Formatting Issues

How to Fix Incorrect Page Numbers in Word Concordance Index

Chanuka Geekiyanage Sep 28, 2026 869 views

Question details

The user is experiencing an issue where a large Word index generated from a concordance file displays wrong page numbers, including entries that point to non-existent pages.

Product: Microsoft Word
Device & OS: not provided
Scenario: Generating and updating a document index using a concordance file for reference tracking.
Observed behavior: The final generated index displays incorrect page numbers because visible hidden XE (Index Entry) fields are shifting the text layout and altering the document's actual pagination.

Before you start

Ensure that your document is in its final layout state before updating the index, as any changes to fonts, margins, or added text will naturally affect page numbers.

Solution 1Recommended

Hide XE Fields and Update the Index

This solution resolves the issue by ensuring hidden formatting marks do not take up visible space, restoring the document's true pagination before updating the index.

Microsoft Word calculates index page numbers based on the layout currently visible on your screen. If hidden characters like XE (Index Entry) fields are displayed, they take up physical space on the page. This pushes subsequent text further down or onto new pages, causing the index to calculate inaccurate page numbers.

Toggle the Show/Hide feature

Go to the 'Home' tab on the ribbon and click the 'Show/Hide ¶' button to turn off the display of formatting symbols.

Disable hidden text in Word Options

If the XE fields are still visible, click 'File' > 'Options' > 'Display'. Under the 'Always show these formatting marks on the screen' section, uncheck the box for 'Hidden text' and click 'OK'.

Update the Index

Scroll to your index table, right-click anywhere inside it, and select 'Update Field'. Choose 'Update page numbers only' or 'Update entire table' to refresh the pagination based on the corrected layout.

Pro Tip for Index Updating: For the best results, show hidden characters and update the index first to capture all entries, then completely hide the XE fields and update the index one final time to fix the pagination.

Free Microsoft Office alternative

Try WPS Office for Seamless Document Formatting

Dealing with complex field codes and pagination errors in Microsoft Word can be frustrating. WPS Office provides a free, lightweight, and highly compatible alternative for formatting professional documents and managing reference tables with ease.

1. Download and Install: Visit the official WPS website to download the free desktop suite for your operating system.
2. Open Your Document: Launch WPS Writer and open your existing .docx file directly without any format conversion.
3. Edit and Update: Continue editing your document with full layout fidelity and seamlessly update your reference tables.

Fully compatible with Microsoft Word (.docx) formats, ensuring your indexes and layouts remain intact.Advanced reference and formatting tools to easily manage large documents and concordance files.Lightweight, fast, and completely free alternative for everyday word processing needs.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my Word index show page numbers that don't exist?

This happens when hidden text, such as XE (Index Entry) fields, are visible on your screen. These tags take up physical space and push text to subsequent pages, causing the index to calculate page numbers that exceed the actual document length.

How do I hide XE fields if the Show/Hide button doesn't work?

If toggling the Show/Hide ¶ button doesn't hide the XE fields, you need to adjust your display settings. Go to File > Options > Display in Word, uncheck the 'Hidden text' option under the formatting marks section, and click OK.

What is a concordance file in Word?

A concordance file is a separate two-column document used to automatically generate an index. The left column contains the exact words to search for in your main document, and the right column specifies how the index entries should appear in the final generated index.

Do I need to update the index after hiding formatting marks?

Yes. Whenever you change the visibility of hidden text or modify the document's content, you must right-click the index and select 'Update Field'. This ensures the page numbers correctly reflect the final printed layout of your document.

Document & File Issues