Professional

Version 21.x
Macintosh and Windows
Combined User’s Guide

Copyright © 1999-2024
Virginia Systems
All rights reserved
 COPYRIGHT

Copyright © 1999-2024 by Virginia Systems. All rights reserved. No

part of this publication may be reproduced, transmitted, transcribed,
stored in a retrieval system, or translated into any language or computer language,
in any form or by any means, electronic, mechanical, magnetic,
optical, chemical, manual, or otherwise, without the prior written
permission of Virginia Systems, 5509 West Bay Court, Midlothian, Virginia 23112.

DISCLAIMER

Virginia Systems makes no representation or warranties with respect to the contents hereof
and specifically disclaims any implied warranties of merchantability or fitness for a ny
particular purpose. Further, Virginia S ystems reserves the right to revise this
publication and to make changes from time to time in the content hereof without
obligation of Virginia Systems to notify any person of such revision or changes.

TRADEMARKS

Sonar Bookends InDex and Sonar Bookends InDex Pro are trademarks of
Virginia Systems

Adobe and InDesign are trademarks of Adobe Incorporated

Apple, the Apple logo, Macintosh and the Macintosh logo are trademarks of
Apple Computer, Inc.

Windows and MS Word are trademarks of the Microsoft® Corporation.

All other trademarks acknowledged.

---------- Thirteenth Edition: October 2024 ----------

II
 Table of Contents
Section I Introduction............................................................................................. 1
About Sonar Bookends InDex Pro........................................................................... 1
Installing Sonar Bookends InDex Pro...................................................................... 2
Activating Sonar Bookends InDex Pro.................................................................... 3
Technical Support.................................................................................................... 3
Section II Types of Indices...................................................................................... 5
Word Frequency List Index..................................................................................... 5
Word/Phrase List Index............................................................................................ 5
Single-Level.................................................................................................. 5
Multiple-Level.............................................................................................. 6
Subject List Index......................................................................................... 7
Proper Noun List Index................................................................................ 7
Marked Text Index - Manually Marked........................................................ 8
Marked Text Index - Marked Using Style Sheets......................................... 8
Index Formats.......................................................................................................... 8
Index Format Without Chapter/Section Prefix............................................. 8
Index Format With Chapter/Section Prefix.................................................. 9
Multiple-Level Index Format..................................................................... 10
Table of Contents Format........................................................................... 11
Section III Preparing to Make an Index................................................................. 13
Hyphenation.......................................................................................................... 13
Setting/Overriding Default Word Order and Proximity......................................... 13
Document Organization........................................................................................ 14
File Naming Conventions When Indexing Multiple Files.......................... 15
Indexing Without Chapter/Section Names................................................. 15
Indexing With Chapter/Section Names...................................................... 16
Section IV Creating a Word/Phrase List............................................................... 17
Word-Frequency List............................................................................................. 17
Creating a Word-Frequency List................................................................ 17
Subject List........................................................................................................... 18
Proper Noun List.................................................................................................... 21
Generic Word/Phrase List...................................................................................... 22
Single- and Multiple-Level Word/Phrase Lists.......................................... 23
Creating a Word/Phrase List Using a Database.......................................... 24
Using Marked Text to Create a Word/Phrase List - Manual.................................. 25
Using Marked Text to Add Hidden Keywords to a Document.............................. 26
Using Marked Text to Create a Word/Phrase List - Style Sheets.......................... 27
Sorting a Word/Phrase List.................................................................................... 27
Section V Making an Index and Table of Contents............................................... 31
Handling Multiple Levels...................................................................................... 32
Specifying Section Prefixes................................................................................... 33
Handling Non-Existent Entries.............................................................................. 34
Previewing and Editing ‘Hits’................................................................................ 34

III
 Displaying Frequency Instead of Page Numbers................................................... 34
Including Group-Letter Titles................................................................................ 35
Separating Non-Consecutive Page Numbers......................................................... 35
Abbreviating Consecutive Page Numbers............................................................. 35
Using Database Import Format.............................................................................. 36
Separating Index Entries and Page Numbers......................................................... 36
Setting Blank Lines Between Entries.................................................................... 37
Formatting the Index.............................................................................................. 38
Making a Table of Contents................................................................................... 39
Section VI Special Features.................................................................................. 41
Previewing and Editing ‘Hits’................................................................................ 41
Interrupting a Preview and Edit ‘Hits’ Session.......................................... 44
Rebuilding a Previously Previewed Index.................................................. 44
Wild Cards in Word/Phrase Lists........................................................................... 45
Boolean Expressions in Word/Phrase Lists........................................................... 45
Phrases....................................................................................................... 45
Operators.................................................................................................... 45
Modifiers..................................................................................................... 45
Notes on the ‘&’ and ‘^’ Operators............................................................. 46
Sample Boolean Expressions...................................................................... 47
Overriding Word Order and Proximity Defaults.................................................... 47
Using the Translation Operator.............................................................................. 47
Hiding Text................................................................................................. 47
Adding Cross-References and Blank Lines................................................ 48
Reversing Names................................................................................................... 48
Keyword Elimination............................................................................................. 50
Combining Singular and Plural Instances of a Phrase........................................... 50
Removing Redundant Pages from Overlapping Phrases....................................... 52
Converting to a Multiple Level Word/Phrase List................................................. 53
Redefining the Alphabetic Character Set............................................................... 55
Ignoring Non-Alphabetic Characters..................................................................... 56
Indexing Special Characters.................................................................................. 57
Smart Hyphens....................................................................................................... 58
Filtering Proper Nouns........................................................................................... 59
Using Style Sheets to Ignore Text.......................................................................... 59
Controlling Treatment of Phrases That Span Pages............................................... 60
Section VII Tutorials.............................................................................................. 61
Making a Word Frequency Index........................................................................... 61
Making a Multiple Level Proper Noun Index........................................................ 63
Section VIII Appendices........................................................................................ 67
Appendix A - Glossary........................................................................................... 67
Appendix B - Error Messages................................................................................ 69
Appendix C - Menu Summary............................................................................... 71
Appendix D - Trouble Shooting............................................................................. 73
Index...................................................................................................................... 75

IV
Section I Introduction

Section I Introduction
About Sonar Bookends InDex Pro
Sonar Bookends® InDex Pro™ is a powerful index generator capable of producing an auto-
matic index for Adobe’s InDesign™ desktop publishing product. It can also make a table of
contents based on style sheets. Several types of indices can be produced, from a basic index
to a multiple-level index. The index can include chapter/section names, can be made for any
number of files, and can contain cross-reference information.

There are five basic types of indices that can be produced by Sonar Bookends InDex Pro:

1. Word frequency list. A fast, effortless index based on how often words appear in
the documents being indexed. Words which are common, and therefore relatively
unimportant, can be automatically eliminated.

2. Word/phrase list. Based on a user supplied list of words and phrases stored in a
text file. Each word or phrase is indexed. Entries can incorporate advanced index-
ing techniques such as Boolean operations (“John” or “Jim” within five words of
“Smith”) and wild cards (all words starting with “jam”). Since the word/phrase
list is a text only file, it can be generated in a variety of ways. For example, the
list can be created using InDesign or a word processor, downloaded from another
computer, exported from a database, etc.

3. Subject list. Using an English-language parsing engine, Sonar Bookends Pro can
analyze the contents of the document being indexed and create a list of subjects.
Various filtering options generate a more focused list.

4. Proper noun list. Using rules of capitalization and punctuation, Sonar Bookends
InDex Pro can find proper nouns (names of people, places, and things) in a docu-
ment. Unlike a subject list, that is based on interpreting English, a proper noun list
is language independent.

5. Marked text list. This list can be generated either by manually highlighting entries
to be indexed or by using one or more style sheets to mark entries to be indexed.
Marked text can also have hidden keywords that can be indexed.

The five methods (word frequency list, word/phrase list, subject list, proper noun list, and
marked text list) can be mixed and matched to produce a final index. For example, a word
frequency list can be combined with a subject list, discarding any unwanted words and sub-
jects. The list could also be augmented by typing in additional phrases. The final word/
phrase list would then be indexed.

1
 Introduction Section I

Other important features include:

• Flexibility - An index can be created for a single file or a group of related files. The
index can be single-level or multiple-level.

• Enhanced Preview mode - The context of each occurrence of each item being indexed
is displayed, making it easy to determine if any occurrences should not be included in
the index. Choices made in preview mode are saved and can be applied automatically
to future indices.

• Singular/plural optimization - Singular and plural occurrences of a subject can be

combined automatically into a single entry.

• Redundant page number optimization - Redundant page numbers created when one
subject (“bears”) overlaps another subject (“black bears”) can be eliminated automati-
cally.

• Translation - Translation, designated by a semi-colon (;), allows Boolean expressions

to be hidden, blank lines to be inserted, and cross-references to be added to an index.

• Intelligent name reversal - First and last names can be switched automatically. For
example, “John H. Doe Jr.” would become “Doe, John H. Jr.” Names which are already
reversed are not effected. Titles and two-word last names are taken into account.

• Single-level to multiple-level conversion - A single-level list of names can be con-

verted to a multiple-level list at the push of a button - an incredible time-saver.

• Powerful sorting capability - Single-level and multiple-level lists can be sorted rap-
idly. Leading articles are ignored. Thus “The United States” would appear under “U”
and not “T.” Collating sequences (sorting order) are user-definable.

• Alphabetic character definition - The characters that can make up a word are user-
definable.

• Indexing text in tables and footnotes - Text stored in InDesign tables and footnotes
can be indexed in the professional version.

A glossary can be found in Appendix A on page 67.

Installing Sonar Bookends InDex Pro

To install the Sonar Bookends InDex Pro plug-in, see the ReadMe file in the Sonar Bookends
InDex Pro folder.

2
Section I Introduction

Activating Sonar Bookends InDex Pro

When first installed, Sonar Bookends InDex Pro runs in demonstration mode. Demonstration
mode has the following restrictions:

• Only words starting with an “s” are in the word frequency list
• Only the first 25 proper nouns or subjects are put in a word/phrase list
• Only the first 10 marked words are put into a marked word list
• Only the first 10 table of contents entries are found
• Only the first two page numbers for each indexed entry are listed

To remove these restrictions, you must purchase Sonar Bookends InDex Pro. After payment
is received, you are given a special serial number to enter into a registration box, enabling all
features immediately.

To purchase Sonar Bookends Index Pro, contact Virginia Systems at:

Email: [email protected]

Technical Support
Support contracts are also available to supplement the 30 days of free support that
comes with the purchase of the product. Support contracts (Technical Support and Software
Update Agreements) include updates free of charge, with email notification of such
updates..

Along with any questions, please include your:

• Name
• Serial number
• Telephone number
• Email address

Contact Virginia Systems’ technical support at:

Email: [email protected]

3
 Introduction Section I

4
Section II Types of Indices

Section II Types of Indices

Sonar Bookends InDex Pro can create several types of indices:

• Word frequency list

• Word/phrase list
• Single-level
• Multiple-level
• Subject list
• Proper noun list
• Marked text list (manually or using style sheets)

This section gives a brief description of each type of index.

Word Frequency List Index

A word frequency list is an alphabetical list of all words which occur no more than a given
number of times in a document. A word frequency list is easy to generate, but usually requires
a lot of cleaning up. Setting a reasonable word frequency helps to eliminate words which
occur too frequently to have much value. A frequency of 10, for instance, would tell Sonar
Bookends InDex Pro to index all words in the document that occur no more than 10 times.
Therefore, a word such as “the” would occur far more than 10 times in a document and would
not be indexed. Once the list is cleaned up, the list is used to generate the index.

