WordEmbed FAQ

Locators seem to be “out of order”.

The sequence of locators is completely irrelevant. They have no connection whatsoever to their location in the book or to the page numbering in the final index. CUP standardised text, which is what you index, is not remotely in the same format as the typeset book and the page numbering there is completely different. If CUP choose to move sections around they can and do. The CUP system works if the locators are entirely alphabetic, contain multiple ‘decimal’ points, or are a mixture of characters and symbols. The only criteria is that the character string in the index matches the correct location in the book-text, and that any locator used appears only once in the text. As an aid to the indexer, I use the current pagination page number in the string, rather than making it completely random. I use suffixes when there is more than one locator on a line or duplicate locators would appear, so it is guaranteed that some locators will never be in numerical order on the page. This also applies to standard embedding – the names of the locators have no effect on their position in the finished book.

I have CUP-XML on but when I do Ctrl-Shift-\ not only do I get the pink blobs but am getting a formatting note and dotted line (the note says “Formatted: Highlight”).

The document has “Track Changes” turned on. If you turn on the “Reviewing Toolbar” – right-click on a toolbar and select it from the drop-down list, you will see a drop-down list with “Final showing markup”. If you change that to “Final” then all will be as you expect.

You should probably turn “Track Changes” off (double-click on TRK in the status bar). It does add a lot to the file size, particularly as you are going to be making a lot of changes, and increases the risk of file corruption.

How do I estimate the effect of the WordEmbed locators (compared to page numbers) on the overall length of the index?

There really isn’t a formula. As well as the fact that the WordEmbed locators are much longer than normal page numbers, there is also the complication that the index is embedded.

So, if you have a locator 25.120-26.10 which starts on page 25 and ends on page 26, that might produce page numbers 25-26, but if, once the illustrations are added in, the final pagination is that both locators appear on page 27, then there will be only a single page number, not a range. Also, if you have two locators which are separate but end up on the same page in the final pagination, then they will be merged to a single page number (rather than “heading, 27, 27”).

What I do when given a limit is to create the index and actually embed it into the Word document, and then look at the length of the embedded index with the actual page numbers from the current pagination in the book. Generally, I simply use a line limit while actually indexing because of the longer locators, ignoring wrapping. CUP have never, to me, specified a column width, so they can’t be too worried about the size. I think it is more an expected size rather than a limit.

How do I persuade the custom toolbar to display permanently instead of disappearing every time I click on the text of the open document in Word 2007?

The Add-Ins menu is the only way I know works in Word 2007.

Is there a keystroke method to selecting a large range in Word easily?

For very large ranges, such as several pages, you can:

  • position the cursor at the beginning
  • hold down Shift
  • click at the end of the range

For a single paragraph, you can triple-click.

How do I turn a PDF file into a Word file?

For converting PDF to Word (and coming up with a result that looks something like the original!) you can use Able2Extract.

Do you have any warnings, good practices for marking footnotes?

Tagging footnotes is not a problem. With normal embedding the comment/colored balloon does not show because Word doesn’t allow it, but all works. Word does not support including footnote numbers in the index however (only simple page numbers).
With CUP-XML then there is no problem. You simply include the footnote number after your tag in your Cindex/Sky/Macrex software, so 102.340n23 or whatever.

How do I load WordEmbed into Word 2010 with Windows 7?

You need to copy the WordEmbedDistrib.dot file into the Word Startup folder.
The way to find where that directory is:

  • Start Word
  • Click on the File Tab
  • Click Options on the left hand side. This opens the Word Options window
  • Click on Advanced
  • Scroll to the bottom and click on File Locations.This opens the File Locations window
  • Click on Startup
  • Click on Modify Location

This opens the Modify Location window, which is pointing to the correct location.
If you stretch the Modify Location window very wide you can see the name of the directory in the bar at the top.

Probably it will be C:\Users\xxxxxx\AppData\Roaming\Microsoft\Word\STARTUP. You need to copy the .dot file into that directory and then restart Word. Sometimes other programs have Word open in the background, so you might need to reboot the machine. Once restarted, the WordEmbed stuff should be under the Add-Ins ribbon.

