WD2000: Word Does Not Include Page Ranges in an Index (212083)

SYMPTOMS

When an item to be indexed appears on consecutive pages, Word represents those pages individually in the index, rather than showing them as a range.

This happens even when you use the \g switch to gather a range.

For example, if the word "Apple" appears on pages 4, 5, 6, and 7, Word lists each page separately in an index:

Apple, 4, 5, 6, 7

rather than showing a range:

Apple, 4-7

Using the \g switch without also using bookmarks and XE fields does not change the way the index appears.

CAUSE

When you compile an index in a document that contains multiple XE fields for identical index entries, Word lists a page number for each index entry (for example, Apple, 4, 5, 6, 7). In contrast, when the range of pages is bookmarked, Word compiles the index showing this range (for example, Apple, 4-7).

WORKAROUND

Use a bookmark and an XE field to tell Word to show a range for certain words.

To include a page range in your index, follow these steps:

Highlight (select) the range of pages on which the word to be included in your index appears.
On the Insert menu, click Bookmark.
Type a name for the bookmark (a good name to use is the word that you are indexing), and then click Add.
Select the word that you want included in your index. Make sure the word that you select is within the bookmarked area.
On the Insert menu, click Index and Tables.
On the Index tab, click Mark Entry.
Your selected word should appear in the Main entry box. Click to select Page range (listed under Options). Change the Bookmark box to the bookmark you created in steps 1 through 3, and then click Mark.

NOTE: The Mark All button is not available (appears dimmed). Do not mark more than one instance of the word within your bookmarked area.
Click Close to close the Mark Index Entry dialog box.

When you insert the index, it will include the range over which the word appears. A dash separates the page numbers. If you want to change this character, see the "More Information" section of this article.

To insert your index, follow these steps:

Move the insertion point to where you want your index.
On the Insert menu, click Index and Tables.
On the Index tab, click to select the options that you want for your index, and then click OK.

MORE INFORMATION

By default, Word uses a dash to separate the beginning and ending pages in an indexed range. You can specify a different separation character by using the \g switch.

To specify a different separator, add the \g switch and the separator character, with the separator in quotation marks, as shown in the following examples:

This field	Yields this result
{INDEX \c "2" \g " to " \z "1033"}	Apples, 4 to 7
{INDEX \c "2" \g " : " \z "1033"}	Apples, 4:7