Tài liệu InDesign CS5 Bible- P14 doc

In the Convert Text to Table dialog box, you can choose a Column Separator Tab, Comma, Paragraph, or a text string you type in the field or a Row Separator same options.. It lists existi

FIGURE 25.12

The General pane of the New Cell Style dialog box

When creating table styles, you can also have the table style automatically apply the cell styles of your choosing to the following table elements: header rows, footer rows, body rows, the leftmost column, and the rightmost column

When creating cell styles, you can choose a paragraph style to be automatically applied to text in cells using the style

Cross-Reference

The controls for applying, modifying, and managing table and cell styles are the same as for paragraph and character styles, so refer to Chapter 7 for details on these common functions n

Converting Tabs to Tables

Often, you’ll have a table done using tabs — whether imported from a word processor or originally created in InDesign with tabs — that you want to convert to a real InDesign table That’s easy

Select the tabbed text you want to convert and choose Table ➪ Convert Text to Table You get the Convert Text to Table dialog box

In the Convert Text to Table dialog box, you can choose a Column Separator (Tab, Comma, Paragraph, or a text string you type in the field) or a Row Separator (same options) Although most textual data uses tabs to separate columns and paragraphs to separate rows, you may encounter other data that uses something else For example, spreadsheets and databases often save data so that commas separate columns rather than tabs That’s why InDesign lets you choose the separator characters before conversion You can also apply a table style to apply to the converted text

During the conversion, InDesign formats the table using the standard settings, the current text matting, and the default cell insets and stroke types You can then adjust the table using the tools covered earlier in this chapter Note that the conversion treats all rows as body rows.

for-You can also convert a table to text by selecting multiple cells or an entire table, as described lier, and choosing Table ➪ Convert Table to Text, which opens the Convert Table to Text dialog box This dialog box presents essentially the same options as the Convert Text to Table dialog box covered previously to specify how the converted data appears

ear-Summary

Unlike the typewriter days, creating tabs in a page layout application provides various options for aligning text with a tab and creating tab leaders The Tabs panel (choose Type ➪ Tabs or press Ô+Shift+T or Ctrl+Shift+T) provides an interactive ruler for positioning tabs along with all the other controls you need Your ultimate success with using the tabs feature depends on how well you prepared the text in the first place The key is to position one tab correctly instead of entering several tabs to achieve the correct placement

To create tables in InDesign, you use the Table panel (choose Window ➪ Type & Tables ➪ Table or press Shift+F9) to create the table outline, format cells, merge and split cells, apply colors and rul-ing lines, and do other complex table editing Table and cell styles let you apply this formatting consistently across multiple tables, as well as update multiple tables simultaneously as formatting changes

You can also convert tabbed text into a table and vice versa

Using Automatic and Custom Text

A key area of improvement over the years in InDesign is the increased

use of text automation From the very beginning, InDesign offered automatic page numbers so that your folios and cross-references would reflect the current pages as your layout changed Later versions enhanced this with section markers, which let you create variable names in folios for your section titles

Still later came the ability to use data files and merge their contents into a layout to customize your output, similar to how word processors let you cus-tomize labels with their mail-merge feature Then came variable text, which gives you more flexibility in where and how you can have InDesign update text automatically throughout a document Most recently, InDesign added automatically updating cross-references, conditional text, and a method to apply text formatting using the rules of the Unix Grep syntax

Although not designed specifically for variable or custom text, another standing InDesign feature helps automate the creation of documents from sources such as databases The Tagged Text format is a powerful way to cre-ate catalogs and other such layouts that have consistent formatting for con-tent that varies from each edition — or even from entry to entry within a layout

long-Altogether, these features have helped InDesign stake significant ground in reducing the labor and time of manual processes, such as search and replace, for text that changes predictably throughout the document

Automating Page Numbers

You may often want page references in text — the current page number in a folio, for example, or the target page number for a continued-on reference You could type a page number manually on each page of a multipage document, but that can get old fast As mentioned earlier in this book (see Chapters 5 and 7), if you’re working on a multipage document, you should be using master pages; and if you’re using master pages, you should handle page numbers on document pages by placing page-number characters on their master pages

If you want to add the current page number to a page, choose Type ➪ Insert Special Character ➪ Markers ➪ Current Page Number or press Option+Shift+Ô+N or Ctrl+Shift+Alt+N, whenever the Type tool is active and the text cursor (text-insertion point) is flashing If you move the page or the text frame, the page-number character is automatically updated to reflect the new page number

To create continued-on and continued-from lines, choose Type ➪ Insert Special Character ➪ Markers ➪ Next Page Number to have the next page’s number inserted in your text, or choose Type ➪ Insert Special Character ➪ Markers ➪ Previous Page Number to have the previous page’s number inserted That next or previous page is the next or previous page in the story (There are

no shortcuts for these complex menu sequences — unless you assign your own, as explained in Chapter 3.)

