Use A Concordance File To Build A Word Index Page Quicker (No Manual Marking)

This is video 2 of a three part series, where I show you how to create an index in Microsoft Word to put at the end of a document in the first video I went through a process of marking the entries that you want to include it in an index and then build that index and that's all found on the references tab in the index group. First we mark the entries using this dialog box here. And then we built the index using the insert index here. Now in this video I want to show you an alternative technique, it's. A technique that not a lot of people use because they don't know, it's there it's, not really that obvious in the set of tools they give you at the top it, but it gives you a lot more control over building and maintaining your index we're going to use what's called a concordance file. And instead of marking and then inserting the index we're going to use this insert index twice. Now, this is what a concordance file looks like it's, just simply a two-column table that you create in a separate document.

He then referred to from your main document. Now, the first column, the left-hand column here contains all the entries that you want to mark within the document. So the places you want to record the page numbers for that are then going to appear in the index.

The right-hand column shows you what's going to appear in the index when you place all your index entries in a separate document like this. It makes it a lot easy to maintain there's. None of the clutter here of those XE index entries that we saw.

Before and you can see in an instant where you're at again, I've used four color codes here to demonstrate four different things. If you remember the indexing process is case-sensitive. So a concordance provides a really neat way to capture all those different variation with less chance of missing something so where you've got single versus plural where you've got lower case versus upper case.

And when you have all the different word variation to often occur within the document all those situations. Can be picked up grouped together lumped occur. If you like under the same index entry. So look at the green section first, these are stand-alone entries. So what you see that gets marked in the document is exactly what appears in the index.

So these pretty much a one on one. What you see is what you get this. Next color deals with a different case. So you can see there's a franchisee there with a lowercase F and a franchisee there with an uppercase F. Both of those are going to create marked.

Entries within a document in a minute, but they're both going to be categorized under one entry in the index franchise with a capital F in the blue section, you can see in the left-hand column here, all the different word variations, trademark, trademarks trade, marking trademark. And again, the same for with uppercase T at the beginning, all of those are going to get marked within the document, but they're all going to get categorized under one index entry, trademark with a capital T. The last three here. We're going to replicate what we did in the first video. So a 3ds switch and game boy are three different types of console. So in the index we're going to create a main entry quarter console with a sub entry, 3ds switch and game. Boy, notice the notation here, it uses a colon character, that's. The two dots between main entry and sub entry, don't use a comma don't use a semicolon.

Those are common mistakes. Those characters will not work only the colon character will work in also a lot of people make the. Mistake of putting a codon followed by a space.

If you do that, when you come to build the index, each of those entries is going to have an extra space in front of it. So unless that's what you want to don't do it that's. The concordance file is called concordance, and we're going to refer to that pick that up from the main document in just a moment. So here we are back in the main document, it's, clean there's. No current index, let's, go down to the bottom and take a quick look here's, the index heading.

Nothing beneath it let's go back to the top again, and I'm also going to turn on the hidden formatting, because that will show us when entries get marked in just a moment. Now, once you've taken the time to develop a good comprehensive concordance, all you need to be this on the references tab we're going to choose insert index. Now in the first video, we came here, it's the second step to build the actual index. But when you're using a concordance file, you need to come here as well for step one, because.

Down the bottom is an option called auto mark. And when you click on this, it asks you to point to a file, and that file is called a concordance so let's select that and open. And immediately you can see all the entry that were in that left-hand column in the concordance have created marked entries here, the XE field codes allow he did manually in the first video, but it's happened automatically here.

That's. What Auto mark does that's step one complete. So now all we have to do is to go down to the.

Bottom underneath the index heading place, the cursor. And then again, on the references in the index group, choose insert index again. And then we just build the index exactly like.

We did the first time. So you can decide your starting down here, choose what you want to see and where you want to put it. And when you're done click, OK and that's, the index built, you can see how much quicker that was to build from scratch. If you look here, you can see one entry called franchise with a capital F that's. Exactly what we wanted there's, one entry under t, trademark with a capital, T that's, what we wanted as well and all the page numbers for franchise and Trademark with all those different word, variations and case, variations they're all categorized under the one entry in the index with all its relevant page numbers, updating the index is just as easy as it was before so let's go back to the concordance and let's, just add one more roast. This table Japan on both sides, I'm going to save the file it doesn't.

Matter if you leave it open or close it at this point? So here we are back in the main document. Now we just repeat the process. So, firstly, if we choose insert index choose auto mark, we need to mark. The new interest has been added decide the same file concordance and open that up.

