How to Insert an Index Entry Inside a Text Box in Word
Question details
The user needs to insert a document index entry for text located inside a text box, but the standard ribbon tool is disabled.
- Product
- Microsoft Word 2021
- Device & OS
- not provided
- Scenario
- Creating a document index and attempting to mark specific terms that are contained within a text box element.
- Observed behavior
- The Mark Entry command in the References tab is unavailable (grayed out) when text inside a text box is selected.
Ensure that nonprinting characters are enabled in your document (by clicking the Show/Hide ¶ button on the Home tab) so you can view hidden XE fields as you work.
Manually Insert the XE Field Using Keyboard Shortcuts
Use field brace shortcuts to manually code the index entry directly inside the text box.
Even though the graphical Mark Entry button is disabled, Word still processes field codes inserted manually within a text box.
Click inside the text box exactly where you want to insert the index entry.
Press Ctrl+F9 (or Ctrl+Fn+F9 on certain laptops) to insert a pair of dynamic field braces { }.
Inside the braces, type XE followed by a space, and then type your index term enclosed in quotation marks. The final field should look like this: { XE "your index term" }.
Create the Entry in a Regular Paragraph and Move It
Bypass the text box limitation by generating the index entry in standard text and pasting it into the text box.
Insert the Entry at the Text Box Anchor
Place the index entry next to the paragraph anchor associated with the text box to maintain the correct page reference without altering the text box contents.
Create and Manage Index Entries Effortlessly in WPS Writer
If you frequently work with complex document layouts and need reliable referencing tools, WPS Writer provides a highly compatible and intuitive environment for managing index entries.
- 1. Open your document: Launch WPS Writer and open the document you wish to index.
- 2. Select the text: Highlight the term or phrase you want to include in your document's index.
- 3. Mark the entry: Navigate to the References tab on the top ribbon and click the Mark Entry button.
- 4. Generate the index: Click Insert Index from the References tab to automatically compile your marked entries into a formatted list.
Frequently Asked Questions
Why is the Mark Entry button grayed out in Word?
Microsoft Word disables certain referencing features, such as Mark Entry, when your cursor is inside drawing objects like text boxes or shapes. You must manually code the fields or move them from a standard paragraph.
How do I make hidden XE fields visible?
XE fields are formatted as hidden text by default. To view them, go to the Home tab and click the Show/Hide ¶ button, or press the shortcut Ctrl+* (Ctrl+Shift+8).
Can I type standard curly brackets { } on my keyboard to create an XE field?
No. Standard curly brackets typed from the keyboard will be treated as plain text. You must use the Ctrl+F9 shortcut to insert functional dynamic field braces.
How do I update the document index after adding a manual entry?
Once you have manually added your { XE } fields, scroll to your generated index, click anywhere inside it, and press F9. Alternatively, right-click the index and choose Update Field.
