How can I edit an Index?

[Guest]

I have created an Index in a document that contains Formal names. In my
final Index some of the names are listed as last name, first name - and some
are listed as first name last name. How can I make them all consistent -
last name, first name?

 

[Guest]

Presumably, in your document some names are shown as last name, first name
and others as first name last name. The index can only show what's been
marked as an index entry.

However, you can edit the index just like you can edit any other text ie
drag and drop the last name in front of the first name and, of course, add a
comma to separate them. Alternatively, you could edit the names in your
document (so they are consistent) then click in the index and press the F9
key to update the entries.

Hope this helps!

 

[Stefan Blom]

Edit the XE (index entry) fields in your document, and then update the
index to reflect your modifications.

To see the XE fields, first enable the display of hidden text: Click
the Show/Hide ¶ button on the Standard toolbar. (Alternatively, choose
Tools>Options, click the View tab, check "Hidden text", click OK).

When it is displayed, you can easily change the text of XE fields.

When you are done, click the ¶ button again to hide the fields.

For more about index creation, see
http://word.mvps.org/faqs/formatting/Createindex.htm.

--
Stefan Blom
Microsoft Word MVP


in message
news[email protected]...

 

[Guest]

Dear Steven,
You advised me 2 weeks ago about how to change my scripture index after
creation. One of the ways was to hit CTRL-9 to stop the program from
automatically updating my editing changes - i.e. reverting to the code format
before printing. I printed your message and lost it. You had indicated
another way - somethign about turning off the update code. Could you resend
that message? Thank you.
Qumranandy
PS I have used the CTRL-9 solution successfully. So as not to lose the
possibility of updating the index, I copy it and paste it to its own file,
then hit CTRL-9 and print.

 

[Suzanne S. Barnhill]

Ctrl+F9 inserts an empty field. Ctrl+Shift+F9 unlinks a field.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

Dear Suzanne,
Two problems. 1) The index is a scripture verse index. That is "Genesis"
is aa, and Genesis 5:6 is aa.05.06 padded with zeroes to keep it in front of
Gen 43.27 e.g.. After the index is generated I must take it and change all
"a" to Genesis and "05.06" to 5:5. Exodus is ab, Leviticus ca etc. All that
editing is lost when I go to print, because Word automatically updates and
thus restores "aa" "05.06" etc. The solution Stevan proposed was to click on
the index and hit CTRL+SHIFT+F(. But that turns the index into something
that can no more be uipdated. SiO I cut aand paste the finished index to a
new file then hit CTRL+SHIFT+F9. But I'm having trouble fitting the title
into the top of the first page. 2) I have five isntances of "Errot! Bookmark
not defined", which are deletable but pop right back in when I go to print.
How can I get rid of them?
Qumranandy

 

[Daiya Mitchell]

Tools | Options | Print--uncheck the "update fields" box. Updating fields
are causing both the restoration of "aa" and the re-creation of "Error!
Bookmark not defined."

Impossible to tell from your message what is causing the "Error! Bookmark
not defined" in the first place.

You might also look up "Lock fields" in Help--which should prevent a field
from being updated until you unlock it.

 

[Guest]

Dear Daia,
Thanks very much. I'm not at my work table now, so I can't check it. One
more problem is that I began working on the book in Europe, and the main file
is formatted for A4 paper, which is longer and thinner than B2 paper. When I
went to print it out on B2 paper it's of course too long for the page, and I
lose the page numbers at the bottom. The solution is obvious - use A4 paper.
(I can't choose the printer option to downsize, because things I have in the
text - images - must appear in real size - i.e. the size I scanned them in.)
The problem is that the supplementary files - the introduction, etc. are
formatted for B2 paper, so that when I go to print the whole thing on A4
paper how do I reformat these smaller files so that they will be in A4 format?
Qumranandy

 

[Daiya Mitchell]

Um, trying to manually reformat for a different page size is a fool's game.
Any Word document should be set up so that if you change the paper size,
Word will reflow all the text to fit the new paper size and it will still
look fine. Use File | Page Setup to change the paper size so that it is
consistent throughout the document. You might try this ON A COPY, just in
case it does get screwy.

Unless you did something really crazy, I can't see how changing the whole
thing to B2 (is that 8.5x11?) would cause a problem. Since A4 is thinner
than B2, your images should all be fine, just maybe with a slightly bigger
left/right margin--unless you have images that stretched from top to bottom
of the page, and that seems unlikely.

Or, assuming your intro, etc, are all just pure text, just use File | Page
Setup to change the paper size there. No reformatting necessary. (by the
way, File | Page Setup is the "obvious solution" in my view, not changing
the paper itself.)

Note--Word reflowing the text is not the same thing as the printer scaling
the text down to fit. Lines will wrap differently, page breaks will come at
different places, etc. But like I said, any Word document, especially a
book, should be set up such that this doesn't matter.

 

[Guest]

Thanks, Daia,
Both tips did it: hitting the turn off updates before print and change page
format in editing to A4.
qyumranandy

 

[Daiya Mitchell]

Glad to help.

