ADOBE INDESIGN CS2 REVEALED- P25 ppt

With a click of a button, InDesign examines all the doc-uments in the Book palette, identifies text items that you’ve saved with specific para-graph styles, then sorts those text items i

ADOBE INDESIGN CS2

10-1

MAKING BOOKS,

TABLES OF CONTENTS, AND INDEXES

10

chapter

1 Create a book file

2 Organize a book file.

3 Create a table of contents.

4 Create an index.

Imagine that you’ve created a number of

InDesign documents, each of which is

meant to be a chapter in a book

InDesign’s Book feature allows you to

combine and collate all of those separate

documents into one book with continuous

pagination Want to switch the order of

chapters? Feel free! The Book palette

allows you to reorganize at will, and it will

automatically repaginate your book every

time you make a change

This is a very cool feature But InDesign’s

automatic table of contents and index

features will really wow you! With a click

of a button, InDesign examines all the doc-uments in the Book palette, identifies text items that you’ve saved with specific para-graph styles, then sorts those text items into a table of contents or an index, com-plete with page numbers

In the early days of desktop publishing, the ability to cut and paste text within an elec-tronic document was revolutionary Play around with InDesign’s automatic table of contents and index features and you’ll be amazed at how far we’ve come!

10-2

CONTENTS, AND INDEXES

chapter

10

Tools You’ll Use

L E S S O N 1

What You’ll Do

Creating a Book File

In Adobe InDesign, a book is a collection

of two or more InDesign documents, which are paginated as a single book For example, you can collect three 10-page documents as a single 30-page book

Creating a book is similar to creating a document—you use the New command on the File menu; however, you choose Book instead of Document A book is an individ-ual InDesign file, like a library file, and when opened, it appears as a palette

Figure 1 shows an open book file

QUICKTIP Unlike InDesign documents, which have a filename exten-sion of indd (InDesign document), book files have a file-name extension of indb (InDesign book)

Adding Documents to a Book Palette

To create a book, you add InDesign docu-ments to the Book palette When you do

so, the documents are paginated as though they were one book For example, adding five 20-page documents would create a book that is paginated from 1-100

Figure 2 shows a Book palette after four documents have been added Note the page ranges next to each document name

It is important that you understand that the documents themselves are being mod-ified when they are added to the Book palette For example, if you add two 20-page documents to the Book palette, the second document in the palette will be paginated from page 21-40 This change will take place in the document as well

In this lesson, you will create a book file

and add documents to create a book.

CREATE A

BOOK FILE

Lesson 1 Create a Book File INDESIGN 10-5

Though originally the two documents were

paginated from page 1-20, if you opened

the second document and looked at the

Pages palette, the page range in the

docu-ment will have changed to 21-40 This is

why it is a very good idea to save backup copies of original documents before adding them to a Book palette You never know when you might need to go back to the original document

Double-clicking a document in the Book palette opens the document When a document is open, the Book palette shows the Document is open icon, as shown in Figure 3

FIGURE 1

An opened book file

FIGURE 2

Viewing documents in the Book palette

FIGURE 3

Book palette showing an open document

Book files are displayed

as palettes

Document is open icon

Remove documents button

Add documents button

Print the book button

Save the book button

Synchronize styles and swatches with the Style Source

INDESIGN 10-6 Making Books, Tables of Contents, and Indexes

Create a book file

1 Open ID 10-1.indd, save it as Toy Breeds,

then close the document.

You will view each document that will

become part of the book to familiarize

your-self with the book content.

TIP As you open and work with the Data

Files for this chapter, you may frequently see

a dialog box telling you that the original font

is unavailable and asking if you want to

replace the font with another Accept the font

substitution your machine suggests; it will

not significantly affect the outcome of the

exercises.

2 Open ID 10-2.indd, save it as Herding

Breeds, then close the document.

3 Open ID 10-3.indd, save it as Terrier

Breeds, then close the document.

4 Open ID 10-4.indd, save it as Hound Breeds,

then close the document.

5 Open ID 10-5.indd, save it as Sport Breeds,

then close the document.

6 Click File on the menu bar, point to New,

then click Book.

7 Name the new file Dog Breeds, then

click Save.

As shown in Figure 4, a Book palette appears

with a single tab named Dog Breeds This

palette is the book file

You viewed each document that will be used in the

book, then created a new book file.

