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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.
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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