QuarkXPress XTension: IndeXTension

Manuals

Developers

Product Archive

Press Releases

IndeXTension

IndeXTension User Guide Version 4.0

What IndeXTension Does…

IndeXTension creates an index of words and phrases in a document or documents. The user marks the words and phrases throughout the doc- uments, then IndeXTension automatically collates the occurrences of those words and formats them to create an index complete with page numbers. Index markers can also be inserted interactively in a search and mark operation, or an entire list of words can be automatically marked throughout your document.

Setting the Preferences

IndeXTension’s preferences allows the user to customize the way index markers are displayed on screen, as well as control index generation and automatic formatting of the final index text.

Choose Edit > Preferences > IndeXTension.

Click a Marker Highlighting radio button.

Index markers can be emphasized on the screen with color or by underlining. This does not affect the created index.

Click a Number Separator radio button.

The page numbers of each occurrence are separated from text of the index entry by either a tab character, a en space, or an ellipsis. There is no standardized position for the ellipsis character in the Windows character set; if the ellipsis option is used, IndeXTension will insert ASCII character 0x85. This character corresponds to the ellipsis in most typesetting fonts.

Check the desired Index Generation options.

Sort Index Automatically.

Check when indexing single documents. Entries are collated and alphabetized as the index is generated. If you are indexing a project composed of multiple files, uncheck this option.

Add Return Before letter group.

Inserts a blank line before entries beginning with the next letter of the alphabet for additional visual separation. This return is the same style as the index entries.

Add Heading Character.

Inserts the appropriate letter as a heading before the entries beginning with the that letter of the alphabet. The appearanceof this heading is set via the Heading Style popup in Format Index section.

Capitalize Entries.

Check to capitalize each entry in the index. If left unchecked the index exhibits the capitalization of the entry’s first occurrence in the document.

To force the capitalization for a particular entry, create a general entry at its first occurrence entered as desired.

Format Index.

Check to automatically format the index with existing style sheets. Heading Style and Entry Style can be set to any avail- able paragraph style sheet. Page # Style requires a character level style sheet.

Designing your style sheets carefully can create and easy to read and attractive index automatically. The style sheet for Heading Style, in particular, can be used to visually separate and space the alphabetical sections.

Click OK to save choices.

Hiding & Showing Index Markers

While visibility is necessary when editing and inserting index markers, many other tasks are complicated by the additional clutter on the screen. IndeXTension allows you to hide them and preview the final flow of the text for this reason. The format of the markers when shown is controlled by the Marker Highlighting preference.

When markers are visible, edit as you would any other text. Take spe- cial care with the opening and closing characters to avoid damaging the marker.

Show All Markers

Marker visibility is controlled by a single Show/Hide Index Markers menu item. Showing markers allows easy identification and editing.

Choose View > Show Index Markers.

This shows all index markers in the current document. If the menu item says Hide Index Markers, all markers are currently visible.

Hide All Markers

Marker visibility is controlled by a single Show/Hide menu item. Hiding markers displays the text exactly as it will print.

Choose View > Hide Index Markers.

This hides all index markers in the current document. If the menu item says Show Index Markers, all markers are currently hidden.

Hide Selected Markers

Visible markers affect the length of a text flow, hiding the markers allows you to preview the text exactly as it will print.

Option/Alt + View

Highlight a range of text. Hold down the Option/Alt key while choosing View 3 Hide Selected Markers. When holding Option/Alt, the menu item reads Hide Selected Markers. Selecting the item hides all index markers completely within the current selection.

Show Selected Markers

Editing a few markers can easier if you focus on a small area, showing selected markers limits the scope of the highlighting.

Highlight a range of text. Hold down Option/Alt & Shift while choosing View 3 Show Selected Markers. When holding Option/Alt & Shift, the menu item reads Show Selected Markers. Selecting the item shows all index markers completely within the current selection.

Option/Alt + Shift + View > Show Selected Markers

Hide Selected Markers

Visible markers affect the length of a text flow, hiding the markers allows you to preview the text exactly as it will print.

Option/Alt + View > Hide Selected Markers

Types of Markers & Entries

IndeXTension creates the index from index markers placed throughout your documents. Several types of index markers give you flexibility and control in creating your index entries.

TIP: Inserting your index markers in the main text flow assures that the index entries stay with the target if content before it is altered later..

Inclusive Markers & Entries

<$i … > are inclusive index markers. Notice the lowercase ‘i’. An inclu- sive entry will index the text as it appears on the printed page. An inclusive entry might look this when the markers are shown:

The fourth planet from the sun, <$i Mars > has two small moons called Phobos and Deimos.

When indexed the resulting entry might look like this:

Mars. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

General Markers & Entries

<$I…> are general index markers. Notice the uppercase ‘I’. A general entry contains text which does not appear on page but is intended specifically for the index. A general entry might look like this when markers are shown:

<$IWright, Orville & Wilbur> The Wright brothers made their dreams come true in Kitty Hawk, North Carolina.

When indexed the resulting entry might look like this:

Wright, Orville & Wilbur. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Subcategory Markers & Entries

Subcategory entries are created using a special feature of the General Entries. By separating categories and subcategories with semicolons, it is possible to group similar entries under a single heading. Several lev- els of sub-entries can be created in this way.

