Real World Adobe InDesign CS4- P8 docx

▶ Click the Type tool in text at the location at which you want to insert the note, display the Notes panel, and then choose New Note from the Notes panel menu or click the New Note butt

Text Display Options You can select any font and size you want,

though it behooves you to pick something as readable as possible (David likes 16-point Georgia) You can also choose line spacing

(a.k.a., leading), the text color, whether text should be anti-aliased,

and a background color for your story windows The Theme pop-up menu offers several text color and background color combinations, but you don’t have to use these These settings have no effect on the printed appearance of your text; they’re just for the story windows

Cursor Options We’ve never met anyone who wanted to use

any-thing other than the normal, thin cursor (called Standard here) But you can choose Thick, Barbell, or Block (The Block option really complements the “DOS look” described above.) And if a blinking cursor drives you mad, turn off the Blink option

Paragraph styles column Use this control to change the size of the

paragraph style column (the column on the left in a story window)

Notes

You can attach notes to text in an InDesign story The Notes panel is the key to managing notes (see Figure 3-55) Notes provide a great way to add comments or other information to text—especially when you’re working with editors (even if they use InCopy) Notes can be

Figure 3-54 Story Editor Display Preferences

No, no, no!

We trust that you will use

these settings responsibly.

created, edited, converted to text, or deleted, and can be viewed in the Story Editor or the Notes panel You won’t be able to see your notes in the Layout view, though you will be able to see the note anchor when you click the Show/Hide Notes button in the Notes panel

Notes take on the current “user color,” which is based on the user name To change the current user name or user color, choose User from the File menu and enter a new name and user color

You can use the Notes panel to jump from one note to another note using the Go to Next Note or Go to Previous Note buttons

To create a note, do any of the following (see Figure 3-56)

▶ Click the Type tool in text at the location at which you want to insert the note, display the Notes panel, and then choose New Note from the Notes panel menu (or click the New Note button)

▶ Select the Note tool and click it in text The Notes panel appears

▶ Choose New Note from the Notes menu InDesign displays the Notes panel

▶ Select a range of text, then choose Convert to Note from the Notes menu (or from the Notes panel menu)

After creating a note using any of the first three approaches shown above, you can type the text of your note in the Notes panel

Creating Notes

Notes panel with Note Info displayed.

Notes panel buttons

Notes panel without Note Info.

Show/Hide Notes

Go to Note Anchor

New Note Delete Note

Figure 3-55 Notes Panel

The Go to Next Note and Go to Previous Note buttons will not become active until you click the Type tool in a story that contains notes.

To view the content of the note, either select the note and display the Notes panel, or open the story in the Story Editor (see Figure 3-57) Choose Expand/Collapse Notes in Story to display the notes if they are not already visible.

To delete an individual note, place the cursor immediately after it and press Delete/Backspace To delete the note from the Notes panel, navigate to the note and then click the Delete Note button at the bottom of the panel To delete all notes in a story, choose Remove Notes from Story from the Notes menu or the Notes panel menu

To convert a note to text, select the note (or the note anchor, in layout view) and choose Convert to Text from the Notes menu (see Figure 3-58) Alternatively, you can navigate to the note using the Notes panel, then choose Convert to Text from the panel menu Text can

be also be copied out of a note and pasted into normal text

Click the Type tool in text,

then choose New Note from

the Notes panel menu.

InDesign adds a note at the

location of the cursor You’ll

be able to see the note anchor

in layout view (If you can’t

see the note anchor, click the

Show/Hide Notes button at

the bottom of the panel.)

Enter text in the Notes panel.

Figure 3-57 Editing a Note

You can edit notes directly

in the Story Editor…

…or in the Notes panel.

