How to Create a Glossary with Definitions in Microsoft Word
Question details
The user wants to create a glossary containing terms and definitions, ideally with hover or pop-up functionality, within a Microsoft Word document.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Writing technical documents, books, or reports that require a standardized glossary of terms for reader reference.
- Observed behavior
- Word lacks a built-in dedicated glossary button with automatic hover definitions, requiring users to rely on alternative tools like styles, AutoText, or hyperlink screen tips to achieve the desired formatting and behavior.
Gather all your glossary terms and definitions into a separate draft document before setting up custom styles or automated entries. This will streamline the formatting process and ensure consistency across your final glossary.
Create a Standard Glossary Using Custom Styles
Define specific formatting styles for both glossary terms and definitions to maintain consistency, then easily organize them alphabetically.
While Word doesn't have a one-click glossary generator, using the Styles feature is the most professional way to manage document-wide formatting for terms and definitions.
Navigate to the Home tab and click the small dialog launcher arrow in the bottom right corner of the Styles group to open the Styles pane.
Click the 'New Style' button at the bottom of the pane. Name it 'GlossaryTerm', set the formatting (e.g., Bold, 12pt Arial), and click OK.
Click 'New Style' again, name it 'GlossaryDef', set the formatting (e.g., Regular, 11pt, with a left indent), and click OK.
Type your terms and definitions, applying the respective styles. Once finished, select your entire glossary list, go to the Home tab, and click the 'Sort' button (the A-Z icon) to arrange the terms alphabetically.
Create Hover Definitions with Hyperlink Screen Tips
Use Word's hyperlink screen tip feature to display pop-up definitions when readers hover their mouse over a specific term.
Automate Glossary Entry Insertion with AutoText
Save frequently used terms and their complex formatting as AutoText entries to insert them quickly anywhere in your document.
Create Professional Glossaries with WPS Writer
WPS Writer provides powerful style management and hyperlink features to help you quickly build comprehensive glossaries and interactive screen tips. It perfectly supports Microsoft Word formats (.docx), allowing you to seamlessly manage complex document elements without losing compatibility.
- 1. List Your Terms: Open your document in WPS Writer and list your glossary terms and definitions.
- 2. Apply Custom Styles: Go to the Home tab and use the Styles pane to create and apply dedicated 'Term' and 'Definition' styles.
- 3. Create Pop-up Definitions: Select a word, go to Insert > Hyperlink, link it to a Bookmark, and click 'ScreenTip' to input your hover definition.
- 4. Sort Alphabetically: Use the Sort feature under the Home tab to alphabetize your final glossary list instantly.
Frequently Asked Questions
Can I generate an automatic glossary in Word like a Table of Contents?
Microsoft Word does not have a built-in feature to automatically compile a glossary from terms scattered throughout the document. You must either manually compile the terms, or use third-party add-ins or specialized macros to extract specific styled text into a centralized glossary list.
How do I remove the blue underline from hyperlink screen tips?
If you use hyperlinks to create pop-up definitions but don't want them to look like traditional links, you can modify the default style. Go to the Styles pane, right-click the 'Hyperlink' style, select Modify, change the text color to Automatic, and remove the underline formatting.
Do hyperlink screen tips work when saved as a PDF?
Standard hyperlink screen tips created in Microsoft Word generally do not carry over as hover text when the document is exported or printed to PDF. To have interactive tooltips in a PDF, you typically need to add them post-export using a dedicated PDF editor.
What is the maximum length of a hyperlink ScreenTip?
A hyperlink ScreenTip in Microsoft Word can hold a maximum of 255 characters. If your definition is longer than that, it will be truncated, so it is best to keep hover definitions concise and direct readers to a full glossary at the end of the document for longer explanations.