The general entry below will create an.entry for “First Flight” grouped with other subcategories of aviation.

<$IAviation;First Flight> The Wright brothers made their dreams come true in Kitty Hawk, North Carolina.

When indexed the resulting entry might look like this:

Aviation First Flight. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Inserting Index Markers Manually

For complete control, create and edit each marker individually. Show markers, whenever inserting or editing markers.

Marking an Inclusive Entry

Inclusive entries index the text as it appears in the document. This is the quickest way to insert a single entry and handles many of your needs.

Highlight the text to be indexed.

Remember double-clicking inside of a word with the content cursor selects the entire word. If you continue to hold the mouse button down and drag onto other words, those words are added to the selection as well.

Choose Utilities > Insert Index Marker.

Hold down Control & Shift while typing 2 to insert an index mark- er from the keyboard. The text is surrounded by “ <$i ” and “ > ”, cre- ating an inclusive marker which will index the text as it appears in the document.

Utilities 3 Insert Index Entry or Type Ctrl + Shift + 2

Smart Marking an Inclusive Entry

Most proper nouns and titles need special handling to index them cor- rectly. IndeXTension recognizes many of these and can automatically produce the proper index marker with the Smart Marking feature.

Highlight the text to be indexed. Choose Utilities 3 Insert Index Marker.

Hold down Control & Shift while typing 2 to insert an index mark- er from the keyboard.

If the first and last words of a multi-word selection are capitalized, the Format Index Marker dialog appears with a suggested index entry.

Utilities > Insert Index Entry or Type Ctrl + Shift + 2

Edit the marker text if desired. Click Format to accept the displayed marker text. This inserts a general index marker containing the marker text as suggested or edited.

Clicking No Format inserts a simple inclusive entry around the text as it appears in the document.

Click the window’s close box if you decide not to insert a marker.

See • How Smart is Smart Marking?

Hold Option/Alt to override Smart Marking.

Overriding Smart Marking

If you are marking a selection which will be recognized by Smart Marking, but wish to index it exactly as is without interruption, hold the Option/Alt key down while inserting the marker and the Format Index Marker dialog is bypassed creating an inclusive index marker.

Marking a General Entry

A general entry contains text different from the actual content of the document. This flexibility allows you to create an entry with paraphrased text containing more or less detail.

Insert cursor near the text to be referenced.

A general marker can be inserted within a specific word or in sur- rounding text. Do not highlight any text or an inclusive marker is created instead.

Choose Utilities > Insert Index Marker.

Hold down Control & Shift while typing 2 to insert an index marker from the keyboard.

Type the text to be indexed between the markers.

The text cursor is positioned between the newly created “ <$I ” and “ > ” markers. Simply type the text as you wish it to appear in the index. The words will not appear on the final page but are hidden with the other marker text. The text generally indicates the current topic, but is paraphrased as it does not appear as desired in the text.

TIP: Use general markers to generate a list of illustrations.

Utilities > Insert Index Entry or Type Ctrl + Shift + 2

Marking a Subcategory Entry

Using a special kind of General entry, it is possible to created subcate- gories within the overall index.

Insert cursor near the text to be referenced.

Do not highlight the text or an inclusive marker is created.

Choose Utilities > Insert Index Marker.

Hold down Control & Shift while typing 2 to insert an index mark- er from the keyboard.

Type the parent category, followed by a semicolon.

The content is alphabetized within the final index according to this top level entry.

Type any subcategories, followed by semicolons.

Each semicolon adds another more level of indentation to the index. There is no limit to the number of subcategories or entries a topic can have. Each subcategory is alphabetized within its parent category.

Type the basic entry text.

This is the text as you wish it to appear in the index entry.

Utilities > Insert Index Entry or Type Ctrl + Shift + 2

The example below illustrates the process:

<$IAuthors;20th Century;Science Fiction; Heinlein, Robert> Stranger in a Strange Land introduced many ‘serious readers’ to specula- tive fiction when it entered the bestseller lists.

A parent category of “Authors” and subcategories of “20th Century” and “Science Fiction” might help students find an entry for Robert Heinlein. Subcategories are a great way to provide access to specific knowledge within a general category.

When indexed the resulting entry might look like this: Authors 20th Century

Science Fiction Heinlein, Robert. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Inserting Index Markers Interactively

Indexing can be a long and tedious task, so IndeXTension allows you to search through a document quickly, interactively replacing each occur- rence with the necessary index markers. This speeds the task while retaining control over the marking process.

Marking Individual Occurrences

Automated Index Marking allows you to search for occurrences of a word and mark them individually, if desired.

Choose Utilities > Automatic Marking.

Enter Search Text.

This is the exact text you are searching for. Entering ‘rug’ finds “rug” but not “rugs” or “shrug”. Adding a plus sign (+) after the word also finds occurrences beginning with that word. Entering “rug+” finds “rug” and “rugs”, but not “shrug” or “shrugs”.

Enter text for the entry in Marker Text.

This text will appear in the index entry. Entering text yields a gener- al marker. Entering no text yields an inclusive entry. Entering text separated by semicolons yields a subcategory entry.

