How to Update a Word Index with New Page Numbers and Entries
Question details
The user needs to know how to add new text occurrences to an existing document index and refresh the page numbers accordingly.
- Product
- Word
- Device & OS
- not provided
- Scenario
- Modifying a document by adding new content that requires indexing, and needing the existing index to reflect these newly added entries alongside updated page numbers.
- Observed behavior
- Simply clicking update on an existing index only refreshes the page numbers of previously marked entries. It fails to automatically include new occurrences of words unless they are explicitly marked.
Before updating your index, finalize all document text and page layouts to prevent page numbers from shifting. Enable the display of hidden formatting marks so you can clearly see where your existing index fields are placed.
Mark New Occurrences and Refresh the Index
Manually insert an XE (Index Entry) field for each new occurrence before updating the index field.
Unlike a Table of Contents, a Word index does not automatically scan your document for new occurrences of a word. It only builds the list based on explicitly marked XE fields in the text.
To ensure new entries and their correct page numbers appear in your index, you must manually mark each new instance—even if the word is already in the index from a previous mention.
Navigate to the Home tab on the ribbon and click the Paragraph Mark icon (¶). This reveals the hidden XE fields throughout your document, making it easier to see what has already been indexed.
Highlight the new word or phrase you want to index. Go to the References tab and click 'Mark Entry' (or press Alt+Shift+X) to insert a new XE field. Alternatively, you can copy an existing XE field code and paste it directly after the new text occurrence.
Scroll to the end of your document where the index is located. Click anywhere inside the index to select it, then press F9 on your keyboard, or right-click and choose 'Update Field'. The index will refresh to show all newly marked entries and adjusted page numbers.
Manage Indexes Effortlessly with WPS Writer
WPS Writer offers professional and user-friendly referencing tools. You can easily insert XE fields, manage complex indexes, and maintain perfect formatting compatibility with Microsoft Word documents.
- 1. Show Formatting Marks: Open your document in WPS Writer. Go to the Home tab and click the 'Show/Hide Editing Marks' icon to reveal hidden XE fields.
- 2. Insert Index Entries: Select the text you wish to add to the index, navigate to the References tab, and click 'Mark Entry' to create the necessary index field.
- 3. Refresh the Index: Right-click on your existing index and select 'Update Field' from the context menu to instantly refresh all entries and page numbers.
Frequently Asked Questions
Why aren't my new words showing up when I update the index?
A Word index does not automatically search for matching text strings. You must manually add an XE (Index Entry) field to each new occurrence using the 'Mark Entry' feature before updating the index.
How can I view the hidden XE fields in my document?
XE fields are formatted as hidden text by default. To view them, go to the Home tab and click the Paragraph symbol (¶) to show all hidden formatting marks and characters.
Can I simply copy and paste an existing index field?
Yes. Once you make hidden characters visible, you can highlight an existing XE field code, copy it, and paste it immediately following the new occurrence you wish to index. Updating the index will then capture this new location.
Does the index feature include entries located in footnotes?
Yes. If you mark text within a footnote by inserting an XE field, the index will successfully capture that entry and associate it with the page number where the footnote appears.
