To ensure easy access for users, it is advisable that a single index, combining both medicine and disease names, be created. An index of brands and corresponding generic names is sometimes presented as a separate table in formularies. If brand names are inserted into all monographs, then it is best to insert the index field at the time of editing to maintain one uniform index. Index entries should be chosen on the basis of relevance and usefulness to the reader, rather than simply being a list of occurrences of the term throughout the text. Sub-entries can be used to guide readers to the relevant section when a medicine is used for multiple indications, or an entry occurs in different parts of the text.
Step-by-step instructions for inserting an index field code and for creating the final index are given in Boxes 6.3 and 6.4.
Technical assistance from professionals experienced in desk-top publishing can be helpful for creating an accurate table of contents, compiling indexes and doing the final layout work. Where access to such professional services is limited, it is important that at least one member of the editorial team gains some expertise in these tasks. Reading through the help files or tutorials of the software package used is a useful starting point.
Box 6.3. How to add an index field code to the words you want to appear in the index
Step 1 |
Highlight the word that you want to appear in the index. |
Step 2 |
Under the Insert menu select Reference then Index and Tables. |
Step 3 |
When the Index and Tables box appears activate the Index page and click on Mark entry. |
Step 4 |
In the Mark entry box click appropriate options and fill in the subentry and cross-reference cells if needed, then click on Mark. Now the index entry has been created, but will not be visible in the usual view options as it is inserted as a hidden text. To make these hidden texts visible you can use the ¶ icon. |
Important warning |
When editing Word® files of the WMF it will be important to switch on the hidden text feature in the word processor software to visualize the field codes inserted for generation of the index.
If WMF text is deleted or moved around, these field codes may be accidentally deleted resulting in the loss of index entries.
To display hidden entries in Microsoft Word® simply switch on the ¶ icon. If the field codes e.g. {XE “name of drug”} do not appear, go to the Tools menu, Options, View and make sure the box for Hidden text is clicked on in Formatting marks(or “Nonprinting characters” in some versions) |
WMF, WHO model formulary.
Box. 6.4. How to create a final index and table of contents in a master document using Word®
Step 1 |
Open the master document and expand the subdocuments by clicking on  button on the Outlining Toolbar before you insert the index. |
Step 2 |
Position the cursor where you want to insert the final index. |
Step 3 |
To make sure that the document is paginated correctly, you need to hide field codes and hidden text. If the XE (Index Entry) fields are visible, click off the ¶ icon. |
Step 4 |
On the Insert menu, point to Reference, click Index and Tables, and then click Index. |
Step 5 |
Choose a design from templates from the Formats box, then click on OK. |
Note |
To update the index, click to the left of the field and press F9. |
Trouble shooting |
If you add, delete, move, or edit index entries or other text in a document after the index has been created, you should manually update the index. For example, if you edit an index entry and move it to a different page, you need to make sure that the index reflects the revised entry and page number. To update the index, click to the left of the field and press F9.
Check for further information under Help under Troubleshoot Indexes. |
Chargement en cours...
