Create an Index in a Microsoft Word document

by | Jul 21, 2017

An index lists the terms and topics that are discussed in a document, along with the pages that they appear on. To create an index, you mark the index entries by providing the name of the main entry and the cross-reference in your document, and then you build the index.

Steps to mark words or phrases for the Index

  1. Select the text you want to include in the index.
  2. Click the References tab, in the Index group, click Mark Entry.
  3. Click Mark All.
  4. Leave the Mark Index Entry open and move it if necessary. Select the next word or phase in your document and click back in the Mark Index Entry box. Select Mark All.
  5. Continue until all words or phrases are marked.
  6. When done, click close to close the Mark Index Entry box.
  7. Go to the end of the document with CTRL + END. Add a page break with CTRL + ENTER on the keyboard.
  8. On the blank page, click Insert Index.
  9. Use either 1 or 2 columns, pick a format, and click OK. Finally, turn off Show/Hide with CTRL + SHIFT + 8 on the main keyboard.

 

 

YouTube Video on Creating an Index in Word

 

Transcript for YouTube Video on inserting an Index

You can search this with CTRL + F and then locate the bookmark in the video above.

0:00
hello this is Chris Menard let me show
0:04
you today how to create an index in
0:06
Microsoft Word and if you’re wondering
0:08
why do I need an index if you’re writing
0:10
a ploy handbook or a technical manual
0:14
the first place people often goes to the
0:17
back of the book to find a certain word
0:19
or phrase that they’re looking for and
0:21
then go look at that page so if you want
0:23
to follow along start word then give an
0:27
equal symbol or a nd and then we’re
0:30
going to do 25 7 enter they’ll give you
0:34
a random text go back to the top of the
0:37
document and if you have at least four
0:41
pages I’m happy if your text doesn’t
0:45
match my text exactly that’s okay too so
0:49
to make an index the first thing you do
0:51
is double click a word go to the
0:53
references tab up at the top and we’re
0:57
going to use the index group I’m going
0:59
to select mark entry it picked up the
1:03
word video which I double clicked if I
1:06
want to mark video on just this page
1:08
which is page one you click the word
1:10
mark but I want to do it throughout the
1:13
entire document so I’ll select mark all
1:17
when you click mark all it may put this
1:20
code in the back don’t worry about it
1:23
instead of closing this and going to the
1:25
next word just move it highlight another
1:31
word click back in here and that word
1:37
will appear in the main entry mark all
1:40
I’m gonna do footer double click click
1:44
in here mark all I’m going to do a
1:47
couple more words charts and people wait
1:53
may need to know about if you need to do
1:56
two words I’m gonna select smart art and
2:01
graphics click back in here perfect
2:05
right here mark all so act like you
2:09
marked all the words you want close
2:12
if you want to get rid of this right
2:14
here go back to the Home tab the first
2:18
time you did
2:19
mark entry it turned on show/hide you
2:23
can turn it off and on all you want to
2:25
that will not print but I’m going to
2:29
turn it off I’m gonna go to the end of
2:31
the document control end put a page
2:35
break in control enter you say Chris I
2:38
don’t like control enter I’ll still with
2:40
the mouse okay so let’s do undo and then
2:44
let’s go the long way layout breaks page
2:48
that is control enter go back to
2:52
references and here we go time to put
2:56
the index in here now so step one was to
2:59
mark our entries step two is to actually
3:01
put the index in so let’s go to insert
3:03
index you should be on the index tab how
3:08
many columns do you want I’m gonna leave
3:09
it at two you can change the format
3:14
there’s classic fancy modern I’m not
3:19
going to run through all of them I’m
3:21
gonna do fancy and I’m gonna hit OK and
3:26
there’s an index because I did that
3:29
equals re ND it’s got the same board on
3:32
all the pages so usually it’ll say
3:33
charts page 1 3 4 video 1 & 4 I’m gonna
3:39
do an undo ctrl Z go back to insert
3:44
index I don’t like the two columns I’m
3:46
gonna make it one column click OK and
3:50
there’s my index so now you know how to
3:55
create an index in Microsoft Word if you
3:57
need Microsoft Office training please
4:00
give me a call or an email also my Excel
4:03
training classes are online thank you
chris menard on Linkedinchris menard on Youtube
chris menard
Microsoft Office Master Instructor
I train corporate clients in Microsoft Office Excel, PowerPoint, Word, and Outlook. When I'm not training, I blog about technology and create training videos on YouTube. I currently have over 240 technology videos available. Most of the videos I've created come from questions asked during MS Office training.

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