G
Guest
I'd like to run a command that locates the existence of keywords within a document. I will set up a custom list of keywords. I would appreciate any suggestions.
G
Guest
In Word-ese, you want to "create an index" and "automatically mark entries by using a concordance file". Quoting from Word help:
Automatically mark entries by using a concordance file
Create a concordance file.
How?
Click Insert Table on the Standard toolbar.
Drag to select two columns.
In the first column, enter the text you want Microsoft Word to search for and mark as an index entry. Make sure to enter the text exactly as it appears in the document. Then press TAB.
In the second column, type the index entry for the text in the first column. Then press TAB. If you want to create a subentry, type the main entry followed by a colon
) and the subentry.
Repeat steps 3 and 4 for each index reference and entry.
Save the concordance file.
Tips
To make sure Word marks all the text you want to index, list all forms of the text you want to search for. For example, type erupt, erupting, and eruption in three separate cells in the left column, and then type volcanoes in the matching cells in the right column.
To speed up the creation of a concordance file, first open both the concordance file and the document you want to index. To see both documents at once, click Arrange All on the Window menu. Then copy text from the document you want to index into the first column of the concordance file.
Open the document you want to index.
On the Insert menu, point to Reference, click Index and Tables, and then click the Index tab.
Click AutoMark.
In the File name box, enter the name of the concordance file you want to use.
Click Open.
Word searches through the document for each exact occurrence of text in the first column of the concordance file, and then it uses the text in the second column as the index entry. Word marks only the first occurrence of an entry in each paragraph.
Note Microsoft Word inserts each marked index entry as an XE (Index Entry) field in hidden text format. If you don't see the XE fields, click Show/Hide on the Standard toolbar.
Click where you want to insert the finished index.
To make sure that the document is paginated correctly, you need to hide field codes and hidden text. If the XE (Index Entry) fields are visible, click Show/Hide on the Standard toolbar.
On the Insert menu, point to Reference, click Index and Tables, and then click the Index tab.
Do any of the following:
Click a design in the Formats box to use one of the available designs or design a custom index layout.
How?
On the Insert menu, point to Reference, click Index and Tables, and then click the tab you want.
In the Formats box, click From template, and then click Modify.
Under Styles, click the style you want to change, and then click Modify.
To add the new style definition to your template, select the Add to template check box.
Under Formatting, select the options you want.
For Help on an option, click the question mark , and then click the option.
If you’re building an index for text in another language, then click the language in the Language box.
For Help on an option, click the question mark , and then click the option.
To update the index, click to the left of the field and press F9.
Notes
Don't modify index entries in the finished index; if you do, your changes will be lost when you update the index.
If you create an index in a master document, expand the subdocuments before you insert or update the index.
Automatically mark entries by using a concordance file
Create a concordance file.
How?
Click Insert Table on the Standard toolbar.
Drag to select two columns.
In the first column, enter the text you want Microsoft Word to search for and mark as an index entry. Make sure to enter the text exactly as it appears in the document. Then press TAB.
In the second column, type the index entry for the text in the first column. Then press TAB. If you want to create a subentry, type the main entry followed by a colon
) and the subentry.Repeat steps 3 and 4 for each index reference and entry.
Save the concordance file.
Tips
To make sure Word marks all the text you want to index, list all forms of the text you want to search for. For example, type erupt, erupting, and eruption in three separate cells in the left column, and then type volcanoes in the matching cells in the right column.
To speed up the creation of a concordance file, first open both the concordance file and the document you want to index. To see both documents at once, click Arrange All on the Window menu. Then copy text from the document you want to index into the first column of the concordance file.
Open the document you want to index.
On the Insert menu, point to Reference, click Index and Tables, and then click the Index tab.
Click AutoMark.
In the File name box, enter the name of the concordance file you want to use.
Click Open.
Word searches through the document for each exact occurrence of text in the first column of the concordance file, and then it uses the text in the second column as the index entry. Word marks only the first occurrence of an entry in each paragraph.
Note Microsoft Word inserts each marked index entry as an XE (Index Entry) field in hidden text format. If you don't see the XE fields, click Show/Hide on the Standard toolbar.
Click where you want to insert the finished index.
To make sure that the document is paginated correctly, you need to hide field codes and hidden text. If the XE (Index Entry) fields are visible, click Show/Hide on the Standard toolbar.
On the Insert menu, point to Reference, click Index and Tables, and then click the Index tab.
Do any of the following:
Click a design in the Formats box to use one of the available designs or design a custom index layout.
How?
On the Insert menu, point to Reference, click Index and Tables, and then click the tab you want.
In the Formats box, click From template, and then click Modify.
Under Styles, click the style you want to change, and then click Modify.
To add the new style definition to your template, select the Add to template check box.
Under Formatting, select the options you want.
For Help on an option, click the question mark , and then click the option.
If you’re building an index for text in another language, then click the language in the Language box.
For Help on an option, click the question mark , and then click the option.
To update the index, click to the left of the field and press F9.
Notes
Don't modify index entries in the finished index; if you do, your changes will be lost when you update the index.
If you create an index in a master document, expand the subdocuments before you insert or update the index.