Writer Guide

12

ChapterTables of Contents,
Indexes, andBibliographies
This PDF is designed to be read onscreen, two pages at atime. If you want to print a copy, your PDF viewer shouldhave an option for printing two pages on one sheet ofpaper, but you may need to start with page 2 to get it toprint facing pages correctly. (Print this cover page
separately.)CopyrightThis document is Copyright © 2005–2010 by its contributors as listed
in the section titled Authors. You may distribute it and/or modify it
under the terms of either the GNU General Public License, version 3 orlater, or the Creative Commons Attribution License, version 3.0 or
later.
All trademarks within this guide belong to their legitimate owners.

Authors
Martin Fox
Sigrid Kronenberger
Paul Miller
Gary Schnabl
Janet Swisher
Jean Hollis WeberJohn KanePeter Kupfer
Iain Roberts
Rob ScottCatherine Waterman
Michele Zarri

Feedback
Please direct any comments or suggestions about this document to:authors@documentation.openoffice.org

Acknowledgments
Thanks to Sophie Gautier, author of the French native-language
document, Comment insérer une Table des Matières, which was used
as a reference.

Publication date and software version
Published 25 March 2010. Based on OpenOffice.org 3.2.

You can download
an editable version of this document fromhttp://oooauthors.org/english/userguide3/published/

Contents
Copyright............................................................................................... 2
Introduction........................................................................................... 6
Tables of contents..................................................................................6
Creating a table of contents quickly...................................................6
Customizing a table of contents..........................................................7
Index/Table page.............................................................................. 9
Changing the title........................................................................9
Setting the type of index.............................................................9
Protecting against manual changes.............................................9
Changing the number of levels included.....................................9
Choosing the scope of the table of contents................................9
Creating a table of contents from an outline.............................10
Creating from additional styles.................................................10
Creating from index marks........................................................11
Entries page................................................................................... 12
Adding elements........................................................................ 13
Changing elements....................................................................13
Deleting elements......................................................................13
Hyperlinking an entry...............................................................13
Applying character styles..........................................................14
Applying changes to all outline levels.......................................14
Tab position relative to Paragraph Style indent........................14
Styles page....................................................................................15
Columns page................................................................................16
Background page...........................................................................16
Maintaining a table of contents........................................................16
Editing a table of contents.............................................................16
Updating a table of contents..........................................................17
Deleting a table of contents...........................................................17
Alphabetic indexes............................................................................... 18
Adding index entries.........................................................................18
Creating Tables of Contents, Indexes and Bibliographies3Creating an alphabetic index quickly................................................19
Customizing index entries................................................................. 20
Example of using an index key......................................................21
Customizing the appearance of an index..........................................21
Index/Table page............................................................................ 21
Entries page................................................................................... 23
Adding elements........................................................................ 24
Changing elements....................................................................24
Deleting elements...................................................................... 24
Applying character styles..........................................................24
Formatting entries..................................................................... 25
Styles and Background pages........................................................25
Columns page................................................................................25
Adding multiple columns...........................................................26
Maintaining an index........................................................................27
Viewing and editing existing index entries.......................................27
Other types of indexes.........................................................................28
Example: Creating an index of figures..............................................28
Bibliographies...................................................................................... 30
Creating a bibliographic database....................................................30
Filtering records............................................................................ 31
Changing column details...............................................................32
Changing the data source..............................................................32
Changing field details....................................................................33
Adding entries to the database.........................................................34
Maintaining entries in the database.................................................35
Adding a reference (citation) into a document..................................35
Formating the bibliography..............................................................36
Index/Table page............................................................................ 37
Entries page................................................................................... 38
Styles, Columns and Background pages........................................38
Generating the bibliography..........................................................39
4

Creating Tables of Contents, Indexes and Bibliographies

Defining the paragraph style for the bibliography............................39
Updating and editing an existing bibliography.................................41
Tools for working with bibliographies..................................................41

Creating Tables of Contents, Indexes and Bibliographies

5Introduction
This chapter describes how to create and maintain a table of contents(TOC), an index, and a bibliography for a text document using
OpenOffice.org Writer. To understand the instructions, you need tohave a basic familiarity with Writer and styles (see Chapters 6 and 7).
This chapter does not cover all the possible ways to use the features
available through the TOC/Index dialog boxes in Writer. Some common
usage examples are given; others will be made available from the
HowTo section of the Documentation wiki.

Tables of contents
Writer’s table of contents feature lets you build an automated table ofcontents from the headings in your document. Whenever changes are
made to the text of a heading in the body of the document or the pageon which the heading appears, those changes automatically appear in
the table of contents which it is next updated.
Before you start, make sure that the headings are styled consistently.
For example, you can use the Heading 1 style for chapter titles and the
Heading 2 and Heading 3 styles for chapter subheadings.
This section shows you how to:• Create a table of contents quickly, using the defaults.
• Customize a table of contents.
Note

You can use any style you want for the different levels to
appear in the table of contents; however, for simplicity, most of
this chapter uses the default Heading [x] styles.

