Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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Making indexes for map sets using ArcGIS 10.3
By Christopher J.J. Thiry
Map Librarian, Arthur Lakes Library, Colorado School of Mines, 303-273-3697, cthiry@mines.edu
The desired outcome is a clean, easy-to-use index map to a set of paper maps (topographic,
geologic, etc.). These instructions include references to file sources (shown in ITALICS) particular
to my library. Adjust these file names and locations to your particular situation.
I have tried to be very explicit in these instructions. If you have come up with a better method for
completing the work, PLEASE let me know. If you have found a way to the work in 10 steps instead
of 15, please let me know. Lastly, if you have any questions or run into problems, please contact
me.
REMEMBER TO SAVE YOUR WORK OFTEN!!!
YOU MUST HAVE AN ESRI.COM ACCOUNT TO LOAD THINGS TO THEIR CLOUD SERVICE
Setting up a Geodatabase
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Create a new folder for the country you are going to work on in “private/gis data & maps”.
Name the folder the country or region.
Open ArcCatalog. Open the tree to the newly-created country folder. Under the “File” menu,
choose “New” then “File Geodatabase”.
A new Geodatabase will appear in the folder. Rename it “[Country] Geodatabase”.
Close ArcCatalog.
Creating a base map
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Open ArcMap.
If the program asks you about using the Graphic Accelerator, choose “NO”. If you choose
“yes”, the program has a habit of bombing out.
Click on “Cancel” on the “ArcMap – Getting Started” box. The program now has a blank map
displayed.
Click on the arrow part (not the + sign) of “Add Data” button
(on the top row of
buttons toward the left). 3 choices will emerge. Click “add basemap”.
A pop-up will appear.
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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Choose “National Geographic” (or whatever basemap you like), and click “Add”.
Use “Zoom in”, the + magnifying lens on the second row of buttons on far left side, to zoom
to the country you are going to work on.
Right click on “Layers” (located in the “Table of Contents” column on the far left), then click on
“Properties” (at the bottom of the list). Go to “General” tab. Click “Units” “Display” pull-down
and make sure it is set to “Degrees Minutes Seconds”. Click “Ok”. Now, when you run the
curser over the map, you can see degree minutes and seconds in the bottom right.
SAVE as “[Country]_[scale in thousands]k_[AMS/DMA number]” in the newly created country
folder.
Create a fishnet
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Since a set of paper maps cover a country in a grid pattern, to make an index, you must make
a grid.
ArcMap uses a tool called “fishnet” to establish a regular grid of rectangles. With fishnet, you
can create rectangles that will cover the same area as the quads in the map set.
Exam the paper maps, and determine the regular interval of the maps in the set—e.g. 1 x 1
degree, 15’ x 30’, 4 degrees x 2.5 degrees. Convert all figures to decimal degrees.
Determine the northern, southern, western, and eastern most coordinates of the grid you wish
to establish (use current indexes or maps to determine this). Make sure that the coordinates
correspond with the regular intervals of the map—round up or down. If the northern extent of
the country is to 15 degrees 38 seconds, but the pattern of the map set is 1 x 1 degree on the
whole degree, then the grid should begin at 16 degrees. Make the grid slightly larger than the
area; it is easier to strip the un-needed boxes than add more.
Open ArcToolbox. This should be docked on the far right of your window.
Expand “Data Management Tools” then “Feature Class”.
Double click “Create Fishnet”.
In “Output feature class”, click on the file-open icon. Navigate to the given country’s
geodatabase, not the general folder. Give the new layer a name—i.e. “[Country
name]_[number of thousands in scale]k_[AMS series]_fishnet”.
Fill in the “Top”, “Left”, “Right” and “Bottom” coordinates.
North America is “+” T/B, and “-“ L/R.
South America is “-“ T/B, and “-“ L/R.
Australia is “-“ T/B, and “+” L/R.
Asia is “+” T/B and “+” L/R.
Fill in “Cell size width” and “Cell size height”.
Uncheck the “Create Label Points (optional)” box.
Change “Geometry type (optional)” to “POLYGON”.
