Creating indexes

Introduction

You can use a page range such as 36–37 to mark information that spans several pages.

You can create a page range in an entry by manually inserting two markers to indicate the range, one at the beginning of the range and the other at the end. You can also have FrameMaker create page ranges for you automatically whenever the same marker text occurs on consecutive pages of a document. For example, instead of 3, 4, 5, the entry would automatically appear as a page range (3–5).

Manually create a page range for an index entry

1. Insert an index marker at the beginning of the information, with <$startrange> at the beginning of the marker text. For example, to create the first page number in a range, enter <$startrange>Continental drift:fossil evidence.

2. Add an index marker (or marker element, if working with a structured document) at the end of the information, identical to the first except that you enter <$endrange> rather than <$startrange> at the beginning of the marker text. For example, to create the second page number in a range, enter <$endrange>Continental drift:fossil evidence.

If both markers appear on the same page, the page range collapses to a single page number.

Automatically create page ranges in an index

1. Display the reference page that contains the special text flow for indexes.

2. Type the <$autorange> building block at the beginning of the paragraph whose tag begins with the marker type.

To collapse the entries generated from markers of type Index into page ranges when possible, edit the paragraph tag IndexIX to contain the following building blocks: <$autorange><$pagenum>.

Introduction

Index entries are initially grouped one letter at a time—all the As, all the Bs, and so on—using the uppercase letter as a group title. In a small index or when only a few entries appear under some letters such as X, Y, and Z , you may want to group letters differently and change the group titles.

FrameMaker inserts group titles as if they were index entries but uses a different paragraph format. It uses the labels and sort positions you specify in the GroupTitles paragraph in the special text flow.

An edited GroupTitles paragraph on the IX reference page

A. Sorting information B. Group title

The result in the index

Change the groupings and group titles

1. Choose View > Reference Pages, and display the reference page that contains the special text flow for the index.

2. Edit the GroupTitles paragraph in the special text flow. For example, edit the group titles (the characters between semicolons, excluding bracketed text), or delete group titles you don’t want. Type text between brackets (  [ ]  ) to specify where you want the group titles sorted.

   For example, to collapse all entries that start with V through Z into a single group whose title sorts under V, edit the GroupTitles paragraph so that its last entry is V–Z[V].

Create an index without group titles

To create an index without group titles, edit the GroupTitlesIX paragraph in the IX text flow on the IX reference page to look like this:

[\ ];[0];[A];[B];[C];[D];[E];[F];[G];[H];[I];[J];[K];[L];[M];[N];[O];[P];[Q];[R];[S];[T];[U];[V];[W];[X];[Y];[Z]

Create an index with neither a group title nor a space between entry groupings

To create an index with neither a group title nor a space between entry groupings, delete all the text in the GroupTitlesIX paragraph in the IX text flow on the IX reference page, but do not delete the paragraph symbol.

Introduction

Indexes are sorted so that special symbols appear first, numbers appear second, and alphabetic characters appear last. By default, a few punctuation characters are ignored in sorting, and alphabetic characters appear in the correct sort order for the English language.

Specify sort order for an index entry

You can change where an entry appears in the index by specifying a sort order. For example, even though 486 would normally appear with other numbers in the index, you may want it to appear under F (as if it were spelled out as four eighty-six). Similarly, if you’re using a See also cross-reference in a subentry, you can ensure that it is the last one under the main entry.

Add text between brackets ([ and ]) at the end of the marker text, indicating exactly how you want the entry sorted.

Specify sort order for an index

You change the sort order by specifying a sort order and by editing the contents of the IgnoreCharsIX and the SortOrderIX paragraphs in the IX text flow of the IX reference page.

The SortOrderIX paragraph in the special text flow contains building blocks that control how characters are sorted in an index.

SortOrderIX paragraph

Each sort order building block represents several characters in a particular order. The following table shows the order for U.S. English. The alphabetic sort order differs slightly for other languages.

1. Choose View > Reference Pages, and display the reference page that contains the special text flow for the index.

2. Replace a building block in the SortOrderIX paragraph with the specific characters in the order you want them sorted.

Follow these rules when entering a new sort order:

• If you replace <$alphabetics> with individual characters, separate the letter groups with a space. (Letter groups—for example, F f ƒ —are characters that are sorted as if they were the same character, unless they are the only characters that differ in the sorted text. In that case, the first character in the string appears first.)

• If you replace <$symbols> with individual characters, use a backslash before the angle bracket symbols ( < > ).

• Don’t press Return at the end of a line. Let FrameMaker wrap the characters automatically from line to line.

• To indicate that a letter pair should be sorted as a single character, specify the letter pair between angle brackets (< >)—for example, C Ç  c ç<CH><Ch><ch>. In this example, all the characters or letter pairs are in the same letter group (the letter C ). The letter pair CH is sorted after the letter C, and uppercase letter pairs are sorted before lowercase letter pairs.

Sort letter by letter instead of word by word

To sort an index letter by letter instead of word by word:

1. Choose View > Reference Pages, and display the reference page that contains the IX text flow for the index.

2. Add a space at the beginning of the IgnoreCharsIX paragraph in the IX text flow of the IX reference page.

   Sorted letter by letter	Sorted word by word
   Seabed Sea level Seasonal change Sea walls	Sea level Sea walls Seabed Seasonal change

Specify characters to ignore

-_–—

-_–—,.()[]{}$?!"

To specify the characters to ignore while generating an index:

1. Choose View > Reference Pages, and display the IX reference page that contains the IX text flow for the index.

2. Edit the IgnoreCharsIX paragraph.

Note: If you’re working with Japanese fonts, you may want to include the Chouon character in the IgnoreCharsIX paragraph. The Chouon character is normally used in Japanese to lengthen the vowel sound that it follows, but you probably won’t want it to affect the sort order.

