New Feature: Playlist Center! Pick a topic and let our playlists guide the way—like a learning mixtape.

Start learning with our library of video tutorials taught by experts. Get started

Creating Long Documents with InDesign
Illustration by

Creating footnotes


From:

Creating Long Documents with InDesign

with Mike Rankin

Video: Creating footnotes

InDesign allows you to create footnotes or to import them from Microsoft Word documents; however, if you need anything other than a basic footnote, you might need a little help from some third-party tools. So let's start with the basics of creating footnotes. Footnotes in InDesign are either imported with text from Microsoft Word or an RTF document or you make them from scratch. To make a footnote from scratch, the first thing to do is to go to Type and choose Document Footnote Options. These options will apply to all the footnotes in the document. While it will be great to have something like a footnote style you could apply on a case-by-case basis, that doesn't exist in InDesign.
Expand all | Collapse all
  1. 10m 48s
    1. Welcome
      54s
    2. Using the exercise files and scripts
      1m 51s
    3. Long-document workflow overview
      4m 20s
    4. Analyzing the planned output
      3m 43s
  2. 34m 7s
    1. Using master pages
      9m 34s
    2. Using layers
      7m 23s
    3. Using text variables
      6m 42s
    4. Using section markers
      5m 44s
    5. Synchronizing text
      4m 44s
  3. 26m 16s
    1. Using InDesign templates
      7m 10s
    2. Setting up preferences
      3m 27s
    3. Using Word templates
      5m 50s
    4. InCopy workflows
      5m 17s
    5. Creating a production manual
      4m 32s
  4. 40m 2s
    1. Using Based On styles
      6m 14s
    2. Using nested styles
      5m 56s
    3. Using Next Style
      3m 39s
    4. Using GREP styles
      6m 17s
    5. Using object styles
      2m 48s
    6. Using table and cell styles
      5m 8s
    7. Using swatches
      5m 33s
    8. Using Quick Apply
      4m 27s
  5. 37m 57s
    1. Placing text
      4m 57s
    2. Placing images
      3m 41s
    3. Creating metadata captions
      4m 3s
    4. Using Mini Bridge
      4m 38s
    5. Using libraries and snippets
      6m 4s
    6. Using GREP Find/Change
      5m 5s
    7. Find/Change tips
      5m 21s
    8. Using Layout Adjustment
      4m 8s
  6. 15m 53s
    1. Using Notes
      4m 7s
    2. Tracking changes
      4m 36s
    3. Using CS Review
      7m 10s
  7. 34m 43s
    1. Creating tables of contents
      7m 9s
    2. Alternative uses for the TOC feature
      4m 9s
    3. Creating cross-references
      6m 8s
    4. Creating footnotes
      6m 31s
    5. Importing footnotes
      6m 47s
    6. Creating endnotes
      3m 59s
  8. 33m 50s
    1. Scoping out the index
      2m 19s
    2. Creating index topics and references
      9m 29s
    3. Creating index cross-references
      3m 1s
    4. Creating index references with Find/Change
      3m 31s
    5. Generating an index
      3m 35s
    6. Preserving formatting in an index
      5m 13s
    7. Using third-party indexing tools
      6m 42s
  9. 26m 44s
    1. Using InDesign book files
      4m 37s
    2. Numbering book documents
      5m 46s
    3. Synchronizing book documents
      7m 5s
    4. Preflighting book documents
      3m 49s
    5. Outputting book documents
      5m 27s
  10. 12m 54s
    1. Using conditional text
      5m 1s
    2. Using Smart Text Reflow
      4m 3s
    3. Using object styles for customization
      3m 50s
  11. 25m 17s
    1. Preflighting documents
      6m 56s
    2. Exporting to print PDF
      5m 26s
    3. Exporting to interactive PDF
      5m 36s
    4. Archiving a project
      7m 19s
  12. 48s
    1. Goodbye
      48s

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
please wait ...
Creating Long Documents with InDesign
4h 59m Intermediate Jan 13, 2012

Viewers: in countries Watching now:

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.

Topics include:
  • Using text variables
  • Creating templates for InDesign, InCopy, and Word
  • Employing nested styles
  • Creating GREP styles
  • Managing color with swatches
  • Building page elements with libraries and snippets
  • Performing GREP find/changes
  • Using InCopy workflows
  • Tracking changes
  • Adding footnotes and indexes
  • Using InDesign book files
  • Versioning documents with conditional text or object styles
  • Preflighting documents
  • Archiving a project
  • Finding and installing useful scripts and plug-ins for frequent challenges
Subject:
Design
Software:
InCopy InDesign
Author:
Mike Rankin

Creating footnotes

InDesign allows you to create footnotes or to import them from Microsoft Word documents; however, if you need anything other than a basic footnote, you might need a little help from some third-party tools. So let's start with the basics of creating footnotes. Footnotes in InDesign are either imported with text from Microsoft Word or an RTF document or you make them from scratch. To make a footnote from scratch, the first thing to do is to go to Type and choose Document Footnote Options. These options will apply to all the footnotes in the document. While it will be great to have something like a footnote style you could apply on a case-by-case basis, that doesn't exist in InDesign.

