Word Index Issues

Question

Looking for some help with a Microsoft 365 index issue with Word. Am using Win 10 1909. I have multiple documents, each with their own index. I want to make a single index for all the documents.

I have set up the individual documents with consecutive page numbers (i.e. one, say, has 35 pages, so I start the next file in line at page 36 and so on).  I create an index for each of the files and that works fine with the page numbering system I use. I then create a new blank document and generate a single index from the multiple indexes by using Insert, Quick Parts, Field, Index and Tables Category, RD, insert the url for the files, and then create a field for each of the document indexes I want in the combined index.

I then generate the single index by using insert index. It works to an extent, but in the combined index file I've tried to create it only picks up the index entries for the first two files and doesn't include the third. I've tried numerous times, as well as various other possible variables, but the same thing happens each time.

I have the feeling that there may be some kind of corruption in one or more of the individual files because I've had multiple issues (including lock ups and files not being read without a restart) as I've tried to build an index by simply combining a whole bunch of files into one and then generate a single index for a single large file. That worked OK for a while, but when the document got up to about 650 pages I started to get issues such as inserting a new index field and updating the index not picking it up (even though there was nothing wrong with the new field as far as I could see).  I've tried opening and repairing all the files, but that's not made any difference either. One file I suspected may have had an issue I rebuilt from scratch as a new file, but that didn't make any difference either.  This has been a very frustrating exercise and I really need to try and find an answer as I not only need the individual indexes (which is currently working fine) but an index of the whole.

Any help or suggestions, including any other ways I could generate a complete index, would be much appreciated.

Answer 1

I created the following field in a blank document: INCLUDETEXT "C:\Users\jeppy\OneDrive\Peterborough Stories\Combined Index\001-002 Klaebe **** Combined.docx (I used the correct brackets, they just don't copy to this document.) It copied the entire document to the new document, including the index. If I then save and replace the original document, should that then deal with the corruption issue? I wasn't sure what you meant by 'with the INDEX existing in just the target document.'

If you omit the individual indices from the source documents, you'll end up with a target document containing all the XE fields, for which you can then create a single INDEX in target document.

If you want to retain the individual indices in the source documents, but not have them appear in the target document, you could apply a bookmark to the rest of the content in each of those documents, then have the INCLUDETEXT fields in the target document reference those bookmarks. That way, you'll still end up with a target document containing all the XE fields, for which you can then create a single INDEX target document.

Regardless of which approach you take, you should still address the corruption issues. I wasn't intending for you to use INCLUDETEXT fields to address the corruption issues. I don't know that it would work; all you may end up doing is perpetuating the corruption.

Answer 2

The first thing to do is to address the document corruption issue. Corrupt documents can usually be 'repaired' by inserting a new, empty, paragraph at the very end, copying everything except that new paragraph to a new document based on the same template (headers & footers may need to be copied separately), closing the old document and saving the new one over it.

You may find that's sufficient to resolve the cross-document indexing problem. If not, you could use INCLUDETEXT fields to link all the source documents, with the INDEX existing in just the target document.

Answer 3

Are you now working with the combined, single-file document? Try the following: Select all content, except for the final paragraph mark, copy and paste it into a new, blank document.

To show/hide paragraph marks (¶), as well as other nonprinting marks, click the ¶ icon on the Home tab.

Answer 4

https://support.office.com/en-us/article/create...

You could check the link above for a more detailed explanation without visual representations.

Regards,

Seyi

Answer 5

Hello, I'm Seyi. I'm an independent advisor and user like you.

To create an index, follow the steps below

You can create an index entry for an individual word, phrase, or symbol, for a topic that spans a range of pages, or that refers to another entry, such as "Transportation. See Bicycles." When you select text and mark it as an index entry, Word adds a special XE (Index Entry) field that includes the marked main entry and any cross-reference information that you choose to include.

An XE (Index Entry) field

After you mark all the index entries, you choose an index design and build the finished index. Word collects the index entries, sorts them alphabetically, references their page numbers, finds and removes duplicate entries from the same page, and displays the index in the document.

Mark the entries

These steps show you how to mark words or phrases for your index, but you can also Mark index entries for text that spans a range of pages.

Select the text you’d like to use as an index entry, or just click where you want to insert the entry.

On the References tab, in the Index group, click Mark Entry.

Mark entry

You can edit the text in the Mark Index Entry dialog box.

Mark Index Entry dialog box

You can add a second-level in the Subentry box. If you need a third level, follow the subentry text with a colon.

To create a cross-reference to another entry, click Cross-reference under Options, and then type the text for the other entry in the box.

To format the page numbers that will appear in the index, select the Bold check box or Italic check box below Page number format.

Click Mark to mark the index entry. To mark this text everywhere it shows up in the document, click Mark All.

To mark additional index entries, select the text, click in the Mark Index Entry dialog box, and then repeat steps 3 and 4.

Create the index

After you mark the entries, you’re ready to insert the index into your document.

Click where you want to add the index.

On the References tab, in the Index group, click Insert Index.

Insert index

In the Index dialog box, you can choose the format for text entries, page numbers, tabs, and leader characters.

Index dialog box

You can change the overall look of the index by choosing from the Formats dropdown menu. A preview is displayed in the window to the top left.

Click OK.

Edit or format an index entry and update the index

If you mark more entries after creating your index, you’ll need to update the index to see them.

If you don't see the XE fields, click Show/Hide Button image in the Paragraph group on the Home tab.

Find the XE field for the entry that you want to change, for example, { XE "Callisto" \t "See Moons" }.

To edit or format an index entry, change the text inside the quotation marks.

To update the index, click the index, and then press F9. Or click Update Index in the Index group on the References tab.

Update index

If you find an error in the index, locate the index entry that you want to change, make the change, and then update the index.

Delete an index entry and update the index

Select the entire index entry field, including the braces ({}), and then press DELETE.

If you don't see the XE fields, click Show/Hide Button image in the Paragraph group on the Home tab.

To update the index, click the index, and then press F9. Or click Update Index in the Index group on the References tab.