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Although the lessons so far have used single, small documents as examples, InDesign can manage complex, book-length documents, and maintain consistency across multiple files. The software’s advanced document features enable you to add dynamic text, cross-reference and index information, and synchronize many files at once.
What you’ll learn in this lesson:
- Adding dynamic text variables to your document
- Managing multiple InDesign documents using the Book feature
- Generating a Table of Contents
- Generating an Index
- Generating captions
Although the lessons so far have used single, small documents as examples, InDesign can manage complex, book-length documents, and maintain consistency across multiple files. The software’s advanced document features enable you to add dynamic text, cross-reference and index information, and synchronize many files at once.
Starting up
Before starting, make sure that your tools and panels are consistent by resetting your preferences. See “Resetting the InDesign workspace and preferences” in the Starting up section of this book.
You will work with several files from the id09lessons folder in this lesson. Make sure that you have copied the id09lessons folder onto your hard drivefrom the Digital Classroom Books website. You can download the files fromhttp://www.DigitalClassroomBooks.com/epub/indesigncs6. See “Downloading lesson files” in the Starting up section of this book. This lesson may be easier to follow if the id09lessons folder is on your desktop.
The project
In this lesson, you will work with several chapters of a book to see for yourself the capabilities of InDesign’s book feature. You will add chapters to a book file, and update the page number of each page based on its position in the book. Using text variables, you will automate the generation of elements on each page, which can save hours of manual work. You will then synchronize each chapter to give the book a consistent appearance.
Adding text variables
InDesign enables you to add dynamic text called variables to your documents. In a general sense, a variable is a way to store information that is not necessarily permanent. In InDesign, a variable is text-based content that dynamically changes when certain criteria are met or specific changes occur in the document. For example, you might want a running footer in the document that contains the title of the chapter. Traditionally, you would type the static text on a master page for the content to appear properly. Inserting a variable provides a more powerful option. In this case, using a variable would automatically update all footer text when the chapter title is modified.
When you place a text variable on a page, you must place it within a text frame, just like normal text. That frame can be in the live, printable area of the documents or in the non-printing portion. In this exercise, you will use text variables in a non-printing area to display the filename and modification date of the documents, which can be helpful in a collaborative environment.
1. In InDesign, choose File > Open. Navigate to the id09lessons folder, choose TOC.indd, and click Open. Notice the light blue outline that extends beyond the edge of the page on the right side. This area is called the slug, and information entered here doesn’t automatically print on the final page. You will use the slug area to house the filename and modification date variables, displaying the name of the file and the date it was modified. This is useful when viewing a printout of a document or when viewing it onscreen to determine when the most recent edit or modification was made.
About the trim and slug area
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A slug is information placed outside of the final print area of the document. The final print area is known as the trim area, and the space immediately outside of where a document will be trimmed (cut) is the slug area. The slug may contain the job name, client name, a place for approval of the job, or colors used in the job. Slugs can be included when printing or generating PDF files from InDesign. The slug prints only when you choose Include Slug Area in the Marks and Bleed section of the Print dialog box or the Export Adobe PDF dialog box.
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2. Select the Type tool (
) from the Tools panel, and then click and drag to create a text frame within the top of the slug area on the page. Be careful to keep the frame within the slug’s bounds.
) from the Tools panel, and then click and drag to create a text frame within the top of the slug area on the page. Be careful to keep the frame within the slug’s bounds.
The slug area can hold information that will not show up in the final printed project but can appear when printed.
3. Open the Paragraph Styles panel by choosing Window > Styles > Paragraph Styles or by clicking the Paragraph Styles button (
) in the dock on the right side of the workspace. Before inserting text or typing into this frame, choose the Variable Text style from the Paragraph Styles panel. This assigns the Variable Text style to text you type in the frame, and gives the text a standard appearance. Make sure the cursor is blinking in the text box before you choose this style.
) in the dock on the right side of the workspace. Before inserting text or typing into this frame, choose the Variable Text style from the Paragraph Styles panel. This assigns the Variable Text style to text you type in the frame, and gives the text a standard appearance. Make sure the cursor is blinking in the text box before you choose this style.
4. With the cursor inside the text frame, choose Type > Text Variables > Insert Variable > File Name to insert the value of the File Name variable in the slug area’s text frame. Because you’re working in the file TOC.indd, InDesign inserts TOC in the frame. Choose File > Save.
