'Getting You Started' guide to
Pagemaker 6.5

Section 8 Indexes

Indexing

Index entries consist of

• a topic (which is what you look up)
  and
  
• a reference - normally a page number or a cross-reference.

In the main text words or phrases to be included as topics in the index are marked. The markers are invisible in layout mode or when printed, but may be seen in story editor.

Defining entries

There are three methods :

For single entries -

Select the text, then press:

•  <Ctrl> <Shift> Y [for the PC]
• or  <Command><Shift>Y [for the MAC]

For proper names, use:

•  <Ctrl> <Alt> Y [for the PC]
• or  <Command><Opt>Y  [for the MAC]

(Proper names appear in the index with first and last names reversed eg. James Smith will appear as Smith, James).

For several occurrences of the same entry -

Go into 'Story Editor' and select 'Change' from the 'Utilities' menu. Type the entry itself in the 'Find' box. Type ^; (semicolon) in the 'Change to' box (or ^z for proper names). Then choose 'Change all' or selectively 'Find' and 'Change'.

Customised entries - (where the actual text of the entry may not appear in the main document)

Go into 'Story Editor'. Click an insertion point in front of the associated text in the document. Select 'Utilities' and 'Index Entry'.

Enter the topic areas (index entries) in the boxes (up to 3 levels allowed) or click on 'Topic' and choose from those already listed. Select a 'page range' option, which will determine what range of pages appears against the index entry. Finally, click 'OK'.

Topic lists

Topic lists can be created separately. From the 'Story Editor', select 'Utilities' and 'Index Entry', then choose 'Topic' and enter the topic required into the box.

Click 'Add'. Repeat for further topics. When the topic list is complete, click 'Cancel' unless you want these topics to be referenced to the current page.

Cross-references

Select 'Utilities' and 'Index entry'. Type in the 'main topic' (ie. the one which the user will look up in the index) or choose one from the topic list. Click on 'Cross reference' and a new box will appear.

Click on 'X-ref', enter the related topic (the one to which the user will be referred) and click 'OK'. Now choose how the cross-reference will appear (ie. See, See also, etc.). Then click 'OK'.

Index editing

Select 'Utilities' and 'Show index'. The index is shown in sections (A, B, C, etc.).

Any entry can be edited, cross-referenced, capitalised or removed as required. Note that the format of entry here is not the same as it will be on the page. Click on 'Accept' and 'OK' to finish.

Generating and placing the index

Select 'Utilities' and 'Create index'. Type in a title or leave as "Index". Select any necessary options. The 'Format' box allows you to define or modify the format of the index.

To find out exactly how this operates, consult the 'Help' system. Click 'OK'.

The index will be created as a separate story and can be placed in the same way as the TOC. Again, new paragraph styles will be created for the index which can be modified to suit: 'Index Section', 'Index level 1', etc.

Note that the index will not be automatically updated when alterations are made to the main text. A new index will have to be generated, although all index 'markers' remain in the text.

Exercise

Open the file created earlier containing the text from guide.txt. Now generate a suitable index for this document. Use all three methods of creating index entries, use levels and page ranges where appropriate and add cross-references.

Use 'Show Index' to edit the index itself.

Create the index story and place it at the end of the document. Edit the format and styles of the text in the index to give it the appearance you want.