Using Adobe InCopy

We don’t ordinarily talk about buying additional programs in this book, but we need to make a quick exception for Adobe InCopy, a word processor that is designed to work with InDesign documents—sort of a Story Editor on steroids While it’s not part of the Creative Suite, it’s well worth buying if you work with text heavy publications, especially if you’re collaborating with other people

With InCopy you can write or edit stories using all of the formatting features available in InDesign, using the same paragraph and character styles, with the knowledge that what you set in InCopy will appear the same in InDesign InCopy lets you see your stories in story mode (like Story Editor), layout mode (as though you’re seeing the layout in InDesign, but can only edit the story), or galley mode (like story, but you actually see the line breaks)

text-Checking Spelling

Toward the end of a project, we always fall prey to the delusion that everything, every last word, on all of our pages, is misspelled We find ourselves staring blearily at relatively simple words Is “dog” really spelled “D-O-G?” In our typical pre-deadline panic, we don’t know Everything looks wrong

Figure 3-58 Converting a Note to Text

we applied the appropriate formatting to the note before we converted it.

InDesign can check the spelling of any text in an InDesign text frame, and can also catch duplicated words (“the the”) and possible capitalization errors InDesign uses the language dictionary or dic-tionaries associated with your text to perform the spelling check.

To check spelling, follow these steps (see Figure 3-59)

1 Press Command-I/Ctrl-I (or choose Check Spelling from the Edit menu) InDesign starts to check the spelling of the cur-rent selection, story, or document (depending on the current selection) and displays the Check Spelling panel when it finds a suspect word You can leave the panel open while editing text

2 At this point, you can define the scope of the spelling check using the Search pop-up menu Note that InDesign can check the spelling of all of the open publications, if you want, or you can restrict the spell check to the current story, or—if you have one or more words highlighted—even just to the selected words

3 Whenever InDesign finds a suspect word, you can:

▶ Skip the word without making any change To do this, click the Skip button To have InDesign ignore every occurrence of the word, click the Ignore All button

▶ Replace the word with one of the suggestions Select the suggestion, and InDesign enters the suggested word in the Change To field Click the Change button to replace the selected word with the suggestion Click the Change All button to replace every instance of the selected text with the text in the Change To field

▶ Enter replacement text in the Change To field Click the Change button to replace the selected word with the text you’ve entered, or click the Change All button to replace every instance of the selected text

▶ Add the word to the user dictionary This is a good thing to

do with technical terms and names that appear frequently in your publications For more on entering words in the diction-ary, see “Adding Words to the User Dictionary.”

After you’ve taken any of the above actions, InDesign ues with the spelling check

contin-4 When you’ve finished checking the spelling of the publication (or publications), you can click the Done button to close the Check Spelling panel

We use lots of words in our publications that aren’t found in the InDesign dictionary Even quite common, household words such as

“Kvern” and “Blatner” will provoke an angry query from the spelling checker You can allay InDesign’s fears by entering these words in a separate dictionary, the “user dictionary.” When InDesign can’t find

a word in its dictionary, it consults the user dictionary If a word appears in both the standard dictionary (which can’t be edited) and the user dictionary, InDesign favors the word in the user dictionary.You can add a word to the user dictionary in two ways: from within the Check Spelling panel or from the Dictionary panel When you’re checking your document’s spelling and a “misspelled” word pops up, you can simply click the Add button To add or remove items from your user dictionary, you can open the Dictionary panel by choosing Dictionary from the Spelling submenu of the Edit menu (see Figure 3-60) You can edit the dictionary while checking spelling

1 Enter the word you want to add in the Word field of the ary panel, if necessary (if you’re in the middle of a spelling check, InDesign enters the unknown term in the field)

Diction-2 Click the Hyphenate button when you want to view the word’s hyphenation points (see Chapter 4, “Type”) InDesign displays the proposed hyphenation points in the word

Hyphenation points are ranked—the best break is a single tilde (“~”), the next best point is two tildes (“~~”), and the least good is three tildes (“~~~”) You can enter hyphenation points

in words you’re adding to the user dictionary, or change the hyphenation points of words already in the user dictionary

If you do not want InDesign to hyphenate the word, enter a tilde before the first character of the word

Adding Words to the

User Dictionary

InDesign scrolls to display any suspect words it finds while checking spelling.

