Volume Labels

[Pierke Bosschieter]

Hopefully someone can help, as I tried in vain to accomplish this myself.

 What I have: 2 ready  and separate indexes, one for Vol. 1 and one for Vol. 2.

 What I need is this: the page numbers of volume I, need to be indicated by a  Roman numeral I in bold. Somehow this doesn’t work if I try to do this with add Volume Labels. I can do it by hand though, but that is rather time-consuming. The publisher doesn’t want a label for volume II. There will be a line in the Introductory note advising readers that entries refer to Volume Two unless otherwise indicated. I am not sure I like this, but I have no say in the matter.

 

So it should look like this: Entry,  I: 45-47, 80; 14-18, 60, 350-353

Any idea how I get this to work?

Pierke

[Deborah Patton]

Well isn't that a tricky requirement? What will they think of next? I think you have to apply a volume to the Vol. 2 entries because they may sort ahead of the Vol. 1 entries.

Start with the Options>Index>Volumes/Chapters/Sections. Input and Output should both be a colon followed by a space. Style should be bold. Make sure in the Other box that you've checked 'Enabled' and 'Merge volume labels.' One more thing -- the New Volume separator should be a semi-colon.

After you've grouped Vol. 1 entries, use Add/Remove Volume/Chapter labels under Tools. The action should be 'Add' and the Act Upon should be 'Volume' (which are the defaults). In the box for the Label put I:  (that's Roman numeral one, colon, space).

I do this all the time and it works.

Do the same for Volume 2, but when you're done, you're going to have to Find II:  (that's Roman numeral II, colon, space). After you've grouped those (and while you have just those entries grouped), press Ctrl+F to open up the Find/Replace box again and this time choose the Replace tab. Under Style there's a drop down box that says 'Don't Change' so click on that and then click on the bottom item 'more choices' which opens up what you need. Choose 'Hidden' and well this always makes me nervous so I replace one or two before I replace all.

That should do it. Hope it does!

Deborah

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[Ruth Ellis]

Are you planning on merging the two indexes before producing the final output?

Volume labels should be working, provided that you've ticked 'Recognize Volume labels in the index settings (if you haven't it will have told you when you tried to add volume labels)

You can't add styles when adding the volume label, so just get the Roman numeral in. To get it to print bold change the index settings for volumes to style bold.

For the second volume you will need to add in a hidden volume, to make it sort after the other one. To do this add the volume label, then do a find and replace in the page number field, finding all these entries and replacing them with the style hidden text. Make sure to include the colon in the search and replace (so if you've labeled them II, you need to search and replace II:)

Once you've got the volumes in both separate files, you can import one into the other (or both into a new separate index)

Within that index, the index settings for volumes need to have Output set to : with a space after it, New Volume to ; and also tick Merge Volume Labels

With that it's almost there, except I haven't worked out how to avoid the second colon appearing in the example below, so you may have to do a search and delete in the final generated index, unless someone else here has a tip for that

With what I've said above the output will be

Entry,  I: 45-47, 80; : 14-18, 60, 350-353

[Ruth Ellis]

And I see two of us were typing at the same time!

[Pierke Bosschieter]

Deborah and Ruth, thanks for both your replies. Whatever I do, it seems Sky doesn't recognize the volume numbers as volume numbers. So I wondered where exactly I can find "recognize volume labels" in the index setting? I can't find it in the manual. Hopefully that's what I am doing wrong, for otherwise I am stumped.

Pierke

[Ruth Ellis]

Options>Index>

Volumes/Chapters/Sections

Within that section there is a box to tick recognize volume labels

This is SKY 8

In SKY7 it might be under locators? I have forgotten what the index settings screen look like there

[Jochen Fassbender]

In SKY 7 it's almost the same:

Options>Index>Locators
Volumes/Chapters/Sections

Jochen

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[Deborah Patton]

It's not 'recognize' that you're hunting but 'enabled.'
Options>Index>Volumes/Chapters/Sections has four sections: Separators, Style, Capitalization, and Other. The box you need to check is in the Other section at the bottom. For your purpose, I'd also check Merge Volume Labels.
Deborah

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[Ruth Ellis]

There have been significant changes in the way the settings screens look and the language used between versions 7 and 8, but Pierke didn't say which version she was on. Anyway, we have now have the options for both versions in this discussion should anyone need to find them again. 

[Pierke Bosschieter]

Thanks, everyone. Yes, Ruth I should have mentioned the SKY version I am using. It is SKY 8. I have had the enabled check box checked all the time. This is so frustrating. When I do the add Volume Label, it puts a I: before the page numbers, but they aren't bold and they don't merge. Although I have bold and merged checked.

[Ruth Ellis]

Hopefully I can add attachments here. I have a test index that I play around with and these are the settings I have in the attachment.

You won't see them bold in the grid, only in the Index Pane.

[Pierke Bosschieter]

It is the space behind the colon, if I leave that out in the Index Option pane, everything is working fine. Only then I don't have a space between the colon and first page number in the index. Now the Roman numerals are bold (in the index pane) and the page numbers merge. Maybe the publisher could be happy with this. And I am also going to ask if can leave the label for volume II in, as manually deleting the extra colon in 8000 entries isn't an option.

Thanks, Ruth for uploading a picture of your settings. It is helpful to know I had it right from the start ;) I have been looking at my other indexes with volume numbers, chapter numbers etc. there's never a space between the number and the first page number. So now I understand why I never ran into trouble before.

[Ruth Ellis]

The space after the colon works fine for me (I know you can't see it on my screenshot but for output I have :_   where_ is a space)

You shouldn't need to manually replace all the extra colons. Once you have the rtf do a search and replace in the rtf. Search for ;: and replace with ; 

Or if you got the space in, search for ; :

[Pierke Bosschieter]

I tried again Ruth, this time with a very simple short index. But whatever I do, when I insert the extra space behind the colon Sky doesn't recognize it as a volume number, so it doesn't act like one either. It isn't bold, it doesn't merge and I can't remove them within the same little menu.

But your idea with the search and replace in Word is a good one, thanks. At least I can get that to work :)

Again, thanks to everyone who did help!