Click Find Next to search for an occurrence.

This begins the search and locates the next occurrence of the search text in the document. If no occurrence is found before the end of the document, an alert appears with the option to begin again from the start of the document.

Click Mark & Find to index and continue searching.

Clicking Find Next again searches for the next occurrence without creating an index marker. Click Find Next to bypass that occur- rence and continue the search. If you have highlighted other text before clicking Mark & Find an alert will appear.

Continue until finished with that term. Enter new text and continue marking if desired.

Marking All Occurrences

Automated Index Marking also allows you to mark all occurrences of the search text throughout the document.

Choose Utilities > Automatic Marking.

Enter Search Text.

Enter text for the entry in Marker Text.

This text appears in the index entry. Entering text yields a general marker. Entering no text at all yields an inclusive entry. Entering text separated by semicolons yields a subcategory entry.

Click Mark All Text to index all occurrences.

All occurrences of the search text to index are marked from begin- ning to end of the document.

Enter new text and continue marking if desired.

Inserting Index Markers from a File

Often indexing begins with a list of key terms and notes on how they should be referenced in the index. By converting this list to a tab-delim- ited text file, the data can be used directly by IndeXTension, saving you time. IndeXTension loads each record in the file, searches for the text and then inserts the matching marker text.

See Also
• Understanding the Marking File

Preparing the Marking File

The marking file is a simple tab delimited file containing pairings of search text and marker text on each line.

Enter the search text, follow with a tab.

Enter the marker text, follow with a return.

This text appears in the index entry. Entering any marker text yields a general marker. Entering no text in the marker text field yields an inclusive entry. Entering text separated by semicolons yields a sub- category entry.

Note: Search text ending with a plus sign paired with no marker text will generate inclusive index entries for each word satisfying the defined search.

Repeat for each desired pairing. Arrange similar terms with care. As IndeXTension proceeds through your list, it will not find text which is already part of another marker. After you finish your list, you may want to arrange similar search items so that the fewest conflicts occur. Automation cannot replace human decisions, but it does allow you more time to look for exceptions.

See Also
• Marking Strategy

Marking Interactively from a File

For speed with absolute control, the best tagging method involves load- ing terms from the file and then individual marking each entry.

Choose Utilities > Automatic Marking.

Utilities > Automatic Marking > Click Load File…

Select the marking file to load for indexing. An alert will appear if any of the Marker Text entries exceed 127 characters.

Click Next File Item

This loads the next term in the list to the fields at the top.

Click Find Next to search for an occurrence.

Click Mark & Find to mark and continue searching.

Clicking Find Next again searches for the next occurrence without crating an index marker. Click Find Next to bypass that occurrence and continue the search. If you have highlighted other text before clicking Mark & Find an alert will appear.

Continue until finished with that term. Click Next File Item to load new term. Repeat until you’ve worked through your list.

Marking All Occurrences from a File

The fastest way to mark large files is to let IndeXTension do the work for you. In many cases, it may be faster to let indeXTension mark all terms, then review and remove any unneeded index markers.

Click Load File…

Select the marking file to load for indexing. An alert will appear if any of the Marker Text entries exceed 127 characters.

Click Mark All Items

This will mark all occurrences of all list items throughout the docu- ment without user intervention.

Note: Mark All Items inserts markers for the entire list. It marks every occurrence of every term, even if you have bypassed it previously. As with any automated process, you may wish to save your document just prior to use.

Deleting Index Markers

When index markers are showing, they are just colored or underlined text and can be removed like any other text, but editing can result in mismatched begin and end markers. To avoid this IndeXTension pro- vides tools for removing some or all index markers.

Deleting Markers from a Selected Range

Allows removal of all index markers completely within the text selection.

Highlight the target text. Choose Utilities > Delete Index Marks.

Choose Selected Range and click OK.

Markers not completely within the selection range are left intact.

Deleting Markers from a Page Range

Allows removal of all index markers completely on the designated pages.

Choose Utilities > Delete Index Marks.

Choose Page Range. Enter Start & End page numbers and click OK. Markers which do not have both beginning and ending within the page range are left untouched.

Deleting Damaged Markers

Helps detect and remove partial or damaged index markers.

Choose Damaged Markers and click OK.

This function is most effective when index markers remain hidden. When a marker is shown, it is simply colored or underlined text, if it is separated from its partner it may not be found.

Each partial index marker is removed and the page it occurred on is logged in the “Damaged Index Markers” file in the same folder as you QuarkXPress application. The file can be read with any text edit- ing program and contains the page number and the text immediately following the deleted marker. This allows you to locate and replace the damaged and removed marker.

Utilities 3 Delete Index Marks #

See Also • Valid & Damaged Markers

Generating the Index

IndeXTension gathers all the markers throughout the document and inserts them at the current cursor position, optionally sorting and for- matting them in a single operation.

When generating an index, all markers are automatically hidden to assure correct pagination before indexing. So save a step and let the software handle that final Hide for you. The resulting index is ordinary styled text and final modifications can be made manually.

Single Document

Confirm IndeXTension preferences.

