A useful glossary in Word is a list of specialized terms paired with concise definitions. Word does not require a special glossary feature; consistent styles and sorting make an ordinary glossary easy to maintain.
- Collect the terms that readers may not know and write a short definition for each.
- Place the glossary near the end or another location appropriate to the document.
- Apply a consistent heading to the glossary title.
- Format each term consistently, such as bold term followed by its definition.
- Sort the entries alphabetically, then proofread cross-references and terminology.
Use styles for long glossaries
A custom style for glossary terms can make formatting consistent and allow global changes later. Avoid manually adjusting every entry when a style can express the same structure.
Tables can work
A two-column table can align terms and definitions neatly, but very complex tables can be less friendly on narrow screens. A simple term-and-paragraph format often adapts better.
Cross-references
If the document frequently points readers to glossary entries, Word bookmarks and cross-references can create navigable links. Test them after major edits.
Definitions should match the document
Do not paste generic dictionary definitions when the term has a specialized meaning in your project. Define how the term is being used in this document.
Keep definitions concise
A glossary is most useful when readers can scan it quickly. Put lengthy conceptual explanations in the main document and use the glossary for the short meaning needed to understand the term in context.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.