An American Editor

June 18, 2018

Book Indexes — Part 2: No Magic Wands

Ælfwine Mischler

I took up indexing several years ago when I wanted to branch out from copyediting. I have found indexing to be more intellectually challenging and, thus, a welcome change from copyediting. I do both as a freelancer, but not on one book at the same time, and enjoy the variety.

Most indexers describe what they do as mapping a book — and it is mapping — but I think of it as looking at the book from a different angle. Think of forest and trees. When I am copyediting, it is like creeping along the forest floor, looking at not just every tree but at every detail. (I have seen that name spelled two different ways; which is correct? Does that comma belong here? This verb does not match the subject, but what is the subject in this twisted sentence? Is there a better word for that?) But when I am indexing, it is like flying over the treetops, seeing a bigger picture. (Here is a section on topic X. Over there, the topic is raised again. And this topic here is related to X. There is a lot of information about this person. How should I break it up and organize it?)

Indexing is a creative process. It is said that no two indexers would produce the same index of a given book. I have software to help me organize what I put into an index, but I am the one who decides what to include and what words to use. Just as you do not open a word processing program and expect it to write a document for you, I do not open my indexing program and expect it to write an index for me. Many people seem to think that I plug the manuscript into some software and out pops the index. (There are some programs that claim to do just that, but indexers in my circles say they cannot rely on them to produce a good index.)

No, folks, writing an index is not that easy. I actually read the book, cover to cover. I sometimes wish I had a magic wand that could do it for me — “Indexify!” — but I have to read everything.

“So do you read a page and put in all the A words, then all the B words, then all the C words?” asked a friend.

“No, I put in the words and the software alphabetizes them.”

She still seemed a bit stumped.

“Do you read the whole book first?” asked a nephew.

“No, there is not enough time to do that. I have to index from the start.”

Working from a PDF file of a book’s second proofs (usually), I read the foreword, preface, and introduction to get an idea of the importance of the book, the topics covered, and the book’s organization. From the table of contents, I often index the chapter titles and section headings to form the basic structure of the index. Each chapter title becomes a main entry, and the section headings form subentries. I will then break out most of those subentries to form their own main entries as well. (See Part 1 of this series)

I often have to change the chapter titles or section headings to make them suitable for index entries. If the book does not have section headings, I have the more-difficult task of skimming the text for verbal clues to a change of topic.

Then I go back over the chapters and pick up more details within each section. If the entry has a long page range, I look for some logical way to break it down into smaller ranges; that is, create subentries. Also, if a particular name or concept has many different locators, I look for some way to break them into subentries. I also look for related concepts and write see also cross-references.

What to call a given entry is not always obvious. If nothing comes to me quickly, I use tools within the software — color coding to remind myself to come back to it later, and hidden text with a few words about the topic. Often after reading a few more pages, the answer comes to me.

One of the things that makes indexing so mentally challenging is that I have to keep so many things in my head at one time. If I indexed concept Z as term Z′, I have to continue to keep an eye open for Z throughout the book and remember to call it Z′ and not something else — all the while doing this for concepts A, B, C, etc. My indexing software can help me to use Z′ and not something else, but it cannot help me to remember to pick it out from the book. If I later realize that I have missed some cases of Z, I can attempt to search for a word in the PDF file to find it, but in most cases, there is no exact word or phrase that will take me to Z. The words in an index are often not found in the book, which is another reason why automatic computer indexing cannot produce a good index.

Names often present challenges to me and other indexers. In school years ago, I learned to look for names in an index under the surname — Abraham Lincoln under Lincoln — but not all cultures invert names, and parts of names such as de, von, la, Abu, and Ibn can be problematic. Medieval names and names of nobility and royalty have their own conventions. The first book I indexed for hire contained the whole range of problems: ancient Egyptian, ancient Greek and Roman, medieval, and royal names; pre-modern and modern Arabic names (which follow different conventions); European names with particles; nobility titles (from various countries, no less!); and saints, too!

Fortunately, I had a very understanding managing editor who knew this was my first paid index and was willing to help me with the difficult names. Not all indexers are so fortunate in their clients. (For more information about the complexities of indexing names, see Indexing, edited by Noeline Bridge, and occasional articles in The Indexer.)

What did I have to learn in my indexing course? In addition to conventions about names, there are conventions for wording entries (for example, use plural nouns, don’t use adjectives alone, use prepositions or conjunctions at the beginning of subentries in run-in style), different ways to alphabetize (handled by the software options), and guidelines for whether to index a given item — a topic for another day. The course I took from the University of California at Berkeley Extension also required us to sample the three major indexing software programs — Macrex, Cindex, and Sky — which all do the same things but are different in their interfaces. Online courses are also available from the American Society for Indexing and the Society of Indexers.