If we just go up just to check that the thing has been marked refined in accounts of Japan just here, and we can see the EPCI, the index entry field has been added for Japan. So now all that's left to do is to update the. Index now, updating is exactly the same process as we saw in the first video, if you click it once it'll, go gray, you always get great showing behind anything that words controls for you, which is always a good thing at this point you can either press f9 to refresh or update or on some keywords it's FN f9. You could also right-click and decide update field from the context menu or in the index group on the references ribbon. You can decide update index.

Any of those three will get the job done let's. Just click up there, and you can see Japan has been added now to the index now here's, the thing anything added to the concordance, get included in the updates. If the document gets restructured and all the page numbers change, they get included in the index updates as well.

The only tricky bit is stuff that gets removed. Now if you're removing a chunk from your document, and you've got an entry in the concordance that says, mark this thing, and there are none of those things in the document that's, fine. It just means nothing gets marked and nothing gets included in the index, but let's say, in the concordance file, you decide to remove an entry, let's say, it's franchise with a capital F, you remove it from the concordance, but you still got entries that have been previously marked in the main document, and they are still going to show up in the index. So in that situation, you need to clean house now you might be thinking that's a lot of stuff to go through that's. A lot of stuff I've got a chick.

Especially with big documents going through and finding particular feel codes, and then removing them one by one or thankfully is there's a much better tool. You can use to get the job done quickly, it's the standard Find and Replace. But with a little of a twist so let's pull up the replacement tool now, there's, two ways to get them.

One is to go to the Home tab go to your find option over here, and they replace it directly underneath that will open up the replace dialog directly. The other way could. Do it be to press CTRL F, which opens up the find sidebar.

Now he used to open up the find dialog. So you can use the keyboard shortcuts do CTRL H that's, the keyboard shortcut to go straight to replace bypassing the sidebar. Now, I'm sure you've used fine of a place before for content, but we're going to do here is to use it to search for field codes let's, get rid of Japan in. Now, if we click more there's, a few options, added to the box here and down the bottom there's, an option called special and.There are all sorts of things you can actually search for here. These are generally hidden information, but word will recognize them, and we'll be able to find them and do stuff with them and about halfway down you'll see field.

Now when you click that it adds is funny notation into your find what box it's, actually, the caret character, followed by d. If you wanted to skip the step of coming to this special menu, you can actually type that in directly it's something you use quite a lot. Once you know, it's. There and to get that funny character, you do Shift + 6 on the keyboard.

What this notation represents is it's going to go through the document and find fuel codes that is anything that's enclosed in those braces, those curly brackets that contain fuel coats because there's, nothing else after it is going to pick up every single fuel code in the document. Now in this example, it's fine, the only fill codes we have in this document are index entries. But if you've got other stuff like there was a. Contents if you're using asked fields if you've inserted dates times or page numbers or file names or use, conditional logic all of those use fuel codes. And so if we were to go through at this moment and your document had those other types of fill code in it's going to remove all of those as well. So if you want to be specific, you can follow this by space, X, e, meaning index entry. And we leave the replacement box empty.

So now it's going to go through and replace all the field codes XE field codes with. Nothing so let's, go ahead and do that replace all click, okay, 24 replacements made and close the dialog let's scroll up. And we have a nice clean document all the field codes have now been stripped away.

So the idea is, if you decide to remove some entries from your concordance file, but there may be pre-existing entries in your main document, wipe down clean up, give yourself a clean slate and then use build the index and mark. The entries exactly like you did the first time which is on the references. Tab insert index in the index group. Step one is the automark that finds all the entries as the XE fill codes.

And then you come into this dialog box. A second time, choose all your preferences if you haven't done so already and then click OK. And that builds the index it's, such a simple technique, but it makes life so much easier. If you take the time to prepare a concordance up front, of course, you can also use that same concordance on other documents, if that's relevant to do so there's, no direct link. Between the concordance file and your main document. So if you decide to rename the concordance file or move it to another location, it doesn't matter it's only ever used to mark the entries in the document and that's it, no more tires after that. So I hope, these videos opened your eyes and give me a few more options. If you're working on large documents, this will be a godsend.

And if you haven't used this approach before, why don't you build yourself a quick concordance file, just mark a few entries. Using this technique see how easy it is, and you can always build it up later on if you enjoy this video, make sure you give it a thumbs up underneath and put a comment in the comment section, I'd love to hear what people think, and I read and respond to every message that comes through there. If you have any questions, put those in the comments too, if you want to see more videos like this click Subscribe, and if you're really keen I, want to get notified as soon as new videos, come out click, the bell and. Say how you want to be notified and that's it for this video thanks for sticking with me to the end there's, one more video to go in this series, I'll, see you for the next one.

Dated : 18-Apr-2022

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