IntroductionWelcome and how to use the exercise files| 00:00 | Welcome to InDesign Long Documents. My name is
Nigel French, your instructor for these movies.
| | 00:06 | This is not a beginning title, so you need to be pretty
much up to scratch working with InDesign. If you're not,
| | 00:12 | I recommend that you check out the
existing titles on the lynda.com library.
| | 00:17 | and in fact I recommend that you check
them out anyway. They are all very good.
| | 00:21 | Now regardless of the length of your
document, I hope that you are going to find
| | 00:25 | some really useful techniques for speeding
up your workflow in these movies.
| | 00:31 | If you are a premium member of the lynda.com Online Training Library
or if you are watching this tutorial on a disk then you have access to
| | 00:38 | the exercise files used throughout.
| | 00:41 | Let me just explain a little bit about where they are.
| | 00:44 | They are in folder called Exercise Files, Here they are and this is
how they are arranged and you will see also that I have on my Desktop
| | 00:53 | this folder, Scripts Panel alias.
| | 00:56 | And I'll be referring to that and explaining what
that is all about in the upcoming overview movie.
| | 01:03 | If you're a monthly or annual subscriber to lynda.com,
then you will not have access to these exercise files,
| | 01:10 | but nevertheless,
| | 01:12 | you can follow along and use your own files
and just substitute those on an as needed basis.
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1 . Getting StartedLong document overview| 00:00 | Welcome to InDesign CS3 Long Documents overview. In this
movie I am going to be talking about some of the things
| | 00:06 | that we will be exploring throughout the movies in this title.
| | 00:11 | Firstly, the title begs the question, what is a long document?
| | 00:15 | For the purpose of these movies I'm going
to give the broadest answer possible.
| | 00:19 | It's anything that involves a document
of more than a just a few pages.
| | 00:24 | Regardless of the length of your document, but more so
when you all are working with particularly long documents,
| | 00:30 | using InDesign's global formatting features
is going to save you loads and loads of time.
| | 00:37 | So the first thing that is going to come out is that
| | 00:40 | we want to think globally and we also want to act globally
as well, taking advantage of things like Paragraphs, Styles,
| | 00:49 | Character Styles, Table and Cell Styles, Object Styles
| | 00:53 | and all these other global formatting
features that InDesign offers us.
| | 00:58 | Secondly, InDesign was designed to be customizable and extensible
and this is one of the reasons for it's great success.
| | 01:07 | You can really make InDesign your own.
| | 01:10 | You can download Templates from the Adobe website,
you can add plug-ins to make InDesign do things
| | 01:17 | that it otherwise is unable to do, very specific tasks
that may be just the thing that you happen to need to do.
| | 01:24 | And you can also download Scripts, many of them free,
| | 01:29 | that will allow you to automate repetitive
tasks and really speed up your workflow.
| | 01:36 | Thirdly, because no application is in island, to get the most
from InDesign where you're going to see how we can use InDesign
| | 01:44 | with applications such as Bridge, Illustrator,
Photoshop, Acrobat, Word, Dreamweaver and FileMaker Pro.
| | 01:52 | You don't need to be an expert in these programs.
| | 01:55 | Perhaps you don't even have these programs but watching these
movies will give you an appreciation of how you can expand
| | 02:02 | the scope of InDesign by combining it with other applications.
| | 02:07 | So let's get started.
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| Scripts and resources| 00:00 | This movie is just an orientation to working with some of
the scripts that we will be using throughout this title.
| | 00:05 | If you are working on a Mac, you can use AppleScript scripts,
on Windows, VBScript, but JavaScripts are cross-platform.
| | 00:15 | So wherever possible we are going to be using
scripts that have been written in JavaScript.
| | 00:20 | So the first question is where do these scripts come from?
| | 00:24 | Now we could if we were brave and we
knew about scripting right our own.
| | 00:28 | I'm not especially brave and I don't really
know anything about scripting beyond the basics.
| | 00:33 | So we are not going to be doing that but we are
going to be downloading or I'm going to point you
| | 00:38 | to where you can download some very useful
scripts that some wonderful, kind-hearted people
| | 00:44 | out there have created and made available for our use.
| | 00:49 | Here are some of the websites where you can get scripts from.
| | 00:54 | I'm just going to go and take a look at the Adobe Exchange
website and here if I - I'm at the Adobe Exchange beta site.
| | 01:04 | I can click on InDesign and there we have a list of
available not only scripts but also templates and tutorials
| | 01:15 | and most of them are free, some of
them cost but most of them are free.
| | 01:21 | There are very, very specific, but if that specific thing is
something that you want to do, these scripts can be heaven sent.
| | 01:29 | Now, when you download a script, where do you put them?
| | 01:33 | Well, there are a couple of places that
you can put them and they will work.
| | 01:36 | But the easiest place is to put them in the InDesign
folder in the Scripts folder, in the Scripts panel folder.
| | 01:46 | So let's just take a look what I mean by that.
| | 01:49 | On my Desktop, I'm going to double click on my hard
drive icon and then I'm going to go to Applications
| | 01:57 | and to my InDesign CS3 folder, to my
Script folder and my Scripts panel folder.
| | 02:04 | Now that's where I want to my scripts to go.
| | 02:07 | If you are going to be working with a lot of scripts,
it can make sense to make an alias or a shortcut
| | 02:15 | to this folder and that's what I'm going to do here.
| | 02:17 | In fact that's what I have done right there by
coming to the File menu and choosing Make Alias
| | 02:23 | and then dragging that alias on to the Desktop.
| | 02:26 | Then when I download a script I can
just drag the script into that folder.
| | 02:33 | Once a script has been installed where you will find it is under
the Window menu, on the Automation flyout, in the Scripts panel.
| | 02:47 | InDesign comes with many wonderful sample
scripts and they are in the Samples folder.
| | 02:55 | Scripts that I have added are going
to be outside of the Samples folder.
| | 02:59 | But depending on exactly where you put
your scripts they may be in the User folder.
| | 03:04 | In my case they are at the first
level of the Scripts panel folder.
| | 03:11 | To run a script, and I'm just going to draw a rectangle
right there and I'm going to use this one, AddGuides,
| | 03:20 | to add some guides around this selected item.
| | 03:24 | To run a script you simply double click on it and depending on
the script itself you may get a dialog box giving you options
| | 03:32 | or it may just perform the thing that it does and
in that case we get guides around that object.
| | 03:39 | Now, of course, we can't always be sure
of where these scripts have come from,
| | 03:44 | how safe they are to use.
| | 03:46 | So this is in some ways a disclaimer that you need
to tread warily at least at first with scripts
| | 03:54 | and because any script may perform a series of steps that could
be a very long series of steps, it may not always be possible
| | 04:04 | to undo to the point where you were before you ran the
script, if you don't like what the script gave you.
| | 04:12 | So in that case to be safe always make sure that
you save your document before you run the script,
| | 04:20 | then should things go wrong, you can revert to your last save.
| | 04:24 | One other thing and that is that with the advent of CS3,
scripts that were written for InDesign CS and CS2 no longer work.
| | 04:36 | There is a workaround that will allow us to
use older non-compatible CS3 scripts in CS3
| | 04:43 | and this is the workaround and it works most of the time.
| | 04:49 | In the aforementioned Scripts panel we want to
make a folder called Version 4.0 Scripts- make sure
| | 04:57 | that that's exactly what it's called- and put all of your
older scripts into that folder and hopefully they should work,
| | 05:06 | but do make sure that you save your
document before you run the script.
| | 05:10 | That's it for our overview.
| | 05:11 | Let's roll up our sleeves and get working with InDesign.
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2. Planning Your ProjectWorking with templates| 00:00 | Let's talk about working with templates and how you might
leverage the power of templates to speed up your workflow.
| | 00:08 | I'm in a document called realworldtravel and this
is in the Travel Brochure folder and this layout
| | 00:17 | that I have here is essentially going to serve as the
blueprint for all of the different travel itineraries
| | 00:24 | for this fictional travel company and if I just take a
spin through I've got various other itineraries planned,
| | 00:32 | different regions and the text has been poured in and
roughly styled but only this one has actually been designed
| | 00:41 | and this design is what I want to
carry through to the other countries.
| | 00:45 | So I just want to talk about the elements that I'm
including in the template and this is a very personal thing.
| | 00:52 | People do this in very different ways.
| | 00:54 | I might myself do it in a different way
depending on how I wake up in the morning.
| | 00:59 | But these are some things to consider when making a template.
| | 01:03 | So firstly, we want to be working with a grid.
| | 01:06 | I'm going to turn on my guides by pressing W to go to my
Normal View mode and we see that I have a baseline grid set up
| | 01:13 | and furthermore the text is locking to that baseline grid.
| | 01:20 | Now the baseline grid is going to help me
achieve a much more ordered look to my document
| | 01:26 | which if that's what you want then it's
a hard thing to achieve without the grid.
| | 01:31 | It's going to mean that the baselines of our columns align
across columns and it's also going to determine a base increment,
| | 01:38 | which is used to space the different elements.
| | 01:41 | You'll see that the spacing between the columns, the spacing
between the pictures is all based upon the grid increment.
| | 01:49 | So it kind of takes the guesswork
of positioning items on the page
| | 01:54 | and to set up my baseline grid I went to my Grids, Preferences.
| | 02:00 | Now if you're working on a Windows machine that's
going to be under the Edit menu, Preferences.
| | 02:05 | So, that's one preference and since we're
going to be going to Preferences anyway
| | 02:09 | and that's another aspect of what
we want to consider in our template.
| | 02:13 | Let's go to Preferences right now and we'll just
take a spin through and I will mention the things
| | 02:19 | that I think you might want to consider changing.
| | 02:22 | In General Preferences they can all stay as they are.
| | 02:25 | Interface, no need to change any of those.
| | 02:28 | Likewise, with Type, Advanced Type,
yep, fine. Nothing to change there.
| | 02:35 | Units & Increments. Now here, I do
recommend you make some changes.
| | 02:39 | I find that the default Cursor Key Increment is a bit too coarse.
| | 02:45 | This is the distance that any item moves
when you nudge it with your cursor arrow.
| | 02:49 | So I like to reduce that.
| | 02:51 | Now if I do want to go in large increments I can
always hold down the Shift key to move things.
| | 02:57 | So I'm making mine a one-quarter point.
| | 03:01 | Likewise with Leading and Size and with Baseline Shift, although
I frankly rarely use the keyboard shortcut for Baseline Shift.
| | 03:11 | But Size and Leading, these are the increments in which you
step up or down when you use the keyboard shortcuts to increase
| | 03:19 | or decrease your point size or increase or
decrease your Leading and the default setting is 2
| | 03:26 | and I just think that's a bit too much so I change that to one.
| | 03:29 | Now most important of all, the Kerning
setting, which also applies to Tracking.
| | 03:33 | Kerning, the space between a pair of characters.
| | 03:36 | Tracking, the space across a range of characters.
| | 03:39 | The factory default is 20, which is much too much.
| | 03:43 | I've taken it all the way down to the lowest increment, which
is 1, which perhaps is getting a little bit obsessive about it,
| | 03:49 | but you can always go in large increments by using modify keys.
| | 03:55 | So when I use the keyboard shortcut
Alt+Left Arrow or Alt+Right Arrow to decrease
| | 04:02 | or increase my tracking or kerning, I go in 1/1000 of an em.
| | 04:07 | If I want to go in increments of 5/1000 of an em,
I hold down the Ctrl or the Apple key with that.
| | 04:15 | So that's Ctrl or Apple + Alt or
Option + Left Arrow or Right Arrow.
| | 04:21 | Then we come onto the grids, which is where we kind
of came into this and I find that the default color
| | 04:27 | of blue is a bit too distracting so I change that.
| | 04:30 | I make is relative to the top margin, so that's where it
starts and crucially I set the increment to my leading value,
| | 04:38 | which is 12 points. And my View Threshold
is going to vary from machine to machine
| | 04:43 | but I like to make it correspond with my Fit in Window view size.
| | 04:48 | The View Threshold is the size at which the
grid becomes visible when you have it turned on.
| | 04:54 | Grids in Back, I have that unchecked because I like to see my
grids. I find them very useful for spacing and sizing elements.
| | 05:03 | I forgot to mention in Units & Increments,
| | 05:05 | I'm using points. Since I've got my grid in points, since my type
size, my leading, my space between paragraphs is all in points,
| | 05:13 | it makes sense for my rulers to also be in points.
| | 05:17 | Although arguably I could have my Vertical ruler also set to
a custom value of 12 points, the increment of my leading grid.
| | 05:28 | Moving on through the Preferences, other
things that we might want to consider-
| | 05:33 | because everything is going to derive
from this template document,
| | 05:36 | it makes sense to invest a bit of time in setting this up.
| | 05:40 | Nothing to change there, Here is one we might want to
consider, Dictionary. Merge User Dictionary into Document.
| | 05:48 | I'm going to check that.
| | 05:50 | If you are making hyphenation exceptions and you're
also adding your own words to your custom dictionary,
| | 05:58 | it's a good idea for your user dictionary
to be merged into the document
| | 06:01 | so that should you send your document elsewhere, your
text won't re-flow when it is composed on another machine
| | 06:09 | that won't have, unless you do this,
your particular user dictionary.
| | 06:13 | So just as a cautionary measure let's do that.
| | 06:16 | Nothing to do there.
| | 06:17 | That can all stay as it is.
| | 06:19 | My Story Editor. I think Letter Gothic which is the
default font that is used is a little bit hard to read,
| | 06:25 | so I have changed that to Verdana.
I think that's a little bit more readable.
| | 06:29 | Display Performance on my Vector Graphics. This is just the
way things look on screen and for Vector Graphics having them
| | 06:37 | as a proxy can sometimes render them a bit unreadable. Rather than
make everything high resolution, which can potentially slow me
| | 06:46 | down especially with a graphic-rich document like this,
| | 06:49 | I've just changed that for Vector Graphics.
| | 06:52 | Appearance of Black. I've changed
this to Display All Blacks Accurately.
| | 06:58 | That way I'm not setting myself up for any kind of disappointment
when I see my blacks on screen displayed as rich black,
| | 07:06 | but when I output them and I see them in reality as
a kind of dark gray, which unfortunately is what they are.
| | 07:13 | Of course we can and I have made a rich black color, which
I'll show you when we look at the color swatches in a moment.
| | 07:21 | But I want to see my blacks as close as
possible to the way they're going to print.
| | 07:26 | File Handling, Clipboard Handing, nothing to change there.
| | 07:30 | So those are my Preferences.
| | 07:32 | We've looked at the grid, we've looked at the Preferences.
| | 07:35 | Other things that we want to include in the template? Of course
we want to include Paragraph Styles, so I've taken quite a while
| | 07:44 | in preparing my style sheet, if I can use that as the collective
term for my Paragraph Styles, and I've also grouped them together
| | 07:54 | in Style Groups, which I'm still undecided about whether
or not that's a time saver but it does make some sense.
| | 08:02 | I've got them kind of arranged into logical groupings.
| | 08:05 | Also in the way I have created my styles, if we
take a look at the style body_indent for example,
| | 08:13 | we can see that this body_indent is based on body, meaning
that should we decide at some point downstream that we want
| | 08:22 | to change our body text font, which after all
probably accounts for more than 90% of the text
| | 08:29 | in the document, then one change will
ripple through our whole document
| | 08:35 | because body_indent will also change, it being based on body.
| | 08:40 | Likewise with my heads.
| | 08:42 | If we look at head2, it's based on head1.
It just being like head1 but smaller.
| | 08:48 | So that's my Paragraph Styles. I also have my character styles.
| | 08:54 | I also have some object styles.
| | 08:59 | I've changed the definition of what the basic graphic frame
is and I've also created an object style for these boxes here.
| | 09:08 | info_box and if we take a look at that we could see that it is
recording the fill color of that box, a little time saver there.
| | 09:20 | That's it for the styles.
| | 09:22 | Of course, if we did have any tables, which in this document
we don't, we would also include Table Styles and Cell Styles,
| | 09:30 | but we definitely want to make sure that we have master pages.
| | 09:34 | So I'm going to go to my Pages panel
and let's look at the master pages.
| | 09:42 | Now I've got this one here and there we see the grid and I'll
be talking in a different movie about specifically setting
| | 09:51 | up the master pages, but for now I just want to mention their
importance and the need to have them as part of your template
| | 09:58 | and I've got two master pages. I've got master page A,
which I've rather- that's reflecting the earlier version
| | 10:07 | of this document and it's called master page 3
column. Of course it's not 3 columns any longer,
| | 10:13 | so let's go and change that and we'll just call this main page.
| | 10:20 | Now master page B, which I'm using for my section openings, if we
just take a quick look at one of those. There is a section opening
| | 10:28 | and this is based on master page B, you can see the
B's in the outside top corners of the page icons there.
| | 10:37 | This is based upon master page A because if you
look in the master page icons we've got those
| | 10:43 | A's in the top outside corners. Meaning that if I make any changes
to master page A, master page B will also change as well.
| | 10:52 | So again we have potentially this
ripple effect by editing the parent item
| | 10:58 | and then that change affecting all of the offspring items.
| | 11:02 | What else?
| | 11:03 | We have Layers.
| | 11:05 | I've got a text layer, a pictures layer, and a background layer.
Those are the crucial ones and then I have got a couple of others
| | 11:11 | that have also been added one for the- if we take a
look at the document again. Each document has a flag.
| | 11:20 | They've ended up on a different layer and
the pictures have captions which have ended
| | 11:25 | up on different layers or rather, I put them on different layers.
| | 11:29 | So we have layers and let's see. We have colors.
| | 11:36 | I have selected all unused and deleted them, flushed
out anything that we're not going to be using.
| | 11:44 | So we are left with the color palette
of just the ones that we need.
| | 11:48 | There's the rich black color that I was talking about.
| | 11:51 | That rich black applied to these black backgrounds for the
picture captions because they are going to overprint on top
| | 11:59 | of pictures and we don't want to see any ghosting of the
picture coming through the regular black which it would do
| | 12:06 | because this is just 100% black but my
rich black, if we take a look at it, is made
| | 12:12 | up of cyan, magenta, yellow, as well as 100% black.
| | 12:17 | So that's going to be nice and solid, but we will only of
course use that for elements. We would never apply that to text
| | 12:25 | because it would be impossible for it to register accurately.
| | 12:29 | Well I think that's it for the template. Everything that we
need to consider, Paragraph Styles, character styles, Layers,
| | 12:37 | Swatches, master pages, Grid, what am I missing?
| | 12:41 | Well, I must be missing something but the good news about this
is that we can always change things while they're in progress
| | 12:48 | and in fact it's good to maintain the flexibility to do that.
| | 12:52 | Anyway I want to now save this as a template.
| | 12:55 | There is no requirement to work with templates.
| | 12:58 | In fact, I tend to not work with them that much myself but
they can be especially useful when you're working with a group
| | 13:05 | of people and you just want to hand off a document that
basically outlines the structure of the whole thing.
| | 13:12 | So that's what I'm going to do.
I'm going to save this as a template.
| | 13:14 | File, Save As and that's all we need to do.
It's going to give it the file extension INDT.
| | 13:24 | Now when we open that template, the only difference between
it and the document is that it's going to open as Untitled
| | 13:33 | and should we find ourselves wanting to update the template
then we can either do a Save As, saving as file type template,
| | 13:40 | making sure that we overwrite the existing file
name or knowing in advance that we want to do that,
| | 13:46 | we can open the template as an original
rather than the normal behavior
| | 13:54 | for the template and it's going to open the template itself.
| | 13:57 | One other thing about template, what
do I do with this text that's in here?
| | 14:01 | This is actually real text. Do I want to
replace this with just placeholder text,
| | 14:07 | so there is not chance of anyone getting confused
and printing something that shouldn't be printed?
| | 14:12 | Well, that's a kind of subjective thing that's going
to vary from place to place but what I've seen a number
| | 14:19 | of places do is replace text with a bunch of X's.
No one is going to confuse that for real copy
| | 14:26 | or perhaps we just remove the text altogether.
| | 14:30 | I'm just deleting the text content, but I'm leaving
the text frames, these threaded text frames
| | 14:37 | that you can repopulate with the actual text.
| | 14:40 | How you approach that one is up to you.
| | 14:44 | Well next up we're going to look at preparing our text.
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| Preparing text| 00:00 | When you're preparing your text for your InDesign documents
there are numerous different approaches you can take.
| | 00:05 | One of which is just to create you text into InDesign itself
and should you choose that option, the Story Editor is going
| | 00:13 | to be your best friend and there is a whole chapter coming
up on the Story Editor so be sure to check that out.
| | 00:20 | A second approach and one that is gaining more and
more popularity is to use an InDesign InCopy workflow.
| | 00:29 | InCopy is a program designed to work with InDesign and
this is going to be certainly the most harmonious approach
| | 00:36 | and if that's the way you're going to go I would recommend
you check out the excellent tutorials by Anne-Marie Concepcion
| | 00:42 | on the lynda.com website on using InCopy with InDesign.
But at this point in time probably the most common workflow is
| | 00:51 | for somebody to create the files in Word
and for you to inherit them and working
| | 00:58 | with this, the third approach that I mentioned,
| | 01:01 | Approach 3A is just to kind of take
what you've given and then use a series
| | 01:07 | of Find/Change routines, maybe GREP Find/Change routines,
maybe a Find/Change script to clean up the text as necessary.
| | 01:17 | That may sometimes be easier than trying to explain to
whomever who is creating the Word text exactly how you want to.
| | 01:24 | But in a perfect world, 3B if you like, is going to be having
the author or editor prepare the text in Word in just such a way
| | 01:34 | so that when you place it in InDesign it takes
on all the formatting that it needs to get.
| | 01:41 | Now in order for this to happen, whomever's creating the
Word document needs to be using the same styles as you are
| | 01:49 | in InDesign or at least their styles
need to follow the same structure.
| | 01:54 | Here I am in the Word. I'm in the realworldtravel2.rtf
document and if I look at the Styles panel over here,
| | 02:02 | we see the styles have been applied to this document
| | 02:06 | and they are, not coincidently, the same style
names as are being used in the InDesign document.
| | 02:12 | Now, how these styles were created is that I exported some
formatted text from the InDesign document to an RTF file
| | 02:25 | and that may be something that you want to do. Export the
RTF file. You can then hand that off to your text preparer
| | 02:33 | and they could use that file as a template and it's
going to have all the styles that you need in it.
| | 02:38 | Some obvious problems with using that approach: they may not
have the same fonts that you're working with or may be some
| | 02:45 | of your font sizes are not really
appropriate when actually creating the text.
| | 02:50 | So their text is almost certainly going to look a lot different
in Word and may well be hard for them to resist the temptation
| | 02:58 | of applying lots of formats to the text often
under the mistaken notion they're doing you a favor,
| | 03:05 | whereas in reality the first thing that you are
going to do is strip out all of that formatting.
| | 03:10 | That's what's happened here.
| | 03:12 | All of this text has been changed
to Comic Sans, which we want to lose,
| | 03:17 | but there is some local formatting in
this document that we want to retain.
| | 03:22 | There have been some of the place names called out in bold.
| | 03:24 | This is good local formatting versus bad local formatting.
| | 03:30 | Let's see how we can try and use as much of the good
formatting that's going to this Word document as possible,
| | 03:37 | but at the same time strip out the bad stuff.
| | 03:40 | So I'm going to go to InDesign and insert my cursor in
the first of my text frames and then go to the File menu
| | 03:47 | where I'll choose Place and the file I'm placing is in the
travel brochure folder. It is called realworldtravel2.rtf
| | 03:57 | and I want to make sure that I've got Show Import Options
checked and that will bring me up to my RTF Import Options
| | 04:05 | and what I want here is a Customize Style Import.
| | 04:09 | First of all I want to make sure that this is checked or in fact
even if it's not checked, but that is prerequisite to be checked
| | 04:17 | and then we need to take it a step further by clicking
on Customize Style Import and then I'm going to click
| | 04:23 | on Style Mapping because what I want to do here is I want
to map the incoming Word styles, as shown here on the left,
| | 04:32 | to my InDesign styles, as shown here on the right.
| | 04:35 | Now you remember that, that Word document was actually
exported from InDesign so surely the styles should match.
| | 04:43 | Well, they should but because the InDesign document
uses Style Groups that kind of confuses Word a bit
| | 04:53 | and interprets the style name like so, whereas
in InDesign they are represented like this.
| | 05:00 | So that means we're going to have to work a
little bit harder here on a case-by-case basis.
| | 05:07 | OK. So when you have all of the styles the way that you
want them mapped, click OK and so that you don't have to go
| | 05:13 | through that again, click on Save Preset and you can give the
preset a name. OK, and then I'll click OK to import my text.
| | 05:23 | It comes in and it doesn't look too bad.
| | 05:26 | We're halfway there, but we can see of course
it's retained the Comic Sans and if we look
| | 05:32 | at our Paragraph Styles panel, we can see that we've got the
ominous plus symbol indicating overrides have been applied.
| | 05:40 | Now the challenge for us is to get rid of the
bad overrides but keep the good overrides.
