Microsoft KB Archive/48078

Sorting Nested Index Entries from Multiple Documents

PSS ID Number: Q48078 Article last modified on 03-07-1997

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= SUMMARY =

When compiling a series of index entries from more than one Word document, it’s possible to use the procedure below to sort the entries by their main heading.

If Index entries are sorted using the Sort command, Word sorts all nested items with the main entries. The Sort command sorts items by paragraph, and each entry is a separate paragraph.

= MORE INFORMATION =

Do the following to sort the entries by their main heading:


 * 1) Compile all index entries into one document by cutting and pasting.
 * 2) From the Format menu, choose Style (Define Styles in Word 3.0x or Word 4).
 * 3) Select the “index 1” style.
 * 4) Type “heading 1” (“level 1” in Word 3.0x) in the Style edit box.
 * 5) Choose the Define button.
 * 6) When Word warns that the Name matches the style and prompts to merge styles, click Yes.
 * 7) Repeat steps 3-6 for as many index styles as you have, changing index 2 to “heading 2” (&quot;level 2 in Word 3.0x), and so on.
 * 8) Choose the OK button to close the dialog box.
 * 9) From the View menu, choose Outline (Document menu in Word 3.0x and 4).
 * 10) Click the “1” on the Outline bar to collapse all Index entries to the root level.
 * 11) From the Tools menu, choose Sort (Document menu in Word 3.0x and 4). All of the root-level Index entries are sorted, while all sub-level Index entries remain with the appropriate Main entry.
 * 12) Cancel Outlining selection from the Tools/Document menu.
 * 13) Repeat steps 2-8, changing “heading 1” (“level 1” in Word 3.0x) back to “index 1” for all of the styles defined now as a “heading” style.

KBCategory: kbusage KBSubCategory: kbformat Additional reference words: 1.0 1.00 1.05 3.0 3.00 3.01 3.02 4.0 4.00 macword5 5.0 5.00 5.10 macword ====================================================================== ============================================================================= Copyright Microsoft Corporation 1997.