Word Tips

Multiple Indexes in Word:

To set up an Index Called "Labels" With a sub heading of "Levees" and "Bridges"with references:

 Select the text you want to bookmark the hit Alt, Shift, X together. The Paragraph markings will appear if not You must show Paragraph marks, Under home tab in the paragraph section select show/hide:

Mark the Entries

The Alt, Shift, X will insert XE (Index Entry) of that word 

For example "Bridges"

and will insert into your document:

You then can edit the XE Fields as such:

This marks the Index called "Labels" with a heading of Bridges with the Location of that bridge

Insert the index

Place cursor where you want index inserted in the document: 

To insert the actual index: Open the Quick Parts Button in the Insert, Text section

 Select Field

Then under field names select Index:

and  Field codes:

Type in the following under Field codes:

Hit Ok

This is how it looks:

Change to  your own labels and headings and add multiple indexes for each section of your document

Update Index

As you make changes and add and remove pages the index does not automatically update. go to your index and right click and select Update Index

Using Auto text function under Quick parts allows you to insert the custom index Index markings and modify as needed.(more Later)

To set up only 1 index just mark the word you want to index with Alt, Shift, X  or the Mark index and  Insert Index under the reference tab.

Don't forget to Update

Switching First and Last Names 

of a List in Word

Here is a List of a few of Illinois First Governors

Select the Names you want to switch:

Open Replace under the Home tab editing and select "Use Wild cards"

Type in Find What (<*>) (<*>)

And in Replace With  \2, \1

Be sure to include the space in the Find and Replace lines

Hit Replace all and list now looks like this with Last name now first:

To now Alphabetize by last name Select the names Then on the Paragraph section of the home tab Select the Sort Button

A Screen will pop up to select how to sort:

Sort by Paragraph and the type is Text
Hit OK and the result is an Alphabetized  by last name list