Click “OK”.
It’ll take a little time to create the layer.
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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A new layer will appear.
SAVE.
Adjusting the projection and color of boxes
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The new layer will not be in the correct place, so it is necessary to adjust the projection.
Open “ArcToolbox”.
Select “Data Management Tools” then “Projections and Transformations” then double-click
“Define projection”.
Choose the layer you wish to add a projection in “Input Dataset or Feature Class”.
“Coordinate system” should read “Unknown”.
To change this, click on the icon.
A new box will open. Choose the appropriate one—“Geographic Coordinate Systems”,
“World”, “WGS 1984”.
Click “Ok”, then “Ok”. It will take a moment to work.
If done correctly, the new layer will overlay the base maps.
Adjusting the view
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In the “Table of Contents”, click on the “fishnet” symbol (the colored box), change its style to
“hollow”, “Outline color” to “Black”, and “Outline Width” to “1”.
Click “Ok”.
In the “Table of Contents”, right click on the new layer. Choose “Zoom to Layer”. The map
will pull into the extent of the layer.
SAVE.
Remove unwanted quadrangles
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Click on “Editor” bar and choose “Start editing”.
An information box may appear that says “Start editing encountered one or more layers with
warnings. You may not be able to edit some layers if you continue.” Click “Continue”.
Select an unwanted quad—it’ll highlight in blue.
<Delete>
You can click on the boxes one-by-one or select a lot of items at once.
To select many, hold down the right mouse button and move the mouse.
Another option is to hold down <shift> button and click on the other quads until all undesired
quads are highlighted.
<Delete>
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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Use “Zoom in”, the + magnifying lens on the second row of buttons on far left side, to
examine the border of the country.
Click on “Editor” bar and choose “Save edits”.
Click on “Editor” bar and choose “Stop editing”.
In the “Table of Contents”, right click on fishnet layer, and select “Zoom to Layer”. This will
re-center the map.
SAVE.
Adjusting the size and placement of the quadrangles
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Often sheets within a set cover a little more area than the standard size. Also some sheets
(particularly covering islands) do not fit the standard grid. As a consequence, it is necessary
to change the size or location of quadrangle.
You will need to edit the boundaries of the quad.
Select “[Country name] 1:[scale] index” in the Table of Contents.
Click on “Editor” bar and choose “Start editing”.
Select the “[Country name] 1:[scale] index” layer.
Moving a quad:
Click on the quad you want to move. The quad will become highlighted. It is now possible to
click and drag the quad to where ever you want (good for working with islands, etc.).
Resizing a quad:
Click on the quad you want to change
Click on the “Edit vertices” icon
in the “Editor” toolbar. (It looks like a square that is
being adjusted to a triangle.)
It is possible to reshape the quad using this tool.
In most cases, you just want to make the quad taller or longer. In those cases, grab a side of
the quad and move it (as opposed to grabbing a corner).
Once you resize your quad, click on it to adjust the shape.
If you have to make an irregular shape, you have to add points to the polygon.
Be certain that the boarders of the quads match perfectly. It’ll take some time to master this
skill.
Once finished, click on “Editor” bar and choose “Save edits”.
Click on “Editor” bar and choose “Stop editing”.
SAVE.
Add sheet numbers/names
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Select “[Country name] 1:[scale] index” in the Table of Contents.
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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Right click and select “Open attributes table”. The table will look like a spreadsheet; it has far
less capabilities than an Excel spreadsheet.
Under the “Table options” tab (the first tab), select “Add field”.
Name the new field “Sheet_no” (or name)—you CANNOT use spaces or special characters.
Change “Type” to “Text”.
Leave the “Length” at 50—you probably won’t need more than 20, but best to keep your
options open. Select a larger number if using actual names instead of numbers.
Click “Ok”.
A new column will appear.
Resize the column width to usable size.
Resize the table window so you can see the map.
Leave the table open.
SAVE.
It helps to see the sheet numbers on the map as you type.
Select “[Country name] 1:[scale] index” in the Table of Contents.