Word/Phrase List Index

An index is built from a list of words and phrases. A word/phrase list is a text file containing
both individual words and combinations of words (phrases) which are to be indexed. Since a
word/phrase list is a text file, it can be created in many ways including:

• Using InDesign
• Exporting the list from a database
• Generating a list of words based on their frequency
• Generating a list of all proper nouns
• Generating a list of words and phrases marked manually or marked using style sheets
• Generating a list of subjects
• Any combination of the above

Single-Level
A single level index is a type of word/phrase list index. A single level index consists of one
word or phrase per line. The list can be sorted alphabetically, taking into account non-English
characters such as “ñ” and leading articles such as “The.” Part of a single level index is
shown in figure 2.1. A non-sorted single-level index may be preferred if the list of words and
phrases has already been sorted or is in a special non-alphabetic order.

5
 Types of Indices Section II

Canal plant, 35-36

COMINCO, 46-47, 51-55, 57, 64, 123, 128
Deane, 35-103, 105-130
Hydro, 36, 40-42, 44, 46, 49
Macintosh, 49, 71, 79

Fig. 2.1

Multiple-Level
A multiple-level index is a type of word/phrase list index. Part of a multiple-level index is
shown in figure 2.2. Each entry is on a line by itself and subentries are indented with tabs.
A multiple-level index can have an unlimited number of levels and can be sorted by Sonar
Bookends InDex Pro. Only the most indented (lowest level) entries at any given level receive
page numbers. The list of entries in a multiple-level index can be created with InDesign, any
word processor, or any database.

Firearms
Handguns
Double-action, 32-34
Double-action only, 35
Single-action, 36, 70
Rifles
Bolt-action, 41, 44
Lever-action, 42
Military look-a likes (“assault rifle”), 45-52, 66, 72
Pump, 43

Shotguns
Bolt action, 60
Pump, 61, 90
Semi-automatic, 62-63
Second Amendment
Individual right
Supreme Court rulings, 74-85
Lower court rulings, 86-98

Fig. 2.2

6
Section II Types of Indices

Note: By default a multiple-level index does not take into account any higher levels for a
given entry. For example in figure 2.2, the page numbers for “Lever-action” were found by
simply looking for the phrase “Lever-action.” “Firearms” and “Rifles” did not figure into the
search. This method works fine if the only places where the phrase “Lever-action” appears is
in reference to rifles and firearms.

There are cases where simply searching for a phrase will not work. For example, if “Lever-
action” appeared in the book not only as an rifle, but also as a shotgun, then some of the page
numbers would be wrong.

Sonar Bookends InDex Pro has two ways to deal with items that need to be qualified:

• The Translation operator can be used to specify a hidden search command. For exam-
ple, the hidden command could direct Sonar Bookends InDex Pro to find the page num-
bers for “Lever-action” by looking for “Lever-action” on the same page as “Rifles” and
“Firearms.” Translation is covered on page 47.

• Using the “smart” option when indexing. The “smart” option tells Sonar Bookends
InDex Pro to require that all higher levels appear on the same page as the phrase being
indexed. Thus, for the page number of a page having the phrase “Lever-action” to
appear in the index, that page would also have to contain the words “Rifle” and “Fire-
arms.” If necessary, the Translation operator (on page 47) can be used to specify an
alternate hidden search phrase for any level. For example, say that the word “exports”
did not actually appear in the book per se, but “exported item” does appear. Translation
would allow “exported item” to be silently substituted for “exports” when doing a smart
multiple-level index. The “smart” option is discussed further on page 32.

Subject List Index

Sonar Bookends InDex Pro can create a list of subjects found in a document and then index
that list. A subject is a complete phrase such as “John Q. Smith,” “United States of America,”
or “automatic index generator.” The index is made by using the list of subjects as a word/
phrase list. The list can be edited using InDesign.

Proper Noun List Index

Sonar Bookends InDex Pro can create a list of people, places, and things found in a document
and then index that list. A proper noun list is created automatically using rules of capitaliza-
tion and punctuation. The index is made by using the list of proper nouns as a word/phrase
list. InDesign can be used to edit the proper noun list before making an index.

7
 Types of Indices Section II

Marked Text Index - Manually Marked

Words and phrases in a document can be manually marked using Sonar Bookends InDex Pro.
Once marked, the words and phrases can be indexed in one of two ways:

1. All occurrences of each word/phrase are found and indexed, even if some those occur-
rences were not marked. With this mode, words and phrases only need to be marked
once in the document being indexed.

2. Only the marked occurrences of each word/phrase that match exactly are found and
indexed. With this mode, each occurrence to be indexed must be marked.

Once all of the entries have been marked, a word/phrase list can be created in seconds with a
single command. The word/phrase list is then used to make the index.

Marked Text Index - Marked Using Style Sheets

Words and phrases in a document can be marked using either character or paragraph style
sheets. Style sheets that are being used to mark words and phrases for indexing must have
names that start with the characters “WPL0” (like “WPL0 Part number”). Once marked, the
words and phrases can be indexed in one of two ways:

1. All occurrences of each word/phrase are found and indexed, even if some those occur-
rences were not marked. With this mode, words and phrases only need to be marked
once in the document being indexed.

2. Only the marked occurrences of each word/phrase are found and indexed. With this
mode, each occurrence to be indexed must be marked.

Once all of the entries have been marked, a word/phrase list can be created in seconds with a
single command. The word/phrase list is then used to make the index.

Index Formats
Index Format Without Chapter/Section Prefix
An index without chapter/section prefixes consists of alphabetically sorted words and
phrases. By default, each word or phrase is followed by a comma and a list of page num-
bers (“Memory card, 24, 32, 56”). If two or more page numbers are consecutive, then the
sequence of page numbers is abbreviated to be the first and last page number separated, by
default, with a hyphen (“23, 24, 25, 26” would be shortened to “23-26”). Both the comma
following each word or phrase and the hyphen separating consecutive page numbers can be
changed. A portion of a typical index for a document is shown in figure 2.3. The string of
asterisks after “Elizabeth Andrews” indicate that the phrase was not found during indexing.

8
Section II Types of Indices

Canal plant, 35-36

COMINCO, 46-47, 128
Deane, 35-103, 105-130
Elizabeth Andrews*****
Hydro, 36, 40-42, 44, 46, 49
Johnson, 45, 56, 90
Macintosh, 49, 71, 79

Fig. 2.3

Index Format With Chapter/Section Prefix

There are two options for an index containing chapter/section prefixes:

1. Each word or phrase is placed on a separate line and is followed by a colon. The
names of all chapters which contain the word or phrase appear next. The chapter
names are in alphabetical order, each on a separate line, preceded by a tab, and
followed by a list of page numbers. Figure 2.4 has a portion of a typical index
including chapter names.

Canal plant:
Chapter 1, 27, 33
Chapter 2, 35-36

COMINCO:
Chapter 1, 9, 22-23, 27-28, 30--38, 45
Chapter 2, 46-47, 128
Chapter 3, 47-55, 31, 88, 95, 101, 103

Deane:
Chapter 2, 5-20, 55-60

Fig. 2.4

9
 Types of Indices Section II

2. Each word or phrase is followed by a comma and a list of page numbers. Each
page number is prefixed with the corresponding chapter name. For example:

Memory card, 2-24, 2-32, 2-56, 4-12, 4-22

In the example, “Memory card” is found on pages 24, 32, and 56 of chapter 2 and
pages 12 and 22 of chapter 4. If two or more page numbers are consecutive, then
the sequence of page numbers is abbreviated to be the first and last page number
separated, by default, with a hyphen. To avoid confusion when the chapter name
contains a hyphen (as in the above example), a tilde “~” or a colon “:” are com-
monly substituted for the hyphen separator:

Administrative offices, 2-6, 2-34:2-56

Figure 2.5 shows a portion of an index using this option.

Canal plant, 1-27, 1-33, 2-35:2-36

COMINCO, 1-9, 1-22:1-23, 1-27:1-28, 1-30:1-38,
1-45, 2-46:2-47, 2-128, 3-47:3-55, 3-31, 3-88,
3-95, 3-101, 3-103
Deane, 2-5:2-20, 2-55:2-60

Fig. 2.5

Multiple-Level Index Format

Sonar Bookends InDex Pro can produce a multiple-level index with an unlimited number of
levels. A multiple-level index is created using a list of words and phrases which are indented
using tab characters. See figure 2.6. A multiple-level word/phrase list can be manually gen-
erated or it can be automatically generated from a single-level word/phrase list.

10
Section II Types of Indices

Accidents
Environmental damage, 108
Nuclear, 122-128, 150
Countries
Canada, 7-8, 10, 14-16, 32, 36, 51
France, 56-70
United States, 36-37, 46, 50-51
Fuel
Gas, 34-35, 53, 57-58
Hydroelectric, 22, 48, 52
Nuclear, 205

Fig. 2.6

Table of Contents Format

A table of contents entry consists of the text for that entry followed by a tab character and
the page number. The page number can be a simple page number or it can be a page number
prefixed with a chapter/section prefix. Tab leaders, if desired, can be put in using InDesign
after the table of contents has been generated.

11
 Types of Indices Section II

12
Section III Preparing to Make an Index

Section III Preparing to Make an Index

Before creating an index with Sonar Bookends InDex Pro it is important to:

• Understand how hyphenated words are treated

• Set the word order and proximity defaults
• Set the pagination information
• Organize the document according to indexing preferences (when the document consists
of multiple files)

Hyphenation
If Smart Hyphens in the Preferences menu is checked, hyphens are removed by Sonar
Bookends InDex Pro if the hyphen is followed by a space, tab or carriage return. Thus, a
hyphenated word (like “hy-
phen”) is properly indexed as a single word (“hyphen” as opposed to “hy” and “phen”).

There are instances where removal of hyphens is not desirable. An example would be a
part number like “123-ABC-789.” If the hyphens were removed, there would be no way of
distinguishing between “123-ABC-789” and “1-23A-BC78-9.” For hyphens to be treated as
part of a word or number, the hyphen must be touching an alphabetic or numeric character on
both sides. Therefore, characters which make up a part number should remain together, and
not be separated at the end of a line like this:

123-ABC-
789
The above example would produce the part number “123-ABC789,” instead of “123-ABC-
789,” since the hyphen following “ABC” was not touching a character or number on its right
side.

Note: This behavior can be changed to keep all hyphens by unchecking Smart Hyphens in
the Special menu. Also, discretionary hyphens are always removed.

Setting/Overriding Default Word Order and Proximity

Sonar Bookends InDex Pro indexes a phrase as a series of words and not just a string of char-
acters. Therefore, spacing and punctuation are not significant and are ignored. By default, a
phrase is found if the words in the phrase appear in the document being indexed in the same
order and immediately next to each other. For example, the phrase “John Doe” would be
found even if it appeared as “John, Doe.” because periods, commas, extra spaces, and car-
riage returns are ignored.

By default, the phrases in figure 3.1 would not match “John Doe:”

13
 Preparing to Make an Index Section III

“Doe, John” Words are in the wrong order

“John E. Doe” Words are not next to each other (“E” is between them)
“Doe, Edward John” Words are not next to each other and are in the wrong order
Fig. 3.1

The default word order and proximity can be set globally for every entry, and overridden for
individual entries. To set the defaults for all entries, select Default word order and proxim-
ity... in the Preferences menu, as shown in figure 3.2. The dialog box shown in figure 3.3 will
then appear.

Fig. 3.2

Fig. 3.3

By changing the word separation to 2 (to allow for “John Edward Doe”) and unchecking
word order significance, all of the phrases in figure 3.1 would match “John Doe.”

Word order and proximity values can also be overridden on individual entries in a word/
phrase list. See Section VI, “Special Features” on page 41.

Document Organization
An index or a table of contents can be made for a document whether the document consists
of either one file or multiple files. All of the files making up the document must be open in
InDesign. You can either open the documents individually or open a book. Since all open
files (with the exceptions listed in the note below) are included in the index or table of con-
tents, be sure that the only files which are open belong to the document to be indexed.

14
Section III Preparing to Make an Index

Note: Files which are named “Word Phrase List” or “Index” or any file which has been
selected as a word/phrase list using Make Current File a List in the Word-Phrase List menu
are exceptions to the rule and are not indexed.

