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#1
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TOC and Index Troubles
I am having trouble creating an "index" for a document I've put
together. I've compiled some guitar music (chords) into a large document and have successfully created a TOC using the song titles. I have the "song title" as the first-level heading and the "artist" as a second-level heading, but my TOC only uses the song title. The songs (and the resulting TOC) are in alphabetical order. What I'd like to do is create a second TOC (or and index?) that gives a list of the artists and a sub-list of their particular songs (again, in alphabetical order). Example: TOC1: Country Roads Friends in Low Places Leaving on a Jet Plane The Dance TOC2: Garth Brooks - Friends in Low Places (Garth Brooks) - The Dance John Denver - Country Roads (John Denver) - Leaving on a Jet Plane I don't want the page numbers - just the listing. Is this possible? Thanks. |
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#2
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TOC and Index Troubles
I forgot to mention that I'm using Word 2003 with SP1.
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#3
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TOC and Index Troubles
You need to create an index, and for this you need to insert XE fields. See
http://word.mvps.org/faqs/formatting/Createindex.htm. Note that the artist will be the main index entry (best to include the names last name first, e.g. "Brooks, Garth"), and the song titles will be subentries. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Hurger" wrote in message ups.com... I am having trouble creating an "index" for a document I've put together. I've compiled some guitar music (chords) into a large document and have successfully created a TOC using the song titles. I have the "song title" as the first-level heading and the "artist" as a second-level heading, but my TOC only uses the song title. The songs (and the resulting TOC) are in alphabetical order. What I'd like to do is create a second TOC (or and index?) that gives a list of the artists and a sub-list of their particular songs (again, in alphabetical order). Example: TOC1: Country Roads Friends in Low Places Leaving on a Jet Plane The Dance TOC2: Garth Brooks - Friends in Low Places (Garth Brooks) - The Dance John Denver - Country Roads (John Denver) - Leaving on a Jet Plane I don't want the page numbers - just the listing. Is this possible? Thanks. |
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#4
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TOC and Index Troubles
Thanks very much, Suzanne. I now can continue inserting my XE fields
for the songs (Index2) and the artists (Index1) - only about 300 to go! .. I am getting a format that looks like this: INDEX1 INDEX2 INDEX2 INDEX2 INDEX1 INDEX2 INDEX1 INDEX2 INDEX2 Is there a way to change the layout/formatting of the index? Ideally, I'd like to have something that makes it a little easier to distinguish to the songs (Index2) that go with each artist (Index1). Something like this: INDEX1 : INDEX2 INDEX2 INDEX2 INDEX1: INDEX2 INDEX1: INDEX2 INDEX2 I don't see any way to make this formatting. Thanks again! Suzanne S. Barnhill wrote: You need to create an index, and for this you need to insert XE fields. See http://word.mvps.org/faqs/formatting/Createindex.htm. Note that the artist will be the main index entry (best to include the names last name first, e.g. "Brooks, Garth"), and the song titles will be subentries. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Hurger" wrote in message ups.com... I am having trouble creating an "index" for a document I've put together. I've compiled some guitar music (chords) into a large document and have successfully created a TOC using the song titles. I have the "song title" as the first-level heading and the "artist" as a second-level heading, but my TOC only uses the song title. The songs (and the resulting TOC) are in alphabetical order. What I'd like to do is create a second TOC (or and index?) that gives a list of the artists and a sub-list of their particular songs (again, in alphabetical order). Example: TOC1: Country Roads Friends in Low Places Leaving on a Jet Plane The Dance TOC2: Garth Brooks - Friends in Low Places (Garth Brooks) - The Dance John Denver - Country Roads (John Denver) - Leaving on a Jet Plane I don't want the page numbers - just the listing. Is this possible? Thanks. |
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#5
Posted to microsoft.public.word.docmanagement
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TOC and Index Troubles
There should not be separate entries for the artists, just the songs as
