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Creating Long Documents with InDesign
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Creating index references with Find/Change


From:

Creating Long Documents with InDesign

with Mike Rankin

Video: Creating index references with Find/Change

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.
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  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

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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 index references with Find/Change

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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