WD: AutoMark Does Not Mark Words with Apostrophes

• Microsoft Word 97 for Windows
• Microsoft Word 98 Macintosh Edition

SYMPTOMS

When you mark index entries automatically using the AutoMark feature (that is, by using a concordance file), Microsoft Word does not find words with apostrophes.

CAUSE

The entries on the left side of the concordance file contain apostrophes.

WORKAROUND

To work around this problem, search for the words with apostrophes that you want to mark with an Index Entry field and replace the apostrophes with a special caret character (^^). Do this both in the document and in the left column of the AutoMark (concordance) file. After the Index Entry fields have been added to the document, replace the special characters in the document with apostrophes.

Replacing the Apostrophes in the AutoMark File

To replace the apostrophes in the AutoMark file, follow these steps:

1. Open the AutoMark (concordance) file.

2. On the Edit menu, click Replace.

3. In the Find What box, type an apostrophe.

4. In the Replace With box, click Special, and select Caret Character. (Word will enter ^^ in the entry box.)

   NOTE: You may need to click More to see the Special button.

5. You will need to do a selective replace on this file. To do this, click Find Next. If you want to replace the selected text with the special character, click Replace; otherwise, click Find Next. Change only the apostrophes in the left column. Do this for the entire document.

6. Save and close the file.

Replacing the Apostrophes in the File That You Want Mark with Index Entries

To replace the apostrophes in the file that you want mark with index entries, follow these steps:

1. Open the file that you desire to AutoMark.

2. On the Edit menu, click Replace.

3. In the Find What box, type an apostrophe.

4. In the Replace With box, click Special and select Caret Character. (Word will enter ^^ in the entry box.)

   NOTE: You may need to click More to see the Special button.

5. You will need to do a selective replace on this file. To do this, click Find Next. If you want to replace the selected text with the special character, click Replace; otherwise, click Find Next. Do this for the entire document.

Use the AutoMark Feature to Mark the Words in Your File

Open the file that you want to mark index entries in, and then follow these steps:

1. On the Insert menu, click Index And Tables.

2. Click the Index tab, and click AutoMark.

3. In the Open Index AutoMark File dialog box, select the AutoMark (concordance) file, and then click Open.

Restore the Apostrophe Character

In the file in which you marked index entries, use the Find and Replace feature to replace the caret character (^^) with an apostrophe. To do this, follow these steps:

1. On the Edit menu, click Replace.

2. In Find What, click Special and select Caret Character. (It will enter ^^ in the entry box.)

   Note: You may need to click More to see the Special button.

3. In the Replace With box, type an apostrophe.

4. Click Replace All and save the file.

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.

MORE INFORMATION

To use the AutoMark feature, follow these steps:

1. On the Insert menu, click Index And Tables.

2. Click the Index tab, and click AutoMark.

3. Select the file that you have set up to search for words to mark with Index Entry (XE) fields within your document, and then click Open.

The AutoMark, or concordance, file contains a two-column table. The left column identifies items for Word to find (search words) and the right column specifies the text for the index (XE) fields. The information in this article applies to the search words in the left column.

For example, given an AutoMark file of with the following information

     Search Words                        {XE} Content
          |                                    |
   ------------------------------------------------------------
   |sample text                 |This goes in the XE Field    |
   ------------------------------------------------------------
   |Smith's Concept of a Dream  |Smith's Concept of a Dream   |
   ------------------------------------------------------------
   |Smith Concept of a Dream    |Smith's Concept of a Dream   |
   ------------------------------------------------------------