An index, while never the most fascinating part of a writing project, is essential for the readability and usability of essays and technical works. Building one is not complex, but it doesn't have to be a last-minute addition. Here's how to create a useful index for readers without it becoming an overly complicated project.
Steps
Step 1. You need to understand the function of an index
An index is an alphabetical list of keywords and concepts contained in a text. It contains "pointers" to those words and concepts, which are usually pages, sections, or paragraph numbers. An index is usually placed at the end of a document or book. This type of index is distinct from a table of contents, a bibliography, or other supporting material.
Step 2. Start with a full text
If it is not yet complete, you can in any case start building its index, as long as the text has at least its definitive structure.
- It is best to be somewhat familiar with the topic you are indexing, so you know what is important. If you haven't written the work to be indexed, skim the text or pre-read before you begin.
- A word processor with indexing tools can track page numbers automatically and update them if there are changes in the text.
- If you need to detect pages by hand, finish first writing and editing the text. A correction could involve moving a particular section or topic to another page.
Step 3. Review the entire text, marking the most important keywords and ideas
In a word processing program that has indexing capabilities, you can start assigning identification characters (tags), directly as you read (or even as you type, if you're eager to get started). Otherwise, create notes with stickers, index cards, or other markings on each page.
- The key points and main ideas are quite evident in the text, generally. Pay attention to the section headings, introductions, conclusions, the normal structure and the emphasis given to the topic. Aim for the inclusion in the index of two or three references, at least, by keyword and by main idea.
- If you are using a ready-to-go copy, choose something to mark with.
- Although preparing for printing is not the purpose of building an index, indexing should include a complete reading of the text. In the circumstance you may want to find and fix the errors still present.
Step 4. Define headings for each key concept
Defining good headings will make it easier for the reader to search, and will make the index consistent. Despite the need to check with the publisher the specific rules to be respected to create an index, the following points are essentially standards:
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Use singular nouns to start headings. For instance:
- Exchange
- Headphones
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Insert modifiers and verbs after a comma, if needed. For instance:
- Saddle, in leather
- Saddle, height adjustable.
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Write proper names with a capital letter. Otherwise, use lowercase letters. For instance:
- Sardinia
- Gennargentu
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Create cross-references for acronyms and acronyms. For instance:
MTB, see mountain biking
Step 5. Evaluate the possible reader and the purpose of the index
- What are the possible headings that readers will instinctively search for?
- Do technical terms need non-technical equivalents? Are there any terms not included in the text that might be natural to search for? For example, a bicycle maintenance book might cover speed shifts, but the reader might search under "gear lever" or "shifter device."
Step 6. Organize the main headings in alphabetical order
A word processor can perform this step automatically.
Step 7. Arrange the subtitles under the main heading
Don't go overboard with too many levels for titles; one or two are usually sufficient. The titles organized by levels sort the related information under a main heading, in this way the reader can find them easily. Organize the subtitles in alphabetical order under the main heading, for example:
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Brakes
- Adjustment
- Safety
- Replacement.
Step 8. List all the pages where the topic appears
Step 9.
Resource Book Index Pages Review the index.
If possible, try someone who knows little about the subject.
Advice
- Refer to the complete index of another job when you start. Take note of how the index is built.
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Consider hiring someone to do the index. Many freelancers and service companies get this job done at a modest price.
If you hire someone, choose from those with some understanding of the topic in question
- If you're writing for a particular publisher or publication, be sure to check out the style guide. Different publishers have their own preferences regarding formatting.
- If you use software to facilitate the indexing process, use it to tag keywords and track pages. Using indexing software to generate the list of keywords will give you a quick overview for subsequent refinements.
- If you are a publisher, as a rule, you will not read the index because it is created after the production process in which you participated. If you are a proofreader, you will need to read the index very carefully, and check that the entries and references are accurate.
- Do not repeat the main terms in the sub-items of the index.
Warnings
- Be careful not to omit important topics when creating an index; return to the text and check that the main topics and concepts are understood.
- Avoid reporting minor mentions in the index. For example, if the name of a famous person has been mentioned, but not developed anywhere else in the text, this name can be omitted in the index. Think about the impression it will make on the reader; be guided by the answer to the question: Will reporting a reference to a word or concept in the index make the reader believe that there is something substantial to read in the text?
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Beware of circular references. These will frustrate the reader because there will be no indication for the reader to find the word or concept. For instance:
"Bike. See Bicycle". - "Bicycle. See Bike"
- If you use an editor, carefully check that an entire sentence from a section header not accurately referenced has not been reported in the index. For example, a header could be: "Repairing bicycles is not easy" and the computer index could add the entire sentence below the header. This will not give the reader any useful information in terms of the specificity of the words or concept.
