To make an index in Word, first mark each term: select it, go to References > Mark Entry and click Mark or Mark All. When every term is marked, click where the index should go and choose References > Insert Index, pick a format and select OK. Word sorts the entries and adds the page numbers.
An index is the alphabetical list at the back of a guide or manual that tells readers which pages mention a topic. Word builds it for you, but only from terms you've told it about, so the real work is marking entries. Once that's done, creating and updating the index takes seconds.
How Word's index works
Microsoft describes it as a two-stage job. First you mark the entries, which tells Word the name of each main entry and any cross-reference. Behind the scenes, Word adds a small hidden XE (Index Entry) field at that spot. Then you build the index, and Word collects the entries, sorts them alphabetically, adds their page numbers and removes duplicate entries from the same page.
Marking your index entries
- Select the word or phrase you want in the index, or click where you want the entry to point.
- Go to References > Mark Entry, or press Alt+Shift+X.
- Check the text in the Mark Index Entry dialog box. You can edit it, for example to change "booking tools" to "Tools, booking".
- Add a Subentry if you want a second level under the main entry.
- Select Mark to mark just this spot, or Mark All to mark the text everywhere it appears.
- Leave the dialog open, select the next term in your document and repeat.
Mark All is a huge time-saver for a long document, but use it with care on common words. It will mark every match, including the places where the word isn't really about that topic.
Options in the Mark Index Entry box
| Option | What it does |
|---|---|
| Main entry | The term as it'll appear in the index |
| Subentry | A second level under the main entry; add a colon and more text for a third level |
| Cross-reference | Points readers to another entry, such as Transport. See Bicycles |
| Bold or Italic page number | Formats the page number for that entry in the index |
| Mark All | Marks the same text everywhere it appears |
Inserting the finished index
- Click where you want the index, usually on a new page at the end.
- Go to References > Insert Index.
- In the Index dialog box, choose how entries, page numbers, tabs and leader characters look.
- Try the Formats dropdown to change the overall style. A preview shows at the top left.
- Select OK.
The catch: the index doesn't update on its own
This is the bit that trips people up. If you mark more entries or edit the document after creating the index, the index won't change by itself. Microsoft says you need to update it: click inside the index and press F9, or go to References > Update Index. Make it the last thing you do before you save the final version or export a PDF, because page numbers shift every time you add text.
Editing or deleting entries
Index entries live in those XE fields, so you edit them in the document rather than in the index itself.
- If you can't see the fields, go to Home > Show/Hide.
- To change an entry, edit the text inside the quotation marks in its XE field.
- To delete one, select the whole field including its braces and press Delete.
- Then click the index and press F9 to update it.
If you spot a mistake in the finished index, Microsoft's advice is to find the entry that needs changing, fix it there, and then update the index. I'd never type corrections straight into the index itself, because the entries are where Word gets its information from.
When an index is worth the effort
For a five-page proposal, no. A table of contents is plenty, and it takes a fraction of the effort to set up and keep current. An index earns its place in longer documents people dip into: a staff handbook, a training manual, a product guide or a book. If readers will search for a term rather than read front to back, an index helps them find it in print, where there's no search box.
Planning your terms first
Before you start marking, jot down the list of terms readers are likely to look up. Decide on one form for each, such as singular or plural, and stick to it. It's much easier than tidying up an index that has "Booking", "Bookings" and "Booking system" as three separate entries when one would do. A quick list also helps you spot terms that need a cross-reference, such as a product you've renamed.
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What I'd do
Make your term list first, mark entries with Alt+Shift+X as you do a final read, then insert the index and press F9 right before you publish. It's slower than a table of contents but makes a long guide feel professional. If you're putting a resume together rather than a manual, my guide to formatting a resume in Microsoft Word is more useful, and if your team uses Google Docs, here's how to make a table of contents in Google Docs.
Frequently asked questions
How do I mark an index entry in Word?
Select the text and go to References, Mark Entry, or press Alt+Shift+X, then click Mark or Mark All.
How do I insert the index?
Click where it should go and select References, Insert Index, choose a format and select OK.
Why isn't my index showing new entries?
The index needs updating. Click it and press F9, or go to References, Update Index.
How do I remove an entry from a Word index?
Show the XE fields with Home, Show/Hide, delete the whole field including braces, then update the index.
What's the difference between Mark and Mark All?
Mark adds just the selected spot. Mark All marks that text everywhere it appears in the document.