Single document indexes should be generated with Sort Index Automatically active, to avoid an additional step.

Place the cursor in the text box designated for the index.

The Content tool must be inserted within a text box for generation.

Choose Utilities > Generate Index.

The final index is ordinary text and can be edited and styled further, if desired.

Note: If the document contains any broken index markers, you will see an alert warning of the possibility. The index is made with the viable markers and the broken markers are listed in the “Damaged Index Markers” file as discussed in Deleting Damaged Markers.

Multi-Document

Choose Edit > Preferences > IndeXTension, Confirm Auto Sort Index is unchecked. Place the cursor in the text box designated for the index. Choose Utilities > Generate Index. No collation, sorting or formatting is applied at this time. Do not manually sort the individual indexes. Resorting a previously sorted index will cause errors in the final index.

Repeat for each file in the document. Cut and Paste all indexes in one contiguous text box. Choose all of the combined index text.

Choose Utilities > Sort Index Now.

All entries from the individual indexes are collated and sorted into a comprehensive index. The formatting preferences are applied at this time. The final index is ordinary text and can be edited and styled further if desired.

• How Smart is Smart Marking?

When creating an inclusive marker, IndeXTension checks the selection for capitalization. If the first and last words of a multi-word selection are capitalized, Smart Marking will suggest a formatted index entry assuming a proper noun or title.

IndeXTension recognizes many common proper name and title formats and recommends the preferred reference format. Titles or group names will have their leading articles (“A”, “An” or “The”) moved to the end. Proper names are detected and arranged last name first for alphabeti- zation. Most common prefixes and suffixes are automatically handled simplifying their entry noticeably.

The following entries and their suggested entries will give you some idea of Smart Marking’s abilities: Willy Wonka Werner Von Braun Lon Chaney, Jr.

Henry Cabot Lodge III Ms. Camille Paglia

Wonka, Willy Von Braun, Werner Chaney, Lon, Jr.

Lodge, Henry Cabot, III Paglia, Ms. Camille Dr. J. Robert Oppenheimer Oppenheimer, Dr. J. Robert Prof. Albert Einstein, Ph.D. Einstein, Prof. Albert, Ph.D. Louis “Satchmo” Armstrong Armstrong, Louis “Satchmo” A Night at the Opera

Night at the Opera, A American Tale, An Wonkatania, The Silver Beatles, The

• Marking Strategy

IndeXTension cannot mark terms in the document which are already part of another marker, and when auto-marking it will pass over these occurrences. So some thought should be given to the order in which you mark similar terms or phrases which may contain smaller terms. The following guidelines may be of some help.

General then Inclusive

You should probably insert general markers before inclusive markers. Imagine that you want each occurrence of “football” to have entries as both “Sports;Football” and “Football”. If you mark the inclusive entry first, each occurrence will be passed over during the second search as it is already part of an index marker, and no occurrences are marked as a subcategory of sports. Multiple general markers can be applied to the same term without problem so you could mark “American Football” after the subcategory and before the inclusive entry with no additional problem.

Phrases then Words

You probably want to mark long phrases before shorter phrases of individual words. Imagine that you want to index both “National Football League” and “football” inclusively. If you mark the single word first, it will prevent you from marking any occurrences of the organizational name.

Special Cases

You may want to give some forethought to situations of this kind in your data. While generally the longer more specific phrase should be indexed by itself, on some occasions you might also want it indexed under one of its component terms. You can do this by defining a general association in the marking file and positioning it before the inclusive entry.

• Understanding the Marking File

The marking file is a tab delimited file with two fields per record or line and can be generated by your word processing or database application.

The first column or field is the search text and is entered as you would if marking occurrences interactively with the Automatic Marking fea- ture. Enter the exact text to be found, or the text followed by a plus sign (+) to find occurrences beginning with that word or phrase. The entry “test plan+” would find both “test plans” and “test planning” along with “test plan.”

The second column or field is the marker text. No entry in this column will yield an inclusive marker. Entering differing or identical text will yield a general marker. If the text contains semicolons a subcategory entry will appear in your final index.

Each record is terminated by typing Return. IndeXTension recognizes resulting line endings from Macintosh, Windows and Unix platforms.

• Alternative Marking Methods

When you hide markers, IndeXTension recognizes any text surrounded by the correct characters and marks it as index markers. This allows index markers to be created in a number of ways. Typing Markers into QuarkXPress

All types of index markers can be inserted by typing the beginning and ending markers and the marker text in manually. This may be useful if you need to markup copy in the absence of IndeXTension. Advantage: additional hands on the project even if they don’t have IndeXTension.

Marking Text Outside of QuarkXPress

Much of the text content in QuarkXPress documents is imported from outside sources and IndeXTension allows creation of the index markers in these programs as well.The content can be created or edited in any word processing or database program and then saved as any format QuarkXPress can import. Authors can mark index entries when creating the content by simply by inserting the <$I, <$i and > codes in manually around the marker text. Advantage: additional hands on the project, even if they don’t have QuarkXPress.

Importing Marked Text

Marking index entries before importing them into QuarkXPress can be tricky problems due to the fact that “<$” confuses the XPress Tags Filter. A simple workaround will get the text into your document.