Right click and select “Properties”.
Select the “Labels” tab.
Check the “Label features in this layer” box.
In “Label Field” select “Sheet_no”.
Adjust the style and size if necessary.
Click “Apply”.
Click “Ok”.
Click on “Editor” bar and choose “Start editing”.
Select the “[Country name] 1:[scale] index” layer.
Click on desired quad—it’ll highlight in blue.
The quad’s related row in the attribute table will be highlighted.
Click in that row’s “Sheet_number” box then type the sheet # (or name).
Click on the next desired quad.
Repeat steps until all sheet numbers/names are added.
SAVE often by clicking on the “Editor” tab and choosing “Save edits”. “Stop editing”.
Close attributes table when finished.
SAVE
Attaching links and other information
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In order to make the index even more useful, it is nice to add more data to the maps being
used. These data fields may include:
o Link to scanned copy of the paper map
o Sheet name
o Year
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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o Publisher
o Series
You can enter them by hand, but that can take a while.
If you have the extracted useful information from other sources, it would be easiest to match
the data to the index, and populate the index.
The quickest way to link data to an attribute table is to send the GIS-created data to an Excel
sheet.
Exporting attribute table information to Excel—creating a Report
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While ArcGIS uses attribute tables that look similar to Excel tables, they do not operate in the
same way. The ArcGIS tables are clunky to use, and do not have easy copy & paste
capabilities.
As a consequence, in order to add data with ease, it is necessary to use Excel.
To get the attribute table data into an Excel spreadsheet, we can’t just export the table; we
have to create a “Report”.
Select “[Country name] 1:[scale] index” in the Table of Contents.
Right click and select “Open attributes table”.
From “Table options” tab, choose “Reports” then “Create Report”.
Select “OID” and “Sheet_number” (or any other fields you might find helpful, but you always
need the “OID” field) and move them from “Available fields” to “Report fields”.
Click “Next” 3 times.
For “Layout” choose “Outline”.
Click “Next”.
Select “Monaco” style.
Click “Next”.
Click “Finish”.
You’ll get a preview of the report.
Choose the “Export report to file” button.
Make the “Export Format” “Microsoft Excel (XLS)”.
Choose a file name “[Country name]_[scale in thousands]k” and select the location.
Click “Save”.
Click “Ok”.
You do not need to save the report—close the report.
Close the attributes table and ArcGIS.
Adding information in Excel table
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Open the new file in Excel.
Delete the top row—it should say “[Country name]_[scale in thousands]k_fishnet”
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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Sort table by sheet number.
At the bottom of the list will be things like “page 3 of 7”. Delete all of those. Be sure to scroll
down a bit to get all them.
Copy and paste your information into the table.
Be certain to match the sheet numbers from the original table with the sheet numbers from
the information you paste.
Give each new column a proper heading, but remember to use NO SPACES.
If you add links to scans, be certain to add an extra column titled “Scan_exist” and populate
the column with either “Yes” or “no” (use those words). This will help in adding this index to
the grand index of scanned maps website.
SAVE.
Attach the table from Excel to GIS project
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Open ArcGIS and the appropriate project.
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Click on the “Add Data” button
(on the top row of buttons toward the left).
Choose the newly updated Excel file. Choose “Sheet1$”.
Select “[Country name] 1:[scale] index” in the Table of Contents.
Right click and select “Open attributes table”. Note the number of rows.
Select “[Country name] 1:[scale] index” in the Table of Contents.
Right click, choose “Joins and Relates”, choose “Join”.
In “What do you want to join to this layer”, choose “Join attributes from a table”.
Choose field “OID”.
Choose table “Sheet1$”.
In “Join option” select “Keep all records”.
Leave the rest in place and choose “Ok”.
Check the attributes table of “[Country name] 1:[scale] index”. The new columns should be
present, and the number of rows should be the same as before the items were joined.
IF there is a different number of rows then before you joined the datasets, select “[Country
name] 1:[scale] index” in the Table of Contents.
Right click, choose “Joins and relates”, choose “Remove Join(s)”, and click on “Remove All
Joins”.