You can choose to replace the suspect word with a word from the dictionary, or skip the word, or add the word to your user dictionary.

Figure 3-59 Checking Spelling

3 Choose either the user dictionary or your document’s name from the Target pop-up menu Generally, you’ll want to add words to the user dictionary which can be used by all your documents However, if you choose your current file, then the word will only appear spelled correctly in that document, and no others This might come in handy if you’re building

an annual report for a medical company and you don’t want

to add “fluoxetine” to your general user dictionary

4 Click the Add button to add the word to the user dictionary

Once you add a word to your user dictionary you can remove it: Just choose Dictionary from the Spelling submenu of the Edit menu, select the word you want to remove, and click the Remove button But you can also tell InDesign to remove a word from the regular dictionary by adding it to the Removed Words list

1 Open the Dictionary panel and choose a target (If you choose your user dictionary, the change will affect all your documents;

if you choose just the open document from the Target pop-up menu, the word is only removed from this document.)

2 Select Removed Words from the Dictionary List pop-up menu

3 Type the word in the Word field (if you’re in the middle of checking your document’s spelling, it should show up here automatically)

4 Click the Add button This adds the word to the list of words that should be removed.

Removing Words From

the User Dictionary

Click the Hyphenate button or enter tildes (~)

to indicate hyphenation points.

Click the Add button

to add the word to the dictionary.

Figure 3-60 Adding a Word to the

User Dictionary

At this point, the word will appear as incorrect when you check its spelling Later, if you want to take it off the “removed” list, you can open the Dictionary dialog box, select the word, and click Remove.

Dynamic Spelling You can also check the spelling of text without

going to the Check Spelling dialog box To do this, turn on Dynamic Spelling (using either the Enable Dynamic Spelling option in the Spelling Preferences dialog box or the corresponding option on the Spelling submenu of the Edit menu) After you do this, InDesign will mark suspect words in your document using the colors you assigned

in the Preferences dialog box If you’re working with a long ment, it can take some time for InDesign to apply the highlight

docu-You can use the Context menu to change suspect words to any of

a list of likely replacements, add the word to the dictionary, or direct InDesign to ignore the word (see Figure 3-61)

Autocorrect If you enter a lot of text using InDesign, and you

habit-ually type “hte,” for “the,” (or “pargraph,” for “paragraph,” as Ole does), you’ll love the autocorrect feature (see Figure 3-62) As you type, autocorrect will change the text you’ve typed to fix common typing errors You can also use Autocorrect to change capitalization errors (“Indesign” to “InDesign,” for example) Autocorrect has no effect on text you have already entered

Figure 3-61 Dynamic Spelling When you have turned on the Dy- namic Spelling option, InDesign will

mark questionable words (i.e., words that are not found in the dictionary).

To deal with one of the marked words, click the Type

tool inside the word and then

display the Context menu.

Choose one of the actions from the Context

menu Select one of the suggestions to replace

the highlighted word.

In this example, we’ve told InDesign that the word is spelled correctly, so InDesign removes

the highlight from the word.

To turn this feature on or off, use the Enable Autocorrect option

in the Autocorrect Preferences dialog box, or choose Autocorrect from the Spelling submenu of the Edit menu To have Autocorrect catch errors of capitalization, turn on the Autocorrect Capitalization Errors option

As you can see by looking at the Autocorrect Preferences dialog box, InDesign has a large list of common misspelled words and their corresponding corrections

To add the error, click the Add button InDesign displays the Add to Autocorrect List dialog box Enter the typo in the Misspelled Word field, and enter the correct text in the Correction Field Click the OK button, and InDesign adds the error to the Autocorrect list

