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In addition to marking words within a file, you can create an "auto-mark" file that contains a list of words that you want the program to automatically include in the index. The terms in that file will be included in the index without actually inserting an index-marker command into the file. This file will appear as a list of terms with the number of times each term appears in the document. An auto-mark list is limited to 16,000 unique words (a large manuscript file might have around 12,000 unique words). You can limit the number of unique words in the initial list by a judicious selection of options on the Create Auto-Mark dialog (see details on editing an auto-mark file below). The auto-mark file has the extension .amf and can stored in a folder of your choosing.
The auto-mark list is composed of one required element and 3 possible optional elements:
The required element is the term--a word or phrase--that is to be found in the file. An asterisk (*) can be used as a wildcard character at the end of a word to include all words that are identical up to the asterisk, but different after it.
The auto-mark list can include the following optional elements (inserted as an «IM|IE...» marker after the word or phrase)
| • | Heading. subheading, and sub-subheading that you want to have added to the index in lieu of the word or phrase entered into the auto-mark list whenever it is encountered in the file. The heading is the term or phrase being indexed. Up to 3 levels of headings are provided: the main heading, a subheading, and a sub-subheading.To illustrate, in the following example, "Philosophers" is the main heading, "Greek" is the subheading, and "Athenian" and "Eleatic" are the sub-subheading. |
Philosophers,
Greek,
Athenian
Eleatic
| • | Category and subcategory. The heading category is the kind or type of item of the heading term. It can be a name, place, subject term, or the first line of a poem or the title of a song, etc. Four predefined categories are available: Persons, Places, Topics, and a General category. Categories are most useful for generating unique thematic indexes. |
| • | A Sort Under Term. A different "sort under" string can be specified to enable the sorting of a particular reference under some other term. For example, you may wish to enter years as numbers (e.g., 2001), but sort them as though spelled out, or you may wish to sort items chronologically rather than alphabetically. |
Creating an Auto-Mark File
To create an auto-mark file:
| 1 | Click Tools, Page Indexes, Marking Options. |
| 2 | Click the Create Auto-Mark File radio button. |
| 3 | In the available field, type the name for the auto-mark file you are creating, or click on the "..." button to the right to browse for a location. |
| 4 | Click OK. You will then get the Index Create Auto Mark File Dialog. |
| 5 | After you've made your selections, click OK. |
| 6 | You will now have the auto-mark editing screen (see below) where you can make any changes you would like. Click OK to save the auto-mark file after you've made any changes. |
Editing an Auto-Mark File
To edit an existing auto-mark file:
| 1 | Click Tools, Page Indexes, Marking Options. |
| 2 | In the Index: Mark Entries dialog, click the Edit Auto-Mark File radio button. |
| 3 | In the available field, type the name for the auto-mark file you are creating, or click on the "..." button to the right to browse for the file. |
| 4 | Click OK. You will be taken to the Index: Auto-Mark File dialog. |
| 5 | In the auto-mark editing screen, you will see the list of terms that NB automatically generated, along with the number of times they occur in the document. In this screen, you can add headings, subheadings ("Subentry" or "Sub-Subentry"), categories and subcategories, and "sort under" ("Index As") strings. You can also trim the list, add or remove words, and other functions. By clicking Categories in the lower right corner of the dialog, you can edit or add categories that you can use to identify particular headings. |
Selecting an Auto-Mark File
The Select Auto-Mark File option in the Tools, Page Indexes, Marking Options dialog works the same way, and selects the current auto-mark file for if you are going through the document and adding words to the auto-mark list that way.
See also:
Marking Overview
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