Make appropriate corrections and try the join again.
If things are okay, SAVE.
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Making the Join Permanent
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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When files are joined, it’s a temporary join. To permanently join these files you must create a
new shapefile with the merged fields.
Select “[Country name] 1:[scale] index” in the Table of Contents..
Right click, select “Data” then “Export data”.
Leave “Export” set to “All features”, and “Use same coordinate system as” set to “this layer’s
source data”.
In “Output feature class” choose the location (a Geodatabase) of the new file, and give the
new layer a name—i.e. “[Country name]_[number of thousands in scale]k”.
Click “ok”.
When asked if “Do you want to add the exported data to the map as a layer?”, click “Yes”.
A new layer will appear. It should be colored, and cover the all of the area of the other index.
Select new layer in the Table of Contents.
Right click and select “Open attributes table”. Examine the new layer’s attribute table; you will
see all the columns are present.
Remove the old layer and “Sheet1$”.
SAVE.
Adjusting the new index layer’s color
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In the “Table of Contents”, click on the index symbol (the colored box), change its style to
“hollow”, “Outline color” to “Black”, and “Outline Width” to “1”.
SAVE.
Removing unwanted/redundant columns from index
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When you created the new layer, the program kept all the columns.
Select “[Country name] 1:[scale] index” in the Table of Contents.
Right click and select “Open attributes table”.
You’ll notice that some columns are duplicates. These should be removed so as not to
confuse you or others. Normally, these will include “OID_1” and “Sheet_no_1”.
Click on the header of a column (it will highlight) you wish to delete.
With the curser on the header of the column, right click.
Choose “Delete field”. The program will give you a warning. Click “Yes”.
Repeat for other columns.
Close the attribute talbe.
SAVE.
Create labels
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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In order to create a good base map for others to use, it is nice to make labels appear.
Select “[Country name] 1:[scale]” in the Table of Contents.
Right click and select “Properties”.
Select the “Labels” tab.
Check the “Label features in this layer” box.
In “Label Field” select “Sheet_number”.
Adjust the style and size if necessary. If the labels contain any letters (as opposed to
exclusively digits), be certain to use a font that distingues between 1, L, l, I, and i. “Tahoma”,
12 point, Bold, works well
Click “Apply”.
Click “Ok”.
SAVE.
Creating a Map Package & exporting ArcGIS.com
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In order to share the base data with the rest of the world, it is important at this point (before
adding library holdings, etc.) to create a “Map Package” and save that on to ArcGIS.com. The
index first must be cleaned up then a little information added.
First, sign-in to arcgis.com by clicking on “File”, “Sign in”.
Click again of “File”, choose “Share as” then “Map package”.
A new pop-up box will appear.
On the first box, leave everything the same.
Click on “Item Description”. At a MINIMUM, enter the following information:
o In “Summary (required)”: Index to 1:[#],000 [topographic/geologic] maps of [country]
o In “Tags”: [name of country], index, [topographic/geologic], [scale in thousands]k
(e.g. “50k”)
o In “Description”: Index to 1:[#],000 [topographic/geologic] maps of [country].
Footprints were created using the fishnet tool, and data supplied by [list all]. After the
footprints were created, the shapefile was trimmed and labeled according to the
sources. Names of all the places/organization that you gleamed information from to
make this index. (IF scans available) Links added to scans of maps by [list all].
o In “Access and Use Constraints”: NO access or use constraints. This file may be freely
used by all.
o In “Credits”: your name, title, organization, and email
Leave “Additional files” blank unless needed.
Under “Sharing”, check boxes – “Everyone (public)”, “Members of these groups”,
“Clearinghouse to indexes to paper map sets”.
Now click on “Analyze”—the green check mark in the upper right corner.
A new window should pop up on the bottom the screen. It should be blank.
Click on the “Share” button in the upper right corner.
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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A pop-up will appear. Click on “Yes”.
This may take a minute or 2.
When completed, a pop-up box will say “Succeeded”. Click “Ok”.
SAVE.
