Indexing Jyothi Jandhyala. Disclaimer! Indexing cannot be reduced to a set of steps that can be followed! It is not a mechanical process. Indexing books.

IndexingIndexing

Jyothi JandhyalaJyothi Jandhyala

Disclaimer!Disclaimer!

Indexing cannot be reduced to a set of steps Indexing cannot be reduced to a set of steps that can be followed! It is not a mechanical that can be followed! It is not a mechanical process. Indexing books is a form of writing. process. Indexing books is a form of writing. Like other types of writing, it is a mixture of Like other types of writing, it is a mixture of art and craft, judgment and selection. With art and craft, judgment and selection. With practice and experience, indexers develop practice and experience, indexers develop their own style as do other writers. The best their own style as do other writers. The best we can do as teachers of indexing is to we can do as teachers of indexing is to present the rules and offer guidance. * present the rules and offer guidance. *

*Nancy C. Mulvany, Indexing Books *Nancy C. Mulvany, Indexing Books

AgendaAgenda IntroductionIntroduction Primary entriesPrimary entries Secondary entriesSecondary entries Indexing guidelinesIndexing guidelines Formatting and styleFormatting and style Cross-referencesCross-references Tools used for indexingTools used for indexing Refining an indexRefining an index ResourcesResources

IntroductionIntroduction

What is an index?What is an index? Why and when is an index required?Why and when is an index required? What to index What to index What not to indexWhat not to index Components of an index entryComponents of an index entry Planning your indexPlanning your index

What is an index?What is an index?

A good index records every pertinent A good index records every pertinent statement made within the body of the statement made within the body of the text. The subject matter and purpose of text. The subject matter and purpose of the book determine which statements are the book determine which statements are pertinent and which peripheral. An index pertinent and which peripheral. An index should be considered more than an should be considered more than an expanded, alphabetical table of contents. expanded, alphabetical table of contents. It should also be something other than a It should also be something other than a concordance of words and phrases. *concordance of words and phrases. *

* The Chicago Manual of Style, 14* The Chicago Manual of Style, 14thth ed. Chicago: University of ed. Chicago: University of Chicago Press, 1993, p. 703Chicago Press, 1993, p. 703

Why and when is an index Why and when is an index required?required?

Free-text searchFree-text search

Terms and concept/relevance and Terms and concept/relevance and irrelevanceirrelevance

Size of a document/indexSize of a document/index

What to indexWhat to index

HeadingsHeadings Terms and concepts important to the userTerms and concepts important to the user OverviewsOverviews ProceduresProcedures Acronyms and abbreviationsAcronyms and abbreviations Definitions, new terms, industry-specific termsDefinitions, new terms, industry-specific terms Commands, functions, methods, and Commands, functions, methods, and

propertiesproperties Warnings, notes, tips, etc. Warnings, notes, tips, etc. Common synonyms for words in the topicsCommon synonyms for words in the topics

What not to indexWhat not to index

Front matterFront matter Glossary termsGlossary terms Passing mention of a subjectPassing mention of a subject

Components of an index Components of an index entryentry

Heading textHeading text Locators (page, section, paragraph)Locators (page, section, paragraph) Secondary entriesSecondary entries Cross-referencesCross-references

Planning your indexPlanning your index

Consider audienceConsider audience Consider Consider contextcontext as well as content. as well as content.

Index entries should lead to Index entries should lead to usefuluseful information, not to every occurrence of a information, not to every occurrence of a subject. subject.

CategorizeCategorize concepts by considering logical concepts by considering logical relationship among entries, clarity, cross-relationship among entries, clarity, cross-referencing, and completeness. referencing, and completeness.

The structure of your index determines how The structure of your index determines how useful it is to the user to find information. useful it is to the user to find information.

Primary entriesPrimary entries

Clone heading text.Clone heading text. Provide multiple postings.Provide multiple postings. Create synonym entries – words and Create synonym entries – words and

verbs.verbs.

Primary entries - examplesPrimary entries - examples

Creating documentsCreating documents Documents, creating Documents, creating Adding documentsAdding documents Files, addingFiles, adding

Secondary entriesSecondary entries

Group related entries.Group related entries. Split primary entries with multiple Split primary entries with multiple

locators.locators. Do not repeat the primary entry in the Do not repeat the primary entry in the

secondary entry.secondary entry. Ensure that there are at least two or three Ensure that there are at least two or three

secondary entries.secondary entries. Limit the number of index levels to three.Limit the number of index levels to three.

