Use a Concordance File to Mark Index Entries

In Microsoft Word, a concordance file is a document that is separate from the one you’re indexing. In this document, you insert a two-column table, and then you type (or copy and paste) the words in the document you’re indexing in the first column, then type the words that will appear in your index in the second column. When you are ready to mark your index entries, you save the concordance file and return to the document you’re indexing. While in that document, you navigate to the Index dialog box and press AutoMark. This opens Open Index AutoMark File dialog box. You locate your concordance file, select it, and click open. Microsoft Word automatically searches for all of the words that are in the first column of your concordance file and inserts the code to mark those words to be index entries as indicated in the second column of the concordance file.  

Using a concordance file may seem confusing when you first use one, but try not to overthink it. In addition to saving a lot of time marking index entries, using a concordance file can also help you get a clearer picture of your index entries and help you spot inconsistencies. In addition, you can develop your concordance file as you are writing the original document, which also saves time when indexing.

How to Create a Concordance File

1. Open a blank document in Word.
2. Click the Insert tab, and then click the Table icon.
3. In the Insert Table box, use your cursor to select 2 columns and 3 rows for your table. This table will hold your concordance file.
   

   Insert Table box

    

4. In the first column of your table, type words that you want to mark as index entries in your document, each in its own row.
5. In the second column, type the word you want for your index entry in relation to the word in the first column. For example, let’s say that you have three entries in the first column for various spellings of the word rug that are found in your document: “Rugs,” “rugs,” and “rug.” You want all of those references to be indexed under the word rugs in the index, so you would type rugs in the second column next to all three of the words you want to mark.
   

   Example of a concordance file

6. Continue adding words to the left column as you work on your document. You can wait until you’re finished writing your document to add the words in the right column if you wish, or you can add them at the same time that you add the words in the first column. It doesn’t make any difference.

Add Subentries in  Your Concordance File

If you want to mark a word to be included as a subentry in your index, type the word that appears in your document in the left column, and then in the right column, type the word that will be the main index entry, followed by a colon, and then the word that will be the subentry in the index. For example, if you want the word piano to be a subentry of Musical Instruments, you’d type piano in the left column and you’d type Musical Instruments:piano in the right column.

Automarking Your Text

After you’ve finished writing your document and added all of the words you want marked to your concordance file, proofread the concordance file, looking for duplications and other things that might cause problems in your index. When you’re satisfied with your concordance file, save it, and then do the following to AutoMark your index entries:

1. Click the References tab on the Ribbon, go to the Index group, and then click Insert Index. The Index dialog box opens.
   

   Index dialog box

2. Click AutoMark. The Open Index AutoMark File dialog box opens.
3. Locate your concordance file, select it, and then click Open. Word goes through your document and marks all of the words that you’ve listed in the left column of your file as index entries.