| | 05:45 | If I were to do Apple or Ctrl+A to select all and then
from my Paragraph Styles panel choose Clear Overrides,
| | 05:53 | that's going to make everything look the way it should look
except that we are going to lose, as is the case right there,
| | 06:01 | we're going to lose that local formatting that
we want to keep. So I'm not going to do that.
| | 06:06 | I press Apple or Ctrl+Z to undo that.
| | 06:10 | Instead what I'm going to need to
do is run a Find and Change on this.
| | 06:15 | So I'll come to the Edit menu and choose Find/Change, but before
I can do that I need to think about what it is I'm change to.
| | 06:22 | I want to change this bold local formatting to a character style.
| | 06:26 | So I'm going to go to my Character Styles panel where, making sure
I have nothing selected, I'm going to choose New Character Style
| | 06:35 | and I will call this bold and then in my Basic
Character Formats I will make the Font Style Bold.
| | 06:43 | Now to Find/Change and I want to make sure the Find What
and the Change To fields are both blank and the Find Format
| | 06:52 | and Change Format field if they reflect
any previous Find and Change routine
| | 06:56 | that you did, clear those by clicking on the trash can.
| | 06:59 | I'm going to click on the magnifying glass there and what
I'm after, Basic Character Formats, I'm after anything
| | 07:06 | that has the Bold Font Style applied and what I
want to change to is that bold character style.
| | 07:15 | Now at this point, alarm bells maybe ringing because that's going
to work OK except that if bold local formatting has been applied
| | 07:24 | to paragraphs where the real definition of the style
is bold as is the case in this opening paragraph here.
| | 07:31 | This Find and Change routine that I'm about to do
will also apply a character styling on top of that.
| | 07:38 | Now at the moment that wouldn't change the way things
look but it could come back to bite you later on,
| | 07:43 | should you decide that you want to change
the definition of this paragraph style
| | 07:48 | because then what would happen is the character styling
would stick around and is likely to create some confusion.
| | 07:55 | So you may want to further clarify your Find criteria
depending on the state of the text you're working with.
| | 08:05 | But in this case I want to further clarify this so
that I'm only searching in anything in the body style
| | 08:13 | that has local bold formatting applied to it
and that's going to exclude this paragraph.
| | 08:20 | So now when I click Find, we can see that it's only
going to find these pieces of called out text in bold
| | 08:29 | that have been applied locally and then I
can click Change All. 10 replacements made.
| | 08:34 | That seems about right.
| | 08:35 | I'll click Done and now I'm ready to select all and come over to
my Paragraph Styles panel where I can clear overrides and because
| | 08:47 | that bold formatting is now actually a character style,
it's no longer considered an override and will stick around.
| | 08:55 | So those are the hoops that we need to jump through in order
to make sure that we can bring in our text cleanly from Word.
| | Collapse this transcript |
| Managing files with Bridge| 00:00 | OK. In this movie I want to talk about using Bridge
with InDesign because when you have lots of images
| | 00:05 | or even if you don't have lots of images, if you just
have a few images, Bridge is a really invaluable tool.
| | 00:10 | It's a great Swiss army knife when it comes
to managing those images and preparing them.
| | 00:15 | It can save you awful lot of time.
| | 00:17 | Now my Bridge may look slightly different from yours. I'm viewing
the Bridge Home and I'm in the default workspace and over here,
| | 00:28 | in my Favorites tab, is where I'm going to navigate to
my Desktop and then to the Exercise Files and the folder
| | 00:37 | that we want is travel brochure and in there we've
got a folder of photos. I'm going to double click
| | 00:43 | on that and we see the contents of that folder.
| | 00:47 | These photos or most of them come courtesy of a London-based
documentary photographer, Jana Carrey. Thanks to her for these.
| | 00:56 | Some of them are mine, but most of them are hers and should
you find yourself faced with a big folder full of images,
| | 01:05 | you of course need to determine which ones are going to work
for you and which ones aren't and this is something that is
| | 01:10 | so much easier to do in Bridge than it would be
having to open these images in Photoshop only
| | 01:16 | to realize that it wasn't what you wanted after all.
| | 01:19 | So if we click on the thumbnail we see
over here the metadata for the image.
| | 01:25 | Now I can expand the size of these panels and this tells
us some very useful information about these images,
| | 01:32 | most importantly perhaps their pixel dimensions, but it also
tells us their file formats, their current document size,
| | 01:40 | Bit Depth, etcetera, etcetera and we also have this IPTC
Core information which I've input myself and we'll see
| | 01:50 | in the next movie how we can really use
some of this information to our benefit.
| | 01:56 | You'll notice that some of these images have stars and that's
because I'm using Bridge to determine which ones I like
| | 02:04 | and which ones I don't or which ones
I think are suitable for this project.
| | 02:08 | I find this most easy to do in the second of our workspaces,
the Horizontal Filmstrip and the shortcut there is just clicking
| | 02:16 | on that little 2 down there and this gives us a bigger preview
window so we can really evaluate these images more easily.
| | 02:23 | I just move through them with my cursor
arrow, to get a nice big preview.
| | 02:28 | If I wanted to I could expand the view size there
to go to 100% view, our most reliable view size,
| | 02:35 | and I get what's called the Loupe tool and I can just move
that around and kind of evaluate the quality of this image.
| | 02:44 | When I like an image I can use whatever convention I've come
up with for flagging them or labeling them and it can vary
| | 02:52 | from place to place, it just depends upon what works for
you but I can give these images a star rating and if I come
| | 03:00 | to the Label menu, there we see a 1 through 5 star rating.
| | 03:04 | I can also give them a label as well.
| | 03:07 | Or what I'm going to do is just either rate
them or not rate them and then I'm going
| | 03:13 | to filter my view to see only those that I've rated.
| | 03:16 | So if I want to rate an image, let's say I like
that one, Apple or Ctrl+1 gives it a star rating.
| | 03:23 | Over here in my Filter panel I can now choose
to see just those images with the star rating.
| | 03:29 | So now if I switch back to my default workspace we can see
I'm only viewing those images that have that star rating
| | 03:38 | and I'm less overwhelmed with the number
of images that I have to work with.
| | 03:43 | Another very useful feature in Bridge and you can use
this in so many different ways is to do a batch rename.
| | 03:50 | I've got lots of images here.
| | 03:52 | It's unclear to me necessarily where they're from.
| | 03:57 | I need to relate them to the specific
country, to the specific itinerary.
| | 04:01 | This information was provided to me on a piece of
paper so what do I do to actually put it in the file?
| | 04:08 | One way is to rename the file. I don't want to do
that manually so instead I select them and then come
| | 04:14 | up to the Tools menu and choose Batch Rename.
| | 04:17 | Just a cautionary note about this. If you replace the file's real
extension, Bridge can get confused about what file type it is.
| | 04:26 | So proceed with caution here because this is a very powerful
and potentially, because of that, a very destructive thing
| | 04:34 | but when used appropriately a huge, huge time saver.
| | 04:38 | So I'm going to choose to rename these files in the same folder.
| | 04:41 | Actually I'm not going to deal with these because
that's going to create some linkage problems
| | 04:46 | because these images have already been placed in my InDesign
document but instead I'll go back to view just those images
| | 04:53 | with no rating and then if I scroll down
here I know from the information provided
| | 04:58 | to me or I know because I took them actually,
| | 05:01 | these images all relate to Cuba so I want to rename these images.
| | 05:06 | I'm going to select them all or hold down my Shift key to
select that range of images within Bridge and then come
| | 05:13 | up to the Tools menu, Batch Rename and the convention
I'm using is just my own, but it works for me.
| | 05:20 | Cuba_, just to separate it from the next piece of information,
followed by a sequence number starting with 1 with Two Digits.
| | 05:28 | New Extension, that's just going to give
the file name an extension, and it's going
| | 05:33 | to give me a preview of what I'm going to get down here.
| | 05:36 | Current Filename, New Filename.
| | 05:38 | Now possibly there might be a case for also
retaining the existing filename as well,
| | 05:45 | just so that if your client is referring
to an image by it's former filename,
| | 05:50 | you can equate the newly renamed files with the original.
| | 05:54 | So if I add in another criteria here,
one of those can be current filename.
| | 06:00 | So we can see now that, that is what I would get although
that's now messing things up with my extension so I'm not-
| | 06:08 | the current filename and extension.
I just want the name, there we are.
| | 06:13 | Then perhaps I want an underscore
between the current file name
| | 06:17 | and the Sequence Number so then that needs to be a text field.
| | 06:21 | Maybe that's getting a little bit verbose so I'm going
to not use those two options but something to consider.
| | 06:27 | So now when I click Rename, all of those images are
renamed in the same folder and if we come down there,
| | 06:35 | they all now have a name appropriate to their subject.
| | 06:39 | Another great thing we can do in Bridge is we can do
a batch conversion from one file format to another.
| | 06:47 | Now let's see here, here's a case in point. I've got these
14 images there, all PSD files, all native Photoshop files.
| | 06:56 | Let's say that for whatever reason I do not want to use these
Photoshop files themselves, although frankly I would use these
| | 07:04 | but for whatever reason I don't want to use them. I don't want
to downsize them or change them in whatever way is necessary
| | 07:10 | for the project, then I can automate that process.
| | 07:14 | This is something you can also do from within Bridge, Photoshop
and Image Processor and it's going to cause Photoshop
| | 07:22 | to launch and select the images to process.
I'm going to use those that I selected in Bridge.
| | 07:27 | I'm going to save them in the same location.
| | 07:29 | Actually it's going to make a folder for me in that
same location so a little bit of a misnomer there.
| | 07:36 | File Type, I'll save them as JPEG. Quality, 10,
that would be good enough to print. Resize to fit.
| | 07:43 | I'm going to resize them to this dimension. That
doesn't mean they are going to end up being square
| | 07:47 | but rather that 1024 pixels will be the largest dimension.
| | 07:52 | So if it's horizontal it will be 1024
wide; if it's vertical, 1024 high.
| | 07:57 | I could also if I wanted to run an
action on the whole set at the same time.
| | 08:03 | Now the possibilities there are endless. I don't need to do
that but now when I click Run and of course if I were doing this
| | 08:11 | on a big folder full of images, it would be now time to go out
and get myself a cup of coffee or go and take lunch and come back
| | 08:19 | and find that when I return to my desk everything is converted
and ready to go out for the next stage of the process.
| | 08:28 | If we now go back to Bridge we see in there, there is a
JPEG folder. All of those files converted to JPEG format,
| | 08:36 | all with the dimension 1024 and that's
going to be the ones that we'll use.
| | 08:40 | In the next movie we're going to see how
we can input metadata in Bridge applied
| | 08:46 | to the images and then leverage that metadata in InDesign.
| | Collapse this transcript |
| Using keywords and metadata with Bridge| 00:00 | OK, let's look at more things we can do with
Bridge, specifically using keywords and metadata.
| | 00:06 | Now we saw in the previous movie how we can
rate the images and then filter our view.
| | 00:15 | I've rated these and if I'm click in my Filter pane,
| | 00:18 | click next to the one star rating,
we see only those with the one star rating.
| | 00:22 | However, if I'm working on the Guatemala
section, this includes images that are not
| | 00:27 | from Guatemala and therefore I want to filter my view more.
| | 00:32 | So another way to filter would be to filter by keywords.
| | 00:36 | So I'm going to click on the Keyword tab and we see that all
of these images have the Guatemala keyword applied to them.
| | 00:44 | Now in Bridge terms there is a keyword
and there is what's called a sub keyword.
| | 00:51 | So Travel Brochure is the keyword
and Guatemala is the sub keyword.
| | 00:56 | I'm going to create a new sub keyword by clicking on
that button right there, New Sub Keyword, and that's wrong.
| | 01:04 | Because I don't want it to be a sub keyword of
that but rather a sub keyword of Travel Brochure.
| | 01:09 | So I'm going to do that again and this one I will call Cuba.
| | 01:14 | Now I'm going to come back and have an unfiltered
view by unchecking the checkmark next to the one star
| | 01:24 | and here are some Cuba images. I can then put the checkmark
next to that and if I only want to see those,
| | 01:35 | we see over in the filter- it's writing
the metadata to those multiple files.
| | 01:42 | On the Filter pane we now see Cuba listed, 14 images. I can put
a checkmark next to that and those are the only ones that we see.
| | 01:50 | Now in addition to adding keywords you can
also add your own metadata, specifically-
| | 01:57 | I'm going to come back to an unfiltered view.
| | 02:00 | We can add keywords about the creator of the image,
in this case Jana Carrey, and the description.
| | 02:11 | Now this description is something that we are going
to make use of when we place the image in InDesign.
| | 02:19 | So with a little bit of investing the time upfront
we can ultimately label our images in InDesign.
| | 02:26 | So for each of these images I've clicked on
them and I've come over to the IPTC Core pane.
| | 02:34 | This is a feature that's inherited from the newspaper industry
and often a lot of this information would be filled in.
| | 02:40 | Really all we need for our purposes is the description
| | 02:44 | and since these special characters are not
translating, I'm going to just get rid of those there.
| | 02:52 | So with those descriptions built in, we'll see in the
next movie how we can really take advantage of them.
| | 02:59 | Another thing we might want to do in Bridge
especially when you're working with a lot of images
| | 03:05 | that can be a little bit overwhelming sometimes and you
have to choose which images are going to work for you
| | 03:10 | and which images you want to reject for this
particular project is you can make your contact sheet.
| | 03:15 | Now you've been able to do this for a long time using
Photoshop but we can actually do it with InDesign now.
| | 03:22 | So I'm going to- let's see, I'm going to choose about 12
images, not about, exactly 12 images and then I'm going to come
| | 03:32 | to my Tools menu and pull down to
InDesign and Create InDesign Contact Sheet.
| | 03:38 | What do we want to go into our Contact Sheet?
| | 03:42 | I'm going to have three columns and four rows.
That's good because I have got 12 images.
| | 03:47 | So if want a caption to apply to the images I
can click on the Define button here and use one
| | 03:53 | of these text variables to ultimately apply a caption.
| | 03:57 | I'm going to just go with what I have which is the filename
and that's going to be the most useful one for me in terms
| | 04:02 | of identifying these images on the contact sheet.
| | 04:05 | So if I click OK to that- if I had a template set up I could use
it here but I don't, so I'm just going to accept what it gives me
| | 04:13 | and I could also save this out to a PDF,
which in this instance I do not want to do.
| | 04:20 | Now when I click OK, just like magic
it has made me a contact sheet.
| | 04:26 | If we look at the Layers panel in InDesign, it's made
me separate layers for the labels and for the images.
| | 04:36 | It's a beautiful thing.
| | 04:37 | I can print this out, I can maybe send this to a client.
| | 04:40 | I can use it as my own visual reference for choosing the images
or perhaps in some kind of collaborative way with my client.
| | 04:47 | I could possibly even use it for archiving purposes.
| | 04:50 | When this job is done if I were to print this out to a DVD cover
of 4 3/4" x 4 3/4" and include thumbnails of all the images
| | 05:01 | that make up the project, that way I can burn everything
onto the DVD and when I go and look at it a year
| | 05:07 | or so from now it's going to make some sense to me.
| | 05:10 | In the next movie we're going to see how things get really
good when we place our images or we drag and drop our images
| | 05:17 | from Bridge into InDesign and then we can automatically
label those images using the IPTC Core information
| | 05:26 | that we have input for those images in Bridge.
| | Collapse this transcript |
| Integrating Bridge and InDesign| 00:00 | I should mention at this point and
perhaps I should have mentioned it earlier
| | 00:03 | that there is a lynda.com title specifically on Bridge.
| | 00:07 | It's going to go into far more detail than I'm able to,
given the time considerations here but check that out.
| | 00:14 | I want to look at a couple of more things relating to Bridge
and that is how we can actually get our images from Bridge
| | 00:23 | into InDesign and I'm going to filter my view here so that I'm
viewing only those that have the Guatemala keyword applied to them
| | 00:32 | and then I'm going to switch to what is called
Compact mode and if I come to my View menu
| | 00:37 | and choose Compact mode, I'll press Apple+Return
or Ctrl+Enter, then my Bridge window shrinks.
| | 00:47 | I have got a second window there
opened behind which I'm going to close
| | 00:52 | and I can resize this to whatever is a convenient size for me.
| | 00:56 | I can change the size of my thumbnails so that they are just
big enough to see but they're not taking up too much room.
| | 01:02 | Now what I love about this is that Bridge stays in front of
whatever is your active application, in this case InDesign.
| | 01:11 | So even though I'm in InDesign, I see my Bridge window.
| | 01:15 | It does sometimes get in the way in
which case I'll need to minimize it
| | 01:19 | and then I can come back to my dock and open it up again.
| | 01:23 | In a perfect world we would all have two monitors and we could
just put a Bridge window on the second monitor and expand it
| | 01:31 | to fill a good portion if not all of that second monitor
and then just drag our content into our InDesign frames.
| | 01:39 | I'm working with a single monitor here so
I need to make this small and workable.
| | 01:45 | But now all I'm going to do is I'm going to select
the image and I'm going to drag it into the frame
| | 01:51 | and when you see the icon surrounded by a dotted parenthesis then
you know that you're actually going in the frame, as I am there,
| | 02:00 | and when it looks like that I'm not
in the frame and that's what I want.
| | 02:05 | OK, I pressed out in the frame and because the frames have all
been fitted, i.e. their frame fitting options have all been
| | 02:14 | setup to have the image fill the frame
proportionally, the image just works perfectly.
| | 02:22 | Let's see another example of that.
| | 02:24 | I could, if I wanted to do more than one at a time- I'm going
to do it like so because I want all four of these images to go
| | 02:35 | into these picture frames when I drag over and then click
to activate InDesign, I'll see my loaded picture cursor.
| | 02:44 | I've got a number in parenthesis. That's
how many images I have on my loaded cursor.
| | 02:51 | If I'm not ready to place this particular one right now I can use
my up/down arrows to cycle or my left and right arrows to cycle
| | 02:59 | through the images on my cursor but I just move
over the frame, click, click, click and and oops!
| | 03:07 | I missed it. And click, isn't that a beautiful thing?
| | 03:14 | So I'm now going to minimize Bridge and let me just point
out that the reason the pictures fitted the frames is
| | 03:20 | that the fitting options for these images have
all been set up to fill frames proportionally
| | 03:27 | with the center reference point chosen. Meaning that if we take
a look at these images because they have different aspect ratios
| | 03:34 | from the frames they are being cropped and in the case of the
vertical images they're going to be cropped top and bottom.
| | 03:42 | In the case of the horizontal images, which we don't seem
to have any of, they would be cropped left and right.
| | 03:48 | The result is centered in the frame of course if you need
| | 03:50 | to further adjust the cropping you can just use your Direct
Selection tool in order to do that, or your cursor arrows.
| | 04:01 | So the next thing we want to do is we want to label these images.
| | 04:05 | Now of course we could just draw separate
text frames and label them manually.
| | 04:09 | That's fine and in some cases even preferable.
| | 04:13 | What we want to do however is we want to try
and automate this process as much as possible
| | 04:17 | and that's one of the themes of this whole title.
| | 04:20 | Let's automate as much as possible.
| | 04:23 | So we can do that by using a script, a script that
comes with InDesign, it's one of the sample scripts
| | 04:30 | that comes with it and it's called Label Graphics.
| | 04:33 | I'm going to open my Scripting panel and if you don't have yours
open, you will find it under the Window menu, Automation, Scripts.
| | 04:43 | And here's the one I'm talking about, it's in the JavaScript,
there we are. JavaScript, LabelGraphics and LabelGraphicmenu.
| | 04:54 | Now these two relate to each other.
| | 04:57 | If I were to double click on LabelGraphics, the script
would label every graphic on my page which is not what I want
| | 05:05 | because it would also label this the flag
and this, the map. I don't want those labeled
| | 05:10 | so I need to specific about what I want labeled.
| | 05:13 | In that case I need to first of all choose LabelGraphicmenu
so I'm going to double click on that and it tells me this,
| | 05:22 | it's going to install a context menu
that I'll be able to choose from.
| | 05:27 | I'll click Yes, that's all it does.
| | 05:29 | By having done that- and just so that we can see this
a bit better I'm going to press W to hide my guide-
| | 05:35 | I can select the images like so, right click
on anyone of those and come down to the bottom
| | 05:45 | of my context menu where we see LabelGraphic.
| | 05:48 | So I'm going to choose that and it brings up this dialog box.
| | 05:53 | Now what do we want to use for the label?
| | 05:57 | Remember in the previous movie we typed in the IPTC
core information? The description, we want to use that.
| | 06:05 | The Label Height. There may be some trial and error involved here.
| | 06:10 | I'm going to make my Label Height 12 points.
| | 06:14 | Label Offset, I'm going to make that -24 points.
| | 06:20 | Label Style, what paragraph style is going to be
applied to the label. I've got one already prepared.
| | 06:27 | Caption reverse is the style that we have applied.
And what layout do I want the captions to go to?
| | 06:34 | I want them to go to the captions layer or I
can choose any of the layers that I have set up.
| | 06:40 | Then when I click OK, we get the labels
automatically appearing on our images. Big time saver.
| | 06:51 | Now of course their placement may not be exactly what we want
for each of these specific images but we can always change it.
| | 06:59 | At least it's saved us quite a lot
of time in putting that information.
| | 07:03 | Now you'll notice over here there is no label,
so what gives with that one? And here's the story.
| | 07:14 | This image has a text wrap on it.
| | 07:17 | If I press Apple+Option+W or Ctrl+Alt+W to bring
up my Text Wrap panel, we can see a text wrap
| | 07:26 | and that is what is knocking that label out of the way.
| | 07:31 | There is not really much of a solution to that except
to be aware of it and then we can do this next step,
| | 07:38 | I'm going to close the Scripts panel now and
if we go to our Layers and I will now do this.
| | 07:47 | I think I will hide everything but my Captions layer and
there I see the overset text icon and when I just come down
| | 07:57 | and select that text frame. I know it's there
because of the red plus, I will just drag over it.
| | 08:02 | It's now selected.
| | 08:03 | Then I can do this. Object, Text
Frame Options, and Ignore Text Wrap.
| | 08:10 | Now there isn't an option to make that happen automatically
unfortunately, but I'm sure that's an improvement that will
| | 08:17 | at some point make it's way into the application.
| | 08:20 | When I go and click OK, it's still- even though
I've chosen to not have the Text Wrap effect-
| | 08:28 | it's still is for some reason falling out of that text frame.
| | 08:32 | So I have no choice here but to just expand that and then
when I turn my other layers back on we see it down here.
| | 08:41 | Now here is another slight problem with that script.
| | 08:44 | Because this image bled off the edge and if I
turn my guides back on, you'll see what I mean.
| | 08:50 | It's going to my Bleed Guide, which we wanted to do,
the graphic label has also gone to that Bleed Guide.
| | 08:57 | So in this case we've no choice but to manually place that one.
| | 09:02 | So it's not perfect by any means, but it can be a
big time saver and it's a nice way to take advantage
| | 09:09 | of that IPTC core information that we keyed-in in Bridge.
| | Collapse this transcript |
|
|
3. Setting Up and Applying Master PagesSetting up master pages| 00:00 | In this chapter, I would like to
talk about working with master pages.
| | 00:04 | master pages have been covered in several movies in the lynda.com
Library, so I don't want to go over again the basics of setting
| | 00:11 | up and applying and updating master pages,
but rather a strategy for working with them.
| | 00:17 | I'm in a document called realworldtravel.indd and this
is in the travel brochure folder and if we take a look
| | 00:25 | at this document we see that it has two master pages. The main
master page, which is applied to this spread that we see here,
| | 00:35 | and the section opener master page,
which is applied to this spread here.
| | 00:39 | Section opener is based upon main page.
| | 00:42 | How do we know? By the small As that up here in the outside edges
of the page icons in the master page area of our Pages panel.
| | 00:52 | And now I'm going to close my Pages panel but
before I do that let's go to the master page itself.
| | 01:00 | The main master page and we see that on here I have got my
folios, I have got my section head up here and these lines,
| | 01:09 | but probably most important of all is something that I didn't
necessarily add to the master page but that was created
| | 01:17 | when I set up my document and that is my grid.
| | 01:20 | I have chosen a five-column layout although I'm
choosing to use two of the columns for a text block
| | 01:29 | and then the smaller column for an info kind of column.
| | 01:33 | Firstly, I would like to look at how it is we
achieve an exact number of lines within our type area.
| | 01:42 | Our type area being measured from
our top margin to our bottom margin.
| | 01:47 | How is it I get exactly a number of lines rather than
so many lines and then a bit leftover at the end?
| | 01:54 | The way this is going to work is it is going to allow
me to put the bottom base line of my type should occur
| | 01:59 | at the bottom of the column exactly on the bottom margin.
| | 02:02 | Now, the way I have achieved that is by noting the height
of my page and working with an A4 page, which in points-
| | 02:11 | I prefer to work in points because
I think it's preferable in working
| | 02:15 | with anything involving type- is a rather unwieldy number, 841.89.
| | 02:20 | I just need to make sure that when I setup my margins,
either when I'm creating the document in the first instance
| | 02:28 | or when I'm working on the master page, that
whatever I take away from that height in terms
| | 02:36 | of the top margin plus the bottom margin that it leaves me
with a number that is divisible by my body text leading.
| | 02:44 | My body text leading is 12 points.
