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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 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.
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