FIGURE 4

Dog Breeds book file

Book file name

Lesson 1 Create a Book File INDESIGN 10-7

Add documents to a book file

1 Click the Book palette list arrow, then click

Add Document.

2. Navigate to the drive and folder where your

Data Files are stored if necessary, click Toy

Breeds.indd, then click Open.

TIP If you see a dialog box about missing fonts, click to select Don’t show again, then click OK.

As shown in Figure 5, the document is listed in the Book palette along with its page range.

3 Click the Add documents button in the Book palette, then add the document named Herding Breeds.indd.

4. Using either of the two methods outlined above, add the following documents in the following order: Terrier Breeds.indd, Hound Breeds.indd, Sport Breeds.indd.

As shown in Figure 6, the Book palette contains five documents and the pagination

is continuous for a total of 106 pages in the book.

5 Click the Save the book button in the Book palette.

You added five documents to the Book palette to create a book with 106 pages.

FIGURE 5

Adding a document to the Book palette

FIGURE 6

Dog Breeds book with five documents added Document name

Page range

Continuous pagination

L E S S O N 2

What You’ll Do

Manipulating the Order of Documents in a Book File

When you add documents to a book file, the documents are repaginated as you add them However, you can reorder the docu-ments at any time simply by dragging them up or down in the Book palette

Figure 7 shows four documents in the Dinner Recipes book reordered into the sequence of a meal, with appetizers first and desserts last

When you reorder documents in the Book palette, the documents are repaginated accordingly—in both the palette and the documents themselves

Modifying the Page Range of Documents

Typically, the documents that you add to a Book palette will start on page 1 in their original incarnation In other words, if you add five documents, each would have orig-inally been numbered starting with page 1

Page 1 is always a right-hand page

As discussed previously, documents are repaginated when added to a book file This can create left-hand page/right-hand page issues For example, let’s say you add two documents Originally, the first is paginated with pages 1-11 The second is paginated with pages 1-12 Therefore, each begins on

a right page However, once both are added

to a book file, the second document will be paginated with pages 12-23 This means that the first page of the second document

is now a left-hand page

This may or may not be a problem If it is a problem, you will want to repaginate the document so that it once again begins on a right-hand page To do so, access the Book Page Numbering Options dialog box, shown in Figure 8, from the Book palette menu This dialog box allows you to manipulate how documents are paginated

as they are added to the book file

In the above example, you would select the second document and then click the Continue on next odd page option button

In this lesson, you will modify both the

order and the page range of documents in

the Book palette.

ORGANIZE A

BOOK FILE

Lesson 2 Organize a Book File INDESIGN 10-9

This forces the next document to begin on

the next odd page in the book Thus, the

second document once again begins on a

right-hand page

This method works on all documents in

the Book palette except the first

docu-ment, because the first document is not

“continued” from any other document In

a book file, the first document starts on a right-hand page 1 by default If you want it

to start on an even left-hand page, you need to use a different method Double-clicking the page numbers of a document

in the Book palette opens both the

document and the Document Page Numbering Options dialog box You can use this dialog box to define the document start page as, say, page 2, as shown in Figure 9 Now the first document begins

on an even left-hand page

FIGURE 7

Reordering documents

FIGURE 8

Book Page Numbering Options dialog box

FIGURE 9

Document Page Numbering Options dialog box

Pagination is reordered

Continuing pagination on the next odd page

Redefining the start page number

INDESIGN 10-10 Making Books, Tables of Contents, and Indexes

Manipulate the order of

documents

1. Note the order of documents in the Book

palette.

For this project, each document will be a

chapter in the book You want the chapters

to flow in alphabetical order.

2 Drag Toy Breeds down to the bottom of

the list

TIP When you move a document in the list,

a black horizontal line appears to denote its

new location.

As shown in Figure 10, when Toy Breeds is

moved to the bottom of the list, the page

range is renumbered—Toy Breeds now

appear on pages 89-106.

3. Rearrange the list so that it is in alphabetical

order, as shown in Figure 11.

4 Double-click Toy Breeds in the Book palette.

TIP Double-clicking the name of a

docu-ment in the Book palette opens the InDesign

document.

5 Click Window on the menu bar, then click

Pages (if necessary).

Manipulating a document in the Book palette

affects the actual document The Pages

palette in Toy Breeds.indd lists the document

pages as 89-106.

