FrameMaker 9.0 Tutorial:
Indexes

 

Developed for advanced documentation students by
David A. McMurrey  
Jill Brockmann
Fall 2009
Jana Owens
Spring 2004
Jacqueline J. Pulido
Fall 2000
Thomas A. Moore
Spring 1998
For additional study materials, refer to the FrameMaker resource page.


This tutorial is provided for advanced documentation students on a free, as-is basis, without guarantee of accuracy. If you find any errors or think we should include other tasks, let us know!

This tutorial discusses the following topics:

Subsequent tutorials focus on tags, tables, anchored frames, graphics, templates, master pages, reference pages, cross-references, tables of contents, variable text, book building, conversion techniques, and structured documents. These tutorials provide an overview of each topic discussed. If you required information about advanced FrameMaker topics, refer to the Adobe FrameMaker User Guide or Adobe FrameMaker Classroom in a Book for the current version of FrameMaker.

Note: For the sake of brevity, we use an abbreviated style for menu commands throughout this lesson. For example, "Select File > New" means "Select New from the File menu."

Downloading and Saving the Source Document

An index can be generated from either a single document or a book. The document or book that the index is generated from is called the source document. For this tutorial, the source document (in this case, a single document) has already been created for you. Before you begin, download and save the source document.

To download the source document:

  1. Select the following link: index.mif.

    Note: Earlier versions of Netscape may attempt to display this file directly. To force Netscape to download this file, right-click the link above, and select Save.

  2. Select the directory in which to save the file, and click Save.

To save the source document:

  1. Open FrameMaker, and select File > Open.

  2. Change to the directory in which you saved the source document.

  3. Select index.fm, and click Open. (If messages appear, click OK to continue.)

  4. Select File > Save As.

  5. Select the directory in which to save the file.

  6. In the File name box, change .mif to .fm.

  7. Click Save.

Marking Simple Index Entries

To mark a simple index entry:

  1. With the index.fm file open, turn on Borders, Text Symbols, and Rulers; for more information, see Changing the Display of the Page.

  2. Select Special > Marker. Your screen should appear as follows:




  3. Highlight the words short documents located in the second paragraph on page 2.

    The text appears in the Marker dialog and should look similar to the following:



  4. Select Index from the Marker Type pull-down menu.

  5. Click New Marker.

    FrameMaker places text symbol (index marker) to mark the index entry.

    text symbol

    Tip: To view the contents of a marker, select the marker symbol while the Marker dialog box is open. The contents of the marker are displayed in the Marker dialog box.

  6. Highlight the word phrasing located in the third paragraph on page 2.

  7. Click New Marker.

  8. Highlight the words lone headings located in the fourth paragraph on page 2.

  9. Click New Marker.

  10. Click Close to close the Marker dialog box.

Generating an Index

After you have created index markers in your document, you are ready to generate an index.

To generate an index for an individual document:

  1. Select Special > Standard Index.

    The following message appears.



  2. Click Yes.

    The Set Up Standard Index dialog box appears.



  3. Verify that Index is the only marker listed under Include Markers of Type. (If Index is not included, locate the marker in the Don't Include list, and double-click it.)

  4. Click Set.

    The index appears in your document window. FrameMaker generates your index in a new file called indexIX.fm. (The name of the source document plus the suffix "IX".)

    Your document window should look similar to the following:




    Tip: To get a better look at your index, you can hide text symbols by deselecting Text Symbols from the View menu.

    Your new file name is shown on a new tab as follows:



Note: You can generate an index for an entire book by selecting Standard Index from the Add menu; for more information about creating an index for a book, see Book Building.


Formatting the Index

After placing the index markers and generating the index, you can improve the formatting to make the index more readable. To format the index, follow the steps below:

  1. Place your cursor in the first line of your index.

  2. Open Paragraph Designer (Ctrl + M). While your cursor is placed in the first line of text, this paragraph will appear as the tag GroupTitlesIX.

    Your Paragraph Designer should appear as follows:




  3. Click the Basic tab.

  4. In the Indents and Spacing field, choose the space Above Pgf pull-down menu. Select 1 Line (14.0 pt).

    Your Paragraph Designer should appear as follows:




  5. From the space Below Pgf pull-down menu, select 6.0 pt. and click Update All.

  6. Click the Default Font tab.

  7. From the Family pull-down menu, select Arial.

  8. From the Weight pull-down menu, select Bold, and click Update All. Your Paragraph Designer screen should appear as follows:




  9. Place your cursor at the very beginning of your document (first line, first position), type the word INDEX, and press Enter.

