Subtitles of the Movie

Microsoft Word can help you create the type of index that you regularly see at the back of book or that you see at the end of a long document which shows you where certain words, names and phrases appear in the text. An index shows with a list of words with page numbers opposite them. Creating an index in Microsoft Word is a two-step process. First you need to mark the entries that you want to include in the index and then you need to create the index itself. Creating a good quality index is a specialist and highly-skilled process. Because of this, the actual decision as to what goes into an index and how items are grouped so that they can be more easily found in an index is beyond the scope of this video. However, I will show you the technical side of actually creating the index. I'll show you how to mark an item as an index item and how to consolidate items that may be spelled differently or which are different but related so you can keep the index short and manageable. Then I'll show you how to assemble the marked items into an index. This article is about knowledge management and I'll mark some of the index items as we move through it. First of all, let's select the words Knowledge Management here and then to mark them for the index, I'll choose the References Tab and then the Mark Entry option. This opens the Mark Index Entry Dialog and I can see that the main entry is now going to be Knowledge Management but I'd prefer it with a lowercase K, rather than an uppercase so I'm going to change it. I want the reference to be for the current page and then I can choose to either mark or mark all depending on what I want to do. In this instance I want to mark every single occurrence of the words knowledge management as an index entry so I don't have to seek out and add each of them one at a time. So I'll click Mark All. However, you should notice that when I do that, only knowledge management where the knowledge has a capital K and the management has a lowercase m is actually going to be marked so if we want to mark other combinations of capitalization, we're going to have to mark them manually. Let's work through the document. Here I have knowledge management with a lowercase k and a lowercase m. I'll select it and then click here in the Mark Index Entry Dialog. The main entry is now going to be knowledge management with lowercase k and m which will match the other one and I'll click Mark All to mark every single combination of this capitalization. Notice this; as I mark index entries, the document shows some special code so that Word is adding to the document as we work. These are called field codes and they're added to each index entry. We're seeing the codes as an A so that we can see which words have been marked and what entries will look like. Let's continue in the document. I've got the word Microsoft here so I'm going to double click it to select it, click the Mark Index Entry Dialog. It's now entered as a main entry so I'll click Mark All to mark all instances of the word. I have the word organization here. I'm going to add it as an index entry. Click it to select it, click the dialog, check that it all looks correct and then click Mark All. Here we have another instance of knowledge management but this time it's a knowledge management system. I'm going to select all the text and click in the Mark Index Entry Dialog. Now, I want this to be a special entry. I want it to be a sub-entry of knowledge management so first of all I'm going to type this as knowledge management so it looks exactly like the other index entries that we've created. And I'm going to remove system from here. So this entry is going to be indexed under knowledge management but I want it to be a sub-entry called system so I'll just type system here. And then click Mark All to mark every occurrence of this word combination. You can see here that this index entry is a little different. It's knowledge management and then column system. That indicates that knowledge management is going to be the main entry and the sub-entry will be system. Let's add one more entry. I have the word portal here so I'll double click it, click in Mark Index Entry. I'd like portal be a lowercase entry and click Mark All. Let's click Close now and let's assume that we've worked through the entire document and marked all our index entries. Let's create the index. I'm going to move to the very end of the document and I'm going to click here to mark this as the area where I want the index to be created. To create the index, I'll choose References and then this button, which is the Insert Index Button. This opens the Index Dialog and I can choose here the format for my index. There's Classic, Fancy, Modern, Bulleted. I'm actually going to choose Formal. And this is a very simple, plain-looking index. All I need to do to create my index now is to click OK. And this is my index. You can see that we have entries here for Microsoft. Now, the word Microsoft appeared a couple of times on one particular page but Word's taken care of just ensuring that only one reference to each page is included. Here's our knowledge management entries and the special sub-entry system. Here are organization and portal. We could now continue to work on the document and add even more entries if we wanted to. Let's go back up here and let's add an entry for DocuShare. I'll double click it, choose Mark Entry. This is a product so I'm going to leave it as a capital letter and click Mark All and click Close and now because I've made changes to my index, I want the index to be updated and I have to prompt Word to do that. To do so, I'll click inside the index to make sure it's selected and then click this Update Index Button. Word updates the index to include the new entry and here's DocuShare and the pages that it referred to. Once I've created my index and finished it, I would press the Enter Key a couple of times and just add the word Index above it so it's clear what it is. I could even move it to a new page by inserting a break at this point.