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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.
There are a lot of things that can cause you trouble when you're building an index. One of them is how to consolidate several variations of a word into one index entry. The trick here is to use Find/ Change to do the hard part for you. In this document, I have a few variations on the word Cheddar. Sometimes it's capitalized, sometimes it's lowercase, sometimes it's singular, other times it's plural, and I don't really want to distinguish between all these variations in my index; I just want one index entry for Cheddar and have all the page references grouped into that.
The quickest way to do this is to use Find/Change to find all the variations of the word and place copies of the same index marker before each word. So if I look at the story in the Story Editor by pressing Command+Y or Ctrl+Y, I can see that there's an index marker that's already been set here, right before the word Cheddar. If I double-click on it in the Index panel, I can see that it's going to come out in the index with a capital C, and the type of the page reference isn't till the next use of a style, so until the next use of the chapter 1 head.
This is how I want all my references for Cheddar to come out, with capital C and the page range until the next chapter head. So with that in mind, I am going to copy this index marker to my clipboard by pressing Command+C or Ctrl+C and close the Story Editor. Now, I am going to press Command or Ctrl+F to bring up the Find/Change dialog box. And what am I looking for? I am looking for the different variations on the word Cheddar. A good way to find wildcard variations is to use GREP. So I want both upper and lowercase C. So for that in GREP, I need to use a character class.
A character class is set off by square braces, and inside those braces, I'll put both the lowercase c and the uppercase C, followed by heddar. Then I need an S, but I don't always need it. It might be there. It might not. So, that, I can pick from the Special Character menu. Repeat > Zero or One Time. So zero or one S, uppercase and lowercase, singular or plural.
Now, change to what? I'll choose from the pop-up menu Other > Clipboard Contents, Unformatted, and this is going to be the index marker. Next, again, I'll choose from the menu Found > Found Text. So find all the variations of Cheddar, place the index marker, and then replace whatever you found when you looked for the Cheddars. So let's click on Change All, and you can see all those index markers getting placed throughout the document wherever the different variations of cheddars are.
I'll click OK, I'll click Done, and now I can see in the Index panel all the new markers. I can update the preview and I can see there are a whole bunch of them, but don't worry. These won't all come out as separate index entries; they will be grouped together like this, into one range of 19 through 20. If I zoom back out and scroll up to my story and click in it, I'll press Command+Y or Ctrl+Y again, and I can see some of these index markers that got placed.
Here is another one with lowercase singular, here is lowercase plural, and so on. So now I have all my variations of Cheddar that will appear under one index entry, courtesy of Find/Change.
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