SONAR
BTHE COMPREHENSIVEOOKEND INDEX GENERATORS Macintosh User’s Guide
Including a Guide to: SONAR
TABLETOC OF CONTENTS EXTENSION (Sold Separately)
VIRGINIA SYST EM S
Copyright © 1990 - 2000 Virginia Systems Software Services, Inc. All rights reserved COPYRIGHT
Copyright © 1990-2000 by Vi rginia Systems Software Services, Inc. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of Vi rginia Systems Software Services, Inc., 5509 West Bay Court, Midlothian, Virginia 23112.
DISCLAIMER
Vi rginia Systems Software Services, Inc. makes no representation or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. Further, Vi rginia Systems Software Services, Inc. reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of Virginia Systems Software Services, Inc. to notify any person of such revision or changes.
TRADEMARKS
Sonar Bookends is a trademark of Virginia Systems Software Services, Inc.
Apple, the Apple logo, Macintosh and the Macintosh logo are trademarks of Apple Computer, Inc.
QuarkXPress is a trademark of Quark, Inc.
PageMaker is a trademark of Adobe Systems Incorporated.
FrameMaker is a trademark of Frame Technology Corporation.
MS, Word, and Works are trademarks of the Microsoft® Corporation.
All other trademarks acknowledged.
------Fifth Edition: January 1996 ------Table of Contents
Section I Introduction ...... 1 Index and Table of Contents Formats...... 2 Single File Index Format ...... 2 Folder Index Formats...... 3 Multi-level Index Format...... 4 Table of Contents Format...... 5 Features ...... 5 Hardware Requirements...... 6 Installing Sonar Bookends...... 6 Support...... 8 Attention QuarkXPress and PageMaker Users...... 8 Section II Types of Indices...... 9 Word Frequency Index ...... 9 Word/Phrase List Index ...... 9 Single Level Index ...... 10 Multi-Level Index ...... 10 Proper Noun Index ...... 11 Table of Contents ...... 11 Section III Preparing to Make an Index/Table of Contents...... 13 Hyphenation ...... 13 Setting/Overriding Default Word Order and Proximity...... 14 Pagination...... 15 Word Processor and Page Layout Files...... 15 Text Only Files...... 15 Document Organization When Indexing a Folder...... 16 Indexing a Folder Without Chapter Names...... 17 Indexing a Folder With Chapter Names...... 17 Section IV Index and Table of Contents Options...... 19 Indexing a File or a Folder...... 19 Chapter Names ...... 20 Index Type...... 20 Word Frequency Index...... 21 Word/Phrase List Index...... 21 Table of Contents...... 22 Separation of Non-Consecutive Page Numbers...... 22 Abbreviation of Consecutive Page Numbers ...... 22 Database Import Format...... 23 Text Separating Index Entries and Page Numbers...... 23 Blank Lines Between Entries...... 24
iii Section V Creating an Index and Table of Contents...... 25 Word Frequency Index...... 25 Formatting Options for a Word Frequency Index...... 25 Opening a File or a Folder for Indexing...... 27 Opening a File ...... 27 Opening a Folder ...... 27 File Preparation ...... 28 Processing a Word Frequency Index ...... 28 Viewing a Word Frequency Index ...... 29 Saving a Word Frequency Index...... 30 Editing a Word Frequency Index...... 31 Word/Phrase List Index ...... 31 Single and Multi-Level Word/Phrase Lists...... 31 Creating a Word/Phrase List ...... 32 Creating a Word/Phrase List With a Word Processor .....33 Creating a Word/Phrase List Based on Word Frequency...... 33 Creating a Word/Phrase List Based on Proper Nouns...... 35 Creating a Word/Phrase List Using New Word/Phrase List...... 37 Creating a Word/Phrase List Using a Database...... 38 Downloading a Word/Phrase List from Another Computer...... 38 Processing a Word/Phrase List Index...... 38 Previewing Entries in Context...... 41 Saving a Word/Phrase List Index...... 42 Editing a Word/Phrase List Index...... 42 Single Level Index...... 43 Multi-Level Index...... 43 Sorting a Word/Phrase List...... 43 Proper Noun Index...... 44 Making a Table of Contents...... 44 Saving a Table of Contents...... 46 Section VI Special Features...... 47 Wild cards in Word/Phrase Lists ...... 47 Boolean Expressions in Word/Phrase Lists...... 47 Phrases...... 47 Operators...... 48 Modifiers ...... 48 Sample Boolean Expressions...... 48 iv Overriding Word Order and Proximity Defaults...... 49 Using the Translation Operator ...... 49 Hiding Text...... 49 Adding Comments and Blank Lines...... 50 Reversing Names...... 50 Keyword Elimination ...... 51 Case Sensitivity...... 52 Redefining Sonar Bookends’ Alphabetic Character Set...... 53 Techniques for Indexing Special Characters...... 54 Ignoring Non-Alphabetic Characters ...... 55 Selectively Hiding Special Characters...... 56 Making Special Characters Alphabetic...... 56 Converting a Word/Phrase List from Single to Multi-level...... 57 Filtering Proper Nouns ...... 58 Section VII Tutorials...... 59 Making a Word Frequency Index for a File...... 59 Making a Multi-Level Proper Noun Index for a Folder...... 62 Making a Multi-Level Index for a Folder with Preview ...... 67 Section VIII Appendices...... 73 Appendix A - Glossary ...... 73 Appendix B - Error Messages ...... 75 Appendix C - Menu Summary ...... 77 Appendix D - Trouble Shooting ...... 79 Section IX Sonar TOC™ - Extended Table of Contents Generator for QuarkXPress ...... 83 Installation ...... 84 Enabling the “Sonar” Menu...... 84 Table of Contents - Marking Entries ...... 84 Making a Table of Contents...... 85 Creating a Word/Phrase List Using Style Sheets...... 86 Creating a Word/Phrase List Using Marked Text ...... 87 Inserting Comments...... 87 Indexing Text Marked with Style Sheets ...... 90
v vi Section I Introduction
Section I Introduction
Sonar Bookends® is a powerful index generator capable of producing both an index and a table of contents for a variety of file formats. Several types of indices can be produced, from a basic index to a multi- level index. The index can include chapter/file names and can be of a single file or an entire folder. Cross-reference information can also be included.
There are three basic types of indices that can be produced by Sonar Bookends:
1. Word frequency. A fast, effortless index based on how often words appear in the documents being indexed. Words which are common, and therefore relatively unimportant, are automatically eliminated.
2. Word/phrase list. Based on a user supplied list of words and phrases stored in a text only file. Each word or phrase i s indexed. Entries can incorporate advanced indexing techniques such as Boolean o p e r a t i o n s and wild cards. Since the word/phrase list is a text only file, it can be generated in a variety of ways. For example, the list can be created using a word processor, downloaded from another computer, exported from a database, etc.
3. Proper noun. Sonar Bookends can find and index proper nouns. Using capitalization and punctuation rules, Sonar Bookends can determine which words make up a proper noun. Proper nouns which occur too many times (above a user defined maximum frequency) are automatically eliminated.
The three methods (word frequency, word/phrase list, and proper noun) can be mixed and matched to produce a final index. For example, a word frequency list can be combined with a proper noun list, discarding any unwanted words and proper nouns. The list could also be augmented by typing in additional phrases. The final word/phrase list would then be given to Sonar Bookends for indexing. The index is saved as a text only file for importation into any word processor or desktop publishing program.
1 Introduction Section I
Other important features which add to Sonar Bookends’ flexibility and versatility include:
• Case sensitivity option • Support for non-English characters and special symbols • Capability of reversing first and last names • Treatment of hyphens based on context • Sorting of both single and multi-level indices • Automatic creation of a multi-level word/phrase list and index • Preview mode shows the context of each occurrence of each entry in a word/phrase list, making it easy to determine which occurrences should be indexed
A glossary can be found in Appendix A.
Index and Table of Contents Formats Single File Index Format An index of a single file consists of alphabetically sorted words and phrases. By default, each word or phrase is followed by a comma and a list of page numbers (“Memory card, 24, 32, 56”). If two or more page numbers are consecutive, then the sequence of page numbers is abbreviated to be the first and last page number separated, by default, with a hyphen (“23, 24, 25, 26” would be shortened to “23-26”). Both the comma following each word or phrase and the hyphen separating consecutive page numbers can be changed. A portion of a typical index for a document is shown in figure 1.1. The string of a s t e r i s k s a f t e r “Elizabeth Andrews” indicate that the phrase was not found during indexing.
Canal plant, 35-36
COMINCO, 46-47, 128
Deane, 35-103, 105-130
Elizabeth Andrews*****
Hydro, 36, 40-42, 44, 46, 49
Johnson, 45, 56, 90
Macintosh, 49, 71, 79
Fig. 1.1
2 Section I Introduction
Folder Index Formats
There are three options for the format of a folder index:
1. Each word or phrase is placed on a separate line and is followed by a colon. The names of all chapters which contain the word or phrase appear next. The chapter names are in alphabetical order, each on a separate line, preceded by a tab, and followed by a list of page numbers. Figure 1.2 has a portion of a typical index for a folder, including chapter names.
Canal plant: Chapter 1, 27, 33
Chapter 2, 35-36
COMINCO: Chapter 1, 9, 22-23, 27-28, 30--38, 45
Chapter 2, 46-47, 128
Chapter 3, 47-55, 31, 88, 95, 101, 103
Deane: Chapter 2, 5-20, 55-60
Fig. 1.2
2. Similar to the index for a single document, where each word or phrase is followed by a comma and a list of page numbers. However, each page number is prefixed with the corresponding chapter name. For example:
Memory card, 2-24, 2-32, 2-56, 4-12, 4-22
In the example, “Memory card” is found on pages 24, 32, and 56 of chapter 2 and pages 12 and 22 of chapter 4. If two or more page numbers are consecutive, then the sequence of page numbers is abbreviated to be the first and last page number separated, by default, with a hyphen. To avoid confusion when the chapter name contains a hyphen (as in the above example), a tilde “~” or a colon “:” are commonly substituted for the hyphen separator:
Administrative offices, 2-6, 2-34:2-56
Figure 1.3 shows a portion of an index using this option.
3 Introduction Section I
Canal plant, 1-27, 1-33, 2-35:2-36
COMINCO, 1-9, 1-22:1-23, 1-27:1-28, 1-30:1-38, 1-45, 2-46:2-47, 2-128, 3-47:3-55, 3-31, 3-88, 3-95, 3-101, 3-103
Deane, 2-5:2-20, 2-55:2-60
Fig. 1.3
3. Exactly like the index of a single file. The index consists of a word or phrase followed by a comma and a list of page numbers. Chapter information is not provided. This type of index is used on a document which is broken into multiple files, but consists of consecutive page numbers. Figure 1.4 shows part of an index made with this option.
Canal plant, 35-36
COMINCO, 46-47, 128
Deane, 35-103, 105-130
Hydro, 36, 40-42, 44, 46, 49
Johnson, 45, 56, 90
Macintosh, 49, 71, 79
Fig. 1.4 Multi-level Index Format
Sonar Bookends can produce a multi-level index with an unlimited number of levels. A multi-level index is created using a list of words and phrases which are indented using tab characters. See figure 1.5. A multi-level word/phrase list can be manually generated or it can be automatically generated from a single level word/phrase list.
Accidents Environmental damage, 108 Nuclear, 122-128, 150
Countries Canada, 7-8, 10, 14-16, 32, 36, 51 France, 56-70 United States, 36-37, 46, 50-51
Fuel Gas, 34-35, 53, 57-58 Hydroelectric, 22, 48, 52 Nuclear, 205
Fig. 1.5
4 Section I Introduction
Table of Contents Format A table of contents can be created in any of the formats supported for an index. The difference is that for a table of contents, only one page number appears for each entry. The page number is the first page where each word or phrase is found. Also, a table of contents is not sorted a l p h a b e t i c a l l y, but is organized so that the page numbers are in ascending sequential order. Features Sonar Bookends was designed to use the Macintosh® interface permitting straightforward interactive operation with a minimum of computer knowledge.
• Popular file format support - Sonar Bookends can index popular word processor and page layout formats, such as QuarkXPress, PageMaker, FrameMaker, and Microsoft Wo r d . For information regarding supported file formats please refer to the addendum file in the Sonar Bookends folder.
• Flexibility - Sonar Bookends can generate an index for a single document or a group of related documents. The index can be single level or multi-level.