Adjusting in ArcGIS.com
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Open www.arcgis.com
Sign in:
Go to “My Content”.
Click on the newly uploaded file.
Click on “Edit”.
Change the title to “[Country] 1:[scale] maps index”.
SAVE.
Adding bibliographic information in table (holdings, call #, etc.)—working in Excel
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In order to make the index that is specific to your library, you will need to add more data.
These data fields may include:
o Whether or not you own the sheet
o Call number
o Library location
o A link to your library’s catalog
You can enter them by hand, but that can take a while.
The easiest way to do this is to send the GIS-created data to an Excel sheet.
Follow the same steps as above to Create a Report, Adding information to Excel.
Populate table to suit your information needs.
Attach Table, Make Joins Permanent (see above).
SAVE
Adding holdings, call # etc. in Excel
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Create 4 new columns: Library_owns, Library_avail_yes, Library_avail_no, Library_catalog.
“Library_owns” “Library_avail_yes” Library_avail_no” “Library_catalog” should be filled out
either
“no” <blank> “<br><br>Sheet <font size="+2"><b>NOT</b></font> owned by the
Library” <blank> or
“Yes” “<br><br>Available in <font size="+2"><b>MAP ROOM</b></font>, call # <i></i>
<blank> “[web page for the set’s record from the Library’s Catalog]”
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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NOTE: “Yes” means the Library owns a copy of the sheet.
Type in “Yes” in the appropriate places, then copy and paste all the rest.
It is possible to add additional columns such as “Notes” for information such as “Text filed
separately in Map Room Stacks”.
Making the Index map to the library’s holdings
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Once you have entered all the data you need, it is time to make an index to the maps in your
collection.
Changing display
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Select “[Country name] 1:[scale] index” in the Table of Contents.
Right click and select “Properties”.
Choose the “Display” tab.
Set “Transparent” to 50%.
Change “Display Expression” to “Sheet_no”.
Check the “Support hyperlinks using field” box and select “Library_catalog”.
Click on the “URL” button.
Click “Apply”.
Choose the “Symbology” tab.
Click on “Categories”, “Unique values”.
Set “Value field” to “Library_owns”.
Click “Add all values”—“YES” and “no” boxes should appear.
Turn off “all other values”—get rid of check mark.
Double click on the color box for “YES”.
Choose the color “Sun”, and outline to 1.0 and “Black”.
Click “Ok”.
Double click on the color box for “no”.
Choose the color “Hollow”, and outline to 1.0 and “Black”.
Click “Ok”.
Click “Apply”.
Choose the “Labels” tab.
Put a check mark in the box next to “Label features in this layer”.
Leave “Method” set to “Label all the features the same way”.
Change the “Label field” to “Sheet #”.
Change font to “Tahoma”, 12 point, Bold. (This may need to be adjusted).
Click “Apply”.
Click “Ok”.
The new overlay of yellow should appear.
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SAVE.
Change the label display in the Table of Contents
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Click on “Library_owns”.
Change it to “Library owns?”
SAVE.
Changing view
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Choose the “View” tab at the top and change to “Layout view”.
This will show how the map will look when printed.
If needed, change the paper to “Landscape” in “File”, “Page and print setup”.
SAVE.
Add grid lines
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Click on the map so the bounding box will be highlighted—the corners will be blue.
Move and stretch the map to fit the paper.
Over the map, right click, select “Properties”.
Click on “Grids” tab.
Click “New grid”.
Click “Next”.
Change the “Place parallels every” and “Place meridians every” to appropriate size (every 1
degree seems to work best for smaller countries). Leave the “Seconds” fields blank.
Click “Next” 2 times, then “Finish”.
Click “Apply”.
Click “Ok”.
Stretch the canvass to fit the maximum boundaries of the print area—not all the way to the
edge.
Adjust the size of the map by moving the corners of the map and zooming into the appropriate
size.
SAVE.
Add title
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Choose the “Insert” tab and choose “Title”.
Give the map the title “[Country name] 1:[scale]”.
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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The title will appear. Double click on the title.