subentries of the artists. If you have entered each song as { XE Artist:Song }, you should be getting an index that looks like this: Artist A Song 1 Song 2 Song 3 Artist B Song 1 Song 2 Artist C Song 1 Song 2 Song 3 Song 4 To get the space between artists, add some Spacing Before to the Index 1 styles. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Armand" wrote in message oups.com... Thanks very much, Suzanne. I now can continue inserting my XE fields for the songs (Index2) and the artists (Index1) - only about 300 to go! . I am getting a format that looks like this: INDEX1 INDEX2 INDEX2 INDEX2 INDEX1 INDEX2 INDEX1 INDEX2 INDEX2 Is there a way to change the layout/formatting of the index? Ideally, I'd like to have something that makes it a little easier to distinguish to the songs (Index2) that go with each artist (Index1). Something like this: INDEX1 : INDEX2 INDEX2 INDEX2 INDEX1: INDEX2 INDEX1: INDEX2 INDEX2 I don't see any way to make this formatting. Thanks again! Suzanne S. Barnhill wrote: You need to create an index, and for this you need to insert XE fields. See http://word.mvps.org/faqs/formatting/Createindex.htm. Note that the artist will be the main index entry (best to include the names last name first, e.g. "Brooks, Garth"), and the song titles will be subentries. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Hurger" wrote in message ups.com... I am having trouble creating an "index" for a document I've put together. I've compiled some guitar music (chords) into a large document and have successfully created a TOC using the song titles. I have the "song title" as the first-level heading and the "artist" as a second-level heading, but my TOC only uses the song title. The songs (and the resulting TOC) are in alphabetical order. What I'd like to do is create a second TOC (or and index?) that gives a list of the artists and a sub-list of their particular songs (again, in alphabetical order). Example: TOC1: Country Roads Friends in Low Places Leaving on a Jet Plane The Dance TOC2: Garth Brooks - Friends in Low Places (Garth Brooks) - The Dance John Denver - Country Roads (John Denver) - Leaving on a Jet Plane I don't want the page numbers - just the listing. Is this possible? Thanks. |
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#6
Posted to microsoft.public.word.docmanagement
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TOC and Index Troubles
Thanks very much for your assistance, Suzanne! I have it all working
now, ALMOST exactly as I want it. Is there anyway to keep the songs for the artists together (i.e., don't split the songlist for one artist over two pages). I have tried widows and orphans in the paragraph setup for Index2 (songs) and for Index1 (artists), but I can't seem to figure that one out. I'm also struggling with page numbers, but I think i can figure that out eventually (getting "Page iii of i" in my index!). A Suzanne S. Barnhill wrote: There should not be separate entries for the artists, just the songs as subentries of the artists. If you have entered each song as { XE Artist:Song }, you should be getting an index that looks like this: Artist A Song 1 Song 2 Song 3 Artist B Song 1 Song 2 Artist C Song 1 Song 2 Song 3 Song 4 To get the space between artists, add some Spacing Before to the Index 1 styles. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Armand" wrote in message oups.com... Thanks very much, Suzanne. I now can continue inserting my XE fields for the songs (Index2) and the artists (Index1) - only about 300 to go! . I am getting a format that looks like this: INDEX1 INDEX2 INDEX2 INDEX2 INDEX1 INDEX2 INDEX1 INDEX2 INDEX2 Is there a way to change the layout/formatting of the index? Ideally, I'd like to have something that makes it a little easier to distinguish to the songs (Index2) that go with each artist (Index1). Something like this: INDEX1 : INDEX2 INDEX2 INDEX2 INDEX1: INDEX2 INDEX1: INDEX2 INDEX2 I don't see any way to make this formatting. Thanks again! Suzanne S. Barnhill wrote: You need to create an index, and for this you need to insert XE fields. See http://word.mvps.org/faqs/formatting/Createindex.htm. Note that the artist will be the main index entry (best to include the names last name first, e.g. "Brooks, Garth"), and the song titles will be subentries. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Hurger" wrote in message ups.com... I am having trouble creating an "index" for a document I've put together. I've compiled some guitar music (chords) into a large document and have successfully created a TOC using the song titles. I have the "song title" as the first-level heading and the "artist" as a second-level heading, but my TOC only uses the song title. The songs (and the resulting TOC) are in alphabetical order. What I'd like to do is create a second TOC (or and index?) that gives a list of the artists and a sub-list of their particular songs (again, in alphabetical order). Example: TOC1: Country Roads Friends in Low Places Leaving on a Jet Plane The Dance TOC2: Garth Brooks - Friends in Low Places (Garth Brooks) - The Dance John Denver - Country Roads (John Denver) - Leaving on a Jet Plane I don't want the page numbers - just the listing. Is this possible? Thanks. |
