Index Mark Toolbar: Marking a File

The Index Mark toolbar can be used to mark a file for indexing. Open the toolbar by clicking Tools, Page Indexes, Marking Options, or by pressing Ctrl+Alt+F8.

When the Index: Mark toolbar is open, and you highlight a word in your document using the mouse, that term appears in the Main Heading field. By default, that exact term along with the page number on which it appears will be listed in the index. If you are dealing with a more thematic element or a personal name, for example, you can edit the term in the Index: Mark toolbar and that edited term will appear in the index with the page number associated with it.

You can also insert the term as a subheading or sub-subheading of a different heading. For example, you might have the heading "Nomads" with the subheading "Migration of."

You can specify a different "sort under" string, to enable the sorting of a particular reference under some other term (for example, you may wish to enter years as numbers, as "2001," but sort them as though spelled out [to sort numbers as though they were spelled out use Tools, Page Indexes, Generate, New or Edit, then New/Copy or Edit at the "Alphabetization" setting], or to sort items chronologically rather than alphabetically)

To change the "Sort Under" string, select the "Alternate Sort" button from the index-marking dialog.

For multi-level headings, you can specify an alternative sort sequence only for the deepest level. In other words, you can specify where under the current heading the item in question can be sorted, but not (directly) under which other heading it should be sorted.

The "sort under" option also lets you specify under which category a particular multi-level heading should be placed, in the event that there is ambiguity. For example, if you have an entry "Santa Maria," you may need to specify that it should be placed or grouped under "Columbus" category "Person" rather than under "Columbus" category "Place."

Index headings can also be identified according their category, that is the classification of the heading type in an index . The category 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:

Ordinarily, the category/subcategory applies to all occurrences of a term in a file (i.e., the category of a term does not change from page to page), although you could have the same word or phrase with different meanings, and thus different categories (e.g., Columbus [the person] and Columbus [the place]).

•	To generate multiple indexes for the same document, with only selected kinds of terms (e.g., People and Places) in each index. For information about generating indexes for different categories, see The Index: Generate Dialog, especially the Index Type section.

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To have different kinds of items (e.g. book titles, geographical locations) in the same index distinguished by print style (bold, italics, etc.). For information on generating indexes with different print styles for different categories, see The Index: Generate Dialog, especially the Entry Format section.]

General category: The "General" category should be used when the category does not matter. For example, in general indexes, there is no need to specify the kind of item being indexed, since everything will be included.

Subcategories: For Persons, Places, and Things, (i.e., all categories excluding "General") customizable subcategories are available. To add or edit subcategories, use Tools, Page Indexes, Mark, and then select the option "Add Categories Used to Specify Index Entries."

Nota Bene allows you to mark one instance of a term on a particular page as unique from other instances of the same term elsewhere in the document. This is useful if you want the page numbers associated with terms that occur in figures, tables, definitions, or other specific reference types to print in a different style than instances of the term in regular text. You can mark a specific reference to be listed as a regular type, listed in a specific print style, or associated with a specific type of item, as defined below.

Regular: The occurrence of the index term on the current page is ordinary, without any need to qualify it.

Specified Print Style: The reference to the index term on the current page is to be distinguished in some way (bold, italic, or bold italic). This is useful if the particular reference is to a table or illustration, as opposed to regular text.

Specified Item Type: The occurrence of the index term on the current page is to a specific type of item--a major/primary term, a definition, a figure, a plate, a table, or another kind of item that you want to distinguish from other references. The difference between this reference type and a specified print style is that items tagged using one of the specified item types can be formatted in different ways when the index is generated, without requiring that you return to the file to change their tagging, as would be the case if you used one of the specified print styles above. For example, you can set up your index so that all references to figures appear in bold automatically.

Whether specific page references are distinguished by specifying a print style or by using the more flexible means of specifying an item type, you can control the sequence in which numbers in different styles are output. For information about selecting the print style of items tagged in this way, see The Index: Generate Dialog, especially the Entry Format section.

Force Distinct Note: Ordinarily, when a reference appears on the same page both within a note, and in the body of the text, the separate note reference is dropped, unless you select "Force Distinct Note."

Exclude Page Number: Although this option is not ordinarily needed for most indexes, you can exclude the page number reference for a particular occurrence.

Exclude from Index: This option is actually not a way of marking an particular reference for inclusion in an index, but a way of excluding a particular reference that would otherwise be included when auto-marking a file, as described below.