Secondary entries - Secondary entries - examples examples

Editing textEditing text movingmoving copyingcopying pasting pasting

Indexing guidelinesIndexing guidelines

General guidelinesGeneral guidelines Guidelines for print indexGuidelines for print index

General guidelinesGeneral guidelines Index only significant occurrence of Index only significant occurrence of

words/conceptswords/concepts Arrange words for emphasisArrange words for emphasis Verbs – use gerunds rather than imperativeVerbs – use gerunds rather than imperative Avoid common gerunds, be specificAvoid common gerunds, be specific Limit usage of prepositions and articles Limit usage of prepositions and articles Use plural rather than singularUse plural rather than singular CapitalizationCapitalization Punctuation Punctuation ParallelismParallelism LocatorsLocators

Guidelines for print index Guidelines for print index

If the primary entry is followed by secondary If the primary entry is followed by secondary entries, do not leave the primary entry alone entries, do not leave the primary entry alone at the bottom of the column.at the bottom of the column.

If you must break up a list of secondary If you must break up a list of secondary entries, at the top of the next column, include entries, at the top of the next column, include the primary entry followed by the primary entry followed by (continued).(continued).

Include no more than two to four page Include no more than two to four page references per index entry. references per index entry.

Separate multiple page references with Separate multiple page references with commas.commas.

Formatting and styleFormatting and style

Run-in versus flush left and hanging Run-in versus flush left and hanging (indented) index for primary and (indented) index for primary and secondary index entries.secondary index entries.

Multiple entries separated by a semicolon. Multiple entries separated by a semicolon. The font should be the same as that in the The font should be the same as that in the

document. However, font size should be document. However, font size should be smaller. smaller.

In general, do not use special character In general, do not use special character formats such as bold or italic for entries, formats such as bold or italic for entries, unless used in the actual text. unless used in the actual text.

Cross-referencesCross-references

See See Direct an user from a term not used in Direct an user from a term not used in

document to a term that is used as document to a term that is used as index entry. index entry.

Acronyms and abbreviations. Acronyms and abbreviations. See also See also

Direct user to related information.Direct user to related information.

Cross-references - Cross-references - examplesexamples

SeeSee Pride and Prejudice. Pride and Prejudice. See See Jane AustenJane Austen HTML. HTML. See See Hypertext Markup Language Hypertext Markup Language

See alsoSee also Pride and Prejudice. Pride and Prejudice. See also See also Bridget Bridget

Jones diaryJones diary

Guidelines for cross-Guidelines for cross-referencesreferences Use with discretion. Avoid in online index. Use with discretion. Avoid in online index.

Use italic font style for see and see also. Use italic font style for see and see also. Never use a Never use a See See reference with an entry that has reference with an entry that has

a page number. a page number. Never include a page number for Never include a page number for See See and and See See

also also references. references. Make sure that these references use the exact Make sure that these references use the exact

wording of the index entry. Also, no blind cross-wording of the index entry. Also, no blind cross-references.references.

Do not use Do not use See also See also reference to direct a user to reference to direct a user to an inverted entry or a an inverted entry or a See See reference. reference.

Use a semi colon to separate multiple Use a semi colon to separate multiple See See and and See also See also references. references.

Tools used for indexingTools used for indexing

HTMLIndexer HTMLIndexer ((http://www.html-indexer.com/ )http://www.html-indexer.com/ )

IXgen for FrameMaker IXgen for FrameMaker ((http://www.fsatools.com)http://www.fsatools.com)

FrameMaker, Word, RoboHelp, and so on.FrameMaker, Word, RoboHelp, and so on.

Refining an indexRefining an index Remove superfluous and generic entries. Remove superfluous and generic entries. Use only primary entries if there are too Use only primary entries if there are too

many secondary entries.many secondary entries. Remove secondary entries that point to the Remove secondary entries that point to the

same page. same page. Re-organize multiple secondary entries.Re-organize multiple secondary entries. Do not over index or under index.Do not over index or under index. Remove misuse of singular and plural words.Remove misuse of singular and plural words. Check variations in wording.Check variations in wording.

SummarySummary

The single most important principle is this: The single most important principle is this: Include all pertinent information in the Include all pertinent information in the index and make it easy to find.index and make it easy to find.

ResourcesResources

The Chicago Manual of StyleThe Chicago Manual of Style Microsoft Manual of StyleMicrosoft Manual of Style Read Me First!Read Me First! World Wide WebWorld Wide Web

Thanks!Thanks!