Is there a way for more than one person to work on the same document?

One way of splitting work is to have separate files for different bits of the document, for example, chapters. As long as the page numbers do not overlap then the tags will be unique, and at the end you can create a single index either by putting the documents back into a single document, or using RD, remote document, tags (which I explain in the user guide).

How can a corrupt Word file be fixed and how do we know that it is corrupt?

There is a section in the WordEmbed manual about uncorrupting Word files.

Will WordEmbed demo template work in OpenOffice Writer 3.0, or must I obtain a copy of MS Word?

The internal programming language on Word (i.e. VBA) is very different from the one on Open Office, so I would not expect it to work. Word 2003 is the version on which WordEmbed was developed and which appears most in the documentation.

When I index a CUP footnote, what should I do if it says “All OK–Locator placed and copied to clipboard but can’t insert comment here.”?

All is OK. MS Word does not allow a comment to be entered there, so the pink, comment bubble can’t be created, but that is only to help you see where the range applies to when embedding.

Are you not meant to add the embedded index into the Word document until you’ve completely finished with editing?

Yes, you only embed once. You are not adding “an index” but adding lots of XE entries, so doing it twice will duplicate entries.

When you want to delete an entry for a range, do you just delete the two locator markers at beginning and end?

You don’t need to delete the entry for a range, you can just leave them in, unused.
If you are doing full embedding, then WordEmbed won’t create them in the final document, and if you are doing CUP colored tagging, then they will just ignore them if they are not used.

Can I install WordEmbed on more than one machine?

Yes, Licencing is explained on the WordEmbed page, and is essentially one sale for one person, so please do install it on any of your own hardware devices (just don’t distribute it for all your friends to use 😉 ).

In Sky when we use a code to cause an initial character to not sort, will that translate over into WordEmbed or do we have to actually edit the tags in the Word doc with [ ]?

In WordEmbed, anything (in the RTF file) which is surrounded by { } will appear in the heading but not sort, and anything surrounded by ~ ~ will sort but not appear in the heading.

(This refers to the RTF file going into WordEmbed, not what is in Sky/Cindex/Macrex. There will probably be more characters required in those programs to achieve the required result in the RTF file.)

If one gets a locator by clicking in the middle of a word (between 2 characters) is that just as acceptable as placing a tag anywhere else?

Yes, although, if you are going to do any searching of the document after embedding and with show/hide turned on, then it will make a difference:

test te{ XE “tag” }st test

When this is searched for “test” will only find two occurrences, but if you turn show/hide off, it shows as:

test test test

and does find three occurrences.

Is there a trial run of WordEmbed?

There is a demo version, available from the WordEmbed web page, which embeds only a limited number of locators per book, but does not expire.

How do I update the index after I have added new headings to the Cindex index?

It is recommended that you take numerous copies of the Word file at the various stages – so, you take a copy at the end of the tagging, before the embedding. If you then need to make changes to the index, you change it in indexing program and embed afresh into a new copy of the tagged document.

Can I use WordEmbed with a Mac?

Yes, however… WordEmbed will only work with the PC versions of Word. So in order to use it on Mac hardware, you need to run a PC version of Word on a simulation/emulation/instance of the Windows operating system, such as VMware Fusion or Parallels virtual machines or dual-boot.

Will there be a version of WordEmbed for Mac Word?

No. Mac Word does not allow certain features which WordEmbed requires.

Will we have a version of WordEmbed to work on PDFs?

No, and it is not likely to happen. Adobe have an unusual pricing strategy which means that if you want to develop an add-on for Acrobat you have to pay them thousands of pounds for an add-on to Reader, or less if the add-on works only for Acrobat Pro. So, either way, the cost would be prohibitive and would require either a huge number of sales or a huge sale price to stand any chance of breaking even. So with the small potential customer base of indexers I don’t see any viability in developing a product on Acrobat.

