Adding a glossary in word

In the article, 3 ways to add glossary terms to a Microsoft Word 2016 document, I show three ways to display glossary terms without generating a traditional glossary. Adding a glossary to the end of a document isn’t difficult, but it isn’t intuitive either. For better or worse, there’s no built-in glossary feature, but you can usurp an existing feature–Table of Authorities–to create a traditional glossary. In this article, I’ll show you how.

I’m using Office 365’s Word 2016 (desktop). This technique will work in older versions. You can work with your own document or download the demonstration .docx and .doc files. You can’t mark references in the browser edition.

SEE: Windows 10 power tips: Secret shortcuts to your favorite settings (Tech Pro Research)

About Table of Authorities

The Table of Authorities (TA) feature lets you build a list of citations and is traditionally part of a legal brief. You mark cases, statues, and sources and the feature lists them and the page numbers where they occur. It’s very similar to marking a document to create an index, but the TA feature has more functionality.

To use the feature, you select the term you want to define. Then, you press Alt+Shift+i to launch the Mark Citation dialog. Or, you can click the References tab, and then click Mark Citation in the Table of Authorities group. In the Mark Citation dialog, you can assign a category and edit the short citation, but we won’t do so.

After marking all the terms, you can generate the TA, or glossary, by positioning the cursor where you want the glossary, clicking the References tab, and then click Insert Table of Authorities in the Table of Authorities group. Similar to Word’s Table of Contents feature, if you add, delete, move, or edit a marked citation, you must update the TA; don’t modify the actual TA itself.

Step 1: Mark glossary terms

The first step to creating a glossary is to mark the terms. We’ll mark the following items in the demonstration file:

Video: The recording, reproducing, or broadcasting of moving visual images.
Styles: Preset formatting sets for consistent formatting.
SmartArt: A formatting tool that comes with Word.

First, let’s add video by selecting that word in the second line in the first paragraph. Then, do the following:

Open the Mark Citation dialog by pressing Alt+Shift+i.
Add the definition to the Select text: Add a colon, and then type or paste the definition (Figure A). If pasting, copy the definition to the Clipboard before opening the Mark Citation dialog.
Click Mark and then click Close.

Figure A

Add the term’s definition.

Word automatically enables the Show/Hide option, so you can see the resulting code, as shown in Figure B.

Figure B

You can display the TA citation in the document.

When you mark your terms is up to you. Some prefer to mark as they go, but the codes complicate things. You might find in the end, that you prefer marking terms after you’ve completed the document. Because you’re creating a glossary and not an index or Table of Contents, it doesn’t matter which term you select if the term occurs multiple times. After marking the three glossary terms, your document might resemble the one shown in Figure C.

Figure C

We marked three glossary terms.

Step 2: Generate the glossary

After marking all the glossary terms, you’re ready to generate the actual glossary. Before you do so, I recommend disabling the Show/Hide feature by clicking that option in the Paragraph tab (on the Home tab).

To get started, position the cursor where you want the glossary to appear. Then, click the References tab, and then click Insert Table of Authorities in the Table of Authorities group. In the resulting dialog, choose (none) from the Tab Leader dropdown. Click OK, and you can see the resulting glossary in Figure D.

Figure D

We have the beginnings of a traditional glossary.

Step 3: Problems

It’s immediately obvious that there are a few problems: The TA displays a title based on the category you choose when marking the term, and the table displays page numbers.

The first, the Cases title, is easily solved. Simply select it and press Delete. Or, replace it with Glossary. However, every time you update the glossary, you need to delete or replace the title text. To the best of my knowledge, there’s no permanent solution.

There’s no switch for turning off the page numbers, but it’s easy to hide them as follows:

Click the Insert tab and choose an option from the Shapes dropdown. In this case, a rectangle works nicely.
Click just above the first number and drag until the shape covers all the numbers.
Click the shape and choose white (or the appropriate color) for the fill color and turn off the border color.
As you can see in Figure E, the numbers are hidden, and the title says Glossary.

Figure E

Hide the page numbers.

Changing the title and hiding the page numbers is awkward, but it gets the job done. Just remember to tweak both if you update the table.

Step 4: Oops!

Did you notice that there’s a typo in the definition for video? The word broadcasting is missing the b. Fortunately, this is easy to fix. Enable Show/Hide so you can see the code. Then, simply add the b. It’s that simple. You can also add formatting to the term or the definition in the same way; it will appear only in the table. The downside is that you need to manually add the formatting to each term or definition.

As I mentioned earlier, when you update the glossary to show corrections, additions, or deletions, you must update the title and check the white rectangle to make sure it’s still hiding all the page numbers. To update the table, right-click anywhere inside the table and choose Update Field from the resulting submenu.

