Styles Page Quick Navigation
Click to the various sections of this page:
- Style Guides Overview
- Indexing Styles 101: Specifications and other important elements regarding your index
- Technical Documentation Styles
- Editing Methods
Style Guides Overview
The newly-released Chicago Manual of Style (16th Edition), published by the University of Chicago Press (2010), is the de facto standard for back of book indexes and editors in the United States. There are other style guides, however.
In terms of professional technical documentation, the Microsoft Manual of Style for Technical Publications (Third Edition) published by Microsoft Press (2004), is commonly used. Read Me First! A Style Guide for the Computer Industry (Second Edition) published by Sun Technical Publications (2003), also provides guidance about concerns that arise in the indexing of technical documentation.
When you're looking to be better-informed on style details for a project we're coordinating on, please continue reading to learn more...and you may press this link to download a styles and specifications form (updated May 2011, also available in next section) for figuring out the styles and specifications for your index.
Indexing Styles 101: Specifications and other important elements regarding your index
UPDATE AS OF May 16, 2011 ~ The NEW version 2.2 of the Client Guide for Index Styles and Specifications is now available...it just went through a formatting makeover in an effort to streamline the process and make it even easier for clients to follow.
Anyone working with the old copy of this guide prior to May 2011 should download the new version (link above), which should be much easier to work with. Please be sure to fill out the short survey (just three questions) at the end of it for feedback. Thank you!
Please e-mail me at Paul@TopHatWordandIndex.com with any questions.
This section is intended to walk clients through the process of figuring out the specifications for their index. Be sure to download the Client Guide for Index Styles and Specifications (updated May 2011), fill it out electronically (or print it out), and use it to follow along step-by-step in the following sections (or read the pop-up bubbles on the form). Examples are provided on this page for added context as you walk through the details.
When you are finished you may submit the form for your index styles and specifications to Paul@TopHatWordandIndex.com.
Since these are details we are going to need to cover for your index, please drop me an email if you have any questions or need further clarification on any of these items. If you can cite the section you need to discuss (such as 2.1, 7.2, etc.) then please indicate it accordingly.
Part 1 - Project Information
Please fill out the project name, author, and client. The client will be the main point of contact.
Part 2 - Delivery of the index
2.1 - Proofs to the indexer
We are going to need to determine dates for delivery of the proofs (typically you sending them to me in searchable PDF format), in addition to establishing a date for the final deliverable of the index (from me to you, typically in a Word RTF format). While many of these details will be covered in our correspondence, it is helpful to see them in writing so that everyone is working with the same information.
Delivery of the proofs can occur:
- In a complete set. We will need to establish an anticipated date for delivery.
- In batches. It is helpful to determine how many batches, and the anticipated dates of delivery for each.
We will also need to determine the date for delivery of the index back to you or the client. In assessing the index for a bid, I typically determine the time frame for turnaround of the deliverable.
Part 3 - Type, styles, & format of index
3.1 - Type of index...which type of index are you in need of?
- Single index.
- Multiple indexes.
- If the index is heavy in names and/or citations, do you wish for authors to be cited?
3.2 - Style guide used
Most indexes in the United States usually follow the Chicago Manual of Style (CMS)...here are the full menu of options:
- Chicago Manual of Style (16th edition).
- A publisher's specific house style...please provide details.
- This is a specialized index (following a format such as Microsoft's Manual of Style for Technical Publications, AMA standards if it's medical-related, etc.)...please provide details.
3.3 - Format of the index
There are two primary format styles for indexes: indented and run-in. A third is the hybrid style, an option when working with multiple subentry levels. The indented style is the most typical and user-friendly for readers when they scan the index. However, space and page limitations may call for the use of a run-in style index. In the case of a hybrid style, the first subentry level is indented while sub-subentries are run-in (see the index in the CMS for a hybrid example).
The following demonstrates a comparison of the same entry in the two primary layout styles...indented (left) and run-in (right).
Part 4 - Alphanumeric & capitalization treatments
4.1 - Alphabetizing
There are different styles of alphabetization for indexes, depending on the type of index and the needs of the author/publisher. Letter by letter style is the most common method, and there is also word by word alphabetizing...and surprisingly, the differences can be more varied than one might imagine.
In a nutshell (without getting into a protracted study of specific rules) NISO follows alphabetization word-by-word while CMS follows letter-by-letter (ignoring punctuation marks). Columbia follows letter-by-letter (up to punctuation) while ISO is a hybrid favoring the word-by-word method.
Here's a comparison of the four styles, as presented by Nancy Mulvany on p. 121 of Indexing Books (second edition):
4.2 - Subentry arrangement
Again, the letter by letter format via CMS is the most common method for alphabetizing. However subentries may be arranged in the following ways:
- alphabetical (most common).
- chronological (common with biographies).
- by order of page number.
4.3 - Main heading capitalization
Capitalization can be arranged in an index in more than one way. The options are as follows:
- Proper names only.
- First letter only.
- Entire heading.
4.4 - Arrangements for numbers
Numbering can be arranged in an index in more than one way. The options are as follows:
- As spelled out. This is typical if only a few numbers are anticipated as entries in the index.
