Converting an existing index to a tabular form for entering in SKY Index

 

Introduction

It is occasionally desirable to take an existing index in its final form and convert it back into tabular form for editing in SKY Index. In the past this has usually been a retyping job taking up considerable time. This paper describes how to manipulate an index into a form that allows it to be ‘typed’ into SKY Index automatically by a keyboard macro. The keyboard macro uses the popular and powerful freeware AutoHotKey system, available from www.autohotkey.com. You can find a description of the program here.

 

This approach is designed for use with indexes that have only one level of subheading, but could be adapted to those with more than one.

 

Software requirements

Microsoft Word or other word processing program – for manipulation of the index into a format suitable for conversion.

AutoHotKey – simulates typing on the keyboard

SKY Index – with a template file set up appropriately to convert the keystrokes into a finished index

 

Index format

The index must be in the following format: even a single departure can cause the conversion to fail.

 

General

Each line must end with an ENTER character. (The ENTER characters have been assumed in the examples that follow.) Page ranges should be indicated with a hyphen between the first and second numbers: e.g. 22-33. Contractions may be used; e.g. 22-3.

 

There must not be multiple ENTERS.

 

I have represented the tab character by [TAB].

 

For long indexes it may be better to break them up into smaller sections and convert  one section at a time.

 

 

Headings with no page numbers and no cross-reference

There must be two tabs after the entry; e.g.

 

birds[TAB][TAB]

 

Headings with no page numbers and one cross-reference

There must be two tabs between the entry and the cross-reference: e.g.

 

passerines[TAB][TAB]see finches

dingoes[TAB][TAB]see also dogs

 

Headings with no page numbers and more than one cross-reference

There must be two tabs between the entry and the cross-reference, and the cross-references must be separated by a semi-colon and a space: e.g.

 

rats[TAB][TAB]see rodents; feral animals

predators[TAB][TAB]see also carnivores; raptors

 

Headings with one page number or page number range

There must be two tabs between the entry and the page number; e.g.

 

chickens[TAB][TAB]44

pigeons[TAB][TAB]49-53

 

Headings with more than one page number and/or page number range

There must be two tabs between the entry and the page number and a comma and a space between each locator; e.g.

 

eggs[TAB][TAB]22, 44

feathers[TAB][TAB]33-37, 44

 

Headings with page numbers and one or more cross-reference(s)

These must be split into two lines, as follows:

 

trees[TAB][TAB]23, 44

trees[TAB][TAB]see also nests; arboreal predators

 

Subheadings with one page number or page number range

There must be a tab at the start of the line and one tab between the entry and the page number; e.g.

 

[TAB]in Russia[TAB]81

[TAB]in Sweden[TAB]84-99

 

Subheadings with more than one page number and/or page number range

There must be a tab at the start of the line, one tab between the entry and the first page number, and a comma and a space between page numbers; e.g.

 

[TAB]in Queensland[TAB]26, 48

[TAB]in Madagascar[TAB]92, 101-3

 

Preliminary format

Thus the preliminary format for the index looks like this:

 

birds[TAB][TAB]

[TAB]in Russia[TAB]81

[TAB]in Sweden[TAB]84-99

chickens[TAB][TAB]44

dingoes[TAB][TAB]see also dogs

[TAB]in Queensland[TAB]26, 48

eggs[TAB][TAB]22, 44

feathers[TAB][TAB]33-37, 44

passerines[TAB][TAB]see finches

pigeons[TAB][TAB]49-53

predators[TAB][TAB]see also carnivores; raptors

[TAB]in Madagascar[TAB]92, 101-3

rats[TAB][TAB]see rodents; feral animals

trees[TAB][TAB]23, 44

trees[TAB][TAB]see also nests; arboreal predators

 

Final format

To get the index into its final format, replace all the ENTER characters with the word ENTER in curly brackets – {ENTER}, as follows:

 

birds[TAB][TAB]{ENTER}[TAB]in Russia[TAB]81{ENTER}[TAB]in Sweden[TAB]84-99{ENTER}chickens[TAB][TAB]44{ENTER}dingoes[TAB][TAB]see also dogs{ENTER}[TAB]in Queensland[TAB]26, 48{ENTER}eggs[TAB][TAB]22, 44{ENTER}feathers[TAB][TAB]33-37, 44{ENTER}passerines[TAB][TAB]see finches{ENTER}pigeons[TAB][TAB]49-53{ENTER}predators[TAB][TAB]see also carnivores; raptors{ENTER}[TAB]in Madagascar[TAB]92, 101-3{ENTER}rats[TAB][TAB]see rodents; feral animals{ENTER}trees[TAB][TAB]23, 44{ENTER}trees[TAB][TAB]see also nests; arboreal predators{ENTER}

 

SKY Index settings

 

These settings are required in SKY Index for the conversion to work

 

Options/Data Entry Options:

• turn off all AutoComplete
• turn on AutoRepeat for Repeat Main only
• AutoCapitalise off

 

Options/Index Options

• Style/Subheading Levels set to 1

 

Options/Program Options

• Data Entry/Immediately Verify Cross-References off
• Next page reminder off
• Remove double spaces on

 

 

AutoHotKey script

AutoHotKey scripts are text files with the extension .AHK. An AutoHotKey file contains ‘scripts’ which can be activated with Windows (Start) key combinations once the file is loaded into AutoHotKey. See www.autohotkey.com for details.

 

The AutoHotKey script for this conversion, attached here to the Windows-s key, is

 

#s::

     Send, %clipboard%

Return

 

To make the conversion:

1. Activate AutoHotKey and load the text file containing the script.
2. Select the entire index
3. Copy it to the clipboard
4. Open a new or existing SKY Index file
5. Give it the appropriate settings
6. Click in the first field of the first record
7. Hold down the Windows key and press the ‘s’ key.