How to Create an Index in Word 2016

Edited 3 months ago by ExtremeHow Editorial Team

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Creating an index in Microsoft Word 2016 can be an essential part of organizing your document, especially if you're working on a long text, such as a book or a thesis. An index allows readers to easily find specific topics or keywords by listing words and corresponding page numbers at the end of your document. This guide will help you understand how to create an index, covering every step in detail.

Step 1: Understand what an index is

Before we create an index in Word 2016, let's clarify what an index is. An index is a list of words or topics found in your document, usually placed at the end of the document. It includes the page numbers where these words can be found, helping readers find information quickly.

An index is organized alphabetically, making it easier to search for subjects. For technical documents, indexes may be essential, increasing the readability and usefulness of the work.

Step 2: Preparing your document

Before creating an index, it's important to complete your document. Make sure your content is finalized as you may need to update it again for changes that occur after you create the index. Proofread your document, check for errors, and make sure everything is in the right place.

Start by saving a copy of your document as a backup. If you're working on a detailed manuscript, consider breaking it down into smaller sections and then collecting the chapters or parts separately.

Step 3: Marking entries for the index

To create an index in Word 2016, you need to start by marking entries. These are the words or phrases that will be included in the index. Follow these steps to mark entries:

• Select text: Select the word or text you want to include in the index.
• Mark an entry: On the ribbon, go to the References tab. In the Index group, click Mark Entry. This opens the Mark Index Entry dialog box.
• Choose Options: In this dialog box, you can choose how your index entry will look. Choose how you want the entry to appear and whether you want to use subentries or cross-references. It also allows you to format the page numbers.
• Choose the scope: You would choose Mark All to mark all entries, which highlights every instance of the word in the document. If you don't choose Mark All, only the single occurrence you selected will be marked.
• Repeat as needed: Continue marking entries in your document until you have included all of the desired keywords in your index.

Note: Word inserts a hidden XE (index entry) field for every marked entry. Don't worry if your text looks a little messy when you view the document in field code view—it won't appear in your printed version.

Step 4: Creating the index

Once you've marked your entries, it's time to create the index. Follow these steps:

• Location: Place your cursor at the location in the document where you want the index to appear. This is usually placed at the end of the document.
• Insert an index: Return to the References tab on the ribbon. In the Indexes group, click Insert Index.
• Customize the Index: The Index dialog box will appear. Here you can customize how the index appears. You have a variety of formats and styles to choose from:
  • Format: This determines the overall style of your index. Preview and choose the format that best suits your document.
  • Columns: Decide how many columns to divide the index into. Multiple columns can save space and make it easier to read.
  • Page number alignment: Align page numbers to the right or keep them lined up with the text.
  • Tab leaders: Select a tab leader, such as dots or dashes, to lead the eye across the page, from the entry to the page number.
• Insert: Once you have customized the settings to your liking, click OK to insert the index.

Step 5: Updating the index

You'll need to update your index whenever you make changes to your document. This is a simple step:

• Right-click the index in your document.
• Select Update Fields from the context menu.
• To make sure all new entries and page numbers are correct, select Update Entire Table.

Updating ensures that all page numbers and index entries accurately reflect the current document contents.

Step 6: Refining your index

Refining the index can also mean making adjustments for clarity or space. Here are some suggestions:

• Remove unnecessary entries: Look at your index and see if there are entries that are not needed.
• Merging similar entries: If you have entries that overlap or seem very repetitive, consider merging them or using cross-references.
• Consistent format: Make sure your index follows a consistent style for easy reading.

Conclusion

Creating an index in Word 2016 is a straightforward process once you understand the steps. Marking up your entries well and customizing your index helps make your document reader-friendly and ensure that readers can find information quickly. Use frequent updates and refinements to maintain the quality of your index.

Remember that the index is a reflection of the main topics of your work. Proper formatting and an organized approach can significantly increase the usefulness of your document to your readers. Follow these detailed steps, and you will have an efficient and professional index that adds value to your document.

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