5. Press the Enter key (Windows) or Return key (Mac OS) on your keyboard to move the cursor under the filename text you inserted in the previous step, then choose Type > Text Variables > Insert Variable > Modification Date. InDesign inserts the value of the second variable, Modification Date, beneath TOC in the text frame. The Modification Date’s value reflects the time and date of the file’s most recent save, and because you saved the document in the last step, the current date and time appear.
Later in the lesson, you will see how the File Name and Modification Date variables can be useful in a production environment. A quick look at the variable text tells which file you’re working in and whether the file has been updated recently.
Text variables can provide dynamic information about the document.
Usually, when text variables are used, you’ll want to modify or customize the variable so it appears in the correct way. In the next steps, you’ll customize the File Name variable.
6. Choose Type > Text Variables > Define. In the resulting Text Variables dialog box, choose File Name from the list, then click the Edit button. Enable the Include File Extension check box and in the Text Before field, type Document Name: (be sure to put a space after the semicolon). This will modify the appearance of the variable anywhere that it occurs in your document. Click OK, and then click Done.
By modifying the text variable, you change how it displays in your document.
Note that the text you previously inserted in the slug area has updated to reflect the change you made in the Text Variables dialog box.
7. Choose File > Save, and then close the document.
Creating a book from multiple files
Any project that contains numerous pages, whether it’s a book, magazine, or other long document, can be large and cumbersome. Not only is file size an issue—especially if the project contains a lot of graphics—but the more pages the document contains, the more challenging it is to navigate through the document. InDesign’s Book feature offers some help. The Book feature enables you to divide up a project into smaller, more manageable sections or chapters. It also boasts a number of document management capabilities that allow for easy navigation between sections and maintain consistency from one file to the next. You can also have different people work on different files, and use the Book feature to join the files together into one project.
To demonstrate the Book feature, you will work with five files that represent the different chapters of a work in progress. An important task in managing a large job like this is to create a book file.
1. Choose File > New > Book. When the New Book dialog box opens, navigate to the id09lessons folder, type Book.indb in the Name text field, then click Save. The Book panel appears and gives you access to the book file of the same name. If the welcome screen is displayed, you may need to close it before accessing the Book panel.
2. Click the Add documents icon (
) at the bottom of the Book panel.
) at the bottom of the Book panel.
3. In the resulting Add Documents dialog box, Press Ctrl (Windows) or Command (Mac OS) to select the TOC.indd, 1_Trees.indd, 2_Flowers.indd, 3_Plants.indd, and Index.indd files located in the id09lessons folder. Click Open.
If you don’t have the Times New Roman font loaded on your system, you may receive a warning that the pages will recompose using a substituted font and the resulting page numbers may not be accurate. Click the Don’t Show Again checkbox to avoid viewing this dialog box in the future, and then click OK. You will fix the fonts later in this exercise when you synchronize the book. If requested, save the files. InDesign now lists the documents in the Book panel. Although the documents in the Book panel are still separate files, they are now being managed by the Book panel and are now related to each other.
Add the documents from the id09lessons folder to the Book panel.
Defining pagination and document order
When you choose files from the Add Document dialog box, InDesign adds them to the Book panel and adjusts the page numbers within each document so they are sequentially numbered. Unfortunately, this does not always match the logical sequence for your documents. For example, in this book, the TOC and Index files should be first and last, respectively, in the panel. Because InDesign adds files to the Book panel in numerical, then alphabetical order, based on each document’s filename, they are currently fourth and fifth in the list. Rearranging the file order is a simple matter of clicking and dragging.
Once a book’s pages are in order, you can turn your attention to the pagination within the files. Do you need the book documents to open on left pages, for example? InDesign’s Book Page Numbering Options help you tweak the document flow.
In this exercise, you will resolve some typical pagination issues, rearrange files, and explore the Book Page Numbering Options dialog box.
1. Within the Book panel, click and drag the TOC document to the top of the list. A bold divider rule indicates the destination of the selected document. Release the mouse button.
The TOC file is now the first document of the book; the page numbers to the right of the list adjust to accommodate the change.
2. Rearrange the documents within the Book panel. After moving the files, put them back in the following order: TOC, 1_Trees, 2_Flowers, 3_Plants, Index. Notice that when you rearrange the documents, the Book panel updates the page numbering based on the new page order.
The documents in the Book panel after arranging them in the correct order.