6. Close Toy Breeds.

You modified the order of documents in the Book

palette, noting the changes in page range You

opened one of the documents and noted that the

changes made in the Book palette directly affected

the document.

FIGURE 10

Moving Toy Breeds to the bottom of the list

FIGURE 11

Reordering the list into alphabetical order

Alphabetical order

Lesson 2 Organize a Book File INDESIGN 10-11

Modify the page range of documents

1 Click the Book palette list arrow, then click

Book Page Numbering Options.

You will designate the first page of every chapter to appear on a left page—an even page number.

2 Click the Continue on next even page option

button, then click OK.

As shown in Figure 12, all chapters except the first now begin on an even-numbered page

3 In the Book palette, double-click the page

numbers for Herding Breeds.

TIP Double-clicking the page numbers in the Book palette opens both the document and the Document Page Numbering Options dialog box.

4 Click the Start Page Numbering at option

button, type 2 in the text box, then click OK.

The first page of the document is now an even-numbered left-hand page, which is part

of a two-page spread.

5. Save the change, close Herding Breeds, then note the page range in the Book palette.

As shown in Figure 13, the book now begins

on page 2 and ends on page 107, with all chapters beginning on an even-numbered left-hand page.

6 Click the Save the book button in the Book palette.

You modified the page range of the book so that every chapter begins on a left-hand even-numbered page.

FIGURE 12

Changing the page range of four chapters

FIGURE 13

Changing the start page of the first chapter

Four chapters beginning

on even-numbered pages

Begins on page 2

L E S S O N 3

What You’ll Do

Using Paragraph Styles to Create a Table of Contents

When you create a table of contents (TOC) for a book, it is generated from informa-tion contained within the documents that make up the book Specifically, the entries

in the TOC are text items from the docu-ments that are formatted with specific paragraph styles

Here’s how it works: Let’s say that you’ve created four documents that you want to collate into a recipe book You want the title

of every recipe—from all four documents—

to be listed in the TOC To make this hap-pen, you must format the title of each recipe with the same paragraph style

When you collate the four documents in the book file and then generate a TOC, InDesign searches through all four of the documents and locates all the text ele-ments that were formatted with the para-graph style that you specified In this example, that would be all the recipe titles

InDesign then copies all of those text elements into a TOC format It lists all of

the text elements and the pages on which they appear in the book Isn’t that an ingenious solution?

Loading Paragraph Styles

Now that you understand how InDesign uses paragraph styles to create a TOC, you need to understand how to manage graph styles properly Remember, para-graph styles must be consistent for every document that has been added to the book The best method for assuring consistent paragraph styles is to load them between documents This couldn’t be easier Once you’ve created the first document to be used in the book, create the second docu-ment, then use the Load Paragraph Styles command in the Paragraph Styles palette menu You use this command to import the paragraph styles from the first docu-ment into the second docudocu-ment Now, both documents access the same para-graph styles

Do this for the remaining documents for the book, and you can be confident that all

In this lesson, you will create a table of

contents based on the documents in the

book file.

CREATE A TABLE

OF CONTENTS

Lesson 3 Create a Table of Contents INDESIGN 10-13

of the paragraph styles are consistent for all

of the documents that make up the book

Maintaining Consistent Styles

Between Documents in a Book

In Figure 14, note the Indicates the Style

Source icon to the left of Entrees This

means that InDesign regards the

para-graph styles in the Entrees document as

the master paragraph styles In other

words, the paragraph styles in the three

other documents should be consistent

with those in Entrees

QUICKTIP

By default, the first document that you add to the Book file

is designated as the style source

You can select documents in the Book palette and then use the Synchronize Selected Documents command in the palette menu to synchronize styles When you do so, InDesign automatically searches all the paragraph styles in the selected files and compares them to those in the style source document If InDesign finds paragraph styles in any of the selected

documents that are not consistent with the style source document, it will modify those styles so that they do match, thus insuring consistency throughout the book

This is a great feature However, you should note that in most cases, you should not need to use it Creating a TOC requires foresight and planning By the time that you add documents into a book file, if you’ve done your work properly, all your paragraph styles should be consistent You should not need to rely on the Synchronize Selected Documents command

FIGURE 14

Determining the master paragraph style

Indicates the Style Source icon