| | 02:47 | So this plus this equals 169. 169 subtracted from
the page total leaves me with a type area of 672.
| | 02:59 | Divide that by 12 and I get exactly 56 lines.
| | 03:04 | That's the first point.
| | 03:05 | Now, the second point is adding the page numbers, which you
are probably already familiar with but what we do here is
| | 03:14 | to insert them Type, Insert Special
Character, Markers, Current Page Number.
| | 03:19 | Now, that's going to translate on my master page as an A but
when I get on to my document pages will be a sequential number
| | 03:27 | and then up here I have inserted a
section marker and a text variable.
| | 03:34 | I'll be dealing with both to those in an upcoming movie,
but I also want to point out that I'm not using any text frames
| | 03:41 | on the master page. That's because I think putting text frames on
the master page is not a very useful thing to do and here is why.
| | 03:50 | If we now go to the document pages,
how do I put text frames on there?
| | 03:57 | I would have to unlock those frames in order to be able to use
them and since they are unlocked they are no longer controlled
| | 04:04 | by the master page, which kind of undermines the purpose
of there being master page items in the first instance.
| | 04:11 | Any master page item can only be edited on a document page
if you first release it from the master page and to do that,
| | 04:20 | Apple and Shift and click on it and that's sometimes necessary.
| | 04:25 | It was necessary here because this master page item needs to
be treated differently because it's going on top of a picture
| | 04:32 | that bleeds. Therefore in order for the type to
be legible the type needs to be reversed out.
| | 04:37 | So in this instance I did need to release the item,
but I want to only do that when absolutely necessary.
| | 04:45 | So if I were to add a couple of blank pages after
Page 5 and apply the main page master page
| | 04:55 | to them, and let's say I'm beginning a new itinerary.
| | 04:59 | Now to get that framework of text frames and picture frames,
| | 05:04 | one way to do it is to save that as a Library item as I have done
and then open the Library and place that Library item on the page
| | 05:16 | and there we can see I have got that same
arrangement of text frames that are threaded together.
| | 05:22 | So if I would to put text in any one of those it will
fill over them and that can be very useful and time saving
| | 05:31 | and I'll cover how we work with libraries in an upcoming movie.
| | 05:36 | But to summarize when you create your document,
you are creating your first master page
| | 05:43 | and your first master page potentially is
the template for your other master pages.
| | 05:48 | So it's good to put some flow into how it's created, but
keep it simple. Just put your page furniture on there rather
| | 05:56 | than any text frames or picture frames,
which you can't really use without unlocking
| | 06:02 | and unlocking them undermines them being
master page items in the first place.
| | 06:08 | Next, we are going to look at working
with text variables and section markers.
| | Collapse this transcript |
| Working with text variables| 00:00 | In this movie, I'm going to talk about creating text variables
and especially putting text variables on your master pages.
| | 00:07 | Here I'm in the realworldtravel document it's in the
travel brochure folder and I'm on the master page,
| | 00:13 | the main master page folder document and up here in the top
right-hand corner we see we have a Running Header text variable.
| | 00:22 | Let's see how that translates on the document pages.
| | 00:26 | I'm going to press Apple or Ctrl+J to go to Page 5 where
we can see that it actually translates to the itinerary name
| | 00:37 | and it's pulling that information from this piece of text
here which is tagged with a specific paragraph style.
| | 00:44 | In addition to a Running Header and Footer, I'm also going
to create a slug, a non-printing area outside of the page
| | 00:53 | in which I will put some other text variables like a
creation date, modification date and the file path.
| | 01:01 | So I'm going to go to my A master page and I will show my
guides and first of all, how about we do the Running Header?
| | 01:13 | I'm going to come up here and start out by deleting
what we already have and inserting that again.
| | 01:21 | So Type, Insert Variables and we have a number of
variables here or at least I have a number of variables.
| | 01:29 | I'm actually going to define it from scratch.
| | 01:31 | So I'm going to choose Define and I'm going
to get rid of these ones and create a new one.
| | 01:40 | So my variable, I'm going to call it Running Header. That's
what will appear in the brackets when we put it on the page.
| | 01:50 | What type of variable do I want it to be?
| | 01:52 | I want it to be a Running Header Paragraph Style, i.e. it's
going to draw its content from a specific paragraph style.
| | 02:00 | What paragraph style? And that's where I choose this
one and I want it to use head1 and specifically I want it
| | 02:09 | to use the first instance of head1 on the page and it
will remain on to head1 until another head1 comes along.
| | 02:19 | Do I want any Text Before?
| | 02:21 | No, in this case I don't. Any Text After? No.
| | 02:24 | Perhaps if there were punctuation in my headers it might be
appropriate to delete it and I could also change the case.
| | 02:30 | I don't need either of those options here.
| | 02:32 | I'll click OK and now to insert the variable at the point
of my cursor, I just click on Insert button and there it is.
| | 02:42 | Now, I just choose how I want that to look and I could format it
in the same way as I format any piece of text and when we look
| | 02:50 | at that on the document pages, it's now going
to reflect the page that we are actually on.
| | 03:02 | Let's now look at adding information to a slug.
| | 03:08 | You create a slug at the time of setting up the document,
right there. If you don't see that, click More Options
| | 03:16 | or if like me you don't have a slug and your
document is in progress and you want to add one,
| | 03:21 | then you can go to the File menu and choose
Document Setup and again click More Options
| | 03:28 | if you don't see the option and it's right here.
| | 03:31 | I want to add a 15 millimeter-
| | 03:33 | I'm going to type in mm because my default
unit measurements is points, 15mm slug.
| | 03:40 | I'm going to have all around my page
so I will make all settings the same.
| | 03:46 | Having created that I'm going to zoom-in to the top left-hand
corner of my master page spread, click and drag out a text frame
| | 03:56 | with my Type tool and then come up to the Type menu where I'll
once again choose Text Variables, Define and I'll click New.
| | 04:07 | Now, this one is going to be a
Creation date. That's the name of it.
| | 04:13 | I can call it anything I want, but that seems like a
logical thing and its Type is going to be Creation Date.
| | 04:20 | Do I want any Text Before?
| | 04:21 | Well, actually I do.
| | 04:23 | I think I will have Created: space.
| | 04:27 | Text After, don't need any of that.
| | 04:29 | The Date Format, so I want to use a 24-hour clock.
| | 04:34 | So I'm going to have 00 to 23 there, followed by a
space and we can see this being filled up down here.
| | 04:43 | Actually I want not a space but a colon there, followed by
minutes like so, followed by a space and the day, followed
| | 04:56 | by a space, the month, which will have
the name, followed by a space and the year.
| | 05:04 | So that is what my created slug is going to look
like and if I click OK and then return to this menu
| | 05:13 | where I can now insert that into that text frame, there's one.
| | 05:17 | I'm now going to click it Done, and return to my slug
where I will add an em space, Apple+Shift+M or Ctrl+Shift+M
| | 05:30 | and then come back up here Text Variables, Define
and this time I'm going to have a Modification Date.
| | 05:41 | Call that Modified and the text before will be Modification.
| | 05:48 | Quite conveniently it remembers all the information
I put in for the last one for the date format.
| | 05:55 | Click OK and then I can Insert that at the point of my cursor.
| | 06:00 | I could stay here and create the other text variable, but I'm
going to click Done because slight problem with text variables is
| | 06:07 | if the line becomes very long it will not
break and all your text will become bunched up.
| | 06:12 | So I'm going to hit a carriage return to go down to the next
line before I insert the third of my text variables in my slug
| | 06:21 | and this one I'm going to have File Name and
that's what I'm going to call it, File name.
| | 06:30 | Don't need any text before or after, but I think
I do want to include the entire folder path.
| | 06:38 | There is the preview of how that's going
to look, click OK, click Insert and Done.
| | 06:46 | Now, I have put that at the top of my left-hand master page and
I want it to also appear on the top of my right-hand master page.
| | 06:54 | So I'm going to hold down my Alt key
and then drag that over there like so.
| | 07:01 | Now, in the previous movie, I mentioned
that I have got two master pages here.
| | 07:05 | I've got the section opener, which is based upon the main page.
| | 07:10 | Whenever I have made this change, the addition of the slug to
my main page, it's also going to affect the section opener.
| | 07:17 | Let's just verify that that has actually happened.
| | 07:20 | So when I double-click on that we should see the slug
there as well and notice that on this, the child master page
| | 07:31 | of the A main page master page, I can't select the master page
items in the same way as you can't select master page items
| | 07:40 | on document pages, unless I were to Apple+Shift
or Ctrl+Shift click on them to release them.
| | 07:50 | Section opener based upon main page.
| | 07:53 | Anything we put on main page appears on section opener.
| | 07:59 | There is our text variable and our
series of text variables in our slug.
| | 08:05 | Just one more point about the slug and that
is should you want to print that information,
| | 08:11 | you will need to from your Print dialog box choose
Marks and Bleed and Include Slug Area and of course,
| | 08:19 | you need to be printing to a sheet larger than your page
size to include any information that is outside the page area
| | 08:27 | or print your proofs at a reduced percentage.
| | 08:31 | In the next movie, I have a quick and useful tip
for adding line numbers to your master pages.
| | Collapse this transcript |
| Adding line numbers| 00:00 | Here is a quick tip for adding line numbers to your
master pages, in fact to the slugs of your master pages.
| | 00:08 | In the previous movie, I create a slug around all four sides
of the page, and the reason I did that was so that we could add
| | 00:16 | in these line numbers which if you are working with a client who
likes to make revisions over the phone could be extremely useful
| | 00:26 | for you and now in this day and age of electronic documents
we should all be making our revisions using Acrobat
| | 00:33 | and the markup features there, but some
people are yet to get with that program.
| | 00:37 | So if you are having to cradle the phone on one shoulder
while you are listening to your client's instructions about,
| | 00:44 | "oh, it's in the third paragraph, second line," that can be
a bit hit and miss. But if you put line numbers on your page
| | 00:51 | then when you look at your document page you can refer
to a specific line and there is no hit and miss about it.
| | 01:01 | Now in this case, I have put the line numbers in the slug area.
| | 01:05 | The only downside of that is they're
further away from the text itself.
| | 01:09 | So you could instead choose to put them actually
inside the page area. You then, of course,
| | 01:16 | have to remember to remove them before the file
goes to print or put them on a nonprinting layer
| | 01:22 | or give them a nonprinting attribute
and we'll look at how to do that as well,
| | 01:26 | but let's see how we can first of all add these to the slug.
| | 01:31 | So I'm going to go to the A master page and I'm going
to delete what we have there so that we can recreate it.
| | 01:42 | And I will then just draw myself a text frame from top margin
to bottom margin and press carriage return as many times
| | 01:51 | as it takes me to get all the way down to the bottom and then
I'm going to select all of that text, come to my Paragraph Formats
| | 01:59 | and to my numbering options and I
will hold down the Option or Alt Key
| | 02:05 | and click on that and then choose Numbers as the List Type.
| | 02:10 | So I'm going to get a number token followed by a period
followed by a tab. I don't need either of those,
| | 02:16 | so I'm going to delete that and nothing
else I need to change there.
| | 02:20 | So I will just click OK to that and that's
ultimately going to number that text for me.
| | 02:25 | Let me just zoom-in on that.
| | 02:27 | Now, I have got my numbers here as old style
proportional and I think in this context
| | 02:37 | a tabular lining style is going to be more appropriate.
| | 02:40 | So I will choose that and so that these numbers occur exactly on
the baseline grid increment I just want to verify it is the case
| | 02:49 | but I just want to verify that that
they are aligned to the baseline grid.
| | 02:53 | If I'm going to put these in the slug, I don't
need to worry about setting on to be nonprinting
| | 02:58 | because by implication they are nonprinting
anywhere when they are on the slug
| | 03:03 | and I want to get them as close as possible to the page area.
| | 03:08 | So I'll just reduce the size of that text frame and having
done that on the left-hand master page I will now duplicate
| | 03:15 | that, holding down the Alt and the Shift keys, over to
the right-hand master page and there are my lining numbers
| | 03:24 | and they should now occur on each of my document pages
so that if I were to zoom-in on this area down here-
| | 03:32 | Aha! Interesting point. It seems that even though this text,
when aligned to the baseline grid, does not correspond
| | 03:42 | to that baseline grid if you put it in the slug.
| | 03:45 | If I were to go back and put these actually inside the page area,
they would line up exactly with this, but as soon as I move them
| | 03:53 | into the slug, it does not honor
that Align to Baseline Grid setting.
| | 03:59 | So a workaround there is I'm going to go back to my master
pages and I'm going to select both of those text frames
| | 04:10 | and go to my Object menu, Text Frame Options where I will
set the first Baseline Option to have an Offset of Leading
| | 04:21 | and the Leading amount will be 12 points, which is my
leading increment, and now if I return to my document page,
| | 04:32 | we should see that they do indeed
line up with the text in the column.
| | 04:38 | So though, a little bit far away from that text.
| | 04:41 | So as an alternative to this, rather than putting them in
the slug let's actually put them on the page area like so,
| | 05:02 | but of course we don't want these to print. So we might want to
make ourselves a new layer, which I'm going to call nonprinting,
| | 05:16 | and I'm going to uncheck the Print Layer checkbox and then
I just need to make sure that I move both of those items
| | 05:25 | to that nonprinting layer and a way to verify
that they are indeed nonprinting is if you go
| | 05:34 | to your Preview View mode, they should disappear. And they do.
| | 05:38 | If you are a total nervous about that and you want
to really make sure they are not going to print,
| | 05:44 | you can in addition as an extra insurance come up to your
Attributes panel and check that as a Nonprinting item
| | 05:55 | and do the same for that one. And again because we put these on
the A master page they would also appear on the B master page,
| | 06:07 | which is based upon A. In the next movie, we are
going to look at working with section markers.
| | Collapse this transcript |
| Working with section markers| 00:00 | Now, as well as remember to put page numbers on
your master pages you can also put section markers
| | 00:04 | on your master pages and that's what we have here.
| | 00:08 | This is actually inserted as a section marker on
the A master page and that's how it looks there,
| | 00:14 | but in the context of the document page it's
going to reflect what section we are in.
| | 00:20 | So let's see how we can do that.
| | 00:24 | I'm going to start out by deleting that and the way we get
a Section Marker is by either right-clicking where we are
| | 00:34 | or going to the Type menu and choosing Insert
Special Character, Markers and we want Section Marker.
| | 00:43 | Now, we have seen this one before.
| | 00:45 | Let me just mention these briefly.
| | 00:48 | Next Page Number and Previous Page Number.
| | 00:50 | You would use these if you are working
with any kind of noncontiguous text flow.
| | 00:55 | For example, a newspaper that started on page
one and the story continued on an interior page.
| | 01:02 | That would be the Next Page Number and then
on the interior page that it was continued
| | 01:08 | from that would be the Previous Page Number
and these update should your text reflow.
| | 01:14 | But what we want in this context is a Section Marker and
that's going to appear right there as the word Section.
| | 01:22 | I can make it look however I want it to look.
| | 01:25 | It's retaining the formats from what was there originally.
| | 01:28 | So I'm just going to leave it like that
and now when I look on my document pages,
| | 01:36 | by magic seemingly, the section updates
to tell me what section is.
| | 01:42 | Now, not quite magic because there
is one more thing that we need to do.
| | 01:46 | We need to identify what the name of the section is and
our section starts on pages two and three right here.
| | 01:55 | Let me just switch to my Display Performance,
make that look a little bit better.
| | 02:00 | So what I'm going to do is I'm going
to double-click on that section marker
| | 02:04 | or if it's now already a section marker you can right click
on the page icon and choose Numbering & Section Options.
| | 02:14 | Section Start, we have this one checked right here.
| | 02:16 | Section Marker, whatever you type in here will appear
on the page wherever the section marker is inserted.
| | 02:24 | So that's why it appears as such and I have also deleted
this Section Prefix and I find that useful to delete that so
| | 02:34 | that when I'm moving from page to page
down here on my Page dropdown menu,
| | 02:40 | I don't get lots of annoying section
prefixes to appear before my page numbers.
| | 02:44 | So I'll go ahead and click OK to that there.
| | 02:47 | So I'm going to go to the section opener master page where I will
insert a text frame in the same way as I insert any text frame
| | 03:01 | and in that text frame I want to insert my section marker
and it's managed to fall out of there for some reason.
| | 03:10 | I have overset text in there.
| | 03:12 | I'm going to just increase the size of that.
| | 03:15 | A-ha. It must have been locked to the baseline grid.
| | 03:17 | So I'm going to select that piece of text.
| | 03:19 | Now in this I'm going to apply a paragraph style to and
if I go to my headings paragraph style group, this needs
| | 03:29 | to be a section head, which looks like that, and then I
want to position that on that guide that I've included
| | 03:40 | on the master page like so and now when I
look on my document pages that has updated
| | 03:53 | to reflect the actual content. Little bit
big there so I think I'm going to need
| | 03:57 | to go back here and reduce the size of that, like so.
| | 04:05 | I'm also going to set the vertical alignment on that text
frame. That's Apple or Ctrl+B to go to my Text Frame Options
| | 04:14 | to Bottom, which is going to make it slightly
easier for me to get it exactly on that guide.
| | 04:20 | Now when I return to Page 3, that's looking good and
let's go to my other section opening page, Pages 14 and 15
| | 04:33 | and that's also looking good, because here on Page 14, I
designated this a section and to do that we right-click
| | 04:42 | on the Page Numbering & Section Options and I typed in South
America as being the section marker for this specific section.
| | 04:52 | Just one more thing concerning sections and that is you can
| | 04:57 | of course combine different numbering
schemes within the same document.
| | 05:01 | Now, while that's not appropriate for this document,
if you had a document that had front matter, table of contents,
| | 05:08 | dedications, etcetera, you might want that
front matter numbered with Roman numerals
| | 05:13 | and you can change the numbering scheme for any section.
| | 05:17 | There I double-clicked on the triangle that indicates the
section break by choosing the number style right there.
| | 05:25 | So if I choose Roman numerals here then this section is going to
be numbered with Roman numerals until we reach the section break
| | 05:37 | down here on Page 14 or I can set that to be a
different numbering scheme as well if I wanted to.
| | 05:43 | So it's perfectly possible to combine different numbering schemes
or to reset the numbering at any point in the same document.
| | 05:52 | Now, in the next chapter, we are going to look at creating booked
documents, which are relevant when working with master pages
| | 05:58 | because we will see how we can synchronize a
master page or pages across a range of documents.
| | 06:06 | Join us there.
| | Collapse this transcript |
|
|
4. Working with Booked DocumentsBook feature overview| 00:00 | In this chapter, I'm going to talk about working with booked
documents. In InDesign a book is just a collection of documents,
| | 00:08 | and you can create a book from the File menu, New,
in the same way as you create a document or a library.
| | 00:15 | The purpose of making a book is so that you can carry out page numbering,
synchronization and file handling across a sequence of documents.
| | 00:24 | For example, with page numbering, where one
chapter ends, the next chapter will begin.
| | 00:29 | Synchronizing can be especially time saving so that
if you make any changes to the styles in one document,
| | 00:36 | you can designate that particular document as being
the style source for all other documents in the book
| | 00:43 | and then have that change ripple
through to all of the other documents.
| | 00:48 | You can also print a whole book, index a whole
book or make a table of contents for a whole book.
| | 00:55 | Before we get into working with books, let's just
ask the question. Do we need to work with books?
| | 01:00 | If you are the sole designer on a project, then perhaps not.
Personally, I prefer to keep everything in one document that way,
| | 01:08 | there's just less stuff to worry about. But if you are in a
work group situation then books really come into their own
| | 01:15 | because they allow you to break the
project down into bite size chunks,
| | 01:20 | which can then be worked on simultaneously by all the people
working on the project. That's the real strength of working
| | 01:28 | with books and in the next movie
we'll see how we can set up the book.
| | Collapse this transcript |
| Creating books| 00:00 | I'm in a document called mary1 in the Book folder and here I
have the popular nursery rhyme "Mary, Mary, Quiet Contrary,"
| | 00:09 | which I've broken down in to four separate documents
and I'm going to make those documents into a book.
| | 00:15 | Now obviously you wouldn't break down a four page document into
a book but doing it in this pretty condensed format allows me
| | 00:23 | to show you a number of different features
all cramped into a small amount of space
| | 00:29 | and the principle is the same whether you are
working with four pages or four thousand pages.
| | 00:34 | On each of these documents I have a chapter number that's a
text variable and I'll show you how we enter that in a moment
| | 00:41 | and I have an automatic page number and I also have some numbered
lists as well as Paragraph Styles, Swatches, character styles.
| | 00:52 | Let's just take a quick look at the other
components of this book and we can see
| | 00:58 | that at the moment there are just four separate documents with
no actual relationship to each other and that the page numbering,
| | 01:05 | chapter numbering and the list numbering currently starts
over at the beginning of everyone of these documents.
| | 01:12 | So to make them into a book I can be in any one of the documents,
it doesn't matter which and then we'll go to the File menu, New,
| | 01:19 | Book and in the Book folder, I'm going to save the
file as mary and it's going to have the extension INDB.
| | 01:29 | That's going to open up the Book panel.
| | 01:31 | Now in the Book panel, running from left to right, we
have the Synchronize button, the Save button, Print,
| | 01:39 | Add files to a book and Remove files from the book.
| | 01:44 | Obviously first thing I need to do is add documents.
| | 01:46 | So I'm going to click on that and then
choose these four documents that I have here.
| | 01:54 | mary1 through mary4, open those and
they are now added to the Book panel.
| | 02:01 | This icon on the right hand side the Open Book icon
indicates that all of these four documents are open.
| | 02:08 | It's not necessary in order to update your numbering
and synchronize across, arrange the documents in a book
| | 02:16 | to have them open in this case they are all open.
| | 02:19 | This icon here indicates that mary1 is currently the style
source and by style source I mean that's the document
| | 02:29 | that will control should we choose to do so what
aspects of these files are being synchronized,
| | 02:36 | the paragraph styles, character styles, object styles etcetera.
| | 02:40 | Now one thing that you will have noticed or may have notice
is that the page numbering has automatically updated.
| | 02:48 | I'm in document 2 that formally was page 1 and then if I go to
document 3 or rather than doing that I can just double-click
| | 02:57 | on the file in the list of the book's
documents and that seems to have not updated.
| | 03:04 | Now if this happens then try what I'm going
to do next and that is just change view size,
| | 03:09 | zoom in and actually it has just a little bit of a time
delay there in updating the automatic page numbering.
| | 03:18 | But the chapter number hasn't updated nor has the list.
| | 03:23 | So we'll see in the next movie how we can make that happen.
| | Collapse this transcript |
| Numbering across booked documents| 00:00 | So we saw how in the previous movie the page numbering
updated across our book, but the chapter numbering didn't.
| | 00:06 | So let's see how we can make sure that actually happens.
| | 00:09 | I'm going to zoom in up here and just delete that, so that we
can see how we insert this text variable in the first place.
| | 00:17 | Type menu, Text Variables, Insert Chapter Number.
| | 00:23 | Let's just take a look at how it's defined
in case you need to define your own.
| | 00:27 | Define, Edit, Chapter Number, that's
what I have called it, that's its type.
| | 00:34 | It is preceded by the word chapter followed by a space
and it uses the current document numbering style.
| | 00:40 | In this case 1,2,3,4.
| | 00:41 | Arabic numerals.
| | 00:43 | Click OK and click Done or rather click Insert and to make sure
that updates I'm now going to go to the documents one by one
| | 00:58 | and from the Book panel menu, I will
choose Document Numbering options,
| | 01:03 | Document Chapter Numbering.