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#7
Posted to microsoft.public.word.docmanagement
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TOC and Index Troubles
Unfortunately, there is no "Line and Page Breaks" setting you can use to
keep the subentries together (this is when it would *really* be handy to have a "Keep with previous" option); the best you can do is lock or unlink the index and format it manually; naturally, you don't want to do this till editing is complete. I don't understand your description of the page number issue unless you are using a SectionPages field for the Y value and have a section break between pages ii and iii. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Armand" wrote in message oups.com... Thanks very much for your assistance, Suzanne! I have it all working now, ALMOST exactly as I want it. Is there anyway to keep the songs for the artists together (i.e., don't split the songlist for one artist over two pages). I have tried widows and orphans in the paragraph setup for Index2 (songs) and for Index1 (artists), but I can't seem to figure that one out. I'm also struggling with page numbers, but I think i can figure that out eventually (getting "Page iii of i" in my index!). A Suzanne S. Barnhill wrote: There should not be separate entries for the artists, just the songs as subentries of the artists. If you have entered each song as { XE Artist:Song }, you should be getting an index that looks like this: Artist A Song 1 Song 2 Song 3 Artist B Song 1 Song 2 Artist C Song 1 Song 2 Song 3 Song 4 To get the space between artists, add some Spacing Before to the Index 1 styles. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Armand" wrote in message oups.com... Thanks very much, Suzanne. I now can continue inserting my XE fields for the songs (Index2) and the artists (Index1) - only about 300 to go! . I am getting a format that looks like this: INDEX1 INDEX2 INDEX2 INDEX2 INDEX1 INDEX2 INDEX1 INDEX2 INDEX2 Is there a way to change the layout/formatting of the index? Ideally, I'd like to have something that makes it a little easier to distinguish to the songs (Index2) that go with each artist (Index1). Something like this: INDEX1 : INDEX2 INDEX2 INDEX2 INDEX1: INDEX2 INDEX1: INDEX2 INDEX2 I don't see any way to make this formatting. Thanks again! Suzanne S. Barnhill wrote: You need to create an index, and for this you need to insert XE fields. See http://word.mvps.org/faqs/formatting/Createindex.htm. Note that the artist will be the main index entry (best to include the names last name first, e.g. "Brooks, Garth"), and the song titles will be subentries. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Hurger" wrote in message ups.com... I am having trouble creating an "index" for a document I've put together. I've compiled some guitar music (chords) into a large document and have successfully created a TOC using the song titles. I have the "song title" as the first-level heading and the "artist" as a second-level heading, but my TOC only uses the song title. The songs (and the resulting TOC) are in alphabetical order. What I'd like to do is create a second TOC (or and index?) that gives a list of the artists and a sub-list of their particular songs (again, in alphabetical order). Example: TOC1: Country Roads Friends in Low Places Leaving on a Jet Plane The Dance TOC2: Garth Brooks - Friends in Low Places (Garth Brooks) - The Dance John Denver - Country Roads (John Denver) - Leaving on a Jet Plane I don't want the page numbers - just the listing. Is this possible? Thanks. |
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#8
Posted to microsoft.public.word.docmanagement
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TOC and Index Troubles
I'm finding Word has a mind of it's own when it comes to section