Creating a table of contents quickly
Most of the time you will probably find the default table of contents tobe what you need. Inserting a default TOC is simple:
1) When you create your document, use the following paragraphstyles for different heading levels (such as chapter and section
headings): Heading 1, Heading 2, and Heading 3. These are what
will appear in your TOC. Writer can evaluate up to ten levels ofheadings.
2) Click in the document where you want the TOC to appear.
3) Choose Insert > Indexes and Tables > Indexes and Tables.
6

Creating Tables of Contents, Indexes and Bibliographies

4) Click OK. The result will be a typical table of contents.
Some tips you may find useful:• If some of your headings do not show up in the table of contents,
check that the headings have been tagged with the correct
paragraph style. If a whole level of headings does not show up,
check the settings in Tools > Outline Numbering. See“Defining a hierarchy of headings” in Chapter 6 (Introduction to
Styles) for more information.
• The TOC appears with a gray background. This background isthere to remind you that the text is generated automatically. It is
not printed and does not appear if the document is converted to a
PDF. To turn off this gray background, go to Tools > Options >OpenOffice.org > Appearance, then scroll down to the Text
Document section and deselect the option for Index and tableshadings.
This change may leave a gray background showing behind thedots between the headings and the page numbers, because thedots are part of a tab. To turn that shading off, go to Tools >Options > OpenOffice.org Writer > Formatting Aids anddeselect the option for Tabs.
• If you cannot place the cursor in the TOC, choose Tools >Options > OpenOffice.org Writer > Formatting Aids, andthen select Enable in the Cursor in protected areas section.
If you add or delete text (so that headings move to different pages) or
you add, delete, or change headings, you need to update the table ofcontents. To do this:1) Click anywhere in the TOC.
2) Right-click and select Update Index/Table from the pop-up
menu.

Customizing a table of contents
Almost every aspect of the table of contents can be customized to suit
the style and requirements of your document. However, with theflexibility also comes some complexity and it is good to have in mind
the desired end result.
Start by clicking in the document where you want the table of contents
to apear and choose Insert > Indexes and Tables > Indexes andTables to open the Insert Index/Table dialog box shown in Figure 1.

Tables of contents

7You can also access this dialog box at any time by right-clicking
anywhere in an existing table of contents and choosing Modify fromthe pop-up menu.

Figure 1. Index/Table page of Insert Index/Table dialog box
The Insert Index/Table dialog box has five pages. Each of them covers
a different aspect of the TOC structure and appearance:• Use the Index/Table page to set the attributes of the TOC, mostimportantly the type of index.
• Use the Entries and Styles pages to format the entries in the TOC.
• Use the Columns page to put the TOC into more than one column.
• Use the Background page to add color or a graphic to thebackground of the TOC.
You can display a preview box, located on the left-hand side of eachpage, to show as you work how the TOC will look. (If you do not see thepreview box, select the Preview option in the lower right-hand cornerof the dialog box.) The illustrations in this chapter show the dialog box
as it appears with the preview box hidden.
After making all your changes, click OK to apply them. If you need torevert to the default settings, click the Reset button.
8

Creating Tables of Contents, Indexes and BibliographiesIndex/Table pageUse the Index/Table page, pictured in Figure 1, to set the attributes of
the TOC.
Changing the title
To give the table of contents a different title, type it in the Title field.
To delete the title, clear the Title field.
Setting the type of index
In computer terminology, a table of contents is one of several types ofindexes. Be sure the Type of Index is set to Table of Contents. See
Alphabetic indexes” on page 18 and “Other types of indexes” on page
28 for more about creating other types of indexes.
Note

You can only change the type of index when you first create it.
Once you define an index type (for example, make a table ofcontents) you cannot change the type.

Protecting against manual changes
To prevent the TOC from being changed accidentally, select Protectedagainst manual changes. If this option is selected, the TOC can only
be changed by using the right-click menu or the Insert Table/Index
dialog box. If the option is not selected, the TOC can be changed
directly on the document page, just like other text. However, any
manual changes will be lost when you update it.
Changing the number of levels included
Writer uses 10 levels of headings when it builds the table of contents(or the number of levels used in the document, whichever is smaller).
To change the number of levels included, enter the required number inthe Evaluate up to level box. For example, the TOC in this bookincludes only the first four level heading levels.
Choosing the scope of the table of contents
The for drop-down list in the Create index/table area, allows you toselect whether the TOC will cover all the document's headings (Entire
document) or just the headings of the chapter where it is inserted.
Writer identifies a “chapter” as all the headings between two first level
outline headings (normally Heading 1).

Tables of contents

9Creating a table of contents from an outline
The third section of the Index/Table page is used to determine what
Writer should use to create the TOC. The available choices (notmutually exclusive) are:
• Outline• Additional styles• Index marks
By default Writer uses the outline levels; that is, paragraphs formatted
with the paragraph styles associated with outline levels in Tools >Outline Numbering. In the default document, Heading 1 has outline
level 1, Heading 2 outline level 2 and so on up to Heading 10.
You can change the paragraph styles included in the outline as
described in “Defining a hierarchy of headings” in Chapter 6 of thisguide. You can include other paragraph styles in the TOC by assigningan outline level to those styles. To do this, modify the paragraph styledefinition: go to the Outline & Numbering page for the style, and selectthe required outline level. Click OK to save the change.

Figure 2: Specifying an outline level on the Outline &Numbering page for a paragraph styleCreating from additional styles
By selecting the Additional Styles option on the Index/Table page, you
can add more paragraph styles to the TOC. This can be useful when
you want to include in the TOC an annex (appendix). If the Outline
option is also selected, the additional styles will be included in thetable of contents together with the ones defined in the outline
numbering. However, headings included in the TOC using this feature
are not hyperlinked to the headings in the document body as areheadings assigned to outline levels.
New in3.1

As described above, you can now assign outline levels toparagraph styles. Styles with outline levels assigned are
hyperlinked in the TOC.

