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Creating Long Documents with InDesign shows designers how to create book-length documents in workflows with multiple users—using both InDesign features and third-party plug-ins. Publishing veteran Mike Rankin focuses on long document elements such as page and chapter numbering, table of contents, cross-references, and indexes. The course also provides an overview of document construction, from creating master pages and applying consistent formatting with styles to placing text and images and outputting to both print and interactive PDF.
Table of Contents is the Swiss Army knife of InDesign's long-document features. It's not just for TOCs; it can be used to create any kind of a list of content within a document or a book: things like photo credits, list of advertisers, figures, and so on. What I want to do here is make a photo credits page with the TOC feature. Of course you can adapt these ideas to something useful for you. Anytime you need to gather content that's been styled with paragraph styles, think about using the TOC feature. So one of the key points in this example I want to point out is that I can set up a TOC style to gather credit information, even though that information is not going to appear anywhere else in the final output. And the reason I can do this is I have an option in a TOC to include items on hidden layers.
So let's set that up. First off, I am in Mini Bridge, and I have my photos visible here that are in the document. I am going to right-click on one of them and choose Reveal in Bridge, and this highlights the photo in Bridge. What I want to see here is the photo's metadata over here on the left-hand side, because that's where I have my photo credit information. In this case, it's been added to the Description metadata field, so I can see the photo credit that I want to appear in my credits page. And to get that, I am going to first create captions in InDesign that put this metadata on the page and then style it with a particular paragraph style, and then I'll use the TOC feature to grab those credits and put them together in a credits page.
So knowing that the information I want is in the Description metadata field, I will go back to InDesign and I will choose Object > Captions > Caption Setup. And I am going to make sure that that Description metadata field is selected for my captions. And I've set up some options for position and styling my captions as well. I've used a negative offset so that they'll sit on top of the image, up a little bit from the bottom. And I've chosen the PhotoCreditLarge Paragraph Style to make the credits really visible. And I've put them on their own layer, so I can control them separately.
I'll click OK in the dialog box, and let's make one of those captions. I will select this image, right-click on it, scroll down to Captions, and choose Generate Static Caption. And there is my photo credit. I will zoom in so we can see it. So it's using the paragraph style that I set up in my Caption options. And if I look in my layers, it's on my Photo Credits layer. And if I double-click on that layer, I can see that it's not set to print. So I don't want this to appear in my final output here, but I do want this information here so I can get the page number, as well as this information, in my Credits page.
I will zoom back out, and now it's time to make the table of contents or rather, the credits list. I will go to the Layout menu and choose Table of Contents, and here's my TOC style that I've created for the photo credits. So I've added a title called Photos, and the only paragraph style that this is going to gather is that PhotoCreditLarge paragraph style, the one that I am using in all these captions. I am going to have the page numbers gathered after the entry, and I am going to run them all in to the same paragraph, so they'll be separated by a semicolon.
And most importantly, I'm including text on hidden layers, so even though that layer can be hidden with the photo credits, I will still get my credits page. I will click OK. I'll click Yes that I do want to include items that are in overset text. And my table of contents has been generated. I will go to my Pages panel and scroll down to the last page of my document, double-click, and here's my photo credits. So I put the title that I set up in the table of contents, and it gathered all the captions and styled them along with their page numbers.
In this case, I wanted some extra styling, so I set a GREP style to look for numbers and styled them blue. If you're working with long documents, there is a good chance you'll need to create lists of content. Whether or not those things actually will appear in your final output doesn't really matter; you can still build them with the Table of Contents feature. Just as long as text has been styled with paragraph styles, you can grab it and reuse it, thanks to the Table of Contents feature.
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