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Automatically Index a Word document
“Hello, I am trying to create a Index to my Job Breakdown Word file. I have an existing three column list which gives a alphabetical list of job titles, a hypertext link to the document and in the third I would like to have the page number each title begins on.
“I need the page number to change automatically when subsequent pages are added within the file as additional job breakdowns are written and added to wherever they fit within the document alphabetically, I don’t want to have to renumber 200 index entries every time I add a process. The hypertext links keep pace but I haven’t been able to work out how to make the index automatic.
“Appreciate any help”
“The Easy way of making an Index using Word”
Nothing could be simpler. It's that simple.
Welcome to the Indxr's home page.
The One Click Word Document Indexer will create an index for any Microsoft Word document.
FREE Download , Install it, click (once!) on the running-man icon to create an Index, and say "Wow!".
If you have any questions about creating an Index, please Contact Me ; I personally answer the phone & respond to all email enquiries.
How can I Index Word Documents?
This is one of the most common questions asked.
The answer is simple: Start, and possibly end, by using Indxr to create your index.
In most cases a simple 1-click run of Indxr will create an index for you.
If you make frequent use of Indxr, you will find it to your advantage to use modify the Rules Table to improve Indxr’s accuracy in creating your indexes.
There is no need for you to parse documents to extract text that you want to index; Indxr does this for you, automatically.
History
The general approach to setting up automatic index tables is to manually select and mark each word or phrase to be indexed. An alternate method is to automatically find and mark the same text string throughout the document using a concordance table.
Most long documents do not have an index, the reason being the complexity and time taken to create one.
An index lists the words and terms in your document so that readers can find the page they seek without having to flip or scroll through the entire document.
However, creating an index is a time-consuming and morale-challenging process. Although Microsoft Word includes the Automark feature to help you to create an index, the end product depends more on the person locating the Interesting Words one by one than on Word itself.
Most published methods require you to master the arts of creating the index entries - Shift-Alt-X (or Index on the Insert menu), select text, highlight the word you want in the index, click on the main entry box, and repeat for each word.
Overview
Indxr is a powerful yet affordable solution for Document Indexing. Indxr allows a desktop user to quickly index any document with a minimal amount of manual data entry.
It has features found nowhere else in the industry, including complete customization of the way the index program works, and the cost is so low you won’t believe it until you’ve downloaded it!
Indexing software usually costs hundreds of dollars. Powerful and fully featured standalone applications used by lawyers and technical writers are beyond the reach of most users.
Until today, the world has lacked an inexpensive means of generating a customized index with just one click of the mouse.
That’s right! ONE CLICK and you have an Index!
In SECONDS!
I know that you won’t believe it until you see the index created right before your eyes; that’s why I urge you to download a FREE copy now .
MS Word has an indexing tool - if you have ever used it, you will agree that it is not the most easy, speedy or useful of functions to have to use to index your document.
Now help is at hand, with the Indxr - a single macro that I developed because I wanted to create an index with JUST ONE CLICK!
No risk, no fear.
Concordance Table
Indxr generates a concordance file from the plain text in your document; no sleight-of-hand; no need for you to mark {XE} entries. Your index will be created using the generated concordance table.
Indxr just goes to work and cleverly locates all those words and phrases which are interesting enough to be candidates for your document’s Index.
Indxr sets up a concordance file that lists strings to be searched for and marked, along with the associated term used in the index.
Indexing is case sensitive, and your concordance file can be preserved and used to build an index in another document.
Automatically Generate an Index
Contrary to popular opinion, you can automatically generate an index. The result will be useable as a simple demonstration will tell you.
Even without tweaking the Rules Table , Indxr does a good enough job of locating Interesting Words for an Index.
In particular, when you want a quick index for a one-off document, Indxr is perfect.
If you want a longer-lasting more professional finish to your index, you can tweak the rules table and the concordance file.
Finally, even if you decide that Indxr is too enthusiastic about marking up {XE} entries for your index, it will always be faster to remove a few unwanted {XE} fields than to generate the lot by hand.
The amount of work required to edit the result into a perfect index is a great deal less than the effort required to manually mark the index entries one-by-one, especially in a document that spans over 50 pages.
Designing Indexes
Index entries can be created for:
Individual words, phrases, abbreviations or symbols.
Topics that span a range of pages using bookmarks.
References to another entry using the “See …” option.
Specialized indexes devoted to specific topics such as names or places, augmenting the general index.
Creating an Index of a Word Document
If you want to create an index for your Word document, the first task appears to be to mark the words or phrases you want to include in the index. The most common way to do that is to insert an index marker in the document at each occurrence of each item you want to appear in the index.
This is a painfully boring process .
You are always much better off to let the computer do the bulk of the work of creating an index, using Indxr, than by devoting several hours or days to do the task manually.
A Quick Calculation
You can substitute your own figures for creating an index, but the results will be the same.
Suppose you want to index a document with 100 pages.
If the document is technical in nature there could well be 20 words and/or phrases (on each page!) that qualify as candidates for an index entry.
That means 2,000 words or phrases to be marked up.
Allow that you can mark up 3 words or phrases per minute. Oh yes! I know you can mark up faster than that, possibly 6 per minute, but you won’t be able to keep up that pace for more than two pages. This is a long-distance run, not a sprint. You will need to allow time for arm-stretching, fresh cup of coffee, and all the other interruptions that plague a regular working-day (or night!)
2,000 words or phrases at 3 per minute means about 160 minutes, or roughly 3 hours.
Now, would you rather spend 3 hours laboriously typing (and missing a few choice words and phrases) or would you rather click once on a button and wait for one minute , and, the index created automatically, go home early?
Page Ranges
Indxr supports the use of Index entries using Page Ranges in its quest to help you generate that perfect index automatically.
You will find the button for Page Range index entries on Indxr’s GUI form.
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Friday, June 25, 2010 6:25 AM
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