One flaw in InDesign’s continued-line approach is that the text frames must be linked for InDesign

to know what the next and previous pages are Thus, you’re likely to place your continued lines in the middle of your text, but if the text reflows, so do the continued lines Here’s a way to avoid that: Create separate text frames for your continued-on and continued-from text frames Now link just those two frames, not the story text This way, the story text can reflow as needed without affecting your continued lines

Using Section Markers

InDesign offers another marker called the section marker that lets you insert specific text into your document and update it by just changing the marker text

The section marker is defined as part of a section start (see Chapter 5), and it’s meant to be used in folios for putting in the section name or chapter name However, you can use it anywhere you want and for anything you want, not just for section or chapter labels

To define a section marker (there can be only one per section, of course), open the Pages panel (choose Window ➪ Pages or press Ô+F10 or Ctrl+F10) and choose Numbering & Section Options from the panel’s flyout menu In the resulting dialog box, type a text string in the Section Marker field and click OK

To use the marker, have the text insertion point active in whatever text frame you want to insert it and then choose Type ➪ Insert Special Character ➪ Markers ➪ Section Marker That’s it!

Using Text Variables

The section marker was clearly the inspiration for the text-variable feature Why stop at section markers? With text variables, you can define an unlimited number of text variables that InDesign happily updates across your documents whenever you change them, or they change with your layout

Creating text variables

To create a text variable, choose Type ➪ Text Variables ➪ Define You get the Text Variables dialog box shown in Figure 26.1 It lists existing text variables, including the eight variables predefined in InDesign: Chapter Number, Creation Date, File Name, Image Name, Last Page Number, Modification Date, Output Date, and Running Header Any text variables you create are added to this list

Note that the source of the number used in the Chapter Number text variable is something you define as part of a book For each document in a book, you can specify its chapter number using the Document Numbering Options dialog box accessed from the book panel’s flyout menu

Cross-Reference

Chapter 28 explains books and how to set the chapter number n

To create a new text variable, click New You get the New Text Variable dialog box shown in Figure 26.1 Give the variable a name in the Name field and choose the type of variable you want from the Type popup menu Your choices are the nine predefined types — Chapter Number, Creation Date, File Name, Last Page Number, Metadata Caption, Modification Date, Output Date, Running Header (Character Style), and Running Header (Paragraph Style) — plus Custom Text, which lets you enter any text of your choosing

ent contexts For example, you might want the modification date formatted as Published on June

27, 2010 on a title page but as Mod Date: 06/27/10 in a footnote Having two text variables using

the Modification Date type lets you do this

Also note that there are two types of running header text variables You choose Running Header (Character Style) if you want to insert text derived from text using a certain character style; you choose Running Header (Paragraph Style) if you want to insert text derived from text using a

certain paragraph style The idea of a running header is to give the reader context for the current contents of a page as part of a folio For example, an encyclopedia might display the name of the page’s first entry in its left page folios and the name of the page’s last entry in its right page folios to help the reader quickly zero in on a specific topic as he or she thumbs through the pages The options for formatting a text variable varies based on the type of variable it is.

Tip

If you create text variables when no document is open, these text variables are available in all new documents you later create You can also load text variables from other documents, as described later in this chapter n

FIGURE 26.1

Left: The Text Variables dialog box Right: The New Text Variable dialog box, for a running header

Formatting text variables

Three formatting options are available for more than one type of text variable:

l Text Before and Text After: These two fields — available for all types except Custom

Text — let you add any text you want before or after the variable For example, you might

enter the word Chapter in the Text Before field for a Chapter Number variable Note that

both fields have an unnamed popup menu to their right from which you can select a ety of common symbols and spaces

vari-Tip

Don’t forget to add any needed leading or trailing spaces in the Text Before and Text After fields n

l Style: This popup menu lets you select the numbering style to apply in the Chapter

Number and Last Page Number types, the character style for the Running Header (Character Style) type, and the paragraph style for the Running Header (Paragraph Style) type of text variables

l Date Format: This field and its associated popup menu lets you choose the desired date

and time formats for the Creation Date, Modification Date, and Output Date text variables

Examples include MM/dd/yy to get a date such as 05/08/62 and MMMM d, yyyy to get a

date such as August 15, 1962 Don’t worry about memorizing codes — just pick the desired options from the popup menu to the right of the Date Format field