In versions of Writer before 3.1, here is how to include paragraphs
formatted with other styles:
10

Creating Tables of Contents, Indexes and Bibliographies

1) In the Create from area, deselect Outline and select instead
Additional Styles and click the (...) button to the right ofAdditional Styles. The Assign Styles dialog box opens.
2) In the Not applied column, click the style that you want to assign
to the index.
3) Use the >> button to move the selected style to the desired
outline level. For example, to have paragraphs formatted with theselected style to appear as top-level entries in the table ofcontents, click the >> button once to move the style into the 1
column. To move the style in the opposite direction, use the <<button.
4) Click OK to save your changes and return to the Index/Table tab
or click Cancel to return without saving your changes.

Figure 3. Assign Styles dialog box

Note

You can not change the outline level of a paragraph as definedin Tools > Outline Numbering using the Additional Styles
page. In fact any change made to the level of these paragraphs
will be ignored.

Creating from index marks
This selection adds any index entries that you have inserted into the
document by using Insert > Indexes and Tables > Entry. Normally
you would not use this selection for a table of contents. However, if you
do wish to use it, be sure to select Table of Contents from the dropdown list in the Insert Index Entry dialog box (see Figure 8) when you
are entering the index entries for use in a TOC, so that Writer candistinguish between them and any index entries intended for inclusion
in an alphabetic index.
Tables of contents

11Entries pageUse the Entries page to define and format the entries in the TOC. Eachoutline level can be styled independently from the other levels byadding and deleting elements.

Figure 4. Entries page of Insert Index/Table dialog box
Click on a number in the Level column to select the outline level
whose elements you want to format. This will display the Structureline which contains the elements included in the entries for that level.
The available elements are displayed just below the structure line andare grayed out if already included:• The E# button represents the “chapter number”, which means
the heading number, not just for chapters but also for other levelsof headings.
• The E button represents the chapter (or sub-chapter) text.
• The T button represents a tab stop.
• The # button represents the page number.
• The LS button represents the start of a hyperlink. (This button
does not appear on the default Structure line.)• The LE button represents the end of a hyperlink. (This button
does not appear on the default Structure line.)
Each white field on the Structure line represents a blank space. You
can add custom text if you desire.

12

Creating Tables of Contents, Indexes and BibliographiesNote

If the chapter number defined for your document includes theword “Chapter” before the number itself, then the E# field in
the TOC will also include the word “Chapter”. If you want toinclude the chapter number with the page number (forexample, in the style “1-1, 1-2, ...”) , you will find that thepage number appears in the TOC as “Chapter 1-1”, which isprobably not what you want.

Adding elements
To add an element to the Structure line:
1) Click in the white field where you want to insert the element.
2) Click one of the five buttons just below the Structure line. (Forexample, to add a tab, click the Tab stop button.) A button
representing the new element appears on the Structure line.
3) To add custom text, such as the word Chapter, type the text in thewhite field.
Changing elements
To change an element in the Structure line, click the button
representing that element and then click the element that you want tosubstitute in the row of buttons just below the Structure line. For
example, to change a chapter number to a tab stop, click the E#
button on the Structure line (it shows then as being pressed) and thenclick the Tab stop button in the row of available elements.
Deleting elements
To delete an element from the Structure line, click the button
representing that element and then press the Delete key on yourkeyboard. For example, to delete a tab stop, click the T button andthen press the Delete key.
Hyperlinking an entry
To change the default Structure line so that the chapter number andthe entry text form a hyperlink, follow these steps:
1) On the Structure line, place the cursor in the white field to theleft of the E# button.
2) Click the Hyperlink button. An LS button, representing the startof the hyperlink, appears on the Structure line.
3) On the Structure line, place the cursor in the white field to theright of the E button.
4) Click the Hyperlink button again. An LE button, representing theend of the hyperlink, appears on the Structure line.
Tables of contents

13

Figure 5 represents the completion of the above steps. The number
and the text of the entries on that level will now be hyperlinks.

Figure 5: Hyperlink in table of contents
Applying character styles
You might want an element to be a bit different from the rest of theline. For example, you might want the page number to be bold. To
apply a character style to an element:
1) Be sure you have defined a suitable character style.
2) On the Structure line, click the button representing the element
to which you want to apply a style.
3) From the Character Style drop-down list, select the desired style.
To view or edit the attributes of a character style, select the style fromthe Character Style drop-down list and then click the Edit button.

Tip

The default character style for hyperlinks is Internet Link,
which by default is underlined and shown in blue. If you want
the TOC entries to work as hyperlinks, but not appear
underlined and blue, you can change the attributes of theInternet Link character style. However, this changes theattributes of all hyperlinks in the document.
If you want other hyperlinks (for example, website addresses)
to remain in the default style, select the LS button on the
Structure line and change the character style selection for
TOC entries to Index Link. If necessary, change the attributes
for Index Link to what you want.

Applying changes to all outline levels
To apply the displayed structure and formatting to all outline levels,
click the All button.
Tab position relative to Paragraph Style indent
When this option is selected, entries are indented according to thesettings of their individual formats. Where a paragraph style specifies
14

Creating Tables of Contents, Indexes and Bibliographies

an indent on the left, tab stops are relative to this indent. If this option
is not selected, tab stops are relative to the left margin position.