To quote them:

“The cost depends on how your plug-in will be used. Keys for Adobe Reader plug-ins that will be sold commercially cost $2,500 per year. Keys for Adobe Reader plug-ins that will be used exclusively within your organization cost $1,000 per year, as do Adobe Reader plug-ins that will be distributed free of charge outside of your organization. If you are developing a digital rights management (DRM) Adobe Reader plug-in, the standard (non-DRM) RIKLA contract does not apply. Adobe does offer a DRM agreement specifically for developers building such Adobe Reader plug-ins. The minimum fee for this contract is $36,000 per year.”

Pasted from http://www.adobe.com/devnet/reader/ikla.html

Can I have the latest version of WordEmbed?

Yes, but consider whether you really need it. The latest version of WordEmbed may be slightly faster in the final embedding stage than the version you are currently using, and there is a fix for a problem which appears in the paste buffer in Windows 8.

On the downside, the vast majority of problems reported with WordEmbed are to do with the installation. Microsoft move the Word Startup directory with every release and finding it and copying the file causes people problems.

So if you are sure you want it, download and install it, but if all is working for you at present, then maybe you should leave well alone.

Where can I get the latest version?

You can download the latest version using the same email login and password as for your last purchase. If you cannot find that email, then I can resend it to you, but it may take me some time to get it from my archives.

Should I keep the machine turned on and the Word document open for three weeks while I work on the index, confident that there will be no power failure or software glitch, or should I save my work, intermittently along the way?

Hmmm. A difficult one. Apparently many people struggle with this question.

What I do is…

First, I have a Dropbox account. In the Dropbox folder on my desktop I have a folder called “Current Projects” and all the work related to my current index is done in that folder and its subfolders. This means that every time a file is saved, it is automatically backed up to the cloud and can be retrieved if it is accidentally overwritten. After an index is delivered, I move the whole folder for that book to different directory on a backup drive.

While using WordEmbed, I save my indexing file frequently – first called Book_index_A, then Book_index_B, then Book_index_C, and then I overwrite Book_Index_A

Every time I save my index file, I also save (ctrl-S) the Word file – it is very difficult to go back with non-matching index and Word files.

For the Word file, I create a new version after every chapter, so I end up with Book_chap1.doc, Book_chap2.doc, etc.

When I get to embedding, I copy the file to Book_tagged.doc

I then embed the index and save it as Book_tagged_indexed.doc

I then remove the temporary bookmarks and save it as Book_indexed.doc, which is the version which goes to the client.

If I have to go back and change something, I always can find the version I want.

I also use Windows 7 or later where you can go back to older versions of files by right clicking on them. There are also options like ShadowExplorer which I discussed on my blog.

In the text there are boxes with ‘insert table x here’ but the actual tables are at the end of each chapter. Where do the tags go?

I would put the tags inside the tables, if you are only tagging a small part of a large table, or on the title/caption of the table. That way, when the table is moved to its new position, the tags move with it. The ‘insert table x here’ will actually be deleted in the final book, so putting the tags around that may be risky.

The Word file I am working on has a lot of text set out in tables (not in the sense of figures, rather the client has used tables as a way to lay out the text). Can I use WordEmbed with tables?

Problems only occur if a range spans tables. So, if a range starts in one table and finishes in another, or starts inside a table and finishes outside (or vice versa). So ensure that each range is entirely within a single table.

The XE markers are showing throughout the text eg: {XE “Warren, Samuel ” \r “jalambcom WEE8t80”}. Why have these suddenly become visible and what I can do so that they don’t show?

You should press the “Show/Hide” button on the tool bar, which is the Pilcrow/Paragraph symbol, and that turns on/off the visibility of Word’s hidden fields (including end of line characters, soft hyphens, etc.).

Someone is helping me index, can they work on a separate word doc, then cut and paste their tagged section into my master doc without losing some invisible formatting?