Continue from Previous Document in the Book.
| | 01:08 | Now if I had a particularly long
chapter that spanned more than one book,
| | 01:12 | I could choose Same as Previous Document in the Book.
| | 01:16 | Click OK. Doesn't look like it's changed.
| | 01:19 | We'll see in a moment how it actually has but you might need
to force a screen redraw in order for that number to update.
| | 01:27 | This can do the same thing for that one and incidentally
you can also do this on the Pages panel menu.
| | 01:38 | Right there. So either place will work and now when I
come to my Pages panel menu, and choose Update Numbering,
| | 01:51 | Update all numbers. Still doesn't look like it's
changed but if I zoom in and move that out of the way,
| | 01:59 | we see it has and let's just confirm
that is indeed the case, yep.
| | 02:12 | OK, so those are my chapter numbers.
| | 02:16 | Now incidentally you can only have
one chapter number per document.
| | 02:20 | All in all it's not an especially useful feature but it can
help automate things somewhat and I suppose it may be useful
| | 02:29 | if the order of your chapters is somewhat undecided
or flexible so that you just put in the variable
| | 02:36 | and that variable will update to
reflect whatever chapter it is, regardless
| | 02:40 | if how much you may shuffle the chapters back and forth.
| | 02:44 | Now the second thing that wasn't working
with our numbering is the numbered list here.
| | 02:52 | We want this to continue across all of our chapters.
| | 02:56 | So the first thing we need to do is we need to define a list
style and that's going to involve me going to the Type menu
| | 03:03 | and choosing Bulleted & Numbered Lists
and to the Define Lists menu item,
| | 03:11 | where I will click on New and I'm going to call this list mary.
| | 03:16 | There are only two options and I want them
both checked. Continue Numbers across Stories,
| | 03:21 | Continue Numbers from Previous Documents in Book.
| | 03:25 | Click OK, click OK.
| | 03:29 | Now I need to do a bit more than that.
| | 03:31 | Now I'm going to just move my Book panel over there, get
rid of my Pages panel, open up my Paragraph Styles panel
| | 03:39 | because I now need to implement that
list styles in my number paragraph style.
| | 03:47 | So I will right-click on the Paragraph Style, choose Edit
Number and come to Bullets and Numbering where I have this
| | 03:56 | pulldown list and that's the list that I want to use.
| | 04:00 | Now I could have saved myself a step and just gone to New List
| | 04:05 | and created the list here but I just
like doing things the hard way.
| | 04:09 | So I'm going to choose it there, then
click OK. That was the second thing.
| | 04:16 | The third thing I need to do is that's a style
change that I have made in one of my four documents.
| | 04:23 | I now need to synchronize that style change across all
four of the documents so that the number paragraph styles
| | 04:32 | in the other chapters also is exactly the same.
| | 04:35 | I'm in the second of my four book chapters and I need
to now designate that one as being the style source.
| | 04:44 | So I will click in the column to the left of that.
| | 04:46 | Now if I want to perform a synchronization I either need
to have all of these selected or none of them selected
| | 04:55 | or whichever ones I want to be affected by the
synchronization which in this case is all and when that's true,
| | 05:04 | I can then click on the Synchronize
button or from the panel menu,
| | 05:09 | I can choose Synchronize Book and
you'll see it still hasn't quite worked.
| | 05:15 | The fourth and final thing that we need to do in
order to make this work is come to the Book panel menu
| | 05:22 | and choose Update Numbering, Update Chapter & Paragraph Numbers
or let's just update all numbers and then when I do that we see
| | 05:32 | that my list numbering now updates in
Chapter 2 and Chapter 3 and in Chapter 4.
| | 05:41 | So we have got our chapter numbering, our
list numbering and our page numbering.
| | 05:45 | In the next movie I have just a few more things to
say about numbering across the book and especially
| | 05:50 | about how you can combine numbering schemes within a book.
| | Collapse this transcript |
| More numbering tricks| 00:00 | More things to say about numbering across a book and
the first thing, not specifically related to numbering,
| | 00:04 | but I realize I've yet to save my book.
| | 00:06 | So I'm going to click on the Save the Book icon.
| | 00:09 | When you save a book it doesn't swallow the
files that you put into the book and make copies
| | 00:15 | of them rather it just puts a wrapper around them.
| | 00:17 | They exist as part of the book and they also exist independently.
| | 00:21 | The next thing I want to do is add a document to the book.
| | 00:25 | So I'm going to click on the plus and I'm going to add this one
here called frontmatter and I need to direct that to the top
| | 00:32 | because I want that to come first
and let's go and have a look at it.
| | 00:36 | It's currently numbered in the same numbering style but I
actually want this to have a Roman numeral numbering style.
| | 00:43 | So with this one selected, from the Book panel menu
I'm going to choose Document Numbering Options
| | 00:50 | and make the style lowercase Roman numerals, click OK.
| | 00:55 | The next thing I need to address is that mary1 is still following
on from the previous chapter in the book, maryfrontmatter.
| | 01:04 | So I need to now go to it's document numbering
options and have it start page numbering at 1.
| | 01:12 | So that's how we can combine different
numbering schemes within the same book.
| | 01:18 | Of course you do the same thing by making
sections breaks within the same document
| | 01:22 | but this is how you do it if you are
doing it across a series of booked documents.
| | 01:27 | So I now want to add some pages to one of the documents
in my book and I'm going to add four pages to mary1.
| | 01:32 | So I'll come to my Pages panel,
| | 01:35 | right-click on the document page icon, Insert Pages
| | 01:39 | and I'm going to insert four pages after Page 1. Click OK.
| | 01:46 | And we should see that everything has updated nicely there.
| | 01:51 | But let's say that we want our chapters
always to begin on a right-hand page.
| | 01:58 | Currently not the case for Chapter 2,
| | 02:01 | and for Chapter 4.
| | 02:03 | So to achieve that I'm going to return to my Book panel menu
| | 02:07 | and come down to Book Page Numbering Options.
| | 02:12 | Right. Currently, we are continuing from the previous document,
but actually we want to continue on the next odd page.
| | 02:20 | And then we have the option of inserting a blank page,
which I guess we want to do so I'm going to check that
| | 02:26 | otherwise there is going to be no page there for facing page to
the right-hand chapter opener. So that's necessary. I'll click OK
| | 02:37 | and let's see what's happened. Now, so
mary number two, if I take a look at that,
| | 02:44 | that's now beginning on Page 7 and there's a new blank page
added to that so that mary3 can begin on a right-hand page,
| | 02:54 | which in turn has also added a blank page
so that mary4 can begin on a right-hand page.
| | 03:02 | And since it ends on a right-hand page, it too has added a blank page.
| | 03:07 | Now, there's no way, other than coming to the specific documents
| | 03:11 | and applying a master page to those added pages, of controlling
| | 03:19 | what master page they get. By default, they would just
get none. So if you want them to have something else,
| | 03:25 | then you're going to need to come to the specific documents
| | 03:28 | and apply the master pages to them.
| | 03:30 | So that's controlling
| | 03:32 | your page numbering across the book and determining whether
each chapter begin on a left-hand page or a right-hand page
| | 03:41 | and how to combine within the same book different numbering schemes.
| | 03:46 | In the next movie, we'll take a look at the synchronization options.
| | Collapse this transcript |
| Synchronizing across a book| 00:00 | Synchronizing across a book.
| | 00:02 | So let's say that I want to change the
way my text looks and I'm in mary1.
| | 00:09 | That's my style source.
| | 00:11 | I'm going to come to my Paragraph Styles panel.
| | 00:14 | This style here I have called body. So I'm going to
edit that and let's see. I want to change the font.
| | 00:23 | What am I going to change it to?
| | 00:24 | I'll make it Adobe Garamond Pro and I'll make it
bold, maybe a little bit smaller and click OK.
| | 00:36 | So that's going to change that, but
actually while I was there I also want
| | 00:41 | to change one other thing and that's the character color.
| | 00:44 | So pink is all the rage so I'm going to use that and I
also decide that I want to change the background color
| | 00:53 | and now I'm going to do this by editing the swatches
and I realize my Swatches panel has gone missing.
| | 01:02 | So I'm just going to do this, Workspace, and return to
the default workspace and that's going to bring it back
| | 01:10 | or of course I could choose it from the Window menu.
| | 01:12 | Now I'll click on Swatches and that's the one I'm after
right there. Making sure that I have nothing selected,
| | 01:24 | double-click on that swatch and I'm going
to brighten this up, make it brighter green.
| | 01:33 | Something like that and we see that has quite
a dramatic effect on the appearance of the document.
| | 01:38 | Now I want that change to be carried through to
| | 01:41 | all of the documents in the book.
| | 01:44 | Now we're going to see something interesting here.
| | 01:46 | I'm going to deselect that, which is the same as
selecting all. So my synchronization is now going to affect
| | 01:54 | all of the documents in my book and when I do this,
| | 01:58 | and then we go look at the other chapters,
| | 02:01 | so we see that it's taken this change. The headings are now
pink, but the background color is still the same as it was.
| | 02:11 | So what's going on there? Well, that is
explained by the default Synchronize Options,
| | 02:18 | which have all of these items checked,
| | 02:22 | including Swatches, which was actually what we changed.
| | 02:25 | But that swatch was applied to
a frame that was on my master pages,
| | 02:31 | and that was not included in that synchronization.
| | 02:34 | So if I want to have it so, then I'm going to check that
| | 02:39 | click OK and then come back there. I don't have the option to
synchronize because I've only got the one of the chapters selected.
| | 02:47 | So I'm going to need to deselect that
| | 02:49 | then come back there and I can Synchronize Book
or click on the Synchronize button
| | 02:54 | and now all of my documents are affected.
| | 03:00 | So the point there being that
| | 03:03 | when you synchronize first of all check your synchronize options
| | 03:08 | and make sure you know what is actually being affected
| | 03:12 | and of course when you synchronize it is this icon here
| | 03:17 | next to whichever document you have put it next to that is
going to determine which of the documents is the style source.
| | 03:25 | So in the next and final movie on books
we're going to look at creating a table of contents,
| | 03:32 | and how to export the whole book and print the whole book.
| | Collapse this transcript |
| Adding a table of contents| 00:00 | I want to make a Table of Contents across my book.
| | 00:02 | I want to print my whole book or I
want to export my whole book as a PDF.
| | 00:06 | Let's see how we can do that but before we do that,
I want to change the colors back to the way they were
| | 00:11 | because this color combination is a little bit garish.
| | 00:15 | So I'm in the style source document and if
I press Ctrl or Apple+Z a couple of times,
| | 00:21 | or three times in fact, I get back to the way I was.
| | 00:25 | But when I look at the other documents in
the book, they are not affected by that undo
| | 00:31 | and to have them affected I need to resynchronize.
| | 00:34 | So I'm going to make sure that none of my documents there are
selected, amounting to all of them being selected and then click
| | 00:40 | on the Synchronize button and we're back to the way we were.
| | 00:44 | Now in order to add my Table of Contents I want to make sure
that I'm in the document that is going to contain the Table
| | 00:51 | of Contents because the Table of Contents is going to
auto-generate for us a text file and we need to make sure
| | 00:58 | we're in the right document where we want that text file to go. And
I'm now going to come up to a Layout menu, choose Table of Contents
| | 01:06 | and without going in to too much detail here because
this is all coming up in the Table of Contents chapter
| | 01:12 | where I address all of these different options.
| | 01:15 | The important thing to bear in mind here as it relates
to booked documents is that we need this checkbox checked.
| | 01:22 | I'm going to use the body style, which I have applied to the
column itself, to create the text for my Table of Contents,
| | 01:29 | it's going to be called contents and
I'm going to have this paragraph style,
| | 01:34 | which I already created, applied to the text is generated.
| | 01:39 | This paragraph style here, TOC Body Text, is auto-generated. You
could choose this and just modify the way it looks but I'm going
| | 01:47 | to use the one that I have already got prepared and then
when I click OK, there is my Table of Contents document.
| | 01:54 | I'm going to turn my guides on by pressing W and I'm going
to just click and drag that right there and there's my Table
| | 02:04 | of Contents, reflecting the pages that the different
chapters start on. And having done that, what if we wanted
| | 02:13 | to print the whole thing on like a PDF of the whole thing?
| | 02:17 | If I were to, within any of these documents, go to the File,
| | 02:22 | Print or the Adobe PDF Presets, use
one of these or Export in PDF.
| | 02:28 | I'm not going to see an option that allows me to print or
export the whole book, so instead what I need to do is I need
| | 02:36 | to choose it from the Book panel menu. And to get the whole book
I'm going to make sure that I've got none of those selected
| | 02:44 | and then from the Book panel menu, choose Export Book
to PDF and I'm going to save this in the book folder
| | 02:54 | and I'm going to leave it called mary.pdf, Save.
| | 02:58 | I choose the preset that I want to use and I'm going to use
that one, View PDF after Exporting. Click Export. Here we are.
| | 03:14 | We see it's added all of the pages, some of them blank,
but it's added all of the pages to our PDF result.
| | 03:25 | So there we have everything you need to
know about working with booked documents.
| | 03:32 | So in the next chapter I'm going to look
at other aspects of global formatting.
| | 03:35 | How to really get the most from your paragraph styles,
object styles, table and cell styles, and working
| | 03:43 | with libraries and snippets, among other things.
| | 03:46 | Join me there.
| | Collapse this transcript |
|
|
5. Getting the Most from Global FormattingPlanning and managing styles| 00:00 | The power of InDesign really comes from taking advantage of
all of its style features, paragraph, character, object, table,
| | 00:07 | cell styles. And we are going to be talking about
how to get the most from those in this chapter.
| | 00:13 | I'm also going to be rolling into this chapter some
other global formatting features of InDesign like working
| | 00:20 | with libraries and snippets and working with swatches.
| | 00:25 | But before we do that, before we get into the nitty-gritty
of this, let's just have an overview. A styles checklist.
| | 00:32 | Now it's important to bear in mind that when you are
working with styles you don't need to reinvent the wheel.
| | 00:38 | If you or somebody else has already created styles
for one document, you can load them into another
| | 00:45 | and re-purpose them and I will show that in the next movie.
| | 00:49 | Secondly think about all of the properties that
can be incorporated into a style definition.
| | 00:54 | A Paragraph style, you have got hyphenation, justification,
color, indents and spacing, all of these things.
| | 01:01 | Have you considered them all?
| | 01:03 | Because you are really creating a legacy when you set up a style
sheet that is going to create the foundation for your documents,
| | 01:09 | so that's worth taking the time to
go through all of these properties.
| | 01:13 | Are you using style groups?
| | 01:16 | That's the next thing to consider.
| | 01:18 | A new feature in CS3, we can put our styles in folders.
| | 01:20 | I'm still undecided about whether
or not this is a good thing or not.
| | 01:23 | I will address that again in the next movie.
| | 01:27 | Name your styles logically. It's an obvious point, but while it
maybe endearing to call your styles Bob and Ted and Steve just
| | 01:35 | for the fun of it, it's not going to make much sense to you or to
anybody else who may inherit your document later on down the line.
| | 01:42 | And also don't have a Style Sheet panel that
has Paragraph Style 1, Paragraph Style 2, etcetera.
| | 01:49 | Name them logically so that they make sense to
you and anyone who may inherit your document.
| | 01:55 | Then we have three items that really kind of go together.
| | 01:59 | Based On. What characteristics, what
attributes does one style inherit from another.
| | 02:05 | Next Style. What style is going to be applied when you
start keying in your text or how can you leverage the power
| | 02:13 | of sequential styles by applying a chain
of styles using the Next Style feature.
| | 02:19 | Are you speeding things up by using
keyboard shortcuts applied to your styles?
| | 02:24 | One last consideration and it may not be something
that affect you now but it might do down the line
| | 02:29 | and frankly it's not difficult to
implement this so you might as well anyway.
| | 02:34 | If you plan on mapping your paragraph styles to XML tags,
if you plan on re-purposing your InDesign document as XML
| | 02:43 | for whatever reason then make sure that you are not using
any spaces in your paragraph style names. That's just going
| | 02:50 | to make things easier and while not absolutely necessary, XML
is case-sensitive. So it just kind of make sense to standardize
| | 02:59 | on lowercase and that way you also avoid any kind of
duplication of like named styles that use different casing.
| | 03:07 | Next I'm going to look at Based On, Next
Style, keyboard shortcut and style groups.
| | 03:13 | I will address those all in one in the next movie.
| | Collapse this transcript |
| Creating a style based on another| 00:00 | Some things to consider when creating your styles and what I'm
going to cover in this movie may not be news to many of you,
| | 00:06 | if you have already watched the InDesign Essentials title
or the Beyond the Basics title or my Typography title.
| | 00:12 | But I think it bears repeating at this point, as it's
a very useful foundation for creating your styles.
| | 00:19 | Firstly, and a point I made in the opening Overview
movie, if you have already got the styles created,
| | 00:26 | you don't need to recreate them again.
You can load them from another InDesign document.
| | 00:32 | If you choose Load Paragraph Styles,
you are just going to load those.
| | 00:35 | Load All Text Styles will load your
paragraph and character styles.
| | 00:40 | You will find this same menu item obviously relevant
to the actual style that it is referring to,
| | 00:47 | for object styles and for table and cell styles as well.
| | 00:51 | So if I were to choose that and then choose a
document that contains the styles that I want,
| | 00:57 | Open, I can either cherry pick specific styles or I can
take the whole lot, click OK and they will all be added
| | 01:05 | to my Paragraph Styles panel and then I
can adopt and adapt them as necessary.
| | 01:11 | The second thing I want to mention is taking advantage
of the Based On feature when creating your styles.
| | 01:18 | Here in my Paragraph Styles panel we see I have got head1, head2,
head3. head3 is based upon head2, head2 is based upon head1,
| | 01:28 | meaning that when I edit head1 and I'm going to
change it's color, head2 and head3 also change.
| | 01:36 | So that can have a really profound effect if you are working with
a very long document or if you are working with several documents
| | 01:45 | that have been wrapped together in a book and then in the case of
the book you would then synchronize that paragraph style change
| | 01:52 | across the book and it will change all of your documents.
| | 01:56 | Next thing I want to make clear is the use of the Next Style.
| | 02:02 | You will see that head1 has a Next
Style of body, as do head2 and head3.
| | 02:10 | Meaning that, and there are a couple of different uses of the
Next Style depending on the context, but at it's most basic
| | 02:18 | if I'm keying-in my text in InDesign and I'm going to apply the
paragraph style to that using the shortcuts that I have added to it,
| | 02:28 | which is Option or Alt + number pad 1, then when I press Return
you'll see that the next paragraph is automatically formatted
| | 02:39 | in whatever I specified as being the Next Style.
| | 02:42 | A second thing that you can do with Next Style and to
demonstrate this I'm going to duplicate this text frame,
| | 02:51 | over there and then clicking on the Formatting Effect Text
icon I'm going to set all of that text to Basic Paragraph.
| | 03:01 | Now if I select the first two paragraphs
there to apply styles to both of them at once,
| | 03:08 | I will then right-click on head1 and
choose Apply head1 then Next Style.
| | 03:16 | So you can set off a style sequence using Next Style and
we will see in an upcoming movie how we can really take
| | 03:24 | that to a whole other level by setting up a chain of styles
| | 03:28 | so that you can apply formats to
multiple paragraphs with a single click.
| | 03:34 | Adding a keyboard shortcut is a piece of cake.
| | 03:37 | We just do that right there. Important thing to bear
in mind is that you cannot use the function keys.
| | 03:43 | They're reserved for other things.
| | 03:45 | So we need to use a modifier key in
combination with one of our number pad keys.
| | 03:53 | Grouping your paragraph styles together may be useful especially
if you have a very long style sheet. I don't in this case
| | 04:01 | but I can still group these three styles together because they
relate to each other. Before I do so I'm going to make sure
| | 04:08 | that I have nothing selected so that I don't
inadvertently apply a style to a selection and then I'm going
| | 04:15 | to select these three styles and from the Paragraph Styles panel
menu, I'm going to choose New Group from Styles and I will call
| | 04:27 | that head, click OK and then all of those styles are put
into that folder which I can expand or contract as necessary.
| | 04:37 | Our only downside to doing that is that once you
use style groups it makes a little bit trickier
| | 04:44 | when you map Microsoft Word styles to your InDesign styles.
| | 04:49 | But all in all it's probably a useful time saving feature.
| | 04:54 | Coming up in the next movie I would
like to show you how combining Word
| | 04:59 | with InDesign we can print our paragraph style specifications.
| | Collapse this transcript |
| Printing style sheets| 00:00 | Now what if you are a bit of a styles control freak and
having put a lot of time into creating your paragraph
| | 00:06 | and character styles, you decide you want to print
out a specification of them just so that you can kind
| | 00:12 | of cross reference things and you want to
make sure everything is as it should be.
| | 00:17 | Well you can look all you want on the
Paragraph Styles panel menu or anywhere else
| | 00:23 | for that matter but you are not going to find that option.
| | 00:25 | You can't really do this in InDesign, but here is a workaround.
| | 00:30 | I'm going to press W to turn on my guides and then
on my pasteboard I'm going to make a text frame
| | 00:39 | and in that text frame I'm just going to put as many blank
paragraphs as I have paragraph styles and then I'm just going
| | 00:48 | to come over here and one by one
apply the styles to the paragraphs.
| | 00:59 | Having done that I'm then going to export this story and
I'm going to call it printstyles then I'm going to save it
| | 01:16 | in Rich Text Format and I'm going to save in the Styles folder.
| | 01:20 | OK, now what I want to do is switch to Word, which I have
open down there and in Word I'm going to open a document.
| | 01:33 | So I need to go to my Desktop, my Exercise Files, right
from my Styles folder, there is the document that I'm after
| | 01:47 | and there we are in Word and if I turn on my hidden characters
there, we can see I have just got lot of blank paragraph
| | 01:54 | and as you would expect based upon what I did,
but if we look at the Style Formatting panel,
| | 02:00 | we can see that it tells me what style I'm actually in.
| | 02:04 | Now I'm going to go to the File menu in Word and choose Print
and from the Word specific options here or from this pull
| | 02:16 | down I'm going to choose Microsoft Word to
get to the Word specific options and instead
| | 02:21 | of Print What Document, I'm going to choose Styles.
| | 02:25 | I'm actually not going to print this
but I'm going to make it into a PDF.
| | 02:29 | So I'm going to choose Save as PDF and I will just - I suppose
I will put it in the Styles folder and then click Save.
| | 02:40 | Now if I go to my Desktop and to my Styles
folder, I should see in there a PDF file,
| | 02:49 | which is actually missing in my case the PDF extension.
| | 02:54 | So I'm going to add it and then I'm going to double-click
on that to open that in Acrobat and there we have a list
| | 03:07 | of all the styles used in my document
and all of their specifications.
| | 03:13 | Now Word being Word, a bit of lore unto itself, it's
added some styles in that we didn't actually want.
| | 03:21 | Basic Paragraph, No Paragraph Style.
| | 03:24 | These really weren't in the document that we saved.
| | 03:28 | So I'm going to choose my Select Text tool and press Command+A
or Ctrl+A to select everything there and then Command+C
| | 03:38 | or Ctrl+C to copy that and then go back to Word where in a
new document I will paste that and then I can just get rid
| | 03:48 | of the one's that I don't want like Table Normal, Normal.
| | 03:52 | All of these things, these are Word generated
styles which I can certainly do without.
| | 03:58 | Then I would save this and that is my
paragraph styles specification documents.
| | 04:05 | Bit of a run around but it can be a
useful thing every once in a while.
| | Collapse this transcript |
| Using object styles| 00:00 | Essential for any global formatting workflow is
the use of object styles. At their most basic,
| | 00:07 | I can create an object style, apply that object style to
my picture frames then should I decide to change anything
| | 00:13 | about my picture frames, let's say for example I want to give them
a key line or stroke, then I change the object style definition.
| | 00:21 | Every picture frame with that style applied to it updates.
| | 00:24 | You will just see what I mean.
| | 00:26 | So there is my object style, I'm going to right-click
on that, change my Stroke property and I'm going
| | 00:33 | to give it a magenta stroke, so it's little bit easier to see.
| | 00:37 | Click OK and now our picture frames all have a magenta stroke.
| | 00:42 | But we can take object styles a lot of
further than that and we can incorporate
| | 00:46 | into the object style definition the anchored
item properties and that's what we have here.
| | 00:51 | These images are all anchored to the text, meaning that if I
select a piece of text- and before I go any further I'm going
| | 01:00 | to switch to my Normal view mode and cut that, Apple+X or
Ctrl+X, and then insert my cursor right there and paste that
| | 01:09 | and you will see that the location of the images updates.
| | 01:13 | So what I'm going to do is revert this document to
the way it was when I came in and then I'm going
| | 01:20 | to cut those pictures and recreate this scenario.
| | 01:27 | So I'm going to zoom in a bit on that portion of the
page and I will draw myself a picture frame like so.
| | 01:37 | Now we want four of those picture frames, so while there are
numerous ways of doing this, I'm going to use Step and Repeat,
| | 01:46 | well just because I can. And I want 3 and if I wanted to determine
an exact offset between them I need to figure out the height
| | 01:55 | of the box, which in this case is 66.383, and then plus any space
I want between them. My Horizontal Offset is going to be 0
| | 02:07 | and then my Vertical Offset will be the height of my box,
66.383, and if I'm lazy and I just don't want to do the math,
| | 02:16 | I could put in + 12 and that will
give me the space between my boxes.
| | 02:23 | So there I have my four picture frames and I'm now going to
place some images into them. Apple+D or Ctrl+D or File menu,
| | 02:35 | Place and I'm going to place this from the Links folder which
is inside the Styles folder and the images I want those five
| | 02:46 | but not actually not including the second one in the list.
| | 02:51 | So I'm holding down the Ctrl or Apple
key to make a non-contiguous selection.
| | 02:56 | Then I'm going to click Open and there I have four
images on my loaded picture cursor and I will one
| | 03:06 | by one move over the picture frames to insert them.
| | 03:12 | So we see the first issue is that the pictures
don't actually fit into the picture frames.
| | 03:17 | Now, I could set my Frame Fitting Options individually
but I want to do it in a more global way than that.
| | 03:26 | So I'm going to create a new object style, which I'm going
to call picture and we will go to my Frame Fitting Options.
| | 03:37 | I will choose the center point as the reference point, so any
cropping is going to take place either left and right or top
| | 03:45 | and bottom, depending on whether it's a horizontal
or a vertical picture. Fitting on Empty Frame,
| | 03:52 | I'm going to set that to Fill Frame Proportionally
and then click OK and now I will select all four
| | 04:01 | of those pictures and apply that object style to them.
| | 04:04 | So my pictures now fit inside my frames.