Save your data as an importable format.

Wherever your data comes from you can probably save it to a text file. You may also have choices of other formats which might retain more formatting and styling information. Any format will work as long as you have an active import filter to get the text.

Note: The Format popup in the Save Text dialog shows which text formats your copy of QuarkXPress has filters to export. Most filters have import and export capability, so this list can serve as a guide to import formats as well.

Import and export formats are managed via XTensions. Several are provided by Quark, but others can be added from third party devel- opers. Remember the filter must be installed and active to make the format available. See your QuarkXPress manual for further detail. Make a copy of the data file. The next step involves making large changes to your original con- tent. Work on a copy of your file as protection against error.

Replace all occurrences of “<$” with unique characters.

The opening characters of an IndeXTension marker are similar to the start of other tagging systems. If imported as is, the filter may error thinking that the marker text is an incorrect tag. By replacing these opening characters, we can import without confusing the filter.

The characters can be any combination that is not commonly used in your document. If you are confident that the character combination is not used in your document you can simply replace all using your editing application.

Import the file or files normally

Using QuarkXPress’ Get Text function & placing in boxes as necessary. Restore all occurrences of the “<$” characters. Using QuarkXPress’ Find/Change feature, search for your unique character combination and replace it with “<$”. These markers will not exhibit the highlighting of other index markers yet.

Choose View > Hide Index Markers.

This hides all index markers in the current document and recognize and hide all the newly imported markers. If the menu item says

Show Index Markers, all markers are currently hidden and you will need to show the markers and then hide them.

Choose View > Show Index Markers.

This shows all index markers in the current document including all the newly imported markers. The new markers should now show the same highlighting as other index markers.

• Multiple Indexes

Advanced IndeXTension users may want to place multiple indexes in the same QuarkXPress document. This can be accomplished using the sub- categories feature and a little hand editing.

Create general entries in the following patterns

<$IAuthor;Heinlein, Robert;”Stranger in a Strange Land”> on page 1 <$ITitle;”Stranger in a Strange Land”;> on page 1 <$IBestseller;Heinlein, Robert;”Stranger in a Strange Land”> on page 1 <$IAuthor;Heinlein, Robert;”Time Enough for Love”> on page 4 <$ITitle;”Time Enough for Love”> on page 4 <$IBestseller;Heinlein, Robert;”Time Enough for Love”> on page 4 <$IAuthor;Heinlein, Robert;”I Will Fear No Evil”> on page 7
<$ITitle;”I Will Fear No Evil”> on page 7 <$IBestseller;Heinlein, Robert;”I Will Fear No Evil”> on page 7 <$IAuthor;Card, Orson Scott;”Ender’s Game”> on page 9
<$ITitle;”Ender’s Game”> on page 9 <$IBestseller;Card, Orson Scott;”Ender’s Game”> on page 9

The following Index will be generated.

Author

Card, Orson Scott

“Ender’s Game” 9 Heinlein, Robert

“I Will Fear No Evil” 7
“Stranger in a Strange Land” 1
“Time Enough for Love” 4
Bestseller Card, Orson Scott

“Ender’s Game” 9 Heinlein, Robert

“I Will Fear No Evil” 7
“Stranger in a Strange Land” 1
“Time Enough for Love” 4
Title “Ender’s Game” 9
“I Will Fear No Evil” 7
“Stranger in a Strange Land” 1
“Time Enough for Love” 4

It is easy to see how a little formatting could separate this into three distinct indexes for the same book.

• Special Types of Entries

Our languages often contain many terms with related or similar mean- ings. How’s a reader to know where the indexer referenced the infor- mation? Simple: We tell them.

“See Also” Entries

One special kind of entry refers the reader to a related topic but also displays its own page references. It is common to include further styling to set these entries apart, but creating the entries as follows allows normal sorting and collation. These entries are especially good for moving the reader from general to specific information.

This general entry below will create a See Also entry for the term “Automation” and include text reminding the reader of a related topic.

<$IAutomation. See also Scripting> Heavy production loads necessitate production streamlining and automation.

When indexed the resulting entry might look like this:

Automation. See also Scripting . . . . . . . . . . . . . . . . . . . . . 112-115

Additional styling might finalize your format:

Automation. See also Scripting . . . . . . . . . . . . . . . . . . . . . 112-115

QuarkXPress’ Find/Change function could italicize a number of See Also entries quickly or apply a character level style sheet.

“See” Entries

Another special type of entry alerts the reader that information is found under another topic and generally has no page references. While IndeXTension cannot generate an index entry without at least one page references, the automatic creation of the reference in each revision of the index is powerful and may warrant the minor reformatting. These entries are useful for moving between commonly used synonyms. Liberal use of these entries helps move the reader quickly to your pri- mary entry term.

The general entry below will create a See entry for the term “XPress”. but adds an unwanted page number to the end. The effort of removing this number is offset by the automated creation and collation of the entry into each updated index.

<$IXPress. See QuarkXPress> .

When indexed the resulting entry might look like this:

XPress. See QuarkXPress.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411

Removing the page reference and styling might finalize your format: XPress. See QuarkXPress.

