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Embedded Indexing In MS Word

This workshop will provide you with an understanding of how index entries are created using the Microsoft Word index interface and will also give you a useful insight into the Word facility if you are planning to use Word embedded indexing add-ons with your own indexing software.Whilst the MS Word indexing facility is just one of various software methods of embedding index entries in a text, the workshop will also give you an understanding of the process and implications of embedding index entries which will inform use of other programs.

The workshop covers basic functions and includes exercises with guidance and videos showing processes.

The workshop can be taken at any time and is available to all members.


All students take this workshop as a compulsory element of the course once they have reached Module D. You are not required to ‘pass’ in order to achieve your accreditation – the requirement is participation. However, you must attempt the Completion Exercise. If this shows good understanding of the basic technique you will be awarded a Completion Certificate for the workshop. The workshop can be taken any time after purchasing Module D, and before submission of the PIA.

For 5th Edition students the price of the workshop is included in the cost of Module D. Please contact the SI Office when you wish to take the workshop.

For 4th Edition students booking is via the SI-Shop under 4th edition. There is an  additional £2 discount for student members applied as standard to the 4th edition version workshop.


The workshop covers:

  • What an embedded index is
    •    How to create, format, and edit an index in Word
    •    How to override the automatic sort
    •    How to include locator ranges

The workshop is very straightforward and should be easy to follow. To work through it in some detail will probably take 5-6 hours (depending on individuals). Upon submission of a Completion Exercise, involving the creating of a short index, the participant will receive tutor feedback on any problems apparent in the index as well as a Completion Certificate.

The certificate also entitles you to two follow-on presentations: ‘Embedded Indexing in MS Word: Advanced Features’ and ‘Embedded Indexing in MS Word – Taking it further’.

Embedded Indexing in MS Word: Advanced Features describes more complex features not normally required for a straightforward embedded index including multiple sequences, specialist locators, multiple files and repairing corrupt files and using other software to help. This second presentation is provided for information; there are no additional exercises.

Embedded Indexing in MS Word – Taking it further provides extensive details of other resources to explore and software that speeds up the Word indexing process and enables the indexer to work in dedicated indexing software. It also provides some information on resources for other types of embedding. It includes an up-to-date bibliography of useful articles. Having gained a basic understanding of the embedding process in Word, this section of the workshop will point you in the right direction if you are considering embedded indexing in a commercial environment.

Workshop delivery

This consists of

  • Powerpoint presentation
  • Handout providing additional help
  • Exercises to practise basic processes
  • Video demonstrations of processes

The presentation exercises, handout and completion exercise are all provided as files sent out by the SI Office, but the videos are embedded in a dedicated course webpage to which you will be given access.

Workshop requirements

You need to have a computer running MS Word 2003, 2007 or 2010 as the index facility used is a function of this program. You can also use the index facility in later editions of Word but there may be slight variations in the way the facility works from those described in the workshop.

Other document editing software such as OpenOffice is not covered: the Workshop has screenshots and videos specifically showing how to use the index function only in MS Word.

No additional embedded indexing software is required.

Comments from previous participants

“I found the first part of the course fairly straightforward, and did continue on to work through
all the more advanced features, too… this online workshop was much better value for me than
having to pay for travel to a training venue, with possible accommodation and the fee for the
course on top of that. Thank you to the Society for giving me this opportunity and I look forward
to using my newly-acquired embedded indexing skills!”

—   Angie Hipkin