The last part of the manuscript to be prepared is the index. This final stage cannot be completed until the text is typeset into pages.
Our standard schedule calls for the index to be submitted within one week of the date you return the final set of page proofs. Basic entries will have to be assembled before this point, since the index must be finalized very quickly.
Consult your contract. Usually, the index is the author's responsibility, but other commitments may prevent you from being able to prepare it. If you should have this problem, we will find a professional indexer for you. Wiley has on file the names of excellent indexers with expertise in various disciplines. If you do require the services of a professional indexer, let your editor know this when you submit your master manuscript and the necessary arrangements will be made. Wiley usually deducts the cost of the index preparation from your future royalties. Consult your editor for confirmation of these financial arrangements.
Although some authors still use the index-card system, most now input their entries using a word processing program having indexing features such as Microsoft Word or WordPerfect. Such programs eliminate many of the tedious jobs involved in compiling an index, for example, alphabetizing. They can be great time savers for both the author and the production staff.
Should you prefer to work with index cards, Chapter 17 of The Chicago Manual of Style, 14th edition (University of Chicago Press) offers excellent instructions.
Begin the initial stage of indexing as soon as you can. Because of the one-week deadline, it is important that the body of the index be completed before entering the page numbers.
IMPORTANT: If the galley proof stage is omitted and your book is set directly into pages, it would be wise to begin the initial stage of indexing while you are preparing your manuscript.
Here are some guidelines to help assemble an effective index.
On a duplicate set of manuscript pages, select and underline the words and phrases you want to appear in the index. In making your selections, you may find these suggestions helpful:
If you can determine which selections should be subentries at this point, distinguish between them by underlining them in different colors, say red for main entries and blue for subentries. If you have two levels for subentries, use another color for sub-subentries.
As you receive each batch of page proofs, add the appropriate page numbers to the index entries.
Once you have added page numbers to all the index entries, you are ready to begin alphabetizing and editing the entries and preparing the index manuscript.
Chemical terms are first alphabetized by compound name, disregarding all prefix symbols, numbers, and letters. Ignore parentheses and brackets surrounding the word parts of the compounds.
If the same compound is presented several times but with different prefixes, these entries should be sorted by arranging the prefixes in the following precedence:
If the same compound is presented both with and without a prefix, the
compound without a prefix comes first. For example:
In the subsort of like compounds, the prefix has priority, with numbers in the body of the entry the next priority. For example:
When the index entries are in alphabetical order, the job of editing begins. This involves eliminating duplicate entries, combining similar entries, and providing cross-references.
If several entries include the same key term, make that term a main entry
and adjust the individual entries as subentries. For instance, suppose you
have the following entries beginning with "Terra cotta":
These entries are to be arranged so that all four subjects become subentries under the main entry "Terra cotta." In the completed index they will appear as follows:
Similarly, suppose you have selected these following entries:
These entries can all be grouped as subentries under the main entry "Feudalism" and be listed like this:
IMPORTANT: Main entries followed by a long line of page numbers will force the reader to plow through many pages before finding the needed information. A good rule of thumb is to try to furnish subentries when there are more than five or six page references.
Cross-references, when properly used, can add to the quality of an index. Keep in mind when inserting a cross-reference that it should lead to additional information and not merely to the same subject worded differently.
There are two types of cross-references: "see" and "See also".
A "see" reference is used when there are several main words the reader might look under, for instance, "Clubs, Societies, and Organizations." You may wish to list them under one main heading and refer the reader to it in this way:
A see also reference is used to direct the reader to additional information elsewhere in the index:
Always make sure that each cross-reference appears exactly as cited in the main heading.
For a main entry with no page numbers and no subentries, the cross-reference should be preceded by a comma and "see" (in italics with a lowercase "s"):
For a main entry with no page numbers but with subentries, the cross-reference should be preceded by a comma and "see also" (in italics with a lowercase "s"):
For a main entry with page numbers, the cross-reference should be preceded by a period and "See also" (in italics with a capital "S"):
For a subentry with no page numbers and a cross-reference that pertains specifically to that subentry, the cross-reference should be preceded by a comma and "see" (in italics with a lowercase "s"):
For a subentry with page numbers and a cross-reference that pertains specifically to that subentry, the cross-reference should be preceded by a period and "See also" (in italics with a capital "S"):
If two or more cross-references pertain to the same main entry, enter them in alphabetical order and punctuate as shown below:
If a cross-reference is a subentry under another main entry, refer the reader to the subentry as shown below:
The final index manuscript should be double-spaced in single-column format and presented in the following style:
The index manuscript must be submitted within one week after you return the last of the page proof. Time is critical at the indexing stage and a late-arriving index may cause the loss of the scheduled printing date and seriously delay publication.