breaks! I add a Section Break (Next Page) and then make the index. Word seemed to add a Section Break (Continuous) and then I get strange page numbering. It could easily be that I had a stray break in there. Occasionally, I'd redefine the index and it would wipe out what I had to recreate it - then all the section breaks were gone, so were my headers and footers for the first 480 pages of the document! The section breaks are tied to the header and footers as I'm sure you are aware (and it makes a little sense that they are). I made sure I had no header/footer for the index page (and beyond) that were marked "same as previous". I wiped out the index completely and all of the section breaks after my last song. Then, I created a new, next-page section break and created a blank page. Another next-page section break followed and then I attempted to recreate the index. The first page of the index showed Page ii of i and the second page showed Page i of ii and the third page showed Page ii of ii. Anyway, I got frustrated with it and deleted the page references. Someday I may return to it, but for now, I'm just leaving the index without page numbers. You mention "unlink"ing the index -- is it supposed to linked (like the TOC with a CTRL-click)? I don't seem to have that and haven't been able to locate a checkbox to make links. Thanks, Armand Suzanne S. Barnhill wrote: Unfortunately, there is no "Line and Page Breaks" setting you can use to keep the subentries together (this is when it would *really* be handy to have a "Keep with previous" option); the best you can do is lock or unlink the index and format it manually; naturally, you don't want to do this till editing is complete. I don't understand your description of the page number issue unless you are using a SectionPages field for the Y value and have a section break between pages ii and iii. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. |
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#9
Posted to microsoft.public.word.docmanagement
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TOC and Index Troubles
If you have chosen to have more than one column in the index (which is
traditional), Word has to insert a Continuous break where the number of columns changes. Whenever there are Continuous breaks, there is the possibility of an inaccessible header/footer where numbering is restarted or otherwise changed, and this could be part of the problem. If you want the header/footer in the index to be different from those in the main part of the document, you need to unlink the headers and footers (by turning off Same as Previous or Link to Previous on the Header and Footer toolbar. Learn more about this in http://sbarnhill.mvps.org/WordFAQs/HeaderFooter.htm No, an index is not hyperlinked as a TOC can be, but it is linked to the XE fields in your document. If you press Ctrl+Shift+F9, you unlink it from the data and freeze it in its current state (you can also lock it using Ctrl+F11); this permits you to format it without worrying that you'll lose the formatting when the field is updated, but it should be done only when you no longer need to update it. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Armand" wrote in message ups.com... I'm finding Word has a mind of it's own when it comes to section breaks! I add a Section Break (Next Page) and then make the index. Word seemed to add a Section Break (Continuous) and then I get strange page numbering. It could easily be that I had a stray break in there. Occasionally, I'd redefine the index and it would wipe out what I had to recreate it - then all the section breaks were gone, so were my headers and footers for the first 480 pages of the document! The section breaks are tied to the header and footers as I'm sure you are aware (and it makes a little sense that they are). I made sure I had no header/footer for the index page (and beyond) that were marked "same as previous". I wiped out the index completely and all of the section breaks after my last song. Then, I created a new, next-page section break and created a blank page. Another next-page section break followed and then I attempted to recreate the index. The first page of the index showed Page ii of i and the second page showed Page i of ii and the third page showed Page ii of ii. Anyway, I got frustrated with it and deleted the page references. Someday I may return to it, but for now, I'm just leaving the index without page numbers. You mention "unlink"ing the index -- is it supposed to linked (like the TOC with a CTRL-click)? I don't seem to have that and haven't been able to locate a checkbox to make links. Thanks, Armand Suzanne S. Barnhill wrote: Unfortunately, there is no "Line and Page Breaks" setting you can use to keep the subentries together (this is when it would *really* be handy to have a "Keep with previous" option); the best you can do is lock or unlink the index and format it manually; naturally, you don't want to do this till editing is complete. I don't understand your description of the page number issue unless you are using a SectionPages field for the Y value and have a section break between pages ii and iii. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. |
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