Building a Professional Glossary and Index for Your Self‑Published Book
Writing a book is so much more than writing a manuscript; it’s about helping readers navigate your ideas with clarity. Many self-publishers focus on the story itself and overlook back-of-book elements like glossaries and indexes. These built-in resources make your book more usable, credible, and reader-friendly, particularly for non-fiction, academic works, or complex fiction.
A glossary and an index can elevate your book, enabling readers to understand specialised terms and locate important content quickly. This post builds on our earlier article about footnotes and endnotes, offering step-by-step guidance for creating professional, well-structured back matter.
Glossary vs Index: What’s the Difference?
Many authors confuse glossaries and indexes, but they serve distinct purposes. A glossary lists specialised or unfamiliar terms, each with a clear definition. It allows readers to follow along without confusion. For example, a non-fiction book on renewable energy might define “photovoltaic cells” or “biomass,” while a fantasy novel could explain invented names or magical terms.
An index is different. It points readers to the exact page or section where a term, concept, or name appears. It often includes subentries and cross-references, helping readers find related information efficiently. Academic and complex non-fiction books benefit from having both, while fiction might only need a glossary. The choice depends on genre, audience, and how much guidance your readers will need.
A thoughtfully compiled glossary and index enhance your book’s usability, reinforce your authority as an author, and improve the overall reading experience.
Step 1: Gather and Organise Terms
The first step is to collect terms while writing or editing your manuscript. Keep a running list of names, technical terms, or key concepts. A spreadsheet or simple document works well. Decide which entries require a definition for a glossary and which are best suited for an index with page references. Some entries may appear in both.
Consistency is crucial. Ensure spelling, capitalization, and terminology remain uniform throughout your manuscript. Group related terms logically and alphabetically. Subentries can clarify complex ideas and make your index easier to navigate.
Beta readers and editors can help identify terms that are confusing or missing. At Foglio, we assist authors in verifying completeness and ensuring all entries are accurate before typesetting.
Keeping your glossary and index organized early saves time later and ensures a professional finish.
Step 2: Choose Your Indexing and Glossary Tools
The right tools make the process efficient. When selecting your tools, consider factors like ease of use, cost, cross-platform compatibility, and export options.
Microsoft Word provides basic indexing through “Insert” or “Table of Authorities.” This is accessible and cost-effective, though formatting options are limited. Consult the official help guide for Microsoft Word for more assistance.
Adobe InDesign offers precise control via the index panel and markers. It is ideal for professional print layouts, providing flexibility in formatting, cross-references, and alphabetical order. InDesign requires more training and software investment, but it produces polished results.
Specialized indexing software like Cindex or SkyIndex can automate complex indexing, including multi-level subentries and cross-references. These tools are more expensive and have a learning curve but are useful for books with dense information.
Authoring platforms such as Reedsy or Vellum handle professional formatting and typesetting but do not generate indexes. Many authors use Word for simpler projects and InDesign or specialized software for books that demand professional polish.
Consult with the software’s official help pages for guidance to ensure accuracy in your index or glossary. Careful reviews are necessary, even when using automated tools, to catch errors and maintain quality.
Step 3: Formatting and Typesetting Tips
A glossary or index should blend seamlessly with the rest of your book. Match the interior font and size, usually slightly smaller than the main text. Flush-left alignment with hanging indents is standard, making entries easy to scan.
Alphabetical order is essential. Use cross-references such as “see also” to guide readers to related terms. Italics or bold can highlight subentries sparingly.
Consider using columns for longer indexes to improve readability. Subentries can help organise complex topics. Professional typesetting ensures that these sections are visually appealing, easy to navigate, and consistent with your book’s style.
We follow industry standards for margins, spacing, and alignment. We also ensure that glossary definitions are concise and clear, and that page numbers in indexes are accurate. Even minor mistakes can confuse readers, so thorough proofreading is absolutely essential.
Frequently asked questions
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Glossary terms are those that need definitions. Index entries point to where topics appear in the text. Some entries may appear in both, depending on complexity and audience.
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Yes, Word has built-in indexing tools via Insert or Table of Authorities. Accuracy and formatting should be carefully checked.
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It depends on your book. Fantasy or science fiction often benefit from a glossary for invented terms, names, or locations. Realistic fiction usually does not.
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Use flush-left alignment with hanging indents, consistent font, alphabetical order, and cross-references. Columns can improve readability for long indexes.
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Always. Page numbers and terms can change during editing, so the index should be reviewed and updated before final print.
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Yes. Canadian authors should obtain free ISBNs through Library and Archives Canada and submit copies for legal deposit. This ensures proper registration and compliance.
Common Mistakes to Avoid
We meet many authors (even experienced ones!) who make plenty of easily-fixable mistakes when creating a glossary or index for their books. Common pitfalls include:
Including too many common words rather than key terms;
Mixing glossary entries with index entries;
Failing to update page numbers after revisions;
Relying solely on auto-generation without review;
Overcomplicating subentries, making navigation difficult; and
Skipping proofreading and final checks.
Avoiding these mistakes preserves credibility and ensures a professional reading experience.
Conclusion and Next Steps
Start planning your glossary and index early in the writing or editing process. These sections make your book more professional and easier to use. Well-organised back matter improves readability, supports your authority, and complements your narrative.
Working with professionals can save time and improve quality. At Foglio, we help Canadian authors compile, format, and proofread glossaries and indexes, ensuring that every page of your book reflects care and expertise. A polished glossary and index will make your book more enjoyable for readers and more credible in the marketplace.
For more information, read our thorough overview of Proofreading Best Practices here.