Styles pageUse the Styles page, pictured in Figure 6, to change which paragraphstyle is assigned to each level in the table of contents. In most cases,
the best strategy is to keep the assigned styles but change their
settings as needed to make the TOC appear the way you want.
To apply a custom paragraph style to an outline level:1) In the Levels list box, select the outline level.
2) In the Paragraph Styles list box, click the desired paragraph style.
3) Click the < button to apply the selected paragraph style to theselected outline level.
The style assigned to each level appears in square brackets in theLevels list.

Figure 6. Styles page of Insert Index/Table dialog box
To remove paragraph styling from an outline level, select the outline
level in the Levels list box, and then click the Default button.
To view or edit the attributes of a paragraph style, click the style in the
Paragraph Styles list box, and then click the Edit button.
Note

Changes to a paragraph style will affect any text in the
document that is formatted using this style, not just the formatof the table of contents.

Tables of contents

15Columns pageUse the Columns page to change the number of columns for the TOC.
Multiple columns are more likely to be used in indexes than in TOCs,
so this page is described in the section on indexes. See Figure 12.

Background pageUse the Background page to add color or a graphic to the backgroundof the TOC. Refer to Chapter 4 (Formatting Pages) for details on
adding backgrounds to document elements.

Note

Even though the TOC may have a shade behind it while
editing, it is actually not shaded by default. It appears shaded
because it is a field and will appear to have the same shading
all fields have.

Maintaining a table of contents
This section shows you how to:• Edit an existing TOC.
• Update a TOC when changes are made to the document.
• Delete a TOC.

Editing a table of contents
To edit an existing TOC:
1) Right-click anywhere in the TOC.
2) From the pop-up menu, choose Edit Index/Table. The Insert
Index/Table dialog box (Figure 1 on page 8) opens and you can
edit and save the table as described in the previous section.

Tip

If you cannot click in the TOC, it is probably because it isprotected. To disable this protection, choose Tools > Options> OpenOffice.org Writer > Formatting Aids, and thenselect Enable in the Cursor in protected areas section. If you
wish to edit the TOC without enabling the cursor, you canaccess it from the Navigator.

You can also access the Index/Table dialog box from the Navigator(Figure 7).
1) Open the Navigator (press F5).
2) Click the + sign next to Indexes.
3) Right-click on the desired index and choose Index > Edit.
16

Creating Tables of Contents, Indexes and Bibliographies

Updating a table of contents
Writer does not update the TOC automatically, so after any changes tothe headings, you must update it manually. To update a TOC whenchanges are made to the document:
1) Richt-click anywhere in the TOC.
2) From the pop-up menu, choose Update Index/Table. Writer
updates the TOC to reflect the changes in the document.
You can also update the index from the Navigator by right-click on
Indexes > Table of Contents1 and choosing Index > Update fromthe pop-up menu.

Figure 7: Access an index from the Navigator

Deleting a table of contents
To delete the TOC from a document:
1) Right-click anywhere in the TOC.
2) From the pop-up menu, choose Delete Index/Table. Writerdeletes the TOC.

Note

Writer will not prompt you to confirm the delete! Use caution
when deleting a TOC.
You can also delete the index from the Navigator by selecting
Index > Delete from the menu shown in Figure 7.

Tables of contents17

Alphabetic indexes
An alphabetical index (referred to as an index) is a list of keywords orphrases used throughout a document that, if listed in order with page
numbers, may help the reader find information quickly. Generally anindex is found in the back of a book or document.
This section describes how to:• Add index entries.
• Create an alphabetic index quickly.
• Customize the display of index entries.
• Customize the appearance of the index.
• View and edit existing index entries.

Adding index entries
Before you can create an index, you must create some index entries.
1) Either highlight the word or phrase to add to the index or place
the cursor at the beginning of the word or phrase. (If you want to
add multiple words as one entry it will generally be better tohighlight the entire phrase.)
2) Choose Insert > Indexes and Tables > Entry to display a dialog
box similar to that shown in Figure 8. You can accept the word orphrase shown in the Entry box or change it to whatever you want.
If you placed the cursor at the beginning of a word, clicking on
the Entry text box inserts the word into the text box.
3) Click Insert to create the entry.

Figure 8. Inserting an index entry
See “Customizing index entries” on page 20 for an explanation of
the fields on this dialog box.
18

Creating Tables of Contents, Indexes and Bibliographies

You can create multiple entries without closing the dialog box. For
each one:1) Click at the location in the document that you want to index.
2) Click again on the dialog box.
3) Change the entry if needed, and click Insert.
4) Repeat steps 1–3 until you have finished with the entries, thenclick Close.

Note

If field shading is active (see Tools > Options >OpenOffice.org > Appearance > Text Document > Field
shadings), when a selected word or phrase has been added tothe index, it is shown in the text with a gray background. Index
entries whose text is different from the text in the document
are marked by a small gray rectangle.

Tip

You can also open the Insert Index Entry dialog box by clicking
the Entry icon on the Insert toolbar, as shown in Figure 9.