I now want to anchor them to the text.
| | 04:10 | So I will select one and cut it, double-
click to insert my type cursor at the point
| | 04:18 | at which I want to paste it into the text frame.
| | 04:22 | Press Apple+V or Ctrl+V and the status of this graphic is
now as an inline graphic and we will see in a movie coming
| | 04:32 | up shortly how inline graphics can also be very
useful but in this case we want it to be anchored
| | 04:39 | and to make it be anchored I need to go to the Object menu,
choose Anchored Object Options and this always works better
| | 04:48 | with your preview on. Position needs to be Custom.
| | 04:53 | Some of these options are a little bit hard to fathom but when
you have your preview on, the good news is you can just mess
| | 05:00 | around with these to get them the way you want them
to be and then your preview is going to update.
| | 05:06 | But firstly, I think I will address the Y coordinate.
| | 05:11 | Now Y is currently relative to the baseline.
| | 05:15 | So it's currently on the baseline of the
first letter of my type and I'm going to set
| | 05:19 | that to be the cap height and you will see that it updates.
| | 05:22 | Now the positioning of this horizontally, relative
to the text I could determine this by messing
| | 05:30 | around with my X Offset, but that's a bit of hit-and-miss affair.
| | 05:35 | So I'm not going to do that there but rather I'm going
to set that manually when I return to the layout.
| | 05:42 | But do I want this to be relative to the spine?
| | 05:45 | I think I do, although it's not going to affect this example
because we have only a single page but if I choose Relative
| | 05:52 | to Spine, then I could either have them on the outside of the
spine or the inside of the spine and I'm going to choose Inside.
| | 06:01 | Everything else I'm actually going to leave as is
but I'm going to make sure I do not check this one
| | 06:07 | because I do what to do manually position this.
| | 06:10 | I can now manually position this using
my column guides as visual reference.
| | 06:14 | I'm just holding down the Shift key and moving that
over so that it fits into my vacant middle column.
| | 06:22 | Now that I have got that the way I want it to be and we
already have the picture object style applied to this text,
| | 06:29 | I'm just going to come in and right-click on
the picture object style and redefine that.
| | 06:37 | Now that is not yet going to affect pictures two, three and
four but as soon as I cut that from there and then double-click
| | 06:46 | to make an insertion point into my type and paste it, Apple+V
or Ctrl+V, you see it goes exactly wherever we want it to go.
| | 06:55 | So now I'm going to hold down my Command or Ctrl key to
select that one and then cut it, insert my cursor, paste it,
| | 07:05 | repeat that process for the second picture, paste it and now
our images are anchored to our text. Meaning that we don't have
| | 07:15 | to drive ourselves crazy chasing the
pictures around every time as text re-flows.
| | 07:21 | Now, let's say that I decide I want my pictures to be in
this first column and my text to be in columns two and three,
| | 07:30 | well I can just move my text over like
so and get one of these anchored objects.
| | 07:37 | There I'm holding down the Apple or Ctrl key to select it because
it's actually overlapped by another object and then I'm going
| | 07:45 | to hold down the Shift key and move
this over, where I want it to go.
| | 07:51 | This is now picture plus. That change I made is an override
to the picture object style definition but I'm now going
| | 07:59 | to once again redefine it and all of the other
pictures move over to the left of the column.
| | 08:06 | So object styles are tremendously important when working with
pictures that you need to follow the text flow or be attached
| | 08:14 | to the text flow and in the next and very much related
movie we will look at how we can work with inline images.
| | Collapse this transcript |
| Working with inline images| 00:00 | As great as anchored objects are they do have their limitations.
| | 00:04 | Sometimes it may be preferable to use inline graphics.
| | 00:08 | In this example I would like to show you how we can automatically
or as automatically as possible add inline graphics to the flow
| | 00:17 | of our text and have the images occur on
the facing pages to our chapter opener.
| | 00:23 | If I take a quick spin through this document, I'm in a document
called alice_illustrated_final, which is in the Alice folder,
| | 00:30 | and I'm pressing Option or Alt to page down through it and
where possible the image begins on the left-hand facing page
| | 00:39 | to the chapter opener. Where the chapter begins on a right-hand
page then the image comes on the following left-hand page.
| | 00:50 | But where possible and certainly preferable, the image
is occurring on the page preceding the chapter opener.
| | 01:00 | Now let's see how we can do this.
| | 01:02 | I'm going to switch back to the starting point, which is called
alice_illustrated, and in this case I don't have the actual images
| | 01:12 | in the text, but rather I have a
piece of text that is the image path.
| | 01:18 | And this gives me the opportunity to show you
a very useful script that you can download
| | 01:24 | from the Adobe Exchange site and it's
called Place Images by Enzo Borri.
| | 01:32 | Now that's the Mac version, there is no Windows
version of that, but there is a Windows equivalent
| | 01:37 | that does the same thing. It's called
Replace Inline and it's by Robert Tkaczyk,
| | 01:43 | and my apologies to him if I'm mispronouncing that.
| | 01:47 | So what I'm going to do is I'm going to switch to my Fit
in Window view and then to first of all run the script.
| | 01:56 | Let me just point out, there's the
image path there and if we go to the end
| | 02:02 | of that chapter we see there is another
image path there. There are twelve in total.
| | 02:08 | So I'm going to go to the Window menu, Automation, Scripts,
and here's the script I'm talking about. It's called Placeimages
| | 02:17 | and because this is a CS2 script it is not fully
compatible with CS3 but to get around I put it
| | 02:25 | in a folder called Version 4.0 Scripts which
I have placed inside the Scripts panel folder.
| | 02:32 | To run the script I just double-click on it, click
OK and it's going to ask me where my images are,
| | 02:39 | so I navigate to the folder containing them and
I'm already there so I'm going to click Choose.
| | 02:44 | Then I have these options for how the images are going to be
formatted, are they going to have a Stroke, Drop Shadow, etc.
| | 02:53 | Actually I don't want any of those things, so I'm just
going to click OK, and it'll take a moment or two to run,
| | 03:03 | but when we're finished we'll see that
we've now got an image placed at that point
| | 03:11 | in the text and that has replaced the image path.
| | 03:15 | OK, so far so good, but we need to obviously not have the
images overlap the text and we need them to be on the page.
| | 03:24 | So to do this we are going to make a Paragraph
Style and we're going to call it Inline,
| | 03:31 | and then we're going to apply automatically to all of
those twelve graphics that are now in the flow of our text.
| | 03:38 | Coming to my Paragraph Styles panel, I will choose New Paragraph
Style and I'll call it inline. And the important thing
| | 03:50 | that I need to incorporate into this
paragraph style is that it has auto-leading.
| | 03:56 | This is about the one time when auto-leading is actually
a useful thing because it's going to mean that the height
| | 04:02 | of the paragraph will be determined by the height of the image.
| | 04:05 | I want to make sure it doesn't have any indents or
anything and it doesn't- so I can now just click OK.
| | 04:11 | Now if I were to insert my cursor at that point in the
text, which is going to be a little bit tricky to do.
| | 04:16 | You can see there the carriage return, but it's going to
be hard to actually locate my cursor at the exact point.
| | 04:24 | So what I'm going to do instead is go to my Story
Editor where the inline graphic appears like that
| | 04:34 | and then I can apply the inline paragraph style to it.
| | 04:38 | Now when I close the Story Editor we see that the image is now
on the page within the text frame and it's overlapping the text.
| | 04:46 | All right, that's a good start, but of course we
want the image to occur on the left-hand page.
| | 04:53 | So I need to do something else with that inline paragraph style.
| | 04:57 | I'm going to right-click on the style name
and I'm going to go to the Keep Options
| | 05:03 | where I'll say start the paragraph on the next even page.
| | 05:09 | Click OK, and great, the image is now starting
on the even page facing the chapter opener
| | 05:19 | and this paragraph style has a Keep
Option and we'll just take a look at that,
| | 05:24 | it has a Keep Option to begin on the next odd page.
| | 05:27 | The next thing we want to do is to now apply that inline
paragraph style to all of the twelve inline graphics.
| | 05:36 | I'm going to close my Scripts panel because we
don't need that any longer and I'm also going
| | 05:42 | to contract my Paragraph Styles panel, then come to my
Find/Change where what I have here is inherited from the script
| | 05:53 | that I just ran, I'm going to remove that and what
I'm actually finding and this is a text Find/Change,
| | 06:02 | it doesn't need to be a GREP. The text
is going to be sufficient in this case.
| | 06:06 | I need to look at my markers because what I'm after is an
anchored object marker and I'm going to leave my Change
| | 06:13 | to field blank there, but in the formats I'm going to
apply the inline paragraph style to every instance
| | 06:22 | of the anchored object marker and I'm feeling reckless so
I'm going to click on Change All, 12 replacements made.
| | 06:31 | Let's now take a spin through our document.
| | 06:36 | I'm pressing Option or Alt, page down and we
can see that this is going to be a problem.
| | 06:45 | I mean we've probably don't want a blank
right-hand page at the end of certain chapters.
| | 06:51 | But the graphic is following our instruction.
| | 06:54 | It is beginning on a left-hand page.
| | 06:58 | What we do about those instances where we have a blank
right-hand page? Well, I mean one alternative is to live with it,
| | 07:06 | but if we don't want to live with
it then we could do this instead.
| | 07:11 | And to do this, I'm going to zoom out so
that we can get an overview of the document,
| | 07:18 | and then scroll up until we find the first place where
things start not really working as well as we'd like them to.
| | 07:29 | There is the case in point, right there.
| | 07:33 | So I'm going to choose my Selection tool and I will grab this
text frame, the chapter opener, and I'm going to move that up
| | 07:41 | to the previous page and then click on the outport of
that text frame and click on the empty page right there
| | 07:53 | so that what we now have is the chapter begins there and then
on the page which follows is where we have the illustration.
| | 08:02 | It's not a great solution but it's preferable to
having that blank page and then I would just carry
| | 08:08 | on through the document and apply that fix wherever necessary.
| | Collapse this transcript |
| Nested and sequential styles| 00:00 | In this movie we're going to see how we can
combine nested styles, sequential styles
| | 00:05 | and object styles to quickly format a catalog page.
| | 00:10 | I'm in the document called lynda.indd
and it's in the Styles folder.
| | 00:15 | And here I have a simple catalog page with
six products and six product descriptions.
| | 00:23 | And if we take a look they all follow exactly the same format.
| | 00:28 | So these are good candidates for sequential styling.
| | 00:31 | I have ordered my paragraph styles on my Paragraph Styles
panel to follow the order in which the styles are applied.
| | 00:39 | That just kind of makes it easier for
me to keep it straight in my head.
| | 00:43 | And if we look at the way these are set up, the
Title paragraph style, its next style is Author,
| | 00:50 | and the Author style, its next style is ISBN, etcetera.
| | 00:57 | So we've got next style set up for each of these.
| | 01:01 | Now when we get to the last style in the style
sequence, Price, its next style is back to Title.
| | 01:08 | So we have a repeating loop set up here.
| | 01:11 | But before we get to that I'd also like to throw
in something else here and that Is using a script
| | 01:17 | that comes with InDesign as one of the sample scripts.
| | 01:20 | So I'm going to delete those picture frames and their contents
right there and then I'm going to switch to my Fit in Window view
| | 01:29 | where I have a grid work set up, and this was
created by using the Layout Create Guides option.
| | 01:37 | And in fact why don't we do the whole thing over from scratch.
| | 01:40 | So I'm going to go to my master page and on my master page
I'm going to go to my Layout menu and choose Create Guides.
| | 01:52 | And the first thing I'll do is remove the existing
guides, turn on my Preview, they are all gone.
| | 01:57 | Now what I want to do here is divide my page into quarters
and have those guides fit according to my margins.
| | 02:07 | So when I do that I've now got a series of guides
like so with a 12-point gutter between them.
| | 02:16 | I'll click OK to that then return to my document page.
| | 02:20 | Now on my document page I'm going to draw myself a picture
frame which fills that whole area and then I'll come
| | 02:29 | over to my Window menu, Automation, Scripts and in my
JavaScript folder I will see a script called MakeGrid.
| | 02:43 | So with this picture frame selected
I'm going to double-click on MakeGrid,
| | 02:48 | there I can determine how many different cells
I want to create from this one picture frame.
| | 02:55 | And I want two rows and three columns with
a 12-point gutter because that's what I set
| | 03:02 | up with my guides and a 12-point column gutter.
| | 03:05 | Frame Type I'm going to leave them Unassigned.
Retain Formatting and Contents, not relevant here.
| | 03:12 | Delete Original Object.
| | 03:14 | Yes, I want that checked because I want to delete this one.
| | 03:18 | And we now say that I've got six evenly spaced
picture frames derived from that one picture frame.
| | 03:25 | And now to put the pictures into that picture frame I'm
going to come to Bridge where I've got Bridge in compact mode
| | 03:34 | and I have my images arranged in sequence and I can
change the size of their thumbnail there if I need to,
| | 03:41 | and I'm now just going to drag those over
one-by-one into the appropriate picture frame.
| | 03:51 | And we see that currently too big but I'm
going to address that in the next step.
| | 04:00 | OK, so the pictures are now in.
| | 04:04 | And then I'm going to select one of these and I'll come to
the Object menu and choose Fitting, Frame Fitting Options
| | 04:14 | and I'm going to make the center point a reference point
and in this context I want to Fit Content Proportionally.
| | 04:23 | I'll click OK and I'm also going to dismiss
Bridge now because it served its purpose.
| | 04:32 | Having done that I'm going to create an object
style based upon that particular picture frame.
| | 04:38 | I've already got one right there, but I'm going to
create another. New Object Style and I'll call this pic1,
| | 04:45 | and I need to make sure that it incorporates my
Frame Fitting Options which it currently is not,
| | 04:54 | so I'll have to put a check mark next to that and click OK.
| | 04:59 | And now I'll select all of those and apply that object style
to those picture frames and they all now fit perfectly.
| | 05:08 | Now in terms of applying the formatting to the text I'm going
to zoom in down here and I'm going to wipe out any formatting
| | 05:16 | that we currently have by clicking
on the Formatting affects text icon
| | 05:22 | and coming to my paragraph styles and make that basic paragraph.
| | 05:28 | Now we can do this in the automated way or
we can do it in the super-automated way.
| | 05:36 | So if I were to select all of these I could then come over to
the first style in my sequence, right-click on that, Apply Title,
| | 05:46 | then next style, and we see that the whole
thing is formatted with a single-click.
| | 05:51 | Now this does rely upon everything
being exactly in its right place.
| | 05:56 | If should one paragraph fall out of the sequence,
then the whole thing will explode.
| | 06:02 | So it's rather fragile but in this context where your
formatting is completely consistent it will work perfectly.
| | 06:10 | Now I'm going to anxiously Undo that because we can go one
step further with that and we can create an object style,
| | 06:18 | which includes as part of its attributes, the paragraph style
that should be applied to the contents of that object style.
| | 06:27 | Let me get rid of my Scripts panel.
| | 06:29 | So I'm going to come up here to Object Styles and I will just,
| | 06:34 | from the panel menu, choose New Object
Style and I will call this one text1.
| | 06:40 | And again, this is an attribute that is not included by default
so I need to click in the checkbox next to Paragraph Styles
| | 06:50 | and when I select that we want to make sure that the Title style
is applied to the contents of this object style and we also want
| | 07:01 | to make sure that the next style is applied after that.
| | 07:06 | So when I click OK, I could now click on this text
frame containing all of this text and then click
| | 07:13 | on the text1 object style and everything is done.
| | 07:19 | So that's object styles, sequential styles, and let me just point
out that some of these sequential styles are also nested styles
| | 07:28 | and that is what is giving us this bold
formatting at the start of the paragraph.
| | 07:34 | So let's just take a look at that specification.
| | 07:37 | I'll use any one of these.
| | 07:39 | If I edit that, we see that Drop Caps and Nested Styles, they
have the bold character style applied through one colon.
| | 07:49 | Now that colon there is what is turning that character style Off
and allowing it to revert to the normal for the Paragraph Style.
| | 07:59 | So when your formatting does follow a very consistent
sequence, nested styles, sequential styles and taking it really
| | 08:09 | to the next level, object styles that incorporate the
sequential style into them can be a tremendous time saver.
| | Collapse this transcript |
| Table and cell styles| 00:00 | If you are new to table and cell styles they can be a bit hard
to get your head around because you need to know that in order
| | 00:07 | for them to work as well as possible your paragraph styles need
to be set up first because your paragraph styles are incorporated
| | 00:16 | into your cell styles and then your cell
styles are incorporated into your table styles.
| | 00:22 | Once those two things are true, you
can apply the table style to the table
| | 00:27 | and it will take on most of the formatting that you wish.
| | 00:31 | I say most because Table and cell styles are not perfect and
there is still going to be some leg work that you need to do
| | 00:40 | to get your table exactly the way you want it.
| | 00:43 | But it is going to be a big time saver to use them.
| | 00:46 | Let's take a look.
| | 00:48 | So I'm in a document called table in the Styles folder
and the premise here is that once you have set up a table,
| | 00:54 | made it look the way you want it to look,
you don't want to do a lot of repeat work.
| | 00:58 | You want to be able to choose another table that should
look like this or replace the data and then just format it
| | 01:06 | and have it look exactly the way this one looks.
| | 01:09 | Is that going to happen?
| | 01:10 | Well, not quite but it's certainly going to be
quicker than doing it again all from scratch.
| | 01:17 | So let's take a look at my table style,
it's called premier league, here it is.
| | 01:24 | If I edit that, we see that as part of Table
Style Options we can determine the Border Weight
| | 01:31 | and Color, whether or not the table has spacing before.
| | 01:35 | We can determine the Row Strokes and the Column Strokes
and I have None for either and we can determine the fills
| | 01:41 | and I have an alternating fill color at
20% and I'm skipping the first four rows.
| | 01:49 | Those are all table style attributes but when we look in the
General field here we see that as well as those attributes,
| | 01:57 | we can include what type of cell styles
should be applied to what part of our table.
| | 02:06 | Now I have created cell styles called table body which are being
applied to the body rows, table right which is being applied
| | 02:14 | to the left column so that I get can get my numbers to be right
aligned and table head which is applied to the header row.
| | 02:22 | The footer row and the right column, they
are going to be the same as the body rows.
| | 02:27 | So I'm going to click OK to that and now let's look at
our cell styles and if I hit just edit any one of these,
| | 02:35 | so I'm going to edit table body, we see that the cell styles
incorporate such things as whether or not the cell has an inset,
| | 02:43 | the justification, the vertical justification within the cell.
| | 02:47 | Whether a specific cell or row has a line above it or by
it's side, etc. and whether or not it has diagonal lines.
| | 02:58 | But again just as where the table style, there
is this General field where we see that as part
| | 03:04 | of the cell style, you can incorporate the paragraph style.
| | 03:09 | So this means that in order for this
to work as efficiently as possible,
| | 03:12 | you need to start from the beginning and
that is creating your paragraph styles.
| | 03:18 | I have created several paragraph styles all essentially derived
from this one here table, they are all slight variations upon it,
| | 03:26 | left aligned, right aligned, table head
which is obviously bigger and reversed out
| | 03:31 | and table bold which is here applying to the team names.
| | 03:37 | With all of those components set up
and everything in it's right place
| | 03:42 | and we have incorporated the cell styles into the table style.
| | 03:48 | We have incorporated the paragraph into the cell styles, then the
next time we want our table just like this one I'm going to zoom
| | 03:56 | out and I'm going to go to Fit in Window view by pressing
Apple+Option+0 or Alt+Ctrl+0 and go to my Normal view mode
| | 04:07 | by pressing W and on the pasteboard we
have a text frame containing the same data.
| | 04:14 | Now I want to make this look like this.
| | 04:18 | So I'm going to double click to insert by cursor
into that text frame and Select All and then come
| | 04:25 | up to my Table menu where I will choose Convert Text to Table.
| | 04:31 | Now at this point I can choose to
apply my table style to the table.
| | 04:37 | I can also should I not do it here, I could click on the Table
style in the Table Styles panel, I'm going to apply it here
| | 04:45 | by clicking OK and we see that we get something like what
we want but it's still a long way from being finished.
| | 04:55 | What the table and cell styles will not
record is the width of your columns,
| | 04:59 | it doesn't know that we want this first
row to be merged not the second row.
| | 05:05 | So I'm going to- do I have to do that manually?
| | 05:09 | Merge those, now does it know that
this first row is a header row?
| | 05:13 | But if we come to the Table menu and we choose Convert
Rows to Header, then it takes on the appropriate cell style
| | 05:22 | which in turn has the appropriate paragraph style in it and
this one here that has the wrong cell style applied to it,
| | 05:32 | that needs to be table, not the table
body but the table body centers the text.
| | 05:38 | So actually I want to apply the table
left paragraph style to that.
| | 05:44 | So we can see there is going to be a
lot of overrides that we need to apply.
| | 05:49 | This second column, there is no instruction in the Table
style to apply specific formats to the second column,
| | 05:58 | so I'm going to need to do this one manually.
| | 06:00 | I'm going to come to my cell styles and this one is going to
get- no it's not my cell styles, it's my paragraph styles,
| | 06:08 | it's going to get the table bold paragraph style
and then I will need to adjust it's width manually,
| | 06:16 | sufficient so that I don't get any of these red dots
in there and I need to make all of those table bold
| | 06:24 | and I'm still getting some red dots and actually I realize that's
because I narrowed that column when I didn't mean to do that.
| | 06:37 | So then I would select all of those and I want to distribute
those columns evenly because I mistakenly started pulling one
| | 06:46 | of them around and having done that I will then hold my Shift
key and pull from the edge to resize all of those to get a-
| | 06:56 | let's see there is one more thing that we need to do.
| | 06:59 | It's a bit hard to see sometimes what's what with your table
so I'm going to switch back to Preview View mode by pressing
| | 07:07 | on W. The table and cell styles don't know that
we want this dotted line to occur here and here.
| | 07:13 | I do have a cell style for that so what I need to do is apply
that locally by selecting that row coming to my cell style
| | 07:24 | and that is going to be the line above cell style and then that
will appear there and I also want to do the same right there.
| | 07:35 | Doing that has also made these and now in the
wrong paragraph style we will get there eventually,
| | 07:41 | so this needs to be table right and that needs to be table right.
| | 07:46 | So you can see it's still quite a lot of manual work involved
there and I noticed that this column has somehow shrunk,
| | 07:59 | so I'm going to switch back to resize my columns, I'm going to
switch back to my Normal View mode and make column 1 not quite
| | 08:08 | as wide as it was and column 2 a bit wider, wide
enough to fit about the longest team name, alright.
| | 08:16 | One other point I would like to make about tables and this is
relevant if you have a very long table that may break over a page
| | 08:23 | or a column break and there are certain rows
that you always want to be kept together.
| | 08:28 | So let's say for example I always want these rows, these
four rows here to be kept together, so I can select those
| | 08:38 | and then come to my Table menu and choose Cell Options,
Rows and Columns and here we see, we have Keep Options.
| | 08:48 | So you can determine where a row will start in
the same way as you can with a normal paragraph
| | 08:54 | and you can also for these say Keep with Next Row.
| | 08:58 | So if I were to Keep with Next Row, so that's going to
prevent those rows from being separated from each other
| | 09:03 | and that is an attribute that does not
exist in the table and the cell styles.
| | 09:09 | So table and cell styles, there is plenty
of room for improvement with this feature
| | 09:13 | but they are still even as they are tremendously time saving.
| | Collapse this transcript |
| Libraries and snippets| 00:00 | In this movie I'm going to talk about libraries and snippets
two different approaches to essentially the same end which is
| | 00:07 | to allow us to reuse elements of our layout, anything that is
repeating we can make it into a library element or a snippet
| | 00:15 | and then reuse it either in this
document or in any other document.
| | 00:19 | I'm in the realworldtravel.indd document.
| | 00:23 | This is in the travel brochure folder.
| | 00:25 | So the first thing I need to do is to create a
library, if I don't already have one created.
| | 00:30 | So I'm going to go the File menu and choose New, Library and
this I will save in the styles folder and I'm just going
| | 00:38 | to call it Library. It will have the extension
INDL and then my Library panel will appear.
| | 00:45 | Well first thing I want to make that a little bit smaller.
| | 00:48 | What I want to do here is in my travel brochure, all of the
itineraries are going to follow have similar kind of format.
| | 00:56 | So I want to use this threaded sequence of text frames
and these info boxes and this picture frame for the flag
| | 01:05 | and this picture frame for the map and I
want to make these into a library item.
| | 01:10 | Now just before I do that, you may be wondering well why don't
I just put these elements on my master page and the reason is
| | 01:17 | if I did so I would have to unlock them on every document
page which would work, but I think it's preferable
| | 01:24 | to do things this way, that way you keep your master pages
completed clean and uncorrupted and another reason is
| | 01:31 | that the master text frames- remember that option when you create
a document, Master Text Frame? It's limited in what it can do,
| | 01:40 | it's going to give a text frame that corresponds to your type
area but if as we are doing here, you want to create a series
| | 01:49 | of threaded text frames and if I turn on my guides we can see my
threaded text frames including a text frame over here to create,
| | 02:01 | to contain any overset text so that we can see that.
