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Generating an index

From: Creating Long Documents with InDesign

Video: Generating an index

Now that you've built your index with topics, references, and cross-references, let's see how to format and flow it into your document. To set up the formatting for your index, you click the Generate Index button at the bottom of the Index panel. This dialog box has two modes: a simple mode and a mode with more options. So if you don't see everything you want, just click More Options. Starting at the top, I can include a title and include a paragraph style to style that title with. I can choose whether or not to replace an existing index or to have this just be a static index.

Generating an index

Now that you've built your index with topics, references, and cross-references, let's see how to format and flow it into your document. To set up the formatting for your index, you click the Generate Index button at the bottom of the Index panel. This dialog box has two modes: a simple mode and a mode with more options. So if you don't see everything you want, just click More Options. Starting at the top, I can include a title and include a paragraph style to style that title with. I can choose whether or not to replace an existing index or to have this just be a static index.

If this document is part of an InDesign book, I can include all book documents. And I can include index entries on hidden layers or not. Next, I can choose whether or not my index entries will be nested, in which case subtopics are in their own paragraph, under the higher topics. Or you can choose Run-in, where subtopics are all run in the same paragraph and separated by a character of your choosing. That separator is specified down here in the Between Entries field. Next, you can include whether or not to include section headings for the letters A through Z in symbols, and you can also include headings for empty sections where there no index entries under them.

Next, you can specify paragraph styles applied to each level of your index, as well as paragraph styles applied to section headings and the character styles applied to page numbers, cross- references, and cross-referenced topics. InDesign creates all these paragraph styles for you, and you can edit the style definitions as you wish. Lastly, you can pick your separators. First, what should come between a topic and its page reference? You can't see it, but the default is two spaces. Then what comes between nested entries? The default is semicolon and a space.

Then for Page Ranges, the default is an en dash. Between Page Numbers, the default is a comma and a space, before a cross-reference a period and a space, and at the end of each entry, and the default here is none. There are pop-up menus to right of all these separators where you can pick special characters instead of typing them. Once you set this up all the way you want, click OK, and you get a loaded cursor with your index ready to flow into an existing frame, or you can click in your document to flow it into a new frame.

Here I have two linked frames that I am going to flow my index into. So I will just click on the first one and flow my index. If you need to change the content or the formatting of your index after you float it, that's no problem. You can just click Generate Index again to come back to the dialog box and change the Formatting Options. A couple other things to note when you're flowing in index. If you have index markers in overset text when you generate the index, you will get a dialog box asking you if you want to include overset markers in the index.

If you click Yes, the overset entry will appear in the index but without a page number. This kind of makes sense, since they don't actually appear on any page. Also, if you have index markers in hidden conditional text, their entries will not be included in the index. So, there's my index, flowed and formatted as I wanted--or very nearly so. The only things I would like to change here are things like Alice in Wonderland and The New Yorker, which are titles that I wanted to have italicized. But preserving character-level formatting like italics is not something you can do directly with the Index feature.

But there is a good workaround for this, and that's what we'll do next.

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This video is part of

Image for Creating Long Documents with InDesign
Creating Long Documents with InDesign

59 video lessons · 16454 viewers

Mike Rankin
Author

 
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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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