forcing index to work in Word 2003

[Guest]

I have marked index items in a text (with usual [shift+alt+x]), then
generated the index at the end of the document. however Word listed all index
terms marked ONLY with pages, on which I had placed the index fields. In
other words the application did not the job, as it did not search for all
OTHER occurences of the marked terms.
It repeated few times with different documents.
Could you please help???

 

[Jay Freedman]

I have marked index items in a text (with usual [shift+alt+x]), then
generated the index at the end of the document. however Word listed
all index terms marked ONLY with pages, on which I had placed the
index fields. In other words the application did not the job, as it
did not search for all OTHER occurences of the marked terms.
It repeated few times with different documents.
Could you please help???

You misunderstand how index marking works. When you use Shift+Alt+X, it
inserts an XE field only at the current cursor position, and that will
result in one page number in the index.

If you want every occurrence of the term to be marked, you cannot use the
Shift+Alt+X shortcut. Instead, open the Insert > Reference > Index and
Tables dialog, click the Mark Entry button, and click the Mark All button
(after making any needed adjustments in the dialog). This will insert an XE
field at the first occurrence of the term on each page where it appears.

This automatic marking will probably result in far too many page references
to be useful, and it may create entries for occurrences of words that are
spelled the same but have different meanings. To check for and remove these
extra entries you'll need to visit each page anyway -- so you might as well
manually mark each desired entry to begin with.

 

[Guest]

Thaks very much indeed.
However, I have already marked the all the desired index entries in a large
set of documents (400 pp.) in the way I described. Is there a possibility to
rectify my error--so modify [shift+alt+x] fields somewhat--in order to avoid
repeating the whole procedure from the very start, and to get the proper
index list, instead of one occurrence per term only??

thanks in advance
r.piotr

I have marked index items in a text (with usual [shift+alt+x]), then
generated the index at the end of the document. however Word listed
all index terms marked ONLY with pages, on which I had placed the
index fields. In other words the application did not the job, as it
did not search for all OTHER occurences of the marked terms.
It repeated few times with different documents.
Could you please help???

You misunderstand how index marking works. When you use Shift+Alt+X, it
inserts an XE field only at the current cursor position, and that will
result in one page number in the index.

If you want every occurrence of the term to be marked, you cannot use the
Shift+Alt+X shortcut. Instead, open the Insert > Reference > Index and
Tables dialog, click the Mark Entry button, and click the Mark All button
(after making any needed adjustments in the dialog). This will insert an XE
field at the first occurrence of the term on each page where it appears.

This automatic marking will probably result in far too many page references
to be useful, and it may create entries for occurrences of words that are
spelled the same but have different meanings. To check for and remove these
extra entries you'll need to visit each page anyway -- so you might as well
manually mark each desired entry to begin with.