With a quick search on the subject, you will find references to hiding the page numbers by altering the actual field code. Specifically, you can add the e switch and a few tabs. This worked reasonably well in earlier versions. Normally, I wouldn’t recommend the shape to hide the numbers, but it always works whereas the switch is iffy in recent versions. It’s not a great solution, but if you want a traditional glossary, you’ll have to live with it.

Send me your question about Office

I answer readers’ questions when I can, but there’s no guarantee. Don’t send files unless requested; initial requests for help that arrive with attached files will be deleted unread. You can send screenshots of your data to help clarify your question. When contacting me, be as specific as possible. For example, “Please troubleshoot my workbook and fix what’s wrong” probably won’t get a response, but “Can you tell me why this formula isn’t returning the expected results?” might. Please mention the app and version that you’re using. I’m not reimbursed by TechRepublic for my time or expertise when helping readers, nor do I ask for a fee from readers I help. You can contact me at susansalesharkins@gmail.com.

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Источник

Для начала внесите все сокращения в Предметный указатель. Для этого выделите нужные слова или аббревиатуры и нажмите комбинацию клавиш ++. Появится небольшое окно, в котором выделенное слово уже будет внесено в поле основного элемента указателя. В поле «Дополнительный» внесите описание сокращения и нажмите на кнопку «Пометить».

После сокращения в самом тексте появятся фигурные скобки, которые, однако, не будут видны при печати или в PDF. Подобным образом пометьте оставшиеся сокращения и нажмите на кнопку «Закрыть».

Теперь нужно добавить список сокращений в ваш документ. Для этого поставьте курсор на ту страницу, где вы хотите разместить список. Если эта страница находится в конце документа, разместите курсор после основного текста на новой пустой странице, создав ее с помощью «Вставка | Разрыв страницы».

Создать список сокращений. В текстовом редакторе Word Вы можете быстро и легко создать список применяемых в тексте сокращений

Откройте вкладку «Ссылки» и найдите группу «Предметный указатель». Нажмите на кнопку «Предметный указатель». В появившемся окне определите, сколько столбцов и какой формат будет иметь получившийся список. Подтвердите операции нажатием на «ОК».

При работе с документом вы можете добавлять элементы в список, следуя данной инструкции.

Фото: компания-производитель

Что такое указатель? Это перечисление терминов, названий и даже фамилий, которые упоминаются в документе.

Процесс создания указателя в Word состоит из двух этапов.

На первом этапе происходит отбор слов или словосочетаний, которые должны быть включены в указатель. (Разумеется, этот этап предполагает, что у вас уже есть из чего отбирать эти слова, другими словами, что у вас имеется готовый документ.)

Чтобы отметить элемент текста для включения в указатель, выполните следующие действия.

1). Выделите текст, который нужно поместить в указатель. Это может быть слово, словосочетание или иной фрагмент текста. В любом случае будущий элемент указателя надо выделить.

2). Выберите команду Вставка–Ссылка–Оглавление и указатели. Появится диалоговое окноОглавление и указатели.

3). Щелкните на ярлычке вкладки Указатель.

4). Щелкните на кнопке Пометить. Появится диалоговое окноОпределение элемента указателя. Обратите внимание, что выделенный в документе текст появляется в поле Элемент указателя основной.

5). Щелкните либо на кнопке Пометить, либо на кнопке Пометить все.

Кнопка Пометить предназначена для пометки данного написания слова и включения его в указатель. Применяйте эту кнопку, если хотите отметить только те включения данного слова, которые, как вам кажется, окажут читателю максимальную пользу. Кнопка Пометить все заставляет Word искать и отмечать все включения данного слова. Применяйте этот параметр, если хотите, чтобы читатель сам решил, какие случаи использования данного термина важны, а какие – нет.

Можете также поэкспериментировать с другими параметрами диалогового окна.

6). Продолжайте просматривать свой документ, выискивая, что еще можно вставить в указатель. Диалоговое окноОпределение элемента указателя остается открытым, так что вы можете продолжить работу над созданием указателя. Выделите текст в документе, затем щелкните в открытом, но неактивном, диалоговом окне Определение элемента указателя. Выделенный текст появится в поле Элемент указателя основной. Щелкните на кнопке Пометить или Пометить все, чтобы продолжить создание указателя.

7). Закончив, щелкните на кнопке Закрыть. Диалоговое окноОпределение элемента указателя исчезнет.

Второй этап – это, собственно, создание указателя.

1). Установите курсор в то место документа, где должен находиться указатель.