Repeat the title name <enter> and the [Call number] {e.g. G 3401.C5 s200 .C3} in the “Text”
box.
To change the font, etc., choose “Change symbol”.
Change the font to “Tahoma”, the size to something that fits, Bold, color to “Ultra Blue”.
Click “Ok”, “Apply”, “Ok”.
SAVE.
Sometimes it is necessary to add background box so the title can be easily read.
Make sure the title is chosen (highlighted).
Choose the “Insert” tab and choose “Neatline”.
Change the “Border” to “None”.
Click on “Background” and change it to “white”.
Click “Ok”.
The background box will not overlay the grid, so it is necessary to change the order of how
things are stacked on the image.
Right click on the neatline box, choose “Order” then “Bring forward”. This should make the
neatline box overlay the grid lines.
NOTE: when you adjust the title box, you will now have adjust the neatline box too.
SAVE.
Add legend
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Choose the “Insert” tab and choose “Legend”.
The “Legends items” box should only contain the layer “[Country name] 1:[scale] index”.
Move the other layers out.
Click “next”.
Make the “Legend title” box empty.
Click “next”.
Click on “Background” and change it to “white”.
Click “next” 2 times, then “Finish”.
Move the new legend to an appropriate place.
Right click on the legend, then on “Properties”.
Click on the “Items” tab, then on “Style”.
Choose “Horizontal with Heading and Labels”—the 3 one down in right column.
Click “Ok”, “Apply”, “Ok”.
Resize and move legend.
SAVE.
Saving a JPEG & PDF
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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Page 14 of 15
Under the “File” menu, choose “Export map”.
Choose the appropriate place for the new file.
Give the file an appropriate name—usually the name of GIS project will work.
Choose “JPEG” as the file type.
Set the “Resolution” to 300 dpi or higher.
Click “save”.
Repeat the process but choose “PDF” for file type.
The nice thing about the PDF is that elements (grid lines, labels, etc.) can be turned off and
on. Also, in the PDF reader, the user can go into Tools—Analysis—Geospatial Location Tool,
and the co-ordinates will be displayed.
Print
 Print 2 copies on the color printer.
 Put 1 in the index book, and 1 with the maps.
Creating Map Service
 In order to make an interactive map on arcgis.com, you need to create a “map service” of
your project.
 Choose “View”, “Data View”.
 Remove the base layer (National Geographic, etc.). Right click on the layer in the Table of
Contents. Choose “Remove”.
 Sign in to arcgis.com.
 Choose “File”, “Share as”, “Service”
 A new pop-up box will appear.
 Leave the “Publish a service” button checked.
 Click “Next”.
 In the next pop-up box, leave the “Choose a connection” alone. Change the “Service name”
to whatever you want.
 Click “Continue”.
 A new pop-up box will appear.
 Click on the “Capabilities” tab on the left side. IN THIS ORDER, check the “Feature Access”
box and Uncheck the “Tiled Mapping” box.
 Click on “Item Description” tab on left. The information you entered when you shared the file
the first time should still be there, except “Access and Use Constraints”. Enter “NO access or
use constraints. This file may be freely used by all.”
 Click on “Sharing” tab on left and check “Everyone (Public)” and any others you wish.
 Click on the “Analyze” button (a green check mark) in the upper right of the pop-up box.
 A new box will appear on the lower part of your screen. Some error boxes will appear. We
won’t concern ourselves with the “medium” and “low” severity ones. The “high” ones usually
have to do with the fact that you cannot upload a base map as a service. Since we have
already removed the base map, this concern is in error. But we must deal with it.
Making indexes for maps sets using ArcGIS 10.3 by Christopher J.J. Thiry, cthiry@Mines.edu
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Page 15 of 15
In the lower box, double-click on “Unresolved” on the left side of the “high” items. It should
change to “[Re-analyze]”. Do this for all “high” items.
Click on the “Analyze” button again. The “high” severity items should go away.
Click on the “Publish” button in the upper right corner of the pop-up box. This will take a little
time, and when successful, you will get another pop-up saying the process was successful.
SAVE