Yes. it can be done, but you need to ensure that the locators do not clash. What happens normally is that WordEmbed creates a locator, checks to see whether it already exists and, if it does, changes it to something else. If there are locators in a different file then it can’t check.

The way to get around the problem is to make sure that the page numbers in each document are distinct.

So the first document may have pages 1-200 and the second document 210-250.

Page numbers can only change at the beginning of sections – to set the page number use:

Insert > Page Numbers > Format > Start At > OK > CLOSE

It doesn’t matter whether the page number actually appears on the page, simply whether it is correct in the status bar at the bottom of the screen.

Once you have put the document back together, you can reset the page numbers back to being as they were before you started – the page numbers do not affect the embedding once the tags have been created.

Is WordEmbed compatible with CINDEX 3, SKY 7, etc.?

WordEmbed requires only that an index is passed to it in RTF format with a precisely specified layout. ALL professional indexing programs are capable of producing RTF files of indexes in formats tailored to meet client requirements far more demanding than that required by WordEmbed, so all versions of SKY/CINDEX/MACREX are compatible. It may be, however, that the default program values have been changed by their manufacturers since I produced the tutorials, so it is possible that some settings will need to be changed from what is included there.

Can I import a WordEmbed embedded index into InDesign? I am having problems.

A WordEmbeded index is a standard Word embedded index. MS Word and InDesign, are not my products.

There is a great deal of information readily available on the web about this, which can easily be found by Googling “importing word index into indesign”.

For on-going discussions of these matters, I would suggest:

The Indexer site has a huge amount of such information.

Standard Word embedding related questions

How do I create multiple indexes/sequences in a single Word document?

You create two, completely separate indexes in Sky/Cindex/Macrex using the locators, and then embed them separately into the document, each using a different prefix.

So, in the document you may have a tag:

Planets Suite (Holst) 140.20

You might include that in a Titles index as:

Planets Suite, 140.20

and in a Composers index as:

Holst, 140.20

In Sky/Cindex/Macrex you have two separate indexes, Titles and Composers.

You embed your Titles index into the document but when you do, you enter “T” in the Prefix box.
WordEmbed will create XE entries with the flag set to “T”, so { XE “Planets Suite” /f=”T” }.

You embed your Composers index into the document and enter “C” in the Prefix box.
WordEmbed will create XE entries with the flag set to “C”, so { XE “Holst” /f=”C” }.

And then the field { INDEX /f=”T”} will create the Titles index, and { INDEX /f=”C” } will create the Composers index.

What’s the strange stuff with all the ZZZs before the index starts?

The stuff with the ZZZs is because you said you wanted cross-refs to be the last subheads. Word does not support that (cross-refs always follow the heading), so WordEmbed creates a subhead for the cross-ref, and puts a hidden ZZZ at the start so that it sorts to the end of the subheads. When you turn off show/hide, they disappear from view, of course.

Can I include double quotes in an index entry?

Yes, if you really have to – would single quotes do? Do you ever need quotes in the context of an index entry?

Word assigns special meaning to double quotes (and colons) so they must be marked specially by preceding them with \\.

So to have an index entry >> “prevalent” flag << including the quotes, the entry in the rtf file must be:

\\”prevalent\\” flag, 2.270

Note that this is in the RTF file – the character string you have to put into Sky/Cindex/Macrex to achieve that may well be different from this.

Furthermore, you will still want this entry to sort under P, rather than under the symbol double-quote (as Word will sort it), so you need to exclude the first quote from the sort. Thus the entry needs to be:

{ \\”}prevalent\\” flag, 2.270

Note that this is open-brace, space, backslash, backslash, quote, close-brace. The space is important.

There is no real need to exclude the second quote from the sort (as it is so far down the entry that it is unlikely to affect anything).

This only applies to double quotes and colons (which if unmarked will produce subheadings).

My client wants a t (for table) or an f (for figure) to appear after locators as appropriate, e.g. 15t Do you have any advice about how best to do this using WordEmbed?