2). Выберите в меню команду Вставка–Ссылка–Оглавление и указатели.

3). Щелкните на ярлычке вкладки Указатель.

Стиль указателя можно выбрать в раскрывающемся списке Форматы. Посматривайте на окно Образец печатного документа, чтобы видеть, какие изменения происходят с вашим указателем.

С помощью списка Колонкивы можете указать Word, на сколько колонок разбить указатель. В принципе, стандартным считается использование двух колонок, однако это дело вкуса.

4). Щелкните на кнопке ОК. Аккуратный указатель занял достойное место в отдельном разделе вашего документа.

Создание сноски.

1). Установите курсор в то место документа, где должна находиться сноска.

2). Выберите в меню команду Вставка–Ссылка–Сноска. Вы увидите диалоговое окно Сноски.

3). В группе Положение щелкните на кнопке-переключателе Концевые сноски, если вам нужна концевая сноска.

4). В группе Положение щелкните на кнопке-переключателе Сноски, если вам нужна обычная сноска.

5). Щелкните на кнопке Вставить.

6). Вводите текст сноски. Сюда вы можете поместить все, что может находиться в документе: схемы, графики, картинки.

Чтобы удалить сноску, выделите соответствующую ей цифру и нажмите клавишу . Word удалит сноску и сам изменит нумерацию оставшихся сносок.

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How do you create a glossary in Word?

The simplest way to create a glossary is to type your glossary by hand at the end of your document. Word has no built-in method of creating a glossary automatically, but you can use hyperlinks or the Table of Authorities functionality to create a glossary for one or more documents.

How do you format a glossary?

Glossaries may be formatted in a number of ways, but generally terms are listed in alphabetical order with their definitions, and a line space separates each entry. They are generally placed before notes and works-cited lists and may appear as part of an appendix before those items.

How do you create a personal glossary?

There are different ways you can start your personal glossary. One way is to use the last 25 pages of your technology notebook. Another way is to turn your technology notebook upside down and backwards and start your glossary on the first page. This makes it easy to find where your glossary starts and ends.

How do I create a page break in Word?

Go to Layout > Page Setup, select Break, and then choose Page.

Click or tap in the document where you want a page break.
Go to Insert > Page Break.

How do I get 1.1 Numbering in Word?

Practice: Customize Outline Numbering

Create a new document.
From the Format menu, choose Bullets and Numbering.
Select the Outline Numbered tab.
Select the second option on the top row. The default is 1, 1.1, 1.1.
Click Customize.
In the Number format field, type Article before the number that appears in the box.

How do I fix numbering problems in Word?

Numbers Won’t Restart Numbering

To fix it, just select the previous number’s paragraphthe whole thing, including the paragraph return at the end. Hit the Format Painter, then select the “bad” paragraph, including the paragraph return at the end. That’ll fix it every time!

How do I create a multi level numbering in Word?

To Create a List with Multiple Levels:

Place your cursor anywhere within your list.
Under the “Home” tab, locate the “Paragraph” group > Click the [Multilevel List] icon located next to the [Numbering] icon.
Choose a list from the “List Library,” or click “Define New Multilevel List” and complete the following:

How do I turn on automatic numbering in Word?

Turn on or off automatic bullets or numbering

Go to File > Options > Proofing.
Select AutoCorrect Options, and then select the AutoFormat As You Type tab.
Select or clear Automatic bulleted lists or Automatic numbered lists.
Select OK.

What is the shortcut key for numbering in Word?

Scroll down in the “Commands” list and select “FormatNumberDefault”. Put the cursor in the “Press new shortcut key” edit box and press the shortcut key combination you want to use to create a numbered list. We used “Alt + N” because it’s not assigned to anything else in Word.

What is the shortcut key for multilevel list in Word?

Shortcut Key Reference

Key	Action
Alt+Shift+Right	Increases the numbering level in a multilevel list. In outline view, demotes the selected text to the next lower outline level.
Left	Moves to the previous character.
Ctrl+Left	Moves to the beginning of the current word or the previous word.

How do you use multilevel list in Word?

Multilevel lists

Select the text you want to format as a multilevel list.
Click the Multilevel List command on the Home tab. The Multilevel List command.
Click the bullet or numbering style you want to use.
Position your cursor at the end of a list item, then press the Enter key to add an item to the list.

How do I continue a multilevel list in Word?

Applying Multilevel List Numbering to Existing Text

Select the text you want to apply outline numbering to. EXAMPLE: Select the text of the test questions and answers.
From the Home command tab, in the Paragraph group, click MULTILEVEL LIST.
Select the desired outline option.
Continue with Demoting Text.