3. Double-click the 2_Flowers file in the Book panel. If any messages appear regarding modified links, click the Update Links button and if a missing font message appears, simply click OK.
The document opens just like it would if you opened it from the Open dialog box. The Book panel performs several automated management tasks, such as pagination, which is only available when you use the Book feature. Look in the Pages panel and notice that the page numbering continues from the previous document in the book file. This book is designed so that each chapter begins with a photo on the left page and the chapter intro on the right page. Currently, the document is not set up that way, but you’ll fix that in the following steps. Close the document. If you receive a message asking you to save your documents, click OK to save them.
4. Deselect all files in the Book panel by clicking in the empty area below the panel’s list. Click the Book panel menu button (
), and from the resulting menu, choose Book Page Numbering Options.
), and from the resulting menu, choose Book Page Numbering Options.
Choose Book Page Numbering Options from the Book panel menu.
5. In the Book Page Numbering Options dialog box that appears, confirm the Continue on next even page option is selected. Also make sure that the Insert Blank Page check box is selected so that InDesign can insert a blank page when necessary.
6. Make sure that the Automatically Update Page & Section Numbers check box is selected. This tells InDesign to update pagination and section numbering automatically when pages are added, removed, or rearranged. For example, if new pages are added to documents at the start of the book, the pages in the following documents will be updated. Click OK. A progress bar may appear while InDesign rearranges and adds pages to the documents as needed. The page numbers in the Book panel adjust to reflect the changes.
Control pagination within the Book Page Numbering Options dialog box, which is available in the Book panel menu.
7. Scroll down the Book panel and note that the pages are numbered consecutively at this point. The book numbering flows from one chapter to the next.
8. Double-click on the 2_Flowers document to open it, and notice that the document now begins on the left side (the even page). Close the document.
Synchronizing attributes across a book file
When multiple people collaborate on files for a large project, inconsistencies sometimes sneak in, no matter how well coworkers try to keep each other informed. Different colors may be used, styles may be defined differently, and fonts might even vary from one part of a document to another. The Book feature solves these hard-to-trace problems by synchronizing elements to maintain consistency across the documents within the book file. InDesign can synchronize the following items:
- • Styles, including character, paragraph, object, table, cell, and TOC styles
- • Swatches
- • Numbered lists
- • Text variables
- • Conditional text settings
- • Cross-reference formats
- • Trap presets
- • Master pages
In the design process, it isn’t always feasible to start from a template with established master pages and styles, but it definitely helps when using the Book feature in InDesign. You can, however, create a base set of styles, such as body, subhead, and so on, and then synchronize all the related documents to these styles and any other attributes agreed upon later.
The book files in this lesson suffer from their own inconsistencies: The text and look of each document differs, which is the result of multiple designers using fonts unique to their system. This, in turn, creates conflicts in the chapters that need to be resolved. In this exercise, you will fix these discrepancies to establish cross-document consistency in the book.
1. Double-click the 1_Trees listing in the Book panel to open it. Update any modified links, if necessary. Notice the word Chapterat the top of page 3. You want the chapter number to appear next to the word for all the interior chapters in the book. To do this, you will use a variable.
2. Click the Pages button (
) in the dock to open the Pages panel. Double-click on the right page icon of the A-Chapter Intro master page in the Pages panel. This displays the contents of the right-hand master page for the chapter.
) in the dock to open the Pages panel. Double-click on the right page icon of the A-Chapter Intro master page in the Pages panel. This displays the contents of the right-hand master page for the chapter.
Double-click on the right page icon of the A-Chapter Intro master page.
3. Select the Type tool (
) from the Tools panel, and click to the immediate right of the word Chapter on the master page.
) from the Tools panel, and click to the immediate right of the word Chapter on the master page.
4. Type a space, then choose Type > Text Variables > Insert Variable > Chapter Number.
Add a text variable to the master page so that the chapter number will automatically be generated.
The chapter number appears where you insert the variable text.
5. To understand how InDesign knows the chapter number to insert, double-click the triangle above page 2 in the Pages panel to open the Numbering and Section Options dialog box. At the bottom of the dialog box, note that this document is set to Start Chapter Numbering at 1. This is the information that the Text Variable uses to display the proper number. Click OK to close the dialog box. Choose File > Save and then choose File > Close to close the document.
6. Now you’re ready to synchronize attributes across multiple chapters. If necessary, click in the column to the left of the 1_Trees document name in the Book panel. This column selects the style source of your book. The style source is the document to which all other documents in the book synchronize.