Other general modifiers: The last group of "reference type" modifiers pertain to cross referencing. All four types require that you specify the term which the reader is referred to in lieu of, or in addition to, the current term. To enter the terms that the user should look under, use the "Refer to" command button on the Marking Toolbar. There are four types of cross reference phrases:

•	See/see also forms, where the term referred to is a specific entry elsewhere in the index. Nota Bene automatically determines whether to use the "See..." form (if there are no subentries) or the "See also" form (if there are).

•	See under/see also under forms, where the term referred to is a higher level entry under which other unspecified subentries that are relevant can be found.

•	Generic see under/see also under forms, where the term referred to is a group of higher level entries under which other unspecified relevant subentries can be found.

You can control the text (i.e., use different phrases from "see" or "see also"), print style, location, and format of the cross-reference terms, using: Tools, Page Indexes, Generate, New or Edit, then click the third "Cross References" tab after selecting New/Copy or Edit at the "Entry Format" setting. See The Index: Generate Dialog, especially the Entry Format section.

Unlike the other items grouped under "Reference Type," cross-references are not specific to the particular page on which the reference is found, but apply generally to that term. You can, however, have both page references for a particular term, and at the same time have a cross reference to another term, but doing so requires that you enter separate index markers for each.

Some may prefer to add cross references manually to the generated index, rather than adding them in the file before the index is generated.

Selecting a specific type of index entry can serve as a shortcut to typing long strings of text in the Heading textbox. There are four types of index entries:

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Index as Found marks the word immediately after the cursor exactly as it is found in the file. Headings or subheadings typed manually in the Index: Mark toolbar are ignored. The entry can only be a single-level entry and is limited to only a single word. These forms of index markers have the advantage of automatically picking up the text at the cursor position, so that if the word following the index marker changes, the index will pick up the word that replaces it, without your having to edit the index marker.

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Index as Typed marks the term according to what is typed in the heading, subheading, etc. field. In many, perhaps most, cases, you will want to index the terms found in the file by typing a (multilevel) word or phrase into the index marker, rather than relying on what appears in the file. These entries can be multilevel, with headings, subheadings, and sub-subheadings. These entries can also be multi-word, rather than limited to a single word. Unlike "indexed as found" entries, these entries must be edited if the words surrounding them in the text change, and the index entry no longer applies.

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Index to Line End marks the entry from the cursor to the end of the current line. The full text will be the heading. Headings or subheadings typed manually in the Index: Mark toolbar are ignored. This is useful when indexing titles or first lines, and you wish to have NB include all text from the current position up to the next line end in the index, without having to type all that text into the index-marking dialog.

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Index to Next Style marks the entry from the cursor to the next "use style" command. This is useful if you want to insert all pages of a particular framework element in the index. In other cases you may have multi-word phrases such as place names, special terms, etc. set off using different styles, and wish to have Nota Bene include all text from the current cursor position up to the next "Use Style" format marker.

Once you are satisfied with the heading, category, and reference type as it appears in the Index: Mark toolbar, you can mark the entry (that is, insert the code that marks the term for inclusion in the index) in one of 2 ways:

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Mark for Index: Press the "Mark for Index" button. The term will be marked according to the heading you specified in the Index: Mark toolbar, If the selected text that is copied into the Index Marking toolbar is already marked, the settings for that index marker will be displayed in the toolbar and the "Mark" button will be replaced by 3 buttons.

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Auto Mark for Index: If operating in either "Enhanced" or "Expert" mode, and the "Auto Mark for Index" checkbox is checked, as soon as the text is selected it will be marked automatically for inclusion in the index. With this method there is no opportunity to change the text of the heading these before the term is auto marked. Auto marking only allows single-level index entries (i.e., no subheadings, etc.)selected text, whether a word or phrase, is by definition single-level. If the term being selected is already marked (i.e., that occurrence in the file) for inclusion in the index, auto marking will be suppressed

When the Index: Mark toolbar is open, there is a third method of marking terms for inclusion. Even if the "Auto Mark for Index" checkbox is not checked, you can mark a word for inclusion in the index by highlighting it using Ctrl+double click of the mouse.

You can add a term to the automatically generated automark file by clicking the Add to Auto-Mark List button. You must have already selected an Auto-Mark file for your document before clicking this button. See Marking an Index Using an Auto-Mark file.

More information is available for each element of the Index: Mark toolbar by pressing the Show Description button at the bottom of the toolbar. The information will appear in a bar to the left of the toolbar. You can hide this information bar by clicking Hide Description.

Using the Index Mark Toolbar to Mark a File