Several other variables have unique options:

l Custom Text: This has the fewest options Just enter the desired text, including choosing

special characters such as spaces and dashes from the unnamed popup menu to the right

of the Text field That’s the only field to adjust for this text variable

l Last Page Number: In addition to the Text Before, Text After, and Style formatting

con-trols, this type includes one unique control: the Scope popup menu Here, you choose between Section and Document to tell InDesign what you mean by last page number: if it’s the section’s last page or the document’s last page

l Metadata Caption (called Image Name in the Text Variables dialog box): In addition

to Text Before and Text After formatting controls, this type has the Metadata popup menu, where you choose the image metadata attribute to include in the captions

l File Name: In addition to Text Before and Text After formatting controls, this type has

two unique check boxes — Include Entire Folder Path and Include File Extension — to tell InDesign exactly how much of the file name to include If both are unselected, InDesign includes just the core file name, such as Jan2011TOC Selecting the Include Entire Folder Path adds the file location before the core file name, such as

MacintoshHD:Projects:Jan2011TOC or C:\Projects\Jan2011TOC Selecting the Include File Extension appends the file name extension, such as Jan2011TOC.indd

l Running Header: The formatting options for these two types are the most complex, as

shown in Figure 26.1 The two Running Header menu options have two options not able to other Type popup menu options:

avail-l Use: Here, you determine which text to use: First on Page uses the first text on the

page that has the specific style applied, and Last on Page uses the last text on the page that has the specific style applied

l Options: Here, you can control whether the punctuation of the source text is retained

or not in the running header (select Delete End Punctuation to remove it) and whether the running header overrides the text of the source text’s capitalization (select Change Case and then choose the appropriate capitalization option: Upper Case, Lower Case, Title Case, or Sentence Case)

Editing and managing text variables

Editing text variables is very much like creating them: Just select the variable to change in the Text Variables dialog box and click Edit You get the Edit Text Variable dialog box, which is identical except for its name to the New Text Variable dialog box covered in the previous section

You format text variables the same as you do any other text, applying styles and local formatting as you would with any other text

You can also import text variables from other documents by clicking Load in the Text Variables dialog box and then choosing the document to import the variables from After choosing a docu-ment, you get the Load Text Variables dialog box in which you can select what variables are imported and handle name conflicts

To get rid of a text variable, select it from the list in the Text Variables dialog box and click Delete

To convert a text variable in your document to the actual text, highlight it using the Type tool and either choose Type ➪ Text Variables ➪ Convert Variable to Text or, if you happen to be in the Text Variables dialog box, click Convert to Text

Inserting text variables

Inserting text variables in your document uses the same essential process as inserting a special character such as a section marker, except you use the Text Variable menu option: Choose Type ➪ Text Variables ➪ Insert Variable and then choose the desired variable from the submenu If you happen to be in the Text Variables dialog box, select the desired text variable from the list and click Insert

Working with Cross-References

InDesign uses the Hyperlinks panel to provide a related capability: cross-references Automated cross-references are used just for text, such as to automatically keep page numbers and chapter

titles updated in text such as see page 227 and Learn more about color in the chapter “All about Color.”

InDesign’s text-variable feature is smart enough to translate names of days and months into whatever language you’ve specified for the text (using the Language option in the Character panel or in your character or paragraph style) For example, Monday, May 10, 2010 AD becomes lundi, mai 10,

2010 apr J.-C in French and Lunes, Mayo 10, 2010 AD in Spanish

However, it is not smart enough to change the date format for the target language, such as changing the American English notation of 05/10/2010 to 10/05/2010 for most European languages

Linguistic Smarts

The hyperlinks feature is covered in Chapter 33 n

Adding and editing cross-references

To work with cross-references, you have two choices for their To locations You can specify tions by adding text anchors in your documents using the hyperlinks destination feature described

loca-in Chapter 33 and then selectloca-ing that text anchor loca-in the New Cross-Reference dialog box; or you can just choose from a list of paragraphs and make the cross-reference link to that selected para-graph in the New Cross-Reference dialog box

You open the New Cross-Reference dialog box, shown in Figure 26.2, by choosing Type ➪ Hyperlinks & Cross-References ➪ Insert Cross-Reference, by choosing Insert Cross-Reference from the Hyperlinks panel’s flyout menu, or by clicking the Create New Cross-Reference iconic button

at the bottom of the Hyperlinks panel (To open the Hyperlinks panel, choose Window ➪ Interactive ➪ Hyperlinks or choose Window ➪ Type & Tables ➪ Cross-Reference.)