Figure 9. Entry icon on Insert toolbar

Creating an alphabetic index quickly
Now that you have some index entries, you can create the index.
Although indexes can be customized extensively in Writer, most of thetime you need to make only a few choices. To create an index quickly:
1) Click in the document where you want to add the index and click
Insert > Indexes and Tables > Indexes and Tables.
2) In the Type box on the Index/Table page (Figure 10), selectAlphabetical Index.
3) In the Options section, you may want to uncheck Case sensitive(so that capitalized and lower-case words are treated as the sameword) and uncheck Combine identical entries with p or pp.
4) Click OK. The result will be a typical index.
Writer does not update an index automatically. If you add, delete, orchange the text of index entries, you need to update the index. To do
Alphabetic indexes

19this, follow the steps outlined in “Updating a table of contents” on page
17.

Customizing index entries
Below is a brief explanation of the fields in the Insert Index Entry
dialog box and how to use them.
Index
The type of index this entry is for. The default is AlphabeticalIndex, but you can use this field to create extra entries for a table ofcontents or user-defined indexes or lists of almost anything. For
example, you might want an index containing only the scientificnames of species mentioned in the text, and a separate index
containing only the common names of species. See “Other types ofindexes” on page 28.
Entry
The word or phrase to be added to the selected index. This word orphrase does not need to be in the document itself; you can add
synonyms and other terms that you want to appear in the index.
1st key
An index key is an entry that has no associated page number andhas several subentries that do have page numbers. Using keys is a
useful way of grouping related topics. (See “Example of using an
index key” on page 21.)
2nd key
You can have a three-level index, where some of the first-level keys
have level-2 entries that are also keys (without page numbers). Thisdegree of index complexity is not often necessary.
Main entry
When the same term is indexed on several pages, often one of thosepages has more important or detailed information on that topic, so
you want it to be the main entry. To make the page number for themain, or most important, entry stand out, select this option and thendefine the character style for the page number of a main index entry
to be bold, for example.
Apply to all similar texts
Select this option to have Writer automatically identify and mark anyother word or phrase that matches the current selection. The Matchcase and Whole words only options become available if this option
20

Creating Tables of Contents, Indexes and Bibliographies

is selected. Use this option with care, as it may result in many
unwanted page numbers (for minor uses of a word) being listed in
the index.

Example of using an index key
An index key is a primary entry under which subentries are grouped.
For example, you might want to create a grouping similar to this:OpenOffice.org
Calc....10
Impress15
Writer 5
In this example, OpenOffice.org is the 1st key. The subentries (withthe page numbers showing) are the indexed entries. To insert an index
entry for the topic Writer, on the Insert Index Entry dialog box (Figure
8 on page 18), type Writer in the Entry box and OpenOffice.org in
the 1st key box.

Customizing the appearance of an index
To customize an existing index, right-click anywhere in the index andchoose Modify from the pop-up menu.
The Insert Index/Table dialog box (Figure 10) has five pages. Any or allof them can be used to customize the appearance of an index.
• Use the Index/Table page to set the attributes of the index.
• Use the Entries and Styles pages to format the entries in the index.
• Use the Columns tab to put the index into more than one column.
• Use the Background tab to add color or a graphic to thebackground of the index.
The preview box, located on the left-hand side of the dialog box, shows
as you work how the index will look. (If you do not see the preview box,
select Preview in the lower right-hand corner of the dialog box.)
After making your changes, click OK to save the index so it appears inyour document.

Index/Table pageUse the Index/Table page (Figure 10) to set the basic attributes of theindex.
1) To give the Index a different title, type it in the Title field. To
delete the title, clear the Title field.
Alphabetic indexes

21Figure 10. Index/Table page of Insert Index/Table dialog box2) Be sure the Type of Index is set to Alphabetic Index.
3) To prevent the index from being changed accidentally, selectProtected against manual changes. If this option is selected,
the index can only be changed using the right-click menu or theInsert Table/Index dialog box. If the option is not selected, theindex can be changed directly on the document page, just likeother text, but any manual changes to an index are lost when you
update it.
4) From the drop-down list in the Create index/table area, selectEntire document. You can also choose to create an index for justthe current chapter.
5) Various other options determine how the index handles entries:•
Combine identical entries. Defines how identical entries aredealt with. Normally each page number of an indexed word orphrase will be shown in the index; however these can be
combined using the Combine identical entries with p or
pp. If you want a page range displayed, select Combine with– (which will produce something similar to 23–31). If you wantdifferent entries based on what letters are capitalized, selectCase sensitive.

22

Creating Tables of Contents, Indexes and Bibliographies

•

•
•

•

AutoCapitalize entries. Automatically capitalizes the first
letter of each entry regardless of how they show within the
document itself.
Keys as separate entries. For the keys to have their own
page numbers, select this option.
Concordance file. Enables a list of words in an external file
to be imported (select using the File button) and then usedwithin the index. The concordance file has a special fileformat; for further information, refer to concordance file inHelp > OpenOffice.org Help. Using a concordance file canspeed up production of an index, but unless the words arevery carefully selected and you edit the index afterwards, theresulting index can be full of entries for minor mentions of aterm, making it less useful than a more selective index.
Sort. Defines how the entries are sorted when displayed. The
only option is alphanumeric, but you can define which
language alphabet will be used.

Entries pageUse the Entries page to set exactly how and what will be displayed foreach of the entries. The page is similar to Figure 11.