You can have different styles of formatting for footnotes in different parts of your document. So there are two parts to this dialog box. In the first part, we have options for numbering and formatting our footnotes. You can choose a numbering style, like Arabic or Roman, or different kinds of symbols or letters. You can choose Restart Numbering on every Page, Spread, or Section. You can also have prefixes and suffixes around the Footnote Reference, the Footnote Text, or both.

In this case, I have a prefix of an open parenthesis and a suffix of a close parenthesis. And you can also pick from the pop-up menu on the right a Hair Space or a Thin Space. In fact, you can see these parentheses around the footnote references in this document. In the Formatting options you can set the Reference Number to automatically apply superscript, subscript, or regular text, and you can apply a specific character style if you want to. For Footnote Formatting, you can specify a paragraph style.

Here, I've set up a FootnoteText Paragraph Style and a Separator, and in this case, I have a period and a space. But there is also a pop-up menu if you want to pick something like a tab or an em space, or en space. And here you can see the separator in my footnotes with a period and a space coming before the footnote text. In the layout part of the dialog box, I start out with Spacing Options. So I can have the minimum space before the first footnote; so from the baseline of the text to the first footnote. I can also set spacing in between each footnote, and I can decide where the first baseline in the footnote area begins.

Should it be Fixed, x Height, Leading, Cap Height, or Ascent? All the same options I have for a regular text frame, and I can set a minimum value as well. I have options for where to place a footnote at the end of a story. So if the text doesn't go all the way to the bottom of a frame, should footnotes go to the bottom of the frame, or should they go right under the text? If I select to the bottom of text, they'll stay wherever the text ends. Otherwise, they'll go to the bottom of the frame. Then what should happen if a footnote doesn't fit in the available space? Should I allow it to be split to the next column or frame? And lastly, I have options for adding a rule above, either the first footnote in a column or for split footnotes.

That's where this rule comes from. So I know my document footnote options are set up the way I want them to be, and I'm ready to insert another footnote. So I will just click OK in the dialog box, I will click in my text frame where I want the reference to be, and I will go to Type > Insert Footnote. So right away, I see the new reference number, and it falls in line right after the old reference number. So my new footnote is number 4. And my text cursor goes right away down to the footnote area, and I can just start typing my footnote text.

Also, the Story Editor is a convenient place to work with footnotes because they appear next to their reference numbers. If I press Command+Y or Ctrl+Y to open the Story Editor, I can see these footnotes, right in context with their reference numbers. You can click and drag if you want to select and move a footnote, and it selects both the reference and the footnote text itself, or you can single-click to collapse or expand a footnote. You can also right-click on a footnote and choose Collapse or Expand All Footnotes in the Story Editor.

I will close the Story Editor and I will switch to a different document. Now, when it comes to working with footnotes, unfortunately, it might not take long for you to run up against some limitations of the feature. One that you might quickly stumble across is the fact that unless they come at the end of a story, footnotes always go at the bottom of a text frame, which means if you want them at the bottom of the page, the text frame needs to go to the bottom of the page. Other limitations of footnotes include the fact that Text Wrap does not affect them. So in my original document, if I zoom out and I select the art, this photo has Text Wrap applied to it to force all the text away from it.

If I drag it down, you can see my body text jump out of the way, but the footnote text ignores the text wrap. So you will have to find another way of moving that footnote text out of the way. And footnotes don't always work well with the Span and Split Paragraphs feature. Spans and Splits allow you to mix column layouts within a single text frame, but if you want footnotes to span across multiple columns, you're out of luck. Here, I'll look in this document where I have some footnotes and everything is in a single-column layout right now, But if I were to select this text and go to the Control panel menu and choose Span Columns, and I'll change the layout from a Single Column to Split Columns, and click OK, and you can see that two potentially undesirable things happened: first, the footnote associated with this text jumped from the bottom of the page right up under the split text, and second, there's no way to get this footnote to span across the columns; it's always going to be in the same column width as where its footnote reference is.

Even setting the footnote paragraph style to Span Columns won't work because the footnote sits in its own little frame beneath the regular text frame. Fortunately, there are some free scripts that will help you deal with footnote problems. A few of them are written by noted InDesign scripter Peter Kahrel and you can find them on his web site. If you work a lot with footnotes, definitely check out Peter's web site. In addition to solving problems with footnotes and spans and splits, Peter has scripts to make inline footnotes or several footnotes to run together in the same line, and for creating side notes, or margin notes, that appear alongside the referring text, instead of underneath it.

Now that we've seen how InDesign's Footnote options work, let's apply those options to some footnotes that come in with other manuscript from Microsoft Word.

There are currently no FAQs about Creating Long Documents with InDesign.

 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

join now Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Creating Long Documents with InDesign.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Notes cannot be added for locked videos.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.