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

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

Creating Long Documents with InDesign
Illustration by

Importing footnotes


From:

Creating Long Documents with InDesign

with Mike Rankin

Video: Importing footnotes

Now that we've seen how to control footnote formatting and construction in InDesign, and some of the limitations with footnotes, let's see how we can bring in footnotes and endnotes with Microsoft Word manuscript. The scenario here is that we have two Microsoft Word documents: one has footnotes and the other has endnotes. I want the Microsoft Word footnotes to end up as dynamic InDesign footnotes, and I want the Microsoft Word endnotes to end up somehow as dynamic endnotes, even though officially InDesign doesn't have an endnotes feature. So for the endnotes, I am going to need a little extra help from a script.
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

Importing footnotes

Now that we've seen how to control footnote formatting and construction in InDesign, and some of the limitations with footnotes, let's see how we can bring in footnotes and endnotes with Microsoft Word manuscript. The scenario here is that we have two Microsoft Word documents: one has footnotes and the other has endnotes. I want the Microsoft Word footnotes to end up as dynamic InDesign footnotes, and I want the Microsoft Word endnotes to end up somehow as dynamic endnotes, even though officially InDesign doesn't have an endnotes feature. So for the endnotes, I am going to need a little extra help from a script.

But first, let's tackle the footnotes. So here in Word, I have a simple document with some paragraph styled in body text, and occasionally there are footnote references. And down at the bottom of the page, there are the footnotes that are styled in a paragraph style called footnote text. Over in InDesign, I created a footnote receiver document, and let's look at the Footnote Options. I will choose Type > Document Footnote Options. So I have set the Character Style footnote reference and the Paragraph Style footnote text to match the styles in that Microsoft Word document.

In the Layout Options, I have added a 1-pica minimum space before the first footnote, and I don't want any rule above my footnotes. Okay, so let's place that Microsoft Word document and see what we get. I will press Command+D or Ctrl+D to get the Place dialog box, and I will navigate to my Microsoft Word document. Footnotes.rtf. I will hold down the Shift key and click Open to show my Import Options. I want to see my Import Options because I want to make sure that these options are checked: Include Footnotes and Include Endnotes.

I am also going to preserve styles and formatting in text and tables. I am going to import styles automatically and use InDesign's definitions for both paragraph and character styles. I will click OK and now I have a loaded cursor. On the first page of my document, I will hold the Shift key down and then click, and this will auto-flow the text and create as many pages as it needs to to fit all the text. Now I can see my footnotes at the bottom of the page, and I can see the footnote references, and the character style applies this little yellow highlighting, just to make them more visible.

And to confirm that they really are dynamic, let's enter in another footnote. I will click after this sentence and choose Type > Insert Footnote. It took on the right number, the renumbering of this footnote happened, and it took its place in between the first and second footnote. Now let's see how to bring in Word's endnotes. I will go back to Word and switch to my endnote document. And here I am on the last page of my document, and I have all my endnotes for this whole document.

The same body text style is applied to the main text, and the endnotes are set in the paragraph style called Endnote Text. Now, back to InDesign, and I set up an Endnote Receiver document. This file has a character style called endnote reference, to match the one in Word. It has paragraph styles for BodyText, endnote text, and another one called endnote text_numbered that's going to come in handy when we run a script later.

When you bring in Word's endnotes, they become static text with no connection between the reference numbers and the endnotes. Fortunately, noted InDesign scripter Peter Kahrel has written a script that you can download from his web site that creates dynamic endnotes using InDesign's Cross-References feature. But first, we have to bring in those endnotes from Word. So I will press Command+D or Ctrl+D to bring up the Place dialog box. I will select my Endnotes document. I will hold down the Shift key and click on Open again. I get my Import Options, and I can just confirm that endnotes are going to come in with this manuscript.

Again, I am going to preserve styles and formatting, import styles automatically, and use InDesign's definitions, and click OK. I will hold down the Shift key again to auto-flow my text. InDesign will create as many pages as it needs to to flow all the text, and I can see that in my Pages panel. This document is now nine pages long. Here are my references 1, 2, 3 and if I go to the last page of the document, I can see the endnotes.

But unfortunately, they aren't dynamic endnotes at all; they're just plain text right now. The one thing that InDesign did that's helpful is it applied the paragraph style endnote text. So if I select the endnotes and go to my paragraph styles, I can confirm that these are set in endnote text. And actually, I want to select them and remove any overrides. I am going to run a script that's going to convert these to dynamic endnotes, and I don't want the script to have any trouble finding this text. I will click out of the text frame and go to my Scripts panel and scroll down to find the script.

It's called end_to_end. I will double-click to run it, and in the dialog box, I pick a Character style: endnote reference. This is the character style that was applied to the reference numbers in the body text. Then I will pick a Paragraph style: endnote text. This is the paragraph style that's applied to the endnotes right now. And I will click OK. The script went through the document and looked for the number styled with that character style and matched them up with paragraphs styled with the paragraph style, and it connected those two points with a cross-reference.

The paragraph was the destination and the reference number was the source. Let's check that out. Cross-references are maintained in the Hyperlinks panel, so let's open that, by choosing Window > Interactive > Hyperlinks. And I can see three new cross-references have been added here. If I select one, I can go to the source, which is the reference number, or I can go to the destination, which is the endnote itself. And if I look at my Paragraph Styles panel, I can see that these paragraphs are now styled with endnote text_numbered, a numbered paragraph style which is creating this numbering here on the left.

That's why I needed that paragraph style before I ran the script. So there you have it, Word footnotes and endnotes placed into InDesign as dynamic-linked footnotes and endnotes. In the next movie, we'll take a step-by- step look at that technique of creating endnotes with cross-references, we'll create some endnotes from scratch without the help of a script, and then we'll use another cool script that uses the same method to convert footnotes to live endnotes.

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.