Including a book index

An index can be a valuable addition to many nonfiction books, particularly those intended for reference or repeat use. It allows readers to locate specific topics quickly and can significantly improve the usability of a book. That said, indexing is a specialist task that sits outside the main design and typesetting process, and it's important to understand what's involved before deciding whether your book needs one. This page outlines the common options authors consider and why indexing needs to be planned for separately.

Do you need an index?

Not every book benefits from an index. Shorter books, or those with a very detailed table of contents, may work perfectly well without one. Indexes are most useful in longer nonfiction titles, academic works, professional guides, and books where readers are likely to dip in and out rather than read straight through. Deciding whether an index is genuinely helpful is the first step, as it adds time, cost, and an extra stage to the production process.

Hiring a professional indexer

Indexing is a skilled profession in its own right, and many authors choose to hire a specialist indexer to produce a high-quality result. Professional indexers analyze the content, identify meaningful concepts, and organize entries in a way that reflects how readers are likely to search for information. Indexing can only begin once the book is fully designed and page numbers are final, so it needs to be scheduled at the very end of the project. Indexers are often booked weeks in advance, which is why it's helpful to think about this early, even if the index itself comes later.

Creating an index using Word fields

Some authors choose to create their own index using Microsoft Word's indexing tools, known as XE fields. This approach can work for simpler indexes, but it requires careful and time-consuming manual work, especially for longer or multi-level indexes. If you take this route, the Word file containing the index markers is then imported into our design software, where the fields must be checked and processed before the index can be generated. This method is possible, but it's important to allow extra time and be realistic about the effort involved.

Using a concordance file

Another do-it-yourself option is to create a concordance file, which generates an alphabetical list of selected words and the pages where they appear. This is not a true index, as it doesn't account for context, meaning, or relationships between topics, and it will treat different forms of the same word as separate entries. While a concordance can sometimes be useful for very basic reference needs, it rarely produces the kind of reader-friendly index expected in a professionally published book.

Styling and placing the index

If your book will also be converted to an ebook, indexing needs special handling. Page numbers don't translate directly to ebooks, as text reflows depending on screen size and reader settings. Instead, ebook indexes are typically converted so entries link to locations or occurrences within the text rather than fixed page numbers. When handled correctly, this still allows readers to navigate the book effectively without relying on print pagination.

Including an index isn't something that can simply be added at the last minute. It's a separate piece of work that needs planning, realistic expectations, and the right approach for your book. Our role is to help you understand the options, coordinate the technical side of index handling, and ensure that whichever route you choose, the index is presented clearly and works properly in both print and digital formats.