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Four Parts:Preparing to Create the IndexCreating Topic HeadingsAdding Index EntriesEditing the Index

An index, while never the most glamorous section of any writing project, is essential to the readability and usability of longer nonfiction pieces and technical articles. Building one need not be a chore, but it should not be an afterthought, either. It’s important to make an index that is useful and comprehensive for your readers, but doesn’t occupy too much of your valuable research and writing time.

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Part 1 of 4: Preparing to Create the Index

  1. 1
    Understand the purpose of an index. An index is an alphabetical listing of key words and concepts in the text. It contains "pointers" to those words and concepts, which are usually page, section, or paragraph numbers.[1]
    • An index generally appears at the end of a document or book. This makes it distinct from a table of contents.
    • An index differs from a bibliography as it does not contain sources or citations. Instead, it functions as a kind of quick reference guide and will help the reader find key terms and phrases in the text.
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  2. 2
    Skim or read the text. It's best to have some familiarity with the subject you're indexing, so that you know what terms or concepts are important in the text. If you didn't write the work you're indexing, do some skimming or pre-reading before diving in to ensure you are aware of the key terms and concepts in the work.[2]
    • If the text is not yet complete, you can still begin the process of building an index as long as the text has most of its final structure.
    • If you're collecting page numbers by hand, finish editing and modifying the text first, as an edit could push a particular section or subject onto another page.
  3. 3
    Determine your indexing source. Maybe you are going to be using page proofs to do your indexing, or a printed PDF of the original document, or you may feel comfortable indexing directly from the computer screen. The method you choose will depend on what type of text you are indexing and whether you prefer having hard copies in front of you as you index or are fine working off a screen.[3]
    • If you are indexing a printed book, you must use the final page proofs, in the final layout, to create the index. If the pagination is not final and you don’t use the final page proofs, you may end up having to re-index the entire book.
    • Using a searchable PDF version of the text will prevent you from accidentally deleting or altering the book’s text or layout. It will also make it easy for you to search additional occurrences of words or phrases elsewhere in the book, ensuring a comprehensive listing of entries.
    • You may prefer to just index directly from the computer screen, rather than a marked up hard copy, but it may be more difficult for you to comprehend the text on screen and to locate keywords and concepts in the text. So perhaps avoid this method if you are indexing a complex or very long book.
  4. 4
    Confirm the length of the index with the publisher. Before you start to compile the index, you need to know how many pages the publisher has allotted for the index, and how the index is going to be laid out.[4]
    • Many variables can affect the length of an index, such as the average number of index entries per a page, as well as the typography and layout of the index. So discuss these details with the publisher.
  5. 5
    Check with the publisher about their style guide. It’s important you understand the style requirements from the publisher of the text so you then know how to format the index.[5]
    • The primary style guide is the Chicago Manual of Style, 16th edition[6]. However, certain publishers may have preferences for page numbers, alphabetizing, handling of headings, pictures, tables and figures in the text, etc. So always discuss these details with the publisher, if possible, before you start indexing.
  6. 6
    Ask the author if they have a list of key terms. Sometimes authors will compile their own list of key terms for you to use as a reference for the index.[7]
    • Key terms are usually the main topics or headings in the book, for example, in a book about bike maintenance, a key term could be a parts of a bike you may need to fix, such as: gears, bike wheels, or bike chain. The author could then include terms that relate to these key terms, such as: spoke key, tire pressure, or lubricant.
    • Keep in mind a long list of terms can actually cause duplications and confusion, as well as hinder your ability to structure and compile an index. So if possible, ask the author to limit the list of terms to only essential ones.
  7. 7
    Check if you have access to indexing software programs. Most professional indexers use software to automate certain tasks, but these programs can be expensive and take time to learn and master.[8]
    • Don’t worry too much if you don’t have access to indexing software as you can also use a word processing program like Microsoft Word to enter terms and page numbers.
    • A word processor with an indexing tool can keep track of the page numbers for you and update the index automatically if the text changes.
  8. 8
    Manage your time, based on your indexing experience. Keep in mind indexing is a time consuming process. How much time you spend on indexing will depend on how experienced you are at indexing. So be prepared to spend a certain number of hours or days on the index, depending on the text, and plan your time accordingly.[9]
    • For example, a 300 page text may take an experienced indexer 7 days to complete and a beginner indexer 2 weeks to complete.[10]