FIGURE 26.2

The New Cross-Reference dialog box

Note

To edit an existing cross-reference, choose Cross-Reference Options from the Hyperlinks panel’s flyout menu,

or choose Type ➪ Hyperlinks & References ➪ Reference Options Either way, you get the

Cross-Reference Options dialog box, which is identical to the New Cross-Cross-Reference dialog box shown in Figure 26.2 n

In the Link To popup menu, choose Text Anchor if your To destination is a text anchor If you want to select a specific paragraph instead, choose Paragraph; InDesign shows all the first words of each paragraph in the document so that you can scroll through the list and choose the desired one

You can also filter that list by choosing from the styles at left; only paragraphs with the selected style appear (So, for example, you can see just headings by choosing the paragraph style for your headings.)

You control how the cross-reference appears using the Appearance section’s controls:

l Use the Type popup menu to choose Invisible Rectangle or Visible Rectangle The Invisible Rectangle option gives no visual indication that the text contains a hyperlink, except that the mouse pointer becomes a hand icon when the reader maneuvers through the document (You would typically pick this option when you’ve used blue underline as

a character attribute for the hyperlink text to mirror the standard Web way of indicating a hyperlink.) The Visible Rectangle option puts a box around the text using the four settings below (They are grayed out if Invisible Rectangle is selected.)

l The Highlight popup menu lets you choose how the source text or frame is highlighted:

None, Invert (reserves the foreground and background colors), Outline (places a line around the source), and Inset (places a line around the source, but inside any frame stroke; for text, it’s the same as Outline)

l The Color popup menu displays Web-safe colors as well as any colors you defined in the document

l The Width popup menu lets you choose the thickness of the line used in the Outline and Inset options from the Highlight popup menu The choices are Thin, Medium, and Thick

l You can choose the type of line in the Style popup menu: Solid or Dashed

Note

The Highlight, Color, Width, and Style options are meant for PDF documents, not printed documents, but they can be used in printed documents Highlight, Width, and Style have no effect in documents exported to the Web; instead, the Web document uses either the standard HTML hyperlink display (underlined blue text) or whatever active hyperlink style you set in your Web editor n

To determine what cross-reference text displays in your cross-references (such as please refer to

Chapter 4 or Find more details in the “History of Mac OS X” section in the Operating System Essentials book), choose a cross-reference format in the Format popup menu You can also edit or create a

new one by clicking the pencil iconic button to the right of the popup menu (See the next section for how to work with cross-reference formats.)

Working with cross-reference formats

Use the Cross-Reference Format section of the New Cross-Reference dialog box to control what text appears for that cross-reference You can be as basic as the page number (note that the word

page appears with it automatically) or as complex as, for example, showing the full paragraph text

(such as a heading) and the page number

You can create your own cross-reference formats, and modify the existing ones, using the Reference Formats dialog box, shown in Figure 26.3.

Cross-To open that dialog box, click the Define Cross-Reference Formats button (the pencil icon) to the right of the Format popup menu in the New Cross-Reference dialog box (a handy method when you want to create a new format as you are adding a cross-reference) or choose Define Cross-Reference Formats from the Hyperlinks panel’s flyout menu

The procedure for adding or editing an existing cross-reference format is as follows:

1 Click the + iconic button at the lower left of the dialog box to add a new format

Note that when you add a new format, whatever format is selected in the list at left becomes the basis for your new format (You can also just select an existing format from the list at left to modify it.) Click the – iconic button to delete a format

2 In the Name field, be sure to change the name of your new format to something

meaningful to you.

3 In the Definition section, edit, delete, and add the text you want to appear in the

cross-reference Note that special codes are surrounded by < and > characters You don’t

need to memorize them; just use the first iconic popup menu (the + symbol) shown in Figure 26.3 to select those codes, and use the second iconic popup menu (the @ symbol) below to choose special characters such as em spaces

4 If you want, select a character style to be applied to the cross-reference text as part

of the format To do so, select the Character Style for Cross-Reference check box and

then choose a character style from the popup menu to its right

5 Click Save to save the format and then add or delete another one Click OK when

you’re done adding and editing formats

FIGURE 26.3

The Cross-Reference Formats dialog box

Updating, changing, and deleting cross-references

You can update the cross-reference destination referred to in a document’s source text or frame by

selecting it, clicking the cross-reference name in the Hyperlinks panel, and then choosing Relink Cross-Reference from the Hyperlinks panel’s flyout menu This is particularly useful when InDesign can’t find a cross-reference destination in another chapter For example, if a cross-refer-ence in Chapter 1 is made to text in Chapter 2, and Chapter 2 is later renamed Chapter 3, you would use the Relink Cross-Reference option while working in Chapter 1 to select Chapter 3 as the new destination, and InDesign would update all the Chapter 2 destinations in Chapter 1 to be Chapter 3 destinations