This isn’t a WordEmbed question, it is a Word question – it isn’t possible to include complex locators like t and f suffixes in a Word embedded index. It is not something which Word caters for. My article here may help clarify what is possible.

You can use italic and bold, and you can, of course, use subheadings instead, which can sometimes be appropriate, but that is all.

Note, however, that the CUP-XML coloured tags system does allow text suffixes.

CUP-XML related questions

The CUP-XML lightbulb doesn’t work!

The CUP-XML button toggles between standard embedding and the entry of coloured CUP-XML tags. If you click it and save the template it should retain that when it reopens, but sometimes it doesn’t. it depends on the particular combination of hardware (32 or 64 bit), Word version and Operating System version. Microsoft’s restrictions as to what can be done by software running within Word means that I cannot correct it. It is something which should work correctly (and does on many peoples systems), but there is a bug in Word which prevents it correctly storing the status of the button. Unfortunately Microsoft never correct bugs in Word, they only ever make changes in the next version. It is however, very easy to see which is happening – either the pink text or the comment appears, so inserting a tag and using Ctrl-Z if it set the wrong way provides a simple workaround.

When I close the Word document of the manuscript I am asked “Do you want to save the changes to wordEmbedDistrib.dot?” Do I?

No. It doesn’t make any difference if you do, but it is best to avoid updating the program file.

Can I convert a CUP_XML coloured tagged index to standard Word embedding?

Given a file tagged with the WordEmbed CUP-XML coloured tagging and the index, you can convert to a standard Word embedding.

First, you must produce the index in the special RTF format required by WordEmbed (which you may be unfamiliar with if you usually use CUP-XML). You need to work through the appropriate tutorial from the WordEmbed webpage for this.

Next, go through the embedding process – press the “Embed Index” button, and the index will be embedded and created.

Then, you need to remove the coloured tags from the document – use global replace:

  1. Ctrl-H
  2. MORE
  3. Click into “Find What:” box
  4. Click “Format” button
  5. Select “Highlight”
  6. Leave “Replace with” blank and click on “Replace All”
  7. Finally, refresh the index to account for the pagination changes from removing the tags – RIGHT click on the index, and select “Refresh”

That is it, but there are drawbacks:

First, I have, in the past, said that it is OK to move the CUP-XML tags after they have been created. However, this process above works from their original positions, not the coloured tags themselves. If you have moved any after they were created, then the new embedded tagging is probably wrong.

Second, if the author has used highlighting in their document you have probably stripped out all that text. Perhaps change the authors highlighting to underlining and then change it back after having stripped out the CUP-XML tags. Of course, if the author has used underlining as well…

Lastly, there are things allowed with CUP-XML tagging which are simply not supported by Word embedding, such as suffixes such as “t” for tables, or “ill” for illustrations. The only things allowed for Word embedding is normal/bold/italic locators, nothing else.

What is the safest way to remove a single locator or pair of range locators when you realise you’ve put them in the wrong place?

Safest thing is to leave extra locators in, for example, if after you have created the index, during editing you decide to remove a subhead altogether, then leave it. Extra locators don’t seem to be a problem for CUP.

The next safest way is to use Edit > Undo.

You will see the operations being undone (rather than using Ctrl-Z), it is 3 operations for a single point locator and 5 operations for a range.

In CUP-XML, if you end up with several tags next to each other, should they be separated by spaces, or run into each other?

They should not be separated. I know it looks messy, but I think that CUP process the files automatically and I know they are definitely happy with the files as WordEmbed produces them.

In CUP-XML, how do I get the locator easily into SKY without having to retype it again?

You should be in Print Layout. When CUP-XML is clicked On (light-bulb yellow) when you hold down Shift and Ctrl and press the “\” key a highlighted locator should be visibly inserted into the text – that locator should also be in the clipboard for pasting into Sky/Cindex/Macrex.

If you have something else programmed onto that particular key sequence – I have also set it up to work on pressing Ctrl-Alt-G. If that doesn’t work, try Tools>Macros>Macros then select copylocator and click Run.