Insert An Index In Microsoft Word 2010

Insert An Index In Word

An index is a list of terms that occur in a document, displayed with the pages on which they appear. It
provides a way for the reader to quickly find pieces of content that relate to a particular, specific topic.
Adding an index to Microsoft Word 2010 is a piece of cake. The process consists of marking text for
inclusion in the index and then adding the index itself.

The following items may be marked for inclusion in an index:

an individual word, phrase or symbol

a topic that spans a range of pages
an item that already refers to another item

Marking Words Or Phrases To Index

First of all select the word or phrase and then click References > Index > Mark Entry.

The text you selected is defaulted into the Main entry and it is this text that appears in the index. If you want
some other text to appear, then just type that into the Main entry box. If you want to apply a more specific
sub entry, type that into the Subentry box. For example, the dogs entry could
have labrador and alsatian subentries. You can actually add a third level entry by typing a colon after the
subentry and then typing the text for the third level entry.

If you want to create a cross-reference to another index entry, select Cross-reference in the options section
and then type the text of the other entry.

You have some control over the way the indexed page numbers appear in that you can apply bold or italic
formatting to them using the checkboxes at the bottom.

You can also format the text that appears in the index entry, but this option really is well hidden. Select the
text in the input box > right click > Font, and the usual font dialogue box appears. Use this to change the
font, style, size etc and click OK.

You can do the same thing for the subentries too.

You now have the option of marking just this occurrence of the word or phrase, or marking all occurrences
in the document.

Marking Text That Spans Multiple Pages To Index

This is a two step process:

1. bookmark the text

2. add an index entry for the bookmark.

To bookmark the text, select it and then click Insert > Links > Bookmark. Type in a name for the bookmark
and click Add. Position the cursor after the bookmarked text and click References > Index > Mark Entry.
Give the Main entry a name and then when you select Page Range, the Bookmark drop down list will
become available for you to select the bookmark you just added.

Adding The Index

When you have marked all the entries youd like to see in the index, position the cursor where you want the
index to appear. Click References > Index > Insert Index.
There are a number of options that you can amend here:

Right align page numbers checking this option will ensure that all your page numbers are aligned
to the right and appear neatly one under the other.
Tab leader this option only becomes available if you choose to right align the page numbers. You
can choose to lead up to the page numbers with a dotted line, a dashed line, a straight line or
nothing at all.
Formats choose a format to change the styling of the index. A preview is displayed in the window to
the top left.
Type Indented provides a much neater look with each entry appearing on a new line,
whereas Run-in displays entries one after the other, displaying multiple entries on the same line if
there is room.
Columns this setting determines how many columns will be used to display the index. The most
common choice is 1.

When an index is added, Word 2010 collects all the index entries, sorts them alphabetically, references their
page numbers, finds and removes duplicate entries from the same page, and displays the index in the
document.
You will find that, whereas words and phrases that are indexed will be displayed with their individual page
numbers, bookmarked text that spans multiple pages will be displayed with its page range.

Now that youve learnt to add an index to a document, learn how to insert a table of contents.

Insert A Table Of Contents In Word 2010

A table of contents (TOC) provides a quick reference point for your document, giving the reader a brief
overview of where to find what content. When you insert a table of contents in Word 2010, Word searches
through your document looking for items marked for use in the TOC. Some elements, such as headings,
are marked by default but you can also mark other elements manually yourself.

Well look at inserting a table of contents first, and then look at how we can mark items for use in the TOC
later.

Inserting A Table Of Contents

When your document is ready for a table of contents be careful where you position your cursor. The TOC
will be inserted where the cursor is, not at the start of the document. Make sure you go to the start of your
document before you proceed. To make some room for the TOC, insert a page break by clicking Insert >
Pages > Page Break. The insertion point remains where it was, with the new blank page preceding it so go
back to the top of your document and click References > Table of Contents > Table of Contents. Thumbnail
images representing the different TOC styles are displayed in the gallery and they adopt the current theme
in your document. Below, the theme in use by the document was Equity and you can see that the TOC uses
those colours.
Youll also notice that there are two options in the menu for Automatic Table 1 and Automatic Table 2. These two
options insert a table of contents that is automatically generated from the headings in the document. This is a quick
and easy task. If you select Manual Table, however, a structured TOC template is inserted but you have to type in the
TOCs contents manually, as shown below.

Using The Insert Table Of Contents Option

The thumbnails give you a quick way of inserting a table of contents that will be styled the same way your
documents is, but you are given more control with the Insert Table of Contents option at the bottom of the
menu. When you click this option, the following window opens.

You can change such attributes for your TOC as the format and how many heading levels to show. If you
want to show only a brief TOC, you can choose to show only level 1 headings.

Updating The Table Of Contents

Quite often we will insert a table of contents and find that we need to change some of the documents
content. The TOC may become out of date and meaningless if you add or remove headings and change the
page numbers used. To update the TOC so that it reflects what really is in the document, select the TOC by
clicking in it and you should see a tab appear at the top.
Click on the Update Table option and then select whether you want to update page numbers only, or to
update the entire table. You can also click on the button to its left to change the attributes of the table, and
this gives us the same options we saw when we originally inserted the TOC.

Adding Entries To A Table Of Contents

You can add entries to a table of contents by selecting the text that you want to add and then by clicking
References > Table of Contents > Add Text, and then select the level you require. Level 1 formats the text
as a heading 1, and so on. Note that the whole paragraph is affected, not just the selected text. You can
update the TOC by clicking the Update Table button on the same tab.

Removing Entries From A Table Of Contents

Removing entries from the TOC is just as easy. Select the text that you previously added and click
References > Table of Contents > Add Text, and then select Do Not Show in Table of Contents. You will
need to update the TOC again to see the changes reflected there.

The disadvantage of adding entries to a TOC in this way is that the text (and indeed the whole paragraph)
gets styled as a heading, which may not be what you want.

Table Of Contents Fields

Another way of adding entries to a table of contents is to use a TC field. Insert some text immediately
before the content you want to add and select it. Click Insert > Text > Quick Parts Field > TC, and type
some text into the Text entry field. This text will appear in the TOC. Click OK. Note that the text you marked
is not visible anymore. Next, insert a TOC, but by using the Insert Table of Contents at the bottom of the
Table of Contents menu. Well need to do something special with this TOC to get the field to display, so click
Options, uncheck Styles, check Table entry fields and click OK twice.
Table of Contents
Insert An Index In Microsoft Word 2010........................................................................................................... 1
Insert An Index In Word............................................................................................................................. 1
Marking Words Or Phrases To Index........................................................................................................... 1
Marking Text That Spans Multiple Pages To Index......................................................................................... 3
Adding The Index..................................................................................................................................... 3
Insert A Table Of Contents In Word 2010...................................................................................................... 5
Inserting A Table Of Contents..................................................................................................................... 5
Using The Insert Table Of Contents Option................................................................................................... 6
Updating The Table Of Contents................................................................................................................. 7
Adding Entries To A Table Of Contents......................................................................................................... 8
Removing Entries From A Table Of Contents................................................................................................ 8
Table Of Contents Fields........................................................................................................................... 8