Figure 11. Entries page for creating an alphabetical index
Alphabetic indexes23

To begin, click a number in the Level column to select the index level
whose elements you want to format. (You will be able to apply yourchanges to all index levels later.) The Structure line displays theelements for entries in that level. Each button on the Structure line
represents one element:• The E button represents the entry text.
• The T button represents a tab stop.
• The # button represents the page number.
• The CI button represents chapter information. This may not be
displayed immediately, but can be added.
Each white field on the Structure line represents a blank space. You
can add custom text if you desire.
Adding elements
To add an element to the Structure line:
1) Place the cursor in the white field to the left of where you want toinsert the element.
2) Click one of the buttons below the Structure line. (For example, to
add a tab stop, click the Tab stop button.) A button representing
the new element appears on the Structure line.
Changing elements
To change an element in the Structure line, click the button
representing that element and then click the element that you want tosubstitute in the row of buttons just below the Structure line. For
example, to change entry text to a tab stop, click the E# button on the
Structure line (it shows then as being pressed) and then click the Tabstop button in the row of available elements.
Deleting elements
To delete an element from the Structure line, click the button that
represents that element and then press the Delete key on yourkeyboard. For example, to delete a tab stop, click the T button andthen press the Delete key.
Applying character styles
Each of the items that can be added to the Structure line may haveadditional formatting. For example, you may want the page number tobe a different size from the rest of the index text. To do this, apply acharacter style to one of the elements in the Structure line.

24

Creating Tables of Contents, Indexes and Bibliographies

To apply a character style to an element:
1) On the Structure line, click the button representing the element
to which you want to apply a style.
2) Select the desired style from the Character Style drop-down list.
Writer applies the style to the selected element.
To view or edit the attributes of a character style, select the style fromthe Character Style drop-down list and then click the Edit button.
Formatting entries
Apply additional formatting using the options in the Format section.
• Alphabetical delimiter. This will display, as a means ofseparating index entries, the first letter of all the subsequentindex entries. For example:
Aapple, 4author, 10
B
break, 2bus, 4• Key separated by commas. Arranges the entries in the index on

the same line but separated by commas.
• Tab position relative to Paragraph Style indent. Whenchecked, entries are indented according to the settings of theirindividual formats. Where a paragraph style with an indent on theleft is in use, tab stops will be relative to this indent. If this option
is not selected, tab stops will be relative to the left margin
position.

Styles and Background pages
Refer to “Styles page” on page 15 and “Background page” on page 16.

Columns pageUse the Columns page (Figure 12) to change the number of columns
for the index.

Alphabetic indexes

25Figure 12. Columns page of the Insert Index/Table dialog box
Adding multiple columns
To display the index in more than one column:
1) Either enter the number of columns desired in the box labeled
Columns or select the icon representing the number of columns.
2) To evenly distribute the columns according to the page width,
check the AutoWidth box. If it is unchecked, you can manually
set each of the following:•
Width between each of the columns•
Spacing between each of the columns
3) You can choose to have a separator line between the columns:•
Line: The width (thickness) of the line.
•
Height: The height of the line.
•
Position: Position of the line relative to the columns (top,middle, or bottom) if the height is less than 100%.

26

Creating Tables of Contents, Indexes and Bibliographies

Maintaining an index
To modify the appearance of an index:
1) Click anywhere in the index and then right-click.
2) From the pop-up menu, choose Edit Index/Table. The Insert
Index/Table dialog box opens and you can edit and save the index
using the five tabs described in the previous section.
To update or delete an index, follow the process described in thesections “Updating a table of contents” and “Deleting a table ofcontents” on page 17.

Viewing and editing existing index entries
Once you have added the initial entries, you can make someamendments or add some new ones. You can view and edit these using
the following steps:
1) Ensure that field shading is active (Tools > Options >OpenOffice.org> Appearance > Text Document > Field
shadings), so you can locate index entries more easily.
2) Place the cursor immediately to the left of an existing index entry
in the body of your document and select Edit > Index Entry.
Alternatively, right-click on the word or phrase and from the popup menu select Index Entry.
3) A dialog box similar to Figure 13 appears. You can move throughthe various index entries using the forward and back arrow
buttons. If there is more than one entry for a single word orphrase, then you can scroll through each of the entries.
4) Make the necessary modifications or additions to the index
entries and, when finished, click OK.

Figure 13. Viewing and editing index entries
Alphabetic indexes27Other types of indexes
An alphabetical index is not the only type of index that you can buildwith Writer. Other types of indexes supplied with Writer include thosefor illustrations, tables, and objects, and you can even create a userdefined index. This chapter does not give examples of all thepossibilities.
To create other indexes:
1) Place the cursor where you want the index created.
2) Select Insert > Indexes and tables > Indexes and tables fromthe menu bar.
3) On the Insert Index/Table dialog box, in the Type dropdown list,
select the index wanted.
4) Modify the various pages, which are very similar to those
discussed in previous sections.
5) Select OK when everything has been set.

Example: Creating an index of figures
Creating an index (list) of figures or tables is easy if the figure captions
were created Insert > Caption or manually using a number range
variable as described in Chapter 14 (Working with Fields).
1) On the Insert Index/Table dialog box, in the Type dropdown list,
choose Illustration Index. You can change the title of the index tosomething else; we have used Table of Figures as our title.