The style source icon indicates the document to which all other documents synchronize.
7. Before you synchronize documents, you must specify the synchronize options. From the Book panel menu (
), choose Synchronize Options. In the resulting Synchronize Options dialog box, you can specify which styles or elements to synchronize. For this project, make sure all options are selected. Click OK.
), choose Synchronize Options. In the resulting Synchronize Options dialog box, you can specify which styles or elements to synchronize. For this project, make sure all options are selected. Click OK.
Choose synchronize options for the book.
8. In the Book panel, click 1_Trees, and then Shift+click 3_Plants to select all three of the interior chapters. You won’t use Select All, because you don’t want to synchronize the TOC or index.
9. Click the Synchronize styles and swatches using the Style Source icon (
) at the bottom of the Book panel to initiate the synchronization of the selected chapters.
) at the bottom of the Book panel to initiate the synchronization of the selected chapters.
Select the documents and click the Synchronize styles and swatches with the style source icon to begin synchronization.
You may receive messages during synchronization that indicate some text has become overset or non–overset. Overset means that the text no longer fits into the text frame that contains it. Accept these messages by clicking OK. When finished, InDesign displays a message to convey that synchronization completed successfully and that some documents may have changed. InDesign changes the styles, master pages, and so on, in the selected documents to match those of the style source document. Here synchronization changed the definition of the paragraph styles to match the style source.
Successful synchronization.
10. Click OK to accept the synchronization. To confirm the changes, click, then double-click to open the 2_Flowers document. If necessary, update any links. The chapter introductory pages now feature the appropriate chapter number because you included master pages in the synchronization options. The body text matches that of the style source document and the Times New Roman font no longer exists in any of the documents. Similar changes were applied to the 3_Plants file.
To add the finishing touches, you’ll change the names of the chapters to reflect the actual name of each chapter, as each file had originally started from the same template file.
11. Go to page 9 of the 2_Flowers document and, using the Selection tool, press Shift+Ctrl (Windows) or Shift+Command (Mac OS) while you click the green title bar at the top of the page. This overrides the item from the master page so you can edit it. For information on master pages, refer to Lesson 2, “Building Documents with Master Pages.”
12. Select the Type tool (
), highlight the word Trees in the green title bar, and type Flowers.
), highlight the word Trees in the green title bar, and type Flowers.
13. Choose File > Save to save your changes, and then choose File > Close to close the 2_Flowers file.
14. Double-click 3_Plants in the Book panel, choose to Update Links if necessary, then double-click on page 13 in the Pages panel, and repeat the process of using Shift+Ctrl (Windows) or Shift+Command (Mac OS) on the green title bar on the title page, changing the word Trees to Plants. Choose File > Save and then close the file.
15. Double-click to open 1_Trees, and Shift+Ctrl+click (Windows) or Shift+Command+click (Mac OS) on the green title bar at the top of the page to detach it from the master page. This is the Trees chapter, so don’t change any of the text. The chapter title must be detached from the master page in preparation for the next exercise.
Now that the document has been synchronized, you have established consistency throughout the pages of the book. As the book grows, and documents are added, you can synchronize the book again to ensure consistency of styles and pages in those new documents.
16. Choose File > Save, and then choose File > Close to close the Trees chapter.
Creating Captions
InDesign has a powerful captions feature that allows you to automatically generate captions for images that have been placed into a document based on the metadata embedded in the image. There are photos on the first spread of every chapter in the book that need a photo credit applied. In the following steps, you’ll set-up the captions and generate them for each photo.
1. Double click the 1_Trees file in the Book panel to open it. In the Pages panel, double-click page 2 to go to that page. You’ll add a photo credit for this image.
2. Choose Object > Captions > Caption Setup. In order to control how a caption is created, you need to setup the parameters in this dialog box. In the Text Before field, type Photo Credit: followed by a space.
3. In the Metadata drop-down menu, choose Author from the list. This is the metadata that will be pulled from the image to generate the caption.
4. In the Position and Style section at the bottom of the dialog box, choose Left of Image from the Alignment drop-down menu, and set the offset to -0.375 inches; in the Paragraph Style drop-down menu, choose Photo Credit. Click OK.
Setting the parameters in the Caption Setup dialog box.
