Indexing of MANY names for a cemetery book

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  1. Posts : 1,500
    Windows 10 Pro (32-bit) 16299.15
       28 Jan 2017 #11

    Edit: Sorry I didn't notice that Barman58 has already posted the same suggestion.

    I probably haven't understood the problem, but I was wondering if a mail merge might help?
    That is,
    • unformatted data is in Excel (or Access), then
    • Word has a formatted version of the fields for one person, using Mail Merge fields
    • This could include word field codes around the name, so it can appear in Word's index at the end
    • Link the word fields to the Excel data fields
    • Mail-merge it into a new document and save the document.
    • Add the Word index to the end and update it to generate

    But I could be getting hold of the wrong end of the stick. (Does that expression work outside the UK? )
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  2. hTconeM9user's Avatar
    Posts : 2,680
    Windows 10x64 Home Version 1803 (Build 17134) 407
       28 Jan 2017 #12

    Excel will work with word as it is part of same family
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  3.    29 Jan 2017 #13

    Yes, thank-you. However, the page numbers will not be update-able as would a Word-generated index.
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  4. Barman58's Avatar
    Posts : 2,805
    Windows 10 Pro x64 1809 - 17763.134 XP/Vista/Win7/Win8.1 in VM for testing
       29 Jan 2017 #14

    The index would be word generated, in a word document, the word document would be created from an Excel Spreadsheet, or any other standard DBMS format that word can accept, that is used as a database table for a Merge and contains the actual entries
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  5.    29 Jan 2017 #15

    Let me give mail-merge a try and I'll get back to you ASAP.

    This option did not work...
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  6. Barman58's Avatar
    Posts : 2,805
    Windows 10 Pro x64 1809 - 17763.134 XP/Vista/Win7/Win8.1 in VM for testing
       29 Jan 2017 #16

    I would suggest you create three sections - The preamble containing the introduction TOC Etc, the data section which would contain the actual data, merged from the database, and a final section that would contain the Index

    the important thing here is to wrap the merge codes you require to be included in the index, in Index codes - then do the merge - then the index. You also need to ensure that the merge is set to place each set of merged data fields on a single line not one per page
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  7.    29 Jan 2017 #17

    Barman58 -- The book is layout is complete. Several chapters have yet to be added. The TOC is fully updata-able.

    I DO understand the process and have used it with smaller samples with great success.

    Now, must I mark every single one of the thousands of records that I want included in the index? Is there a way to "gang-mark" or to use a special "heading" (like with the TOC, but different, of course). I will spend years marking for the index in 25 books containing 110K names.
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  8.    29 Jan 2017 #18

    Leila6300 said: View Post
    Well, like with the manual index marking and creation within Word, I need the LARGE index to automatically update when the pagination changes (when text changes the page numbers in Word AFTER the index has been created.

    I cannot created this LARGE index within Word -- that is what I need to do... If I create it outside of Word, Word does not recognize it to update it.

    Hi that's not quite true

    You CAN create an embedded Excel document within Word --if the EXCEL file changes then Word will automatically have access to the new data.

    This used back in the days of distant past to be called OLE or something -- it was a successor to DDE (Dynamic Data Exchange).

    I haven't done this for ages now as I tend to use EXCEL exclusively but it should be easy enough - create a small TEST excel file, embed it a Word doc and test it.

    If you need to mess around in WORD you could have a go with VBA (The basic compiler which allows macros etc) but I think EXCEL would be easier.

    With all sorts of nice formats available - why do you HAVE to use word. For text of course you can do it the other way around - embed a WORD document in EXCEL.

    With Office the possibilities are endless --IMO office is one of the best Ms products ever.

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  9.    29 Jan 2017 #19

    I have an idea!!!

    Where can I look at the Word-generated table that is made when marking for the index? I*d I could access that, and copy-paste to it. That might work... Anyone know how to see that file?
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  10.    29 Jan 2017 #20

    Hi there

    Here's a good guide to get started - this should work.

    Linking Excel Data Into Word Documents

      My ComputerSystem Spec

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