QuarkXPress’ Find/Change function could italicize a number of See entries quickly or apply a character level style sheet.

Tip: Generate an index without auto-sorting, add all the "See"’s to the list manually and then sort. They will be sorted, but the numbering issue is avoided. If you choose this method, you can create this list as you go along and then paste in when the index is generated. Insert and sort each time you create the index.

Tip: You might even create all of your See entries on a specific page, which has no other content. Then all index entries with that page num- ber could be found and corrected easily. Remove the page numbers each time you create the index.

• Valid & Damaged Markers

The detection of damaged index markers can be challenging. The first step is to understand what you are looking for. How they occur and how to deal with them is discussed further below. Valid Markers

Before discussing damaged markers we should define a valid index marker. A valid index marker contains both beginning and ending marks within 128 characters of each other, but is not interrupted by other index marks, a paragraph character or the end of the text. Paragraph charac- ters include hard and soft returns, next line and next box characters.

Damaged Markers

The kinds of invalid markers and possible causes are discussed below.

Partial Markers

A valid index marker must contain beginning marker codes, the index entry text and the ending marker codes. While omitting the entry text simply has no result, text without both beginning and ending markers codes is an invalid index marker. Usually, the result of manually removing one of the code pairs, they may also occur at the beginning or ending of a story. Using Insert Index Marker assures matched pairs of codes.

Nested Markers

A valid index marker inside of another renders the outermost pair of codes invalid. IndeXTension will detect recognize only the innermost pair and will ignore the other now invalid tag. Insert Index Marker prevents either surrounding or nesting inside of an existing mark. Manually entering the codes as text or importing them as text from an outside application bypasses this check and may cause this error.

Interrupted Markers

This error is in someways a combination of the two above. An other- wise valid tag is interrupted by a partial mark. This often results in a valid index marker, with unexpected content. IndeXTension will rec- ognize the consecutive codes as a index marker and ignore the out- ermost of the duplicated codes. An index marker can also be inter- rupted by a paragraph character such as a hard or soft return. This is disallowed as the text cannot be a part of the resulting index entry text. New line or new box characters will also invalidate an index marker due to interruption. Show codes before forcing a line break when editing manually to avoid this. If a workaround is necessary, reenter the information as a general index marker. Using the Insert Index Marker function automatically prevents many of these prob- lems which manually entry does not.

• How Damaged Markers Occur

Prevention is the best cure in IndeXTension’s case, the following causes and cautions should help you avoid problems. Incorrect Manual Entry

Manually typing index entries into the text requires the user to verify the completeness and correctness of each index marker themself. If manual entry is necessary for importing from some outside application, special caution should be taken during entry. After import into the QuarkXPress document, hide and show markers and review the highlighted codes to for correctness. If entering codes inside QuarkXPress, always Show Index Markers while editing and use Insert Index Marker whenever possible to avoid these problems.

Manual Entry with Index Markers Hidden

Manually typing correct index entries with Index Markers Hidden can still result in any number of errors and should be avoided. Inadvertently nesting or overlapping marker codes can invalidate the marker or change the content of the surviving index entry. Always Show Index Markers while editing and use Insert Index Marker avoid these problems.

Editing with Index Markers Hidden

Editing marked text with Index Markers Hidden can result in any number of errors and should be avoided. Inadvertently editing marked text can invalidate the marker or change the content of the final index entry. Always Show Index markers while editing text and index markers to avoid these problems.

Editing with Index Markers Showing

Even with markers shown, inserting index markers requires attention. Be sure to enter or select the entry text as you wish it to appear in the final index. Only identical entry text will be collated into a single entry so be consistent in your wording. Using Insert Index Marker prevents prob- lems with overlapping or nested entries.

• Dealing with Damaged Markers

Identification of damaged markers allows you to repair or remove them as necessary. Some may use the automated deletion and then restore needed markers based on the log files. Delete Damaged Markers

This function identifies and deletes many damaged markers logging the page number and surrounding text. A text file called “Damaged Index Markers” is created in the folder with your QuarkXPress application. Review of its contents allows you to identify any deleted markers which you wish to restore. All index markers are hidden at the start of this process to speed identification of index markers.

Automated handling removes some measure of control, the following rules describe Delete Damaged Markers behavior.

Orphaned start marker.

This solo marker is always deleted. This includes unmatched start- ing codes which are still only text.

Interrupted by a start or close marker.

IndeXTension recognizes the consecutive pair of codes as a index marker and ignores the outermost of the duplicated codes. The first start marker or the last close marker are removed.

Interrupted by a paragraph character.

The opening marker is deleted, the end marker will be treated according to the rules below. Paragraph characters include hard and soft returns as well as new box and new column characters.If the markers have remained hidden since the errors introduction both the opening and closing markers are removed.

Orphaned end marker.

Unless the opening marker was deleted with markers hidden and they have remained hidden, the “>” is assumed to be text and should be removed manually.

Nested markers.

IndeXTension recognizes only the innermost pair and will remove the outermost codes.

See Also Deleting Index

Markers

Finding Partial Markers Manually

Finding partial index markers remaining in your text can be tricky. Whether you need to repair or delete those markers, here are a couple of tips to help you along.