• Automatic word selection - Sonar Bookends can dynamically create an index of words which appear within a given frequency range.
• Automatic proper noun selection - Sonar Bookends can dynamically create a list and an index of proper nouns.
• User defined phrases - Instead of looking through each page of a document and marking each word or phrase to be indexed, Sonar Bookends takes a list of the words and phrases supplied by the user and looks up the index information automatically.
• Boolean indexing capabilities - Boolean arithmetic can be used to define index entries. For example, the word “nuclear” can appear in the index only if it is within 20 words of either “melt down” or “accident” in the document.
5 Introduction Section I
• Wild cards - Entries containing wild card characters can appear in the index. For example, all pages having a word starting with “span” can be placed in the index.
• Translation - Translation, designated by an inch-mark ("), allows Boolean expressions to be hidden, blank lines to be inserted, and comments to be added to an index and table of contents.
• Printing and saving options - The index is saved as a text only file, allowing it to be edited with any word processor or page layout program. Optionally, the index can be printed directly.
• Name reversal - Sonar Bookends can switch first and last names. For example, “John. H. Doe” would become “Doe, John H.” Names which are already reversed are not effected.
• Single level to multi-level automatic conversion - Sonar Bookends can take a single level list of names and convert it to a multi-level list at the push of a button - an incredible time saver.
• Apple Guide s u p p o rt - Powerful online help is available with System 7.5 and later.
Hardware Requirements Sonar Bookends requires a Macintosh with at least four megabytes of memory. Sonar Bookends can make an index of a document consisting of thousands of files, with the only real limitation being the size of the largest file. Installing Sonar Bookends The Sonar Bookends program and various support files are contained on a diskette which is contained in the sealed envelope imprinted with the Virginia Systems’ license agreement.
To install Sonar Bookends, insert the diskette into a floppy disk drive. The Sonar Bookends’ diskette folder will appear on the desktop and display the “Double-Click Me to Install” icon. See figure 1.6.
6 Section I Introduction
Fig. 1.6
Place the cursor over the “Double-Click Me to Install” icon and double- click the mouse button. A “splash” screen like the one shown in figure 1.7 will appear. Click the “Continue...” button to bring up the installer dialog box.
Fig. 1.7
The Installer dialog box is used to choose the volume and, optionally, the folder where Sonar Bookends is to be installed. In the example shown in figure 1.8, the Sonar Bookends folder will be placed on the disk named “Excalibur.” Once the disk and/or folder has be selected, click the “Install” button and the installation process will complete.
Fig. 1.8
7 Introduction Section I
Support
It is important to fill out and return the software registration card provided in the diskette envelope. Support is only provided to registered customers. Upgrade notices are sent to the person and address supplied on the registration card.
If there are any problems or questions, please call Virginia Systems, Inc. between the hours of 9 AM and 5 PM Eastern Standard Time, Monday through Friday. Please be ready to provide the customer support representative with the serial number found on the label of the Sonar Bookends’ distribution disk.
Alternatively, questions can be sent to Virginia Systems’ FAX number or EMail address. Along with any questions, please include your:
• Name • Serial number • Telephone number • FAX number
Telephone number: (804) 739-3200 Fax number: (804) 739-8376 EMail: [email protected]
Attention QuarkXPress and PageMaker Users
The information on how to use Sonar Bookends with QuarkXPress, P a g e M a k e r, and other file formats is contained in the “Addendum I - File Formats” file. The addendum file is placed in the Sonar Bookends folder by the installer. It is important that “Addendum I” and the “NEW FEATURES NOT IN MANUAL” file be printed and read.
8 Section II Types of Indices
Section II Types of Indices
Sonar Bookends can create several types of indices:
• Word frequency • Word/phrase list • Single level • Multi-level • Proper noun • Table of contents
This section gives a brief description of each type of index. Word Frequency Index A word frequency index is an alphabetical list of all words which occur no more than a given number of times in a document. A word frequency index is the easiest type of index to produce, but usually requires some cleaning up. Setting a reasonable word frequency helps to eliminate words which occur too frequently to have much value. A frequency of 10, for instance, would tell Sonar Bookends to index all words in the document that occur no more than 10 times. Therefore, a word such as “the” would probably occur far more than 10 times in a document and would not be indexed. Word/Phrase List Index Sonar Bookends can build an index from a supplied list of words and phrases. A word/phrase list is a text only file containing both individual words and combinations of words (phrases) which are to be indexed. Since a word/phrase list is a text only file, it can be created in many ways:
• Using a word processor • Using Sonar Bookends’ “New Word/Phrase List...” option • Exporting the list from a database • Generating a word frequency index without page numbers to create a list of words which appear in the document • Using Sonar Bookends to generate a list of all proper nouns
9 Types of Indices Section II
Single Level Index A single level index is a type of word/phrase list index. A single level index consists of one word or phrase per line. The list can be sorted alphabetically by Sonar Bookends, taking into account non-English characters such as “ñ.” Part of a single level index is shown in figure 2.1. A non-sorted single level index may be preferred if the list of words and phrases has already been sorted or is in a special non-alphabetic order.
Canal plant, 35-36
COMINCO, 46-47, 51-55, 57, 64, 123, 128
Deane, 35-103, 105-130
Hydro, 36, 40-42, 44, 46, 49
Macintosh, 49, 71, 79
Fig. 2.1 Multi-Level Index A multi-level index is a type of word/phrase list index. Part of a multi- level index is shown in figure 2.2. Each entry is on a line by itself and subentries are indented with tabs. A multi-level index can have an unlimited number of levels and can be sorted by Sonar Bookends. Only the most indented entries at any given level receive page numbers. The list of entries in a multi-level index can be created with Sonar Bookends or any word processor or page layout program.
Countries Canada: Chapter 1, 7-8, 10, 14-16, 32, 36, 51 Chapter 2, 139, 141, 146-147, 156-160 Chapter 3, 209, 227, 273
United States: Chapter 1, 36-37, 46, 50-51 Chapter 2, 142, 144, 156, 158, 160 Chapter 3, 205
Fuel Gas: Chapter 1, 34-35, 53, 57-58 Chapter 3, 243
Nuclear: Chapter 3, 205
Fig. 2.2
10 Section II Types of Indices
Proper Noun Index Sonar Bookends can create a list of proper nouns found in a document and then index that list. A proper noun is a complete phrase such as “John Q. Smith,” or “United States of America.” The index is made by using this list of proper nouns as a word/phrase list. Any word processor or page layout program can be used to edit the proper noun list. Table of Contents
A table of contents is similar to a multi-level index, except that each entry only shows the first page number where each entry is found. The list of entries for a table of contents can be created with Sonar Bookends or any word processor or page layout program.
11 Types of Indices Section II
12 Section III Preparing to Make an Index/Table of Contents
Section III Preparing to Make an Index/Table of Contents
Before creating an index with Sonar Bookends it is important to:
• Understand how hyphenated words are treated • Set the word order and proximity defaults • Set the pagination information • O rganize the document according to indexing preferences (when the document consists of multiple files in a folder)
For information about generating a case sensitive index, using the keyword elimination file, and redefining Sonar Bookends’ alphabetic character set, see Section VI, “Special Features.” Hyphenation Hyphens are removed by Sonar Bookends if the hyphen is followed by a space, tab or carriage return. Thus, a hyphenated word (like “hy- phen”) is properly indexed as a single word (“hyphen” as opposed to “hy” and “phen”).
There are instances where removal of hyphens is not desirable. An example would be a part number like “123-ABC-789.” If the hyphens were removed, there would be no way of distinguishing between “123- ABC-789” and “1-23A-BC78-9.” For hyphens to be treated as part of a word or number, the hyphen must be touching an alphabetic or numeric character on both sides. Therefore, characters which make up a part number should remain together, and not be separated at the end of a line like this:
123-ABC- 789
The above example would produce the part number “123-ABC789,” instead of “123-ABC-789,” since the hyphen following “ABC” was not touching a character or number on its right side.
An Em dash (Option-Shift-hyphen) and an En dash ( O p t i o n - H y p h e n ) can be substituted for a regular hyphen. The Em dash is handled like a space: “123—ABC—789” and “123 ABC 789” are treated exactly the same (“123,” “ABC,” and “789” would be indexed separately). The En dash is treated as an alphabetic and is always considered part of a word. 13 Preparing to Make an Index/Table of Contents Section III
Setting/Overriding Default Word Order and Proximity Sonar Bookends indexes a phrase as a series of words and not just a string of characters. Therefore, spacing and punctuation are not significant and are ignored. By default, a phrase is found if the words in the phrase appear in the document being indexed in the same order and immediately next to each other. For example, the phrase “John Doe” would be found even if it appeared as “John, Doe.” because periods, commas, extra spaces, and carriage returns are ignored.
By default, the phrases in figure 3.1 would not match “John Doe:” “Doe, John” Words are in the wrong order “John E. Doe” Words are not next to each other (“E” is between them) “Doe, Edward John” Words are not next to each other and are in the wrong order Fig. 3.1
The default word order and proximity can be set globally for every entry, and overridden for individual entries. To set the defaults for all entries, select Default word order and proximity... in the Special menu, as shown in figure 3.2. The dialog box shown in figure 3.3 will then appear.
Fig. 3.2
Fig. 3.3 By changing the word separation to 2 and unchecking word order significance, all of the phrases in figure 3.1 would match “John Doe.”
Word order and proximity values can also be overridden on individual entries in a word/phrase list. See Section VI, “ Special Features.”
14 Section III Preparing to Make an Index/Table of Contents
Pagination Word Processor and Page Layout Files Before making an index for word processor and page layout documents, please refer to the addendum document in the Sonar Bookends folder. The addendum document has notes and information on each supported file format, including information on how documents created with PageMaker or QuarkXPress are to be exported for indexing.
Except for text only files, Sonar Bookends gets the starting page number and all other page numbering information automatically from the document being indexed. It is extremely important to follow any instructions in the addendum for the type of document being indexed. Text Only Files Text only files, unlike word processor and page layout files, do not have any pagination information. To make indexing a text only file feasible, Sonar Bookends provides a mechanism to define the starting page number and the number of lines per page. Even documents consisting of multiple text only files can be indexed.
Before making an index of a text only document, the appropriate pagination information should be set using Configuration for text only files... in the File menu. See figure 3.4.
Fig. 3.4
15 Preparing to Make an Index/Table of Contents Section III
The dialog box shown in figure 3.5 will appear. The Maximum number of lines per page item tells Sonar Bookends where to place page breaks. As it processes a text only document, Sonar Bookends will count the number of lines and place a page break every 66 lines, unless told otherwise. If Sonar Bookends encounters a form feed (end of page character) before reaching 66 lines, then the page break is forced at the end of the line containing the form feed.
The starting page number is also specified in the dialog box in figure 3.5. If Consecutive page numbers is checked and a folder is being indexed, then the page numbers for each document begin where the previous document left off. This option is used when a document has multiple chapters in multiple files, and the document’s page numbers start at one, and go to page n. For consecutive page numbering to work properly, the chapters must be named in alphabetical order: Either name the chapters something like “Chapter 01,” “Chapter 02,” etc., or insert an “A” in front of the first chapter’s name, a “B” in front of the second chapter’s name, etc. If Consecutive page numbers is not checked, each file begins with the same starting page number. This is used when a document is broken into chapters and each chapter starts on page 1.
Fig. 3.5
When using Configuration for Text Only Files..., F o rce Document P ro c e s s i n g in the S p e c i a l menu is automatically checked. This is to insure that the next index will reflect any changes in the page configuration.
Document Organization When Indexing a Folder A document consisting of multiple files can be indexed using Sonar Bookends. All of the files making up the document must be placed in the same folder. The folder should not contain any other files. A document must be broken into multiple files, one chapter per file, if chapter names (“1-,” “2-,” etc.) are to be included in the index.
16 Section III Preparing to Make an Index/Table of Contents
Indexing a Folder Without Chapter Names If the page numbering scheme for a document is simply a series of consecutive page numbers (like the page numbering for this manual), then the names of the files in the folder being indexed should be in alphabetical order according to the order that each file appears in the document. For example, if a file named “B” contains pages 1-25, then the file which contains pages 26 through 45 could be named “C,” but should not be named “A.” If the second file was named “A,” then the page numbers would be correct, but would appear out of sequence in the index. For example, page 28 might appear before page 6. An example of an index without chapter names appears in figure 3.6.