File Naming Conventions When Indexing Multiple Files

If the document consists of multiple files, the naming of those files is critical. The names of
the files being indexed should be in alphabetical order according to the order that each file
appears in the document. For example, if a file named “B” contains pages 1-25, then the file
which contains pages 26 through 45 could be named “C,” but should not be named “A.” If
the second file was named “A,” then the page numbers would be correct, but would appear
out of sequence in the index. For example, page 28 might appear before page 6.

File names that start with numbers are processed in numeric order. There is no need to put
leading zeros on shorter numerical sequences. The following file names are shown in the
order they would be processed:

8 Moving forward
9 A new chapter in life
10 Where we go from here

Indexing Without Chapter/Section Names

If the page numbering scheme for a document is simply a series of consecutive page numbers
(like the page numbering for this manual), then the names of the files making up the docu-
ment should be in alphabetical order as mentioned above.

Important note: When making this type of index, InDesign’s page numbering preference
(under general preferences) should be set to View: Section Numbering. If this is not done, the
page numbers for each file will always begin with page one.

An example of an index without chapter/section names appears in figure 3.4.

Canal plant, 35-38

COMINCO, 46-48, 51-55, 57, 117-119, 121, 123, 128
Deane, 35-103, 105-130
Hydro, 36, 40-42, 44, 46, 49
Macintosh, 49, 71, 79

Fig. 3.4

15
 Preparing to Make an Index Section III

Indexing With Chapter/Section Names

If the document being indexed has a page numbering scheme which includes a chapter/sec-
tion reference and a page number (such as “1-2,” “6-12,” etc.), then each section start in the
document should have an appropriate InDesign section marker such as “1-” or “6-”. Section
markers are set using InDesign’s Numbering and Section Options in the Pages submenu. If
the document consists of more than one file, then the names of the files making up the docu-
ment should be in alphabetical order as described earlier in this section.

An example of an index with chapter names is shown in Figure 3.5.

Firearms
Handguns
Double-action, 1-32:34
Double-action only, 1-35
Single - action, 1-36, 4-70
Rifles
Bolt action, 2-41, 2-44
Lever action, 2-42
Military look-a likes (“assault rifle”), 2-45:52, 4-66, 4-72
Pump, 2-43

Shotguns
Bolt action, 3-60
Pump, 3-61, 6-102
Semi-automatic, 3-62:63
Second Amendment
Individual right
Supreme Court rulings, 5-74:85
Lower court rulings, 5-86:98

Fig. 3.5

16
Section IV Creating a Word/Phrase List

Section IV Creating a Word/Phrase List

Note: This section only applies to making an index. This section can be skipped if
making a table of contents.

In order to make an index, there must first be a word/phrase list containing the items to be in
the index. The word/phrase list can be made in a variety of ways as discussed next.

Word-Frequency List
A word-frequency word/phrase list is based on how often words appear in a document. The
entries are sorted alphabetically. This type of word/phrase list assumes that a word’s signifi-
cance decreases as its frequency increases.

In a word-frequency list, both numbers and words are selected. Numbers appear before let-
ters; so numeric values appear first in the list and are followed by words beginning with the
letter “A.” Note: By redefining Sonar Bookends InDex Pro’s alphabetic characters to make
the characters “0123456789” non-alphabetic, numbers will not be indexed. For a list solely
of numbers, see “Subject List” later in this chapter.

The word-frequency list can be edited using InDesign. The edited list can then be used as a
word/phrase list to produce the final index. Before proceeding to make a word-frequency list
of a document consisting of multiple files, make sure the instructions in “Document Organi-
zation” on page 14 in Section III have been followed.

Creating a Word-Frequency List

To begin generating a word-frequency list, open all files that are to be indexed or open a
book and then select Build Word Frequency List... in the Word-Phrase List menu, as shown
in figure 4.1. The dialog box shown in figure 4.2 will then appear.

Fig. 4.1

17
 Creating a Word/Phrase List Section IV

Fig. 4.2

Refer to figure 4.2. Set the “Maximum number of times a word can occur:” to the cut-off
frequency for a word to appear in the list. E.g., if a word appears more frequently than the
specified value, it is not put in the list. This value should be greater than zero.

After clicking OK, Sonar Bookends InDex Pro will then process the document’s file or files
and begin to build the word/phrase list. When completed the list appears in a window as
shown in figure 4.3. The demo version will only show words that start with “s”.

Fig. 4.3

Subject List
The subject list capability of Sonar Bookends InDex Pro is one of its must unique and power-
ful features. A subject list is a list of people, places, and things that are mentioned in a docu-
ment. Sonar Bookends InDex Pro has a proprietary English-language parsing engine which
analyzes the contents of a document to automatically create a subject list, taking into account
sentence structure and the part of speech of each word. This contrasts with the proper noun
detection capabilities of both the regular and professional versions of Sonar Bookends InDex
which use capitalization and punctuation rules alone. A subject, unlike a proper noun, does
not need to be capitalized to be detected.

18
Section IV Creating a Word/Phrase List

To begin making a subject list, open all files that are to be indexed or open a book and then
select Build Subject List... in the Word-Phrase List menu as shown in figure 4.4. Figure 4.5
will appear. For the demo version, only the first 25 subjects will appear.

Fig. 4.4

Fig. 4.5

Refer to figure 4.5. [A] eliminates any subjects that occur too frequently to be of any real
value. The frequency can be set anywhere from 1 (for unique subjects) to 65535 (keeping
every subject).

Numbers can be used to filter subjects. A number is any word that contains at least one value
from the range 0-9 and optionally, other alphabetic characters. A digit is any character that
makes up a number.

19
 Creating a Word/Phrase List Section IV

Select [B] if numbers are allowed to be part of a subject:

1234 West Broad Street

34th Airborne
Glock 27

If numbers are not allowed, select [C] and any subject that contains a number is removed.
If subjects are to only contain single numbers, select [D]. This is useful for extracting part
numbers from a document.

As a final numeric filter, the total digits required for a number to be considered valid is set by
[E]. Any subject containing a number with less than this number of digits is removed.

Normally when a sentence is parsed by Sonar Bookends InDex Pro, colons and commas
mark the end of a subject. This behavior can be changed with [F] and [G], respectively. For
example, by changing both [F] and [G] to “No”, biblical references, like Eph. 1:22-23 can
be found and put into a subject list. For this kind of application, unchecking Smart hyphens
in the Special menu is also useful (see page 32). The resulting subject list may require some
additional “cleanup” when changing these options.

A subject can be a single word. Each letter of a single-word subject can be required to be
capitalized by selecting [H]. This limits single-word subjects to acronyms like NRA, GOA,
USAF, etc.

Subjects don’t necessary need to have any capitalized letters. Selecting [J] requires that at
least one word in a phrase be capitalized. [K] requires that every word (except articles, con-
junctions, and prepositions) be capitalized. To find proper nouns only, select [C] and [K].

As a final filter, phrases can be eliminated based on the number of words in the phrase as
defined by [M].

Click the OK button when you have made your choices. A subject list will appear in the
Word/Phrase List window as shown in figure 4.6.

20
Section IV Creating a Word/Phrase List

Fig. 4.6

Proper Noun List

Sonar Bookends InDex Pro can create a list of proper nouns found in a document. The proper
nouns are found using rules of capitalization and punctuation. Proper nouns which appear
too often (above a user defined maximum number of times) are eliminated. For the demo
version, only the first 25 proper nouns will appear. To generate a proper noun list, open
all files that are to be indexed and then select Build Proper Noun List... in the Word-Phrase
List menu as shown in figure 4.7 and the dialog box shown in figure 4.8 will appear.

Fig. 4.7

21
 Creating a Word/Phrase List Section IV

Fig. 4.8

Set the maximum number of times that a proper noun can occur. Setting this frequency acts
like a filter, eliminating any proper nouns that occur too frequently to be of any real value.
The frequency can be set anywhere from 1 (for unique proper nouns) to 65535 (keeping
every proper noun). Sonar Bookends InDex Pro compiles and sorts the proper noun list
when the OK button is clicked. This list is automatically displayed in a new “Word Phrase
List” window as shown in figure 4.9. The word/phrase list can then be edited or saved, as
desired.

Fig. 4.9

Generic Word/Phrase List

Besides using Sonar Bookends InDex Pro to create word-frequency, proper noun, and subject
lists, a word/phrase list can be generated manually using InDesign or imported from a data-
base, spreadsheet or a word processor file.

A word/phrase list can contain both individual words, combinations of words (phrases), and
entries which incorporate advanced indexing techniques such as Boolean operations and
wild cards. The word/phrase list can be either single-level or multiple-level, depending upon
the type of index to be made. See Section VI ,“Special Features” on page 41 for using Bool-
ean operators, wild cards, reversing first and last names, optimizing plurals and overlapping
phrases, and automatically converting single-level word/phrase lists to multiple-level.

22
Section IV Creating a Word/Phrase List

Each word or phrase needs to be on a separate line. By default, Sonar Bookends InDex Pro
indexes the words or phrases exactly as they are found in the word/phrase list, ignoring punc-
tuation and spacing. To change the default values for word order, proximity, and punctua-
tion, see Section VI, “Special Features” on page 41.

There is no practical limit set on the size of a word/phrase list, but InDesign may need more
memory for extremely large lists.

To use the generic word/phrase list, create an empty document in InDesign, “place” the word/
phrase list in the document, and, with that document as the front-most document, mark it as
a word/phrase list using Make Current File a List as shown in figure 4.10.

Fig. 4.10

Single- and Multiple-Level Word/Phrase Lists

Part of a single-level word/phrase list is shown in figure 4.11. Each entry is against the left
margin, and is on a separate line. A multiple-level word/phrase list is shown in figure 4.12.
Each entry in a multiple level word/phrase list is on a separate line and optionally indented
with one ore more tab characters. Only the most indented entries at any given level will
receive page numbers when the list is indexed.

23
 Creating a Word/Phrase List Section IV

Apple Computer
Apple II
IIc
Apple Computer IIe
CPU Macintosh
Data Modem Macintosh II
Macintosh Power PC
Motorola M68040 PowerBook
RAM Quadra
System 7 Compatibility
Fig. 4.11 IBM
PC
PS I
PS II
R6000
Fig. 4.12

Creating a Word/Phrase List Using a Database

For some applications, like indexing a catalog, the items to be indexed may be contained
in a database. In this case, the word/phrase list can be generated directly by exporting the
desired database fields into a text only file, one item per line. Separate indices for part names,
part numbers, and part descriptions can be generated easily by creating three different word/
phrase lists. Depending on available memory, Sonar Bookends InDex Pro can handle huge
indices. For more information on exporting database files, refer to the user’s guide provided
with the database.

For catalogs, it is often advantageous to have Sonar Bookends InDex Pro look-up the page
numbers based on a part number. The Translation operator is used for this type of application.
(See “Using the Translation Operator” in Section VI, “Special Features,” on page 41) For
example, a word/phrase list entry like this:

Computer Keyboard, Mac;00234-4521A

would put the description “Computer Keyboard, Mac” into the index, but would find the page
numbers by looking for “00234-4521A.” The resulting index entry would look like this:

Computer Keyboard, Mac, 56

To use the database generated word/phrase list, make sure that the word/phrase list is the
front-most document, then mark it as a word/phrase list using Make Current File a List as
shown in figure 4.10 on page 23.

24
Section IV Creating a Word/Phrase List

Using Marked Text to Create a Word/Phrase List - Manual

Words and phrases in an InDesign document may be ‘marked’ manually for inclusion in an
index. To mark text, drag over the desired word or phrase and select Mark Text in the Index
menu. Marked text is highlighted in blue. Note that InDesign allows you to assign a function
key to this (or any other) menu item. See figure 4.13.