To change the target for a hyperlink to an InDesign document (perhaps you’ve changed your mind

as to what to cross-reference), choose Update Cross-Reference from the flyout menu (Press and hold Option or Alt to select a file that is not open.) For example, if you make a cross-reference to the heading New York and later change that heading to New York State, you can click the Update Cross-Reference button or choose the Update Cross-Reference option in the flyout menu to update all the cross-reference’s source text

To delete a cross-reference, select it in the Hyperlinks panel and then choose Delete Hyperlink/

Cross-Reference from the flyout menu or click the Delete Selected Hyperlinks or Cross-References iconic button at the bottom of the Hyperlinks panel

Using Conditional Text

Have you ever worked on a document that has variations, forcing you to create separate copies that you must then ensure have any changes applied to all copies? Perhaps you used the layers feature (see Chapter 6) to restrict the unique content to its own layer so that you could make visible each version’s layer when you wanted to print that specific version But you realized that this technique doesn’t work well for text inside paragraphs because changes to the text mean that whatever you placed in layers won’t be at the right location if your text changes move the text’s locations in the main layer

That’s why InDesign offers a way to have multiple versions of text in a document that gets around these issues: conditional text You can think of conditional text as sort of a layer that works within text, so if the text moves, the conditional layers do, too

For example, say you have a publication that is distributed in Canada, Ireland, and the United Kingdom, where pricing is different (dollars, euros, and pounds, respectively) You can’t really have the main layer for the prices in dollars, one for the prices in euros, and one for the prices in pounds, because if you changed the text in the main layer that includes the dollar prices, the pounds and euros layers would either have the old text and need to be changed also (a manage-ment nightmare) or the individual text frames you set up for their prices would now be nowhere near the text they belong with

With conditional text, you instead have just one layer for your text, and where the text may need

to change (such as for pricing), you insert conditional text Then, if you want to display the price

in dollars, you select the dollars condition, and the right text appears no matter how the text is flowing When you want to display the price in euros, you select the euros condition Ditto for pounds.

Here’s how to create and apply conditional text:

1 In your text, enter each of the text variations you want For example, as you can see

in Figure 26.4, if you have three prices, enter all three in sequence as if they were one piece of text Apply any formatting desired Don’t worry for the moment that you don’t want them all to display or print at the same time

2 Open the Conditional Text panel (choose Window ➪ Type & Tables ➪ Conditional

Text) and choose New Condition from the flyout menu.

3 In the New Conditions dialog box, give the condition a name and assign it a color

and a line type, as shown in Figure 26.4 You can modify conditions later by choosing

Condition Options from the Conditional Text panel’s flyout menu (That dialog box is identical to the New Conditions dialog box.)

4 In the text, highlight a piece of text (such as the euro price) and then click the

related condition to apply that condition to the selected text A check mark appears

to the immediate left of the active condition for whatever text is selected or in which your text cursor is active In your layout, the text also has whatever line type in whatever color you specified in the New Conditions dialog box, so you have a visual guide as to what conditions are applied to what text

5 Now, click the squares in the Conditional Text panel to the far left of the various

conditions If the square shows an eye, any text tagged with that condition will be visible

If the square is empty, any text tagged with that condition will not appear By controlling

what conditions are active (eye icons), you determine what displays and prints in your

Another way of applying conditions to text is by using Grep styles, which are handled through InDesign’s paragraph styles feature, in the Grep Style pane Grep is a Unix language for applying condi-tions based on pattern-matching, as Chapter 19 explains (Chapter 7 explains how to create and apply styles, and Chapter 21 explains how to use paragraph styles.)

If you create a Grep style as part of a paragraph style, you’re setting up a condition that has InDesign apply a character format to text that matches whatever pattern you set in the Grep pane What’s cool about this is that InDesign automatically applies the Grep style when you add (by typing, pasting, or placing) any text that matches that condition; you don’t need to tag the text with the style to apply it

The figure below shows the Grep pane with a sample Grep condition (/d means any digit, and + means one or more times — in other words, apply the character style Copyright to any digit as many times as one appears in the paragraph

To take full advantage of Grep styles, you need to know how to construct the desired conditions using the Grep language However, there is one very easy use of Grep styles that anyone can take advantage

of even knowing not a whit of the Grep language If you create a Grep style that simply replaces cific text with a formatted version of that text, InDesign automatically formats that text for you as you

spe-enter, paste, or place it in your document For example, if you replace the text The Zango Group with the text The Zango Group that has the character style Bold Red applied, any time you enter, paste, or place the text The Zango Group, InDesign automatically applies the Bold Red character style to it.

