Creating an Index: Free InDesign Tutorial

Topics Covered in This InDesign Tutorial:

The Index Panel, Creating Index References & Topics, Building an Index, Updating an Index

Exercise Preview

Exercise Overview

Creating a professional index in InDesign is a meticulous process that requires manual compilation of entries. Unlike automated systems, this hands-on approach ensures precise control over your document's navigation structure. Before beginning, establish well-defined paragraph styles for different index hierarchy levels—you can create these beforehand or allow InDesign to generate them during the process. While InDesign's auto-generated styles provide a starting point, you'll need to refine their appearance to match your publication's design standards. Consider creating a dedicated master page for your index to maintain consistent formatting and layout throughout your document.

This exercise demonstrates the complete indexing workflow using a cookbook project, where we'll transform scattered content into a navigable reference tool that enhances reader experience and document usability.

1. Open the file Cookbook.indd.

   We've prepared the foundational elements—paragraph styles and a custom index master page—allowing you to focus entirely on mastering the indexing process rather than preliminary setup tasks.

2. Examine the Pages panel to confirm you're working with a 10-page document structure.

3. Access the Index panel through Window > Type & Tables > Index.

4. Notice the pre-existing index entries indicated by expandable arrows next to certain letters. Click any arrow to reveal the current entry structure and familiarize yourself with the panel's organization.

Compiling the Index

Now we'll expand this foundation by strategically adding entries that will create a comprehensive navigation system. The key to effective indexing lies in anticipating how readers will search for information and creating logical pathways to that content.

1. Navigate to page 15 and select the chapter title Soups.

2. At the top of the Index panel, select Reference.

   Understanding the distinction between References and Topics is crucial for building effective indexes:

   • References direct readers to specific locations—page numbers, cross-references, or "see also" suggestions.
   • Topics serve as organizational headers without direct page references, creating hierarchical structure within your index.

3. Click the New entry button in the Index panel.

   InDesign automatically populates Topic Levels: 1 with your selected text Soups.

4. Under Type, select To End of Story and click OK.

   The Index panel now displays your entry with corresponding page numbers under the S section, demonstrating how InDesign tracks content across multiple pages.

5. Navigate to page 18 to locate the White Bean Soup recipe.

   Since multiple recipes feature white beans as a primary ingredient, we'll create a topic-based organizational structure that groups related content logically—a best practice for comprehensive cookbook indexing.

6. Select Topic at the top of the Index panel.

7. Click the New entry button .

8. Enter white beans in the Topic Levels: 1 field.

   Notice the absence of Type options—topics function as organizational containers rather than page-specific references.

9. Click OK to establish this topic category.

10. In the Index panel, scroll to the W section and expand it to verify your topic appears without page references.

11. Return to the page and highlight White Bean Soup.

12. Switch to Reference mode at the top of the Index panel to create a page-specific entry within your topic structure.

13. Click the New entry button .

14. Click the down arrow next to White Bean Soup to move it to level 2, creating a hierarchical relationship.

15. Scroll to the W section at the bottom of the window and expand it to locate white beans.

16. Double-click white beans to add it as level 1, establishing the parent-child relationship in your index hierarchy.

17. Select Current Page under Type to link this entry to its specific location.

18. Click OK to complete the entry.

19. Verify the hierarchical structure in your Index panel matches the following organization:

    

20. Navigate to page 24 and select Cold Carrot and Mace Soup.

21. Click the New entry button in the Index panel.

22. Use the down arrow to move Cold Carrot and Mace Soup to level 2.

23. Navigate to the C section and expand it to find the coconut topic.

24. Double-click coconut to establish it as the level 1 parent category.

25. Select Current Page under Type to create the page reference.

26. Click OK to finalize this hierarchical entry.

Making a Place in the Document for the Index

Professional document structure requires dedicated space for your index. We'll create a properly formatted page that integrates seamlessly with your document's design system.

1. Access the Pages panel menu and select Insert Pages.

2. Configure the following settings for optimal index placement:

   Pages:	1
   Insert:	At End of Document
   Master:	I-Index

3. Click OK to generate your index page.

   You're now positioned on page 25, which utilizes our pre-configured I-Index master page. This dedicated space ensures your index maintains consistent formatting and professional presentation standards.

Building the Index

Transform your carefully curated entries into a functional index that serves as a comprehensive navigation tool for your readers.

1. Click the Generate index button in the Index panel.

2. Review the generation settings carefully. If the complete options aren't visible, click More Options to access advanced controls. The highlighted settings below require your attention before proceeding:

   

3. Click OK to load the index content into your cursor. Important: Don't click elsewhere yet—the formatted index text is ready for placement.

4. Position your cursor over the primary text frame on page 25 until it displays the threading icon with accompanying text indicators.

5. Click once to flow your completed index into the designated page framework.

Making Changes to the Index

Reviewing your generated index often reveals opportunities for improved organization. Professional indexing involves iterative refinement to enhance usability and logical flow.

1. In the Index panel, double-click the white beans topic and revise it to beans, white for more intuitive alphabetical placement.

2. Click OK to implement the change, which immediately updates the Index panel organization.

3. Address the capitalization inconsistency by selecting the beans, white topic in the Index panel.

4. Navigate to the Index panel menu and choose Capitalize. If this option appears grayed out, select any topic first, then return to the menu.

5. In the capitalization dialog, select All Topics and click OK to apply consistent formatting across your entire index structure.

   This systematic approach ensures professional presentation standards throughout your index.

Regenerating the Index

Complete the refinement process by updating your published index to reflect all organizational improvements and formatting enhancements.

1. Click the Generate index button once more to rebuild your index.

2. Maintain your previous settings, but ensure Replace Existing Index is checked near the top of the dialog before clicking OK.

3. Examine your enhanced index—you've successfully created a professional navigation tool that transforms your cookbook into a truly functional culinary reference. The logical organization, consistent formatting, and intuitive structure demonstrate the power of thoughtful indexing in professional publishing.