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Old 04-28-2021, 05:59 AM
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Susan Flamingo
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Talking Advanced Index Query

I am so fortunate to have found this forum...

Fact one: I am inherently, very, lazy.

Fact Two:

I need to build multiple indexes.

Index of people, Index of place names, Index of sources

Within each index there will usually be subdivisions:

USA:


New York
Brooklyn
Avenue J - page 31

Etc.

The format of some entries will be different from others. The above example is one type, (include one entity, the street name) but in the source index it will be:

Medical Journals
USA Journals
The Devil's Dictionary
Page 32 (of the DD), Citations (from the DD), - Page 31 (in my book) (Two entities, page of source, and quote)

Etc. Etc.

Can someone point me in the right direction for a really good guide to teach me how to navigate these waters, or being the Lazy person I am, a third-party tool to assist me.

I appreciate all and every help!

Susan

Edit:

I know what I am looking for:

I want a tool that will be a Word add-on or can integrate with Word.
It must have a tree view expressing the nested hierarchy of the Indexes.
It **must support drag and drop** so I can easily move around categories and subcategroies.
Not to much to ask for, right???

Last edited by RRB; 04-28-2021 at 08:45 AM. Reason: clarity
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  #2  
Old 04-28-2021, 05:58 PM
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macropod macropod is offline Advanced Index Query Windows 10 Advanced Index Query Office 2016
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Word Index Entry (XE) fields can support multiple sub-levels without resorting to 3rd-party addins. The format (e.g. bold, italic) in which each entry appears in the Index is controlled by the formatting applied to the relevant portion of the XE field. For example to refer to:
• Medical Journals, the XE field would be coded as { XE "Medical Journals" }
• USA Journals, the XE field would be coded as { XE "Medical Journals:USA Journals" }
• The Devil's Dictionary, the XE field would be coded as { XE "Medical Journals:USA Journals:The Devil's Dictionary" }
• Page 32, the XE field would be coded as { XE "Medical Journals:USA Journals:The Devil's Dictionary:Page 32" }
Similarly, to refer to:
• USA, the XE field would be coded as { XE "USA" }
• New York, the XE field would be coded as { XE "USA:New York" }
• Brooklyn, the XE field would be coded as { XE "USA:New York:Brooklyn" }
• Avenue J, the XE field would be coded as { XE "USA:New York:Brooklyn:Avenue J" }

When the Index is created, these would all be nested appropriately, with entries like:
Code:
Medical Journals			1
  USA Journals				1
    The Devil's Dictionary		1, 2
      Page 32				1, 2
USA					1
  New York				1
    Brooklyn				1, 2
      Avenue J				1
where the numbers on the right-hand side are the page numbers in your document where the Index Entry (XE) fields occur.

To automate the creation of the entries, you could use a concordance file - which will also define the format (e.g. bold, italic) in which the index entries will appear. A concordance file can be employed via References|Insert Index>Automark

The Index concordance document is essentially a two-column table in which the texts to be indexed are in the first column and the content and format of the Index entries are in the second column. Done properly, the process is effective, straightforward, and efficient.

However, for a cautionary note on what can happen if you're indiscriminate about what you index this way, see: How do I generate an index in Word? Using your example, you would need to be careful about how/whether you apply automatic index entries to pages and streets.

Once the entries are marked, see: Create and update an index - Word
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Old 04-29-2021, 12:45 AM
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Susan Flamingo
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Default Further Index Question

Thank you very much for your detailed reply.

Question:

I have a certain way I have broken up this document into sections.

I have text formatted the section names with Style "SectionNames".

How can I cause the index entry to reflect the last text of that style?.

So on Page 12 starts a section called "Crazy Section" (which is formatted with style "SectionName"

On Page 13 I have an index entry of text "Cucumber".

So in the Index, it should appear as:

Cucumber - Crazy Section

Can this be done W/O using bookmarks?

Thank You
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Old 04-29-2021, 12:59 AM
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Quote:
Originally Posted by RRB View Post
I have text formatted the section names with Style "SectionNames".

How can I cause the index entry to reflect the last text of that style?
As demonstrated in my previous reply, that is done by applying the relevant formatting (Style) to the XE field. Whether the whole field is formatted that way, or just the part for the relevant indexing level, is inconsequential.
Quote:
Originally Posted by RRB View Post
On Page 13 I have an index entry of text "Cucumber".

So in the Index, it should appear as:

Cucumber - Crazy Section

Can this be done W/O using bookmarks?
As should have been clear from my previous reply, Index Entries are marked with XE fields. Bookmarks have no part in this.
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Old 04-29-2021, 03:26 AM
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Sorry for driving you crazy, let me get this straight:

If I format the XE field (selecting the XE field and choosing the style) using the defined style "SectionNames" that entry in the index will use the TEXT of the last instance formatted with that style ("Crazy Section")

Something doesn't sound right here...

(I would have thought that we would have to insert a variable using "StyleRef" in the EX field (a field within a field???) and use the \t switch something like this:

{ XE "cucumber" \t {styleref "SectionName"} }

Am I missing something?

Your patients is appreciated

Susan
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Old 04-29-2021, 03:31 AM
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I'm not exactly sure what you are actually asking about. You are asking about indexes but perhaps are really wanting to create a "Table of Contents". Neither of these features are going to merge the first and last paragraphs of a range into a single line item so they dynamically update but something will be possible if we could understand what it is you actually want.

To be clear on the terminology, perhaps you should attach a sample document that contains the elements you want to 'index' so we can see what you have and what you are trying to get to.
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Old 04-29-2021, 03:52 AM
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Hi Mr. Qualla Bear!

No, I am talking about an **index**. Usually, index entries reference page numbers. i.e.:

Cucumber - 8 (page 8)

I DONT want that.

I want the index entry to reference the text that is formatted with the style "SectionName"

Cucumber - Crazy Section ("Crazy Section" is the text value of the last text formatted with Style "SectionName" before the XE field)

I am pretty sure it can be done, just don't know the correct syntax
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Old 04-29-2021, 10:06 AM
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Quote:
Originally Posted by RRB View Post
Hi Mr. Qualla Bear!

No, I am talking about an **index**. Usually, index entries reference page numbers. i.e.:

Cucumber - 8 (page 8)

I DONT want that.

I want the index entry to reference the text that is formatted with the style "SectionName"

Cucumber - Crazy Section ("Crazy Section" is the text value of the last text formatted with Style "SectionName" before the XE field)


I am pretty sure it can be done, just don't know the correct syntax
Are you, perhaps, talking about what is, in Word jargon, a Table of Contents?

Your talk of linking to a style leads me to this query.
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Old 04-29-2021, 10:44 AM
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Susan Flamingo
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Unhappy

Absolutely, positively, with no doubt, an INDEX entry.

I have a friend who said he did this but won't let me know how...
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Old 04-29-2021, 01:31 PM
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In that case, I suggest you make a copy of your document and create a few Index Entries as described in post #2 and insert an Index field at the end of that document to confirm that is indeed what you want.
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