WordEmbed v3.11

WordEmbed allows the professional indexer to index a Word document in their own, familiar software and then, with a press of a button, turn the result into an embedded Word index. Creating embedded indexes now need take little more time than a conventional index.

Reaction to WordEmbed

“This approach is dramatically different and revolutionary in concept because it recognizes the futility of trying to index effectively in Word. This is truly a brilliant solution”
Lucie Haskins – KeyWords (Bulletin of the American Society of Indexers) Vol.13 No.2 April–June 2005 ISSN 1004-1211

“It is a real pleasure now to review a tool that does precisely what we want, does exactly what it says it will do, and does it well.”
Janet Shuter, WordEmbed Reviewed, p.251 The Indexer (The International Journal of Indexing) Vol. 24 No. 4 October 2005 ISSN 0019-4131/1756-0632

“I love the James Lamb embedded indexing utility WordEmbed.”
My First Embedded Index Job: WordEmbed – Sue Klefstad, August 30, 2016
My Second Embedded Indexing Job: WordEmbed – Sue Klefstad, August 31, 2016
Embedded Indexes: A Trend in Indexing (A WordEmbed demo) – Sue Klefstad, Spring 2015

What is an embedded index?

More and more often, indexers are being asked to supply indexes embedded into Word documents. This does not mean that the index is simply pasted in, but that the index becomes an intrinsic part of the document – every locator has to be specifically linked to the place in the text to which it refers, so that when the pagination of the document is changed the page numbers in the index automatically change too. This can very desirable for a document which will be updated many times, such as a software manual, or for documents which will be published simultaneously in a variety of formats, such as paperback, hardback, on CD-ROM, etc. (For more detail on how Word indexes work and their pro’s and con’s see my article published in The Indexer on Word embedding, available for download here)

How do I create an embedded index?

Both Sky and Cindex allow the indexer to create a Word embedded index – after creating the index in the normal way, the indexer has to go through the index in locator order, in parallel with the original Word text, and drag each locator from the index and drop it into the Word document in the correct place. For even an average sized index, say a book of 250 pages with 6 locators on each page, that means 1500 locators, that means 1500 drag and drop operations – if it takes only 5 seconds to find the right place on the page and to drag and drop, that is over two hours of your time performing a boring, repetitive task – time that you could be spending working on your next index.

What is more, embedded indexes should have page ranges, just like normal indexes, indicating the start and end of a topic, helping the reader distinguish between large, extensive discussions and brief mentions. However, page ranges can be difficult in Word – after you have done the drag and drop operation from Sky or Cindex, you have to create a Bookmark in the Word document identifying the extent of the topic in the text, and then to add a special code into the locator to refer to the Bookmark. That too adds significantly more time per locator.

How does WordEmbed help?

WordEmbed replaces all the dragging and dropping with a single button press. It also makes dealing with ranges easy, handling the creation of the required Word bookmarks fully automatically, behind the scenes. It can be used with Sky, Cindex and Macrex (which otherwise does not support Word embedding). With WordEmbed, you click in the Word  document on the text to which your locator will refer, press a key, and paste the locator (created by WordEmbed and now in your paste buffer) into Sky/Cindex/Macrex. After you have created your index and editted it as you wish in your familiar indexing software, you click a single button and in a few seconds an embedded index is created in the Word document. To see how this works for your particular software, take a look at the Tutorial documents – SKYCINDEXMACREX.

The time-savings mean that WordEmbed will pay for itself in just one index.

WordEmbed benefits and features

For Word embedding:

  • Single click transfer from Sky/Cindex/Macrex into Word – no dragging and dropping
  • Text ranges
    • Fully automatic creation of Word bookmarks and their inclusion in the hidden tags
    • Define ranges by either selecting the text range or by adding a locator at the beginning and another at the end – whichever best suits your method of working. WordEmbed will automatically convert to a single range locator in the final index
  • Table handling – unlike some other embedding solutions, WordEmbed embeds correctly into tables and even copes with the “feature” whereby Word assigns the same page & line number to two places in one document
  • Normal, Bold, Italic and Bold/Italic locators taken across automatically
  • Headings/cross-ref texts are taken across fully formatted
  • Improved working environment
    • Clear screen working – Word normally forces you to have hidden characters visible while embedding making the screen cluttered and difficult to read
    • See clearly on screen to where locators refer
  • Adds functionality not normally available in Word
    • Use letter-by-letter or word-by-word sorting
    • Use sort overrides, such as non-alphabetic sorting for numbers or prepositions
    • Position cross-refs as last subhead
  • Include multiple indexes in one document, such as Author Index, Subject Index
  • Unlocks the power of your regular indexing software for Word embedding
  • Allows you to concentrate on indexing, not on Word

For CUP-XML:

In addition to normal Word embedding, WordEmbed caters for the special form of embedding used by Cambridge University Press. Known as CUP-XML, the index is stored separately from the book but requires the indexer to supply the index locations as tags in a Word document. While it is possible to work manually with this system it requires meticulous care and is time consuming. WordEmbed inserts the special format tags with a single keystroke and places the locator on the clipboard for pasting into your indexing software.

Requirements

  • Word 2003, Word 2007, Word 2010, Word 2013 and Windows XP, Windows 7, Windows 8 or later (or Windows Word 2003 in Parallels/Vision Fusion on Mac)
  • SKY, CINDEX or MACREX indexing software
  • For CUP-XML: Software to format an index, such as a word-processor or professional indexing software.

Download/View the manual (including screen-shots)



WordEmbed Manual


1.79Mb SKY Tutorial


1.45Mb CINDEX Tutorial


1.99Mb MACREX Tutorial


46kb Example Word File used in Tutorials

(Right-Click or Control-Click to download)

Download the demo version

The demo version is limited to inserting 10 index headings, which will allow you to try the tutorials out for yourself. Download the demo version opening via file explorer and saving it to disk – do not open it in Word – and the WordEmbed Manual
Follow the installation instructions at the beginning of the WordEmbed Manual.

Purchasing

WordEmbed costs £80 GBP – Payment is through Paypal, which will accept credit cards and other payment methods. Value Added Tax will be added dependent on your country of purchase.

Remember to download the User Manual and other files from the Download  links above.

Support

Purchase of WordEmbed includes full support for one year.

After the first year:

  • advice by email will continue to be free;
  • you can send your .doc file with its WordEmbed tags included and your RTF file and I will investigate your problem and embed your index into your Word document for you for £50 per index;
  • assistance with installing a copy of WordEmbed onto a new computer will be charged at £20;
  • removal of all { XE } entries from a document or portion of a document, for £10

Licencing

Personal Licensing

Purchasing a copy of WordEmbed is to purchase a single user licence, for its use exclusively by the person making the purchase. It may, however, be installed on multiple machines for the exclusive use of the licensee – for example on a desktop and a laptop machine.

If, after purchasing, you wish to recommend WordEmbed to a colleague, please contact me and I will supply a time-limited copy for their use.

Corporate Licensing

Purchases of WordEmbed by companies is on a per machine basis – one copy should be purchased for each machine on which it is to be used, regardless of the number of users of that machine.

It is acceptable, however, for small companies, where the number of machines exceeds the number of employees, to use personal licensing, naming the person for which the license is purchased.

To purchase multiple licenses using a single payment, please email me with the details and I will invoice you. Alternatively, if you wish, use the purchase mechanism above multiple times (but at present it does not cater for multiple copies in a single payment).

Questions

If you have any questions, are unsure whether WordEmbed will solve your specific problem, please email me at  james -spam- @ jalamb.com (omitting the -spam-)

 

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