Thanks, Daia,
Both tips did it: hitting the turn off updates before print and change page
format in editing to A4.
qyumranandy

 

[Guest]

Dear Daiya,
I want a Table of Contents. The problem is that the print-file must look
thus:
1) Title Page
2) Dedication page
3) Table of Contents page
4) Preface page
5) Abbreviations page
6) Introduction (3 pages)
Then come chapter one - about 50 pages -, chapter two - about 300 pages,
chapter 3 - about 40 pages, 7 addenda, Scripture index, Bibliography.
Numeral pagination starts with number 6. The other pages (i.e. numbers 1-5
above) should have page numbered in Roman numerals. How?
Thank you,
qumranandy

 

[Suzanne S. Barnhill]

See http://word.mvps.org/FAQs/Formatting/NumberingFrontMatter.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

Dear Suzanne,
I've read your article and still don't understand how each chapter's footer
(there are no headers) will look thus
page 1:
INTRODUCTION 1
page 2: 2 INTRODUCTION
until the end of the introduction at page 4. Then comes Chapter 1
"Transcriptions"
page 5:
TRANSCRIPTIONS 5
page 6: 6 TRANSCRIPTIONS
and so forth until the end of the book, which will have about 12 different
sections. That is, on the odd pages we have at page-bottoms "Section title"
followed by page number in caps, and on even pages we have the reverse: page
number followed by section-title in caps.
Thank you.
Qmranandy

 

[Daiya Mitchell]

You didn't ask about headers or footers in the question that she was
answering. For your footers:

You need to turn on Odd and Even Footers, so that you can format them
separately.

To get Introduction/Transcriptions/ChapterTitle into the footer, use a
StyleRef field that will pull the text of the current chapter heading from
the main body of the document. The same StyleRef field will automatically
change throughout the document as appropriate, even without section breaks.
You'll need to enter it in both the Odd and the Even footer.
(Alternatively, if you have section breaks around each chapter anyhow, you
can manually type the ChapterTitle, but that's the hard way).

For instructions on these techniques, see the "Beyond Numbering" section of
the Frontmatter article that you have already, and this article:
http://sbarnhill.mvps.org/WordFAQs/HeaderFooter.htm
(scroll to "Types of Headers and Footers" and focus on that section and all
the following sections)

 

[Guest]

ar Daia,
The problem when I wrote my enquiry was getting the left footer positioned -
the footer for even pages. The tab was putting me to the left of the page
number. I got around that by entering about ten spaces to get the text to
the right of the page number. Here's another question for you. I'm writing
a commentary of 1-2 Samuel. It would be nice to have at the top of each page
the verse(s) listed that are dealt with on that page - e.g. "1 Sam 5:6" as
the header, then a page of blah blah blah on that verse. Or "1 Sam 13:14-17"
then a paragraph about 1 Sam 13:14, a break, a paragraph about 1 Sam
13:15-16, a break, then the start of a page on 1 Sam 13:17. How?
Qumranandy

 

[Suzanne S. Barnhill]

If you've inserted the page number using Insert | Page Numbers, the {
PAGE } field is in a frame, and any other text you add to the header/footer
is carefully routed around that frame. Delete the framed page number and use
the Insert Page Number button on the Header and Footer toolbar to insert
your page number, and I think you'll have a lot less trouble.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

Dear Daia and Suzanne,
And another thing. I'm having trouble getting a title positioned across the
top of my index. WORD is squnching it into the left. I've gone through and
formatted the headers/footers for an introduction, three chapters and 7
addenda. The last addendum is section 12 of the document (section 1 is the
title page, dedication page, preface page, table of contents). But when I
hit the index, which was already attached to the document before I added all
the addenda, I'm told it's section 15. Furthermore there is a "Section Break
(continuous)" that I keep trying to delete. But when I do that it messes up
all my tables. (Much of my document is formatted in tables). How can I get
the index to stay put, so that I can insert a title over it? Should I just
delete it? But does that mean I lose all my entries?
Qumranandy

 

[Daiya Mitchell]

I suggest you do a Save As, and then you can happily figure out what's going
on WITH A COPY of the document, and revert back to the original if things go
bad.

You mention several problems here, it's a bit tough to sort them out, I'll
give it a try.

1)

I'm having trouble getting a title positioned across the
top of my index. WORD is squnching it into the left.

The index is automatically formatted in columns. When you try to type at
the top of the index, that text goes into the leftmost column, which doesn't
go all the way across the page.

Columns are created with a continuous section break before and after. Click
¶ on the standard toolbar so you can see your section breaks--you need to
type Index above the first continuous section break to get it to stretch
across the page.

2)

The last addendum is section 12 of the document.<snip> But when I
hit the index <snip> I'm told it's section 15.

If you have any landscape sections or used Format | Columns anywhere, that
will increase the number of sections in Word's view, even if it doesn't
change the number of chapters (logical sections). This may be the index
columns causing the number change.

3)

Furthermore there is a "Section Break
(continuous)" that I keep trying to delete. But when I do that it messes up
all my tables.

This requires more information.

Where in the document is the Section Break (continuous) that you want to
delete?

If it is right before the index then the Section Break (continuous) is the
beginning of the column formatting. You'll need to let it stay there.

If it is somewhere else, please describe where it is, where it is in
relation to the tables, and how they change when you delete it.

And why are you trying to delete it?

4)

 

[Daiya Mitchell]

Suzanne handled the number portion of your question.

For part 2, you said you want the verses discussed listed in the header--the
basic answer is a StyleRef field in the header, which can reflect text in
the main body of the doc.

However, I'm not sure you can get 1 Sam 13:14-17. You'll have to do some
finagling. It also depends on whether you have headings that list the
verses under discussion, or whether you are just mentioning them in the main
text as you go along.

See the help topic "Create dictionary-style headers" and this article:
http://sbarnhill.mvps.org/WordFAQs/StyleRef.htm
The technique you probably want would be similar to "Picking up Part of a
Heading"

You need to understand how StyleRef can work. Experiment a bit with
inserting the appropriate fields and seeing what you get.