Sort symbols, numbers, or other characters in another location in an index

To sort symbols, numbers, or other characters in another location in an index:

1. Choose View > Reference Pages, and display the reference page that contains the special text flow for the index.

2. Rearrange the building blocks in the SortOrderIX paragraph in the special text flow. For example, to put symbols at the end of an English-language index instead of at the beginning, arrange the building blocks as follows:

   <$numerics><$alphabetics><$symbols>

Specify the sort order for Japanese

Kanji characters always need a special sort order defined.

A document that uses Japanese fonts includes the <$kana> building block, which controls sorting of Japanese kana (hiragana and katakana).

Building block	Characters, in this order
<$kana>

Single-byte (half-width) katakana are converted to double-byte katakana in the generated file when sorted. The sort order of kanji is determined by its kana pronunciation (yomigana). Because of this, the <$kana> building block also controls how most kanji sort.

The sort order of kanji without yomigana and of Japanese symbols (double-byte numerics and Roman alphabetics) is not included by default in the <$kana> building block. Instead, kanji is sorted by code value and appended after characters sorted by <$kana>.

If you want to sort kanji without yomigana and Japanese symbols differently, add these characters to the <$numerics>, <$alphabetics>, or <$kana> building blocks. For example, double-byte Japanese characters could be added to the <$symbols> building block.

Enter its pronunciation (yomigana) in brackets in the marker text. (Double-byte bracket characters may be used.)

Sort order for kanji index entry

Introduction

An index can quickly become outdated. With an index, you typically need to make changes after you review the index for the first time. For example, some entries might not use parallel phrasing, or you may decide to change the organization of some entries.

You edit entries in an index by editing their corresponding paragraphs or markers in the source document and then regenerating the index. If you revise entries by typing directly in the index, your changes will disappear when you regenerate it.

For example, if you fix a typing error directly in an index, that error will reemerge the next time you generate because it still exists in the source marker. To permanently fix an error, you must correct it by changing the marker text in the source document and then regenerating the index.

Update an index that is part of a book

To update an index that is part of a book:

1. Make changes to the source document as needed.

2. In the book window, choose Edit > Update Book.

3. Move the lists you want to update to the Generate scroll list, make sure Generate Table of Contents, Lists, and Indexes is selected, and then click Update.

Add or remove items included in an index that is part of a book

To add or remove items included in an index that is part of a book:

1. Select the generated index in the book window.

2. Choose Edit > Set Up Standard Index (or Set Up Index of type).

3. Move items between the list boxes as desired and click Set.

4. Click Update.

Update an index that is a stand-alone document

1. Make changes to the source document as needed.

2. In the source document, choose the command (such as Standard Index) from the Insert menu, and then choose Yes when prompted to create a stand-alone document.

3. Move items between the list boxes as desired.

4. Click OK.

Introduction

When you need to revise an entry, you must trace the entry back to its source—the corresponding marker (or marker element, if working with a structured document) in the source document.

The quickest way to find the source of an index entry is to use the hypertext link on the entry in the generated file. This hypertext link can display and select the corresponding information in the source document. If you’re working with a structured document, you can select the element in the Structure View if you can see its bubble.

Another simple way to find and select a marker in the source document is through the Markers pod. The Markers pod displays marker text, the marker type, and document in which the marker is. You can sort the list on marker type to view all the index marker entries in a document. Selecting an entry in the Markers pod automatically highlights the marker in the document. Double-clicking an entry opens the Markers pod for quick editing.

Using the Markers pod makes it easier to select a specific marker if there are multiple markers at exactly the same location in a document.

Find the source of an index entry by using a link

To find the source of an index entry by using a link:

1. If you did not select Create Hypertext Links when you generated the index, select this option and regenerate.

2. Choose Insert > Marker.

3. In the generated index, Alt-Control-click a page reference in an index.

FrameMaker opens the source document to the page that contains the corresponding marker and selects it. The marker text appears in the Markers pod.

Select a marker by using Find/Change

To select a marker by using Find/Change:

1. In the source document (not in the generated list), choose Edit > Find/Change.

2. Do one of the following:

   • If you’re working in a FrameMaker document, choose Any Marker, Marker of Type, or Marker Text from the Find pop-up menu. Enter the marker type or marker text as needed.

   • If you’re working in a structured FrameMaker document, choose Element from the Find pop-up menu, enter the tag of the element you want to find, and click Set.

3. Click Find.

Introduction

You can create your own marker types and then use them in lists or indexes just as you would any other type of marker.

After a new marker type has been created, it can be shared with other documents and books.

Edit or delete a marker

To edit or delete a marker:

1. Select the marker (or element) you want to delete and do one of the following:

   • Click Delete icon from the Markers pod.

   • Click Delete Marker button from the Marker pod.

2. Select the marker (or element) you want to edit, change the text in the Markers pod, and click the Edit marker icon.

Add or delete a custom marker type

To add or delete a custom marker type:

1. Choose Insert > Marker and choose Edit from the Marker Type pop-up menu.

2. Do one of the following:

   • Type a new name and click Add.

   • Choose a name from the pop-up menu and click Delete.

3. Click Done.

Copy a marker type from one document to another

To copy a marker type from one document to another:

• Copy a marker or text containing a marker and paste it in another document.

• Choose File > Import > Formats and import Document Properties.

Rename a marker type

To rename a marker type:

1. Choose Insert > Marker and choose Edit from the Marker Type pop-up menu.

2. Choose the marker type you want to rename from the pop-up menu and click Change.

3. Do one of the following:

   • To rename the specified markers with a new name, enter the new name in the To text box.

   • To rename the specified markers with the name of another marker type, choose the new marker type from the To pop-up menu.

4. Click OK.

5. Click Done.