Canal plant, 35-36
COMINCO, 46-47, 51-55, 57, 118-119, 121, 123, 128
Deane, 35-103, 105-130
Hydro, 36, 40-42, 44, 46, 49
Macintosh, 49, 71, 79
Fig. 3.6 Indexing a Folder With Chapter Names If the document being indexed has a page numbering scheme which includes a chapter reference and a page number (such as “1-2,” “6-12,” etc.), then each file in the folder being indexed should contain an entire chapter, and should have the same name as the chapter it contains. For example, the file which contains chapter “2-” should be named “2-”. Sonar Bookends gets the chapter reference from the name of the file containing that chapter. An example of an index with chapter names is shown in Figure 3.7.
Fuel Nuclear: 8-205
Gas: 1-34:35, 53, 57:58 8-243
Countries United States: 1-36:37, 46, 50:51 2-142, 144, 156, 158, 160 3-205
Canada: 1-7:8, 10, 14:16, 32, 36, 51 2-139, 141, 146:147, 156:160 4-209, 227, 273
Fig. 3.7 17 Preparing to Make an Index/Table of Contents Section III
18 Section IV Index and Table of Contents Options
Section IV Index and Table of Contents Options
Sonar Bookends allows certain formatting options to be selected when producing an index and table of contents. When Make index/table of c o n t e n t s . . . is selected in the Index menu, as shown in figure 4.1, the Index dialog box, shown in figure 4.2, automatically appears. This dialog box tells Sonar Bookends whether an index or a table of contents is to be made, the type of index to be made, which type of symbols are to be used to separate page numbers, how many lines should appear between each entry, etc.
Fig. 4.1
Fig. 4.2
Indexing a File or a Folder Refer to figure 4.3. Items [A] and [B] indicate whether the index is to be made for a single file or an entire folder (multiple files), respectively. Sonar Bookends will index all files in a folder, but will not index files in any subfolders.
19 Index and Table of Contents Options Section IV
Fig. 4.3 Chapter Names
If the index is to contain chapter names and page numbers, such as “2- 1,” “6-12,” etc., then the Include chapter names in this format option in item [C], figure 4.3, must be checked. Otherwise, the index will contain a series of consecutive page numbers without chapter names.
There are two options for formatting chapter names:
1. Option [D] in figure 4.3 - each chapter name is placed at the beginning of a line, with all of the page numbers for that chapter following the chapter name:
1-6, 8, 10, 22 2-10, 55
2. Option [E] in figure 4.3 - the page numbers are strung together and each page number is prefixed with the associated chapter name:
1-6, 1-8, 1-10, 1-22, 2-10, 2-55 Index Type Refer to figure 4.4. Items [F] through [N] define the type of index that is to be produced. Item [N] tells Sonar Bookends to make a table of contents instead of an index.
20 Section IV Index and Table of Contents Options
Fig. 4.4 Word Frequency Index
Item [F] in figure 4.4 allows a word frequency index to be generated. If item [G] is checked the index is created without page numbers for easy editing. Item [H] specifies the maximum number of times a word can occur and still be included in a word frequency index. Word/Phrase List Index
When item [I] in figure 4.4 is selected, Sonar Bookends produces a word/phrase list index based on a text only file which contains the words/phrases to be indexed. Item [J] allows the selection of a single or multi-level index. To index each entry in a multi-level index, make sure that [J] is not checked. Section II discusses single and multi-level indices in more detail.
Normally if Sonar Bookends cannot find an item in the word/phrase list, it puts five asterisks (*****) after the offending word/phrase. However, if item [K] is checked then any entries which cannot be found are simply not placed in the index.
Checking item [L] makes Sonar Bookends display each occurrence of each entry in the word/phrase list in one line of context. Each occurrence can then be either included or excluded from the index by selecting or deselecting the occurrence, respectively.
Item [M], if checked, makes Sonar Bookends put the frequency of each word/phrase in the index. No page numbers are generated with this option. Word frequency is used in linguistic studies, among other things. 21 Index and Table of Contents Options Section IV
Table of Contents
Item [N] in figure 4.4 is selected when Sonar Bookends is to create a table of contents. A table of contents is generated using a multi-level word/phrase list. Only the page number of the first occurrence of each phrase is placed in the table of contents. Separation of Non-Consecutive Page Numbers Item [O] in figure 4.5 effects the separation of non-consecutive page numbers. Either commas or tabs can separate page numbers. Examples of the two methods of separation are shown in figure 4.6.
Fig. 4.5
Thunderbird, 112, 189, 201, 256 Thunderbird, 112 189 201 256 Comma Separators Tab Separators Fig. 4.6 Abbreviation of Consecutive Page Numbers
Consecutive page numbers (45, 46, 47, 48, 49) are abbreviated (45-49) by default. Item [P] in figure 4.5 enables abbreviation and identifies the single character that separates consecutive page numbers. A hyphen is the default, but a colon or any other single character can be used. A colon or a t i l d e (~) are good choices if the index is to contain hyphenated chapter names (“1-,” “2-,” etc.). This avoids confusing chapter names with consecutive page numbers:
22 Section IV Index and Table of Contents Options
1-2, 4, 6-12, 15 The above example shows chapter 1, pages 2, 4, 6 through 12, and 15. It would be clearer as: 1-2, 4, 6:12, 15
Selecting item [Q] in figure 4.5 will disallow any consecutive page number abbreviations: 1-2, 4, 6, 7, 8, 9, 10 , 11, 12, 15 Database Import Format Item [R] in figure 4.5 causes each entry in the index to be formatted for easy importation into a database. The database format consists of one line for every occurrence of every word/phrase being indexed. Each line consists of the word/phrase being indexed and one page number:
Computers, 5 Computers, 12 Computers, 13 Computers, 14 Dragging, 19 Dragging, 46 Text Separating Index Entries and Page Numbers
The characters between each word or phrase and its first page number are controlled by item [S] in figure 4.5. The default value is a comma and a space, but any sequence of characters can be used. The index entry for “Nuclear energy” would look like this: Nuclear energy, 104, 110-114, 203
Changing item [S] to be “===” would change the index entry to look like this: Nuclear energy === 104, 110-114, 203
The question mark (?) is a special character which is used to represent a tab character. Thus, if item [S] was set to “??” there would be two tabs between each word or phrase and its first page number: Nuclear energy 104, 110-114, 203
23 Index and Table of Contents Options Section IV
Blank Lines Between Entries
Item [T] in figure 4.5 determines how many blank lines are inserted between index entries. A value of zero will put one entry immediately below the other: Nuclear energy, 104, 110-114, 203 Reactor, 33, 45
A value of 2 will place two blank lines between each entry:
Nuclear energy, 104, 110-114, 203
Reactor, 33, 45
24 Section V Creating an Index and Table of Contents
Section V Creating an Index and Table of Contents
Sonar Bookends can automatically create either a word frequency index or a proper noun index. A word/phrase list index or a table of contents requires a user supplied word/phrase list. Word Frequency Index A word frequency index is based on how often words appear in a document. The entries are first sorted alphabetically and then indexed. This type of index assumes that a word’s significance decreases as its frequency increases.
In a word frequency index, both numbers and words are indexed. Numbers appear before letters; so numeric values appear first in the index and are followed by words beginning with the letter “A.” Note: By redefining Sonar Bookends’ alphabetic characters to make the characters “0123456789” non-alphabetic, numbers will not be indexed.
A word frequency index is helpful in determining which words should be included in an index. By making the index without page numbers, Sonar Bookends produces a list of words based on the specified f r e q u e n c y. This word list can then be saved, opened from within any word processor/page layout program, and edited. The edited list can then be used as a word/phrase list to produce the final index. Before proceeding to make a word frequency index of a document consisting of multiple files, make sure the instructions in “Document Org a n i z a t i o n When Indexing a Folder” in Section III have been followed. Formatting Options for a Word Frequency Index To begin generating a word frequency index, select Make index/table of contents... in the Index menu, as shown in figure 5.1. The dialog box shown in figure 5.2 will then appear.
Fig. 5.1
25 Creating an Index and Table of Contents Section V
Fig. 5.2 Refer to figure 5.3. Select options [A] - [E], as described in Section IV, “I n d e x / Table of Contents Options.” Item [F] needs to be selected to make a word frequency index. If the list of words produced is going to be edited first, check item [G]. The resulting list of words can then be saved, edited with a word processor or page layout program, saved as a text only file, and indexed as a word/phrase list. Item [H] should contain a value greater than zero. Sonar Bookends only includes words in the index which occur item [H] number of times or less.
Fig. 5.3
Note for non-English documents: For languages such as French and Spanish, check the “Without page numbers” option on item [G] and save the resulting list of words. The list of words should then be opened, sorted, and indexed as a word/phrase list. This insures that the index is sorted correctly by taking into account such symbols as ñ, ö, î, etc. 26 Section V Creating an Index and Table of Contents
Opening a File or a Folder for Indexing Refer to figure 5.3. After the O K button is clicked, Sonar Bookends asks for the name of the file (item [A]) or the folder (item [B]) to be indexed. Opening a File
If item [A] in figure 5.3 is selected, then Sonar Bookends asks for the name of the file to be indexed when the OK button is clicked. Simply navigate to the desired file and click the Open button, as shown in figure 5.4. In this example, the file “Chapter 2” is being opened for indexing.
Fig. 5.4
Opening a Folder
If item [B] in figure 5.3 is selected, then Sonar Bookends asks for the name of the folder to be indexed when the OK button is clicked. Simply navigate to the desired folder, open it, and then click the Select Folder button, as shown in figure 5.5. The example is selecting the folder “Book Work,” not the folder “Word/Phrase List.” Sonar Bookends indexes all files in a folder, but will not process the files in any subfolders.
Fig. 5.5
27 Creating an Index and Table of Contents Section V
File Preparation
As soon as the appropriate file or folder has been opened, Sonar Bookends begins to prepare the document for indexing. Sonar Bookends searches for all the words and their locations in the document. The document preparation can take several minutes. As pages of the document are prepared, the status window in Figure 5.6 is displayed. To cancel the file preparation, hold down the command key ( ) and press period (.)
Fig. 5.6
Sonar Bookends only needs to perform the document preparation once, unless the document is changed or document processing has been forced. Therefore, a second or third index can be run within seconds using a d i fferent word frequency or different word/phrase list. When configuring text only files, using keyword elimination, or redefining alphabetic characters, Force Document Processing in the Special menu is automatically checked. See figure 5.7. This is to insure that the next index reflects any changes in either text only configuration, keyword elimination, or alphabetic characters. F o rce Document Pro c e s s i n g i s automatically disabled after the next index has been made.
Fig. 5.7 Processing a Word Frequency Index
Sonar Bookends begins processing the index after the file preparation is complete. A status window like the one shown in figure 5.8 will appear. The total number of words being placed in the index is displayed in the status window. To cancel the index hold down the command key ( ) and press period(.)
28 Section V Creating an Index and Table of Contents
Fig. 5.8 Viewing a Word Frequency Index
After the index has been processed, Sonar Bookends automatically displays the index in the “Index/TOC” window. (TOC stands for Table of Contents.) See figure 5.9.
Fig. 5.9
The index displayed in the “Index/TOC” window shows the index with blank lines removed for display purposes only. The index cannot be edited directly in Sonar Bookends. If the index is over 10 pages long, the dialog box in figure 5.10 appears. This dialog box indicates that the Index/TOC display has been shortened. Only the first 10 pages of the index will be shown. An ellipsis mark (...) follows the last entry in the index as a reminder that the index has been truncated for display purposes. See figure 5.11.
Fig. 5.10
29 Creating an Index and Table of Contents Section V
Fig. 5.11 Saving a Word Frequency Index To save the index in its entirety, including appropriate spacing between entries, click on the Index/TOC window to select it, then choose Save in the F i l e menu. A standard file dialog box will appear. Save the index/table of contents under any name, being careful not to replace the file or files being indexed. When indexing a folder, do not save the index/table of contents into the folder being indexed. This is important because if another index is made of the folder, the saved index will be inadvertently indexed like any other file in the folder!
The index is automatically saved as a text only file that can be opened by any word processor or page layout program. See figures 5.12 and 5.13.
Fig. 5.12
Fig. 5.13 30 Section V Creating an Index and Table of Contents
Editing a Word Frequency Index The index cannot be edited in the “Index/TOC” window. Therefore, the index must be saved before any editing can be performed. Since the index is saved as a text only file, it can be edited with any word processor or page layout program. Using the Open... in the File menu of the word processor or page layout program, open the saved index.
