How to Create a Multi-Page Index Entry in Microsoft Word
Question details
The user needs to create an index entry that spans multiple continuous pages, displaying as a page range instead of individual page numbers.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Creating a professional index where a specific topic covers several consecutive pages.
- Observed behavior
- Word requires a specific setup using bookmarks and the XE field \r switch to generate a page range, otherwise it may display unwanted redundant page numbers.
Ensure you have bookmarked the continuous text section that you want the index entry to cover, and make sure hidden formatting marks are visible (Ctrl+Shift+8) so you can see the XE fields.
Create a Multi-Page Index Entry Using Bookmarks
Use the bookmark range switch (\r) in your XE field to automatically generate a page range (e.g., 4-7) for your index.
When you apply the \r switch along with a bookmark name to a single XE field, Word calculates the first and last page of the bookmarked area. This prevents the index from listing every single page number separately.
Select the multi-page text you want to index. Go to the Insert tab, click Bookmark, type a name without spaces, and click Add.
Place your cursor at the end of the bookmarked text. Go to the References tab and click Mark Entry in the Index group.
In the Mark Index Entry dialog, type your Main entry. Under Options, select 'Page range' and choose the bookmark you just created from the dropdown menu.
Click the 'Mark' button (do not click 'Mark All'). Word will insert an XE field containing the \r switch and your bookmark name.
Mark Matching Index Entries Outside the Bookmark
Manage additional occurrences of the index term without breaking the multi-page range formatting.
Create Multi-Page Index Entries Easily in WPS Writer
WPS Writer offers a highly intuitive References tab to seamlessly create, manage, and insert document indexes. It fully supports bookmarks and page range index generation, ensuring your documents look professional.
- 1. Bookmark the Text: Select your multi-page content in WPS Writer, go to the Insert tab, and click Bookmark to assign it a name.
- 2. Mark the Index Entry: Navigate to the References tab, click Mark Entry, and input your Main entry term.
- 3. Apply the Page Range: In the Mark Index Entry dialog box, select 'Page range' under Options and choose your created bookmark, then click Mark.
- 4. Insert the Index: Go to the end of your document, click Insert Index under the References tab, and click OK to generate the formatted index.
Frequently Asked Questions
Why is my Word index showing every single page number instead of a range?
This happens when you have multiple individual XE fields marked on every page instead of a single XE field using a bookmark and the \r switch. Delete the redundant XE fields and ensure only one field references the bookmarked range.
How do I view the hidden XE fields in my document?
To see hidden XE (Index Entry) fields, go to the Home tab in Word and click the Show/Hide ¶ button, or press Ctrl+* (Ctrl+Shift+8).
Can I use the 'Mark All' button when creating a multi-page index entry?
It is generally not recommended. Clicking 'Mark All' will insert an XE field for every occurrence of the word, including those inside your bookmarked range, which breaks the continuous page range format (e.g., 5-8). If you use it, you must manually delete the extra fields inside the bookmark.
What does the \r switch do in an XE field?
The \r switch tells the word processor to calculate the page numbers based on the span of a specified bookmark. This allows the index to output a continuous range, such as '12-15', rather than listing each page individually.
