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MS Office Forum / Word / Document Management / May 2008Inserting and viewing an index
I've tried the advice on this list from 2005, to no avail. I indexed a 900+ page manuscript in Word 2003. The embedded coding is all there, where it should be. But when I place my cursor at the end of the document, and hit INSERT > REFS > INDEX the "GO" button is grayed out. Any suggestions? By "GO" button do you mean the OK button?  SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA > I've tried the advice on this list from 2005, to no avail. > > I indexed a 900+ page manuscript in Word 2003. The embedded coding is all > there, where it should be. But when I place my cursor at the end of the > document, and hit INSERT > REFS > INDEX the "GO" button is grayed out. Any > suggestions? Yes, sorry. The OK button. > By "GO" button do you mean the OK button? > [quoted text clipped - 4 lines] > > document, and hit INSERT > REFS > INDEX the "GO" button is grayed out. Any > > suggestions? Yes. The OK button is grayed out. And the columns defaulted to auto. > By "GO" button do you mean the OK button? > [quoted text clipped - 4 lines] > > document, and hit INSERT > REFS > INDEX the "GO" button is grayed out. Any > > suggestions? Does the document have endnotes? If so, and if you're attempting to insert the index after the endnotes (in Print Layout view), you're probably actually in the endnotes "field," so to speak. You'll need to look at http://word.mvps.org/faqs/formatting/FootnoteFAQContent.htm#TextAfterNotes for instructions on how to place document content after the endnotes. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA > Yes. The OK button is grayed out. And the columns defaulted to auto. > [quoted text clipped - 8 lines] >> > Any >> > suggestions? Good morning Suzanne. This is an edited collection, with endnotes for each chapter. I'm trying to insert an index after the bibliography, which ends with a section break on page 960 or thereabouts. Doc has some 35 blank pages fllowing, presumable holding my invisible index . When I place the cursor after the section break, and go the INSERT > REF > INDEX, and hit OK, Word asks if I want to replace the existing (INVISIBLE TO ME) index. Yes has the document repaginate, and I end up with the same blank pages. There's got to be some glitch in the field coding. Under TOOLs/VIEW I have checked: highlight status bars screen tips smart tags animated scroll bars windows hidden text all drawings white space vert rules. When I check field codes and shading, the each page number is replaced by the generic {PAGE}. When I do CTL+G > FIELD > INDEX > Close, and then ALT+F9 I end up on one of my blank pages. So the index is there (all the in-text coding is intact), but invisible. Any further suggestions? Thank you > Does the document have endnotes? If so, and if you're attempting to insert > the index after the endnotes (in Print Layout view), you're probably [quoted text clipped - 14 lines] > >> > Any > >> > suggestions? Each CHAPTER has endnotes, but I'm trying to insert the index after the section break following the bibliograhy. How can I tell if I'm in some strange endnotes field? > Good morning Suzanne. > [quoted text clipped - 51 lines] > > >> > Any > > >> > suggestions? Perhaps I should clarfy. Each chapter has its own endnotes. After the endnotes for the final chapter, there is a bibliography, followed by a section break. I'm trying to insert the index after the bibliography section break. > Good morning Suzanne. > [quoted text clipped - 51 lines] > > >> > Any > > >> > suggestions? Very bizarre. It sounds as if you're doing everything correctly. You might check the formatting of the Index styles to see if perhaps by some wild chance the font color has been set to white. When you display field codes (and see { PAGE } for page numbers), do you also see { INDEX } where your index is inserted? One other thing: You indicate that you have Hidden text displayed. You need to hide the hidden text (which will include your XE fields) before generating the index; otherwise the page numbers in the index (if it ever appears) will be incorrect. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA > Perhaps I should clarfy. Each chapter has its own endnotes. After the > endnotes for the final chapter, there is a bibliography, followed by a [quoted text clipped - 69 lines] >> > >> > Any >> > >> > suggestions? Color is black (and has been), and no, when I see {PAGE} i don't also see {INDEX}. Nor can I find it with CTRL+G, ALT+F9. And unchecking the hidden text has absolutely no effect. I even deleted all the blank ages and tried again afer the section break. Could this be a break problem? Or maybe a header/footer problem? > Very bizarre. It sounds as if you're doing everything correctly. You might > check the formatting of the Index styles to see if perhaps by some wild [quoted text clipped - 81 lines] > >> > >> > Any > >> > >> > suggestions? If you don't see an INDEX field when you display fields, then there is no index. Perhaps all those blank pages are truly blank; see http://sbarnhill.mvps.org/WordFAQs/BlankPage.htm. If you have as many XE fields as I would think you might have in a 900+-page document, then you should see a distinct difference in number of pages when you toggle Hidden text on and off. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA > Color is black (and has been), and no, when I see {PAGE} i don't also see > {INDEX}. Nor can I find it with CTRL+G, ALT+F9. And unchecking the hidden [quoted text clipped - 104 lines] >> >> > >> > Any >> >> > >> > suggestions? Yes, as I mentioned, the document repaginates and adds blank pages at the end. In order to insert an index, what should the last field code be -- a page break or a continuous section break? Thank you. > If you don't see an INDEX field when you display fields, then there is no > index. Perhaps all those blank pages are truly blank; see [quoted text clipped - 111 lines] > >> >> > >> > Any > >> >> > >> > suggestions? When you first generate an index, Word inserts Continuous section breaks before and after the Index field. But if you don't see an INDEX field when you display field codes, then either you don't have an index or the field code itself (and consequently the entire index) has been formatted as Font Color: White or possibly Hidden. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA > Yes, as I mentioned, the document repaginates and adds blank pages at the > end. [quoted text clipped - 137 lines] >> >> >> > >> > Any >> >> >> > >> > suggestions? It's not white -- I've checked that repeatedly. How can I tell if the index field has been formatted as hidden? Thank you. > When you first generate an index, Word inserts Continuous section breaks > before and after the Index field. But if you don't see an INDEX field when [quoted text clipped - 143 lines] > >> >> >> > >> > Any > >> >> >> > >> > suggestions? If you can see the INDEX field when Hidden text is displayed (you can see the XE fields) and field codes are displayed (you can see other fields after pressing Alt+F9), then the INDEX field is formatted as Hidden. Select the field and go to Format | Font and clear the Hidden flag. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA > It's not white -- I've checked that repeatedly. How can I tell if the > index [quoted text clipped - 172 lines] >> >> >> >> > >> > Any >> >> >> >> > >> > suggestions? |
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