If the name of the file containing the index does not appear in the “Open” dialog box, look to see if there is an “import” check box and check it. If there is not an “import” check box or the file name still does not appear, check to see if the “Open” dialog box allows a selection from a list of supported file types. If so, select “Text Only” or “ASCII.”
After the index has been edited, it can be printed and/or saved. Word/Phrase List Index Sonar Bookends can create an index from a text only file containing words and/or phrases. This word/phrase list can contain both individual words, combinations of words (phrases), and entries which incorporate advanced indexing techniques such as Boolean operations and wild cards. The word/phrase list can be either single or multi-level, depending upon the type of index to be made. See Section VI ,“Special Features,” for using Boolean operators, wild cards, reversing first and last names in a word/phrase list, and automatically converting single level word/phrase lists to multi-level. Single and Multi-Level Word/Phrase Lists Part of a single level word/phrase list is shown in figure 5.14. Each entry is against the left margin, and is on a separate line. A multi-level word/phrase list is shown in figure 5.15. Each entry in a multi-level word/phrase list is on a separate line and optionally indented with tab characters. Only the most indented entries at any given level will receive page numbers when the list is indexed.
Apple Computer CPU Data Modem Macintosh Motorola M68040 RAM System 7 Compatibility Fig. 5.14 31 Creating an Index and Table of Contents Section V
Apple Computer Apple II IIc IIe Macintosh Macintosh II Power PC PowerBook Quadra
IBM PC PS I PS II R6000 Fig. 5.15 Creating a Word/Phrase List A word/phrase list can be created in a variety of ways:
• Manually typed-in, or copied and pasted using a word processor • Created using Sonar Bookends to produce a word frequency index without page numbers • Generated with Sonar Bookends’ proper noun capabilities • Typed-in using Sonar Bookends’ New Wo rd/Phrase List... command in the File menu • Exported from a database • Downloaded from another computer
Each word or phrase needs to be on a separate line. By default, Sonar Bookends indexes the words or phrases exactly as they are found in the word/phrase list, ignoring punctuation and spacing. To change the default for word order, proximity, and punctuation, see Section VI, “Special Features.” “Special Features” also explains how to use wild cards and Boolean operations in the word/phrase list.
There is no practical limit set on the size of a word/phrase list, but the amount of memory used by Sonar Bookends may have to be increased for extremely large lists. Sonar Bookends’ memory size can be increased by using the Finder’s Get Info... command after clicking on the Sonar Bookends icon.
32 Section V Creating an Index and Table of Contents
Creating a Word/Phrase List With a Word Processor
One of the most straightforward ways to make a word/phrase list is to simply type it in using any word processor or page layout program. Bring up the word processor and create a new document using the New... command in the word processor’s File menu. Enter each word or phrase that is to appear in the index and follow each by a carriage return, placing it on a separate line. Optionally, a word or phrase can be prefixed with one or more tab characters to produce a multi-level word/phrase list.
A word/phrase list can also be created by copying and pasting from a word processor document. Two word processor windows need to be open. The document being indexed should be in one window and the word/phrase list in another. Copy and paste each desired phrase from the document being indexed to the word/phrase list. Insert a carriage return at the end of each pasted phrase to insure that every phrase is on a separate line.
When saving the word/phrase list it is important to use the word processor’s Save as... command in the File menu. When the Save as... dialog box appears, set the file type to “text only” before saving. For QuarkXPress, use the “Save text...” command; for PageMaker, use the “Export...” command. Be sure to use a unique name when saving the word/phrase list and, when indexing a folder, do not save the word/phrase list in the folder being indexed. Creating a Word/Phrase List Based on Word Frequency A list of words can easily be created by using Sonar Bookends’ word frequency index capabilities. Just select Make index/table of contents... in the Index menu, as shown in figure 5.16. The dialog box shown in figure 5.17 will appear.
Fig. 5.16
33 Creating an Index and Table of Contents Section V
Fig. 5.17
Refer to figure 5.18. Select either item [A], if indexing a file, or [B], if indexing a folder. Select items [C], [D], and [E] as appropriate if indexing a folder. Select Wo rd frequency index, item [F], and check Without page numbers, item [G]. Enter the maximum number of times a word can occur in item [H]. The other formatting options do not matter as Sonar Bookends is only producing a list of words and not an index. Click O K, and then follow the instructions in “Opening a File or a Folder for Indexing” earlier in this section.
Fig. 5.18
34 Section V Creating an Index and Table of Contents
As soon as the file or folder has been opened, document processing begins. Sonar Bookends proceeds to make the list of words according to the specified word frequency in item [H]. The document processing can take several minutes. To cancel the document processing hold down the command key ( ) and press period(.) Sonar Bookends only needs to go through the document processing once, unless the document is changed or document processing has been forced. Therefore, a second or third word/phrase list can be created within seconds using a different word frequency. See “Forced Document Processing” for more information.
Sonar Bookends begins creating the word/phrase list after the document processing is complete. As words are added to the list, the number of words is displayed in a status window. When complete, Sonar Bookends automatically shows the word/phrase list in the “Index/TOC” window. To cancel, hold down the command key ( ) and press period(.)
The word/phrase list cannot be edited directly in Sonar Bookends. If the word/phrase list is over 10 pages long, an “Display shortened” message appears and only the first 10 pages of the list are displayed. An ellipsis mark (...) follows the last entry in the list as a reminder that the list has been truncated for display purposes. The list is not shortened nor does the ellipsis mark appear when the list is printed or saved.
To save the word/phrase list, click in the Index/TOC window and select Save in the File menu. (Note that the Index/TOC window is used and not Word/Phrase List window. This is important as the list to be saved is actually an index without page numbers.) A standard file selection dialog box will appear. See figure 5.13. Enter a name for the word/phrase list, and click the S a v e button. The list is automatically saved as a text only file.
Since the word/phrase list is saved as a text only file, it can be edited with any word processor or page layout program. Using the O p e n . . . command in the F i l e menu of the word processor, open the file containing the word/phrase list. Perform any necessary editing, and save the edited word/phrase list as a text only file. See “Processing a Word/Phrase List Index” for information on how to complete the index. Creating a Word/Phrase List Based on Proper Nouns Sonar Bookends can create a list of proper nouns found in a document and index that list. Sonar Bookends finds proper nouns using rules of capitalization and punctuation. To generate a proper noun list, use Build proper noun list... in the Index menu. Refer to figure 5.19.
35 Creating an Index and Table of Contents Section V
Fig. 5.19
The dialog box shown in figure 5.20 will appear.
Fig. 5.20
Select either Single file or Folder depending on whether the document consists of one file or many files. Next, set the maximum number of times that a proper noun can occur. Setting this frequency acts like a f i l t e r, eliminating any proper nouns that occur too frequently to be of any real value. The frequency can be set anywhere from 1 (for unique proper nouns) to 65535 (keeping every proper noun). After opening the desired file or folder in the same manner as described in “Opening a File or a Folder for Indexing” earlier in this section, Sonar Bookends compiles and sorts the proper noun list. The status window shown in figure 5.21 appears to display the number of proper nouns found as the list is being compiled. When the list is complete, a standard dialog box appears allowing the proper noun list to be saved. The proper noun list is automatically saved as a “text only” file.
Fig. 5.21
The proper noun list is displayed in the Word/Phrase List window and, if the “Display shortened” message did not appear, the list can be edited directly in Sonar Bookends. It can also be viewed and edited with any word processor or page layout program. It must be edited outside of Sonar Bookends if the “Display shortened” message appears. 36 Section V Creating an Index and Table of Contents
If editing the proper noun list with a word processor, be sure to save the edited list as a text only file, otherwise Sonar Bookends will be unable to use it.
See “Processing a Word/Phrase List Index” later in this section for more information on how to complete the index. Creating a Word/Phrase List Using New Word/Phrase List... If the word/phrase list is less than 10 pages or so, Sonar Bookends can be used to enter the list. To create a new word/phrase list, select New w o rd/phrase list... in Sonar Bookends’ F i l e menu, as shown in figure 5.22. Sonar Bookends asks for a file name, as shown in figure 5.23. After entering a file name and clicking the Save button, the Word/Phrase List window shown in figure 5.24 appears and the word/phrase list can be entered. Enter each word or phrase followed by a carriage return, placing each word or phrase on a separate line. Optionally, a word or phrase can be prefixed with one or more tab characters to produce a multi-level word/phrase list. To save the list, select Save in the F i l e menu, as shown in figure 5.25.
Fig. 5.22
Fig. 5.23
37 Creating an Index and Table of Contents Section V
Fig. 5.24
Fig. 5.25
Creating a Word/Phrase List Using a Database For some applications, like indexing a catalog, the items to be indexed may be contained in a database. In this case, the word/phrase list can be generated directly by exporting the desired database fields into a text only file, one item per line. Separate indices for part names, part numbers, and part descriptions can be generated easily by creating three d i fferent word/phrase lists. Depending on available memory, Sonar Bookends can handle huge indices. For more information on exporting database files, refer to the user’s guide provided with the database. Downloading a Word/Phrase List from Another Computer
A word/phrase list can be downloaded over a telephone line using a terminal emulator program, like the one found in Microsoft Works. If the list can be saved on an IBM compatible floppy disk, the list can be read directly into the Macintosh. Processing a Word/Phrase List Index After the word/phrase list has been created, Sonar Bookends can produce a Word/Phrase List index. To begin generating a word/phrase list index, select Open word/phrase list... in the File menu. Navigate to the desired file and click the Open button, as shown in figure 5.26. 38 Section V Creating an Index and Table of Contents
Fig. 5.26
Next, select Make index/table of contents... in the Index menu, as shown in figure 5.27. The dialog box shown in figure 5.28 will appear.
Fig. 5.27
Fig. 5.28
Refer to figure 5.29. Select either [A], if indexing a file, or [B], if indexing a folder. If indexing a folder, set items [C] through [E] as necessary. Select item [I], Word/phrase list index. If a multi-level index is required, check item [J], Multi-level. Entries which are not found can be omitted by checking item [K], Found entries only. Each occurrence of each entry can be viewed in context and either selected or deselected for indexing using item [L], P review and edit ‘hits’. Finally, if the frequency for each entry, and not the page numbers, is desired, check item [M], Show word/phrase frequency.
39 Creating an Index and Table of Contents Section V
Fig. 5.29
If a word/phrase list has not already been opened (via O p e n word/phrase list... in the File menu), Sonar Bookends asks for one to be opened as soon as item [I] is selected.
Next, select any other preferred formatting options, as described in the section “Selecting Formatting Options,” and click the OK button. A standard selection dialog box appears so that the file or folder to be indexed can be selected. After the selection has been made, document processing begins. The document processing can take several minutes. A status window shows the number of pages that have been processed. To cancel the document processing hold down the command key ( ) and press period(.)
Sonar Bookends only needs to go through the document processing once, unless the document is changed or document processing has been forced. Therefore, a second or third index can be created within seconds using a different word/phrase list. See “File Preparation” for additional information.
Sonar Bookends processes the index after the document processing is complete. A status window shows the number of words/phrases in the index as it is being processed. To cancel the index hold down the command key ( ) and press period(.). If item [L] is checked, then Sonar Bookends will display the word/phrase entries in context. This is discussed in more detail later in this section.
40 Section V Creating an Index and Table of Contents
If the index is more than 10 pages, a dialog box displays the message “Display shortened.” Note that the index is only shortened for display purposes. The index is not shortened when printed or saved.
After the document has been indexed, Sonar Bookends displays the index in the Index/TOC window. (TOC stands for Table of Contents.). If item [K] is not checked, some entries may have five asterisks (*****) following them. This means that Sonar Bookends could not find these entries in the document being indexed. Entries that are not found could be misspelled, or require a Boolean expression or wild card in order to be found. Wild cards and Boolean expressions are discussed in Section VI.
Blank lines are removed in the index display. An ellipsis mark (...) follows the last entry in the index if the index display has been shortened. Blank lines are not removed and ellipsis marks do not appear when the index is printed or saved. Previewing Entries in Context If item [L], Preview and edit ‘hits’ is checked, Sonar Bookends displays a dialog box containing one line of context for every occurrence of a word/phrase. Each occurrence can then be selected or deselected for indexing, a tremendous time saver that also makes the index more accurate and useful.