Now I leave you so I can sail over the trees of another book.

Ælfwine Mischler is an American copyeditor and indexer in Cairo, Egypt, who has been the head copyeditor at a large Islamic website and a senior editor for an EFL textbook publisher. She often edits and indexes books on Islamic studies, Middle East studies, and Egyptology.

August 28, 2013

What is Editing?

Have you ever wondered what editing really is? Or about what course of study is best for preparing for an editing career?

The practical answer to the latter is that it doesn’t matter what you study because education is valuable and broadening; experience matters more. But when backed to the wall, my answer, unlike that of many of my colleagues, is that the best courses of study are philosophy and law.

The reason is because of what editing is. Editing is the art of language compromise, not the art of strict structure application. I suppose a little context would be helpful.

The matter arose in a discussion on LinkedIn in which I suggested philosophy as the best course of study and another member suggested linguistics. Linguistics is a wonderful field and certainly of great interest to editors, but it is a structural field. True, it wonders about word origins as well as how words are used, but its focus is the structure and lineage of language.

Philosophy and law, on the other hand, focus not on structure but on how to think. Both are “argumentative” fields — Does a god exist? If I don’t see you, do you really exist? What is my place in society? — What role should/does X play in social affairs? — that require thinking about all sides of a question. The difference, I think, between the philosophy-trained thinker and the linguistics-trained thinker is the difference between the average chess player and the chess champion. We all can learn to play chess and even to play it well; few of us, however, can master the advance thinking techniques required to be a grandmaster.

(Before I stray too far afield, let me reiterate that all education is good and all education can prepare a person for the intellectual challenges of editing. What we are discussing is the hierarchy.)

Much of editing is structure-oriented, such as grammar and spelling, and coding manuscript. Structure is mechanical and can be self-taught or picked up in a couple of courses on, for example, grammar. I grant that it is the rare person who develops that same depth and breadth of knowledge about the structural issues via self-learning or a couple of entry-level courses as would be obtained from the rigors of a university major in linguistics, but how much is really needed for editing, especially as editing is the art of language compromise, not the art of strict structure application.

Over my 30 years as an editor, what I have most realized about some of my editor colleagues is that they are very capable of applying the “rules” of language. Where they are weak, and what I think often distinguishes the good, competent editor from the great editor, is that they are unable to “think” about what they are editing. They are unable to grasp a broader picture by, for example, putting themselves in the shoes of a variety of readers or by analyzing a text from multiple angles. To use another metaphor, most editors are like professional baseball players in that they are the better, more professional, more able players from the pool of would-be professional players, but are not the superstars who are an even more finite group. Baseball fans recall Willie Mays, for example, but how many of his teammates on the 1954 World Series team do we remember?

It is this “thinking” ability that I believe philosophy and law teach but that linguistics and other study disciplines do not. Linguistics will teach us how to ascertain the origins of all the variations of “god,” but not to think about what “god” means in the context of the manuscript and as being conveyed to the variety of hoped-for readers of the published manuscript. Linguistics doesn’t really teach the art of communication as much as it teaches the science of communication, but editing is (or should be, I think) more concerned with the art than the science.

I am not suggesting that the science of editing is unimportant. Knowing what punctuation to use where and when is very important in making sure that the author’s meaning is correctly understood (using Lynne Truss’s famous example, is it “eats shoots and leaves” or “eats, shoots, and leaves”?). Knowing whether the right word is being used to convey the intended meaning is equally important, as is choosing among the homophones (does the author mean to, too, or two?). And good editors do these tasks well and correctly. For the most part, I suspect, this is the job for which most editors are hired. And this is the job for which most education prepares us.

Yet there can be more to editing than just those tasks. And, for many of us, when we suggest rewriting a sentence or a paragraph or reordering paragraphs or chapters, we are embarking on that additional path. As we gain experience, we begin to think differently about language and its use. I know that the editing I did 30 years ago is not as good as the editing I do today; those intervening years have taught me many things and exposed me to many new ways of looking at language. The more I read and learn, the better editor I become.

But even 30 years ago I had the advantage of having been trained to think analytically. That is the legacy of a philosophy and law education: It is not what to think, but how to think. What I think about is of little importance to philosophy; the methodology of thinking about it is important.

Editing is a combination of structure and philosophy; it is not one without the other. The more accomplished one is as an editor, the more skilled one is at both prongs. Most of us begin our editing careers strong in one prong but not the other, and we build strength in both prongs as we gain experience. But if asked what is the best course of study for a wannabe editor, my answer is philosophy or law because it is learning how to think that is hardest to master.

Once we have mastered how to think about language, we learn that editing is more the art of language compromise and less the science of applying rules.

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