WD98: Creating a Table of Contents or Index with Field Codes (190610)

SUMMARY

This article describes how to accomplish the following:

• Create table-of-contents entry fields (TC fields) and build a table of contents
• Create index entry fields (XE fields) and build an index

CREATING TC FIELDS AND BUILDING A TABLE OF CONTENTS

There are two ways to mark table of contents items: you can create a custom menu command, or you can use the keyboard.

Method 1: Using a Custom Menu Command

Part A: To add the MarkTableofContentsEntry menu command to the Insert menu, follow these steps:

1. On the Tools menu, click Customize, and then click the Toolbars tab.
2. Click to select the Menu Bar check box.
3. In the Customize dialog box, click the Commands tab.
4. In the Categories list, select All Commands.
5. In the Commands list, select MarkTableOfContentsEntry and drag the command to the Insert menu.
   
   Point to the location where you want the command to appear on the menu, and then release the mouse.
6. In the Customize dialog box, Click Close.

Part B: To mark the text for inclusion in the table of contents, follow these steps:

1. Select (highlight) the text you want to include.
2. On the Insert menu, click Mark Table Of Contents Entry.
3. In the Entry box, modify the text if you want it to be different from the selected text.
4. In the Table Identifier list, select C for table of contents.
5. From the Level list, select a level for the table of contents entry.
6. Click Mark.
7. Click Close.
8. Repeat steps 1 through 7 of this procedure for each table of contents entry in your document.

Method 2: Using the Keyboard

1. Select the word or words that you want to include as a table of contents entry.
2. Press COMMAND+OPTION+SHIFT+O.
   
   The "Mark Table of Contents Entry" dialog box appears.
3. In the Entry box, modify the text if you want it to be different from the selected text.
4. From the Table Identifier list, select C for table of contents.
5. From the Level list, select a level for the table of contents entry.
6. Click Mark.
7. Click Close.
8. Repeat steps 1 through 7 for each table of contents entry you want to create.

Building the Table of Contents

To build the table of contents, follow these steps:

1. Position the insertion point where you want your table of contents to appear.
2. On the Insert menu, click Index And Tables.
3. Click the Table Of Contents tab, and then click the Options button.
4. Click to select the Table Entry Fields check box, and choose any styles you also want to include in the table of contents.
5. Click OK twice.

The table of contents will be inserted at the location of the insertion point.

CREATING XE FIELDS AND BUILDING AN INDEX

To mark an index entry, you can use any of the following methods:

• Use a custom menu command
• Use a standard menu command
• Use the keyboard
• Use a concordance file

Method 1: Using a Custom Menu Command

Part A: To add the MarkIndexEntry command to the Insert menu, follow these steps:

1. On the Tools menu, click Customize, and then click the Toolbars tab.
2. Click to select the Menu Bar check box.
   
   A customizable instance of the menu bar will be displayed.
3. In the Customize dialog box, click the Commands tab.
4. In the Categories list, select All Commands.
5. In the Commands list, select MarkIndexEntry and drag the command to the Insert menu.
   
   Point to the location where you want the command to appear on the menu, and then release the mouse.
6. In the Customize dialog box, click Close.

Part B: To mark the text for inclusion in the index, follow these steps:

1. Select (highlight) the text you want to include.
2. On the Insert menu, click Mark Index Entry.
3. In the Main Entry box, modify the text if you want it to be different from the selected text. Type in the subentry text and select the desired options and page number format.
4. Click Mark to mark the selected text or click the Mark All button to mark all occurrences of the selected text.
5. Click Close.
6. Repeat steps 1 through 5 for each index entry that you want to create.

Method 2: Using Standard Menu Commands

To mark the text for inclusion in the index, follow these steps:

1. On the Insert menu, click Index And Tables.
2. On the Index tab, click the Mark Entry button.
3. Type the Main Entry and Subentry text and select the desired options and page number format.
4. Click Mark.
5. Repeat steps 3 and 4 of this procedure for each index entry field that you want to create.
6. Click Close.

Method 3: Using the Keyboard

To mark the text for inclusion in the index, follow these steps:

1. Select the word or words that you want to include as an index entry.
2. Press COMMAND+OPTION+SHIFT+X.
   
   The Mark Index Entry dialog box appears.
3. In the Main Entry box, modify the text if you want it to be different from the selected text. Type in the subentry text and select the desired options and page number format.
4. Click Mark to mark the selected text or click the Mark All button to mark all occurrences of the selected text.
5. Click Close.
6. Repeat steps 2 through 5 of this procedure for each index entry field.

Method 4: Using a Concordance File

Use this method when you know which words you want to index and when you want to index all those words in the document at once.

To create an index by using a concordance file, follow these steps:

1. In a new document, insert a two-column table.
2. In the left column, type the words in your document that you want to mark for indexing. Note that these entries are case sensitive.
3. In the right column, type the corresponding text that you want to appear in the index.
4. Save and close this document.
5. On the Insert menu, click Index And Tables.
6. Click the Index tab.
7. Click the AutoMark button.
8. Select the file you created in steps 1 through 4 and click Open.

Word will automatically mark the words in your document.

Building the Index

To build the index, follow these steps:

1. Position the insertion point where you want your index to appear.
2. On the Insert menu, click Index And Tables.
3. Click the Index tab, and then click OK.

The index will be inserted at the location of the insertion point.