
> text page by page using Insert Page Break to break the file page at the
> same point as the proof page in order to repaginate the electronic file
> identically to the proofs. The consequent index was correct for the
> proofs.
> 
> WORKING WITH ENDNOTES
> 
> If your book will be published with all the notes at the end, special
> problems arise. You can insert and edit Index fields in the notes in
> the same way as you do in the main text. But you must follow a special
> procedure to run the index. In most cases, you will only need to copy
> this and send it as a separate text file to the publisher to be
> reformatted and added to the book at the last stage, so that it won't
> matter if the index appears in your Word file at a point ahead of the
> notes, or if all the notes are sequentially numbered instead of being
> numbered by chapter.
> 
> What you must do is:
> 
> 1) Click in the document before where you want the Index [not at the
> end of the notes--I put it at the end of the main text]
> 2) Insert>Section Break>Next page
> 3) Insert>Footnote>Options>Place Endnotes at End of Section
> 
> The Index button will now be enabled so you can add the Index after
> the Endnotes. If you want the columns of your Index to balance, you
> will
> need to add a further section break of type Continuous after the Index.
> 
> If you have more than one section break in the document, you need to
> use an
> RD (Referenced Document) field to generate the Index in a separate
> document
> which you then print following the End Notes.
> 
> It is not possible to use Insert Page Break to repaginate endnotes. I
> used the View menu to show the file in Normal, clicked on View
> Footnotes, clicked at the beginning of the notes and then used Apple +
> A to select all the notes, then fiddled with the font size until a
> typical page of the endnotes as they appeared in the proofs included a
> little less text than a typical page of the notes in my Word file.
> Then I inserted Returns in the Word file at the point where the page
> break occurred in the proofs until the notes flowed over to the next
> page. When I ran the endex according to the procedure above the page
> numbers were correct.
> 
> David Evett
>
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