Metadata Explained
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Metadata is information about an image or file that doesn’t generally appear as part of the files content. Metadata generally describes information about a file that can be useful for a number of purposes. In the case of photos, metadata can help you find information such as the camera that was used to take the photo, when the photo was taken, and in some cases, where the photo was taken. In the case of this lesson, we used the metadata of some of the photos to generate captions for the images. Some metadata information is embedded into the photo by the camera that took the picture. Metadata can also be added by the user to identify products or people who are in the image to make it easier to find the image later on.
One of the easiest ways to add metadata to a file or image is using the Adobe Bridge application. The Adobe Bridge allows you to quickly and easily add metadata information to a photo to identify the properties of the photo.
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There are two parts to generating a caption from an image. The first step is to set the parameters in the Caption Setup dialog box as you completed in the previous step. The second step is to generate the caption for each image.
5. Select the image on page 2 with your selection tool, then choose Object > Captions > Generate Live Caption. The caption should appear along the left edge of the photo and should read Photo Credit: istockphoto.com. Chose File > Save and then File > Close.
The caption has been automatically generated and positioned in relation to the photo.
6. Repeat steps 2 through 5 in the 2_Flowers and 3_Plants documents to create photo credit captions in those documents as well.
Live vs. Static Captions
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InDesign allows you to create two different types of captions: Live Captions and Static Captions. Live Captions update dynamically whenever you make changes to the metadata from an image used to generate the Live Caption. Static captions, by contrast, only use the metadata one time when generating the caption. From there on, the caption will not update if the metadata in the image updates.
Regardless of the dynamic advantage of Live Captions over Static Captions, you can’t use Live Captions all the time because of a limitation: they cannot traverse more than one line. If a Live Caption extends beyond the length of the frame that contains the caption, the text will compress to fit within the given area. Static Captions, on the other hand, can traverse more than one line, but will not update dynamically.
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A book needs a Table of Contents, and InDesign helps you build one by automating its creation and formatting. For the Table of Contents feature to work, however, you must prepare the files correctly. For example, you must use paragraph styles throughout the document or book, and you must also create styles to format the text in the Table of Contents itself. The TOC document in this lesson already contains these styles. In this exercise, you’ll use these styles and the Table of Contents feature to generate and format a Table of Contents.
1. Double-click the TOC document in the Book panel to open it.
2. Choose Window > Styles > Paragraph Styles to open the Paragraph Styles panel. In the Paragraph Styles panel, notice that several styles begin with the prefix TOC. You will use these to style the Table of Contents text. The styles you used to style the text of the chapters have not yet been synchronized. To create a Table of Contents, you’ll load those styles into the TOC document by performing another synchronization.
3. Click the Book panel menu button (
) and choose Synchronize Options to open the Synchronize Options dialog box.
) and choose Synchronize Options to open the Synchronize Options dialog box.
4. Uncheck all the options except for Paragraph Styles and Character Styles to instruct InDesign to synchronize only these attributes. Click OK to close the dialog box.
Tell InDesign exactly which attributes you would like to synchronize.
5. Make sure that the Style Source is set to the 1_Trees document in the Book panel (by clicking in the column to the left of the document name), and then Shift+click TOC and 1_Trees to select them for synchronizing.
6. Click the Synchronize styles and swatches with the Style Source button at the bottom of the Book panel. When the dialog box appears, announcing that the synchronization completed successfully, and that documents may have changed, click OK. Notice that several new styles have been imported into the TOC document during synchronization. Now you are ready to generate the Table of Contents for the book.
7. With the TOC.indd document open, choose Layout > Table of Contents. The Table of Contents dialog box appears.
8. In the area for Title in the dialog box, confirm the title is entered as Contents. If necessary, enter this as the title. This is the name that appears at the start of the Table of Contents.
Control how the Table of Contents is styled and generated.
9. From the Style drop-down menu, choose TOC_Contents. This paragraph style defines how the title is formatted.
The top portion of the Table of Contents dialog box controls the title and title style of the Table of Contents.
10. The Styles in Table of Contents section is where you choose which styles in the document or book will appear in the Table of Contents. In the Other Styles list, click Chapter_Number to highlight it. Click the Add button to move the Chapter_Number style into the Include Paragraph Styles list. Highlight and click to add the Chapter_Head and Sub_Head styles as well, in that order.
In the Styles in Table of Contents section, specify which styles InDesign uses to pull content from the document or book.
