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Creating Long Documents with InDesign

Synchronizing book documents


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Creating Long Documents with InDesign

with Mike Rankin

Video: Synchronizing book documents

When you're working with long documents you will often spend a lot of time and effort making sure things are consistent and to spec across all the files in your project. You can take a lot of the effort out of making styles, swatches, and other document settings consistent by synchronizing them via the Book panel. The first thing to know about synchronizing documents in the Book panel is that one document is designated as the master document or the style source. In this book it's the Cheese_01 document here, and I can see that it's the style source by the icon on the left-hand side. You can broadcast this document's styles and other settings into all of the other documents in the book, or just specific ones.
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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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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

Synchronizing book documents

When you're working with long documents you will often spend a lot of time and effort making sure things are consistent and to spec across all the files in your project. You can take a lot of the effort out of making styles, swatches, and other document settings consistent by synchronizing them via the Book panel. The first thing to know about synchronizing documents in the Book panel is that one document is designated as the master document or the style source. In this book it's the Cheese_01 document here, and I can see that it's the style source by the icon on the left-hand side. You can broadcast this document's styles and other settings into all of the other documents in the book, or just specific ones.

You can have only one style source at a time in a book, but you can easily change which document is the style source. You just click in this column to change it. Now Cheese_03 would be the style source for the book. It's almost too easy to change the style source, and there's no way to lock it to one document. There's also no way to undo a synchronization. So before you sync, just double- check and make sure this icon is next to the right document. I am going to put it back at Cheese_01. So you can select individual documents to synchronize by clicking on them. So right now I would sync Cheese_01 with Cheese_03. Or I could Shift+Click to select a range or Command+Click or Ctrl+Click to select individual documents to sync.

You can select all documents by selecting none of them. So if I click down in this empty area at the bottom of the panel to select no documents, now everything in the book will be synced to Cheese_01. So what can you sync? You can see all the things you can synchronize across a book by going to the panel menu and choosing Synchronize Options. Or even easier, you can just Option+Click or Alt+Click on the Synchronize button. Now one thing I should mention is this button will be grayed out if you just have the style source document selected. So that's why that's grayed out right now.

A document can't synchronize with itself. So I am going to click in the empty area so nothing is selected, and then I will hold Option or Alt and click on the Synchronize button, and now I get my Synchronize Options. So I have two sets of things I can synchronize, and I can show or hide them with these triangles on the left. By default, everything is selected to be synchronized, except for Master Pages. I can deselect individual items if I don't want them to be synchronized across documents. One thing you might notice that's conspicuously absent here is layers.

The way you can force layers to sync is by selecting Master Pages and make sure that you have something from each layer you want to sync on a master page. It can be just a frame with no stroke and no fill, but as long as it's on that layer and on a master page, it will sync with the other documents in the book. What you don't have though is the ability to sync the visibility of layers throughout a book. In the movie on layers in this series I show a free script that can sync the visibility of layers. So when I am done setting my options, very handily there is a Synchronize button right here in the dialog box, so I can set options and synchronize all in one motion.

Underneath all the choices, there is this item called Smart Match Style Groups. Selecting this option will make sure that all your styles are in the same style groups as they are in the master document. For example, I will just cancel out of here for a second. And in my master document I have a set of appendix styles that are in an appendix style group, and in my Cheese_02 document my appendix styles aren't in any style group. They're just sitting loose inside the Paragraph Styles panel. So I am going to bring up my Synchronization Options.

I am going to have Smart Match Style Group selected. And Cheese_01 is my style source and I'll click on Synchronize. I'll click OK, and now if I scroll down, I'll see I have an Appendix style group and inside that, all my appendix styles. So now Cheese_02 has the same setup in this Paragraph Styles panel as Cheese_01.

So it's worth talking about what exactly happens during a sync. Since we have a master document or a style source, this is a one-way synchronization. So it's quite possible to have styles and swatches in your other documents that are not in the master document. InDesign won't delete anything when you sync. For example, in Chapter 3, if I open that document, I will see that I have a bogus paragraph style 1, and that's not in my style source document anywhere. So I can look through my Paragraph Styles panel and there is no paragraph style 1 in the style source, but it is in Cheese_03.

So InDesign wouldn't delete this when I went and synchronized the book. The way syncing works is if a style isn't in a document being synced, InDesign will add it. If there is a style in a document with the same name as the style source, but a different definition, the definition will be changed to match the style source. But styles that are not in the style source are just ignored. And this ignoring means you really have to watch out when you rename document resources like styles. If you rename a style in a style source document, InDesign just isn't smart enough to realize that it's the same style but with a different name.

So the next time you synchronize documents, instead of broadcasting the name change throughout the book, it'll add a new style to all the other documents, and it will leave the text in those documents still styled with the other style with the original name. For example, I'll go to Cheese_01 and in my lists I have LT100, and that's this style right here, this heading, set in red text. If I look in Cheese_02, I have the same style, LT100. I will go back to my style source, I'll right-click on LT100 and edit its name, and I'll also edit the character color. So I'll make it use dark cyan instead.

So now I have changed this definition, and I have changed the name. Now let's select both Cheese_01 and Cheese_02 and synchronize those two documents. I will click OK, I'll look at Cheese_02, and look what happened. It didn't synchronize that heading anymore. It's still using LT100 without the underscore, and it added LT100 as a separate style. So I've basically broken the synchronization for this style now, by renaming it in my style source.

So now unless I change the name in the style source back to what it was, I am going to have this problem. I am going to have to fix it with a Find/Change or something else like that. And it's the same for swatches, lists, or anything else that you name and synchronize in books, so be very cautious about this. If you're going to work with book documents, nail down the names of all your styles, swatches, lists, and variables before you do your first synchronization. So to sum up, the convenience and speed of synchronizing document settings is one of the best reasons to use InDesign books, but just be aware of renaming styles and the like after you've started working with book documents, or you may break your ability to sync them.

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