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Auto index of Word document

Hello, I am trying to create a Index to my Job Breakdown Word file. I have an existing three column list which gives a alphabetical list of job titles, a hypertext link to the document and in the third I would like to have the page number each title begins on.
I need the page number to change automatically when subsiquent pages are added within the file as additional job breakdowns are written and added to wherever they fit within the document alphabetically, I dont want to have to renumber 200 index entires every time I add a process. The hypertext links keep pace but I havent been able to work out how to make the index automatic.
Appreciate any help

Cheers Paul
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Paulo357
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Paulo357
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1 Solution
 
GrahamSkanCommented:
One way would be to bookmark the titles and to put  PageRef fields, referencing the bookmarks, in the third column.
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Paulo357Author Commented:
Thanks for the reply Graham.
I am using bookmark now to reference each new document header with the Index hypertest link referencing that bookmark. I am unclear on "PageRef fields" concept. I have page numbers in the Footer, are you saying I could turn them into bookmarks or are the PageRef fields additional bookmarks say attached to the page titles?

Paul
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GrahamSkanCommented:
Fields and bookmarks are different things.

A bookmark is a way of marking a position in a document. A field is an instruction to display  something other than the text that is typed in there.

Two types of field are Page and PageRef fields.
A Page field is usually put in the header and/or footer, though one can be placed in the body text. It is an instruction to display the current page number at that point.
A PageRef field is an instruction to display the page number of the bookmark that it refers to. In your case you need to place a bookmark in the title text and to quote the bookmark in the PageRef Field that you would place in your third column.
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Paulo357Author Commented:
Ah, Great found under Insert>Reference>Cross reference
I conducted a test add a page between two indexed ones and it updated OK but when I deleted it save and reopened the Index didnt update? Is this normal, is this a qwerky MS.Word feature? or is there somthing else I need do to reflect changes?

regards Paul
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GrahamSkanCommented:
Sorry, I didn't explain that all fields can de inserted via Insert/Fields. Some can also be inserted via more specialised entries on the insert manual, as you have just discovered.

Because fields are bits of code, they need something to make them run. I seem to remember that they used to do so whenever a document was opened, but that my just be my view of a golden past.

You can update a field by selecting it and pressing F9, so if you select all (Ctrl+A), and then F9, all the fields in the document body will all be updated, including (I trust) your PageRef fields.
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Paulo357Author Commented:
Ahh, even better!
Yes the F9 works, although takes a while to refresh all. Thanks. I am having a wee problem having used a three column Table to put my index in. I have used Paragraph Spacing [after] 6pt to space out the Index unfortunatly the Title sometimes exceeds a row and its a bitch to keep the spacing the same with the hypertext links and PageRefs in the same row, Its gets worse when I have headings of a different font/size. I dont suppose there is anyway around it unless I had used rows as such but I have multiple rows in each cell of the Table using the Table to 'group' headings
Any ideas Graham?
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GrahamSkanCommented:
I'm not too clear about what your problems with the rows.

However, you should know that you can control the row height via the Table properties dialogue. On the Row tab you can set the height to Exactly something.

For column width, you may have to switch off  the Table property checkbox: "Automatically adjust to fit contents" and the individual column widths on the Columns tab  
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Paulo357Author Commented:
Cheers
Thanks for the support I have accepted one of the answer threads

Regards P
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GrahamSkanCommented:
Thanks and good luck
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