The contexts are shown one word/phrase at a time, with the title of the dialog box containing the current word/phrase. Sonar Bookends makes every attempt to center the word/phrase in the context for easy identification. By default all occurrences are selected. A context dialog box is shown in figure 5.30.
Fig. 5.30 41 Creating an Index and Table of Contents Section V
In the dialog box shown in figure 5.30, the title bar indicates that the phrase “Boolean expressions” is being displayed. By default, each occurrence is selected (highlighted). Clicking the O K button at this point will index all of the occurrences. To deselect some occurrences so that they are not indexed, hold down the command key ( ) w h i l e clicking on the entries to be deselected. If the majority of the entries are to be deselected, click the Select None button and then hold down the command key while clicking on only the desirable entries. Select All will select each occurrence again. Remember: only the occurrences which are highlighted when the OK button is clicked will be indexed.
To see more context for a given occurrence, simply click on it — an expanded context will appear near the bottom of the dialog box. In figure 5.30 the expanded context for line one can be seen.
After the OK button is clicked, Sonar Bookends displays the next word or phrase and all of the contexts for that word or phrase. This repeats until all words and phrases have been processed.
If a word or phrase appears too often, then Sonar Bookends displays a message like “Cannot preview: John Doe”. Sonar Bookends then places all page numbers for the offending word/phrase into the index. For a word/phrase to appear so many times that it cannot be previewed, it is questionable if it should not be included in the index anyhow. Saving a Word/Phrase List Index To save the index in its entirety, including appropriate spacing between entries, click in the Index/TOC window and then select Save in the File menu. A standard file dialog box appears, allowing the index to be named and saved. The index is automatically saved as a text only file. Editing a Word/Phrase List Index The index cannot be edited in the In d e x / TO C w i n d o w. Therefore, the index must be saved before any editing can be performed. Since the index is saved as a text only file, it can be edited with any word processor or page layout program. Using Open... in the File menu of the word processor or page layout program, open the saved index.
If the name of the file containing the index does not appear in the Open... dialog box, look to see if there is an import check box and, if so, check it. If there is not an import check box or the file name still does not appear, check to see if the Open dialog box allows a selection from a list of supported file types. If so, select “Text Only” or “ASCII.”
42 Section V Creating an Index and Table of Contents
Single Level Index A single level index is produced using a word/phrase list containing one word or phrase per line. Each entry is against the left margin. The word/phrase list can be sorted alphabetically by Sonar Bookends, taking into account non-English characters such as “é.”
To produce a single level index, follow the steps for creating and making a word/phrase list index. Make sure that the M u l t i - l e v e l option is n o t checked in item [J] of the dialog box shown in figure 5.29. Multi-Level Index A multi-level index is produced using a word/phrase list which contains one word or phrase per line. Words and phrases can be indented with tab characters. The word/phrase list can be optionally sorted. When sorting a multi-level word/phrase list, all levels of the list are sorted. Only the most indented entries at any given level receive page numbers.
To produce a multi-level index, follow the steps for creating a word/phrase list using tabs to indent desired entries. When creating the index, make sure that the Multi-level option in item [J] of the dialog box shown in figure 5.29 is checked.
Note: If each index entry is to have page numbers, regardless of indentation, do not check item [J], Multi-level in figure 5.29.
Sonar Bookends can now convert a single level word/phrase list into a multi-level list automatically. See the Section VI, “Special Features” for detailed information on this new feature. Sorting a Word/Phrase List By default, Sonar Bookends assumes that word/phrase lists are already sorted and does not waste time sorting them. If a word/phrase list (either single level or multi-level) needs to be sorted, it must be sorted before making the index. Open the word/phrase list using Open Word/Phrase L i s t . . . in the F i l e menu and select S o rt Wo rd/Phrase List in the I n d e x menu as shown in figure 5.31.
43 Creating an Index and Table of Contents Section V
Fig. 5.31
The sorted word/phrase list can be saved using Save in the File menu. Proper Noun Index An index of proper nouns can be made very easily with Sonar Bookends. First, have Sonar Bookends create a list of proper nouns found in the document to be indexed. See “Creating a Word/Phrase list based on Proper Nouns” earlier in this section. Second, follow the instructions for making a word/phrase list index. The proper noun list is the word/phrase list used to produce this index. Save the created index, edit it from within a word processor/page layout program. Making a Table of Contents Sonar Bookends produces a table of contents by using a multi-level word/phrase list. Create a multi-level word/phrase list as described in “Creating a Word/Phrase List” earlier in this section. After the multi- level word/phrase list has been created, select Open word/phrase list... in the F i l e menu. Sonar Bookends asks for the name of the file that contains the multi-level word/phrase list. Simply navigate to the desired file and click the Open button.
Next, select Make index/table of contents... in the Index menu, as shown in figure 5.32. The dialog box, as shown in figure 5.33 will appear.
Fig. 5.32
44 Section V Creating an Index and Table of Contents
Fig. 5.33
Refer to figure 5.34. Select either [A], for a table of contents of a single file, or [B], for a table of contents of an entire folder. If making a table of contents for a folder, select items [C], [D], and [E] as appropriate. Select item [N], Table of contents using word/phrase list.
Fig. 5.34 If a multi-level word/phrase list has not already been opened (via Open word/phrase list... in the File menu), Sonar Bookends asks for one to be opened at this time.
Select any additional formatting options. Click the OK button, and then select the file or folder that is having its table of contents made by Sonar Bookends. The table of contents is then generated and displayed.
45 Creating an Index and Table of Contents Section V
Saving a Table of Contents To save the table of contents in its entirety, including appropriate spacing between entries, click on the Index/TOC window and then select Save in the File menu. A standard file dialog box appears allowing the table of contents to be named and saved. The table of contents is automatically saved as a text only file.
46 Section VI Special Features
Section VI Special Features Sonar Bookends provides several advanced features for creating an index. Wild cards, Boolean expressions, and default overrides can be placed in a word/phrase list. A unique feature, called “Translation,” can “hide” the Boolean expressions, wild card characters, and default overrides so that they do not appear in the final index. Sonar Bookends can also reverse first and last names in a word/phrase list automatically, eliminate “noise” words from an index, produce a case sensitive index, convert a single level word/phrase list into a multi-level word/phrase list, and allow the alphabetic character set to be redefined. These features, along with the ability to add comments or notes to an index, make Sonar Bookends a powerful indexing solution. Wild cards in Word/Phrase Lists Sonar Bookends uses the asterisk (“*”) as a wild card character. When making an index, a word is considered a match to a wild card if all characters up to the asterisk match exactly. For example, to index all words that start with son, enter son*: son, SONAR, and song would all be matches, but not reas o n or res o nant. There can be any mixture of wild cards and non-wild cards in a phrase. For example, c o m p u t e r disk* file* would index Computer diskette file or computer disks filed.
See “Translation,” later in this section, for information on how to “hide” wild card characters so that they do not appear in the index. Boolean Expressions in Word/Phrase Lists
Elaborate indices can be created using a simple but powerful index syntax to create a Boolean expre s s i o n . A Boolean expression can contain any combination of phrases, o p e r a t o r s, m o d i f i e r s a n d parentheses. The basic syntax of a Boolean expression is defined as:
Phrase [operator [modifiers] Phrase] (Bracketed ([]) items are optional) Phrases A phrase consists of one or more words. Generally, punctuation in a phrase, such as periods and commas, are ignored. However, some non- alphabetic characters require special treatment (discussed later in this section). Here are some valid phrases:
47 Special Features Section VI
John Jonathan Doe Doe, John United States of America Operators Operators are used to perform Boolean arithmetic. The operators are:
John & Jim Index each occurrence of John and Jim on the same page John | Jim Index each occurrence of either John or Jim John ~ Jim Index each occurrence of John only if it is not in the same file as Jim Modifiers By default, the phrases on either side of an operator can appear anywhere in a file and can appear in any order. Modifiers are used to modify this behavior of operators: John &:15 Jim Index John and Jim within 15 words of each other John &= Jim Index John and Jim on the same page, John must appear first John &:15= Jim Index John and Jim within 15 words of each other, John must appear first John ~:5 Jim Index John if not within 5 words of Jim Sample Boolean Expressions John Doe “John Doe” with “John” and “Doe” next to each other and in the specified order (standard default).
Kennedy ~:15 (John | Jack) “Kennedy” not within 15 words of either “John” or “Jack.”
Adams &:20 Samuel “Adams” within 20 words of “Samuel,” either word can come first. Same as: Samuel Adams:20!
Tab | Tabs | Tabbing “Tab” or “Tabs” or “Tabbing.”
Convers* ~:1 conversation Any word starting with “Convers” but not “conversation.”
John Doe:5! &:10 Jim Smith “John” within 5 words of “Doe,” either word can come first, and both words within 10 words of “Jim Smith.”
See “Using the Translation Operator” for information on how to “hide” Boolean expressions so that they do not appear in the index.
48 Section VI Special Features
Overriding Word Order and Proximity Defaults Default word order and proximity values can not only be changed for all entries in a word/phrase list, as shown in Section III, but they can also be overridden for individual entries. Placing an exclamation sign (!) at the end of a phrase indicates that the words in the phrase can be in any order. The phrase “John Doe!” would match “John Doe,” “Doe, John,” etc. Adding a colon and a number to the end of a phrase sets the maximum number of words that can separate any two words in the phrase. For example, “John Doe:2” would match “John Doe,” “John E. Doe.” “John Doe:4” would match “John Edwin James Doe.” Both word order and proximity can be overridden at the same time: “John Doe:5!”
See “Using the Translation Operator,” below, for information on how to “hide” the word order and proximity override codes so that they do not appear in the index.
Using the Translation Operator Hiding Text
The “translation” operator keeps Boolean expressions, wild cards, and default overrides from appearing in the final index. The symbol used for translation is the inch-mark: ("). Curly quotes (“”) c a n n o t b e substituted for the inch-mark. Text appearing to the left of the inch- mark appears in the final index, while text to the right of the inch-mark is only used to find the page numbers. See the examples below:
Airplane(s)"Airplane | Airplanes Airplane(s), 6-7, 15, 33 Boeing and Seattle"Boeing &:10 Seattle Boeing and Seattle, 25 Cat"Feline Cat, 22, 83 Smith, John"Smith, John:15! Smith, John, 92, 101-106 Tacoma, Washington Tacoma, Washington, 59, 92 Word/Phrase List Resulting Index
Note: In the above example, Tacoma, Wa s h i n g t o n does not require translation because Tacoma, Washington"Tacoma,Washington would be redundant. Also, translation does not require a Boolean expression on the right side. The phrase Cat"Feline places the word Cat in the index, but gets the page numbers by looking for the word Feline.
49 Special Features Section VI
Adding Comments and Blank Lines Another use of the translation operator is to allow comments and blank lines to be inserted in a word/phrase list index. Blank lines should not be added to an index which is going to be sorted. To add a comment to an index, place the comment on the left side of the inch-mark and nothing on the right. To add a blank line, simply place the inch-mark on a line by itself. Refer to the examples below.
Document Imaging Document Imaging, 22 Document Management (See Text Retrieval)" Document Management (See Text Retrieval) " Page Layout Page Layout, 5, 7 Word Processor Word Processor, 10-15, 19
Original List After Indexing
Reversing Names
Sonar Bookends can automatically reverse first and last names in an open word/phrase list. First, open the desired word/phrase list in Sonar Bookends using Open word/phrase list... in the File menu. Next, select Order word/phrase list as "last name, first name" in the Index menu, as shown in figure 6.1. Figure 6.2 shows a list before reversing names and figure 6.3 shows the same list after reversing names. Notice that a name that is already reversed is left unaltered. If any non-alphabetic characters, except period, are found in an entry, that entry is not reversed. If translation is being used, only the words up to the translation symbol (") are reversed. When reversing names, be sure and set the default word order to allow words in a phrase to appear in any ord e r . Failure to do so causes most of the reversed entries to not be found. See Section III for information on setting/ overriding default word order. John F. Doe Doe, John F. Michael Andrew Smith Smith, Michael Andrew Johnson, Michael Johnson, Michael Janice P. Jones Jones, Janice P. Jill English English, Jill Greg Corbin Corbin, Greg Gabriel Lee Lee, Gabriel David Lanz Lanz, David Fig. 6.1 Fig. 6.2 Fig. 6.3
50 Section VI Special Features
Keyword Elimination “Noise” words like “the,” “and,” “of,” etc. can be left out of an index by selecting Eliminate keywords... in the Special menu. See figures 6.4 and 6.5. Keywords to be eliminated are contained in a text only file, one word per line. Any word frequency index created while E l i m i n a t e keywords... is checked will not contain any of the keywords appearing in the elimination file. The file KEYWORD ELIM FILE included with Sonar Bookends contains most of the common noise words.