| | 02:06 | This will be impossible to do as a master text frame,
so that's the reason I'm not doing it that way.
| | 02:11 | I'm going to hide my guides and I'm going to
select all of the elements that I want to include
| | 02:18 | in my library item which are all of these things.
| | 02:21 | Then to make them into a library item I can
either drag from within any of these boxes
| | 02:27 | or I can just come over here and click on New Library Item.
| | 02:32 | There they will appear as a thumbnail on my Library panel and it
wouldn't be a bad idea to name that so I'm going to double-click
| | 02:40 | on it and I will call this interior spread and since it's
made up of text and picture frames the object type is Text.
| | 02:52 | I'm going to go ahead and- if I wanted to, I
could type a description but that's unnecessary
| | 02:55 | for my purposes right now, so I'm going to click OK.
| | 02:59 | Now to reuse that I will go to some blank pages in fact I need
to create a blank spread, so I'm going to go to my Pages panel
| | 03:09 | and right click on the icon for Page 5 which is the page I'm
currently on, Insert Pages and I'm going to insert two pages
| | 03:18 | after Page 5 with the A-main page master
page applied it to them, there they are.
| | 03:26 | Now to put that library item on these pages I could drag it,
but if I dragged it, it's going to end up where I drag it.
| | 03:35 | It's not going to land in exactly the position I want.
| | 03:38 | So instead what I will do is I will place it.
| | 03:43 | Now this is a menu item that doesn't have a keyboard shortcut, so
it might be worth considering adding a keyboard shortcut to this,
| | 03:52 | if this is something you are going to be doing regularly.
| | 03:55 | So I will right click on it here and choose Place Items and
those items go in exactly the same location on my blank spread.
| | 04:06 | Now of course I don't want the same content every time so
what I'm going to do here is I'm going to delete the content
| | 04:12 | from this library item and then I'm going to update it.
| | 04:16 | So I use my Type tool and I will select all there and
then press Delete and that just deletes the text content,
| | 04:24 | it doesn't get rid of the text frames and I
will do the same thing with this info box here.
| | 04:31 | Although I do want to retain that piece of text so I'm just
going to select everything else and delete that and then come
| | 04:39 | over here, select all of that and delete that content
| | 04:46 | and I want to retain the picture frame
but I want to get rid of it's content.
| | 04:52 | I think this will be easier if I at this point switch
to my Normal view mode so that we can see the guides.
| | 04:57 | So I'm going to select the picture with
my Direct Selection tool and delete that,
| | 05:02 | that will retain the picture frame and
I will do the same there for the flag.
| | 05:07 | So now we have the framework but
we don't have any of the content.
| | 05:12 | To update this library item I'm going to select any of
the pieces that went to make it up in the first place.
| | 05:20 | Then I will come back over here and right
click on it and choose Update Library Item.
| | 05:26 | And I did that wrong. I had just a single item selected
so that single item replaced my whole library item
| | 05:33 | when in fact I wanted all of the elements selected so I
will select them all and then I'm going to update again.
| | 05:39 | Update Library Item, and then that becomes
by new library item and if I were to delete
| | 05:47 | that from there I can now place this presumably on a new
blank interior spread and I will have there my whole framework
| | 05:57 | of text frames, picture frames with the frame
fittings options already set up and my info boxes
| | 06:05 | with the right background color and the head at the top of them.
| | 06:09 | So that's a time saving thing and of course another thing to bear
in mind about library items is that I'm restricted to using them
| | 06:17 | with this document but rather I can use them with any document.
| | 06:21 | To make a snippet is much the same process.
| | 06:25 | I would select all of the items I want to make into a snippet
and then I would drag them either to the desktop or to Bridge
| | 06:34 | and what I'm going to do is I'm going to open up Bridge,
which I have right there and I'm viewing these styles folders,
| | 06:43 | there are the contents with the styles folder and I'm going to
switch to Compact mode by pressing Apple+Return or Ctrl+Enter
| | 06:52 | or by choosing it from the View menu, Compact mode and I
will just make a little bit of space on my Bridge panel there
| | 07:03 | and then from within any of these selected
items in InDesign I will drag from there
| | 07:11 | over into the Bridge pane where I now have my snippet.
| | 07:18 | So to use that snippet, I'm going to go and delete
the original items from the page in InDesign.
| | 07:24 | To use my snippet I would just drag
it back into my InDesign document.
| | 07:31 | Now what happens when I drag it back into my InDesign document?
| | 07:35 | Depends upon how I have my snippet
preferences set up and when I say what happens,
| | 07:41 | I mean, does it end it where I drag and drop it to?
| | 07:46 | Or does it end up in the original
location that it was created in?
| | 07:50 | So we see at the moment, it's ending
up where I drag and drop it to.
| | 07:55 | So I'm going to InDesign and I'm going to undo that.
| | 07:59 | So I'm going to come to my Preferences, which on
a Mac are under the InDesign menu or if you are
| | 08:05 | on Windows, the last item on to the Edit menu.
| | 08:08 | Preferences, and the preference I want is File Handling and
specifically what I'm talking about is this Snippet Import.
| | 08:18 | I'm going to change that to Position at Original Location
| | 08:22 | and then when I drag this over that
is exactly where it's going to go.
| | 08:28 | Now alternatively, let's say I don't want to bother with changing
my snippet preferences but sometimes I might want to drag
| | 08:38 | and drop my snippet, sometimes I might
want it at the original location.
| | 08:42 | Well if I restore the preferences to the
way they were, Position at Cursor Location.
| | 08:50 | But then when I drag the snippet hold down my Alt or Option
key, we see that we get the opposite of what the preference is,
| | 08:59 | so you can have the best of both worlds there.
| | 09:02 | Snippets verses library items, it's not exactly a raging
controversy but I suppose there are certain pros and cons.
| | 09:12 | What snippets have going for them that library items don't is
that it's easier to share snippets because you can just keep them
| | 09:20 | in a folder and pass that folder around access that
folder perhaps more easily than accessing a library.
| | 09:28 | You can also rename them anything that you want over here.
| | 09:32 | But other than that they work in pretty much the same way,
both the library items and the snippets will keep the links
| | 09:40 | to any graphics that are part of the library item or the snippet.
| | 09:45 | It's a relatively minor point but something that you can
do with library items that you can not do with snippets is
| | 09:51 | that you can make a library item of guides and to do that I would
need to drag our few guides, make sure that I have them selected,
| | 10:02 | now if I try and drag and drop these into my library that
is not going to work but instead if I choose Add Item
| | 10:10 | with the guide selected, then those guides will be added
to my library item and if I want to now go to another page
| | 10:19 | and it's a good idea with library items rather than scrolling
through your pages to really go to them by pressing Page Up
| | 10:28 | and Page Down, in this case I was pressing Alt+Page Down to go
to the next spread, I can now add that library item of guides not
| | 10:37 | by dragging and dropping because that's not
going to work but instead by choosing Place Items
| | 10:43 | and they will go in exactly the same location they came from.
| | 10:47 | So there you have it, library items and snippets, you get
to choose which one works for you or indeed mix and match.
| | Collapse this transcript |
| Using swatches| 00:00 | In this movie we are going to look at how
we can combine InDesign with Illustrator
| | 00:04 | where we can create swatches using our fantastic new feature
of Illustrator CS3 called Color Guide to create a color group,
| | 00:14 | a series of colors that relate to each other based upon rules
of color harmony and the rules that we are going to look
| | 00:20 | at how we can have those images be derived from a specific
image and the image I'm going to use is this one right here.
| | 00:28 | Now in InDesign I would be restricted to just sampling a
specific color using my Eyedropper tool and then if I wanted
| | 00:37 | to have other related colors, it would all be extremely
subjective and may end up not looking so great.
| | 00:43 | If you are like me, I'm not that hot when working with colors.
| | 00:47 | So I'm going and put my trust in Illustrator and go to
Illustrator where I will create a new print document
| | 00:58 | and then I'm going to place that image in Illustrator.
| | 01:03 | Now this image is in the photos folder,
which is in the travel brochure folder.
| | 01:07 | So I'm going to scroll down until I find it and that's the
one we are after, Guatemala_07. I will place it right there.
| | 01:17 | Then what I'm going to do is I'm going to sample one of the
colors in the image as my starting point and I'm going to sample
| | 01:25 | that one right there and I will then come to my Color Guide.
| | 01:30 | Now the color that I have sampled becomes the base color
and then the other colors in my color group are derived
| | 01:36 | from that base color based upon your chosen color harmony rules.
| | 01:41 | So I can choose any of these color harmony
rules to create a series of related colors.
| | 01:48 | Let's say I want to use that one, Complementary 2.
| | 01:50 | If I wanted to go further with this I could click on this
Edit or Apply Colors and that will bring up my color wheel
| | 01:59 | where my base color is represented by the largest circle
and I can spin this round to any color on my color wheel
| | 02:08 | and I get a series of colors that are in
the same relationship to what I had before.
| | 02:12 | So I'm going to leave it pretty much where
it was and then I'm going to click OK.
| | 02:18 | Now if I want to add this color group to my Swatches
panel in Illustrator, I click on this icon here,
| | 02:24 | Save color group to Swatch panel, and there it is.
| | 02:29 | Now I want to use those swatches in InDesign,
so what I'm going to do is- before I do that,
| | 02:35 | I'm going to delete all of these ones here that I don't want
and it's not going to let me delete Registration so I'll need
| | 02:43 | to include that one but everything else we can delete by
clicking on the trash can at the bottom of Swatches panel.
| | 02:51 | And then I'm going to come down to the bottom of the Swatches
panel menu. Save Swatch Library as ASE, Adobe Swatch Exchange.
| | 03:02 | And I'm going to save these in the travel
brochure folder and I will call them swatches
| | 03:11 | and that's going to replace the one I have already got.
| | 03:16 | OK, a warning that I can't have gradients or patterns, that's OK.
| | 03:19 | I don't have any.
| | 03:21 | So now back to InDesign where I will go to the
Swatches panel there and choose Load Swatches.
| | 03:34 | Now those swatches are added to my Swatches panel in InDesign
and I can be fairly confident that these colors that I'm
| | 03:40 | about to use all have some relationship to each other.
| | 03:43 | Let's take it a step further.
| | 03:46 | If I return to Illustrator and then I come
up to Window menu and down to Adobe Labs,
| | 03:53 | I can use this fantastic feature called kuler, which is a website
and an application that works in conjunction with Illustrator
| | 04:01 | and when I choose that it will give
me an RSS feed of color swatches
| | 04:07 | that have been made by other people using the kuler website.
| | 04:11 | We will take a look at that in just a moment but if I like any of
these swatches then I can just select them and click on the Add
| | 04:20 | to Swatches button and they will be added to my Swatches
panel in Illustrator and then I can just as I did before,
| | 04:28 | load those swatches into my InDesign document.
| | 04:31 | Let's take it a step further.
| | 04:33 | Let's actually go the kuler website so I'm going to come
over to my web browser and here I'm at kuler.adobe.com.
| | 04:43 | There is a certain amount of setup involved in using this.
You will need to download Abode AIR in order to be able
| | 04:48 | to use the kuler application and you will
need to have an Adobe account, which is free.
| | 04:53 | I have signed in as myself and should I now want to make my
own swatches I can click on Create and just like in Illustrator
| | 05:03 | when editing colors you've got color wheel, there is your
base color and you can organize your subsidiary colors
| | 05:11 | in different relationships by just dragging these circles around
| | 05:15 | and then you can use different color harmony
rules and this is a world unto itself.
| | 05:24 | Now let's say I like that color grouping there. I will
give a title. I will call it my colors and then click Save
| | 05:34 | and that will then be added to the RSS feed that
other people can access from within Illustrator.
| | 05:42 | Lets take a look at another thing that we can do.
| | 05:44 | I'm going to go to Create and this time I'm
going to create my colors from an image.
| | 05:51 | It's going to ask me to upload an image, which I will do,
I'm going to upload the same image that we did before
| | 05:59 | and click Select and now we choose... It's picked out key colors
in the image and I can generate a color group based upon what kind
| | 06:17 | of color mood I want to create. I'm going
to create Bright and see what it gives me.
| | 06:23 | There are the colors that it's suggesting.
| | 06:25 | Now let's have Colorful instead. OK.
| | 06:28 | How about Deep?
| | 06:31 | When I find a color group that I like, just as I did
before, save it and then I will be able to access it
| | 06:37 | and other people would be able to access it from the RSS feed.
| | 06:40 | So there we see some interesting approaches to
creating swatches that we can use in InDesign generated
| | 06:47 | from the kuler.adobe.com website or from within
Illustrator itself using the fantastic Color Guide feature.
| | Collapse this transcript |
|
|
6. The Story Editor and Editing ToolsPreferences and usage| 00:00 | In this chapter we are going to look at using
the Story Editor and related features in InDesign
| | 00:04 | for preparing your text and editing your text.
| | 00:07 | The Story Editor is a very humble feature but an incredibly
useful one and for more than just editing your text.
| | 00:14 | Let's just remind ourselves of how
we get there in the first place.
| | 00:17 | You need to have a story selected either
with your Type tool or your Selection tool
| | 00:21 | and then come to the Edit menu, Edit in Story Editor.
| | 00:25 | Here we have just a plain vanilla galley of our text
and it's simplicity and plainness is its strength
| | 00:34 | because we don't see font sizes, we don't
see graphics, the column breaks, page breaks.
| | 00:38 | All we see is text and that can be incredibly
useful because when we want to concentrate just
| | 00:43 | on the text it's often much quicker to work this way.
| | 00:47 | Now you can do your edits in the Story Editor,
they automatically update in the Layout,
| | 00:52 | you can apply your styles in the Story Editor.
| | 00:55 | You have some story editing viewing
preferences onto the View menu.
| | 00:59 | You can hide this Style Name column should you
choose the depth ruler, which is this thing here.
| | 01:05 | We're going to look at that in the next movie.
| | 01:07 | You can choose to expand or contract the Footnotes within the
Story Editor because the Story Editor allows you to see things
| | 01:15 | that you can't necessarily see in the layout.
| | 01:18 | It really is getting under the hood.
| | 01:19 | You can see things like XML tags, if you're working with
XML, you can see an Inline graphic marker, a table marker
| | 01:28 | and that makes it very useful for trouble shooting
spacing problems that may occur from using such elements.
| | 01:35 | As an introduction to the Story Editor let me just
point out some useful preferences that we need
| | 01:41 | to consider when working with the Story Editor.
| | 01:43 | So I'm going to go to the Preferences menu and to
Story Editor Display. Now if you're on Windows,
| | 01:49 | your preferences will be under the Edit menu.
| | 01:52 | Story Editor Display, in an earlier movie
I changed the preferred Font to Verdana,
| | 01:59 | I think that just makes it easier to
read than the default Letter Gothic.
| | 02:03 | That's really all I would change here.
| | 02:05 | Although arguably you could make a point for going
to 1.5 line space but that's really all I'd change,
| | 02:12 | if I wanted to have some kind of retro feel to
my story editing, I can't imagine why I'd want
| | 02:17 | to do that but I could do that if I wanted to.
| | 02:20 | More important than these preferences I
think is this one Drag and Drop Text Editing.
| | 02:28 | Some people love it, some people hate it.
| | 02:30 | It's currently disabled in the Layout view and that's
probably a wise idea because it's very easy to Drag
| | 02:36 | and drop text inadvertently in the layout but it can
be incredibly useful working in the Story Editor.
| | 02:43 | So I have that checked.
| | 02:44 | Now that means that I can just drag and drop my
content from one place in the story to another.
| | 02:53 | OK big deal you maybe thinking but we can also take that
further because we can drag and drop from the Story Editor
| | 03:01 | to the layout to make a separate text frame of our text.
| | 03:06 | But before we do that let me just point out something
that can sometimes be a little bit confusing.
| | 03:11 | When you're working with a long story and you're scrolling
down through the story maybe you're making some edits,
| | 03:18 | it's often a little bit hard to figure out exactly
where you are when you return to the layout,
| | 03:26 | if I now return to the layout either by clicking on the red
button there or pressing the keyboard shortcut Apple+Y or Ctrl+Y.
| | 03:34 | I see my flashing cursor there but
that may not be immediately obvious.
| | 03:38 | So just as a tip, when you have scrolled through your story and
you want to make sure that you can easily locate yourself back
| | 03:45 | in the layout, just make a selection of some of the text and
then when you return to the layout that text is selected.
| | 03:52 | Let's return to the issue of drag and drop.
| | 03:55 | I'm in a document called documentation;
it's in the Story Editor folder.
| | 04:00 | Now I'm going to find a relevant piece of text, OK.
| | 04:03 | Let's say I want to get this paragraph and cut it
out and have it be a side bar piece of information.
| | 04:10 | So I'm going to switch to my Story Editor Apple+Y or Ctrl+Y.
| | 04:16 | There's the paragraph I'm after.
| | 04:18 | Now to drag and drop this from the story to the
layout I need to hold down my Apple or Ctrl key.
| | 04:25 | If I wanted to make a copy of the text I would also hold
down my Option or Alt key, but I don't in this instance.
| | 04:32 | So it's Apple or Ctrl, but then I'm going to drag
that from there into my layout and you'll see
| | 04:37 | that automatically makes a separate text frame.
| | 04:40 | Should I then want to apply a different style to
this maybe I have got a style already set up to apply
| | 04:46 | to my info boxes then I can just come over to my
Object Styles panel and click on that object style
| | 04:53 | and the object style has included this
part of its specification, the text wrap,
| | 04:58 | the color of the box, the vertical alignment within the box.
| | 05:02 | The one thing I do still need to do obviously
is expand the text frame to fit the text
| | 05:10 | and I'm going to use the keyboard shortcut for that.
| | 05:12 | Apple+Option+C or Ctrl+Alt+C.
| | 05:17 | So there we have our info box.
| | 05:19 | Now there is this rather annoying thing that keeps
cropping up and that is, if I go to my guides,
| | 05:26 | first of all I see there my hidden characters.
| | 05:30 | If your hidden characters are not
shown, that's where you show them.
| | 05:34 | I've got that End of Story marker at the
bottom of the story and that's causing my text
| | 05:40 | to be misaligned vertically within the text frame.
| | 05:44 | So I would need to then delete that like so.
| | 05:49 | In the GREP chapter I have a GREP Find and Change routine that
will automatically zap those End of Story paragraph symbols
| | 05:59 | so that you can more easily align your
text vertically within a text frame.
| | 06:05 | OK so coming up, we're going to look at using the
Story Editor with the Info palette and the depth ruler.
| | Collapse this transcript |
| Working with the Info palette| 00:00 | OK, this movie is going to be short and sweet. It's to do with
the Info palette and specifically about getting text counts.
| | 00:07 | If I want a text count of a specific story, I can either
select that story with my Type tool or with my Selection tool
| | 00:16 | and then click on my Info palette and after a brief pause it
will give me this information. So that's good as far it goes.
| | 00:23 | The Info palette is a little bit limited in
this respect. It will give me a count of my story
| | 00:30 | or my selection if I have an active selection and that's all.
If you want more than that, then there is a third party product
| | 00:38 | called Text Count and this is available at dtptools.com
and let's just take a look at that. It's a plug-in.
| | 00:45 | I've installed it. It's available once installed onto the
Window menu and amongst other things, this is going to give me
| | 00:52 | a more detailed count of the text in my document
because not only can I just count for a specific story,
| | 00:59 | but I can also count for the Document,
a specific Page, Column, etcetera.
| | 01:04 | Now if I were to compare the word count here for the document,
| | 01:08 | we can see it's different from what the Info palette tells me and
that's because my document actually contains more than one story.
| | 01:16 | Over here Text Count is giving me a count of
the whole document and not just a single story.
| | 01:22 | OK. Next we are going to look at a related
feature, the depth ruler in the story editor.
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| Using the depth ruler| 00:00 | Let's look at the mysteries of the depth ruler in the Story Editor.
| | 00:04 | I'm in the document called documentation1 in the Story Editor folder.
| | 00:08 | Now you may have been using the Story Editor for a long time
| | 00:11 | and never really paid much attention to this thing
running down the left-hand side here, the depth ruler.
| | 00:18 | What on earth is that all about and how might it help us?
Well, it's literally telling you the depth of your column reflected in
| | 00:28 | your current unit of measurement. Now in my case, that's points.
So it's telling me the depth of all of my columns in this document
| | 00:36 | equals 4425 points or a bit more than that because it
carries on beyond that. Now, how might that be useful?
| | 00:44 | Well actually, measured in points it's not
very useful, but if I were to go to my Preferences
| | 00:52 | and to Units & Increments. And of course, if you
are on Windows, Preferences are under the Edit menu,
| | 00:59 | Units & Increments. Instead of having my Vertical ruler in Points,
| | 01:04 | I could make it Custom
| | 01:06 | and then the Custom value would be set to my leading value.
| | 01:11 | Therefore, this is going to reflect the number
of lines that I have. So if I now click OK,
| | 01:18 | and we can see that the numbers have changed.
| | 01:21 | It's now reflecting the number of lines in my
document rather then the depth in points or,
| | 01:27 | if I were a journalist that had to write to lengths,
I could set my Vertical ruler to Inches so I'd know how many
| | 01:35 | column inches my story took. That's really all there is
to the depth ruler. One other thing to bear in mind though,
| | 01:41 | if I just pop back to the layout for a moment, let's
just remind ourselves how long that's currently running.
| | 01:48 | So probably about 320 lines long.
| | 01:52 | Let me just point out that no matter what I do to the
width of my Story Editor window that's not going to affect
| | 01:59 | the depth ruler reading. That is determined by the width
of my column in the layout. But the point what I started to make
| | 02:05 | was that if I come into my layout and I change the number
of columns- I'll change the number of columns there to 2,
| | 02:14 | and then go back to my Story Editor. we should see that the dept
ruler is now a greater number because I have got more lines.
| | 02:22 | So that's giving you the number of lines in this case,
but as I set my Custom Vertical ruler to reflect
| | 02:30 | that my leading value, which in the
case of this document is 14 points.
| | 02:34 | In the next movie we are going to see how we can use
the Story Editor to troubleshoot common spacing problems.
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| Troubleshooting with the Story Editor| 00:00 | The strange case of the missing text.
I'm in the document story_troubleshoot.indd,
| | 00:06 | which is in the Story Editor folder and I have text
placed on my page but it's disappeared. What's the problem?
| | 00:14 | I have my overset text icon down here so you will see
that if I try and flow that text either onto my pasteboard
| | 00:23 | or onto a new page, Apple+Shift+P
or Ctrl+Shift+P to create a new page,
| | 00:29 | then no matter what I do, my text is not going to show up.
This is a case for the Story Editor and getting under the hood
| | 00:36 | and figuring out what's going on with the text. So, I'll go to
Edit in Story Editor where we see the nature of the problem.
| | 00:44 | I've just got a very long headline and
InDesign doesn't know what to do with it.
| | 00:49 | It doesn't know how to break it; the text size is too big.
It can't fit it. It's causing everything to be overset
| | 00:55 | and that's what that red line indicates in the Story Editor. That
means overset text. But we can still get to the overset text here
| | 01:03 | and if we can get to it, we can fix it. And I'm going
to use the technique that we saw in the earlier movie
| | 01:09 | to drag and drop this headline into a separate text
frame. So I am going to hold down Apple or Ctrl
| | 01:17 | and then just drag it from there
| | 01:19 | over there and my text comes back and I can now
reconfigure this text frame, make it long enough
| | 01:26 | in order for my headline to fit.
| | 01:28 | And we are back in business.
| | 01:32 | So if ever you do have text that is just
not behaving the way that you expect it to,
| | 01:38 | let the Story Editor be your first line of defense.
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| Auto correction| 00:00 | Now, I have never been a big fan of any kind of Autocorrect
feature in word processing programs nor in InDesign.
| | 00:07 | But there is a way that you can really use this feature
to your advantage and have it automatically type any
| | 00:14 | kind of repetitive sequence of text that you may be keying in
over-and-over again. Let's take a look. I'm in a blank document
| | 00:21 | but I'm going to go to my Preferences and come down to Autocorrect.
Now I have currently got that turned off, but I am going to turn it on.
| | 00:30 | I want to add to my list of misspelled words, I am typing the word
InDesign a lot. So, I am going to type in 'ind' and what I want is-
| | 00:43 | that is my correction. Meaning that, now when I kind of key-in my text,
| | 00:48 | I can just do 'ind.' Let me just get in a little bit bigger.
As soon as I press Space to go to the next word,
| | 00:55 | it makes the correction for me. Obviously we can go a lot further
with that. There is a limit. You can't type whole paragraphs,
| | 01:00 | but you can have phrases. So if I return to my Preferences,
Apple or Ctrl+K and then come down to Autocorrect.
| | 01:09 | Let's add another one and this one-
| | 01:13 | You want to make sure that what you are typing in here couldn't
possibly be confused with anything else. Actually what I want to
| | 01:19 | get for that is this phrase and then I'll click OK and OK.
| | 01:34 | So, now I can just type in tqb, Space and there is my Autocorrect.
| | 01:41 | So, that's a way of leveraging that feature to your
advantage anytime you are typing anything repetitive.
| | 01:47 | Next, we're going to look at Notes.