Use colored highlighting when possible.

The brightly colored highlighting makes marked text and partial markers easier to find. Use underlined highlighting if you have to work with magenta colored text or backgrounds.

Hide markers and look for ‘highlighted’ text.

When index markers are hidden, many partial markers retain their highlighted format, making them easy to spot.

Show markers and look for wrong highlighted text.

Any text between a general opening marker and closing marker will highlight, up to 128 characters. If you hide and show markers, and a string of text you hadn’t intended highlights, it is likely after an orphaned general index marker.

Search for marker characters normally.

Use QuarkXPress’ Search & Replace function search for the charac- ter combinations which begin and end index markers. While “ <$I ” and “ <$i ” do not normally occur in text, check carefully that each occurrence of “ > ” is not a part of the document content.

• Troubleshooting Reflow Alert on Open

This is a QuarkXPress alert, but may be triggered if IndeXTension is not installed and active when a document containing Index Markers is opened. The reflow alert appears, but the text is flowed exactly as it will print. There are other possible causes for the reflow alert, but this is the only one related to IndeXTension Updating Old Index Markers Alert on Open

Documents marked with versions of IndeXTension prior to 3.1 will dis- play this alert the first time they are opened in a more recent version. The Index markers are updated to the current format and are stored the next time the document is saved.

Old Preferences Alert on Open

Documents marked with versions of IndeXTension prior to 4.0 will dis- play this alert the first time they are opened in a more recent version. The additional formatting preferences are not stored for the document and should be set before saving the document. If ignored, the default settings for those options will be stored.

Moving Marked Documents Between Platforms

When moving a QuarkXPress document between the macintosh and Windows versions of QuarkXPress all index markers will remain intact. When opening the document on its new platform the IndeXTensions preferences will be set to the defaults of the current version. You may want to review and correct any differing settings.

Saving a List of Index Markers

Holding down Option/Alt when choosing Generate Index will create a log of all discovered index markers. This will be saved as a text file named “IndeXTension Log” in the same folder as your QuarkXPress appli- cation. The file can be read with any text editing program and contains the page number and the marker text of the found marker. This could be used as an aid in proofing or as a basis for a future marking file.

• Miscellaneous Sort Index Now

In a pinch, this command can be used to alphabetize other paragraphs of unformatted text. Just select the paragraphs to be sorted and the function will alphabetize the paragraphs. Remember to turn off all index formatting and heading options if you wish to try this.

Note: All styling will be lost when sorted, and you should not sort text containing semicolons as they will be interpreted as subcategories and generate unexpected results.

• Glossary

entry text - The text included in the index entry. Entries created by inclusive and general markers are not distinguishable, excepting subcategory entries which are necessarily created by specialized general index markers.

general marker - An index marker of the format <$Itext> which will create an index entry of the enclosed text referencing that page position. A general marker contains “ $I ” and creates an entry of text which is not actually part of the original content.

inclusive marker - An index marker of the format <$i text > which will create an index entry of the enclosed text referencing that page. A general marker contains “ $i ” and creates an entry of text which is part of the original content.

index codes - The actually characters comprising the beginning and ending index marker codes. a matched pair of codes is necessary for a valid index marker..

index entry - A single term in an index along with the page numbers for each of its occurrence.

index marker - The text and enclosing marks recognized by IndeXTension to create an index entry.

marker - See index marker.

marker text - The text between the beginning and ending index mark- er symbols. In inclusive entries, this is part of the actual document content. In general entries, the text is for the creation of the index entry only. Excepting subcategory markers, the marker text is identi- cal to the entry text.

occurrence - A single instance of the searched text or resulting index marker. Although a term appears repeatedly throughout the content, individual occurrences may be indexed or ignored individually except when using Mark All Text or Mark All Items in Automatic Marking.

parent category - A higher level entry in a subcategory marker or entry. This text determines the alphabetical position in the index or sub-index respectively.

search text - The text searched for when auto-marking. This can be either a literal word or phrase or followed by a plus (+) sign to also find words and phrases beginning with the literal search text.

subcategory marker - A specially formatted general index marker of the format <$Itext; more text; even more text> which will create an index sub-entry referencing that page position. The semicolons sep- arate levels of hierarchy with the leftmost being the top entry.

What IndeXTension Needs… Macintosh

A Macintosh with hard disk and CD-ROM Mac OS 7.6 or later QuarkXPress 4.0.4 or higher

Windows

A 486 or higher with hard disk and CD-ROM Windows 95 or later QuarkXPress 4.0.4 or higher

Registering IndeXTension

You will find a warranty registration card in your IndeXTension software package. Please fill out, then mail or fax your warranty registration card to Vision’s Edge. We cannot provide technical support or keep you informed about updates available for IndeXTension unless you return your warranty registration card.

Installing IndeXTension

These instructions cover both the Macintosh and Windows installers.

Double-click the installer icon.

The installer is found inside the Installers folder on your Vision CD.

Click Continue or Next at the intro screen. Read the license agreement & click Accept or Yes. You must agree to the terms of the License Agreement to install the software. Accepting the agreement, binds you to its terms.

Macintosh

Choose the desired drive and click Install.