  10. Place your cursor within the word INDEX, and select Title from the Paragraph Tag pull-down menu.

  11. Click Update All, and close the Paragraph Designer.

If your house style requires a comma between the index entries and the page numbers, modify the SeparatorsIX tag in the references pages. Add a comma at the beginning of the SeparatorsIX line as shown here:

dialog box

Note: The index will retain this formatting through new generations, as long as you do not change the name of the source document.

Adding Markers for Nested Index Entries

To add nested entries to your index:

  1. Return to the index.fm file, and select Special > Marker.

  2. Highlight the words stacked headings located in the fifth paragraph on page 2. Your document window should appear as follows:

    dialog box

  3. Click New Marker.

  4. Within the same text, highlight only the word headings.

  5. Within the Marker dialog box, type a colon and the word stacked immediately following the word headings[ headings:stacked ].

    Your marker text should look similar to the following:

    dialog box

  6. Click New Marker.

  7. Return to the previous paragraph and locate your marker for lone headings. This time, highlight only the word headings and create a similar index marker. [ headings:lone ]

    Your document window should look similar to the following:

    dialog box

  8. Click Close to close the Paragraph Designer.

  9. Generate the index; see Generating an Index.

    Your index should look similar to the following:



  10. Press and hold the Shift key, and select File > Save All Open Files to save your files.

Adding an Entry for a Range of Pages

To include an entry for a topic that spans several pages:

  1. Within the index.fm file, place your cursor anywhere in the first paragraph on page 2.

  2. In the Marker dialog box, type <$startrange>lists.

    Your marker text should look similar to the following:

    dialog box

  3. Click New Marker.

  4. Place your cursor anywhere in the last paragraph on page 3.

  5. In the Marker dialog box, type <$endrange>lists.

    Your Marker dialog box should appear as follows:

    dialog box


  6. Click New Marker.

Adding an Entry without a Page Number

To include an entry without a page number:

  1. Place your cursor anywhere in the first paragraph on page 2.

  2. In the Marker dialog box, type <$nopage>rules. See guidelines.

    Your marker text should look similar to the following:

    dialog box

  3. Click New Marker.

  4. Click Close to close Marker dialog box.

  5. Generate the index; see Generating an Index.

    Your index should look similar to the following:

    Index

  6. Press and hold the Shift key, and select File > Save All Open Files to save your files.

See and See also Cross-References

Indexes often contain cross-references to guide the reader to similar terms contained within the document. A cross-reference can also appear as a subentry. When this is the case, the index entry is often preceded by the words See and See also.

To include and entry with See and See also:

  1. Highlight the word capitalization within the second paragraph on page 2.

  2. Select Special > Marker. In the marker dialog, box type the following:

    <$nopage>capitalization. See punctuation.

  3. Click New Marker. Your screen should appear similar to the following:

    dialog box

To make a similar index entry that uses the See or See also nested entry format, complete the following steps:

  1. Click on the text symbol(index marker) next to the p in the word punctuation. Click Special > Marker to open the Index Marker dialog box.

  2. In the Marker Text dialog box, type the following:

    punctuation. <Emphasis>See also<Default Para Font>capitalization.


    Your screen should look similar to the following:

    dialog box

  3. Click Edit Marker. Generate the index; see Generating an Index. Your index should appear as follows:

    dialog box

Editing Index Entries in the Source Files

Note: Later versions of FrameMaker offer a much easier way to find and edit index entries.

As you develop an index, you are likely to find entries that you want to change in the source files (for example, the files for the actual chapters of your book). FrameMaker enables you to link directly to the file and to the index tag that you want to change. You don't have to spend time opening the source file and searching for the tag. Here's how:

  1. Open the index document you have just generated. Make sure that View > Text Symbols is checked.

  2. Click Special > Marker to display the Marker dialog. Unless you have accidentally selected an index marker, this dialog box will be empty.

  3. Click in the text near the index marker you want to change. There are two ways to select an index marker that you want to change:


  4. Place your cursor somewhere within the line of text that reads openObjectId index.fm:1 997750.

  5. Hold down Ctrl and Alt keys (in Windows). As you move your cursor near the text symbol symbol for the index entry of phrasing, a hand will appear.

  6. Once you have obtained the hand symbol, left click your mouse and FrameMaker will automatically open up the source file that contains the index tag called phrasing. The index entry will be displayed in the Marker dialog box.

    Your screen should look similar to the following:

    Index
  7. Make the necessary changes to your index marker and click Edit Marker.

  8. Press and hold the Shift key, and select File > Save All Open Files to save your files.


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