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| Using notes| 00:00 | Notes are not exclusive to the Story
Editor, but they are very much related to it
| | 00:04 | and that's why I have included them in this chapter.
| | 00:07 | Notes show up in your text, assuming that you are
in Normal View mode, as this symbol down here.
| | 00:13 | Now if I come and click on that symbol, I'll see what the note
is and in this context I'm actually using the Note feature
| | 00:22 | to do some copy editing to the text as a way
of retaining the text that has been deleted,
| | 00:28 | should things change and we need to go back to the original text.
| | 00:31 | If I come and click on this one over here,
obviously we can use them for this purpose,
| | 00:35 | putting questions to other people in our work group.
| | 00:38 | Let's just look at a few things related
to the setup of Notes first of all.
| | 00:43 | You'll see that when I click on a note, I open
the Notes panel, which tells me who the author
| | 00:48 | of the note was, when the note was created, etcetera.
| | 00:52 | Now we need to establish the author of the
note under the File menu in the User menu.
| | 00:59 | And we can choose a color, name, etcetera.
| | 01:02 | All right, fairly straight forward.
| | 01:04 | There are also some preferences that relate to Notes, so
I'm going to press Apple or Ctrl+K to go to my Preferences
| | 01:11 | and then click on Notes and again no real reason to not have
any of those checked, but you can change them if you want to.
| | 01:19 | Now, if I wanted to enter a note, I just place my cursor
in the text where I want the note to go and then come
| | 01:25 | and click on this icon here, New Note, or I can choose New Note
from the Note panel menu and then I just start typing away.
| | 01:33 | Here is my new note and we see there it's entered.
| | 01:39 | If I wanted to move between notes, I can use
these icons to move between one note and the next.
| | 01:46 | Now, if I want to see that note in the context
of my text then I need to be in the Story Editor.
| | 01:52 | Apple or Ctrl+Y will take me there and that's
how the note looks in the Story Editor.
| | 01:59 | If the note is contracted then I just click on it to expand it.
| | 02:03 | So, let's see beyond the obvious use of Notes.
| | 02:08 | How we can also use them to do some copy fitting.
| | 02:11 | So, I'm going to come to this note here.
| | 02:15 | There is the original text.
| | 02:17 | Now, I'm actually going to convert that note to text.
| | 02:22 | This is a fabulous place for hiking and
you will enjoy and that needs to come out.
| | 02:27 | Now, so that's the way it was originally and you
see that we are currently running over by two lines.
| | 02:34 | So I want to do some cautious copy editing here and
I'm going to select that text that I want deleted.
| | 02:43 | But, rather than deleted, I'm going to convert it to a note.
| | 02:47 | So I can do that from the panel menu, right there, Convert
to Note and that removes it from the flow of the text
| | 02:54 | and now obviously I need to change the
syntax there we go, copy fitting achieved.
| | 03:00 | Some other things that relate to notes.
| | 03:02 | I bet you'd like to maybe export your notes or print your notes.
| | 03:08 | Well, you can't.
| | 03:09 | There is no way to do that other than copying and pasting
them into a separate story and that seems like full of work.
| | 03:15 | So, at present there is no way to print your notes,
nor is there any way to apply a note to a graphic.
| | 03:24 | Although of course you could just create a separate
element that was in the same location as the graphic
| | 03:30 | and put that on a non-printing layout or you could-
and this a tip that I have to attribute to Sandy Cohen
| | 03:37 | and I've read somewhere on some InDesign forum.
| | 03:41 | You could if you wanted to apply a note
to a graphic, you could have it selected
| | 03:45 | and then from your Scripts Label panel,
you could just give it a label like that.
| | 04:01 | Whenever that graphic is selected, that note will show up
in the Script Label panel, and that's not the intended use
| | 04:08 | of the Script Label panel but it certainly works.
| | 04:10 | So there is a workaround for you, should you
need to apply a note to something other than text.
| | 04:17 | This copy editing capability of Notes which is taken to a
much higher level in InDesign's close cousin InCopy is a very,
| | 04:27 | very useful feature of Notes and allows
you to make edits with the confidence
| | 04:32 | that you can always back away from
them and restore the original text.
| | 04:36 | Should you need to do so.
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|
|
7. Footnotes and Endnotes Working with footnotes| 00:00 | Working with footnotes is always a bit of a tricky business.
| | 00:03 | They can be a little bit problematic in InDesign, but
InDesign's footnote feature is relatively robust now and capable
| | 00:09 | of handling most people's footnote requirements.
| | 00:13 | However, what it doesn't do is endnotes, but we will
see a few workarounds to get around that problem.
| | 00:18 | First of all, I want to cover the basic footnote
options, I'm going to do this fairly briefly
| | 00:23 | since these have been covered elsewhere in
the lynda.com training library especially
| | 00:28 | by David Blatner in his Beyond the Basics title.
| | 00:31 | So I don't want to repeat too much what he said,
but let us just take a quick look at those options.
| | 00:38 | So here we have a thesis document with some footnotes.
| | 00:43 | This began it's life as a Microsoft Word document and the
footnotes were entered there and then when placed in InDesign,
| | 00:49 | InDesign recognized them as such and
formatting has been applied to them in InDesign.
| | 00:54 | So if we come up in to the Type menu and
look at Document Footnote Options here is
| | 00:59 | where we determine what our footnotes
look like and how they behave.
| | 01:04 | What numbering style is applied to them, what number will you
start at, if you want to restart the numbering every page.
| | 01:11 | Show a prefix or a suffix, that is not relevant in this case.
| | 01:16 | Then what formatting gets applied
to the footnote reference number.
| | 01:20 | I.e. this little number here.
| | 01:22 | And I'm saying make it superscript and
also apply a character style to it.
| | 01:29 | Now of course, you have to have that
character style created in order to apply it,
| | 01:33 | but once it is created you can apply it
globally to all of your footnotes here.
| | 01:37 | The Footnote Text paragraph style is being applied
to all of the footnote text and there is an en space
| | 01:47 | between the footnote number and the text that is what
this is here and you can choose any of those options.
| | 01:53 | You have a second tab here Layout.
Minimum Space Between Before First Footnote.
| | 01:58 | I have chosen 18 points because that is actually my leading value
| | 02:02 | so I have got actually one line space
between the text and the footnotes.
| | 02:07 | This just determines the height of the footnote.
| | 02:10 | If I would have changed that to Cap Height and then
turn on Preview, things become a lot more cramped.
| | 02:15 | So that should always be left at leading.
| | 02:18 | Allow Split Footnotes, if you have very long footnotes.
| | 02:21 | I don't, in this case, but just in case I did, then I'm going
to allow that. Place End of Story Footnotes at Bottom of Text.
| | 02:27 | This just refers to what happens to the footnote on the very
last page of your document whether or not it goes at the bottom
| | 02:33 | of the page or if you check this just after the text.
| | 02:37 | I'm going to leave it at the bottom of the page.
And then the Rule About First Footnote in Column.
| | 02:42 | That is this rule here that we are referring to.
| | 02:44 | One point I think I'm going to make that on reflection I'm
going to make that a half point, maybe only double that width
| | 02:52 | and if I'm feeling that is a little bit too close to my text,
I can change that with the Offset amount, pushing up a bit.
| | 03:00 | Meaning that of course, I now no longer have that one line space
I'm going to increase that by six points to 24 points like so.
| | 03:14 | Other things to mention if I wanted to find out where this is
referenced in the text I could just place my cursor in there,
| | 03:21 | Type menu, Go to Footnote Reference,
and it takes me to that place.
| | 03:27 | If I want to insert a footnote, I place my cursor
wherever I wanted to go, Type, Insert Footnote,
| | 03:35 | it creates the footnote space for me down there.
| | 03:39 | I cannot really see what is going on so I'm
going to zoom in on that, Apple+4 or Ctrl+4.
| | 03:44 | OK, so there are our footnotes.
| | 03:53 | Next, we want to see how you can control the way InDesign brings
in footnotes and endnotes created in a Microsoft Word document.
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| Importing footnotes from Word| 00:00 | When authoring a document many people
prefer to create their footnotes in Word.
| | 00:04 | Thankfully, InDesign can import Word
footnotes along with Word endnotes.
| | 00:10 | Let's see how this works.
| | 00:11 | So I'm in a blank document called place_footnotes. I'm
going to go to the File menu and choose Place. Well, I'm going
| | 00:17 | to use this Word document 19THC_footnotes.doc and I want to
make sure that I have this option checked, Show Import Options,
| | 00:26 | and in my Microsoft Word Import Options here are
the essential checkboxes, Footnotes and Endnotes.
| | 00:34 | When these are checked, InDesign is going to bring
in the footnotes and endnotes from the Word document.
| | 00:40 | Well other options you have chosen is really going
to depend upon what formatting you have applied in Word
| | 00:44 | and possibly, how that's going to map to any
paragraph styles you have in your InDesign document.
| | 00:51 | I don't have any styles in this document so
I'm going to just leave it at this for now.
| | 00:55 | But this is the crucial one in this context.
| | 00:59 | Click OK and then I'm going to Shift+click to
autoflow that text where we see I've got my footnotes.
| | 01:07 | Now, how they look at this point is not so
important because to change the appearance
| | 01:12 | of them we can come to the Document Footnote Options.
| | 01:15 | But before we do that we need to
create a footnote paragraph style.
| | 01:19 | So I'm going to come to my Paragraph Styles
panel and luckily, there is one right there.
| | 01:25 | It came in with the Microsoft Word document.
| | 01:29 | We know that because it has this disc icon next to it.
| | 01:34 | Let's just edit how that looks and typically, this is going to
be derived from your body text and I'm assuming in this case
| | 01:45 | that my body text is going to be Adobe Caslon Pro
and if my body text is 11 point, then I'm going
| | 01:51 | to make my footnote text 9 point on 10 point leading.
| | 01:59 | I'll click OK.
| | 02:00 | So that has defined what the Footnote
Text paragraph style looks like.
| | 02:04 | Let's also go and have a look at the Footnote Reference character
style that is also being brought in from the Word document
| | 02:12 | and this is the formatting that's going to be
applied to the footnote number in the text.
| | 02:18 | I'm not really sure if there is anything about this
line I want to change since it's font family is going
| | 02:23 | to be derived from the body text that it is a part of.
| | 02:28 | We see that it has the position of superscript, that's
really the only formatting change we need to consider.
| | 02:34 | So I'm going to click OK to that.
| | 02:36 | Now to make sure that my footnotes get the Footnote Text
paragraph style, Type menu, Document Footnote Options and here is
| | 02:45 | where we specify that. Footnote Text and I'll uncheck
my Preview and turn it back on again and we can see that
| | 02:52 | that's been applied and the separator between the footnote
number and the text, I just want it as an en space and as we saw
| | 03:02 | in the previous movie we could also affect the layout, the rule
dividing the footnote from the text and any space above that rule.
| | 03:08 | I'm going to leave it as it is for now.
| | 03:11 | So that's bringing in footnotes created in Word.
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| Converting footnotes to endnotes| 00:00 | So in this movie we address the issue of what to do if you have a
document with footnotes and you want them converted to endnotes.
| | 00:06 | Firstly, let me say that if you're preparing the document and
in you are in Word and you have footnotes, you can very easily
| | 00:12 | convert your footnotes to endnotes there, but let's say you're
further downstream with the production process. You 're in InDesign.
| | 00:19 | You have lots of footnotes.
You decide you want them to become endnotes.
| | 00:23 | The best solution or certainly the easiest and cheapest solution
is to use a script called Footnotes to Endnotes by Miguel Sousa
| | 00:34 | and this is available on the Adobe Exchange Site
and it's free and here's how we run it.
| | 00:39 | We simply go to the Scripting panel, which
I have over here. If you don't have yours open,
| | 00:45 | it's under the Window menu, Automation,
| | 00:48 | Scripts,
| | 00:50 | and for information on how to install scripts, where to get
scripts, I will be addressing that in a specific movie on scripts,
| | 00:57 | but for now all we need to do is run
the script by simply double=clicking on it.
| | 01:01 | Incidentally, any of these scripts, if you want to know
what it is they do, hold down the Alt or Option key and
| | 01:08 | it will open, on the Mac at least, in ExtendScript Toolkit.
And here it says information, 'This script will convert all
| | 01:15 | footnotes to endnotes and places them at the end of the story,
etc., etc. OK, so that's what it does. I'm now going to quit that
| | 01:22 | and to run the script,
| | 01:24 | I just double-click on it.
| | 01:26 | It's as simple as that, done.
| | 01:29 | We can now go to the end of that document, hopefully,
| | 01:33 | where we see we now have a whole list of endnotes.
| | 01:39 | OK, as wonderful, as automated as that is,
the drawback is these endnotes are not live.
| | 01:47 | Meaning that if I were to go and change the endnote reference in the
text, the endnote text here in the list of endnotes would not update.
| | 01:56 | For that we need a little bit more power and
that comes in the shape of a plug-in from
| | 02:02 | Sonar Bookends which I am going to address in the next movie.
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| Working with endnotes| 00:00 | Here I'm in a document called endnotes.
| | 00:02 | It is the same text as before, but the difference here is that
instead of footnotes we have endnotes, endnotes that were created
| | 00:10 | as such in Word and the file has been placed in
InDesign using the Word Import Options to make sure
| | 00:17 | that the endnotes are maintained and
here they are at the end of the document.
| | 00:23 | Now these endnotes are not going to be live, meaning
that we can't change their endnote reference in the text
| | 00:29 | and expect this information down here
to update, but if we use a plug-in
| | 00:34 | from a third party software developer
called Sonar Bookends we can achieve that.
| | 00:39 | So I'm going to come up to my Plug-Ins menu up here.
| | 00:42 | You are only going to have a Plug-Ins menu if you have installed
third party plug-ins and there is the one that I have installed.
| | 00:50 | So at this stage, having placed my Word file I'm now going
| | 00:53 | to choose Import Word endnotes.
Import Word endnotes in open documents? OK.
| | 01:01 | It tells me how many have been imported and here they are.
| | 01:06 | So they are in the same position. They don't look any different,
except that they now have question marks in front of them rather
| | 01:12 | than numbers and this highlighting
indicating that they are endnotes.
| | 01:16 | This is a preference for the plug-in.
| | 01:19 | If we look at the Preferences, Highlight is turned on.
| | 01:22 | That is going to highlight the endnote numbered here and the
endnote reference in the text We have got to go one step further
| | 01:30 | to make these endnotes live and that step
means we need to cut the endnotes from the end
| | 01:36 | of this story and make them their own independent story.
| | 01:40 | So to do that I'm going to double click before that text right
there and to select to the end of the story, Apple+Shift+End
| | 01:49 | or Ctrl+Shift+End and then Cut+Apple or
Ctrl+X and I'm now going to go to my Pages panel
| | 01:59 | where I see I have got blank pages 13 and 14, which I will delete,
| | 02:04 | and that will get rid of the now
empty text frames on those pages.
| | 02:09 | I will create a new blank page, switch to my Type tool, click
and drag a text frame and paste that endnote story in there.
| | 02:20 | It looks like I need a little bit more so I will
load my cursor, new page and those are my endnotes.
| | 02:30 | Now you will see from the highlighted endnote numbers
that they are still not actually referencing the text.
| | 02:39 | So what we need to do next is come up to the Plug-Ins
menu again, Footnote and choose Update Footnote Numbers
| | 02:48 | and when we do that we have now got real numbers.
| | 02:53 | Now this being a demo version of the plug-in
only the first five references are going to work,
| | 02:59 | so if I look at the later references we are going to see that
they are still question marks, but if I go to the beginning
| | 03:07 | of this story and find a reference right there we see
that these are numbers and the important thing here is
| | 03:20 | that if I now decide I want to delete that endnote reference
to number 2 and then we go to the end of the story.
| | 03:31 | Now that is still remaining and will remain until I come
back to the Plug-Ins menu and choose Update Footnote Numbers
| | 03:39 | and it is going to warn me that that one
is missing. Click OK and now it is gone.
| | 03:47 | So my endnotes are now live and will respond to any
changes I make to the endnote reference number in the text.
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|
8. IndexingIndexing terms| 00:00 | As I am sure you are aware indexing really isn't for the faint of heart.
| | 00:04 | Indexing is an age-old skill requiring discretion and nuance
| | 00:09 | and a lot of manual labor.
| | 00:11 | It's not something that computers are that good at really.
But InDesign has fairly robust indexing tools,
| | 00:18 | which can at least allow us to create a simple index for our document.
| | 00:22 | Here are some of the terms that we're working with.
| | 00:25 | Topics: the subjects that are included as the index entry.
| | 00:30 | References, which are the specific page references
| | 00:34 | on which those topics occur.
| | 00:36 | Cross references, allowing us to refer back to other index topics.
| | 00:41 | And a concordance list which is just a list of topics or
keywords that occur in your document which you can then use to
| | 00:50 | auto-generate index entries.
| | 00:53 | Now as any real indexer will tell you,
| | 00:56 | that's not a proper index. It's just a list
of terms with page numbers next to them.
| | 01:02 | However, that can be used as a starting point. OK, let's dive in.
| | Collapse this transcript |
| Adding index entries| 00:00 | Now, before we get to adding index
entries, it's an obvious point.
| | 00:04 | But I just want to mention that you shouldn't really do this
until your text is pretty much finished because you are going
| | 00:10 | to end up doing a lot of duplicate work if you start
working on text that is still in progress and being edited.
| | 00:16 | So, this is one of the last stages
in the completion of your document.
| | 00:21 | OK, I'm using a chapter from my book, InDesign Type.
| | 00:25 | I'm using that because I'm familiar with the content
and to be sensitive to the index that you are creating,
| | 00:32 | you need to obviously be familiar with the content.
| | 00:35 | Although, some might say perhaps not too familiar with
it, it's good to have a certain distance from it perhaps.
| | 00:40 | I'm going to open up the Index panel, which is
under the Window menu, Type & Tables, where we see
| | 00:50 | at the top we have got these two radio buttons, Reference
and Topic, which we've defined in the previous movie.
| | 00:57 | Now we could begin by making a list of topics and the advantage
of that is one, it helps you clarify what are the topics
| | 01:06 | in your document and when you are referring to them,
you can just double-click on the topic in the topic list
| | 01:14 | and it's a way of preventing inconsistencies in spelling.
| | 01:18 | I'm going to start out by just creating a single
topic and then adding others as we go and we'll see
| | 01:23 | that when actually we add a reference,
it also makes a topic for that reference.
| | 01:30 | So, the topic business is somewhat optional,
but I'm going to start out with just one topic
| | 01:35 | and that is Leading, the subject of this whole chapter.
| | 01:40 | So, I click on the Topic radio button and then to add a new
topic, I can either come there to the panel flyout menu,
| | 01:48 | down here to the Create new index entry
button or use the keyboard shortcut Apple
| | 01:55 | or Ctrl+U and that's what I'm going to be doing.
| | 01:58 | So, there we are, New Topic and this is going to be
a level one topic and I'm going to call it Leading.
| | 02:04 | We have this Sort By box here which I'm not going
to be using, but I'm just going to explain that.
| | 02:08 | Whenever you have an entry that is numerical say for
example, 20th century with numerals and you want that ordered
| | 02:17 | under the Ts then you would specify here the Sort By field.
| | 02:22 | But, the entries that I'm going to be making
are all alphabetical, so that's not relevant.
| | 02:27 | I'm going to click Add to add that
topic and then click Done and we now see
| | 02:33 | that I have got a triangle next to
L and I can expand that Leading.
| | 02:37 | There is my topic, no page reference because I
haven't yet made a specific index reference to it.
| | 02:44 | That's what I'm going to do next.
| | 02:46 | So, to make an index reference I will click on
the Reference radio button on the Index panel
| | 02:53 | and double-click to insert my type cursor into my text.
| | 02:57 | Now, this first paragraph is I think
talking about what is Leading.
| | 03:04 | So, I'm going to make a subjected decision here
and Apple or Ctrl+U to insert the index reference.
| | 03:13 | I'm going to say the topic is Definition of.
| | 03:17 | Now, I want that to be a secondary
topic under the first topic of Leading.
| | 03:26 | Now, I could just type in Leading there if it were something
that I might be likely to misspell, it's going to be safer for me
| | 03:34 | to come down to my list of topics here and
then just double-click on that to insert it
| | 03:39 | in the number one Topic field and
then I will click Add and then Done.
| | 03:45 | Now, I wish that you could keep this dialog
box open and dip in and out of your text.
| | 03:52 | Unfortunately you can't; you actually have to click Done.
| | 03:55 | Let's say there is something that I want to reference.
| | 03:58 | Now, I want to reference this specifically
by the way it's worded in the text.
| | 04:04 | So set solid, I'm going to select that text Apple or Ctrl+U and
it picks up that text and sets it into the topic field again.
| | 04:13 | That wants to go down to number two and
topic level one is going to be Leading.
| | 04:18 | This time I'm going to type it in, just making
sure I spell exactly the same way as I did
| | 04:23 | when I defined it as a topic, and then I will click Add.
| | 04:27 | Well, maybe here there may be multiple references to this.
| | 04:32 | So, rather than just Add, I will Add All, then click Done.
| | 04:37 | I did warn you that this was a laborious process, didn't I?
| | 04:41 | Let's now move to the next page Shift and Page Down.
| | 04:46 | Here we have a paragraph comparing the way InDesign
handles leading to the way Quark XPress handles leading.
| | 04:53 | I'm going to insert an index entry,
Apple or Ctrl+U, and topic level one.
| | 05:01 | And topic level two is going to be
InDesign vs. Quark, click OK or Add.
| | 05:11 | Now, I'm going to come down to this one here.
| | 05:14 | Here we have a sub-head, How Much is Enough,
referring to how much leading is enough.
| | 05:18 | This topic goes over several pages.
| | 05:22 | So we are going to do something slightly different here, Apple
or Ctrl+U brings me up to my New Page Reference dialog box.
| | 05:30 | That's going to get knocked down to topic level
two and the topic level one and this time rather
| | 05:37 | than just referencing the current page, I can
choose one of these different options here.
| | 05:42 | I could specify if I knew how many paragraphs
were relevant here or the number of pages,
| | 05:48 | but instead I'm going to use this one To Next Use of Style.
| | 05:52 | The style that has been used here is called Head 2 and I'm
presuming and I think correctly that everything from here
| | 06:00 | until the next instance of Head 2 is talking about this topic.
| | 06:04 | So, To Next Use of Style and then I specify what the
style name is, click OK and then click Add and Done.
| | 06:13 | Now, lets move to the next page.
| | 06:15 | Although, I think what I want to do here is switch to my
Story Editor, which is going to slightly speed things up.
| | 06:21 | So you don't need to worry about looking at
graphics or changing pages and view sizes.
| | 06:26 | So with my type cursor in the story Apple or Ctrl+Y to jump
to my Story Editor or choose it there from the Edit menu.
| | 06:35 | That is what an index entry looks like in the Story Editor.
| | 06:39 | So, I'm now going to just carry on
down through my text. Type size.
| | 06:46 | Maybe I'll select that, Apple+U.
| | 06:49 | The capitalization is relevant.
| | 06:52 | So, I'm going to change that from a cap T to a
lower case t. Leading and here I'm going to do this.
| | 07:04 | Leading and type size.
| | 07:06 | I'm going to refer to it like so in my
index entry with the and after the topic.
| | 07:11 | I think it might be a bit random adding all in that instance.
| | 07:15 | So, I'm just going to add that one entry.
| | 07:18 | But, here for example, maybe this reference to the specific
font Times New Roman, maybe I want to do an Add All
| | 07:26 | for all references to that font. Apple or Ctrl+U
and I will do that and then I will also do the same
| | 07:37 | for Bernhard Modern, Apple or Ctrl+U and click on Add All.
| | 07:42 | Now perhaps as well as indexing this as a first
level topic, perhaps I also want to index it
| | 07:49 | as a second level topic under Leading.