Fig. 6.4
Fig. 6.5
The dialog box shown in figure 6.5 mentions that keyword elimination is only necessary when generating a word frequency index with a fairly l a rge frequency. By specifying a small frequency, the high frequency noise words are eliminated anyway. In general, keyword elimination should not be used with word/phrase lists; as a phrase like “United States of America” would not be found if “of” was in the elimination file.
After clicking the OK button in figure 6.5, open the desired elimination file. See figure 6.6.
51 Special Features Section VI
Fig. 6.6
The keyword elimination file that comes with Sonar Bookends can be edited by bringing up a word processor and opening the keyword elimination file. After all editing is complete, the changed keyword elimination file should be saved by doing a “Save as...” in the word processor and selecting a file type of “text only”
When using keyword elimination, F o rce document pro c e s s i n g in the Special menu is automatically checked. This is to ensure that the next index reflects any changes caused by using the keyword elimination file. Case Sensitivity Sonar Bookends can generate a case sensitive index (where “abc,” “Abc,” “ABC” are all considered different words). First, copy the file SONAR TABLES (CASE SENSITIVE) from the Alphabetic Tables folder into the same folder as Sonar Bookends. Second, rename S O N A R TABLES (CASE SENSITIVE) to be simply SONAR TA B L E S. Sonar Bookends is now case sensitive until the SONAR TA B L E S f i l e i s removed or renamed. See figure 6.7.
52 Section VI Special Features
Step 1
Step 2 Fig. 6.7
Redefining Sonar Bookends’ Alphabetic Character Set
The advanced user can change Sonar Bookends’ default alphabetic character set. Normally the letters from A-Z, the numbers from 0-9, non-English characters like î and é, hyphen and En dash (Option- hyphen) are the only characters which are recognized by Sonar Bookends. Thus, “%test” is indexed as “test” and not “%test.” By redefining the alphabetic characters set to include the character “%”, “%test” would be indexed as “%test.”
Refer to figures 6.8 and 6.9. Select Redefine alphabetic character(s)... in the Special menu.
53 Special Features Section VI
Fig. 6.8 Fig. 6.9
The currently defined alphabetic characters are shown underneath C u rrent alphabetic characters: in the dialog box shown in figure 6.9. Type in the characters to be added or removed from this list and select either Yes or No, respectively. The characters must be typed one after the other, without any spaces.
When redefining alphabetic characters, F o rce document pro c e s s i n g i n the S p e c i a l menu is automatically checked. This is to ensure that the next index reflects any changes caused by redefining the alphabetic character set. Techniques for Indexing Special Characters If a phrase in a word/phrase list contains any of the characters reserved by Sonar Bookends, those characters will be interpreted as part of a Boolean expression. If the characters were not meant to be treated as a Boolean expression, the results can be unpredictable. Usually, the phrase is not found (indicated by five asterisks (*****) following the phrase in the index), or incorrect page numbers appear. Characters which are both non-alphabetic and not reserved by Sonar Bookends are treated like a space (ignored for all practical purposes).
&:~|/\^+*{}()!=# Characters Reserved by Sonar Bookends
54 Section VI Special Features
There are three approaches to indexing phrases which contain characters reserved by Sonar Bookends:
• If Boolean expressions, default overrides, and wild cards are not being used, check Ignore all non-alphabetic characters in the Special menu. or • Use the translation operator (") to selectively “hide” the special characters in the word/phrase list. or • Make the special characters alphabetic and prefix them with a “\” in the word/phrase list. Ignoring Non-Alphabetic Characters If a word/phrase list does n o t contain a n y phrases using Boolean expressions, wild cards or default word order/proximity overrides, like the list is shown in figure 6.10, Sonar Bookends can be directed to ignore all non-alphabetic characters in the word/phrase list.
Phrase Offending characters John Doe (Junior) () Part #3245 # temp = first + last; = + Smith, Jones & McClusky & First/last steps: /:
Fig. 6.10
E ff e c t i v e l y, all non-alphabetic characters are treated like spaces, producing a correct index. This option is enabled by selecting Ignore all non-alphabetic characters in the Special menu, as shown in figure 6.11.
Fig. 6.11
55 Special Features Section VI
Selectively Hiding Special Characters If a word/phrase list contains any phrases which require special characters to perform Boolean, proximity, or wild card operations, the blanket solution of using the I g n o re all non-alphabetic characters command cannot be used. Instead, phrases containing gratuitous special characters can be fixed using the translation operator (assuming that there are not too many phrases to fix):
Part QXF%45(16) 1. Enter the phrase as it is to appear in the index.
Part QXF%45(16)" 2. Add the translation operator to the end of the phrase.
Part QXF%45(16)"Part QXF 45 16 3. Following the translation operator, re-enter the phrase, placing blanks everywhere a reserved character appears.
As stated earlier in “Using the Translation Operator”, text appearing to the left of the inch-mark appears in the final index, while text to the right of the inch-mark is only used to find the page numbers. Making Special Characters Alphabetic If a large number of phrases contain gratuitous special characters, but many phrases are using either translation or Boolean expressions, then the easiest way to handle special characters is to make them alphabetic. By treating special characters as alphabetic they are indexed just like any other character in a word. See “Redefining Sonar Bookends’ Alphabetic Character Set” earlier in this section. For a word frequency index, that is all that is necessary. For a word/phrase list index, however, there are two additional steps:
1. Prefix each gratuitous special character in the word/phrase list with a “\”. This can easily be accomplished with a search and replace operation in a word processor. For example, to change each “&” into “\&”, simply search for “&” and replace with “\&”. The “\” character tells Sonar Bookends that the character immediately following the “\” should be treated as an alphabetic character and not as a Boolean operator, modifier, wild card, etc.
2. After the final index is made, eliminate all occurrences of “\” and the index is complete. Refer to figure 6.12.
56 Section VI Special Features
Johnson, Smithers & Alfonso Part of an original word/phrase 50% Reduction Ratio (Part 6) list containing several special Alpha/Beta Testing characters.
Johnson, Smithers \& Alfonso Word/phrase list with “\” 50\% Reduction Ratio \(Part 6\) characters inserted before all Alpha\/Beta Testing special characters.
Johnson, Smithers \& Alfonso, 24, 52-56, 88 50\% Reduction Ratio \(Part 6\), 19, 24 Resulting index. Alpha\/Beta Testing, 2-5, 16, 22-28
Johnson, Smithers & Alfonso, 24, 52-56, 88 Final index after removing all 50% Reduction Ratio (Part 6), 19, 24 “\” characters. Alpha/Beta Testing, 2-5, 16, 22-28
Figure 6.12 Converting a Word/Phrase List from Single to Multi-level Sonar Bookends can automatically convert a single level word/phrase list into a multi-level word/phrase list. As each entry is converted, an inch mark and a search phrase is generated and placed after every entry which does not already have an inch mark. If an entry has an inch mark, then the inch mark and the text to the right of the inch mark is used instead. Figure 6.13 shows a single level word/phrase list and figure 6.14 shows the converted list.
Anderson, Michael"Anderson Michael Thomas"Anderson Thomas Andrews, Smith, John G. Dale"Andrews Dale Smith, John M. Dot"Andrews &:10 (Dot | Dorothy) Smith, Bill F. Smith, Anderson, Thomas Bill F"Smith Bill F Anderson, Michael John Andrews, Dot"Andrews &:10 (Dot | Dorothy) G"Smith John G Andrews, Dale M"Smith John M Figure 6.13 Figure 6.14
57 Special Features Section VI
Notice that the multi-level word/phrase list has been sorted. Figure 6.15 shows the index generated by using the word/phrase list in figure 6.14.
Anderson, Michael, 24, 92 Thomas, 52 Andrews, Dale, 123-125 Dot, 44 Smith Bill F, 49 John G, 56 M, 57, 221 Figure 6.15
To create a multi-level word/phrase list, a single level word/phrase list must already be open. Next, select C o n v e rt word/phrase list to multi- level in the Index menu. Refer to figure 6.16.
Fig. 6.16
Before creating the multi-level word/phrase list, Sonar Bookends closes the original single level list, allowing any changes to be saved. Filtering Proper Nouns Whenever Sonar Bookends is executed, it looks in the Sonar Bookends folder for a file named “SONAR PROPER NOUN FILTER FILE.” The filter file is a text only file with one word per line - the same as a keyword elimination file. Words in the filter file will not become part of a proper noun if the filtered word is the first word in a sentence. H o w e v e r, if a filtered word is not the first word in a sentence, but is capitalized, Sonar Bookends may consider it part of a proper noun.
Anyone building a non-English proper noun list will want to change or replace the supplied English file with one having equivalent words in the language being indexed.
58 Section VII Tutorials
Section VII Tutorials Making a Word Frequency Index for a File
QuarkXPress and PageMaker users:
Q u a r k X P ress and PageMaker documents cannot be indexed until they have been exported. See the addendum file, which is found in the Sonar Bookends folder.
After invoking Sonar Bookends, select Make index/table of contents... in the Index menu.
Select Index file, Word frequency index, and fill in the desired frequency - the larger the number, the more words in the index. Click OK.
Open the file to be indexed.
59 Tutorials Section VII
As words are added to the index, the number of words is displayed in a status w i n d o w. To cancel the index, hold down the command key ( ) and press period (.)
If the index is more than 10 pages, this dialog box is displayed. When the index is printed or saved, the result is n o t shortened.
Here is part of a Sonar Bookends index display. In this case, there are about 10 pages of index after shortening. Blank lines have been removed to further shorten the display. The blank lines are n o t removed when the index is printed or saved. The index cannot be edited in the I n d e x / TO C w i n d o w. To edit the index, it must first be saved and then imported into the word processor of choice.
To save the index, use Save in the File menu.
The named index is saved as a “text only” file that can be opened by any word processor or page layout program. Be careful not to replace another document with the same name.
60 Section VII Tutorials
N o w, bring up the word processor or page layout program of choice and select Open... in the File menu.
Open the index file created by Sonar Bookends. If the name of the file does not appear in the dialog box, look to see if there is an import check box or a list of file types (the desired file type is “Text Only” or “ASCII”).
The index can now be edited. In a word frequency index, both numbers and words are indexed. Numbers appear before letters, so numeric values appear first in the index and are followed by words beginning with the letter “A,” etc. In this example, the numbers are going to be removed. Note: If the characters “0123456789” are removed from Sonar Bookends’ alphabetic character set, numbers will not indexed.
This Cut command removes all indexed numbers. Additional editing can now be done as necessary and the final index saved and/or printed.
61 Tutorials Section VII
Making a Multi-Level Proper Noun Index for a Folder
The first step in making a proper noun index is to find the proper nouns. Select Build proper noun list... in the I n d e x menu.
Indicate that the proper noun list is to be compiled from all files in a folder. Set the maximum number of times that a proper noun can appear before it is disqualified.
Select the folder containing the files which are to be used to create the proper noun list. This is usually the same folder that is going to be indexed. In this example, the folder “Book Work” is selected (not the “Wo rd/Phrase list” folder).
Sonar Bookends displays a status report as it finds the proper nouns.
When the proper noun list is ready, save it. The proper noun list is automatically saved as a “text only” file so that it can be edited with any word processor. If edited with a word processor, the resulting list must be saved as a text only file or Sonar Bookends is unable to use it.
62 Section VII Tutorials
Here is part of the proper noun list as it appears in the Word/Phrase List w i n d o w. If the proper noun list is less than 10 pages or so, it can be edited in Sonar Bookends. If a message appears indicating that the display is shortened, then it must be edited using a word processor. If the list is not to be edited, then the shortened message can be ignored. Either way, the proper noun list must be opened as a word/phrase list before it can be indexed.
Reverse first and last names by selecting O rder word/phrase list as "last name, first name" in the Index menu.
Convert the reversed list into a multi- level list using Convert word/phrase list to multi-level in the Index menu.
Part of the reversed, sorted, multi-level list.
63 Tutorials Section VII
Since names have been reversed, tell Sonar Bookends that word order does not matter by selecting Default word o rder and pro x i m i t y. . . in the S p e c i a l menu and then unchecking Wo rd ord e r is significant.