How do I continue numbering list in Word?

Continuing or Restarting Numbered lists

Right click on top of the number 1 next to the word Brouhaha.
Select Continue Numbering.

Why is numbering in Word so difficult?

Numbering can be difficult to understand because, ironically, Word attempts to make it simple by ‘hiding’ the way it works. Unfortunately, this means that, when it goes wrong, you do not know how to fix it.

Is Microsoft Word user friendly?

Users of previous versions find Microsoft Word easy to use. However, those who are new to Microsoft Word may find it less user–friendly, requiring more effort to locate common features and formatting options.

Why are my page numbers GREY in Word?

Also, since page numbers are fields, by default, they will be shaded when you select them. You can turn this setting off (for all fields) as follows: Click the Office button, and then click Word Options. In the Advanced category, change “Field coding” to “Never,” and click OK.

Why is Microsoft Word so bad with images?

Why Is Word So Bad with Images? If you ask Microsoft, they’ll say it’s because people don’t understand how Word works with images. And that is the problem, but it’s Microsoft’s own fault. The tools for moving images are unintuitive and hard to find, so folks typically never get past their first disastrous fumblings.

Why is Microsoft Word the worst?

And Microsoft Word is an atrocious tool for Web writing. Its document-formatting mission means that every piece of text it creates is thickly wrapped in metadata, layer on layer of invisible, unnecessary instructions about how the words should look on paper.

Why is the word so bad?

Margins, fonts, adding page numbers—all pretty straightforward. It is sometimes difficult to find the way to do something like that because Word has so many tools available to you. That might be all the answer you need. But since you asked about formatting, I will also say that Word tends to choke on complexity.

How do I make a picture 300 dpi in Word?

Get a good graphics program, such as the free IrfanView. Copy the artwork in Word, and paste it into the graphics program. Go to the program’s Resize dialog (in IrfanView, it’s on the Image menu) and set the 300 dpi resolution, as well as the correct size in pixels needed to keep the image at the desired size.

Источник

Google search for a Word Glossary Template turned up this nice, long, and very informative article on How to create a glossary in Microsoft Word.

It’s too long to copy and paste the whole thing, but the beginning of the article really does spell it out for you.

The simplest way to create a glossary is to type your glossary by hand at the end of your document. Word has no built-in method of creating a glossary automatically, but you can use hyperlinks or the Table of Authorities functionality to create a glossary for one or more documents.

Option 1: Create your glossary manually

This option is the simplest. Go to the end of your document, and type your glossary. You can use a table with or without borders, or you can put the term and its definition in separate paragraphs.

If you put the term and its definition in paragraphs one after the other, it is a good idea to define a style for the term (called, say, GlossaryTerm) and another for the definition (called, say, GlossaryDefinition). Set each one to be followed by the other, so that when you press Enter, Word automatically formats the next paragraph in the right style.

Источник

Don’t let Word’s lack of a proper glossary feature stop you from adding one. Use the Table of Authorities feature instead.

In the article, 3 ways to add glossary terms to a Microsoft Word 2016 document, I show three ways to display glossary terms without generating a traditional glossary. Adding a glossary to the end of a document isn’t difficult, but it isn’t intuitive either. For better or worse, there’s no built-in glossary feature, but you can usurp an existing feature—Table of Authorities—to create a traditional glossary. In this article, I’ll show you how.

via TechRepublic

Shared by:

Published
13 November 2018

Источник

About Table of Authorities

Step 1: Mark glossary terms

Figure A

Add the term’s definition.

Figure B

You can display the TA citation in the document.

Figure C

We marked three glossary terms.

Step 2: Generate the glossary

Figure D

We have the beginnings of a traditional glossary.

Step 3: Problems

Figure E

Hide the page numbers.

Step 4: Oops!

Send me your question about Office

See also

Похожие статьи:

How do you create a glossary in Word?

How do you format a glossary?

How do you create a personal glossary?

How do I create a page break in Word?

How do I get 1.1 Numbering in Word?

How do I fix numbering problems in Word?

How do I create a multi level numbering in Word?

How do I turn on automatic numbering in Word?

What is the shortcut key for numbering in Word?

What is the shortcut key for multilevel list in Word?

How do you use multilevel list in Word?

How do I continue a multilevel list in Word?

How do I continue numbering list in Word?

Why is numbering in Word so difficult?

Is Microsoft Word user friendly?

Why are my page numbers GREY in Word?

Why is Microsoft Word so bad with images?

Why is Microsoft Word the worst?

Why is the word so bad?

How do I make a picture 300 dpi in Word?