WinWord: Paragraph Return Inserted Between Separate Indexes

ID: Q74972

The information in this article applies to:

Microsoft Word for Windows, versions 1.0, 1.1, 1.1a, 2.0, 2.0a, 2.0a-CD, 2.0b, 2.0c, 6.0, 6.0a, 6.0c
Microsoft Word for Windows 95, versions 7.0, 7.0a
Microsoft Word 97 for Windows

SUMMARY

In Microsoft Word for Windows, if you compile an index in several parts (such as an index including a range of letters), Word inserts a paragraph return between each of the separate parts. This occurs whether or not you separate each of the index fields with a paragraph return. Removing this paragraph mark deletes the entire index reference.

MORE INFORMATION

The "Microsoft Word for Windows User's Guide" recommends breaking up an index that includes more than 4,000 entries into several parts. This allows the updating of each part to be done one field at a time and the computer's memory to be reused to update the next field. For example, a complete index can be compiled from the following inserted fields:

   {index \p a-f}
   {index \p g-r}
   {index \p s-z}

Note: To insert the field braces, press CTRL+F9.

These fields compile an entire index, with paragraph returns automatically inserted between the result of each separate index field. In the above example, a paragraph return is inserted between the f and g entries of the index and between the r and s entries of the index.

Note: Even if the fields are entered in the same paragraph (no paragraph returns between fields), the index is still compiled with paragraph returns between the individual parts.

Steps to Reproduce Problem

1. From the File menu, choose Open, and choose the OK button.

2. Type the following lines of text:

      a index
      c index
      x index
      z index

3. Select each line of text individually WITHOUT the corresponding

   paragraph mark. From the Insert menu, select Index Entry. Accept the
   defaults in the dialog box, and choose the OK button.

4. From the Insert menu, choose Break, accept the default options, and

   choose the OK button.

6. Press CTRL+F9 to generate a pair of field code braces. Within the

   braces, type the INDEX field command, followed by the \p switch,
   followed by the range selection. It should appear as follows:

      {INDEX \p A-D}

7. Repeat the actions in step 6 to set up another index range for the

   remaining index entries. The result should appear as follows:

      {INDEX \p A-D}{INDEX \p E-Z}

8. Select these field codes, and press F9 to update them.

9. The result is a paragraph mark followed by the first index range

   and a second paragraph mark followed by the second index range.
   This occurs even though there are no paragraph marks involved with
   the index range entries.

Attempting to select either of these paragraph marks for deletion fails. The paragraph marks are permanently associated with the index range entries. You can work around this problem by manually inserting the paragraph marks prior to updating the index range entries. If an initial separation exists, the index range entry does not generate the permanently associated paragraph marks. This should appear as follows:

   [ENTER]
   {INDEX \p A-D} [ENTER]
   {INDEX \p E-Z}

where [ENTER] refers to pressing the ENTER key prior to each index field entry.

The results are exactly the same as described in step 9 above; however, you can delete the paragraph marks to make the index range entries contiguous. Be aware that updating again generates a new set of index references that include the permanent paragraph marks.

Reference(s):

"Microsoft Word for Windows User's Guide," pages 567-569

"Microsoft Word for Windows User's Reference," pages 165, 182

KBCategory: kbusage KBSubcategory: kbfield Additional query words: 2.0 brackets 2.0a 2.0a-CD word6 winword 6.0a 6.0c 7.0 word95 winword 2.0b 6.0 6.0a 6.0c winword2 word7

 word97

Keywords          : kbfield 
Version           : 1.x 2.x 6.0 6.0a 6.0c 7.0 7.
Platform          : WINDOWS

Last Reviewed: February 6, 1998