Technical Writing – Methods to Use a Concordance File to Index Your MS Phrase Technical Doc?

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You may create indexes to your MS Phrase technical paperwork by two strategies: 1) Guide, and a pair of) Automated (Concordance) methodology. On this article we’ll concentrate on the concordance methodology.

This wholesale methodology consists of telling MS Phrase which phrases to search for within the doc and which index entries to tag them with.

For instance, you’ll be able to inform MS Phrase to seek for each occasion of the phrases “intrusion” and “access” and tag them each with the index entry “security.” Consequently, the index entry “security” will likely be adopted by the numbers of pages the place the phrases “intrusion” and “access” seem.

For this methodology you could create a easy “Concordance Table” with solely two columns. On the LEFT column, kind in all of the phrases that you could be mapped to an index entry. On the RIGHT column, kind within the index entry to level to the corresponding phrase on the LEFT column. You’re in impact mapping all of the left column entries to their right-column equivalents.

After ending your “Concordance Table” put it aside. Then choose Insert > Reference > Index and Tables… from the primary menu to show the Index and Tables display.

Click on AutoMark button to show the search field. Browse to your saved concordance file and choose and click on OK. This may trigger MS Phrase to mark up your doc by attaching indexing tags to each phrase you’ve got specified within the LEFT column of your desk.

Place your cursor the place you need your Index to look.

Return to your Index and Tables dialog field. Make all of the formatting choices you want and click on the OK button to create your Index.

CAUTION: All the time tag and create a COPY of your unique file to generate your Index since MS Phrase creates loads of behind-the-scenes code whereas compiling the Index. And worst of it’s, should you attempt to change your Concordance File or edit your doc after which regenerate the Index, MS Phrase doesn’t exchange the outdated indexing tags with the brand new ones however ADDS a complete new set of tags. Thus I like to recommend you retain a number of copies of your unique doc file and compile your new index(es) on these separate copies.

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