How to create a Glossary

Creating Fractions In Word 2011 Free
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Word has no built-in mechanism to create glossaries. You can type one by hand, use hyperlinks, or use the Table of Authorities functionality.

To create a glossary across several documents, use RD fields and the Table of Authorities functionality.

The simplest way to create a glossary is to type your glossary by hand at the end of your document. Word has no built-in method of creating a glossary automatically, but you can use hyperlinks or the Table of Authorities functionality to create a glossary for one or more documents.

Option 1: Create your glossary manually

This option is the simplest. Go to the end of your document, and type your glossary. You can use a table with or without borders, or you can put the term and its definition in separate paragraphs.

If you put the term and its definition in paragraphs one after the other, it is a good idea to define a style for the term (called, say, GlossaryTerm) and another for the definition (called, say, GlossaryDefinition). Set each one to be followed by the other, so that when you press Enter, Word automatically formats the next paragraph in the right style.

Option 2: Create pop up tool tips

I think this is probably the best solution if your readers are going to read your document on the screen. Using this method, the technical term or acronym can have a pop-up tooltip. The disadvantage of this method is that the definitions for your terms can't be printed out, and the definition can't be formatted in any way.

In the body of your text, select the technical term, such as 'accrual accounting'. Choose Insert > Bookmark. Give the bookmark an appropriate name (eg 'AccrualAccounting').

Select the technical term again. Insert > Hyperlink. In the left hand pane, choose 'Place in this document'. In the right hand pane, choose the bookmark. In the Screen tip, you can insert the definition. See Figure 1.

Figure 1: Using a tooltip to show the definition of your terms

Word will automatically format your text as a hyperlink, and the tooltip will appear when the user hovers over the link. The hyperlink points to the bookmark, which is where the hyperlink is. That is, it links to itself. So a user who clicks the link will, effectively, jump to nowhere.

TIP: The Word add-in DocTools ScreenTipManager lets you create pop up tool tips – screen tips – without all the manual work. You only need to specify the text to appear in the screen tip and it will be created automatically. In addition, you can create screen tips with up to 2040 characters instead of only 255, you can add formatting to the screen tips, you can create a list of all screen tips with a single click, and more.

Option 3: Use Hyperlinks to a separate glossary

This is a good solution for a document that will be read on the screen, but may also need to be printed. Using this method, the technical term or acronym can have a pop-up tooltip, and the term has a clickable link to a full definition in a glossary.

At the end of your document, type the definition or description of your term, for example:

Accrual accounting: A system of accounting in which revenues and expenses are recognized when an economic transaction occurs. Contrasts with Cash accounting

Select the text of the definition and choose Insert > Bookmark. Give the bookmark an appropriate name (eg 'AccrualAccounting').

In the body of your text, select the term 'accrual accounting'. Insert > Hyperlink. In the left hand pane, choose 'Place in this document'. In the right hand pane, choose the bookmark. In the Screen tip, insert something like 'Click here to see a definition of accrual accounting'. Click OK.

Word will automatically format your text as a hyperlink, and it will change colours when the user has visited that link, just like a web page hyperlink.

Option 4: Use the Table of Authorities functionality

Using Word's Table of Authorities functionality is probably the best solution if you are creating a large document that will be heavily edited (so you can't be sure what terms or acronyms might eventually end up in the document). And, it's the best solution if you want one glossary to cover the terms or acronyms from several documents.

This is not using the Table of Authorities (TOA) functionality for its intended purpose. So if we use it to create a glossary, we have to put up with some constraints. And, we have to tweak it in several ways to achieve what we want.

But the TOA functionality does let us mark a technical term or acronym in our text, assign it a description, and later generate an alphabetical list of all the technical terms with their descriptions. And, you can create one glossary for the terms marked in several documents.

This page shows the basic way to create your glossary, and then goes through some steps to refine it.

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1. Mark the term or acronym in your text

Find an acronym or term in your document that you want to include in the glossary, and select the word or words. For my example, I selected the acronym 'WSDL' in my text.
Open the Mark Citation dialog. To do that:
- In Word 2002 and Word 200: Insert > Reference > Index and Tables. Click the Table of Authorities tab. Now, click Mark Citation.
- In Word 2007 and Word 2010: References > Mark Citation.
In Figure 2, you can see the Mark Citation dialog for my example.
Your technical term or acronym appears in the Selected Text box. Add the description or definition you want in your glossary to the Selected Text box, then click Mark, as shown in Figure 3.
Figure 3 How to use the Mark Citation dialog to create a glossary entry
Word has now added a TA field to your document. The TA field is in hidden text. The TA field looks something like { TA l 'WSDL: Web Services Description Language' s 'WSDL' c 1 }.
Note: You can't type the braces by hand. You can, however type ctrl-F9 and type the text of the field. But it's much easier to use the Mark Citation dialog box.

You will use the same process to mark other acronyms and terms that you want to appear in the glossary. But for now, keep going to see what it's going to look like. Then you can come back and

Creating Fractions In Word 2011