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