Fig. 4.13

Note: There are two marking modes. Regular mode marks all of the selected text as a single
mark, but will not mark past a carriage return. List mode lets you mark a list of objects and
splits each item in the list into separate marks automatically - a real time saver. The items in
a list are separated either by commas or by carriage returns. For example highlighting:

John Smith, John Doe would produce John Smith, John Doe after selecting Mark Text
with list marking enabled.

To enable list marking, check Mark Lists in the Preferences menu.

Once all of the text is marked, the actual word/phrase list is made using Build Marked Text
List in the Word-Phrase List menu as shown in figure 4.14.

Fig. 4.14

25
 Creating a Word/Phrase List Section IV

The highlighting of marked text can be enabled or disabled using Show Marks in the Prefer-
ences menu as shown in figure 4.15.

Fig. 4.15

Using Marked Text to Add Hidden Keywords to a Document

Hidden text, called keywords, can be attached to text in a document and indexed. This facili-
tates indexing subjects which don’t actually appear in a document. The hidden keywords
can be put in a word/phrase list using the Build Marked Text List command, just like normal
marked text. However, hidden keywords are put in the list with square brackets on both sides
of the words. A semicolon allows the keywords to be split into separate lines arbitrarily.

For example, if the hidden keyword string was:

United States;United Kingdom

The marked text list would have the following entries:

[United States]
[United Kingdom]

To attach hidden keywords to text, highlight the appropriate text and then selected Attach
Keywords... in the Marked Text menu as shown in figure 4.16.

Fig. 4.16

26
Section IV Creating a Word/Phrase List

The dialog box shown in figure 4.17 will appear to allow the keywords to be entered.

Fig. 4.17

Using Marked Text to Create a Word/Phrase List - Style Sheets

Words and phrases in an InDesign document can be ‘marked’ for indexing using one or more
style sheets. The style sheets can be either paragraph or character style sheets and must have
“WPL0” as the first 4 characters of the style sheet name. For example, a valid style sheet
name might be “WPL0 Part Numbers.” Existing style sheets can be used to mark text by
simply changing their name to add “WPL0” to the front of the name.

Once all of the desired style sheets are properly named and the text is marked, the actual
word/phrase list is made using Build Style Sheet List in the Word-Phrase List menu as shown
in figure 4.18.

Fig. 4.18

Sorting a Word/Phrase List

By default, Sonar Bookends InDex Pro assumes that word/phrase lists are already sorted and
does not waste time resorting them. If a word/phrase list (either single-level or multiple-
level) needs to be sorted, it must be sorted before making the index. Note that sorting a
single-level list removes duplicate entries. To sort the word/phrase list, make sure that the
word/phrase list is the front-most window and then select Sort List in the Word-Phrase List
menu as shown in figure 4.19.
27
 Creating a Word/Phrase List Section IV

Fig. 4.19

Certain words, such as articles, do not affect the sorting order. For example, “The United
States” is sorted under “U” and not “T.” Which words are ignored during sorting is controlled
by the file named “SBISORTIGNORE.TXT”. The file is Unicode text-only and can be edited
using InDesign. To edit the file, create a new InDesign document with an empty text box.
Next, “place” the file into the text box. The text can now be edited as necessary. To save the
modified text, “export” it as “text only” and, when prompted, save it with an encoding of
“Unicode.” For the changes to take effect, quit and restart InDesign.

The collating sequence, or the order for sorting letters, is controlled by another Unicode text-
only file, “SBISORTSEQUENCE.TXT”. The order that letters appear in the file is the order
in which they are sorted. Letters that are on the same line together are sorted interchangeably.
For example,

Aa
Bb
Cc

defines the normal first three letters of the alphabet. Since “B” and “b” are on the same line,
they are sorted as if they are the exact same letter and both would appear interchangeably
between “A” and “C.”

To edit the sorting sequence file, create a new InDesign document with an empty text box.
Next, “place” the file into the text box. The text can now be edited as necessary. To save the
modified text, “export” it as “text only” and, when prompted, save it with an encoding of
“Unicode.” For the changes to take effect, quit and restart InDesign.

Word lists with entries that use the translation feature (see page 47) receive special treament
when sorted: if the word list has multiple entries which are duplicates except for their transla-
tion values, then the duplicate entries are removed and their trranslated values are combined
using a Boolean “or” so that the single remaining entry will have all the page numbers,
including those for the removed duplicates.

28
For example, if a word list looks like this (product name;part number to search for):

Computer; 2408
Computer; 8102
Computer; 10231
Desk lamp; 1023
Desk lamp; 1044

If left unsorted, the list word produce an index like this:

Computer, 86
Computer, 92
Computer, 93
Desk lamp, 12
Desk lamp, 14

If sorted, however, the list would have duplicates removed and the part numbers merged:

Computer; 2408 | 8102 | 10231

Desk lamp; 1023 | 1024

Producing an index that would look like this:

Computer, 86, 92, 93

Desk lamp, 12, 14

29
 Creating a Word/Phrase List Section IV

30
Section V Making an Index and Table of Contents

Section V Making an Index and Table of Contents

To begin making an index, make sure that all the files that are to be indexed are open. If all
of the file names are in an InDesign “book,” just open the book. Only open files or books
are indexed. Also, if the word/phrase list is not already open, open it and make sure it is the
front-most window. Several word/phrase lists can be open at one time, but only the front-
most is used to make the index, the others are ignored.

Select Create Index..., Create Style-Sheet Only Index..., or Create Marked-Text Only Index...
in the Index menu, as shown in figure 5.1. Create Index... indexes all of the text on all of
the pages. Create Style-Sheet Only Index... only indexes the text on each page that has been
marked using one or more style sheets whose name starts with the letters “WPL0”. Create
Marked-Text Only Index... only indexes the text on each page that has been marked using
Mark Text in the Index menu.

Note: If Create index..., Create Style-Sheet Only Index... and Create Marked-Text Only
Index... are dimmed, then the front-most window is not a word/phrase list or the word/phrase
list has not been marked as such using Make Current File a List in the Word-Phrase-List
menu as shown in figure 4.10 on page 23.

The Index dialog box shown in figure 5.2 controls the indexing process. It controls whether
the index is single-level or multiple-level, what type of symbols are to be used to separate
page numbers, how many blank lines should appear between entries, etc.

Fig. 5.1

31
 Making an Index and Table of Contents Section V

Fig. 5.2

Handling Multiple Levels

Item [A] in figure 5.2 creates a single-level index and item [B1] a multiple-level index. If
the word/phrase list is a single-level, then selecting item [B1] does not matter. For a multi-
ple-level word/phrase list, selecting [B1] causes page numbers to appear next to each item,
unless that item has one or more lower-level entries below it. If there are lower-level entries,
only the lowest level entries will have page numbers. However, page numbers can be placed
next to all entries in a multiple-level word/phrase list by simply not checking [B1]

If item [B2], “Smart,” is checked, then higher-level entries are used to help qualify page
numbers. For example, with [B2] unchecked, the page numbers for Papillon and Pekinese,
below, would be found by only looking for the words Papillon and Pekinese, respectively.

Dogs
Toy
Papillon
Pekinese

32
Section V Making an Index and Table of Contents

Checking [B2] would cause the page number for Papillon to be found by looking for Dogs
on the same page as Toy on the same page as Papillon. Page numbers for Pekinese would be
found by looking for Dogs on the same page as Toy on the same page as Pekinese.

Note: If you used Convert List to Multiple Level in the Word-Phrase List menu, do not check
[B2].

Normally higher-level entries are followed by at least two lower-level entries. If there is only
one lower-level entry (which is called an orphan), that entry is automatically combined with
the higher-level entry at index time.

This example, which contains the orphaned line Intel:

Computers,
Intel

would look like this after being indexed:

Computers, Intel, 105, 110

Single-level and multiple-level indices are discussed in more detail on page 5.

Specifying Section Prefixes

If an index is to contain both section prefixes and page numbers, such as “2-1,” “6-12,” etc.,
then the Include section prefix in this format option in item [C1], figure 5.2, must be checked.
Otherwise, the index will contain a series of consecutive page numbers without section pre-
fixes.

There are two options for formatting section prefixes:

1. Option [C1] in figure 5.2 - each section prefix is placed at the beginning of a line,
with all of the page numbers for that section following the section prefix:

1-6, 8, 10, 22
2-10, 55

2. Option [C2] in figure 5.2 - the page numbers are strung together and each page
number is prefixed with the associated section prefix:

1-6, 1-8, 1-10, 1-22, 2-10, 2-55

33
 Making an Index and Table of Contents Section V

Handling Non-Existent Entries

Normally if an item in the word/phrase list is not found, it is flagged with five asterisks
(*****) in the index. However, if item [D] is checked then any entries which cannot be
found are not placed in the index at all.

Use caution with this option. Normally it is useful to know that an item is not found so that
the situation can be fixed. Many simple things can cause an item to not be found:

• One or more of the words in the entry are misspelled.

• The words in the entry are not in the same order that they appear in the document
being indexed. This can be fixed by indicating that word order is not significant using
Default Word Order And Proximity... in the Preferences menu. See page 13 for more
information on changing the default word order and proximity.
• The entry truly does not exist.
• The entry contains special symbols that are used by Sonar Bookends Professional:

&:~|/\^+*{}()!=#;

This can be fixed by checking the Ignore All Non-Alphabetic Characters item in the
Preferences menu or by replacing the symbols with spaces.

If item [D] is not checked, then all entries that are not found are summarized at the beginning
of the index, so that they can be more easily identified:

------------Index entries that were not found------------

Smithfield, John
Young, Michael

------------End of entries that were not found------------

Previewing and Editing ‘Hits’

Checking item [E] causes each occurrence of each entry in the word/phrase list to be dis-
played in one line of context. Each occurrence can then be either included or excluded from
the index by selecting or deselecting the occurrence, respectively. This is a very powerful
indexing tool that is discussed in detail in Section VI, “Special Features,” on page 41.

Displaying Frequency Instead of Page Numbers

Caution: By checking item [F], each item in the index will be followed by its frequency
instead of by the page numbers where the item is found. This option is used by people doing
linguistic studies. Unless you have a specific reason to use this option, do not use it!

34
Section V Making an Index and Table of Contents

Including Group-Letter Titles

Item [G] in figure 5.2 is used to break index entries into separate groups. The entries in each
group have the same first letter, and that letter is put at the top of the group as a title:

Aardvark
Albatross
Arctic winters

Bavaria
Basic weather prediction
“Big-Bang” theory
The bust of Augustus
...

Notice that in the last two entries, above, leading punctuation and articles are ignored when
breaking the index into groups.

Separating Non-Consecutive Page Numbers

Item [H] in figure 5.2 affects the separation of non-consecutive page numbers. Either commas
or tabs can separate page numbers. Examples of the two methods of separation are shown
in figure 5.3.

Thunderbird, 112, 189, 201, 256 Thunderbird, 112 189 201 256
Comma Separators Tab Separators
Fig. 5.3

Abbreviating Consecutive Page Numbers

Consecutive page numbers (45, 46, 47, 48, 49) are abbreviated (45-49) by default. Item [J] in
figure 5.2 enables abbreviation and identifies the single character that separates consecutive
page numbers. A hyphen is the default, but a colon or any other single character can be used.
A colon or a tilde (~) are good choices if the index is to contain hyphenated chapter names
(“1-,” “2-,” etc.). This avoids confusing chapter names with consecutive page numbers:

1-2, 4, 6-12, 15

35
 Making an Index and Table of Contents Section V

The above example shows chapter 1, pages 2, 4, 6 through 12, and 15. It would be clearer as:

1-2, 4, 6~12, 15

Selecting item [K] in figure 5.2 disallows any consecutive page number abbreviations:

1-2, 4, 6, 7, 8, 9, 10, 11, 12, 15

Page numbers can be further abbreviated by checking Maximum Consecutive Page Number
Abbreviation in the Preferences menu. This will cause the second page number in a range to
have any redundant leading digits dropped.

