Special Formatting for Nonfiction Books in Microsoft Word – Part 2

by | Jan 6, 2020

By Tracy R. Atkins

In a recent post I discussed to deal with special formatting concerns specific to nonfiction books including:

  • subheads
  • quotations
  • bullet points
  • numbered lists

when using a Book Design Template.

Today, I would like to show you how to format:

  • an index
  • nonfiction footnotes
  • nonfiction endnotes

Nonfiction Index

The Index functions included in Microsoft Word make it easy to generate a dynamic index for your book project. Adding a word or phrase to the index can be completed in a few short steps.

Note: Word will tag your entry with {XE ” “} in the text of the document. These tags are invisible in your printed, PDF or eBook final files.

How to Format a Nonfiction Index

  1. Highlight the text you wish to add to the book’s index.

  2. Click Mark Entry, found on the References tab in the Index area.

  3. Adjust entry text to your preference and add cross-references if needed. You may also bold or italicize the text.

    Click Mark or Mark All to add the text to the index at the end of the book.

Updating the Nonfiction Index

Updating The Index upon completion of the book is a simple task that takes only a few seconds to finish. Once you have all of your index entries finalized in the body of the work, you may update the index to dynamically generate entries.

How to Update the Nonfiction Index

  1. Click Show/Hide to expose the formatting markup for the document in the index section at the end of the template.

  2. Click the text in the sample index and Right Click to bring up the menu. Click Update Field.

Tip: If an extra Section Break (Continuous) appears and moves the index text down a page, you may correct the issue by adding a carriage return (pilcrow) before the Section Break to pull the text up to its proper position. Place your cursor behind the Section Break and press Enter.


Nonfiction Footnotes

Footnotes can be a valuable way to reference material in your book project. The notation functionality in Word allows you to create a virtually endless number of references that automatically update at the page bottom.

How to Format Nonfiction Footnotes

  1. Highlight the text that you wish to reference in the footnote.

  2. Click Insert Footnote in the Footnotes section of the References tab on the toolbar. This will add a superscript Arabic numeral next to the word.

  3. Inserting a Footnote will automatically add a new Arabic numeral to the bottom of the page, matching the one next to the text you highlighted and will allow you to add an entry.

Tip: For eBook formatted files, all footnotes and endnotes will automatically become hyperlinked to the note at the back of the document upon conversion to eBook format. The in-text citation will appear as a superscript number that is “clickable” on the eReader device’s screen. Once clicked, the note will appear for the reader.

Nonfiction Endnotes

Endnotes can be a valuable way to reference material in your book project. The notation functionality in Word allows you to create a virtually endless number of references that automatically update and in the endnote section at the chapter’s end. Endnotes will display after the Section Break (Odd Page), and should be added as a last step, after the entire manuscript is formatted in the template.

How to Format Nonfiction Endnotes

  1. Highlight the text that you wish to reference in the endnote.

  2. Click Insert Endnote in the Footnotes section of the References tab on the toolbar.

  3. Inserting an endnote will automatically add a new Arabic numeral to the Endnote section, at the end of the chapter, after the Section Break and allow you to add an entry.

Tip: Some versions of Word have a bug that causes the document to scroll to the last page when you insert an endnote for the first time. This will require you to scroll back up to the end of the chapter you were working on to enter the endnote.

Step-by-step Video

Check out our Complete Book Formatting How-To Guide for Word Templates video to see how a template is populated:

Next time I will explain how to the Bibliography and Citation system works when using a Word template.

Got questions? Please leave them in the comments below.

Photo: BigStockPhoto

tbd advanced publishing starter kit

2 Comments

  1. Kelly Hobs

    what is the best fiction and nonfiction books to read? wanting to read a good book this weekend

    Reply
  2. Fred Schenkelberg

    Hi Tracy,

    I have a couple of the book templates in the InDesign versions and would love to see the detailed steps you’re doing for nonfiction details specific for the InDesign world.

    thanks!

    Fred

    Reply

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