Figure 14. Creating other types of indexes

28

Creating Tables of Contents, Indexes and Bibliographies

2) Be sure Captions is selected in the Create from section, andchoose the category of caption. The default category is
Illustration; in our example we have used Figure for the figure
captions.
3) Under Display, you can choose References (to include thecategory, number, and caption text), Category and Number, or
Caption Text. We have chosen References.
4) On the Entries page, notice that hyperlinking from the index tothe body of the document is not available, but you can make someother selections.

Figure 15: Entries tab for Illustration Index
5) Click OK. The result is shown below.

Figure 16: Resulting index of illustrations

Other types of indexes

29

Bibliographies
A bibliography is useful for displaying references used throughout adocument. These references are either stored in a bibliographic
database or within the document itself.
This section shows you how to:• Create a bibliographic database; add and maintain entries.
• Add a reference into a document.
• Format the bibliography.
• Update and edit an existing bibliography.
For most of this section, the database table used is the sample one thatcomes with Writer. For information on creating a new table in the
bibliographic database, see Chapter 8 (Getting Started with Base) in
the Getting Started guide.

Creating a bibliographic database
Although you can create references within the document itself,
creating a bibliographic database allows reuse in other documents andsaves a lot of time.
Select Tools > Bibliography Database. A window similar to that in
Figure 17 is shown.
You can use the top portion of this window to:• Filter for specific records within the database (see “Filtering

records” below).
• Change some details of columns in the database (see “Changing
column details”).
• Select an alternative data source (another database or table) orchange details of the fields in the database.
The middle portion of the window shows each of the records in a tablelayout similar to that of a spreadsheet. Additional fields can be viewed
by scrolling the table to the right.
The bottom portion of the window shows the contents of the selectedrecord.

30

Creating Tables of Contents, Indexes and Bibliographies

Figure 17. Bibliography Database main window

Filtering records
To set up a filter for specific records within the bibliographic database,select Tools > Filter from the Bibliographic Database menu bar. On
the Standard Filter dialog box (Figure 18), choose the fields, conditionsand values for the filter and click OK.

Figure 18. Setting up a filter for the bibliographic database

Bibliographies

31

Changing column details
To change the details of columns in the bibliographic database, click
the Column Arrangement button near the top of the window. The
Column Layout for Table biblio dialog box (Figure 19) is displayed.

Figure 19. Changing column layout for bibliographic database

Changing the data source
To change the data source in use (for example, if you have more than
one bibliographic database for different purposes), click the Data
Source button near the top of the window. The Choose Data Source
dialog box (Figure 20) is displayed.

Figure 20: Choosing a different data source for the bibliographic
database

32

Creating Tables of Contents, Indexes and Bibliographies

Changing field details
You can make changes to the bibliography database (for example,
rename fields or change the length of fields) by doing the following:1) In the main document (not the Bibliography Database window),press F4 or click View > Data Sources to open the data source
window, similar to Figure 21.
2) Make sure that the Bibliography database is selected as well as
the correct table. You may have to expand some levels to be able
to select the correct ones.

Figure 21. Data Source view of Bibliography database3) Right-click on the table entry (biblio in the example) and select
Edit Database File from the pop-up menu. This opens a window
similar to Figure 22, which is the main menu for Base, thedatabase component of OpenOffice.org.

Figure 22. Main window for working with databases
Bibliographies334) If Tables (under the Database view) is not selected, select it now.
5) Right-click on the biblio table name in the Tables section andselect Edit from the pop-up menu to display a window similar tothat shown in Figure 23.
6) You can now select each of the rows and modify the Field
Properties as required.
7) When finished, you will be asked to confirm that you want thechanges saved.
Note

For more information on how to use OOo’s database features,
see Chapter 8 (Getting Started with Base) in the Getting
Started guide.

Figure 23. Modify table properties window

Adding entries to the database
To add entries to the database:1) You can add records directly into the database using the lower
portion of the window shown in Figure 17 on page 31.
2) Complete each of the fields as required. Use the Tab key to move
between fields.
3) It is best to use a unique name in the Short name field. This isused when inserting entries into documents.
34

Creating Tables of Contents, Indexes and Bibliographies

4) To complete the entry move to the last field and press Tab once
more.
Note

The Identifier column in the upper portion of the Bibliography
Database window is labeled Short name in the lower portion of
the window.

If your document requires [Author, date] style citations, use theIdentifier (Short name) field of the database to record the informationin the required format. If you are using a simple citation numberingsystem (for example, [1],[2],...), use a unique reference of some sort in
the Identifier (Short name) field. Writer will auto-number entries basedon the position within the document.

Maintaining entries in the database
To maintain entries in the database, use the Bibliography Databasewindow as in the previous section. Click on the appropriate field andmodify the text as appropriate.
Modified entries are saved automatically to the database when the
cursor moves off the record.

Adding a reference (citation) into a document
Writer supports two ways of showing references (citations) in the textof a document:• Using authors’ names and dates of the referenced documents, forexample [Smith, 2004], as recorded in the Identifier (Short name)of each bibliographic entry.
• By numbering the referenced documents in the sequence theyoccur in the text, for example [1].
Tip

To specify which citation style is used in the document, use theIndex/Table page on the Insert Index/Table dialog, describedon page 37.