For example, the following page ranges:

101-104, 126-131

would be further abbreviated to:

101-4, 126-31

Using Database Import Format

Item [M] in figure 5.2 causes each entry in the index to be formatted for easy importation
into a database. The database format consists of one line for every occurrence of every word/
phrase being indexed. Each line consists of the word/phrase being indexed and one page
number. A word/phrase is repeated if it is on more than one page:

Computers, 5
Computers, 12
Computers, 13
Computers, 14
Dragging, 19
Dragging, 46

Separating Index Entries and Page Numbers

The characters between each word or phrase and its first page number are controlled by item
[N] in figure 5.2. The default value is a comma and a space, but any sequence of characters
can be used. With the default, the index entry for “Nuclear energy” would look like this:

Nuclear energy, 104, 110-114, 203

36
Section V Making an Index and Table of Contents

Changing item [M] to be “===” would change the index entry to look like this:

Nuclear energy === 104, 110-114, 203

The question mark (?) is a special character which is used to represent a tab character. Thus,
if item [M] was set to “??” there would be two tabs between each word or phrase and its first
page number:
Nuclear energy 104, 110-114, 203

Setting Blank Lines Between Entries

Item [O] in figure 5.2 determines how many blank lines are inserted between index entries.
A value of zero will put one entry immediately below the other:
Nuclear energy, 104, 110-114, 203
Reactor, 33, 45

A value of 2 will place two blank lines between each entry:

Nuclear energy, 104, 110-114, 203

Reactor, 33, 45

When all desired options in figure 5.2 have been chosen, click the OK button to begin gen-
erating the index.

When the index is complete, it appears in the Index window as shown in figure 5.4.

Note: If there are any mistakes discovered in the final index, the word/phrase list should be
corrected and the index remade. This is important because if only the index is corrected, then
each time the index needs to be made again, so do the changes!

Fig. 5.4

37
 Making an Index and Table of Contents Section V

Formatting the Index

The ability to easily format an index is new with version 7.0 of Sonar Bookends InDex Pro.

When an index is made, certain style sheets are dynmamically created and automatically used
to mark various parts of the index. Formatting the index is accomplished by modifying these
style sheets to have the properties that you desire.

The only style sheets that are generated are those that are necessary to format a given index.

Here is a list of the style sheets that can be generated and what they mark:

SonarIndexNumbers Marks page numbers and associated punctuation

SonarIndexBodyLevel0 Marks index terms that are not indented
SonarIndexBodyLevel1 Marks index terms that are indented with one tab
SonarIndexBodyLevel2 Marks index terms that are indented with two tabs
SonarIndexBodyLevel3 Marks index terms that are indented with three tabs
SonarIndexBodyLevel4 Marks index terms that are indented with four tabs
SonarIndexBodyLevel5 Marks index terms that are indented with five tabs
SonarIndexBodyLevel6 Marks index terms that are indented with six tabs
SonarIndexBodyLevel7 Marks index terms that are indented with seven tabs
SonarIndexBodyLevel8 Marks index terms that are indented with eight tabs
SonarIndexBodyLevel9 Marks index terms that are indented with nine ore more tabs
SonarIndexTitle Marks Group-Letter Titles

Below is a sample index showing Group-Letter Titles, index terms that are not indented,
index terms that are indented with one tab, and page numbers. Color is used to show which
text is marked and which style sheet is marking it.

Active
photosynthesis, 759
osmosis, 753, 757
Additive properties, 755

Black Plague, 444-446, 602,

903, 1024

38
Section V Making an Index and Table of Contents

Making a Table of Contents

To make a table of contents, you must indicate which parts of a document make up the
titles, subtitles, etc. This is done using one or more paragraph style sheets. The style sheet’s
name is what tells Sonar Bookends InDex whether or not a block of text is to be part of the
table of contents. The name can be anything you want, but it must start with the characters
“TOC” (Table Of Contents) followed by a single digit number from 0 through 9. For example
“TOC0Header style” would be a valid table of contents style sheet name.

The digit following the letters “TOC” tells Sonar Bookends InDex how many tab characters
to place in front of the text marked with that style sheet. Thus titles would be prefixed with
“TOC0” and subtitles with “TOC1”. You can have as many table of contents style sheets as
you want, including multiple style sheets for any given level.

The table of contents is generated in the same order as the titles and subtitles appear in the
document. Each line contains only one page number. The page number is preceded by a tab
character an, optionally, the “Section marker” text (referred to as the section prefix).

Once the style sheet names are correct, use either Make Table of Contents (With Section
Prefix) or Make Table of Contents (Without Section Prefix) in the Table of Contents menu as
shown in figure 5.5. The table of contents is automatically placed in a new window.

Fig. 5.5

Set some tabs stops, perform any other desired formatting operations and the table of contents
is done!

39
 Making an Index and Table of Contents Section V

40
Section VI Special Features

Section VI Special Features

Sonar Bookends InDex Pro provides many advanced features for creating an index:

• Each occurrence of each phrase being indexed can be viewed in context to determine if
that occurrence should be in the index.

• Wild cards and Boolean expressions can be placed in a word/phrase list to more precisely
control indexing.

• “Translation” can “hide” the Boolean expressions and wild card characters so that they do
not appear in the final index. It can also be used to add cross-references and notes to an
index.

• First and last names in a word/phrase list can be reversed automatically taking into account
titles and two-word last names.

• “Noise” words can be eliminated from an index.

• Singular and plural entries for the same subject can be combined.

• Redundant page numbers for subjects that overlap can be removed.

• A single-level word/phrase list can be converted into a multiple-level word/phrase list

automatically.

• The list of characters that are considered alphabetic can be redefined.

• Text marked with certain style sheets can be ignored.

• Terms split across two pages can be detected.

Previewing and Editing ‘Hits’

Without Sonar Bookends InDex Pro, determining which occurrences (hits) should be indexed
is a very time consuming chore. The determination is usually made by manually finding
each occurrence of each word/phrase in the document and then studying how it is being used.
Sonar Bookends InDex Pro has a powerful feature that greatly cuts down on the time to do
this kind of verification. Refer to figure 6.1. If item [A], Preview and edit ‘hits,’ is checked,
then for each word/phrase being indexed, Sonar Bookends InDex Pro displays a dialog box
containing one line of context for every occurrence of that word/phrase. Occurrences can
then be selected or deselected for indexing quickly and easily, with all the information needed
to make the decision at hand.

41
 Special Features Section VI

Fig. 6.1

Figure 6.2 shows the occurrences of the phrase “Active Window” (the current phrase is shown
in the title bar [A]). [B] points to the four lines of context found for the phrase. The phrase
is centered if possible. All highlighted occurrences are to be indexed.

Fig. 6.2

42
Section VI Special Features

In the dialog box shown in figure 6.2, the title bar [A] indicates that the occurrences of the
phrase “Active Window” are being displayed. By default, each occurrence is selected (high-
lighted) and if possible, the phrase is centered on each line [B]. Clicking the OK button at
this point will index all of the occurrences.

Mac users: To alternately select/deselect an occurrence, hold down the command key while
clicking on the occurrence.

Windows users: To alternately select/deselect an occurrence, hold down the option key
while clicking on the occurrence.

If the majority of the entries are to be deselected, click the Select None button and then select
the desirable entries. Select All will select each occurrence again. Remember: only the
occurrences which are highlighted when the OK button is clicked will be indexed.

To see more context for a given occurrence, simply click on the occurrence — an expanded
context will appear in the window at the bottom of the dialog box. In figure 6.3 the expanded
context, [A], is for the second line. To help in finding the occurrence manually, the associated
file name and page number are shown at [B] and [C], respectively. If an entry to be viewed
is already highlighted, you will need to deselect and then reselect that entry.

Fig. 6.3

When the OK button is clicked, Sonar Bookends InDex Pro displays the next word or phrase.
This repeats until all words and phrases have been processed.

If a word or phrase appears too often (more than 50 times), then that entry is skipped. All
page numbers for the offending word/phrase are placed into the index. For a word/phrase to
appear so many times that it cannot be previewed, it is questionable if it should be included
in the index anyhow.

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 Special Features Section VI

When the last word/phrase has been processed, the selections are saved to disk for use with
future indices. The previewed index appears in the Index window.

Interrupting a Preview and Edit ‘Hits’ Session

Sonar Bookends InDex Pro allows a preview session to be interrupted. To interrupt, simple
click the Cancel button in the dialog box shown in figure 6.3. A warning shown in figure 6.4
will appear.

Fig. 6.4

All of the selections made up to the point of interruption are saved to disk. Whenever the
index is made again, the preview session will pick-up at the point of the interruption.

Rebuilding a Previously Previewed Index

As mentioned earlier, when a preview session is complete, the occurrence choices are saved
for future use. This comes in handy if an index must be remade. To apply the previewed
choices to a new index, make sure that Preview and edit ‘hits’ is selected as shown in figure
6.1. Upon detecting the saved preview information, the dialog box shown in figure 6.5
appears.

Fig. 6.5

By selecting Yes, the same choices made for each occurrence are applied again automatically,
even if the page numbers have changed. However, if the number of occurrences of a word/
phrase has changed or the word/phrase is new or modified or if the preview is continuing after
a previous interruption, then a dialog box like the one shown in figure 6.2 appears to allow
choices for that word/phrase.

Caution: Clicking No in figure 6.5, causes all of the saved choices to be discarded perma-
nently and selection starts over with the first word/phrase entry.

44
Section VI Special Features

Wild Cards in Word/Phrase Lists

The asterisk (“*”) is used as a wild card character. When making an index, a word is consid-
ered a match to a wild card if all characters up to the asterisk match exactly. For example, to
index all words that start with son, enter son*: son, SONAR, and song would all be matches,
but not reason or resonant. There can be any mixture of wild cards and non-wild cards in a
phrase. For example, computer disk* file* would index Computer diskette file or computer
disks filed.

See “Using the Translation Operator” on page 47, for information on how to “hide” wild card
characters so that they do not appear in the index.

Boolean Expressions in Word/Phrase Lists

Elaborate indices can be created using a simple but powerful index syntax to create a Boolean
expression. A Boolean expression can contain any combination of phrases, operators, modi-
fiers and parentheses. The basic syntax of a Boolean expression is defined as:

Phrase [operator [modifiers] Phrase] (Bracketed ([]) items are optional)

Phrases
A phrase consists of one or more words. Generally, punctuation in a phrase, such as periods
and commas, are ignored. However, some non-alphabetic characters require special treat-
ment (discussed later in this section). Here are some valid phrases:

John
Jonathan Doe
Doe, John
United States of America

Operators
Operators are used to perform Boolean arithmetic. The operators are:

John & Jim Index each occurrence of John and Jim on the same page
John | Jim Index each occurrence of either John or Jim
John ~ Jim Index each occurrence of John only if it is not in the same file as Jim
John ^ Jim Index each occurrence of John only if on the same page as Jim

Modifiers
By default, the phrases on either side of an operator can appear anywhere in a file and can
appear in any order. Modifiers are used to modify this behavior of operators:

45
 Special Features Section VI

John &:15 Jim Index John and Jim within 15 words of each other
John &= Jim Index John and Jim on the same page, John must appear first
John &:15= Jim Index John and Jim within 15 words of each other, John must appear first
John ~:5 Jim Index John if not within 5 words of Jim
John ^:15 Jim Index John only if within 15 words of Jim

Notes on the ‘&’ and ‘^’ Operators

When unmodified, both the ‘&’ and ‘^’ produce the same result - the page numbers of the
pages where the left and right arguments both appear. Thus, unmodified they can be used
interchangeably. However, when modified with a proximity, they behave very differently and
are not interchangeable.