To remove a word from the list, select the word and click the Remove button To edit a word in the list, click the Edit button

Footnotes

InDesign CS2 introduced the ability to add footnotes to text, a pability requested by InDesign users 1 since version 1.0 InDesign’s footnotes don’t do everything that one could possibly want in such

ca-a feca-ature but they’re ca-able to hca-andle ca-a broca-ad rca-ange of footnote needs.What are the limitations? The biggest one is that you’re limited

to one footnote numbering style in a document If your publications feature one footnote numbering style for body text, and another style for sidebars, you’ll have to take care of one of the footnote styles manually (as you have in previous versions)

The other significant (in our opinion) limitation is that the width

of the footnote text is based on the width of the column containing the footnote reference marker

In addition, footnote text is not affected by text wrap, and you cannot add footnotes to footnote text or text in a table

1 Though we have never found a use for them, ourselves

Figure 3-62 Autocorrect

When the Autocorrect

feature is on, InDesign

will correct misspelled

words as you type.

Finally, footnotes go to the bottom of the column, which is not necessarily the bottom of the page This means that if we want to add a graphic between the footnote reference and the footnote text, we’d have to resort to text wrap or an inline graphic just to fool the footnote into landing at the bottom of the page.

As usual, we’ve written an introduction to a section without fully defining our terms When we say “footnote reference marker,” we mean the number or symbol that appears in the body text When we say “footnote text,” we’re referring to the text that appears at the bot-tom of the column These two parts make up a “footnote.”

To create a footnote, follow these steps (see Figure 3-63)

1 Set the cursor at the point at which you want to add the footnote

2 Choose Insert Footnote from the Context menu (or the Type menu) When you do this, InDesign inserts a footnote marker (a number or symbol) and positions the text cursor in the footnote text The footnote text is usually at the bottom of the column containing the marker, but can appear elsewhere in some cases

3 Enter the text for the footnote

Creating a Footnote

Figure 3-63 Creating a Footnote

Position the cursor in text.

Choose Insert Footnote from the Context menu…

Enter the text of the footnote.

…and positions the cursor in

the footnote text area (this

example uses the default

footnote formatting).

InDesign adds a footnote reference…

When you are done editing the footnote text, you can return to the footnote marker (in the body text) by choosing Go to Footnote Reference from the Context menu.

To select all of the text in a footnote, press Command-A/Ctrl-A Editing footnote text is something like editing text in a table cell

If you happen to delete the footnote number in the footnote text, you can reinsert it by choosing Footnote Number from the Insert Special Character submenu of the Context menu

To delete a footnote, delete the footnote marker

To control the appearance and behavior of the footnotes in a ment, choose Document Footnote Options from the Type menu The Footnote Options dialog box appears (see Figure 3-64)

docu-Numbering Style Choose the numbering style you want to use.

Start At Use this option to set the starting number for the footnotes

in each story in the document If you’re continuing footnote bering from another document, this option comes in handy

num-Footnote Options

Figure 3-64 Footnote Options

Restart Numbering Every You can choose to have footnote

number-ing restart every page, spread, or section Some numbernumber-ing systems (such as asterisks) are designed to restart every page

Show Prefix/Suffix In “Prefix” and “suffix,” in this case, refer to

characters that can be placed before or after the figure number These characters can appear in the footnote reference, the footnote text, or

in both places (see Figure 3-65) You can also enter the character(s) you want to use, or choose a predefined character from a list

Character Style This option specifies the character style applied to

the figure reference number

Position Sets the position of the figure number reference character

You can choose subscript, superscript, or normal position

Paragraph Style Choose the paragraph style you want to apply to

the footnote text

Separator Defines the character between the figure number and the

body of the footnote text

Minimum Space Before First Footnote Use this option to

spec-ify the minimum amount of space between the first footnote in a column and the bottom of the text in the column

Space Between Footnotes How much vertical space do you want to

insert between footnotes? Enter it here

First Baseline Offset This option is very similar to the corresponding

option in the Text Frame Options dialog box—it controls the method

Figure 3-65 Footnote Prefix/Suffix

Select or enter the prefix or

InDesign adds the prefix/suffix characters

at the locations you specified.

used to calculate the position of the first baseline of text in a footnote (see the discussion of first baseline offsets earlier in the chapter).