The installer locates all applications on this drive whose names start with “QuarkXPress” and presents a list. If only one exists, the next step is skipped.

Choose a copy of QuarkXPress and click OK.

The software installs into the XTension folder associated with that copy and is available when you restart the application.

Windows

Click Browse and locate your XTension folder.

Navigate to the XTension folder for your copy of QuarkXPress. Click OK to choose, then click Next to proceed.

Click Serialize or Yes to serialize your software.

Clicking Demo or No will install a fully featured time-limited demo. If you purchase the product later, simply run the installer again entering your keycode this time.

Enter your keycode exactly then click Serialize or OK.

Enter the keycode exactly including hyphens. It is found on your CD envelope or was provided via email. The only numbers are the last three places of the second group and the last place of the third group. If you received your keycode via email, you can copy the code to the clipboard and paste it in to avoid typos. In case of error, check each character for accuracy.

Click OK or Yes to clear the PDF notice.

A PDF copy of the documentation is installed for easy reference. On Macintosh, it can be found in the root directory of the target drive. On Windows, it is installed on the Desktop.

Click OK then click Quit or Close to exit the installer.

License, Disclaimers & Trademarks License Agreement

Vision’s Edge, Inc. provides the computer software program and User Manual contained in the package (the “Program”), and licenses its use on the terms stated below:

You are granted a license to use the Program under the terms stated in this Agreement for personal use in your business or profession. Title and ownership of the program remains with Vision’s Edge, Inc.;

The Program may be used by you on a computer or computers which you own or use for which the Program is designed to operate, except that the Program may be used only on one computer at any one time;

You may not make copies, translations or modifications of or to the Program, except you may copy the Program into machine-readable form for backup purposes in support of your use of the Program. (Any portion of this Program merged into or used in conjunction with another pro- gram will continue to be the property of Vision’s Edge, Inc. and subject to the terms and conditions of this agreement.);

You may not assign, sell, distribute, lease, rent or transfer the Program or this license to any other person;

This license terminates if you fail to comply with any provision of this Agreement. You agree upon termination to destroy the Program, togeth- er with all copies, modifications and merged portions in any form.

Limited Warranty

Vision’s Edge, Inc. warrants that the media on which the enclosed com- puter software package (the “Software”) is distributed will be free from defects for a period of sixty (60) days from the date of delivery of the Software to you. Your sole remedy in the event of a breach of this war- ranty will be that Vision’s Edge will, at its option, replace any defective media returned to Vision’s Edge within the warranty period or refund the money paid for the Software.

Vision’s Edge, Inc. makes no other warranty, either expressed or implied, regarding the Software, its merchantability, or its fitness for any particular purpose. Specifically, Vision’s Edge, Inc. does not warrant that the operation of the Software will be uninterrupted or that the Software will be error free. Vision’s Edge, Inc. disclaims all warranties including, but not limited to, the warranties of the distributors, retailers and developers of the Software.

This Warranty gives you specific legal rights. You may have other rights, which vary from state to state

Vision’s Edge Disclaimer

Without limiting the foregoing Limited Warranty, in no event shall Vision’s Edge, Inc. be liable for any special, indirect, incidental, or conse- quential damages in any way relating to the use or arising out of the use of the Software.

Vision’s Edge, Inc.’s liability shall in no event exceed the total amount of the purchase price/license fee actually paid for the use of the Software.

Some states do not allow the exclusion of implied warranties and/or the exclusion or limitation of incidental or consequential damages, so these exclusions and limitations may not apply to you.

Quark, Inc. Disclaimer

Quark, Inc. makes no warranties, either expressed or implied, regarding the enclosed computer software package, its merchantability, or its fit- ness for any particular purpose. Quark, Inc. disclaims all warranties including, but not limited to, the warranties of the distributors, retailers and developers of the enclosed software.

Without limiting the foregoing, in no event shall Quark, Inc. be liable for any special, indirect, incidental, or consequential damages in any way relating to the use or arising out of the use of the enclosed software.

Quark, Inc.’s liability shall in no event exceed the total amount of the purchase price/license fee actually paid for the use of the enclosed software.

Some states do not allow the exclusion of implied warranties and/or the exclusion or limitation of incidental or consequential damages, so these exclusions and limitations may not apply to particular developers.

Trademarks

IndeXTension and Vision’s Edge are trademarks of Vision’s Edge, Inc.

Quark, QuarkXPress, and XTensions are trademarks of Quark, Inc. and all applicable affiliated companies, Reg. U.S. Pat. & Tm. Off. and in many other countries.

Macintosh is a registered trademark of Apple Computer, Inc.

PostScript is a trademark of Adobe Systems Inc., which may be regis- tered in certain jurisdictions.

All other trademarks are the property of their respective owners.

Information in this user guide is subject to change without notice and does not represent a commitment on the part of Vision’s Edge, Inc. Vision’s Edge, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in this user guide. The software described in this document is furnished under a license agreement and may only be used or copied in accordance with the terms of the license. This document may not, in whole or in part, be copied, photo- copies, reproduced, translated, or reduced to any electronic medium or machine-readable form without prior consent, in writing, from Vision’s Edge, Inc.