Looking at how ‘&’ behaves with a proximity, the following two expressions would both
produce the same page numbers:

John Doe &:100 Jim Smith

Jim Smith &:100 John Doe

The page numbers are the same, because Sonar Bookends Professional looks for all locations
where John Doe and Jim Smith are within 100 words of each other. Which phrase is found
first does not matter. For each John Doe and Jim Smith that are within 100 words of each
other, the page number is determined by the location of the first name that is found. If both
names are on the same page, it makes no difference. However, if John Doe is on page 16 and
Jim Smith is on page 17, the result of both expressions will be page 16 because that is where
the first name, John Doe, is found. Putting Jim Smith on page 16 and John Doe on page 17
instead still produces page 16 as the result.

The ‘^’ operator behaves very differently. It returns the page numbers where the left argu-
ment appears as long as it is within the correct proximity to the right argument. Thus, the
following two expressions can return very different results:

John Doe ^:100 Jim Smith

Jim Smith ^:100 John Doe

Using the previous example of John Doe being on page 16 and Jim Smith being on page 17,
the result of the first expression would be 16 and the second expression would be 17. Revers-
ing the pages where John Doe and Jim Smith appear would reverse the results.

46
Section VI Special Features

Sample Boolean Expressions

John Doe “John Doe” with “John” and “Doe” next to each other and in the specified
order (standard default).

Reagan ~:15 (Ronald | Ron) “Reagan” not within 15 words of either “Ronald” or “Ron.”

Adams &:20 Samuel “Adams” within 20 words of “Samuel,” either word can come first. Same
as: Samuel Adams:20!

Tab | Tabs | Tabbing “Tab” or “Tabs” or “Tabbing.”

Convers* ~:1 conversation Any word starting with “Convers” but not “conversation.”

John Doe:5! &:10 Jim Smith “John” within 5 words of “Doe,” either word can come first, and both words
within 10 words of “Jim Smith.”

See “Using the Translation Operator” on this page for information on how to “hide” Boolean
expressions so that they do not appear in the index.

Overriding Word Order and Proximity Defaults

Default word order and proximity values can not only be changed for all entries in a word/
phrase list, as shown on page 13, but they can also be overridden for individual entries. Plac-
ing an exclamation sign (!) at the end of a phrase indicates that the words in the phrase can be
in any order. The phrase “John Doe!” would match “John Doe,” “Doe, John,” etc. Adding
a colon and a number to the end of a phrase sets the maximum number of words that can
separate any two words in the phrase. For example, “John Doe:2” would match “John Doe,”
“John E. Doe.” “John Doe:4” would match “John Edwin James Doe.” Both word order and
proximity can be overridden at the same time: “John Doe:5!”

See “Using the Translation Operator,” below, for information on how to “hide” the word
order and proximity override codes so that they do not appear in the index.

Using the Translation Operator

Hiding Text
The “translation” operator keeps Boolean expressions (on page 45), wild cards (on page 45),
and default overrides from appearing in the final index. The symbol used for translation is the
semicolon: (;). Text appearing to the left of the semicolon appears in the final index, while
text to the right of the semicolon is only used to find the page numbers. See the examples
below:

47
 Special Features Section VI

Airplane(s);Airplane | Airplanes Airplane(s), 6-7, 15, 33

Boeing and Seattle;Boeing &:10 Seattle Boeing and Seattle, 25
Cat;Feline Cat, 22, 83
Smith, John;Smith, John:15! Smith, John, 92, 101-106
Tacoma, Washington Tacoma, Washington, 59, 92
Word/Phrase List Resulting Index

Note: In the above example, Tacoma, Washington does not require translation because
Tacoma, Washington;Tacoma,Washington would be redundant. Also, translation does not
require a Boolean expression on the right side. The phrase Cat;Feline places the word Cat in
the index, but gets the page numbers by looking for the word Feline.

Adding Cross-References and Blank Lines

Another use of the translation operator is to allow cross-references and blank lines to be
inserted in a word/phrase list index. Blank lines should not be added to an index which is
going to be sorted. To add a cross-reference to an index, place the comment on the left side
of the semicolon and nothing on the right. To add a blank line, simply place the semicolon on
a line by itself. Refer to the examples below.

Document Imaging Document Imaging, 22

Document Management (See Text Retrieval); Document Management (See Text Retrieval)
;
Page Layout Page Layout, 5, 7
Word Processor Word Processor, 10-15, 19
Original List After Indexing

Reversing Names
Sonar Bookends InDex Pro can automatically reverse first and last names in an open word/
phrase list. First, make the desired Word Phrase List window the front (active) window.
Next, select Order List As “Last Name, First Name” in the Word-Phrase List menu, as shown
in figure 6.6. Figure 6.7 shows a list before reversing names and figure 6.8 shows the same
list after reversing names. Notice that a name that is already reversed is left unaltered, and
that titles behind names and two-word last names are handled correctly. If any non-alpha-
betic characters, except period, are found in an entry, that entry is not reversed. If translation
is being used, only the words up to the translation symbol (;) are reversed. When reversing
names, be sure and set the default word order to allow words in a phrase to appear in any
order. Failure to do so causes most of the reversed entries to not be found. See page 13 for
information on setting/ overriding default word order.

Note: There is a shortcut for flagging names that are not to be reversed. Any name that has
a ‘+’ as its first character is not reversed. Any leading ‘+’ characters are then stripped out of
the reversed list automatically.

48
Section VI Special Features

Fig. 6.6

John F. Doe Jr. Doe, John F. Jr.

Michael Del Gato Del Gato, Michael
Johnson, Michael Johnson, Michael
Janice P. Jones Jones, Janice P.
Jill English, Ph.D. English, Jill, Ph.D.
Greg Corbin Corbin, Greg
Gabriel Lee Lee, Gabriel
David Lanz Lanz, David
Fig. 6.7 Fig. 6.8

There are two files that control how Sonar Bookends InDex Pro reverses names. The first
file, named “SBITITLES.TXT” and located in the System folder, contains a list of titles. The
titles file list is only used to verify titles that are not preceded by a comma. In other words
“John Doe, Jr.” would reverse correctly even if “Jr.” was not in the titles file. “John Doe Jr.”
would only reverse correctly if “Jr.” is in the titles file.

The second file, named “SBIPREFIX.TXT” and located in the System folder, contains a list
of words which are the first word of two-word last names. For example, if “Von” is in the
prefix file, then all last names that have “Von” in them (like “Von Tree”) are considered two-
word last names and reversed accordingly.

Both the “SBITITLES.TXT”and SBIPREFIX.TXT” files are Unicode text-only and can be
edited using InDesign. To edit a file, create a new InDesign document with an empty text
box. Next, “place” the file into the text box. The text can now be edited as necessary. To
save the modified text, “export” it as “text only” and, when prompted, save it with an encod-
ing of “Unicode.” For the changes to take effect, quit and restart InDesign.

49
 Special Features Section VI

Keyword Elimination
“Noise” words like “the,” “and,” “of,” etc. can be left out of a word frequency list by select-
ing Eliminate Keywords... in the Preferences menu. See figure 6.9. Keywords to be elimi-
nated are contained in a text only file, one word per line. Any word frequency list created
while Eliminate Keywords... is checked will not contain any of the keywords appearing in
the elimination file. The file SBIKWELIM.TXT located in the system folder contains most of
the common noise words.

Fig. 6.9
Keyword elimination is only necessary when generating a word frequency index with a fairly
large frequency. By specifying a small frequency, the high frequency noise words are elimi-
nated anyway. In general, keyword elimination should not be used with word/phrase lists;
as a phrase like “United States of America” would not be found if “of” was in the elimination
file.

Selecting Eliminate Keywords... will alternatively activate and deactivate the eliminate key-
words feature. Keyword elimination is activated when the menu item is checked.

The keyword elimination file is a Unicode text-only file and can be edited using InDesign.
To edit the file, create a new InDesign document with an empty text box. Next, “place” the
file into the text box. The text can now be edited as necessary. To save the modified text,
“export” it as “text only” and, when prompted, save it with an encoding of “Unicode.” For
the changes to take effect, quit and restart InDesign.

Combining Singular and Plural Instances of a Phrase

Sonar Bookends InDex Pro has the ability to search an entire word/phrase list for entries
that have both singular and plural cases, such as “Train” and “Trains” Matching entries are
combined “Train(s).” The redundant occurrences are then removed from the word/phrase list
entirely. Indexing both the singular and plural cases is done automatically using translation
and Boolean operations. Our example of train and trains would look like this after being
combined:

Train(s);Train | Trains

50
Section VI Special Features

The expression above puts the word “Train(s)” in the index, but gets the page numbers by
looking for “Train” or “Trains.”

To combine singular and plural cases of an open word/phrase list, make it the front (active)
window, mark it as a word/phrase list if not done already, select Optimize List... in the Word-
Phrase List menu as shown in figure 6.10.

Fig. 6.10

When the dialog box show in figure 6.11 appears, check only the Singular/plural phrases
box and click the OK button. The optimized word/phrase list will then appear in the Word
Phrase List window.

Fig. 6.11

Here is another example of how this optimization works:

Index of unoptimized list Index of optimized list

Party, 44, 56 Party(ies), 44, 46, 56

Parties, 46 Motor boat(s), 12-15
Motor boat, 12
Motor boats, 13-15

Note: Optimization of word/phrase lists should be done prior to reversing first and last
names or converting them to multiple-level.

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 Special Features Section VI

Removing Redundant Pages from Overlapping Phrases

Unless optimized for overlap, if one phrase (“Bear”) overlaps another phrase (“Black Bear”
or “Bear Habitats”), then the page numbers for “Bear” will include the page numbers for the
overlapped phrases as well. Here is a sample index with all overlaps underlined, except for
“Brown Bears” where the overlap is highlighted in bold for clarity:

Bears, 14, 26, 33, 45, 90

Black Bears, 33
Brown Bears, 14, 26
Canadian Geese, 101, 126
Flight Patterns of Canadian Geese, 126
Mating Habits of Brown Bears, 26

After optimization to remove redundant page numbers, the index would look like this:

Bears, 45, 90
Black Bears, 33
Brown Bears, 14
Canadian Geese, 101
Flight Patterns of Canadian Geese, 126
Mating Habits of Brown Bears, 26

“Bears” now only shows page numbers where it is not part of the phrase “Black Bears,”
“Brown Bears,” or “Mating Habits of Brown Bears.” Also “Brown Bears” only shows the
page number where it is not part of the phrase “Mating Habits of Brown Bears.”

The overlap optimization is done automatically using translation and Boolean operations.
Our example of “Bears” would look like this after being optimized:

Bears;Bears ~:1 (Black Bears|Brown Bears|Mating Habits of

Brown Bears)

The expression above puts the word “Bears” in the index, but gets the page numbers by
looking for occurrences of “Bears” that are not part of the phrases “Brown Bears” or “Black
Bears” or “Mating Habits of Brown Bears.”

To optimized overlapping cases in an open word/phrase list, select Optimize List... in the
Word-Phrase List menu as shown in figure 6.12.

52
Section VI Special Features

Fig. 6.12

When the dialog box show in figure 6.13 appears, check the Overlapping phrases box and
click the OK button. The optimized word/phrase list will then appear in the Word Phrase
List window.

Fig. 6.13

Note: Optimization of word/phrase lists should be done prior to reversing first and last
names or converting them to multiple-level.

Converting to a Multiple Level Word/Phrase List

Sonar Bookends InDex Pro can automatically convert a single-level word/phrase list into a
multiple-level word/phrase list. As each entry is converted, a semicolon and a search phrase
is generated and placed after every entry which does not already have a semicolon. If an
entry already has a semicolon, then the semicolon and the text to the right of the semicolon
is used instead. Figure 6.14 shows a single level word/phrase list and figure 6.15 shows the
converted list.

