Marking index entries

You can mark index entries automatically, using a concordance file, or manually.

When marking index entries automatically, a concordance file searches the document and automatically marks entries. A concordance file is a separate list of the words or phrases that you want to appear in an index. The concordance file can be saved as a separate file and can then be specified later during indexing. When you generate the index, WordPerfect searches the document being indexed for occurrences of the words or phrases in the concordance file and includes them as entries in the index. Using a concordance file eliminates the task of searching for and marking entries throughout the document. You can, however, simultaneously use both a concordance file and manually marked entries.

By default, each entry in the concordance file appears as a heading in the index. However, you can also mark an entry in the concordance file as a subheading. The capitalization you used in the concordance file, not the capitalization in the indexed document, determines how the index entries display once you generate the index. Therefore, you should use the capitalization you want to see in the index in the concordance file . Similarly, the index feature uses the form of hyphenation in the concordance file when it searches the document to be indexed. (Soft hyphens are entered using the hyphen key and hard hyphens are entered using Ctrl+Enter. If in doubt, use both forms in duplicate entries in the concordance file.)

When you mark an index entry manually, you must designate it as either a heading or a subheading entry.


To create a concordance file

WordPerfect Office btnbacktotopproc Marking index entries
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Click File WordPerfect Office onestep Marking index entries New.
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Type the words and phrases you want in the concordance file, and press Enter after each one.
Each line in the file should be limited to 63 characters.
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Click File WordPerfect Office onestep Marking index entries Save as.
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Choose the drive and folder where you want to save the file.
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Type a filename in the Filename box.
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Click Save.

WordPerfect Office note Marking index entries

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The separate concordance file that is created contains an alphabetical list of all the words (and, optionally, phrases and quotes) that appear at least once in the current document. You can choose to automatically remove certain groups of items using the module’s menu, but you probably will not want many remaining items in the list to be included in the generated index. Before using the concordance file to index a document, always edit the file to revise or remove unwanted items and then save it.
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The current document should not contain a table of contents or index. If it does, the resulting concordance file will include all of the words and page numbers found in the table of contents and index. For optimal results, remove or relocate any existing table of contents or index before using the concordance utility.

To mark a heading or a subheading in a concordance file

WordPerfect Office btnbacktotopproc Marking index entries
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Select a word.
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Click Tools WordPerfect Office onestep Marking index entries Reference WordPerfect Office onestep Marking index entries Index.
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Choose the selected word from any of the following list boxes:
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Heading
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Subheading
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Click Mark.

WordPerfect Office tip Marking index entries

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You can mark a concordance entry twice, for use as both a heading and a subheading.

To mark an index entry manually

WordPerfect Office btnbacktotopproc Marking index entries
1.
 
Select a word or phrase.
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Click Tools WordPerfect Office onestep Marking index entries Reference WordPerfect Office onestep Marking index entries Index.
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Choose the word or phrase from the Heading list box.
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Click Mark.

WordPerfect Office note Marking index entries

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Index entries are case-sensitive. A separate entry for each word is inserted into the index for each variation of the word you mark, resulting in multiple entries for the same word.
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Heading entries are mandatory; subheading entries are optional.

WordPerfect Office tip Marking index entries

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You can edit the text for an index entry and still reference the word you select. For example, if you select “cherries” in a document but want the index entry to be “fruit,” you can type “fruit” in the Heading list box.
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If you want to mark a subheading, choose the word or phrase from the Subheading list box.

Marking index entries