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How to Create an Index in LibreOffice

July 7, 2022

Would you like to know how to create a index in libreOffice? How much we appreciate that a document with a large amount of information has an index to position ourselves on specific issues. If you want to know how to create an index or table of contents in LibreOffice Writer, you’ve come to the right place. Sit back and enjoy this post that we prepared for you. This time we will show you the basic methods so that you can easily edit your documents and place your indexes.

Index of contents

  1. Methods to create an index in LibreOffice
    1. Method 1: index in libreOffice
    2. Method 2: Create an index in LibreOffice Writer
    3. Method 3: Index in LibreOffice, Word and Writer (lexicon)
    4. Method 4: How to automatically mark entries for the index in LibreOffice?
    5. Method 5: How to remove marks from an index in LibreOffice?
  2. conclusion

Methods to create an index in LibreOffice

Now, let’s look at the methods to create a index in LibreOffice. Our documents already have the best ally to add your content index, since Writer provides us with a great tool for it. There you will find similar functions when numbering lines or paragraphs in Word.

Here you can learn about: How to Remove Duplicates in LibreOffice

When we want to establish this index, it is essential create the document using the preset heading paragraph styles. By having them properly structured, we can create our table of contents with just a few clicks.

image

We will think about placing a hierarchical structure in the document:

  1. Chapter
  2. Section
  3. Theme

Also that the titles of these elements have assigned a paragraph style, such as “Heading 1”, “Heading 2”etc.

Method 1: index in libreOffice

Indexes and tables of contents can be added anywhere in the document. LibreOffice Writer. We usually place them at the beginning or end, but they can also appear in other places in the document. Located on the page where we want to insert the table of contents

  1. Step 1: we search in the insert menu – Abstract and index – Abstract, index or bibliography. If you have an older version of Writer in the insert menu you will find it as “Indexes and tables” – “Indexes”.
  2. Step 2: On the screen that appears we will have on the left a previewof the type of index chosen, as well as the changes that we are applying. If we observe that it does not appear, we must activate it in the box next to the button “Aid”.
  3. Step 3: To see all the options that we can apply to the indexes and tables of contents, the tabs where we will find them are shown to the right of the screen.
  4. Step 4: in the dropdown “Guy” of the tab “Index” the options that we can change according to the type of index that we are trying to create are indicated. The “Summary”, that we will find in other versions like “Table of Contents” or “Table of Contents”is the most used alternative.

NOTE: But we will also have the options to create alphabetical indexes, figures and tables, among other options. We can complete several options depending on the type of index selected.

  1. step 5: For insert table of contents in the sheet, we just press accept and it will appear immediately in the LibreOffice Writer document.

This table we can even customize with your design. We will also notice that the table appears with a shaded background, this is to remind us that it is a special area. But we have the option to remove it or change the color by going to the menu “Tools”.

How do we update an index in LibreOffice?

In the context menu we will have the option “Update index”. When you click on it, all the modifications made to the document that influence the index will be updated and they will see each other immediately.

Also, we can go to the “Tools” – “Update” – “Current Index” menu to perform the update. All tables of contents present in the document can go through this procedure with a single request.

Have an index on LibreOffice Writer It can be quite an easy task. We recommend that you follow the steps that we have shown you in this post, they will be of great help when writing your documents.

Method 2: Create an index in LibreOffice Writer

How much we appreciate that a document with a large amount of information has a content index to locate us in specific topics. Therefore, when we create a document in LibreOffice Writer, we have several options such as automatic numbering of headings, as well as we can use a table of contents to order the information.

This can give us an overview of what the document contains, as well as show the page where each reference is located.

We use this type of tables when we study, work or do research and we know how useful they can be. And not only that. If you want to know how to create an index in LibreOffice Writer, you have come to the right place.

How to insert an index in libreOffice?

Indexes and tables of contents can be added anywhere in the document. LibreOffice Writer. We usually place them at the beginning or end, but they can also appear in other places in the document.

Located on the page where we want to insert the index, we look in the insert menu – Abstract and index – Abstract, index or bibliography. If you have an older version of Writer in the insert menu, you’ll find it as “Subscripts and arrays” – “Subscripts”.

On the screen that is presented to us, on the left we will have a summary of the type of index chosen, as well as the modifications that we apply. If we find that it does not appear, we must activate it in the box next to the “Aid”.

To see all the options that we can apply to the indexes and tables of contents, the tabs where we will find them are shown on the right side of the screen.

  • In the drop-down menu “Guy” from the tab “Indexes” indicates the options that we can modify depending on the type of index that we are trying to create the “Summary”, which we will find in other versions such as “Table of Contents” or “Table of Contents”is the most used alternative.