To add references from the bibliographic database into a document:
1) Place the cursor where you want the reference to appear.
2) From the main menu, choose Insert > Indexes and Tables >Bibliographic entry.
3) In the Insert Bibliographic Entry dialog box, shown in Figure 24,choose From bibliography database at the top of the dialog
box. (You can also insert a reference from the document itself by
Bibliographies

35

selecting From document content, but that method is notcovered in this chapter.)Figure 24. Inserting bibliographic entries into adocument
4) Select the reference from the Short name dropdown list near thebottom of the dialog box. The Author and Title of the selectedreference are shown in the middle of the dialog box, to help you
verify that it is the reference you want.
5) To insert the reference into the document, click Insert.
6) You can keep the dialog box open and insert another reference
into the document; you don’t need to close and reopen it.
7) When you have finished inserting all the references, select Close.

Formating the bibliography
Formatting the bibliography involves choices made in two places:• Insert Index/table dialog (covered in this section)• Bibliography 1 paragraph style (see page 39)
To create the bibliography:
1) Place the cursor at the point where you wish to insert thebibliography.
2) Select Insert > Indexes and Tables > Indexes and Tables andchange the Type to Bibliography, to see a dialog box similar tothat shown in Figure 25.

36

Creating Tables of Contents, Indexes and Bibliographies

Figure 25. Inserting a bibliography
The Insert Index/Table dialog box has five pages.

Index/Table pageThe basic settings are selected on this page.
1) To give the bibliography a title, enter it in the Title field. (A title
is not required.)2) You can protect the bibliography from being changed accidentally,
by checking Protected against manual changes. If this option
is selected, the bibliography can only be changed using the rightclick menu or the Insert Table/Index dialog. If the option is notselected, the bibliography can be changed directly on the
document page, just like other text, but any manual changes will
be lost when you update the bibliography.
3) To have the bibliographic entries numbered within the body of the
document (for example, [1], [2], ...), select Number entries. If,
however, you wish to have the field Identifier (from the database)appear in the document, deselect this option.
4) Select the type of brackets that you want for the referenced
entries shown within the body of the document.
5) Define the sorting you require. Currently only alphanumericsorting is supported. Sorting by the the sequence that entries
appear in the text is done on the Entries page.
Bibliographies

37Entries pageThe structure of this page is similar to that for tables of contents andindexes (see Figure 26).
You can define how the entry will appear based on the Type of theentry, or simply apply the same format to all entries by selecting the
All button.
The Structure of the entry is based on the fields available in the
bibliographic database. The ones shown by default are:• Au – Author• Ti – Title• Ye - YearTo determine how entries are sorted, modify the Sort by options. To
sort by the sequence that entries appear in the text, choose Document
position. To sort alphanumerically, choose Content. Use Sort keys togroup similar references.

Figure 26. Entries page for bibliographies

Styles, Columns and Background pages
Refer to “Styles page” on page 15 and “Columns page” on page 25.
Use of the Background page is in Chapter 4 (Formatting Pages).
38

Creating Tables of Contents, Indexes and Bibliographies

Generating the bibliography
To generate the bibliography so that it appears in your document, click
OK. The Insert Index/Table dialog box closes and the bibliography
appears in your document.

Defining the paragraph style for the bibliography
You can modify the Bibliography 1 paragraph style to suit yourrequirements. For example, to number the entries in the bibliography
list, you need to define a numbering style and link that numbering styleto the Bibliography 1 paragraph style. To do this:1) On the Styles and Formatting window, click on the List Styles
icon. You can either define a new list style or modify one of those
supplied. In this example, we will modify the Numbering 1 style.
Right-click on Numbering 1 and choose Modify from the pop-up
menu.
2) On the Numbering Style dialog, go to the Options page. In our
example we want to have the numbers enclosed in square
brackets. To do this, type [ in the Before box and ] in the Afterbox, as shown in Figure 27.

Figure 27: Specifying square brackets before and after thenumber in a list3) Now go to the Position tab of the Numbering style dialog. In the
Spacing to text box, specify how much indentation you want forthe second and following lines of any item in the bibliography listof your document. Often you will need to experiment a bit to see
what is the best setting. In our example (Figure 28), we havechosen 1 cm.
Bibliographies

39

Figure 28: Setting the spacing between the margin and thetext4) Click OK to save these settings and close the Numbering Style
dialog. Return to the Styles and Formatting window, click on the
Paragraph Styles icon, choose All Styles from the list at thebottom of that window, then right-click on Bibliography 1 andchoose Modify.
5) On the Paragraph Style dialog, go to the Numbering tab andselect Numbering 1 from the drop-down list. (See Figure 29.)
Click OK to save this change to the Bibliography 1 paragraphstyle.

Figure 29: Applying a numbering style to a paragraph style

40

Creating Tables of Contents, Indexes and Bibliographies

Now when you generate the bibliography, the list will look something
like the one shown in Figure 30.

Figure 30: Result of settings for Bibliography 1 paragraph style

Updating and editing an existing bibliography
To modify the display of bibliography entries:
1) Click anywhere in the bibliography and then right-click.
2) From the pop-up menu, choose Edit Index/Table. The Insert
Index/Table dialog box opens and you can edit and save the tableusing the five pages described in the previous section.
To update or delete the bibliography, follow the same process as
described in the sections “Updating a table of contents” and “Deletinga table of contents” on page 17.

Tools for working with bibliographies
If you find Writer’s bibliography feature too limited, try Bibus(http://bibus-biblio.sourceforge.net/wiki/index.php/Main_Page) or
Zotero (http://www.zotero.org/). Both programs are free and open
source and are reported to work well with Writer.

Tools for working with bibliographies41