WD: How to Create a Table of Contents and Index with Field Codes

ID: Q190609

The information in this article applies to:

Microsoft Word for Windows, versions 6.0, 6.0a, 6.0c
Microsoft Word for Windows NT, version 6.0
Microsoft Word for the Macintosh, versions 6.0, 6.0.1, 6.0.1a
Microsoft Word for Windows 95, versions 7.0, 7.0a

SUMMARY

This article describes how to accomplish the following:

Create table-of-contents entry fields (TC fields) and build a table of contents

Create index entry fields (XE fields) and build an index

CREATING TC FIELDS AND BUILDING A TABLE OF CONTENTS

There are two ways to mark table of contents items: you can create a custom menu command, or you can use the keyboard.

Method 1: Using a Custom Menu Command

Part A: To add the MarkTableofContentsEntry menu command to the Insert menu, follow these steps:

On the Tools menu, click Customize, and then click the Menus tab.

In the Categories list, select Insert.

In the Commands list, select MarkTableOfContentsEntry.

Verify that "&Insert" is in the Change What Menu box, and click Add.

Click Close.

Part B: To mark the text for inclusion in the table of contents, follow these steps:

Select (highlight) the text you want to include.

On the Insert menu, click Mark Table Of Contents Entry.

In the Entry box, modify the text if you want it to be different from the selected text.

In the Table Identifier list, select C for table of contents.

From the Level list, select a level for the table of contents entry.

Click Mark.

Click Close.

Repeat steps 1 through 7 of this procedure for each table of contents entry in your document.

Method 2: Using the Keyboard

Select the word or words that you want to include as a table of contents entry.

Press ALT+SHIFT+O (Windows) or COMMAND+OPTION+SHIFT+O (Macintosh).

The "Mark Table of Contents Entry" dialog box appears.

In the Entry box, modify the text if you want it to be different from the selected text.

From the Table Identifier list, select C for table of contents.

From the Level list, select a level for the table of contents entry.

Click Mark.

Click Close.

Repeat steps 1 through 7 for each table of contents entry you want to create.

Building the Table of Contents

To build the table of contents, follow these steps:

Position the insertion point where you want your table of contents to appear.

On the Insert menu, click Index And Tables.

Click the Table Of Contents tab, and then click the Options button.

Click to select the Table Entry Fields check box, and choose any styles you also want to include in the table of contents.

Click OK twice.

The table of contents will be inserted at the location of the insertion point.

CREATING XE FIELDS AND BUILDING AN INDEX

To mark and index entry, you can use any of the following methods:

Use a custom menu command

Use a standard menu command

Use the keyboard

Use a concordance file

Method 1: Using a Custom Menu Command

Part A: To add the MarkIndexEntry command to the Insert menu, follow these steps:

On the Tools menu, click Customize, and then click the Menus tab.

In the Categories list, select Insert.

In the Commands list, select MarkIndexEntry.

Verify that "&Insert" is in the Change What Menu box, and click Add.

Click Close.

Part B: To mark the text for inclusion in the index, follow these steps:

Select (highlight) the text you want to include.

On the Insert menu, click Mark Index Entry.

In the Main Entry box, modify the text if you want it to be different from the selected text. Type in the subentry text and select the desired options and page number format.

Click Mark to mark the selected text or click the Mark All button to mark all occurrences of the selected text.

Click Close.

Repeat steps 1 through 5 for each table of contents entry that you want to create.

Method 2: Using Standard Menu Commands

To mark the text for inclusion in the index, follow these steps:

On the Insert menu, click Index And Tables.

On the Index tab, click the Mark Entry button.

Type the Main Entry and Subentry text and select the desired options and page number format.

Click Mark.

Repeat steps 3 and 4 of this procedure for each index entry field that you want to create.

Click Close.

Method 3: Using the Keyboard

To mark the text for inclusion in the index, follow these steps:

Select the word or words that you want to include as an index entry.

Press ALT+SHIFT+X (Windows) or COMMAND+OPTION+SHIFT (Macintosh).

The Mark Index Entry dialog box appears.

In the Main Entry box, modify the text if you want it to be different from the selected text. Type in the subentry text and select the desired options and page number format.

Click Mark to mark the selected text or click the Mark All button to mark all occurrences of the selected text.

Click Close.

Repeat steps 2 through 5 of this procedure for each index entry field.

Method 4: Using a Concordance File

Use this method when you know which words you want to index and when you want to index all those words in the document at once.

To create an index by using a concordance file, follow these steps:

In a new document, insert a two-column table.

In the left column, type the words in your document that you want to mark for indexing. Note that these entries are case sensitive.

In the right column, type the corresponding text that you want to appear in the index.

Save and close this document.

On the Insert menu, click Index And Tables.

Click the Index tab.

Click the AutoMark button.

Select the file you created in steps 1 through 4 and click Open.

Word will automatically mark the words in your document.

Building the Index

To build the index, follow these steps:

Position the insertion point where you want your index to appear.

On the Insert menu, click Index And Tables.

Click the Index tab, and then click OK.

The index will be inserted at the location of the insertion point.

Additional query words:

Keywords : kbdta kbfield
Version : MACINTOSH:6.0,6.0.1,6.0.1a; WINDOWS:6.0,6.0a,6.0c,7.0,7.0a; winnt:6.0
Platform : MACINTOSH WINDOWS winnt
Issue type : kbhowto