What Are Grep Styles?

document (This is exactly how you make layers visible and invisible in the Layers panel,

as Chapter 6 explains.) The right-hand side of Figure 26.4 shows the same text as in the left side of Figure 26.4 but with just the [Unconditional] and the euros text visible

Pretty easy, isn’t it? Just turn off and on the text you want to display and print by hiding and ing the appropriate conditions

show-Working with Merged Data

Word-processing programs such as Microsoft Word have long let you create forms with mail merge so that you can send a letter to lots of people, letting Word automatically print a copy for all recipients and insert their names, addresses, and so on into their copies (Some programs have

called this capability variable text.) More than a decade ago, PageMaker 7 added a similar capability called data merge, which used the same principle to handle variable text for form letters, catalogs,

and other documents for which the layout is identical but specific pieces are customized

InDesign’s approach is based on the old PageMaker tool

Merged-data documents fall into two basic classes, as Figure 26.5 shows:

l Form letters, for which one layout is printed multiple times, with each copy having sonalized information

per-l Labels, for which layout components are repeated several times in the same layout but with different information Usually just one copy is printed

FIGURE 26.5

Two types of merged-data documents: a form letter (left) and a set of mailing labels (right)

What InDesign’s data-merge feature cannot do is let you create catalogs in which you have ent, variable-sized records on one page You can use the data-merge feature for catalog-type docu-ments if your layout is highly structured and each record takes exactly the same amount of space (as address labels do).

differ-Cross-Reference

If you want to create catalogs or other documents with variable-sized records from databases or similar sources, use InDesign Tagged Text, as described later in this chapter n

Setting up merged data

Regardless of what kind of merged documents you are creating, the setup is the same Create a text file with the various data separated either by tabs or commas (use just one as your separator in the file, rather than mix the two) Start a new record by pressing Enter or Return (a new paragraph)

The first row should contain the names of the fields For example, for a local guidebook listing cafés, your data might look like this (I’ve put → characters to indicate the tabs):

name→address→phoneMartha & Bros.→3868 24th St.→(415) 641-4433Martha & Bros.→1551 Church St.→(415) 648-1166Martha & Bros.→745 Cortland St.→(415) 642-7585Martha & Bros.→2800 California St.→(415) 931-2281Diamond Corner Café→751 Diamond St.→(415) 282-9551Farley’s Coffeehouse→1315 18th St.→(415) 648-1545This simple file has three fields per entry: the café name, its address, and its phone number The file uses tabs as the separators

Note

Because the source file is a text-only file, it cannot contain any formatting such as boldface or italic n

To import graphics as inline graphics, precede the field name with @, such as @photo The record

fields need to provide the complete path to the graphic file, which must be in a supported format

For example, a file’s complete path could be MacintoshHD:Images:myphoto.tiff on the Mac or C:\Images\myphoto.tif in Windows

Creating pages with merged data

With the source file ready, create or go to the text frame in which you want to flow your data, selecting the text-insertion point with the Type tool

Tip

There’s a real benefit to putting your fields on master pages: You can then update the layout if the source data file changes (choose Update Data Fields from the Data Merge panel’s flyout menu) You cannot do this if you place the fields on a regular document page because InDesign would have created a new document containing the merged data n

Now follow these steps to insert the fields in that frame:

1 Open the Data Merge panel by choosing Window ➪ Utilities ➪ Data Merge.

2 Choose Select Data Source from the Data Merge panel’s flyout menu, navigate to the

desired file using the resulting dialog box, and click Open If your data file changes, you

can import the most current version by choosing Update Data Source from the Data Merge panel’s flyout menu Choose Remove Data Source to remove a data file from the panel

3 The Data Merge panel now lists the data file and the fields it contains, as Figure

26.6 shows.

4 Click and drag the fields to the appropriate spots in your layout, or double-click a

field name to insert it at the current text-insertion point For example, in a form

let-ter, you might click and drag the Name field to a point right after the text Dear and

before the comma in the salutation The field names are enclosed in French quotation marks (« ») In your layout, this would look like

Dear «Name», You can use a field more than once in the layout The panel shows what page numbers each field is used in (to the right of the field name)

FIGURE 26.6

The Data Merge panel and its flyout menu

Create Merged Document buttonControls for moving through records if Preview is enabled

5 Format the fields as desired They take on any paragraph formatting applied to the

paragraphs containing them You can use character styles and/or other local formatting

on the fields as desired

6 Click the Create Merged Document iconic button at the bottom right of the panel or

choose Create Merged Document from the flyout menu to import the entire data file’s contents into your layout The Create Merged Document dialog box shown in

Figure 26.7 opens with the Records pane In this pane, you have the following options:

l In the Records to Merge section, choose what records to import You can choose All, Single Record, or Range.

l In the Records per Document Page popup menu, choose Single Record if you want a new page output per record (such as in a form letter) or Multiple Records if you want

to print multiple copies of the same record on a page (such as for business cards) Note that InDesign copies the entire text frame containing the data fields when you choose Multiple Records (See the next section for more details on placing multiple records per page.)

