Once your copy is final, you can begin creating your index. While some writers like to mark index entries throughout the editorial process, leaving this task until the very end has a few distinct benefits:. Depending on how many columns you use for your index and the size of your type , the number of characters you can reasonably fit in each entry will vary.
Very long entries will almost always look strange and be hard for readers to follow. Keep each entry as short and concise as you can.
While creating index entries, you should always be thinking about the ways in which a reader might use your index. However, including index entries for each breed will help readers discover the information that is most valuable to them. For example, if you have a section on the best dog breeds for families with children, you will probably include an entry that looks like this:. See below for more on formatting index entries and using cross-references.
Indexes are not simply alphabetical lists of words or terms that appear in a given text. In order to be useful, index entries should be formatted to be as user-friendly and intuitive as possible. Here are some rules to follow when creating your own index entries. Also note that the spelling of all index entries should match what appears in the text—for example, if a term is hyphenated in the copy, it should also be hyphenated in the index.
Not every entry needs subentries, but if you find that a main entry has a lot of page references that could be frustrating for a reader to sift through, subentries can be helpful. Images, including figures and tables, should be included in the index. To indicate that a page reference leads to an image, the page number not the whole entry should be set in bold or italics you can choose this option when creating entries in Word.
Be sure to include a note at the top of the index to tell readers what the bolded or italicized numbers mean. Resist the urge to include terms that appear only once, have little to do with the main topic, or that readers are unlikely to search for. These will only make your index seem long and cumbersome. First, make sure your document is paginated. To do this, go to Insert , then select Page Number. Choose your formatting preferences and click OK. Highlight the term, go to the References tab, and, under the Index section, click on Mark Entry.
This will bring you to a dialog with several options. You can edit the text in the main entry box so that it reads the way you would like the index entry to read. For a simple, repeated, main entry term, you can select Mark All to auto-index every occurrence of that exact term. Once you have made your selection, you will see the bracketed XE notation s appear in the text to denote the index entry or entries.
If you do not want these to be visible, go to the Home tab and click on the paragraph symbol. To create different types of index entries, choose the appropriate options from the Mark Entry dialog. If you would like to create a second-level subentry, you can do so using the subentry box.
To create a third-level subentry, follow the subentry text with a colon. Clear instructions. Easy to follow. No jargon. Pictures helped. Didn't match my screen. Incorrect instructions. Too technical. Not enough information. Not enough pictures. Any additional feedback? Submit feedback. We can help create a roadmap for your reports, books and other larger documents. Learn more about indexing or contact us here. Cut the clutter in your annual report.
What is an index and do you need one? Where are indexes used? What makes a good index? A good index will: be arranged in alphabetical order include accurate page references that lead to useful information on a topic avoid listing every use of a word or phrase be consistent across similar topics use sub-categories to break up long blocks of page numbers use italics for publications and Acts cross-reference information to point to other headings of interest or preferred terms.
Typically, indexed items are nouns, like ideas, concepts, and things, that contribute to the subject of the text. Generally, you don't need to index glossaries, bibliographies, acknowledgements, or illustrative items such as charts and graphs. If you're not sure whether something should be indexed, ask yourself if it contributes something substantial to the text.
If it doesn't, it typically doesn't need to be indexed. List cited authors if necessary. Some publishers may require you to index any authors cited, either in text or footnotes. This may require a separate index, or they may be included in your general index. Check with your advisor or editor if you're not sure.
You would still include their names in the general index, however, if you discussed them in the text rather than simply citing their work. As you read through your work, make a list of the keywords or main concepts discussed in the text. Many of these you may already know off the top of your head.
Creating an index card for each individual entry can help you sort and organize the entries before typing them up. Chapter or section headings can help guide you as well. Use nouns for the main headings of entries. Nouns referring to people, places, objects, or concepts are the most common nouns indexed. Typically the noun you use will be singular, and will not include any adjectives or phrases. Include subentries for entries with 5 or more pointers.
Unless you're working with an extremely long text, a keyword or concept that occurs on more than five pages typically can be broken into smaller parts. For example, suppose you are writing a book about comic books that discusses Wonder Woman's influence on the feminist movement. You might include a subentry under "Wonder Woman" that says "influence on feminism. Identify potential cross references. If you have entries that are similar to each other, you may want to use cross references in your index to link the similar entries.
That way your readers will be able to dig further into similar information. Part 2. Confirm the style and formatting requirements. Before you start building your index, you need to know its maximum length and what style guide the publisher wants you to use.
Typically, you'll be expected to use the Chicago Manual of Style. Use the correct punctuation. Generally, you'll put a colon after the header or main entry, then continue with the rest of the entry. If there is more than one subentry, place a semicolon between them. Use commas between subentries and page numbers, and between non-consecutive page numbers.
Organize your entries in alphabetical order. If you used the index card method, arrange your cards in alphabetical order and then type the list of main entries into a computer document. You also may be able to use your word-processing app to arrange the entries alphabetically.
Put a comma after the last name and add the person's first name. Noun phrases typically are inverted. For example, "adjusting-height saddle" would be listed in an index as "saddle, adjusting-height.
Fill in subentries. Once you have your list of entries, you'll add subentries for those entries that have multiple subdivisions. Avoid articles such as "a," "an," and "the" in your subentries, and use "and" sparingly.
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