11. Now you need to define the attributes of each style’s appearance. Click the More Options button at the right side of the Table of Contents dialog box to expand the Style section. If you see a Fewer Options button, you don’t need to do anything, as the additional options are already displayed.
12. Click the Chapter_Number style in the Include Paragraph Styles list. The Style section below it is now labeled as Style: Chapter_Number. From the Entry Style drop-down menu, choose TOC_ChapterNumber, and from the Page Number drop-down menu, choose No Page Number.
13. Click the Chapter_Head style in the Include Paragraph Styles list, and in the Style section, set Entry Style to TOC_ChapterHead. Leave all other fields in this section at their defaults. Click the Sub_Head style next, and set Entry Style to TOC_Entries. Leave all other settings at their defaults.
You can format the Table of Contents’ elements in the Style section of the Table of Contents dialog box.
14. Click the Include Book Documents check box at the bottom of the dialog box to have all document files in the Book included when the Table of Contents is generated. InDesign locates text formatted with the specified styles you identified in the Include Paragraph Styles list, and the styled text is used for the Table of Contents.
15. Click the Save Style button in the upper-right corner of the dialog box. In the resulting Save Style dialog box, typeBook_TOC in the Save Style text field, and click OK to save the settings that define how the Table of Contents is created. This saves time if you ever have to generate another Table of Contents with these settings in the future.
 Clicking the Save Style button inside the Table of Contents dialog box captures the settings that you painstakingly configured for the Table of Contents. This can be useful if you have several versions of a document that each need their own Table of Contents, or if you made a mistake and later need to modify the settings. |
16. Click OK in the Table of Contents dialog box to generate the Table of Contents for the book. A dialog box may appear, asking if you want to include items in overset text. Click OK. This ensures that if any of the text in the other documents is overset, it will still be included in the Table of Contents.
 Overset text is text that appears in a frame that isn’t big enough to display it. This can happen for several reasons; often when text is added or adjusted, it will make the text within a frame run longer than the actual frame. For this reason, you generally want to include items in overset text when creating a Table of Contents to make sure that any overset type styles to be listed as TOC entries are included. |
17. The cursor changes to a loaded text cursor with a preview of the TOC text that is ready to be placed in the document. Click in the upper-left corner of the document where the margins meet. InDesign automatically creates a text frame within the boundaries of the margins and places the Table of Contents text within the frame.
Place the loaded cursor in the upper-left corner of the document, and then click to place the Table of Contents.
18. Choose File > Save and then choose File > Close to save and close the document.
 Whether you add or delete pages and documents from the book while you work, or modify the contents of your documents, you can easily update the Table of Contents to reflect these changes. Click the text frame that contains the Table of Contents text, and choose Layout > Update Table of Contents. |
Building an index
Indexes are very complex components of a book. A good index is based on specific topics and can quickly direct you to the exact location of the information you need; a poorly created index is one that is confusing or unhelpful. InDesign doesn’t know what you want indexed, so it can’t automatically create an index for you. It can, however, make the process a lot easier. Using the Index panel, you can assemble an index with topics, references, and cross-references.
To demonstrate what’s possible, two chapters of the example book have been indexed already. In this series of exercises, you’ll tackle the third chapter, adding index topics to categorize the references, supplementing these with cross-references to help direct your reader to the correct topic, and finally, generating the index.
Adding topics
The most basic component of an index is its topics. Although InDesign can’t help you with what to index, it makes adding the topics you choose a simple matter of pointing and clicking. Think of topics as categories into which entries will be sorted.
1. In the Book panel, double-click to open 3_Plants, the file you need to index.
2. Choose Window > Type & Tables > Index to open the Index panel.
3. Make sure the Book checkbox in the upper-right corner of the Index panel is checked. This tells InDesign to look in all the documents within a book for references when generating the index.
4. Click the Topic radio button at the top of the Index panel to switch to Topic view, and then click the Create a new index entry button (
) at the bottom of the panel. The New Topic dialog box opens, allowing you to add the first topic.
) at the bottom of the panel. The New Topic dialog box opens, allowing you to add the first topic.
Click the Topic radio button, and then click the Create a new index entry button to begin building a topic list.
5. In the New Topic dialog box, type Plants in text field 1 under Topic Levels and click the Add button on the right side of the dialog box to add Plants to the topic list. Each letter of the alphabet appears at the bottom of the New Topic dialog box, and there is now a triangle next to P. If you click the triangle, the list expands and you see the word Plants has been added to the list of topics. In text field 1 under Topic Levels, type Genus, and then click Add. Click the OK or Done button. You have now added Plants and Genus to the topic list of the index.
