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In the Index: How to format the appearance of reference words and page numbers
I am finalizing work on a 300 page book in MS Word 2016 and have created a lengthy index for it. I am facing the following problems in formatting the appearance of the index:
1) In the text of the book I have opted for page numbers of the style "- 1 -". When I give the order to construct the index, the index tool provides the page numbers together with the hyphen before and after each number. I do not want the hyphens; I just want the page numbers. 2) Following each reference word there is a comma, and then the page number. I just want a space after the reference word; commas should appear only between page numbers e.g. where there is more than one listed occurrence of the reference word. 3) All words listed in the index currently start with a small first letter. Each word listed in the index should start with a capital first letter. 4) Most of the words I have added into the index were used in the text of the book in italics. But only a few of the words have been brought into the index in italics, and the rest in standard Roman. It seems arbitrary the way it has happened. Can I set whether I wish the reference words in the Index to appear in Roman or in italics? Is there a way to systematize corrections for the above four issues, so as to avoid having to fix them by hand? |
#2
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1) Instead of using the '- 1 -' page # format, use a basic format in the headers/footers and type the hyphens before/after the page # field.
2) The commas between index entries and their page refs will disappear if you tell Word to right-align the page #s. Alternatively, add an \e " " switch to the INDEX field. 3 & 4) If you're using a concordance document to build the Index, the form they'll appear in is controlled by the second column of the table you use for this, as I outlined in https://www.msofficeforums.com/word/...tml#post131815. So, if that table has lower-case entries, italics, TNR, that's how those entries will appear in the Index.
__________________
Cheers, Paul Edstein [Fmr MS MVP - Word] |
#3
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The book has 300 pages and 53 sections; as far as I see from my test, this adding of the hyphens by hand will have to be on a section basis i.e. repeated 53 times, times three for the 1st page, and odd and even pages. I tried typing the hyphen in; it will not allow any space between the hyphen and the page number. Even then it may look ok; there should be an option to have a space between the hyphen and the page number though. Quote:
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#4
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Select the Index field, press Shift-F9 to expose the field code, then add the \e " ". Well, I did refer to a concordance document, and I did say what the table columns were for...
__________________
Cheers, Paul Edstein [Fmr MS MVP - Word] |
#5
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To do this in your document, you may need to be using the StyleRef Field. |
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__________________
Cheers, Paul Edstein [Fmr MS MVP - Word] |
#7
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I tried it again this morning, and it is working indeed. Thank you. Doing it by hand just now, it appears that at least from pages 11-19 the hyphens do not appear perfectly symmetrically arranged (on the left and right of the page number) the way they were when it was done automatically. But it will have to do. Quote:
Again, please don't mind my foolishness here, I am a novice at this. When I go to References|Insert Index>Automark, I get a browser window and I browse to my Notepad file containing the word list I created, and it makes the index. Where does this two column table get created? |
#8
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As I've said twice now, you should use a Word document , not a plain text file, for the concordance. Copy your plain text file's content into a Word document , select the content then use Insert|Table>Convert Text to Table to turn it into a single-column table, add a column to the Table and format the entries in the second column how you want them to appear in the Index.
__________________
Cheers, Paul Edstein [Fmr MS MVP - Word] |
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#10
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As for re-doing the page numbering, try the following macro: Code:
Sub Main() Application.ScreenUpdating = False Dim Sctn As Section, HdFt As HeaderFooter For Each Sctn In ActiveDocument.Sections For Each HdFt In Sctn.Headers Call UpdateHeaderFooter(Sctn, HdFt) Next For Each HdFt In Sctn.Footers Call UpdateHeaderFooter(Sctn, HdFt) Next Next Application.ScreenUpdating = True End Sub Sub UpdateHeaderFooter(Sctn As Section, HdFt As HeaderFooter) Dim Rng As Range, Fld As Field With HdFt If .Exists = True Then If (Sctn.Index = 1) Or (.LinkToPrevious = False) Then .PageNumbers.NumberStyle = wdPageNumberStyleArabic For Each Fld In .Range.Fields With Fld If .Type = wdFieldPage Then Set Rng = .Result .Delete With Rng .Text = "-" & ChrW("&H202F") & " " & ChrW("&H202F") & "-" .Fields.Add .Characters(3), wdFieldEmpty, "PAGE", False End With Exit For End If End With Next End If End If End With End Sub
__________________
Cheers, Paul Edstein [Fmr MS MVP - Word] |
#11
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You are saying that the index is a field which needs to be selected. If I were looking at a data base or spread sheet having various fields among which one were the index, then I could easily understand. But when I am looking at a MS Word document which contains text, then in that setting when you say the index is a field that needs to be selected, I do not understand where are the fields among which the index is one to be selected.
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#12
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__________________
Cheers, Paul Edstein [Fmr MS MVP - Word] |
#13
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So would you kindly tell me where I am to find this field?
I am eager to follow your instructions, if you would clarify this point for me. Which document are these fields in? Where do I find these fields, among which to select the Index field? Thanks for your patience. |
#14
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I have already told you this
I have already told you this, too. If you would indeed follow the instructions, all would be revealed.
__________________
Cheers, Paul Edstein [Fmr MS MVP - Word] |
#15
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I got a chance to play with this a bit today and figured out what you are referring to. I changed the index field in this way:
It was like this: { INDEX \c "2" \z "1033" } I changed it to this: { INDEX \e " " \c "2" \z "1033" } After adding the \e " " though, nothing changed. Did I put it in the right location? |
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