FIGURE 26.7

Left: The Records pane of the Create Merged Document dialog box Right: The Options pane of the Create Merged Document dialog box (upper right) and the Content Placement Options dialog box (lower right) offer the same options

7 Go to the Options pane and verify that the placement options work for your

docu-ment Figure 26.7 shows the Options pane, whose options are as follows:

l In the Image Placement section, choose how to fit any imported graphics by choosing

an option in the Fitting popup menu You typically pick Fit Images Proportionally, which is the default setting You can also select the Center in Frame option to center the imported graphics, and the Link Images option to link to the source graphics files rather than embed the graphic into the InDesign layout

l In the lower section of the pane, you can have InDesign remove blank lines created by empty fields by selecting the Remove Blank Lines for Empty Fields option This is handy, for example, if your layout permits two address lines per recipient Anyone with a single address line has no space between that address and the city name if this option is selected You can also limit the number of pages in the merged document by selecting the Record Limit per Document option and typing a value in its field.

Note

You can set placement options before creating a merged document by choosing Content Placement Options from the Data Merge panel’s flyout menu Figure 26.7 shows the Content Placement Options dialog box, which has the same options as the Options pane of the Create Merged Document dialog box n

8 Click OK InDesign creates a new document based on the original layout and merged

data The merged text is now editable and is no longer linked to its source data, so to update the document you need to regenerate it from the document that contains the data-merge records (That’s why InDesign creates a new document for the resulting data instead of replacing the source file.)

A key exception: If you place the records on a master page, the data-merge feature creates document pages based on the imported data within the current document, instead of creating

an entirely new document If you place the records on a master page, you can later update the records through the Data Merge panel and have the document pages updated as well

Working with multiple records per page

As described in the previous section, you can have InDesign create a new page for each record or place multiple records on the same page Although the process for adding fields and generating the pages via the Data Merge panel is the same for both, note that creating multiple records on a page may not quite work as you expect:

l The various options pertaining to multiple records are grayed out if your document has other pages with content already placed on them So if you want to have pages that con-tain other information, such as a title page, you need to create those pages after you have created the multiple records Note that you can have other objects on the master page or document page that contains the frame from which the multiple records will be based, but not content on any other page

l Keep in mind that InDesign copies the entire frame that your merged data is in, one for

each of the records — don’t copy the frames containing the data-merge text in your layout

to fill out your page So be sure you want everything in that frame copied and that the frame is as large as needed to hold the records but no larger (otherwise, you get excessive white space) Also, be sure that this master frame should be placed at the topmost and leftmost position in your layout

l Be sure that you leave blank the space in which the labels’ fields are copied — the merge feature won’t work around objects in the layout Instead, it blindly follows the specs in the Multiple Record Layout pane, repeating fields until the page is full or until it runs out of fields

data-Figure 26.8 shows a simple layout that is a typical example of where you would use the Multiple Records option You set up the placement of these records in the Multiple Record Layout pane, as the figure shows

FIGURE 26.8

Top: A layout with one record that will be copied multiple times on the page using the Data Merge panel’s Multiple Record Layout functions (see the Multiple Record Layout pane at right) Bottom: Part of a page created with six records from the frame at top

Using Tagged Text for Database Publishing

The InDesign Tagged Text format can be very handy as a start to database publishing Its markup codes let you specify and even define the formatting in a document, so you can create a text file with the InDesign commands embedded in them When InDesign imports the file, it applies all the formatting specified If you can generate these codes from a database or other automation system, you can automate much of the creation of complex documents such as catalogs whose content changes frequently

Cross-Reference

Chapter 4 explains the Tagged Text format in more detail n

For example, say you have a product directory that lists the company name, URL, and product description You’d have a text file with entries that look something like this:

<pstyle:Description>Descriptive text 2 goes here

The <ASCII-WIN> (or <ASCII-MAC> if the file was created on a Mac) code appears only at the top of the file The code <pstyle:stylename> specifies the paragraph style to apply (for char-acter styles, the code is <cstyle:stylename>) Be sure that the name is an exact match, including any capitalization; otherwise, InDesign doesn’t recognize the style you want to use

The trick is to have your database or other information source add the codes before the content they export Typically, you’d do this using a programming language that comes with or is compati-ble with your database or content source

To use text coded this way, you open an existing document already set up with text frames and styles and then you place the Tagged Text file into the document The coded text takes on the des-ignated styles, making it easy, for example, to flow an updated catalog into a template