Select Make index/table of contents... in the Index menu to begin making the index.
Select Index folder, Wo rd/phrase list index, and Multi-level. Click OK.
Select the folder to be indexed. In this case the folder being selected is “Book Work.”
64 Section VII Tutorials
Here is part of the generated index.
The final index can now be saved or printed. If the index is saved, it can be edited with any word processor or page layout program by opening the index from within the word processor.
65 Tutorials Section VII
66 Section VII Tutorials
Making a Multi-Level Index for a Folder with Preview
Besides being created automatically from a single level word/phrase list, a multi-level word/phrase list also can be created with any word processor. Each entry is on a line by itself. Subentries are indented with tabs. Notice the use of translation. “Personal Property” will appear in the index, but the page numbers will be found by looking for “Personal Property Taxes.” “Ta r i ffs” will be in the index, but the page numbers will be found by looking for any word starting with “Tariff,” such as tariff or tariffs.
Once the word/phrase list has been entered, it should be saved as a “text only” file.
The word/phrase list must now be opened in Sonar Bookends.
67 Tutorials Section VII
If the word/phrase lists’ name does not appear, it is because the word/phrase list was not saved as a text only file.
Here is the list as it appears in the Word/Phrase List window. If the list is less than 10 pages or so, editing can be done in this window as long as the list has not been shortened. If shortened, a message appears and the list must be edited using a word processor. If the list needs to be sorted, it can be done now, whether or not the shortened message appears.
Select Make index/table of contents... in the Index menu.
Select Index folder, Include chapter names in this format: (if chapter names are desired), Wo rd/phrase list index, Multi-level, and Preview and edit ‘hits’. Click OK. The Include chapter names option assumes that each chapter is in a separate file and that each file’s name matches the chapter name that it contains. For example, file “1-” should contain chapter “1-.”
68 Section VII Tutorials
Now open the folder to be indexed. In this case, the folder “Book Work” is being indexed.
Since the preview option was selected, Sonar Bookends displays one line of context for each entry in the word/phrase list. By default, each occurrence is selected (highlighted) for indexing. Hold down the command key ( ) and click on any occurrences that are not to be indexed. The example shows four occurrences being excluded from “Columbia Natural Gas.” Click “OK” and the occurrences of the next phrase (“Fording Coal”) will appear. This process continues until all entries in the word/phrase list have been processed. Note the extended context shown near the bottom of the dialog box. T h e extended context for an occurrence appears whenever the occurrence is clicked on.
Here is the resulting index. Blank lines have been removed from this display to shorten it. The blank lines have been preserved and appear in the index when the index is printed or saved. Notice also that some entries have five asterisks (*****) following them. This means that Sonar Bookends could not find these entries in the document being indexed. Entries that are not found could be misspelled or require a Boolean expression or wild card in order to be found.
69 Tutorials Section VII
Save the index so that it can be brought back into a word processor and edited. Remember: the I n d e x / TO C window is for viewing only and does not permit editing.
The index, which Sonar Bookends saves as a text only file, can be edited with any word processor.
70 Section VII Tutorials
Here is the multi-level index with chapter references before any final editing. All entries now have page numbers. This was accomplished by recreating the index after modifying the word/phrase list. Entries which were not found were changed to use translation. Translation used slightly d i fferent expressions which could be found in the document being indexed. Notice the spacing was preserved when Sonar Bookends saved the index.
71 Tutorials Section VII
72 Section VIII Appendices
Section VIII Appendices Appendix A - Glossary B o o l e a n - A logical operation like a n d, o r, or n o t. A Boolean expression would look like: “John or Jim but not Mary.” In Sonar Bookends, the phrase would be coded: “(John | Jim) ~ Mary”
Case sensitivity - The differentiation between upper and lower case alphabetic characters. If case sensitive, “John” would be a diff e r e n t word from “JOHN.”
Dictionary - A storage library of the words that exist in a document or folder. A dictionary is created when processing a file or folder.
K e y w o r d - Treating a document as a series of words, ignoring punctuation, spacing, and optionally, case. By using keywords, Sonar Bookends can index “John Doe” even though it may appear as “John, (Doe)” in the document.
Phrase - One or more words.
Proper noun - The name of a person, place or thing: United States of America, John Quincy Adams, Sonar Bookends, etc.
Proximity - The distance (measured in words) between two words or phrases. For example, “John within 10 words of Mary.” In Sonar Bookends this would be written as either: “John Mary:10!” or “John &:10 Mary.”
Sonar Bookend File Dictionary - A file added to a folder when a file or folder is processed for indexing. This file contains a dictionary of all words for each document in the folder and may be discarded when the index is completed, unless the user wants to re-index using a different word frequency or word/phrase list.
Sonar Bookend Folder Dictionary - A file added to a folder as it is processed for indexing. This file contains a dictionary of all words in the folder and may be discarded when the index is completed, unless the user wants to re-index using a different word frequency or word/phrase list.
73 Appendices Section VIII
Text only file - Free-text files that do not contain graphics or formatting information. Also known as ASCII files.
TOC - Table of contents.
Tr a n s l a t i o n - The “translation” operator keeps Boolean expressions, wild cards, and default overrides from appearing in the final index. It is also used for adding comments and blank lines to an index. The symbol used for translation is the inch-mark: ("). Text appearing to the left of the inch-mark appears in the final index, while text to the right of the inch-mark is only used to find the page numbers. For example, cat"feline | kitten places the word cat in the index, followed by the page numbers where feline or kitten are found.
Wild card - Use of the asterisk as a special character to determine certain matching criteria during a search. Sonar Bookends uses a suffix wild card. Suffix wild cards match the ending characters of a word. For example, Marker* finds marker or markers.
Word/phrase list - A text only file containing the words and phrases that are to be in an index or table of contents.
74 Section VIII Appendices
Appendix B - Error Messages D i c t i o n a ry damaged - Contact customer support should this error message appear.
Disk directory full - This disk is full, use another.
Disk full - This disk is full, use another.
File version not supported: x - An attempt was made to index a document, x, created with an unsupported version of a word processor.
Insufficient memory - There is not enough RAM to process the request. Use Finder’s Get Info command to increase the amount of memory allocated to Sonar Bookends. This error can also be caused if a document has not been paginated properly or if an incorrect Boolean expression is used. For more information on paginating a particular file format, refer to Sonar Bookends’ addendum file. If Boolean expressions are not being used in the word/phrase list, check the I g n o re all non- alphabetic characters item in the Special menu and try making the index again.
Invalid number - Number field contains non-numeric value or a value out of range.
I/O error in file x: y - Operating system error y happened while accessing file named x. Leave message on screen and contact Virginia Systems, Inc. for support.
Syntax System Error: x - Leave message on screen and contact Virginia Systems, Inc. for support.
75 Appendices Section VIII
76 Section VIII Appendices
Appendix C - Menu Summary
Create a new word/phrase (w/p) list Open an existing w/p list Close the currently open w/p list Save the current w/p list or index Save a copy under a different name Configure printer Print current w/p list or index Configuration for indexing text only files Exit Sonar Bookends
Standard Edit Menu
Compile a list of all proper nouns Reverse first and last names in w/p list Sort current w/p list, single/multi-level Convert current w/p list to multi-level Make an index or a table of contents
Eliminate certain words from a word freq. index Force a file or folder to be reprocessed Change which characters are considered alphabetic Set default order/proximity for all w/p list entries Ignore characters in a w/p list which are not alphabetic
77 Appendices Section VIII
78 Section VIII Appendices
Appendix D - Trouble Shooting
Problem: When indexing a folder, page numbers are correct, but out of sequence: Car, 1, 120, 40, 92
S o l u t i o n : The file names in the folder being indexed are not in alphabetical order. Alphabetize the file names so that they are in the same order as they appear in the book. Remove the “Sonar Bookend File Dictionary” and recreate the index.
Problem: When indexing a folder, every index entry for a word/phrase list index always contains either one page number or one low page number, like 1 or 2.
S o l u t i o n : The word/phrase list is in the folder being indexed or the word phrase list was indexed with itself. Move the word/phrase list into a separate folder, throw away the “Sonar Bookend File Dictionary,” and remake the index.
P ro b l e m : Page numbers above a certain value do not appear in the index, or all page numbers appear to be either the same or in a narrow range.
Solution: When indexing Microsoft Word or WordPerfect documents, this is an indication that the documents have not been properly repaginated. Sonar Bookends gets its pagination information directly from the saved document. If the saved document is not fully paginated, then Sonar Bookends is given false information. For example, a 50 page document which is only paginated up to page 30, would indicate to Sonar Bookends that the last page is page 30 and that page 30 is huge, extending to the end of the document. Most word processors that support repagination do not consider the repagination operation alone to be significant enough to actually save. Therefore, it is important that a temporary change be made to the document before the document is repaginated and saved. Typing a character and then pressing the delete key to remove the character is the easiest way to make a temporary change. This forces the word processor to save the document along with its p a g i n a t i o n . Refer to the addendum sheets for more information on repagination.
79 Appendices Section VIII
P ro b l e m : Five asterisks (*****), indicating that Sonar Bookends cannot find a word/phrase list entry, follow entries that are definitely in the document being indexed.
Solution: This can be caused by three things. If the offending entries contain any of the following special symbols, refer to“ Techniques for Indexing Special Characters” in Section V:
&:~|/\^+*{}()!=# If keyword elimination is being used, then make sure that the offending entries do not contain any of the eliminated keywords. Make sure that the spelling of the entry is correct. It is easy to accidentally substitute a zero (0) for the letter O, for example.
Problem: When indexing a folder, document names do not appear in the file selection dialog box.
S o l u t i o n : This is the correct behavior. When indexing a folder, only folder names are displayed. Be sure to open the desired folder before clicking the Index folder: button.
Problem: When trying to open a word/phrase list, the file name does not appear in the file selection dialog box.
S o l u t i o n : The word/phrase list was not saved as a text only file. Reopen the word/phrase list using the desired word processor, do a Save as..., then select a file type of text only.
Problem: After saving an index or proper noun list, double-clicking on the file name produces an “Application could not be found” error message.
S o l u t i o n : The index and proper noun list files created by Sonar Bookends are generic text only files. They can be opened by virtually any application. They are not “tied” to any one application, so double- clicking on them does not work. To open an index or proper noun list, first bring up a word processor. Then, using O p e n . . . in the word processor’s File menu, find the file and open it. If the word processor does not show the file, look for an import check box and check it. If
80 Section VIII Appendices
there is not an import check box, look for a list of file types. Select “text only” and the file should appear. For QuarkXPress, use Get Text in the File menu.
Problem: The word “Cat” is to appear in the index, but “feline” is what actually appears in the document being indexed.
S o l u t i o n : Use “translation” to resolve this situation. Alternatively, QuarkXPress users can place “Cat“ as hidden text after the word “feline” in the document being indexed. Hidden text requires Sonar TOC.
P ro b l e m : The index is to include chapter references as well as page numbers, but the chapter references do not appear.
S o l u t i o n : Check Include chapter names in this format: in the M a k e index/table of contents... dialog box.
P ro b l e m : When indexing a folder, nothing seems to happen and an index is not generated. When indexing a file, the file does not appear.
S o l u t i o n : Sonar Bookends could not find any file types it could recognize in the selected folder. The wrong folder could be selected for indexing. The folder being indexed must first be opened before the Index folder: button is clicked. For QuarkXPress, PageMaker, and F r a m e M a k e r, the documents being indexed were not export e d . Refer to the addendum sheets for more information on export i n g documents.
Problem: Sonar Bookends substitutes page 0 for every page that has a Roman numeral.
S o l u t i o n : Usually pages numbered with Roman numerals are not indexed. However, Sonar Bookends can index Roman numerals:
1. Change the page numbering from Roman numeral to decimal 2. Set the starting page number to a large value, like 2001 3. (At this point page 2001 = i, 2002 = ii, 2003 = iii, 2004 = iv, etc.) 4. If QuarkXPress, PageMaker or FrameMaker re-export the document 5. Make the index as usual 6. Open the index in a word processor 7. Replace all 2001s with i, 2002s with ii, etc. 81 Appendices Section VIII
P ro b l e m : Sonar Bookends has reversed first and last names in the word/phrase list. However, when the index is made, Sonar Bookends is unable to find the reversed names.
Solution: Even though Sonar Bookends was used to reverse first and last names, Sonar Bookends still needs to be told that word order does not matter. This is done using Default word order and proximity... in the Special menu and must be done before making the index.
