Adobe InDesign: Index All Occurrences of a Proper Name
by Barb Binder, Adobe Certified Instructor for Creative Cloud Design & Layout Solutions
InDesign has a handy shortcut you can use to index proper names. Let’s say you want to add the name John Doe to the index, but you would like it indexed in the D section, and appear as Doe, John.
For proper names that you want indexed by the last name, press Shift+Alt+Ctrl+] (Windows) or Shift+Option+Command+] (Mac OS). An index marker using the default settings is added at the beginning of the selection or to the beginning of each item selected. That sentence means it will work once. But what if you need to index all occurrences of John Doe? In that case, you will either need to manually locate each occurrence and use the shortcut each time, or use the following Find/Change sequence:
- Locate the first occurrence of John Doe.
- Highlight John Doe and invoke the proper name shortcut as shown above. This adds a marker in front of the name. Markers are only visible in Story Editor so choose Edit > Edit in Story Editor.
- Highlight and copy the index marker and the words John Doe to the clipboard.
- Edit > Find/Change
Find: John Doe
Note: ^c is the metacharacter used in a Text Find/Change to paste the formatted contents of the clipboard (remember, you copied the marker along with the words John Doe), so this is pasting the correct marker in front of each occurrence of John Doe.
- Find and change each occurrence of John Doe.
- Update the index.