53
 Special Features Section VI

Anderson,
Michael;Anderson Michael
Thomas;Anderson Thomas
Andrews,
Smith, John G. Dale;Andrews Dale
Smith, John M. Dot;Andrews &:10 (Dot | Dorothy)
Smith, Bill F. Clark, Mary Lou;Clark Mary Lou
Anderson, Thomas Smith,
Anderson, Michael Bill F;Smith Bill F
Andrews, Dot;Andrews &:10 (Dot | Dorothy) John
Andrews, Dale G;Smith John G
Clark, Mary Lou M;Smith John M

Fig. 6.14 Fig. 6.15

Notice that the multiple level word/phrase list has been sorted. Figure 6.16 shows the index
generated by using the word/phrase list in figure 6.15.

Anderson,
Michael, 24, 92
Thomas, 52
Andrews,
Dale, 123-125
Dot, 44
Clark, Mary Lou, 101
Smith
Bill F, 49
John
G, 56
M, 57, 221

Fig. 6.16

Note: if you do not want a group of words to be broken up during the single-level to multi-
ple-level conversion, use an underline (_) instead of a space between the words:

Van_der_Graff, John

The underlines will be left in the resulting word list and can then be removed manually.

To create a multiple level word/phrase list, a single level word/phrase list must already be
open and be the front (active) document. Next, select Convert List to Multiple level... in the
Word-Phrase List menu. Refer to figure 6.17.

54
Section VI Special Features

Fig. 6.17

A dialog box will appear allowing you to choose how many levels that terms can be split into
(from 2 to 9). 2 is a good value if the list consists of proper names. Larger values are useful
for more general lists, including product names.

The new multiple level word/phrase list is opened in a new Word Phrase List window.

Redefining the Alphabetic Character Set

The advanced user can change Sonar Bookends InDex Pro’s default alphabetic character set.
Normally the letters from A-Z, the numbers from 0-9, non-English characters like î and é,
hyphen and En dash are the only characters which are recognized by Sonar Bookends InDex
Pro. Thus, “%test” is indexed as “test” and not “%test.” By redefining the alphabetic char-
acters set to include the character “%”, “%test” would be indexed as “%test.”

Refer to figures 6.18 and 6.19. Select Redefine Alphabetic Characters... in the Preferences
menu.

Fig. 6.18

55
 Special Features Section VI

Fig. 6.19

The currently defined alphabetic characters are listed in the dialog box shown in figure 6.19.

To add a new character or remove an existing one, enter its uppercase version and its lower-
case version. For example, for the character A, you would enter A in the Uppercase: box and
a in the Lowercase: box. If the character does not have an uppercase or lowercase representa-
tion (like %), then enter the character in the Caseless: box.

To make a character alphabetic, select Yes in the Make character alphabetic? area or select
No to make a character non-alphabetic.

Click the OK button to make the change, which will appear under Current alphabetic char-
acters. Repeat for the next character you want to change.

When you are finished, click the Done button.

To set the alphabetic characters back to the factory default, click the Default button.

Ignoring Non-Alphabetic Characters

If a word/phrase list has any items that inadvertently contain characters reserved by Sonar
Bookends InDex Pro, like the list is shown in figure 6.20, Sonar Bookends InDex Pro will
attempt to interpret those characters as part of a Boolean expression. The result is unpredict-
able, but it usually causes the item not to be found or an error message to appear.

56
Section VI Special Features

Phrase Offending characters

John Doe (Junior) ()
Part #3245 #
temp = first + last; =+
Smith, Jones & McClusky &
First/last steps: /:
Fig. 6.20

By selecting Ignore All Non-Alphabetic Characters in the Preferences menu, as shown in

figure 6.21, all offending characters in the item are treated like spaces and effectively ignored.

Fig. 6.21

If any Boolean operations are to be used in this mode, then they must be preceded by a semi-
colon (;) :

John Doe;John &:5 Doe

See “Using the Translation Operator” on page 47 for details.

Note: Characters which are both non-alphabetic and not reserved by Sonar Bookends InDex
Pro are treated like a space (ignored for all practical purposes).
&:~|/\^+;{}()!=#
Characters Reserved by Sonar Bookends InDex

Indexing Special Characters

If a character that is normally reserved by Sonar Bookends InDex Pro is to be part of a word,
then it must be treated in a special manner. First, the character should be made alphabetic
using Redefine Alphabetic Characters... in the Preferences menu (see page 55). Next, any-
where that the character appears as an alphabetic, it should be prefixed by a back-slash char-

57
 Special Features Section VI

acter (\). For example, if the phrase “Johnson & Johnson” is to be indexed and the ampersand
is to be treated as an alphabetic character and not a Boolean “and,” then the phrase should
look like this:

Johnson \& Johnson

When the index is complete, using InDesign simply search for the back-slashes and get rid of
them. Figure 6.22 shows the steps.
Johnson, Smithers & Alfonso Part of an original word/phrase list
50% Reduction Ratio (Part 6) containing several special charac-
Alpha/Beta Testing ters.

Johnson, Smithers \& Alfonso Word/phrase list with “\” char-

50\% Reduction Ratio \(Part 6\) acters inserted before all special
Alpha\/Beta Testing characters.

Johnson, Smithers \& Alfonso, 24, 52-56, 88

50\% Reduction Ratio \(Part 6\), 19, 24 Resulting index.
Alpha\/Beta Testing, 2-5, 16, 22-28

Johnson, Smithers & Alfonso, 24, 52-56, 88

Final index after removing all “\”
50% Reduction Ratio (Part 6), 19, 24
characters.
Alpha/Beta Testing, 2-5, 16, 22-28

Fig. 6.22

Smart Hyphens
By default a hyphen that is touching an alphabetic character on both sides is considered to
be a part of a word and is kept. For example, the hyphens in the word “cul-de-sac” would
be left untouched.

However, if a hyphen is followed by any combination of spaces or carriage returns on the

right, by default that hyphen is not considered to be part of a word and is removed. For
example,

alpha-
betic

is considered to be the word “alphabetic” and not “alpha-betic.”

58
Section VI Special Features

This default treatment of hyphens is called “smart hyphens.”

However, you can change this behavior so that hyphens are kept even if they are followed by
blanks and carriage returns by unchecking Smart Hyphens in the Preferences menu. Refer
to figure 6.23.

Fig. 6.23

With Smart Hyphens unchecked

123-ABC-
456

is considered “123-ABC-456” and not “123-ABC456.”

Filtering Proper Nouns

Sonar Bookends InDex Pro searches the system folder for a file named “SBIPN.TXT”. The
filter file is a text only file with one word per line - the same as a keyword elimination file.
Words in the filter file will not become part of a proper noun if the filtered word is the first
word in a sentence. However, if a filtered word is not the first word in a sentence, but is capi-
talized, Sonar Bookends InDex Pro may consider it part of a proper noun.

Anyone building a non-English proper noun list will want to change or replace the supplied
English file with one having equivalent words in the desired language.

Using Style Sheets to Ignore Text

If a character or a paragraph style sheet name begins with the letters, IGNORE, then any
text marked with that style sheet is not indexed nor is it used to generate a word/phrase list.
This is useful for skipping over footnotes and endnote numbers, etc. Without this capability,
footnote and endnote numbers become part of the word they are touching (Smith1 becomes
Smith1). If a style sheet named Footnotes marks footnotes, then simply change the name to
IGNOREFootnotes or IGNORE Footnotes, etc.

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 Special Features Section VI

Controlling Treatment of Phrases That Span Pages

Depending on where a page break is located, a proper noun, subject, or any other multiple-
word phrases can be split up over two pages. For example, the term “United States of Amer-
ica uses nuclear power” could be split up with “United States” on page 12 and “of America
uses nuclear power” continuing on page 13. Sonar Bookends InDex Pro has two options for
indexing such items, each with its own advantages and disadvantages.

Method one, which is the default, is to only index terms that are completely found on a single
page. This method would not find “United States of America” in the above example because
it wouldn’t see the entire phrase on either page. The phrase “nuclear power” would be found
on page 13, because that entire phrase is on that page.

Method two treats the first several words of the continued sentence on the second page (up to
50 characters) as if those words are on both the first and second page. For a phrase that is split
across the two pages, as in the example of “United States of America,” the index will show
the phrase to be on the first page (page 12 in the example). The trade-off is that the second
phrase, “nuclear power,” will appear in the index as being on both pages (12-13). That is
because it is seen as being completely on page 12 and also completely on page 13.

Figure 6.24 shows what Sonar Bookends InDex Pro “sees” on each page when indexing using
methods one and two.

End of page 12 Beginning of page 13

United States of America uses nuclear power. This is
Method 1

United States of America uses nuclear power of America uses nuclear power. This is
Method 2

Fig. 6.24

Method 2 can be enabled by selecting Terms May Span Pages... in the Preferences menu.
Refer to figure 6.25.

Fig. 6.25

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Section VII Tutorials

Section VII Tutorials

Making a Word Frequency Index
After starting InDesign, open all of the files or books that make up the document to be indexed.

Select Build Word Frequency List... in the Word-Phrase List menu:

Fill in the desired frequency - the larger the number, the more words in the index. Click OK.

The Word Phrase List window will appear with the words to be indexed. For the demo ver-
sion, only words starting with the letter ‘s’ will appear. The word list can now be edited
if necessary.

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 Tutorials Section VII

Select Create Index... in the Index menu:

In the Index dialog box make sure that Show frequency instead of page numbers is not
checked. Set any other desired options and click the OK button:

The index will now appear and can be printed and/or saved. For the demo version, only the
first two page numbers where each word is found will appear in the index.

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Section VII Tutorials

Making a Multiple Level Proper Noun Index

After starting InDesign, open all of the files or books that make up the document to be indexed.

The first step in making a proper noun index is to find the proper nouns. Select Build Proper
Noun list... in the Word-Phrase List menu:

Set the maximum number of times that a proper noun can appear before it is disqualified and
click OK:

The Word Phrase List window will appear with the proper noun list. For the demo version,
only the first 25 proper nouns will appear. The proper noun list can now be edited if nec-
essary.

Next, reverse first and last names using Order List As “Last Name, First Name” in the Word-
Phrase List menu:

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A new Word Phrase List window will appear with the reversed proper noun list.

To make the single-level list into a multiple-level list, select Convert List To Multiple Level
in the Word-Phrase List menu:

A new Word Phrase List window will appear with the multiple-level, reversed, sorted, proper-
noun list.

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Section VII Tutorials

Since the names have been reversed, it is important to make sure that the reversed names will
be indexed correctly. To do this, select Default Order And Proximity... in the Preferences
menu:

Make sure that Word order is significant is not checked and click the OK button:

Now that the word/phrase list is finished, make the index by selecting Create Index... in the
Index menu:

In the Index dialog box make sure that Show frequency instead of page numbers is not checked
and that Multiple level is selected. Set any other desired options and click the OK button:

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 Tutorials Section VII

The index will now appear and can be printed and/or saved. For the demo version, only the
first two page numbers where each word is found will appear in the index.

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Section VIII Appendices

Section VIII Appendices

Appendix A - Glossary
Boolean - A logical operation like and, or, or not. A Boolean expression would look like:
“John or Jim but not Mary.” Using Sonar Bookends InDex, the phrase would be coded:
“(John | Jim) ~ Mary”

Chapter/section prefix - Page numbers can be prefixed with the name of the chapter or sec-
tion where the page numbers are contained. For example, if page 24 were in a chapter named
“6-”, then the page number generated by Sonar Bookends InDex would be “6-24”. The sec-
tion prefix comes from InDesign’s “Section Marker” text in the Section dialog box.

Collating sequence - The sequence into which the letters of an alphabet are sorted.

Consecutive page numbers - A series of page numbers that progressively increase by one.

Decimal tab - A type of tab stop where numbers are lined up on their decimal point, whether
the decimal point is displayed or not.

Dictionary - A storage library of the words that exist in a document or folder. A dictionary is
created when processing a file or folder.

Keyword - Treating a document as a series of words, ignoring punctuation, and spacing. By

using keywords, Sonar Bookends InDex can index “John Doe” even though it may appear as
“John, (Doe)” in the document.

Keyword elimination file - A list of words that are not to be placed into a word-frequency
word/phrase list.

