Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Using conditional text

From: Creating Long Documents with InDesign

Video: Using conditional text

Conditional text is a feature that allows you to make customized additions of a document by tagging text and then anchor graphics with conditions. Then you can show or hide conditions before you output to create the custom versions of your documents. For example, you could keep both a student and a teacher's edition of a textbook in a single file. Let's see how it works. You can find the Conditional Text panel under Window > Type & Tables > Conditional Text, and that opens this panel here. When you start out, the only condition in it is the default, Unconditional, which means that no condition has been applied.

Using conditional text

Conditional text is a feature that allows you to make customized additions of a document by tagging text and then anchor graphics with conditions. Then you can show or hide conditions before you output to create the custom versions of your documents. For example, you could keep both a student and a teacher's edition of a textbook in a single file. Let's see how it works. You can find the Conditional Text panel under Window > Type & Tables > Conditional Text, and that opens this panel here. When you start out, the only condition in it is the default, Unconditional, which means that no condition has been applied.

All the text in this document right now is unconditional. You can use the panel menu to load conditions from other documents, or you can create them from scratch by clicking on the New Condition button at the bottom of the panel. Hold down the Command or Ctrl key when you click to get a dialog box where you can name the condition and set up the appearance of the Condition Indicator, which is a visual cue that shows you which condition has been applied to text. I'll name this one Extra Cheese, and I'll leave the indicators at their defaults.

Now I'll select all the text on this spread, and I'll apply the Extra Cheese condition by clicking in the little square to the right of the eye. And if I zoom in, I can see the Condition Indicator, that blue wavy line under all this text, telling me that it's in the Extra Cheese condition. If you find the indicators distracting, you can choose Hide from the Indicator menu, or you can show them or even show and print them.

I'll leave them on Show for now. Anytime after you've created a condition, you can modify the name in the indicator just by double-clicking on it. And if you hover your cursor over the square on the right-hand side, you can tell which indicator is used by the condition. There are columns on the left where you can show and hide different conditions, so if I click on the eye, I can hide all of the text in the Extra Cheese condition, or click on it again to show it. To remove a condition from text, first select the text--so I'll select this paragraph--and then click the box next to the condition.

Now all that text is unconditional again. But for now I want it to be on the Extra Cheese condition, so I'm going to click again and zoom out, so everything on this spread is now Extra Cheese condition. Now, it's important to note that you can apply conditions only to text, not to frames. Although you can make frames containing graphics, groups, and tables conditional by anchoring them in the text. And on these two pages, the photos here are anchored graphics, so that's why they appear and disappear when I show and hide the Extra Cheese condition.

If I had several conditions, I might consider creating a conditional set to manage the visibility of multiple conditions with a single click. Down here at the bottom of the menu I see Sets, and right now I have None, but I could create a new set from the Set menu. You can give the set a name and click OK and then pick it from the Set menu. For making custom versions of documents, you can combine conditional text with Smart Text Reflow so that your document expands or contracts to fit the amount of visible text.

So to set this up, I'll go to Preferences by pressing Command+K or Ctrl+K, and I'll go to my Type menu and confirm that Smart Text Reflow is on, and Limit to Master Text Frames is turned off. And I'll also turn on Delete Empty Pages and click OK. Now I'll zoom out so I can see the last few spreads of my document. So I was on the last spread. And then I'll click the eye to hide the Extra Cheese condition that I applied to that spread.

And you can see those two pages are now hidden; they're gone from the document. So if I click back in the panel, I can show the Extra Cheese condition and the pages come back. I could also go to the Pages panel and I can see that they've been added back here too. Here are two more things to note about conditional text. First, you can also use the Book panel to synchronize which text conditions are in your documents and which ones are visible. Second, you can use Find/ Change to quickly apply conditions.

This is good because you can't automatically apply conditions as part of a paragraph or character style. And one word of caution. When combining some of InDesign's long- document features, you have to take care when using things like index markers and cross-references with conditional text. If you hide a condition containing an index marker, that term won't appear in the index. Likewise, make sure that both the source and the destination of your cross-references are in the same condition; otherwise, the cross-reference will be broken when you hide one of the conditions.

Conditional text is great, especially in combination with Smart Text Reflow, because it allows you to combine several different versions of a document in one InDesign file.

Show transcript

This video is part of

Image for Creating Long Documents with InDesign
Creating Long Documents with InDesign

59 video lessons · 15536 viewers

Mike Rankin
Author

 
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

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
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.


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.

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

Your file was successfully uploaded.

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.