The new topics are added to the topic list of the index.
6. Click the Reference radio button at the top of the Index panel to switch to the Reference view, which shows each entry’s page number and any cross-references that you add.
7. If the Pages panel isn’t open, click on the Pages button in the dock to open it. Double-click on page 14 in the Pages panel to display page 14 and, using the Type tool (
), select the phrase Fountain Grass at the top of the page.
), select the phrase Fountain Grass at the top of the page.
8. Click the Create a new index entry button at the bottom of the Index panel. The New Page Reference dialog box appears withFountain Grass entered in the Topic Level 1 text field. Click the Add button to add the reference to Fountain Grass to the index. In order to accommodate a range of searching styles, you will add Fountain Grass as a subtopic beneath the Plants entry.
9. With the New Page Reference dialog box still open, click once in the Topic Level 1 text field, then click the down arrow icon to move Fountain Grass to the Topic Level 2 text field. Click to insert the cursor in the Topic Level 1 text field, then scroll down to the P topics in the list at the bottom of the New Page Reference dialog box. Click on the triangle next to P to expand its entries, and then double-click Plants to insert it in the Topic Level 1 text field. Click the Add button, and click OK or Done to close the New Page Reference dialog box.
The New Page Reference dialog box allows you to add index references for topics and subtopics within the text.
10. Repeat steps 7 to 9 for the word Aloe on page 15 and the phrase Golden Ball Cacti on page 16.
Now, in addition to the plant’s name, you need to add each plant’s scientific name to its Genus topic.
11. Double-click on page 14 in the Pages panel to go to that page. Highlight the scientific name Pennisetum alopecuroides and click the Create a new index entry button at the bottom of the Index panel. Click the down arrow icon to move the entry to the Topic Level 2 text field. Click to select the Topic Level 1 text field, then scroll down to the G topics in the list at the bottom of the New Page Reference dialog box. Click on the triangle next to G to expand its entries, then double-click Genus to insert it in the Topic Level 1 text field. Click the Add button, and click OK or Done.
12. Repeat step 11 to highlight the scientific name for each of the remaining plant names on pages 15 and 16, then add their references to the topic Genus. Click OK or Done to close the New Page Reference dialog box. Save the 3_Plants.indd document and keep the file open for the next exercise.
The Index Reference list shows what page each entry appears on in the documents.
Adding cross-references
Now that you’ve added all the necessary references to the index for the 3_Plants document, it’s time to think about adding cross-references to the index. Cross-references refer a reader to a similar topic if there are no entries for the topic being looked up. For example, someone may look up the topic grass in the index. It does not contain a topic for grass, but the index can refer the reader to the closest thing, which would be Fountain Grass. Try adding the cross-reference now.
1. With the 3_Plants.indd document still open, choose New Cross-reference from the Index panel menu. If you see New Page Reference instead, deselect any text on the page by pressing Shift+Ctrl+A (Windows) or Shift+Command+A (Mac OS), and then choose New Cross-reference from the Index panel menu. The New Cross-reference dialog box appears.
2. In the list at the bottom of the New Cross-reference panel, scroll to the letter F and expand the topic by clicking on the triangle to its left. Double-click Fountain Grass to add it to the Topic Level 1 text field.
3. In the Referenced text field, type Grass. This tells InDesign to direct the reader to the Fountain Grass topic when the wordgrass is referenced. This places an entry in the index under the topic Fountain Grass that says, See also Grass.
4. Click the Add button to add the cross-reference to the index, and click OK or Done to close the New Cross-reference dialog box.
Enter the referenced word, as well as the related topic to which you will direct the reader.
5. Choose File > Save to save your work, and then close the file by choosing File > Close.
Generating the index
With all the pieces in place, you’re ready to generate the index and place it within the book.
1. Open the Index file from the Book panel.
2. If the Index panel is not open, choose Window > Type & Tables > Index to open it.
3. Make sure that the Book checkbox in the upper-right corner of the panel is checked.
4. Click the Generate Index icon (
) at the bottom of the Index panel.
) at the bottom of the Index panel.
5. In the resulting Generate Index dialog box, leave the settings at their defaults. It’s important that the Include Book Documents option is checked. Click OK to close the dialog box and generate the index. If a dialog box appears, announcing that the index has been replaced successfully, click OK.