But we will also have the possibility to create indexes alphabetical, figures and tables, among other options. We can complete different options depending on the type of index selected.

  • For insert table of contentson the sheet, just press OK and it will immediately appear in the LibreOffice Writer document.

This table even allows us customize your design. We will also notice that the table appears with a shaded background, this is to remind us that it is a special area. But we have the option to remove it or change the color by going to the menu “Tools”.

Method 3: Index in LibreOffice, Word and Writer (lexicon)

This method introduces the concept of lexical indices, as well as everything you need to know to use them correctly in your word processing software.

What is a lexical index?

A lexical index is a list of keywords used in a document followed by the page numbers on which the words are found. Usually placed at the end of the document, the table of contents allows the reader to quickly find what interests him.

Lexical index example
Lexical index example

The lexical index shown in this screenshot contains three levels for grouping keywords under another generic keyword. Therefore, the brand names Botanical Y gamma vert are classified under the keyword Gardening. Rose names are classified into three levels.

Index and tagging entries

The keywords present in the index are called index entries. Regardless of the word processing software you use, you will need to tick, that is, identify in the document the words you want to use as index entries. This operation can be quite lengthy if you have a lot of items to include in the index.

Each software has different ways of indicating index entries in the document. In LibreOffice Writer, you don’t have to do anything special, the index entries are highlighted with a gray background.

Displaying index entries in Writer
Displaying index entries in Writer

In Word, you need to make sure to display non-printing characters (cf. Non-printing Characters) by clicking the button on the tab Start on the ribbon to see them in the document as {XE “Entrée d’index”}.

Viewing index entries in Word
Viewing index entries in Word

It is recommended that you bookmark index entries after the document is complete so that you do not have to start over.

How to mark index entries in LibreOffice?

Manual marking is quite a tedious operation, especially when you want to create multi-level indexes. A second method presented below allows marking to be done automatically.

Markup at an index level in LibreOffice

Start by opening the window Mark index entries clicking the button mark entry available in the Index section of the tab Reference from the ribbon or using the shortcut Alt++ .MajX

Word Index Theme
Word Index Theme

Once the window is open, to mark your entries, follow these steps:

  1. Step 1: Select a word in the text.
  2. Step 2: Click on the window Mark index entries. The selected word is automatically displayed in the field Entry of the window.
  3. Step 3: If you want, you can modify the entry (to add a capital letter, for example), which therefore corresponds to the text as it will appear in the index. We could then select the word EXAMPLE in the body of the document and type EXAMPLE in the field Entry.
  4. Step 4: Mark with the button of your choice:
    • Tick: adds the selected word in the document to the index
    • Mark all: marks all occurrences of the selected word in the entire document
  5. Step 5: Repeat step 1 for the next word.
Manual markup in Word
Manual markup in Word

keeps the window Mark index entry on the screen while you have words to mark and repeat the operation.

Multilevel markup of the index in LibreOffice

If manual single-level markup is relatively fast, things become much more laborious as soon as you want to create a multilevel index, because the field Entry it will no longer autocomplete, you will have to enter your text by hand or cut/paste.

  1. Step 1: Select a word in the text.
  2. Step 2: Click on the window Mark index entries. The selected word is automatically displayed in the field Entry of the window.
  3. Step 3: Replaces manually the text in the field Entry with the one to be used as primary input and enter the text to be used as secondary input in the field sub-entry. If you want to create a three-level entry, separate levels two and three in the Sub-entry field with a sign.
  4. Step 4: Then dial with the button of your choice.
Example of marking a three-level entry in Word
Example of marking a three-level entry in Word

The input markup will be visible as follows in the document: Semi-plena {XE “Rose:Anciennes variétés:Semi-plena”}.

Add an index reference in LibreOffice

A reference allows you to insert an entry that will directly refer to another entry.

return example
return example

Creating a reference is done in two steps, marking the entry and then creating the reference. Therefore, to obtain the result of our example, we must start by marking the keyword by associating it with the one that it will refer to in the form Watch…. Then, in a second step, create the reference by checking the reference option and entering the text.

Word forwarding input
Word forwarding input

Look at the image below to follow all the steps to create a reference.

Demonstration of marking a cross reference in Word
Demonstration of marking a cross reference in Word

Therefore, the input will be identified by two fields in the document in the form: offrandes { XE “Rituel” }{ XE “Offrande”\t “Voir Rituel” }.

Mark a notion on multiple pages

To mark up a multi-line text, which can therefore extend over several pages, you must use a marker. Markup is done only after creating the corresponding bookmark.

