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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.
While you can of course enter text directly in InDesign or use an InCopy workflow, it's most likely at some point you're going to have to place a manuscript from text files like Microsoft Word or RTF. So let's take a look at the import options and the options for flowing text once we have placed it into the InDesign document. So I will start here with an empty InDesign document, and I can choose File > Place or press Command+D or Ctrl+D on the PC, to get the Place dialog box, and I can navigate to this rtf file. I can either click on Show Import Options or I can hold down the Shift key while I click on Open.
And this brings up the Import Options dialog box. In this dialog box we can choose what comes into InDesign and how it's formatted. In this top section, I can include or exclude certain kinds of text. So I can bring in TOC Text and Index Text, but these won't actually use InDesign's Index and TOC features. For footnotes and endnotes, if you bring them in, InDesign will number them according to its own numbering options and disregard the numbers that were used in Microsoft Word. Both footnotes and endnotes are placed at the end of the story.
Then I can have straight quotes or curly quotes. And in the Formatting section, the first choice is whether to remove Word styles and formatting or to preserve it. So I can remove or preserve. If I remove, I can still preserve things like bold and italics by selecting Preserve Local Overrides. If I choose to preserve my styles in formatting, I get several more options. First of all, what to do with manual page breaks: should I keep them, convert them to column breaks, or make no break at all.
I can Import Inline Graphics, although this is one to consider carefully since there's a good possibility those graphics won't be of suitable quality for print work, I can have InDesign import all the styles, including unused ones from the document, or deselect this to just import the used styles. I can preserve Track Changes. I can preserve the appearance of bullets and numbering by converting them to actual text, or I can make them into InDesign bullets and numbering which may make their appearance change. Then what should happen when a style in the InDesign document has the same name as the style in the incoming text file? If I import styles automatically, I can throw out the Word style definition, or I can redefine the InDesign style to match it, or I can rename the styles so they stay independent.
I can customize the Style Import and click on Style Mapping to set up a mapping from all the text file styles to my InDesign file styles. I can click on a style and get a menu of all the styles in the document. And finally, if I know I am going to use these same presets over and over again, I can click on Save preset and save all these settings so I can apply them with one click. And that's what I've done here. I have saved a preset called CheeseBook. So I will select that. It sets up all the options the way I want them, and I can click OK.
Now I have a loaded cursor where I can see a little bit of text that I am going to flow into the document. I can either click into an existing frame or I can click into an empty area to draw a new frame. So I will click here in my main text area, and it goes out to the margins. And I can see down at the bottom-right corner I have an overset marker, indicating that there's more text than will fit in this single frame. So I am going to undo, and I will look at another way to flow text. I will hold down the Option or Alt key and you can see the cursor change, and this is semi-autoflow text.
So I will click again, and now I still have my loaded cursor. So I can press the spacebar and go down to another page in my document, and again, I will hold Option or Alt, and I will click to flow the text, and so on. I keep that loaded cursor as long as I hold down Option or Alt while I click. I will undo a few times, go back to the first page on my document, and we will see a different option. This one is called Fixed-page autoflow. And I hold down Shift+Option or Shift+Alt on the PC, and you can see the cursor change again.
Now there is a straight down-pointing arrow, and this one will flow all the text into all the existing pages of the document, but it won't add any pages to the document. So when I click and I hold the spacebar to see my other pages, so it filled all four pages of the document. But I still have a little bit of overflow here. So I am going to undo again, go back to my first page, and this time I'm just going to hold down the Shift key. Again you can see the cursor change, and this is full autoflow text.
So this will flow all the text into this document, and it will add pages to the document if there aren't enough to accommodate all the text. So I will click and you can see it added two new pages to the document so that there's no overset text. Now that we have seen the options for bringing text into our layouts, next we'll see the options for placing images.
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