82 Section IX Sonar TOC™
Section IX Sonar TOC™ - Extended Table of Contents Generator for QuarkXPress
Sonar TOC, an additional cost option, extends Sonar Bookends’ capabilities when using QuarkXPress:
• A table of contents can be generated directly by using style sheets to mark entries. • A word/phrase list can be created by using style sheets to select entries. • A word/phrase list can be created from marked text. • Comments, a non-printed annotation, can be inserted into a document for indexing. • A word/phrase list can be created from comments • Indexing can be confined only to the parts of a document marked with one or more style sheets.
A table of contents can be single or multi-level. Each entry in a table of contents is followed by a tab and the page number as it appears at the bottom of a page. See figure 9.1.
Getting Art Into Preproduction Drafts: Procedures and Tools 1-1 The philosophy of screen 1-2 The role of the Instructional Designer 1-3 The role of the Art Director 1-4 The role of the Project Editor 1-4 How to create screen shots 1-5 What you need 1-5 Setting up the Macintosh for screen shots 1-5 Taking, labeling, and organizing screen shots 1-7 Reducing screens and adding callouts in 1-11 SuperPaint basics 1-12 Reducing the screen 1-12 Adding callouts and leader lines 1-14
Fig. 9.1
83 Sonar TOC™ Section IX
Installation First, check to see if there is an XTension named “Sonar™ (Quark) E x t e n s i o n” in the QuarkXPress XTension folder. If so, remove it or there will be two “Sonar” menu items in QuarkXPress. Sonar TOC has all of the functionality of the normal “Sonar™ (Quark) Extension” and much more.
Next, copy the file “Sonar TOC” into the QuarkXPress Xtension folder. Bring up QuarkXPress and make sure that there is a “Sonar” menu. If for some reason there is not, contact Virginia Systems, Inc.’s technical support. Enabling the “Sonar” Menu
The Sonar menu is only enabled if QuarkXPress is in “content” mode. Content mode is entered by selecting the “Cursor/Hand” icon as shown in figure 9.2.
Fig. 9.2 Table of Contents - Marking Entries
For a text string to be placed in the table of contents, the text string must have a style sheet associated with it. The name of the style is the key: it must begin with the letters “TOC” and be followed by a single digit from 0-9. The rest of the style name is ignored by Sonar TOC. The digit represents the level of the entry, with 0 being the lowest entry and 9 being the highest. The level number can also be thought of as the number of tab characters that are to be inserted in front of the entry. To change the name of a style sheet entry, use Style sheet... in the Edit menu of QuarkXPress. Here are some valid style names:
TOC1special TOC8BOLD TOC0 Main Title 84 Section IX Sonar TOC™
Making a Table of Contents Once the appropriate style sheet entries have been renamed, select Automatic table of contents in the Sonar menu, as shown in figure 9.3. A dialog box like the one shown in figure 9.4 appears. Name the table of contents and click S a v e. Sonar Bookends scans the document, compiles the table of contents, and saves it.
Fig. 9.3 Fig. 9.4
The table of contents is stored as a text only file and can be brought into QuarkXPress using the Get Te x t . . . command in QuarkXPress’ F i l e menu. Simply set the tab stops and the table of contents is complete. See figures 9.5 and 9.6.
Fig. 9.5
85 Sonar TOC™ Section IX
Fig. 9.6
Note: If some page numbers do not align properly, simply enter a few tabs in front of the offending page numbers. If there are a fairly large number of misaligned page numbers, use the Automatic table of contents ( p a d d e d ) command to make the table of contents. This command improves page number alignment by padding shorter table of contents’ entries with blanks. Creating a Word/Phrase List Using Style Sheets
Like generating a table of contents, Sonar TOC can use style sheets to generate a word/phrase list. (A word/phrase list is used by Sonar Bookends to make an index.) A word/phrase list is identical to a table of contents, but there are no page numbers. “Table of Contents - Marking Entries,” earlier in this chapter, describes how style sheets are used to select text. Choose C reate word/phrase list using style sheets i n QuarkXPress’ S o n a r ™ menu to create the word/phrase list. Refer to figure 9.7.
Fig. 9.7
86 Section IX Sonar TOC™
Creating a Word/Phrase List Using Marked Text Using style sheets to create a word/phrase list is not always possible. Style sheets apply to entire paragraphs (strings of text ending in a carriage return). Therefore, a style sheet cannot be applied to a word or phrase in the middle of a paragraph. To alleviate this problem, Sonar TOC allows text to be “marked,” regardless of its position in a paragraph. Text is marked by dragging over it and selecting M a r k selected text. Marked text has a horizontal line drawn through it. The horizontal line does not print, nor does it affect the flow of the text. See figures 9.8 and 9.9.
Fig. 9.8
Fig. 9.9
Once all of the words and phrases have been marked, select C re a t e word/phrase list using marked text in the Sonar™ menu to compile the word/phrase list. The word/phrase list can then be used with Sonar Bookends to make the index. Inserting Comments Sometimes a paragraph can discuss a subject without actually mentioning the subject’s name. For example, a paragraph might be describing QuarkXPress without using the word “QuarkXPress:”
87 Sonar TOC™ Section IX
The product is a powerful desktop publishing program, capable of producing camera-ready output. Another strength lies in its power to be extended via third party add-ons called “XTensions.”
Sonar TOC provides a nice solution to this problem: C o m m e n t s. Comments can be inserted anywhere in a document; they are not printed and, if hidden (see note below), do not affect the flow of a document. Comments are treated as part of the text where they are inserted. In the example below, the phrase “QuarkXPress Sonar TOC” will be inserted after the first sentence in the paragraph. The paragraph can now be indexed along with any other places which contain the phrases “QuarkXPress” or “Sonar TOC.” Although comments can be inserted anywhere in a document, they are usually placed at the end of a sentence or paragraph.
To insert a comment, click at the point where the comment is to be inserted and select I n s e rt comment..., as shown in figure 9.10. The dialog box shown in figure 9.11 appears and any comments can be typed. See figure 9.12. A maximum of 255 characters is allowed in a comment.
Fig 9.10
88 Section IX Sonar TOC™
Fig. 9.11 Fig. 9.12
After clicking OK, the comment is inserted and a square box is drawn where the comment is stored:
Clicking on the “box” character brings up the comment dialog box, so that the comment can be viewed or changed. In this case, the dialog box shown in figure 9.12 would reappear. A comment can be marked for inclusion in a word/phrase list by clicking on a blank character on either side of the box character, dragging over the box and selecting M a r k selected text. A word/phrase list consisting of all comments can be created using C reate word/phrase list using comments in the S o n a r ™ menu.
Note: Even though the box character, which is used to mark a comment, only appears on the screen and does not print, it can affect text flow on both the screen and the printer. Therefore, to make sure a document flows properly when printed, or to just view the document with the correct page flow on the screen, the box characters should be “hidden.” The box characters are hidden, and the document reflowed, by checking the Hide markers item in the S o n a r ™ menu, as shown in figure 9.13. Both the box characters, as well as the horizontal lines used to indicate marked text, disappear until the Hide markers item is unchecked again.
89 Sonar TOC™ Section IX
Fig. 9.13
Indexing Text Marked with Style Sheets
Sonar TOC has an option of exporting only the parts of a document marked with one or more style sheets. This has the net effect of controlling which parts of a page are indexed with Sonar Bookends.
“Table of Contents - Marking Entries,” earlier in this chapter, describes how style sheets are used to select text. The digit (0-9) following the letters “TOC” in the front of a style sheet name must be included, but have no meaning when exporting a document using style sheets.
Once the desired style sheet names have been modified, use E x p o rt using style sheets... in the S o n a r ™ menu to export the document for indexing. See figure 9.14.
Fig. 9.14
90 Index
Index
A
Abbreviation of consecutive page numbers, 22 Addendum I, 8 Adding comments, 50, 74 Alphabetic character set (defn, changing), 47, 53-54, 61 Alphabetic Tables folder, 52 Apple Guide, 6 ASCII, 74 Asterisk, 2, 21, 41, 47, 54, 69, 74, 80 Automatic proper noun selection, 5 Automatic word selection, 5
B Blank lines, 6, 24, 29, 41, 50, 60, 69, 74 Boolean expressions, 6, 47-49, 55-56, 74-75 Build proper noun list..., 35-36, 62, 77 C Case sensitivity, 2, 52-53, 73 Chapter/file names, 1, 16-17 Characters reserved by Sonar Bookends, 54-55 Comma, 2-4, 22-23 Comments, 50, 74, 83, 87-89 Configuration for text only files..., 15-16, 77 Consecutive page numbers, 2, 4, 16-17, 20, 22 Converting single level word/phrase lists to multi-level, 31, 57-58 Creating a word/phrase list, 32-38, 86-87 Cross-reference, 1, 47, 50, 74 D Database import format, 23 Default alphabetic character set, 53-54 Default word order and proximity..., 14, 32, 49, 64, 77, 82 Document preparation, 28 Double quote (use of), 6, 49-50, 56, 74
91 Index
E Eliminate keywords..., 51, 77 Ellipsis mark(...), 29, 35, 41 Em dash, 13 En dash, 13, 53 Error messages, 75 Exclamation sign (!), 49 Exporting, 9, 38, 81, 90 F File formats, 1, 5, 8 File preparation, 28 Filtering proper nouns, 58 Folder index formats, 3-4 Folder index with chapter names, 17 Folder index without chapter names, 17 Force document processing, 16, 28, 52, 54, 77 FrameMaker, 5, 81 Free-text, 74 H Hardware requirements, 6 Hiding text, 49 Hyphenation, 2-3, 13, 22 I Ignore all non-alphabetic characters, 55-56, 75, 77 Inch-mark (use of), 6, 49-50, 56, 74 Indexing special Characters, 54-57 Insert comment..., 87-90 Installing Sonar Bookends, 6-7 K KEYWORD ELIM FILE, 51 Keyword elimination, 51-52, 80
92 Index
M Make index/table of contents..., 19, 25, 33, 39, 77 Making special characters alphabetic, 56-57 Mark selected text, 87, 89 Marking entries, 84 Maximum number of lines per page, 16 Menu summary, 77 Microsoft Word, 5, 79 Microsoft Works, 38 Modifiers, 47-48 Multi-level index, 4, 10, 21, 39, 43 Multi-level proper noun index, 62-65 N Name reversal, 6, 50 New Features Not In Manual, 8 Non-consecutive page numbers, 22 Non-English characters, 2, 10, 43, 53 Opening a file, 27 O Opening a folder, 27 Operators, 31, 47-48 Option-Hyphen, 13, 53 Option-Shift-hyphen, 13 Order word/phrase list as “last name, first name”, 50, 77 Overriding default word order, 14, 49 P PageMaker, 5, 8, 15, 33, 59, 81 Pagination, 13, 15, 79 Parentheses, 47 Preview and edit ‘hits’, 39-42, 68 Preview mode, 2, 41-42 Proper noun index, 11, 44, 62-65 Proper noun list, 1, 5, 9, 11, 35-37, 44, 58, 62-63, 77, 80 Proximity, 14, 49, 73, 77, 82 Q QuarkXPress, 5, 8, 15, 33, 59, 81, 83-88
93 Index
R Redefine alphabetic character(s)..., 53-54, 77 Reversing names, 6, 50 Roman numerals, 81 S Selectively hiding special characters, 56 Separation of non-consecutive page numbers, 22 Single file index format, 2 Single level index, 10, 43 Sonar™ (Quark) Extension, 84 Sonar Bookend File Dictionary, 73, 79 Sonar Bookend Folder Dictionary, 73 SONAR PROPER NOUN FILTER FILE, 58 SONAR TABLES, 52 Sonar TOC, 81, 83-90 Sorting, 2, 43-44 Style sheets, 83, 86-87, 90 Support, 8 Syntax System Error, 75
T Tab character, 3-4, 10, 13, 22-23, 31, 33, 37, 43 Table of contents, 11, 44-46, 83-86 Text only, 74 Text separating index entries and page numbers, 23 Tilde, 3, 22 Translation operator, 49-50, 55-56, 74 Trouble shooting, 79 U User defined phrases, 5
W
Wild cards, 6, 31-32, 47, 74 Word frequency index, 9, 21, 25-31, 51, 56, 59-61 Word/phrase list index, 2, 9-10, 21, 31-44, 62-71, 86-87 WordPerfect, 79
94