Select the text range to which the index entry will refer (for example, this may be the case for the presentation of a concept that spans several pages, in our example, the dissociated regime).

To create the index bookmark in LibreOffice you must do the following:

  1. Step 1: Select the corresponding text
  2. Step 2: Activate the tab Insert on the ribbon and click Marker (links section).
  3. Step 3: Enter the name of the bookmark and validate with the button Add.

To create the index entry:

  1. Step 1: Places the cursor at the end of the text corresponding to the marker
  2. Step 2: Open the window Mark index entries( Alt + Maj+ ).X
  3. Step 3: Check the box page range
  4. Step 4: Select the bookmark from the dropdown menu
  5. Step 5: click to frame.
Entry in a bookmark in Word
Entry in a bookmark in Word

The input markup will be visible as follows in the document: { XE “Rituel:Embaumement” \r “Embaumement” }.

How to insert a lexical index?

Once the desired words have been marked in the document, the lexical index must be inserted. To do this, just follow these steps:

  1. Step 1: Places the cursor at the desired location for the insertion of the lexical index (usually at the end of the document).
  2. Step 2: Open the window Index via option Insert index on tab References.

How To Create An Index In LibreOfficeHow To Create An Index In LibreOffice

  1. Step 3: In the window of Indexconfigure the different options to your liking (type, columns, number alignment, etc).
Index window in Word
Index window in Word
  1. Step 4: Insert the index by clicking the button To accept.

Besides of Format you have chosen for the visual appearance of your table of contents, note that it can be customized by modifying the corresponding paragraph styles: Index 1, Index 2, Index 3 Y Title of the index.

How to update an index?

To update an index, right-click the index and choose the Update Fields option context menu, if you want to change the index options, you can choose the option Edit field… Then click the button Index… in the window that opens.

Context menu of the lexical index in Word
Context menu of the lexical index in Word

Method 4: How to automatically mark entries for the index in LibreOffice?

Traditional manual marking of index entries can be very laborious, so there is an alternative method of creating a list of words to be indexed in a secondary file called a concordance file, and then using the file to mark entries automatically.

The concordance file consists of only a two column table, the first column corresponds to the word to be found in the document and the second column corresponds to the corresponding index entry.

This file can be created in Word with a classic table or tabs, but it can also be created with Excel. We will use the tab method in Word here.

Create a concordance file

To create the concordance table, all you have to do is create a new file and then list all the words you want to index by presenting them in table form. Tables built with tabs are more flexible, so this is the recommended method. So separate the keywords from the index entries by inserting a tab with the corresponding key ↹ Tab.

Here is an example of a concordance table:

Example of a concordance table
Example of a concordance table
  • The table presented above is incomplete, because you must take into account the different variations of the words to search for in terms of case (upper/lower case) and amount (singular plural).
Full example with variation support
Full example with variation support
  • To index words as a sub-entry, simply separate the different levels: in the column corresponding to the index entries.
Multi-level entry example (without the variations)
Multi-level entry example (without the variations)

To mark cross references, an additional line containing the cross reference must be provided.

Reference example (without variations)
Reference example (without variations)

Mark entries automatically

Once the concordance file is created, the marking of the index entries can be done automatically by following the following manipulations:

  1. Step 1: Places the cursor at the beginning of the document for which you want to create the lexical index
  2. Step 2: Open the window Index via option Insert index on tab References.
References tab
References tab
  1. Step 3: In the window Indexclick the button Automatic labeling…
  2. Step 4: Find your concordance file on your computer and validate with Open.

Method 5: How to remove marks from an index in LibreOffice?

It is possible to manually remove an index mark by directly deleting the corresponding field in the text. But this operation can be handled automatically with the function Replace if you want to remove all index marks or if you want to remove all marks for a specific entry.

  1. Step 1: Open the Replace window (Ctrl+ H)
  2. Step 2: In the field of search write ^dXE. This code corresponds to an index mark corresponds to a field and the code of the index marks.
  3. Step 3: Leave the field Replace with the code blank
  4. Step 4: Click on Replace All.
Removing all index marks
Removing all index marks

If you want to remove all index marks from a particular entry, you must complete the code indicating the corresponding entry, for example:

  1. ^d XE “Rituel”: For entries that exactly match Ritual.
  2. ^d XE “Rituel: for all the entries that begin with Ritual, which will take into account the sub-entries.
Removing index marks for a specific entry
Removing index marks for a specific entry

You may be interested in learning about: What is an ASHX File? What is it for and how to open one

conclusion

As you can see, these are the methods for you to create an index on Libre Office. We advise you to practice constantly so that your tables of contents look better. We hope have helped you with this information.