Part 2 of 4: Creating Topic Headings

  1. 1
    Identify what needs to be indexed. There are several elements that must be indexed in any text, including:[11]
    • The entire text of the book, including the introduction and any content notes
    • If the footnotes and/or endnotes continue or expand on the text, they should be indexed. However, if the footnotes and/or endnotes are source citations, they should not be indexed.
    • Depending on the field, you may need to index every author named in the text. Check with the published about this requirement.
    • If illustrative items like tables, charts, pictures, etc are important, add them to the index.
    • Do not include title pages, dedications, epigraphs, lists of illustrations and tables, and acknowledgements in the index.
    • Do not include glossaries or bibliographies in the index.
  2. 2
    Review the entire text and mark any keywords or main topics. Pay particular attention to the section headings, the introductions, conclusions and the overall structure of the text.[12]
    • Aim for about two to three index inclusions per key point and main idea, minimum.[13]
    • If you are using a word processing program that has indexing features, begin tagging any topics or key terms are you read.[14]
    • You can also sticky notes, index cards, or any type of written shorthand that will help you find terms and topics easily. Look at the text chapter by chapter, section by section, to ensure you have identified all the possible key terms and topics.
    • While copyediting is not the main purpose of building an index, you will be doing a thorough reading of the text so you may wish to use the opportunity to catch and correct any lingering errors the editors may have missed.
  3. 3
    Assign headings to each main topic. Good headings will make it easier for the reader to find certain key terms or topics and ensure the index as a whole is consistent and concise. Headings should be a noun and begin with a key term or phrase.[15] Always check with the publisher’s style guide and keep in mind these standard rules:
    • Use singular nouns to begin headings. For example:
      • derailleur
      • headset
    • Include modifiers or verbs, where necessary, after a comma. For example:
      • saddle, leather
      • saddle, adjusting height
    • Capitalize all proper nouns. Otherwise, begin entries with lowercase letters. For example:[16]
      • California
      • Schwinn
    • Create cross references for acronyms and initial-isms. For example:
      • MTB, see mountain bike
  4. 4
    Review your headings to make sure they work with the needs of the reader. It’s important to remember you are creating an index that will make it easier for the reader to search for key terms or topics they will intuitively want to look for.[17]
    • Look over the headings and consider if there are any key terms or topics that may be confusing for the reader and simplify or adjust any of the headings.
    • For example, a bicycle maintenance text might discuss derailleurs, but a reader who is new to bicycle maintenance may not know this term and look for more common terms like "gearshift" or "shifter."
  5. 5
    Organize the main headings in alphabetical order. If you are using a word processor, the program may be able to perform this step automatically for you.[18]

Part 3 of 4: Adding Index Entries

  1. 1
    Add sub-headings under a main heading. Sub-headings collect related information under a main heading so that a reader can find it easily and should be as concise and informative as possible. Organize sub-headings alphabetically or chronologically beneath the heading.[19] For example, an index entry with sub-headings may look like this:
    • brakes
      • adjustment
      • replacement
      • safety
  2. 2
    Do not include prepositions like ‘a’ ‘an’ and ‘the’ in the sub-headings. As well, as a general rule, do not use ‘and’ at the beginning of a sub-heading as it will reduce the reader’s ability to quickly scan the index for a term or topic.[20]
    • You can usually ignore any symbols, hyphens, slashes or numbers in the sub-heading terms.
    • Do not repeat main terms in sub-headings. If several sub-headings contain the same key word, they can be added in a separate header under the keyword, with a cross-reference back to the original header.
    • If you are using a word processor with indexing software, the sub-headings can be set to recognize three classes of characters: letters, Arabic numerals, and symbols.[21]
  3. 3
    List the page numbers on which each subject appears. Page references, also called locators, are usually not notated in full. The may be compressed by dropping some of the repeated digits, but there are different rules for the compression of numbers so check with the publisher’s style guide for the preferred method for a particular text.[22]
    • If you have access to a PDF version of the text, use the PDF search feature to ensure you have located every occurrence of a term and have the correct page numbers for each term.
  4. 4
    Add synonyms for the key terms. Consider your audience and the terms they will be more familiar with, especially if you are indexing a beginners manual or guide to a topic.[23]
    • For example, a beginner cyclist may refer to patches on their tires as “tire patches”, when in fact in cycling terms, a tire patch is actually called a “boot”. So it may be important to include both terms so it is easy for a beginner cyclist to look up this information.[24]
  5. 5
    Add cross references. Cross-references will direct the reader to topics that relate to a specific topic.[25]
    • Use the sub-headings to create cross references.
    • Ensure the cross references match the exact wording of the headings.
    • Avoid cross-referencing in a circular manner. This will frustrate the reader because there will be no pointer added to let the reader know where to find the word or concept. For example: "Cycle. See Bicycle." – "Bicycle. See Cycle."