In the Generate Index dialog box, you can name the index and format it with a paragraph style.
6. The cursor changes to a loaded text cursor containing all the text that makes up the index. Click in the upper-left corner of page 18 of the Index document to place the text. InDesign creates a text frame on the page with the index text inside it.
 If the entire index does not fit on the page you choose, simply flow the extra text onto the second page of the document. For more on flowing text from one frame to another, see Lesson 3, “Working with Text and Type.” |
7. Save and close the Index.indd file.
 When you make changes to an index and need to update the existing index with new content, simply choose the Generate Index option from the Index panel menu to display the Generate Index dialog box. Within that dialog box is a check box called Replace Existing Index. When that check box is turned on, InDesign replaces the current index with the new index content. |
Creating PDFs and printing from the Book panel
Now that you are finished working on your book, you may want to send the files to a coworker or client as proof of progress or for review. Because not everyone has InDesign, you can convert the InDesign documents to a file type that can be easily shared. InDesign’s Book panel simplifies the process of creating PDF files and printing so you can easily share the project.
Creating PDFs
Creating a PDF from a book file is quick and easy in InDesign, and the results can be read by anyone with Adobe Reader, a free download is available at get.adobe.com/reader. InDesign CS6 allows you to create PDF files for print output or for interactive output. You will now export the InDesign book as a PDF.
1. Click in the open area below the list of documents in the Book panel to ensure that no documents are selected. From the Book panel menu, choose Export Book to PDF.
2. In the resulting Export dialog box, name the file id09_book.pdf, navigate to your desktop, choose Adobe PDF (Print) from the Save as type drop-down menu, and click Save.
3. In the Export Adobe PDF dialog box, choose High Quality Print from the Adobe PDF Preset drop-down menu. Enable the Bookmarks and Hyperlinks check boxes at the bottom of the dialog box so that the TOC text in the resulting PDF will provide clickable links to the corresponding page in the document. Click Export. A Generating PDF dialog box appears with status bars showing the progress of the PDF file creation.
 The High Quality Print preset generates a PDF file that is fairly large in size. If you need a smaller PDF, choose the Smallest File Size setting from the Adobe PDF Preset drop-down menu. This setting presents an additional dialog box indicating that the transparency blend space is different from the document’s blend space. Simply click OK and proceed as usual. |
Printing
The Book panel also simplifies the process of printing the book, should you want a hard copy. Although the steps are few, keep in mind that printing the entire book—six files—will take some time.
1. Click in the open area below the list of documents in the Book panel to ensure that no documents are selected.
2. From the Book panel menu, choose Print Book. InDesign opens the standard print dialog box from which you can print all the pages from all documents of the book simultaneously.
 For more on printing from InDesign CS6, see Lesson 10, “Preflighting, Printing and Creating PDFs from InDesign.” |
3. Click Cancel to close the Print dialog box.
4. From the Book panel menu (
), choose Save Book, then from the Book panel menu again, choose Close Book to close the project.
), choose Save Book, then from the Book panel menu again, choose Close Book to close the project.
Congratulations! You’ve just finished working in your first InDesign book file.
Self study
Work with other text variables available in InDesign to find out other ways in which they can be used. The Running Header variable, for instance, allows you to define a paragraph style within the document, whose content will appear where the Running Header variable is placed. This can save considerable time when working with long documents.
Create your own paragraph styles for the Table of Contents to change its appearance. Get creative by changing the fonts and paragraph spacing, and then choose Update Table of Contents to see the changes.
Add additional references to the index. Practice creating index references and cross-references and then regenerate the index to apply the recent entries. With index copy, you can customize the appearance of the text by using paragraph styles. You can change these settings by clicking on the More Options button in the Generate Index dialog box.
Review
Questions
1. What feature in InDesign allows you to ensure that paragraph and character styles have a consistent appearance across multiple files?
2. What is the key requirement for creating a Table of Contents in InDesign?
3. How do you update an existing index within InDesign?
4. How can you make a PDF file of all pages within a Book file?
Answers
1. The synchronize options feature in a Book ensures consistent styles and appearance.
2. Paragraph styles must be used to format text throughout the document.
3. Choose Generate Index from the Index panel menu and make sure that the Replace Existing Index checkbox is checked.
4. Choose Export Book to PDF from the Book panel menu.