Index Formatting
An index is a curated retrieval tool rather than a duplicate table of contents. Word can mark entries and generate an alphabetized index with page references, but editorial choices about terms, subentries and cross-references still require human judgment.
An index organizes selected terms and topics alphabetically and points readers to their locations; mark meaningful entries consistently and use cross-references only where they help retrieval.
Key details
Important caveats
Tool Boundary
Word can sort marked entries and generate page references automatically; exact index style and depth depend on the publication or house style.
Further guidance
Cross References
Use index cross-references to redirect readers between synonymous or related entry terms when that improves findability.
Entry Design
Index concepts readers are likely to seek, using consistent main entries and subentries rather than indexing every repeated word.
Practical Application
Build an index around concepts readers are likely to look up, then use consistent main entries and subentries. Add see/see also cross-references only when they improve retrieval, and let the publication’s indexing style govern punctuation, indentation, and locator format.
Reader Check
Would a reader searching for this concept know which entry to use, and do cross-references reduce rather than add navigation friction?
Worked Example
Instead of indexing every occurrence of “security,” use a main entry such as “security” with meaningful subentries like “authentication, 44–46” and “permissions, 91–93,” plus a cross-reference only where a synonymous term would otherwise be missed.
Sources and evidence
Sources are shown with the role they play in this guide. Historical or style-sensitive claims are kept within the evidence boundary described above.
- Create and update an index — Microsoft Support (opens in a new tab)Microsoft Support · Index entries, cross-references, sorting and page-reference generation