How to Create Two Indexes in One Microsoft Word Document
Question details
The user needs to insert two separate indexes in a single document, each configured to display a different number of heading or subentry levels.
- Product
- Microsoft Word 2019
- Device & OS
- not provided
- Scenario
- Creating complex documents, such as academic papers or books, that require categorized reference sections like an author index and a subject index.
- Observed behavior
- The goal is to successfully configure two distinct indexes with independent level settings and entries within the same Word document.
Ensure you have turned on 'Show/Hide ¶' (Ctrl+*) in the Home tab so you can visibly inspect and edit the hidden field codes required for separating your indexes.
Use Field Codes and Identifiers to Insert Multiple Indexes
By modifying the default index field codes (XE and INDEX) with custom switches, you can categorize entries and generate multiple, independently styled indexes.
Microsoft Word handles indexes using field codes. To separate two indexes, you must append an identifier switch (such as \f "a" for the first index and \f "b" for the second) to both the marked entries and the final index field.
Highlight the text for your first index, press Alt+Shift+X to mark it, and click 'Mark'. In the document, locate the newly created XE field code and manually type \f "a" at the end of the code (e.g., { XE "Your Text" \f "a" }).
Repeat the marking process for the terms belonging to your second index. Edit these field codes to include a different identifier, such as \f "b" (e.g., { XE "Other Text" \f "b" }).
Click where you want the first index to appear. Go to the References tab, click 'Insert Index', and set your desired formatting and levels. Once inserted, press Alt+F9 to view its field code and manually add \f "a" to it (e.g., { INDEX \f "a" }).
Navigate to the location for the second index. Insert another index from the References tab, choosing a different number of levels if required. Reveal the field code and add \f "b" (e.g., { INDEX \f "b" }). Press F9 to update both indexes.
Easily Manage Multiple Indexes with WPS Writer
WPS Writer provides seamless support for advanced document formatting, including the creation of multiple indexes. Using fully compatible field codes, you can effortlessly organize complex reference sections in your documents.
- 1. Mark your document entries: Open your document in WPS Writer. Go to the 'References' tab, select your text, and click 'Mark Entry' to define your index terms.
- 2. Add custom identifiers: Enable 'Show/Hide Editing Marks' from the Home tab to reveal field codes. Add unique switches like \f "1" or \f "2" to your XE fields to categorize them.
- 3. Insert and customize indexes: Click 'Insert Index' under the References tab. Configure your desired format and subentry levels, then append the corresponding identifier to the generated INDEX field code.
- 4. Update the fields: Right-click the inserted index and select 'Update Field' to populate it accurately based on your custom level configurations.
Frequently Asked Questions
Can I limit an index to a specific chapter or section of my document?
Yes. You can bookmark the specific chapter and then add the \b switch followed by the bookmark name to your INDEX field code (e.g., { INDEX \b "Chapter1" }). This restricts the index to entries found only within that bookmarked area.
Why are my custom index levels resetting when I update the index?
If you update the index using the dialog box rather than just pressing F9, Word may overwrite your custom field code switches. To preserve your settings, always update the index by right-clicking it and selecting 'Update Field' or by pressing F9 on your keyboard.
How do I change the format of the subentry levels in my index?
You can modify the styles applied to index levels by opening the 'Insert Index' dialog box, selecting 'From template' in the Formats list, and clicking 'Modify'. Here, you can change the font, paragraph spacing, and indentation for Index 1, Index 2, up to Index 9 styles.