Place End of Story Footnotes at Bottom of Text Turn this option on,

and InDesign will place the footnotes at the end of the story diately after the end of the text, rather than at the bottom of the last text column (see Figure 3-66)

imme-Allow Split Footnotes When this option is true, InDesign will split

footnotes across columns and pages When it’s false, InDesign will attempt to fit all footnotes into the column containing the footnote (see Figure 3-67) If it’s not possible to fit the footnote in that column, InDesign will push the footnote text to the last column in the frame

If that won’t work, InDesign will attempt to push the reference and the footnote to the next column capable of holding them both

Rule Above To add a dividing line above the footnote text, turn on

the Rule Above option Most of the controls in this section spond to paragraph rule options (see Chapter 4, “Type” for more on paragraph rules), but some of them are specific to footnotes

corre-Figure 3-66 Placing Footnotes at

the End of a Story

How should InDesign handle

the last footnote or group of

footnotes in a story? That’s

the point of the Place End of

Story Footnotes at Bottom of

Text option.

Footnotes at the bottom of the last text frame (option off).

Footnotes at the bottom of the text at the end of the story (option on).

Figure 3-67 Splitting Footnotes

(or Not)

When you turn the Allow

Split Footnotes option on,

InDesign will split

foot-note text among columns

(depending on the length

of the footnote text and

the location of the footnote

and the footnote text) to the

next column capable

of containing it With this

option off, long footnotes

and short columns can easily

result in overset text.

Choose First Footnote in Column from the pop-up menu to trol the settings for the rule above the top of the first footnote only; choose Continued Footnotes to specify the formatting of the rules above all subsequent footnote sections, including footnotes contin-ued in other columns

con-The width of a paragraph rule can be set by either the width of the text or the width of the column, but the width of a footnote rule is determined by the value in the Width field

Conditional Text

If you publish multiple versions of a document—multiple languages,

or any other time the text of the document changes from version to version—you should look at InDesign’s conditional text feature

Ole, for example, publishes (for Adobe) a number of documents related to InDesign scripting Most of the body copy is the same from version to version, but the script examples vary In some edi-tions, the examples are written in AppleScript; in others, the script-ing language is JavaScript; and another version features VBScript

To keep from having to maintain the different versions as separate documents, Ole uses conditional text

Conditional text has two components: the conditions themselves, and the text you’ve marked using the conditions You work with con-ditional text using the Conditional Text panel (see Figure 3-68) To display the panel, choose Conditional Text from the Text and Type submenu of the Window menu.

Figure 3-68 Conditional Text Panel

Figure 3-69 Conditional Text Panel

A check in this column shows the condition(s) applied to the selected text.

You can load conditions and condition sets from other documents.

Choose Show/Hide Options to display or hide the Set pop-up menu.

Double-click a condition to

edit its definition.

You can control the way

that InDesign displays the

condition indicators using

the pop-up menu. 

Click to create a new condition.

Click to delete the selected condition(s).

Click this column to show or hide a condition (when you see the eye icon, the condition is visible).

To create a condition, follow these steps (see Figure 3-69)

1 Display the Conditional Text panel, if it’s not already visible

2 Click the New Condition button at the bottom of the panel, or choose New Condition from the panel menu InDesign displays the New Condition dialog box

3 Enter a name for the condition, then specify the format of the condition indicator using the Method, Appearance, and Color pop-up menus

4 Click OK to close the dialog box

Creating Conditions

Choose New Condition from the panel menu…

Define the appearance of the condition using

the controls in the Indicator section.