Linguistic studies - The study of languages. Such studies often include the frequency of
words and phrases in documents.

Multiple-level index - An index where related entries are grouped together, with sub-entries
indented with tab characters.

Noise words - High-frequency words that provide little or no content information. Noise
words usually include words like “the” or “a.”

Non-alphabetic characters - Characters that are not used to make up a word. Just about any
character can be made into an alphabetic character, including numbers.

Phrase - One or more words.

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 Appendices Section VIII

Proper noun - The name of a person, place or thing: United States of America, John Quincy
Adams, Sonar Bookends InDex Pro, etc.

Proximity - The distance (measured in words) between two words or phrases. For example,
“John within 10 words of Mary.” Using Sonar Bookends InDex Pro this would be written as
either: “John Mary:10!” or “John &:10 Mary.”

Single-level index - An index where information is organized alphabetically and not by any
kind of relationship.

Special characters - Characters that are reserved by Sonar Bookends InDex Pro. Special
characters include those used to create Boolean expressions.

Subject list - A list of people, places, things, and concepts found by analyzing the English
text in a document. Unlike a proper noun, capitalization does not play a major roll in detect-
ing subjects for indexing.

Text only file - Free-text files that do not contain graphics or formatting information. Also
known as ASCII files.

Translation - The “translation” operator keeps Boolean expressions, wild cards, and default
overrides from appearing in the final index. It is also used for adding comments and blank
lines to an index. The symbol used for translation is the semicolon: (;). Text appearing to
the left of the semicolon appears in the final index, while text to the right of the semicolon is
only used to find the page numbers. For example, cat;feline | kitten places the word cat in the
index, followed by the page numbers where feline or kitten are found.

Wild card - Use of the asterisk as a special character to determine certain matching criteria
during a search. Sonar Bookends InDex uses a suffix wild card. Suffix wild cards match the
ending characters of a word. For example, Mark* finds mark, marking, marker, or markers.

Word/phrase list - A text only file containing the words and phrases that are to be in an
index.

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Section VIII Appendices

Appendix B - Error Messages

Dictionary damaged - Contact technical support should this error message appear.

Disk full - This disk is full, use another.

Insufficient memory - There is not enough RAM to process the request. If Boolean expres-
sions are not being used in the word/phrase list, check the Ignore All Non-Alphabetic Char-
acters item in the Preferences menu and try making the index again.

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 Appendices Section VIII

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Section VIII Appendices

Appendix C - Menu Summary

Indexing menu items

Table of contents menu items

Register serial number to enable full indexing/TOC features

Set indexing preferences
Manipulate word/phrase lists
Mark selected text for making a word/phrase list
Make an index of only where text is marked manually
Make an index only where text is marked with style sheets
Make an index of all locations where words/phrases appear

Register serial number

TOC without section marker prefix
TOC with section marker prefix

Eliminate certain words from index

Change characters that make up words
Set word order/proximity preferences
Non-alphabetic characters not used
Highlight marked text on/off
Allow marking of items in a list as a single selection
Only keep hyphens if they are at end of a line on/off
Find phrases if they are split across two pages
Remove redundant digits from a page range

Create a list of all subjects of sentences

Create a list of proper nouns (names)
Create list of words based on frequency
Create a list of terms marked manually
Create a list of terms marked with style sheets
Make/Unmake front file a word/phrase list
Remove plurals and overlapping page numbers
Reverse first and last names
Sort the list alphabetically
Convert a single level list to multiple-level

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 Appendices Section VIII

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Section VIII Appendices

Appendix D - Trouble Shooting

Problem: The Create Index... menu item is dimmed and cannot be accessed.

Solution: The front (active) file is not a word/phrase list. Make sure the font document is a
word/phrase list. If the front document is not titled “Word Phrase List”, use the Make Cur-
rent File a List item in the Word-Phrase List menu to mark the front file as a word/phrase list.

Problem: When indexing a document consisting of multiple files, page numbers are correct,
but out of sequence: Car, 1, 120, 40, 92

Solution: The file names being indexed are not in alphabetical order. Alphabetize the file
names so that they are in the same order as they appear in the book.

Problem: When indexing a document, there are incorrect page numbers.

Solution: Only the files making up the document to be indexed and the Word Phrase List
window should be open. Check to make sure that there are no other files open. If there are
some extraneous files open, then they are being indexed.

Problem: Five asterisks (*****), indicating that Sonar Bookends InDex Pro cannot find a
word/phrase list entry, follow entries that are definitely in the document being indexed.

Solution: This can be caused by four things:

1. If the offending entries contain any of the following special symbols, refer to “Ignoring
Non-Alphabetic Characters” on page 56:

&:~|/\^+;{}()!=#

2. If keyword elimination is being used, then make sure that the offending entries do not
contain any of the eliminated keywords.

3. Make sure that the spelling of the entry is correct. It is easy to accidentally substitute
a zero (0) for the letter O, for example.

4. Finally, if phrases have had their first and last names reversed, make sure that Word
order is significant is unchecked in the Default Word Order And Proximity dialog box
as described under “Setting/Overriding Default Word Order and Proximity” on page
13.

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 Appendices Section VIII

Problem: The word “Cat” is to appear in the index, but “feline” is what actually appears in
the document being indexed.

Solution: Use “translation” (;) to resolve this situation. For more on translation see “Using
the Translation Operator” on page 47. You can also put “cat” on the page using hidden
keywords and index “cat” in the normal fashion. There is more information about hidden
keywords on page 26.

Problem: The index is to include chapter references as well as page numbers, but the chapter
references do not appear.

Solution: Check Include chapter names in this format: in the Index dialog box. Also, make
sure that you have entered the section/chapter name in the Section Marker field in InDesign’s
Section Options... dialog box. Refer to “Indexing with Chapter/Section Names“ on page 16.

Problem: Sonar Bookends InDex Pro has reversed first and last names in the word/phrase
list. However, when the index is made, Sonar Bookends InDex Pro is unable to find the
reversed names.

Solution: Even though Sonar Bookends InDex Pro was used to reverse first and last names,
Sonar Bookends InDex Pro still needs to be told that word order does not matter when index-
ing. This is done using Default Word Order And Proximity... in the Preferences menu and
must be done before making the index. See “Setting/Overriding Default Word Order and
Proximity“ on page 13.

Problem: The page numbers for each section in a multiple section document always begin
with page one, even though different starting page numbers had been manually specified.

Solution: In InDesign’s general preferences, select View: Section Numbering. Do not use
View: Absolute Numbering.

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Index

Index
A
Abbreviation of consecutive page numbers, 35
Adding comments, 68
Alphabetic character set (defn, changing), 55
ASCII, 68
Asterisk, 8, 34, 45, 68, 73
Attach keywords..., 26

B
Blank lines, 2, 31, 37, 48, 68
Books, 31, 61, 63
Boolean expressions, 2, 41, 45, 47, 68-69
Build proper noun list..., 21, 63
Build style sheet list..., 27
Build word frequency list..., 17, 61

C
Chapter/section names, 1, 15-16, 74
Characters reserved by Sonar Bookends, 56-57
Collating sequence, 28, 67
Colons terminate subjects, 20
Comma, 8, 10, 35-36, 49
Comma Separators, 35
Commas separate subjects, 20
Comments, 68
Consecutive page numbers, 8, 15, 33, 35, 67
Converting single level word/phrase lists to multiple level, 53
Create Index..., 31, 62, 65, 73
Create Marked-Text Only Index..., 31
Create Style-Sheet Only Index..., 31
Creating a word/phrase list, 17-28, 30
Cross-reference, 1, 48

D
Database import format, 36
Default alphabetic character set, 55
Default word order and proximity..., 13-14, 23, 34, 47, 65, 71, 73-74
Demo version, 3, 18-19, 21, 61-63, 66
Discretionary hyphens, 13

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 Index

E
Editing ‘Hits’, 34, 41
Eliminate keywords..., 50
Error messages, 69
Exclamation sign (!), 47
Exporting, 5, 24

F
Filtering proper nouns, 59
Five asterisks (*****), 34, 73
Footnotes, 2, 59
Free-text, 68

G
Glossary, 2, 67
Group-letter titles, 35, 38

H
Hidden keywords, 1, 26, 74
Hiding text, 47
High-frequency noise words, 67
Hyphenated chapter names, 10, 35
Hyphenated words, 13

I
Ignore all non-alphabetic characters, 34, 57, 69
Ignoring specified text, 59
Index dialog box, 31, 62, 65, 74
Index formatting, 38
Index with chapter names, 16
Index without chapter names, 15
Indexing special characters, 57
Installing Sonar Bookends InDex Pro, 2

K
Keyword elimination, 50, 59, 67, 73

L
Linguistic studies, 34, 67

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Index

M
Make index, 31, 44
Make table of contents, 39
Mark lists, 25, 71
Mark text, 25, 27, 31
Maximum consecutive page number abbreviation, 36
Menu summary, 71
Modifiers, 45
Multiple-level word/phrase lists, 10, 23, 32, 41, 53
Multiple level index, 6
Multiple level proper noun index, 63

N
Name reversal, 2, 48
Non-alphabetic characters, 45, 48, 56, 67, 71, 73
Non-consecutive page numbers, 35
Non-English characters, 5, 55

O
Operators, 22, 45-46
Optimize word/phrase list, 22, 51-52
Order list as last name, first name, 48, 63
Orphaned multiple-level entry, 33
Overlapping phrases, 22, 52-53
Overriding default word order, 13, 47-48, 73-74

P
Pagination, 13
Parentheses, 45
Preview mode, 2, 41, 44
Proper noun index, 63
Proper noun list, 1, 5, 7, 21-22, 59, 63-64
Proximity, 13-14, 23, 34, 46-47, 65, 68, 71, 73-74
Punctuation, 1, 7, 13, 18, 21, 23, 35, 38, 45, 67

R
Redefine alphabetic characters..., 55, 57
Redundant page number optimization, 22, 52-53
Register, 3, 71
Registration card, 3
Reversing names, 2, 48

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 Index

S
Sample Boolean expressions, 47
SBIKWELIM.TXT, 50
SBIPN.TXT, 59
SBIPREFIX.TXT, 49
SBISORTIGNORE.TXT, 28
SBISORTSEQUENCE.TXT, 28
SBITITLES.TXT, 49
Semicolon (use of), 26, 47-48, 53, 68
Separation of non-consecutive page numbers, 35
Setting/Overriding Default Word Order, 13, 48, 73-74
Setting Blank Lines Between Entries, 37
Single-Level Index, 5, 32, 68
Single-level word/phrase lists, 5, 10, 22-23, 41, 53
Single/plural phrases, 2, 41, 50-51
Single level index, 5
Singular/plural optimization, 2, 41, 50-51
Smart hyphens, 13, 20, 58-59
Smart option, 7, 32
Sonar Bookends InDex Pro’s Alphabetic Character Set, 55
Sort list..., 27
Sorting, 2, 27-28
Sorting order, 2, 28
Special characters, 34, 37, 45, 57-58, 68, 73
Subject word/phrase list, 1
Suffix wild card, 68

T
Tab character, 9-11, 13, 23, 35, 37-39, 47, 67
Table of Contents, 1, 3, 11, 14, 17, 31-40, 71
Tables, 2
Technical support, 3-4, 69
Terms May Span Pages..., 60
Text only, 1, 24, 28, 49-50, 59, 68
Text separating index entries and page numbers, 36
Tilde, 10, 35
Translation operator, 7, 24, 45, 47-48, 57, 68, 74
Trouble shooting, 73
Two-word last names, 2, 41, 48-49

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Index

W
Wild cards, 1, 22, 41, 45, 47, 68
Word/phrase list index, 5-6, 48
Word frequency index, 5, 50, 61
Word Frequency Instead of Page Numbers, 34
Word order, 13-14, 23, 34, 47-48, 65, 71, 73-74

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 Index

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