About indexing
Samples
Résumé
Rates
Other indexers
Site map

Page references

Page references specify the location of information denoted by a heading or subheading.

They are generally written as they appear in the document. In most cases, that means that they are written as simple Arabic numbers, such as 36 for a topic addressed on page 36. It may also mean that they are written using Roman numerals, such as ix for a discussion occurring in the frontmatter. Or it may mean that they consistof a chapter number or other part identifier followed by a hyphen or dash followed by a sequential page number, such as 4-8 for a topic addressed on the eighth page of chapter four, or C-6 for a topic addressed on the sixth page of Appendix C. It may even mean that they include more than just a page number. For example: page references for topics addressed in articles in periodicals identify the periodical, year of publication, volume number, issue number or verbal designator (e.g., "Fall") and issue part in addition to a page number.

If the discussion of a topic extends across pages, the range of pages on which it occurs must be identified. Typical examples include 36-39 for a topic discussed on pages 36 through 39, and 4-8 to 4-10 for a topic discussed on pages eight through ten in chapter four of a dcument using a chapter/page numbering scheme. Note that an en dash is used to separate pages numbered using simple Arabic numbers and that the word "to" is used to separate numbers expressed in the chapter/page numbering scheme. Note also that signifying the page range 25-28 implies something different than does listing pages in the range separately, such as 25, 26, 27, 28. Specifying a page range implies a continuous discussion; specifying individual pages in a range implies a discontinuous discussion. To users, that is an important distinction.

Because space is often at a premium, editors may request that page ranges be written in a elided form, such as 71-4, rather than in full form, such as 71-74. Elision is common when most page numbers are three or four digits long. Nevertheless, there is no standard set of rules for elision. Rules that are encountered frequently include those in The Chicago Manual of Style, Merriam-Webster's Manual for Writers & Editors and Words into Type.

Some editors allow the use of passim ("here and there") to signify passing mention of a topic across many pages. For example:

Bond, James, 106-111 passim

However, most editors and standards abhor this. One reason is that few users understand what passim means.

Editors may also request special conventions for designating specific types of content. For example: they may want page references for tables to be boldfaced and page references for figures to be italicized, or they may want a "t" appended to page numbers for tables, an "f" to page numbers for figures and "(illus.)" to page numbers for illustrations.

Regardless of the conventions adopted for the index, page references in indexes in indented style are displayed as a string of numbers separated from their heading and from one another by a comma followed by a space, as in these examples:

dogs, 23-37, 46
boxers, 25, 41
terriers, 29, 86

However, some editor's require that headings to be separated from the first page reference by two or more spaces instead of the usual comma and space, as in these examples:

dogs  23-37, 46
  boxers  25, 41
  terriers  29, 86

In run-in style, the main heading and its page references are separated from the first subheading by a colon followed by a space and subheadings and their page references are separated from one another by a semi-colon followed by a space. For example:

dogs, 23-37, 46: boxers, 25,
41; terriers 29, 86

Guidelines for writing page references:

Identify the type of content to be indexed. That will help you identify whether special formatting conventions are needed.
Get style guidelines from the editor. For example: you should know whether headings should be followed by a comma and a space or by two or more spaces, whether passim is allowed, whether page ranges should be elided, etc.
Do not use page locators to indicate only the beginning of a discussion. That makes it impossible for a user to distinguish discussions that occur wholly within a page from those that extend across pages.
Generally, make sure headings have no more than five page references. If there are more than that, create subheadings.
Ensure the accuracy of page references before submitting the index. Editors often randomly check 10% or so of the page references for accuracy. If more than one or two are inaccurate, they may deem the index to be unworthy of publication. Major errors include transpositions and dropped digits.
Document unusual formatting conventions in introductory notes. Such conventions include bolding or italicizing page references and conventions for identifying specific types of content.

To top of page