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Creating Long Documents with InDesign

Using section markers


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Creating Long Documents with InDesign

with Mike Rankin

Video: Using section markers

When working with long documents, you'll often have to exercise precise control over chapter and page numbering, incorporating different numbering styles and you'll want to insert things like chapter numbers and section titles automatically in running headers. Let's see how that's done. So InDesign gives you the ability to divide a document into sections and we can see where a document has been divided in the Pages panel by the presence of these little black triangles over some of the pages. If I double-click on one of those triangles, I bring up the Numbering & Section Options dialog box, or I can see the purpose of sections is to control the numbering of pages, the numbering of chapters and also to give me the ability to insert prefixes on my page numbers and section markers.
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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

Using section markers

When working with long documents, you'll often have to exercise precise control over chapter and page numbering, incorporating different numbering styles and you'll want to insert things like chapter numbers and section titles automatically in running headers. Let's see how that's done. So InDesign gives you the ability to divide a document into sections and we can see where a document has been divided in the Pages panel by the presence of these little black triangles over some of the pages. If I double-click on one of those triangles, I bring up the Numbering & Section Options dialog box, or I can see the purpose of sections is to control the numbering of pages, the numbering of chapters and also to give me the ability to insert prefixes on my page numbers and section markers.

The section prefix can be up to eight characters long and you can use this prefix to distinguish sections in the Pages panel. So, for example, in my appendix section I can see down here the page numbers start with A-. The section marker is what you use to give a name to a section, and it can be up to a hundred characters long. So in this case I have an appendix section it's called Appendix: The A-B-Z of Cheese, so I'll click OK to get out of the dialog box and let's insert a section marker. So I'll double-click on page A-2 to go to that page, and I'll press the W key on my keyboard to get back to normal view mode, and then I'll double-click in this text frame.

Then to insert the section marker I'll right-click and choose Insert Special Character > Markers > Section Marker, and there's my section marker, Appendix: The A-B-Z of Cheese. And while they're handy for creating running headers, section markers do have their flaws. First of all there's no built-in way to automate their construction. You have to type or paste in all that text into the Numbering & Section Options dialog box. Second, section markers are treated like a single character of text, and as such you can't get inside them to format anything differently.

They also can't wrap to more than one line. So if I take my Selection tool and grab the right side of this text frame and resize it. You can see that the section marker just gets compressed. It won't wrap even if I give it room to. I'll Undo. Also, you can't format the text of a section marker at the character level, so if I need to italicize a word or use any other character level formatting, I can't use a section marker, likewise, GREP styles, nested styles and things like that don't work inside section markers.

If you need that kind of mixed formatting in a running header, you might consider using a combination of several text variables strung together, since each could have its own formatting, or you might try a cross reference to a section name. If you're willing to invest in an even more powerful third-party solution, check out Power Headers at in-tools.com. Power Headers creates running headers composed of real-live text, so they can wrap and contain local formatting. Let's take a look at one. So I'll double-click on page 8 to go there, and I'll zoom in, and I'll compare a power header on top to InDesign's headers, and we can see that the power header was able to pick up the local formatting of this title here, whereas the InDesign header couldn't.

If I drag to select both frames, I can also see that the power header can wrap to multiple lines, where the InDesign header can't, and I'll Undo just to put those back. Another thing to be aware of what sections is section numbering versus absolute numbering. So right now in my Pages panel, I can see I have several numbering styles, so I have Roman Numerals for the front matter, I have my Appendix Numbering with the A- for the Appendix, and I have my regular Arabic Numbering for most of the chapter. But if I go to my InDesign preferences by choosing InDesign > Preferences > General, the very first preference is for section numbering or absolute numbering.

Now keep an eye on the Pages panel when I choose absolute numbering and click OK, see how all the page numbers changed? I no longer have my mixed numbering styles and I don't have my prefixes on my appendix. These are just the absolute position of all these pages in the document. Furthermore, InDesign is only going to recognize this kind of numbering if I try to output anything. So if I want to export a PDF of say the appendix, and I choose Command + E or Ctrl + E to Export > format PDF, and I'll just try to call it appendix, and it's going to ask me for a Page Range I just want Page A-1, so I'll type in A-1 and click OK, but InDesign won't do it.

It tells me the pages aren't valid. Well, I know they are valid, but I just have a different kind of numbering selected, so if you get this message, just cancel out and change the preference back; InDesign > Preferences > General and turn on Section Numbering again, and click OK. Now you can specify those kind of page numbers in your output. Now let's go back to Numbering & Section Options to note just one more thing. So I'll double-click on the first black triangle in the Pages panel, and this is where I want to note how you set the chapter number and style, let's look at the Document Chapter Numbering options.

First off, see how it's called Document Chapter Numbering. This is because each InDesign document can have only one chapter number. So if you have a document where several chapters are going to be in one long InDesign file, you need to number them with a different method, something like a numbered paragraph style would work. On the other hand, if you have really long chapters that are continued to cross more than one InDesign document, you can have those documents all use the same chapter number, by either setting them up manually that way or automatically with the book feature.

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