Date: Sun, 19 Dec 1993 19:17:52 -0400 (EDT) From: "J. David Stradley" Subject: Re: Word indexing (fwd) Thanks for all the responses to my query about indexing in Word. The question was "How do you get Word to index every occurence of a given term without having to hand code each occurence with the "Insert index entry" command?" I got a variety of answers. The most economically sound solution was "Use Nisus." After all, it would serve Microsoft right for not including this capability. But, hark, what light through yonder window breaks? Yep, it's another undocumented feature, courtesy of the boys and girls at Microsoft. TIDBITS editor Tonya Engst suggested a Word-only solution to the problem. While I haven't tried it, coming from such a reputable source, it has to work. See below. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ J. David Stradley or (919)382-0029 ---------- Forwarded message ---------- Date: Sat, 18 Dec 1993 02:02:37 -0800 From: Tonya Engst To: stradley@ac.wfunet.wfu.edu Subject: Re: Word indexing >Ideally, what I need is a way to define a list of terms and then have >program go through the Wod doc and find all the occurences of each term >and insert index codes around each term. Of course, the find-and-replace >part could be done in Word itself but for the fact that Word won't let >you simultaneously inlcude both regular and hidden text in the replace >dialog box. (Hint, hint, to you folks at Microsoft.) The best Word-only way to approach the problem is to use the Replace command, and I include the steps below. I'm not sure, but you might be able to use QuicKeys or something to automate it even more. The steps are an excerpt from the _draft_ of a book about Word that I am currently working on. The steps are for Word 5.x, but should approximately apply to Word 4. To replace with the contents of the clipboard in Word 4, type ^c in the Change To box. For example, to place all instances of "chocolate chips" in the index, follow these steps: 1. Select one instance of "chocolate chips" in the document. This instance should not be followed by a paragraph mark. If necessary, add a character or two after the "s" in "chips" to make it so the paragraph mark does not directly follow "chips". Remember to use the View menu to show paragraph marks so you can see what you are doing. 2. Go to the Insert menu and choose Index Entry. 3. Select the resulting index entry, starting at the first dot and ending with the semicolon. 4. Copy the selection by pressing Command-C or by choosing Copy from the Edit menu. This places the selection in the clipboard. 5. Drop down the Edit menu and choose Replace. 6. In the "Find What" box, type chocolate chips. 7. From the "Replace With" Special pop-down menu, choose Clipboard. Word puts ^c in the "Replace With" box to indicate that you want to replace with the contents of the clipboard. 8. Change the Search pop-down menu to All. 9. If you feel brave, click on the Replace All button. If you want to monitor Word's actions, click on the Find Next button. If you click on the Find Next button, Word finds the first instance of "chocolate chips" and highlights it. You can then click on the Replace button to make the replacement or the Find Next button to skip ahead to the next instance of "chocolate chips". I am well-aware that this is not an ideal situation, but it does get the job done vastly more efficiently then coding everything by hand. cheers, tonya Tonya Engst, TidBITS Editor -- tonya@tidbits.com --info@tidbits.com My opinions are not necessarily those of my employer, Microsoft