- Numeric order. This is recommended for indexes that are going to contain many numbers in entries, such as in technical documentation.
- By size.
4.5 - Arrangements for diacritics
Diacritics and symbols can also be arranged in an index in more than one way. The options are as follows:
- As spelled out (most typical).
- ASCII order.
- Other method as specified by the client/publisher/author...please include details.
Part 5 - Cross reference format and placement
This involves several important details surrounding the format and placement of the "See" and "See also" cross references, which can vary.
The following are the options for main heading cross references, as they would appear in the index.
5.1 - "See" cross reference format
- term. See abc
- term, see abc
- term (see abc)
5.2 - "See also" cross reference format
- See also xyz
- see also xyz
- (see also xyz)
5.3 - "See also" placement
"See also" placement varies. These are the following options:
- At the top of the entry run off from the main heading.
- At the bottom of the entry as the last subentry.
- Indented as the first subentry.
- Punctuation for the See also run-in format needs to be determined.
5.4 - Should there be subentry cross references?
- Yes.
- No.
5.5 - What should the subentry "See also" placement be?
- Run off from the subentry.
- Other...please specify: _______________________
Part 6 - Punctuation & continuous discussion
This section concerns punctuation for indexes featuring both indented and run-in formats. We'll also address matters pertaining to contiuous discussion.
6.1 - Punctuation for an Indented index
- No special punctuation.
- Colon after main entry/subheading without locators.
6.2 - Punctuation for a run-in index
- Punctuation after main headings without locators...please specify details.
- Punctuation after main headings with locators...please specify details.
- Punctuation between multiple subentries...please specify details.
6.3 - Format for continuous discussion of topic
This essentially comes down to whether or not you wish for your page numbers to be elided (compressed). Eliding page numbers can save space in books and documents stretching into page numbers of three and four digits.
Options involve:
- Numbers in full with en dash (324-329).
- Numbers elided, per CMS (324-9).
- Numbers elided per other format...please specify format.
Part 7 - Miscellaneous elements
This concerns other important details in the index such as footnotes and endnotes, appendices and bibliographies, in addition to referencing display material such as figures, tables, illustrations, and other visual content.
7.1 - Footnotes/endnotes...indexable?
- No.
- Yes. Locator format: ___________________
7.2 - Appendices...indexable?
- No.
- Yes. Locator format: ___________________
7.3 - Bibliographies...indexable?
- No.
- Yes. Locator format: ___________________
7.4 - Display material...indexable?
- No.
- Yes. Locator format: ___________________
7.5 - Other material...indexable?
- No.
- Yes. Specify material: __________________ Locator format: __________________
Part 8 - Length of index & fonts
Are we done yet? Sorry, there's only a couple more items -- however they're a bit important. We need to ask you about the desired length of the index.
The index is typically submitted as a Word RTF double-spaced manuscript in Times New Roman 11 or 10 size font, unless discussed otherwise (see next section).
8.1 - Is there a length limit?
- No (please skip 8.2, and move on to 8.3).
- Yes (please see 8.2).
8.2 - If YES to 8.1, please indicate applicable variables to length limit
- Number of pages...what is the desired number of manuscript pages?
- Number of lines...what number of index lines allowed in the manuscript?
- Characters per line...what is the desired number of characters per line?
8.3 - Font type for manuscript
- Times New Roman (typical).
- Other...please specify.
8.4 - Font size of manuscript
- 10 point.
- 11 point.
- 12 point.
- Other...please specify.
Part 9 - Delivery format of index
You're almost finished! This is the last section, which inquires about the delivery format for the index.
9.1 - Desired format of deliverable
- Typed manuscript, double-spaced (typical).
- Camera-ready.
- eBook (only).
- Are you going to need an additional eBook version? Please specify the eBook details.
9.2 - Text file format for deliverable
- Rich Text Format (.RTF file, most typical delivery format).
- ASCII with generic codes.
- MS Word...please specify version.
- Word Perfect...please specify version.
- Other...please specify format/version.
Congratulations, you've just completed Indexing Styles 101! Please contact me if you have any questions or need clarification on any of this content involving index formatting and styles.
Technical Documentation Styles
Staff can follow or suggest a variety of styles for you. Style guides may be used for simply setting a tone for writing, or serve to inform the parameters and presentation of documentation in a corporate or government setting, for example. In fine-tuning and employing styles, your documentation will harness parameters to bring out character and consistency.
We will help you with recommendations as we form your style ideas. As an example, we use styles in our own technical communication practices, including on this website...you may have noticed the consistency of two main fonts (Trebuchet for readability of text and Garamond Pro for headings) and the ampersand (intended to give a friendlier and less formal edge to the site).In addition to addressing content, styles also involve processes and decisions related to document design.
Staff utilizes various editing methods in document review; including track changes tools in Word, in addition to used conventional methods of copyediting markup language.
Many possibilities
These styles and methods of indexing, technical documentation, and editing are just a few examples in how the attention to detail makes the difference between a professional, polished project and one that is mediocre. The possibilities are endless!
Send your inquiries to Paul at: info@TopHatWordandIndex.com