Part 4 of 4: Editing the Index

  1. 1
    Review the index for cohesion and accuracy. Check all headings and sub-headings to ensure they highlight the key terms and topics in the text.
    • Go through the text and check it against the index to ensure all major topics and concepts have been covered.
    • If you used a word processor to create the index, double check that the program hasn't indexed an entire sentence from a section header that has no helpful referencing point. For example, a header might be called "Repairing bicycles isn't easy" and the computer index might add the whole phrase. This doesn't tell the reader anything helpful in terms of specificity of words or concepts, so it needs to be broken down into heading and sub-heading.
  2. 2
    Proof read the index. Review the index line by line for any spelling or grammar mistakes.[26]
    • The spelling in the index should always reflect the spelling found in the author’s text.
    • Proofing a hardcopy of the index is usually more effective than doing it on a computer screen.
    • If you are using indexing software, it will have a spell check that can be customized, but checking the hard copy version is also a good idea to ensure you have caught any errors.
    • Ensure all page number or locators are correct. Carry out a spot check of each page entry to make sure they match correctly.
  3. 3
    Format the index. Once the index has been edited and proofread, it should be formatted to the dimensions required by the publisher.
    • In printed works, the indexes are usually set with a smaller font than the main text. So if the main text is twelve point, the index will likely be set at eight or ten point.
    • The index is usually set in two columns. For large format books, the indexes may be set in three or four columns.
    • Make sure the index entries are indented properly and consistent throughout.
    • If possible, have someone try out the index who is unfamiliar with the work.
  4. 4
    Trim the index down, if needed. If the index seems too long or you are told by a publisher that is it too long, edit or rephrase headings and sub-headings to shorten them.
    • Keep in mind minor or trivial entries can often be deleted, as well as some cross-references and acronyms.
    • Avoid indexing minor mentions and remove them if they are listed. For example, if a famous person's name has been mentioned in a quote but is not discussed anywhere else in the text, this person's name is not index-worthy. Ask yourself: Would indexing this term cause the reader to assume there is something substantial to read about the word or concept within the text when it is in fact a minor term? If the answer is yes, it may be a minor mention and can be removed.
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Video



This video explains how to build an index using Microsoft Word 2007.

Tips

  • Consider hiring somebody to compile your index for you. Various freelancers and services will index a text, for a fee.
    • If you do hire somebody, choose an indexer with some understanding of the topic in question.
  • If you're a copy editor, you will not usually get to read the index because it is usually created after you've participated in the production process.[27] But if you're a proofreader, you will be expected to read the index very carefully and check that its references are all accurate.
  • Before you begin indexing, refer to a completed index in another work, especially if you are new to indexing. Examine how the completed index is structured and formatted.

Things You'll Need

  • Word processing capacity (optional)
  • Mark up pen for hard copy
  • Manuscript for indexing

Sources and Citations

  1. http://www.studyzone.org/testprep/ela4/h/index2.cfm
  2. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  3. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  4. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  5. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  6. http://www.chicagomanualofstyle.org/home.html
  7. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  8. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  9. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  10. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  11. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  12. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  13. Wikpedia, Index (Publishing), http://en.wikipedia.org/wiki/Index_%28publishing%29
  14. https://support.office.com/en-sg/article/Create-an-index-and-update-an-index-cc502c71-a605-41fd-9a02-cda9d14bf073
  15. http://www.ugapress.org/upload/indexing.pdf
  16. http://www.jennywatson.net/2011/03/09/write-an-index/
  17. http://www.jennywatson.net/2011/03/09/write-an-index/
  18. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  19. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  20. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  21. https://support.office.com/en-sg/article/Create-an-index-and-update-an-index-cc502c71-a605-41fd-9a02-cda9d14bf073
  22. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  23. http://www.jennywatson.net/2011/03/09/write-an-index/
  24. http://bikeline.com/articles/glossary-of-cycling-terms-pg283.htm
  25. http://www.ugapress.org/upload/indexing.pdf
  26. http://www.cpynebookindexing.com/how_to_write_an_index.htm
  27. Suzanne Gilad, Copyediting and proofing for dummies, p. 205, (2007), ISBN 978-0-470-12171-9

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Español: hacer un índice, Deutsch: Erstell einen Index für deine Projekte, Italiano: Creare un Indice, Português: Fazer um Índice, Français: construire un index, 中文: 编写索引, Русский: написать алфавитный указатель

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