Summary

It’s a lot of work to track page number references in a document as text reflows and the number of pages changes The automatic page numbering characters in InDesign resolve that burden, tracking the current page numbers and the page numbers used in continued lines for you

InDesign lets you specify all sorts of text variables — such as section names, current date, chapter numbers, and text you specify — to likewise remove the manual effort in keeping text that changes predictably up-to-date

InDesign offers several automated-text capabilities Cross-references let you insert see page x and

refer to Chapter x, “title goes here” references in text and have InDesign make sure they refer to the

current page numbers, chapter numbers, chapter titles, and the like automatically for you

Conditional text lets you turn specific text on throughout a document, such as euro pricing versus dollar pricing, so that you can handle predictable variations without having to create a separate layout The Grep styles feature within paragraph styles lets you apply formatting via character styles to text based on pattern-matching

To help reduce labor, InDesign also lets you produce data-merge documents Such documents contain variable text, such as the address in a form letter or pricing and names in a catalog

Finally, consider using the InDesign Tagged Text format to specify sophisticated formatting, such

as defining paragraph and character styles in InDesign, either in your word processor or database

This requires a familiarity with programming or coding in formats such as HTML but can be a powerful way to add formatting for highly predictable, structured documents in your word proces-sor before you import the file into InDesign Using it just to specify paragraph and style sheets is a great way to bring database-oriented data, such as catalogs, into an InDesign template

Working with Footnotes, Indexes, and TOCs

IN THIS CHAPTER

Adding footnotes Indexing documents and books

Creating tables of contents and lists

Many business documents — books, reports, white papers, and so

on — use features traditionally associated with academic book publishing: footnotes to cite sources, indexes to provide a map to where specific content is located in the document, and tables of contents (TOCs) to provide an overview of the document’s structure and contents

When you’re working on any type of document — a report, a magazine, a textbook — you can easily spend more time manually creating tables of con-tents, keeping footnotes updated, and laboriously managing indexes than you spend designing the publication InDesign helps reduce this labor while also ensuring that your footnotes, indexes, and TOCs stay automatically updated as your document is revised

Cross-Reference

Although you can use the footnote, index, and TOC features in individual uments, they’re also designed to work across multiple documents such as books Chapter 28 covers how to manage such multidocument projects n

doc-Working with Footnotes

Many kinds of documents use footnotes — academic articles and journals, books, manuals, and even some magazines So it makes sense for InDesign to support them as well

InDesign imports footnotes from Microsoft Word files (see Chapter 17), in addition to letting you add footnotes directly The process is simple: Choose Type ➪ Insert Footnote, and InDesign adds a footnote to the bottom of the

column that contains the footnote entry, as Figure 27.1 shows InDesign handles the footnote numbering as you add and delete footnotes; you type the footnote text.

InDesign can help you find the footnoted text in your document Using the Type tool, select all or part of the desired footnote text at the bottom of a column or text frame and then choose

Type ➪ Go to Footnote Reference InDesign then goes to the page containing the original footnote reference, placing that text near the center of the window

Footnotes are more complicated than that, however, so InDesign lets you control much of the appearance of footnotes by choosing Type ➪ Document Footnote Options to open the Footnote Options dialog box, whose two panes are shown in Figure 27.2

InDesign inserts footnotes at the bottom of a text frame, even if there are other frames overlapping that text frame with text wrap turned on This means that you can inadvertently obscure a footnote under another frame because you understandably — but mistakenly — think that turning on text wrap causes InDesign to keep the footnote outside that other frame n

Caution

You cannot insert footnotes into tables Instead, you have to handle them the old, manual way: inserting a footnote character as needed and typing your footnotes below the table, and updating the footnote as needed manually n

Numbering and Formatting pane

Use the Numbering and Formatting pane of the Footnote Options dialog box to control the matting of the footnote text and footnote character in the current InDesign document (To change these settings for future documents, open the dialog box with no document open and set your new defaults.)

for-You have these options in the Numbering section:

l Style: Choose the numbering style through the Style popup menu, which gives you the

following numbering options:

l Start At: Choose the starting number by typing a value in the Start At field (the default is 1).

l Restart Numbering Every: If you want the numbering to restart on each page, spread, or

section, select the Restart Numbering Every option and then choose Page, Spread, or Section from its popup menu

l Show Prefix/Suffix In: If you want a prefix and/or suffix with the footnote number, select

the Show Prefix/Suffix In option, then choose where the prefix and/or suffix should be appear with the adjoining popup menu Its choices are Footnote Reference (that’s the foot-note in the text), Footnote Text (the actual footnote at the bottom of the column), and Both Reference and Text (at both locations)