So I'll add it in that way as well.
| | 07:58 | OK, one more thing we want to do here is
we want to create some cross-references.
| | 08:01 | So, let's see what would be a good thing to cross-reference.
| | 08:06 | I'm going to come here Column Width and
cross-reference this to my Leading topic.
| | 08:12 | So, I'm gong to select that, and Apple or
Ctrl+U to add my index entry, Column Width,
| | 08:20 | I'm going to say See also and choose my topic.
| | 08:26 | Now, to make sure that I don't misspell it, to make sure
everything is consistent, I could choose it from my topic list
| | 08:33 | down here in this lower field and rather than
double clicking on it which will insert it
| | 08:38 | up here instead drag into there, and then I will add that.
| | 08:42 | But maybe I also want Column Width entered
as a second level topic under Leading.
| | 08:50 | So, it will appear in both places.
| | 08:53 | For that one, I don't want that referenced to Leading.
| | 08:58 | Click OK and that's going to go to
current page, Add and then Done.
| | 09:06 | All right, so that gives us a flavor for the
different approaches to adding your index entries.
| | 09:12 | Although, there is one thing I haven't mentioned and that is
while using the Story Editor can definitely speed things up.
| | 09:18 | It can also I mean you might overlook
things that need to be referenced
| | 09:23 | in your captions or secondary stories or even in your images.
| | 09:27 | So, as well as using the Story Editor, you are going to want
to go through and look at your captions and supporting matter.
| | 09:36 | Here for example I've got a caption referring to tight leading.
| | 09:41 | So, I'm going to highlight that, Apple+U, type leading.
| | 09:45 | That's going to be knocked down to topic level two.
| | 09:48 | Topic level one would be Leading, and
I think I will Add All in that case.
| | 09:54 | Now, I'm going to go back to my Fit In Window view.
| | 09:57 | I think we are now ready to go in
the next chapter generate our index.
| | Collapse this transcript |
| Generating an index| 00:00 | I'm in the document Index1, and this is the document
how we left it with the index entries added.
| | 00:08 | What we need to do now is generate the index.
| | 00:10 | We are going to take a look at the different formatting
options for the index and then also how we can update the index
| | 00:17 | when we inevitably find that there are
certain things about the index that we have,
| | 00:21 | that we want to change or indeed should your pagination change.
| | 00:26 | So, first of all I'm going to come to my Index panel
and using these icons down here we have this one
| | 00:33 | in the middle there Generate Index, so I can also
choose that same option from the Index flyout panel.
| | 00:40 | So when I do that much like with the Table of
Contents feature, it auto-generates a file for me.
| | 00:47 | First of all, its going to give me a bunch of options to
determine how it does that and also much like the Table
| | 00:53 | of Contents if you just work your way through,
and they are all fairly logical these options
| | 00:58 | and we definitely want to see more options.
| | 01:02 | OK, so what is that index going to be
called? I'm going to call it Index.
| | 01:07 | What style is going to be applied to it? Now this is going to
be an auto-generated style and that's the one I'm going to use,
| | 01:13 | I could use any of my other styles if I wanted to.
| | 01:16 | Replace Existing Index dimmed because we don't have one.
Include Booked Documents dimmed because this document is not part
| | 01:23 | of a book but if it were then you could generate
the index across all of your books documents.
| | 01:29 | Include Entries on Hidden Layers- don't have any. Very
rarely that may be relevant but it's not relevant to me now.
| | 01:36 | How do I want my index entries to look? Do I want
them nested whereby- and this is the usual convention-
| | 01:44 | each level of hierarchy of the index topic is indented? And
that's what I want, rather than running as one single paragraph.
| | 01:52 | Include Index Section Headings the ABC, etcetera? Yes, obviously.
| | 01:58 | Include Empty Index Sections, no.
| | 02:02 | If I don't have any entries under Q, I don't want an index
section heading for Q, so I'm not going to check that.
| | 02:08 | The Level Style, I'm going to accept all
of these options that it gives me here.
| | 02:14 | InDesign is going to create these paragraph styles, Index
Level 1, 2, 3, 4, and apply them to the appropriate index level.
| | 02:22 | We are, of course, going to change what they look like.
They are going to look little bit ugly to begin with,
| | 02:27 | but we can just change the style definitions.
| | 02:30 | And then over here, Index Section Heading.
| | 02:34 | What style do we want applied to those? The
Section Headings being the A, B, C, etcetera,
| | 02:39 | and again I'm going to accept the auto-generated style.
| | 02:43 | Then we can, if we want to, have character styles applied to
the Page Number, Cross-reference and Cross-referenced Topic.
| | 02:52 | The Page Number- I'm not going to use that.
| | 02:55 | It's going to be in the same formatting as
whatever is the level style that's applied to it.
| | 03:01 | Cross-reference. I will accept what it's going to give me,
the Index Cross-reference auto-generated character style.
| | 03:07 | The Cross-referenced Topic, don't need it.
| | 03:10 | Entry Separators, so what do we have following the topic?
So far we have an en space, and if that's too much,
| | 03:18 | just checking through a regular space
to little, making an em space.
| | 03:22 | But I'm going to leave that as is those are other options.
| | 03:26 | Between Entries, semicolon followed by a space.
| | 03:29 | Page Range, the numbers that are going to be
separated with en dash and that's what we want.
| | 03:34 | We could just make a regular dash if we
wanted to but an en dash is appropriate.
| | 03:39 | Between Page Numbers, I'm going to have a comma.
| | 03:41 | Before Cross-reference, a period.
| | 03:43 | And Entry End I'm going to leave this blank
but I could have a period there if I wanted to.
| | 03:49 | So, I'm now ready to go ahead and click OK to generate my index.
| | 03:55 | And there on my cursor is my loaded story.
| | 03:59 | So I will now navigate to the page where my index is going to go.
| | 04:06 | In a real word situation this would likely be a separate
document or the last page of your series of books documents;
| | 04:14 | I have just got a blank page at the end of this
document where I'm going to put it for now.
| | 04:18 | I'm going to press W to turn on my Guides
and click right there to flow my index.
| | 04:25 | And as you recall from the previous movie those
are the topics that we called out to be indexed.
| | 04:34 | So there's our cross-reference and topic
level 1, topic level 2, our index section heads.
| | 04:40 | Obviously we don't have an A, a D, etcetera, because we didn't
index anything that began with that letter, so those are omitted.
| | 04:49 | If we come over and look at our Paragraph Styles panel, we
see that we have got these auto-generated paragraph styles
| | 04:58 | which we can then go and modify on and as needed basis
| | 05:03 | to make sure they are not Times or
rather something a little less generic.
| | 05:10 | Now a couple of things I notice. I have got a reference
here to Bernhard Modern and I have got a reference here at
| | 05:17 | topic level 2 to Bernhard Modern as it relates to leading.
| | 05:21 | If I'm going to include that there and there, I think I
should have a cross-reference from this one to this one.
| | 05:28 | How do we add a cross-reference when we
didn't think to make one in the first place?
| | 05:32 | Well, if I go to my References and expand that index reference,
we see that there are two references there because we chose
| | 05:40 | to add all but InDesign is smart enough to
only give me one resulting page reference.
| | 05:47 | So if I were to double-click on this, what's a little frustrating
is I can't add the cross-reference now. Instead what I need
| | 05:55 | to do is go back and see where that occurs in the text.
| | 05:59 | I could click on this button, the Go to Selected Marker, it is
not strictly necessary, but lets just see where it does occur
| | 06:05 | in the text. Right there and then it might be useful
for me to work with my hidden characters shown,
| | 06:11 | where we see the index markers and I can
now create a Duplicate Page Reference
| | 06:18 | and on that Duplicate Page Reference
there I can add my cross-reference.
| | 06:24 | I will do that and then I noticed there was another
problem. If I come back here, Leading Column Width.
| | 06:33 | I want that to read 'Column Width and' in the same way
as we have here 'type size and' referring to the leading.
| | 06:40 | So for this one I can just modify the Column Width, double-click
on that and then I can just change that there like so. Click OK.
| | 06:52 | And now when I'm ready to update my index all I need to
do is come and click on the Generate Index button again.
| | 07:00 | It's going to return me to the Generate Index button.
| | 07:04 | I'm going to leave everything else as is.
| | 07:07 | This time I have Replaced Existing Index checked.
Click OK. Index has been successfully replaced.
| | 07:15 | I can choose Don't Show Again if I don't want to see that.
| | 07:17 | And we now have the cross-reference
there and this entry is fixed.
| | 07:24 | OK, in the next movie we are going to look at
using a script that will allow us to create a list
| | 07:31 | of topics and auto-mark those topics in a document.
| | Collapse this transcript |
| Using a concordance list| 00:00 | OK, in previous movies I have made reference to a concordance
list, which is just a list of topics or keywords in your document
| | 00:08 | that you can use to automatically generate index topics with.
| | 00:13 | This is something you can do in Word and we will be covering that
in the next movie, but you can also do it InDesign with the aid
| | 00:19 | of a very nifty script called Add Index Reference from the List.
| | 00:23 | It's by a guy called Brian Raymond and it's available on
the Adobe Studio Exchange website and for more information
| | 00:31 | about working with scripts and where
to get them see the movie on scripting.
| | 00:36 | This is one of those scripts that's actually not
compatible with CS3 but we have a workaround of putting it
| | 00:42 | in this folder called Version 4.0
Scripts, which I see on my Scripts panel.
| | 00:48 | If you don't see your Scripts panel, it's under the
Automation flyout right there and basically all we need to do-
| | 00:56 | and you will notice that my index reference and topic list is
currently empty- all we need to do is make a list of topics
| | 01:06 | that occur in this document, select that and then come
over to the scripts and double click on it and in a flash,
| | 01:16 | we see that all of these items are added to my topic list.
| | 01:25 | Furthermore we have got references that refer to
the specific pages on which these words occur.
| | 01:36 | Now, this is not really an index but it's a good start perhaps.
| | 01:41 | Let's go and see what this looks like if we generate the index.
| | 01:47 | You will notice that all of the index entries
have P. P for pasteboard. Don't worry about that
| | 01:54 | as when we generate the index that's going to be forgotten
about, so we don't need to worry about deleting those.
| | 01:59 | But I'm going to come to my Generate Index button and click
on that and I'm just for now going to accept the options
| | 02:08 | that it gives me here, click OK and I will now move to the end
of my document where I have a blank page on which I will place
| | 02:15 | that index file and there we have all of those index entries.
| | 02:21 | Now like I say it's not perfect and a real indexer, a
real professional indexer, will probably be swearing
| | 02:31 | at this very movie right now for suggesting that this
could in anyway replace an index, which I actually I hope
| | 02:38 | that I'm not suggesting, but this maybe a starting point for you.
| | 02:41 | Now, one of the problems we see is
that leading got inserted twice
| | 02:46 | because we have a lowercase and uppercase,
but we can fix things there.
| | 02:50 | If we come over to our Index panel, let me go and look at
the leading topic, the one that is currently lowercase.
| | 03:01 | From the panel menu I'm going to choose Capitalize and I could
capitalize this selected topic or I could capitalize all topics,
| | 03:11 | I'm going to go for All Topics, which is also
going to address this one down here. Click OK.
| | 03:16 | Of course I will need to generate my index again and when I do
so this time all of our leading entries are collapsed into one
| | 03:26 | and we see that index entry is also capitalized.
| | 03:30 | So, this very useful, very nifty script can be starting
point on which to build an index. Of course the downside is
| | 03:37 | that everything is a level one topic but it certainly
gets the whole process on the way in a very automated way.
| | 03:45 | Next we are going to look at doing something similar using Word.
| | Collapse this transcript |
| Using Word to create index entries| 00:00 | OK let's take a look at an alternative
way of creating your index.
| | 00:04 | And that's to use Microsoft Word and then place
the Word document in InDesign and InDesign,
| | 00:10 | assuming that you have the right check mark
checked when you choose Show Import Options,
| | 00:15 | will allow to bring in your Word index entries.
| | 00:19 | An efficient way of going about this is to work with what's
called an automark file, essentially a concordance file.
| | 00:27 | So here in Word I got two documents open.
| | 00:30 | I have split my window. I have chosen Arrange All.
| | 00:33 | So I have got one document on top of other.
| | 00:35 | This is the text file of the document that we are looking
at earlier, and down here I'm creating my automark file.
| | 00:43 | And to do this I have created a table with two columns and
in the left hand column, I put the text that being referenced
| | 00:52 | and in the right hand column I put the topic.
| | 00:55 | And I separate the level of the topic using colons.
| | 00:59 | So in this case Leading is going to be topic level 1.
| | 01:03 | X-height and will be topic level 2.
| | 01:06 | Larger X-heights is the text that
it will look for in this document.
| | 01:11 | So I will just add a couple more entries to show what I mean.
| | 01:14 | If I move through this document, 'How Much is
Enough?' So I'm going to select that, copy that,
| | 01:25 | Come over to my automark file, press
the Tab key to get a new table row.
| | 01:33 | And then Command or Ctrl+V to paste that in there.
| | 01:37 | I'm going to choose Keep Text Only
so I don't bring in the formatting.
| | 01:41 | OK, that's what it's looking for in the text and I want
this indexed like this, Leading: How Much is Enough.
| | 01:54 | OK, so that's give you an idea of how
to build up that concordance file.
| | 02:00 | I'm now going to save that and return to my text file.
| | 02:06 | Where I'm going to go to the Insert
menu and come down to Index and Tables.
| | 02:12 | We are going to use this option, AutoMark. When I click
on that it asks me to Choose an Index Automark File,
| | 02:19 | that's the one that we have been creating down here.
| | 02:22 | And that's called concordance. It's in the Index folder.
| | 02:26 | So I'm going to click Open and then in a flash,
we get auto-index entries in our Word document.
| | 02:35 | So my next step is to save this Word document. Apple or Ctrl+S.
| | 02:42 | And then come over to InDesign where
I'm going to import the Word document.
| | 02:46 | You will notice that my Index panel's currently
empty of any index references or topics.
| | 02:53 | So I'm going to choose File and Place, index1.rtf and I want
to make sure that I have a Show Import Options checked.
| | 03:05 | Here is the crucial checkbox I'm bringing in the index text.
| | 03:12 | The other options might vary, but in order to bring in
index markers we need to have that one checked. Click OK.
| | 03:20 | Missing Font, not really worried about that at the moment.
| | 03:22 | I'm going to click OK and then I'm going to flow that
text, or auto-flow it rather, holding down the Shift key.
| | 03:29 | And when I do so or even before I do so, as soon as that
text comes in we can see that I have now got my topics.
| | 03:37 | And I have my references.
| | 03:42 | Now for some reason when we bring it in like this, it doesn't
give me the page references but when I generate the index-
| | 03:51 | and I'm now going to move to the end of my
document where I will create a new page.
| | 03:58 | Place that index on that, there we see is my
index with my page references as they should be.
| | 04:07 | So depending on where are you most
comfortable and depending on your workflow,
| | 04:11 | preparing your index entries in Word may be a big time saver.
| | Collapse this transcript |
|
|
9. Understanding GREP SearchesGREP overview| 00:00 | This chapter is all about making find and change routines
using GREP. GREP stands for Global Regular Expression Print
| | 00:09 | or depending on who you believe,
General Regular Expression Print.
| | 00:13 | Not of that matters to us. What GREP does for us is allow us
to make find and changes that are far more complex than the kind
| | 00:21 | that we have been used to up until now using regular
text find and changes or format find and changes.
| | 00:29 | Because GREP will allow us to find things
based upon the location of the text,
| | 00:35 | based upon what proceeds them or what follows them.
| | 00:38 | By this concept of grouping expressions will allow us
to effect only specified parts of what we have found.
| | 00:48 | Let's just talk about some of these concepts in GREP that we
are going to be returning to several times. Escaping characters.
| | 00:58 | What I mean by this is that GREP uses certain characters, and if
you actually need to find those specific characters then you have
| | 01:07 | to do what is called escape them and that just
means you type them in preceded by a backlash.
| | 01:13 | So if you are actually looking for an open parenthesis
then you need to type in backslash open parenthesis.
| | 01:20 | Grouping expressions. That is putting parenthesis around part
of what you have trying to find and saying I want to find this
| | 01:30 | as a specified expression and then we
can do something to that found set.
| | 01:36 | Then we have these things called Positive
Lookahead/Lookbehind, Negative Lookahead/Lookbehind.
| | 01:43 | These allow us to find things based upon what
comes before them or what comes after them,
| | 01:50 | and as we will see that can be a very powerful feature.
| | 01:55 | Now there are not that many resources available for GREP as yet
| | 02:00 | but there is one book available.
It is called 'GREP in InDesign CS3.'
| | 02:04 | It is a PDF download that is available at oreilly.com. There
is also a very useful website, www.regular-expression.info,
| | 02:18 | and there are some very useful GREP
routines on the InDesignsecrets.com website.
| | 02:26 | So let's dive in and have a look at some very low impact GREP
find and change routines, the kind of things that are so easy
| | 02:34 | that we don't even really need to get our
hands dirty, we don't even really need
| | 02:38 | to understand what is going on to be
able to leverage the power of GREP.
| | 02:42 | I'm in a document called messytext1 and this is in the
GREP folder. There are lots of extra carriage returns,
| | 02:50 | there are extra spaces the kind of thing that we typically run
into on a very regular basis, and that wouldn't be very hard
| | 02:58 | to fix up using normal find and change routines.
| | 03:01 | We can do it slightly easier using GREP.
Under Edit, Find and Change and here is the GREP tab.
| | 03:12 | Compared to the Text tab, GREP you will
see doesn't have a case sensitive option
| | 03:18 | because GREP is, unless you specify otherwise, case sensitive.
| | 03:24 | Now this is the easy stuff first of all.
Up here we have a pull down Query menu
| | 03:31 | and InDesign comes with a few basic GREP searches.
| | 03:35 | So from these I can choose Multiple
Space to Single Space. It look like that.
| | 03:43 | Now you may be thinking well, what's the big deal?
Can't we just do that anyway? And of course yes, we can.
| | 03:48 | But in this instance down here, we would have to run a
space, space change to space several times to whittle that away.
| | 03:59 | But using GREP Multiple Space to Single
Space, we can do that all in one go.
| | 04:05 | Now it is going to leave a single space
at the beginning of that paragraph,
| | 04:10 | but we can see other routines that will get rid of that.
| | 04:13 | Let's also take a look at this one,
Multiple Return to Single Return.
| | 04:17 | Now again, something easy to accomplish using the Text but using
a GREP search, no matter how many multiple returns there are,
| | 04:26 | it will deliver just a single return between your paragraphs.
| | 04:31 | Change All and our text is in much better shape.
| | 04:38 | Continuing with the theme of low
impact GREP I'm now going to switch
| | 04:42 | to a document called messytext2. Same text, just a bit messier.
| | 04:54 | In this document, we can see that there are several instances of
multiple space, double hyphen for em dash, space before a comma.
| | 05:07 | We kind of think that we have to run several find and
change routines on to actually clean up completely.
| | 05:13 | Now, let me point out that there is a very, very useful
script that will save you potentially hours of time
| | 05:21 | and ensure consistency as well with
your find and change routines.
| | 05:27 | So I'm going to come over to my Scripting
panel, which I have here is part of my workspace.
| | 05:32 | If you don't have your Scripting panel, Automation, Scripts.
| | 05:36 | And the one I'm talking about from
the JavaScript folder. It's called FindChangeByList.
| | 05:46 | When I double click on that script it is going to do a series of
Find/Change routines either on my selection, on my selected story
| | 05:57 | or as I want in this case on my whole document.
| | 06:00 | So I will OK, and in the blink of an eye everything is cleaned
up. There is the double hyphen that has now become an em dash,
| | 06:08 | extra carriage returns, extra spaces all solved.
| | 06:15 | So what is it doing there?
| | 06:16 | Well, also in our Scripting panel, you will see
there is a folder who could FindChangeSupport
| | 06:24 | and what is happening is this script the
FindChangeByList is just running a series
| | 06:30 | of find change routine based upon what
is in this file, the FindChangeList.txt.
| | 06:37 | Just a simple text file and we can modify that,
we can add our own series of find change routines
| | 06:46 | and have them being performed by this script.
| | 06:48 | You will notice here that it didn't get.
| | 06:51 | The semicolon preceded by a space nor the comma
preceded by the space and I actually wanted to get that.
| | 07:00 | So let's see what happens if we go and modify this script.
| | 07:04 | Now I'm going to right-click on that and choose
Reveal in Finder, and it is going to show me
| | 07:11 | where that script is. OK, there it is
and I'm going to double-click on it.
| | 07:14 | It will open up in a text editing program. I'm going to
expand this, so down at the bottom here it looks a bit scary,
| | 07:25 | but once when we get used to it, it is pretty straightforward.
| | 07:29 | What we have here just a list of Find/Change
routines some of them GREP, some of them Text.
| | 07:38 | So we got to find what here, it includes a description,
find all double spaces and replace with a single space,
| | 07:44 | find all returns followed by a space, etcetera, etcetera.
| | 07:49 | So I'm going to just highlight that and copy it
and then at the end of that I'm going to paste it.
| | 08:00 | Now this time what I'm looking for is I'm
looking for a space followed by a semicolon,
| | 08:08 | and I'm going to go change to and just type in a semicolon.
| | 08:15 | I suppose, it might be a good idea for
me to change the description there.
| | 08:20 | Find semicolon preceded by a space, change to semicolon.
| | 08:33 | I will add another one this time what I'm looking for is a space
followed by a comma, and I want to change that to just a comma.
| | 08:48 | Then these are both text searches, but this whole routine
includes GREP searches as well, and this I'm going to change
| | 08:58 | to find comma preceded by space change to comma, OK.
| | 09:10 | I'm going to add one more and this time
I'm going to do another text search.
| | 09:15 | I'm going to find the word Christmas and change that to Xmas.
| | 09:32 | Alright, I'm going to save that, now I'm going to return to
InDesign, and I'm going to revert my document to the way it was
| | 09:41 | when we came in, and I'm going to run that FindChangeList
again on the document click OK, and let's see what happened.
| | 09:57 | There we got our Christmas to Xmas. Any
spaces before the commas have been removed
| | 10:04 | and any spaces before the semicolons have also been removed.
| | 10:11 | So if you were to run that find change routine on your text as
soon as you import it, that is going to save you a lot of time
| | 10:20 | and as I mentioned it combines GREP searches with text searches.
| | 10:25 | Next we are going to look at building
our own GREP find and change routine.
| | Collapse this transcript |
| Finding text between...| 00:00 | I'm in the document grep_itals and we are
going to use this document to find text
| | 00:07 | between something and change it to something else.
| | 00:10 | Now, specifically what we are going to do is find
text between quotation marks and change it to italic.
| | 00:18 | But this could be used in re-purposed in various
different ways, may be you want to find text
| | 00:24 | between angle brackets, between em dashes, you name it.
| | 00:28 | Let's just take a look at this text, so let's suppose
that we decide that we want to use a style for dialog,
| | 00:35 | which is not using the quotation
marks, but instead is in italics.
| | 00:41 | This wouldn't be possible with normal find and change,
because of course the number of characters between every pair
| | 00:48 | of quotation marks is going to vary, but with GREP it is possible.
| | 00:54 | Let's take a look at building a find and change routine, we are
going to encounter a few problems along the way and we are going
| | 01:02 | to go very slowly because I found that it
often helps to speak these things aloud
| | 01:08 | when you are building these routines,
just so they make sense to you.
| | 01:11 | Before I go any further, I need to do one more
thing and that is make myself a character style,
| | 01:18 | which we can use to be applied to our found results.
| | 01:24 | So I'm going to come over to my Character Styles panel, New
Character Style, I will call it Italic, Basic Character Formats.
| | 01:34 | Font Style will be Italic.
| | 01:38 | All right.
| | 01:41 | So now Find/Change GREP.
| | 01:45 | Now what is it we are often?
| | 01:47 | Actually the way we are going to identify these
strings of text that we want to find is the fact
| | 01:54 | that they are preceded by an opening quote mark.
| | 01:58 | Now this is going to mean that we need to
use something called Positive Lookbehind.
| | 02:04 | So this is going to select things based upon what precedes them.
| | 02:11 | It is bit hard to get your head around that let's say that again,
this is going to select your text based upon what precedes it,
| | 02:20 | what precedes it, is going to be an opening quote mark.
| | 02:24 | Now I found, and I can't really explain why that some times
I have problems when I input the quote marks from here.
| | 02:32 | So instead, I'm going to input them from my keyboard and on a Mac
the keyboard shortcut for an opening double quote is Option+(.
| | 02:42 | So that is what I'm looking for, let's see how we are doing so
far so if I now choose Find, you see where it locates my cursor,
| | 02:52 | just between that quote mark and the B. I will do it
again between the quote mark and the Y, so far so good.
| | 03:00 | OK, now after that we want to find a wildcard
for any character and that is a period.
| | 03:12 | Let's see how we do it.
| | 03:15 | So it is finding the first character
after a quote mark, so far so good.
| | 03:22 | But of course we want to find more than just one.
| | 03:26 | So I'm going to return here and choose Repeat.
| | 03:30 | Now this would seem to logically work.
| | 03:35 | It is not quite going to work for us, but I'm going
to choose anyway, one or more times that is going
| | 03:40 | to add a plus Find Next, OK it is looking good.
| | 03:45 | But then we want to say find between the
opening quote mark and the closing quote mark,
| | 03:55 | you will see that currently it is including
in the found text the closing quote mark.
| | 04:01 | So here I now need a Positive Lookahead. This means it is
going to select something based upon what comes after it.
| | 04:13 | I will say that again this is going to select
something based upon what comes after it.
| | 04:21 | Say that ten times it will start to make sense.
| | 04:23 | So I'm going to come back here and choose Locations, not
Locations rather Match and choose Positive Lookahead.
| | 04:37 | Insert my cursor inside the closing parenthesis.
| | 04:41 | What is it I'm looking for?
| | 04:42 | I'm looking for the closing quote.
| | 04:44 | So that is Shift+Option+Left bracket.
| | 04:51 | Now let's see what we get.
| | 04:55 | OK, not bad except as you can see on that first line, it doesn't
stop, but it continues all the way to the end of the paragraph.
| | 05:06 | It is OK here and it is OK there, but where we have more than one
piece of dialog in the same paragraph, it is not working for us.
| | 05:20 | So what do we need to do? Well actually what we need to
do is we need to replace this, the match any character.
| | 05:28 | Well it does need to be match any character, but the
Repeat need to be Zero or More Times, which looks like that.
| | 05:44 | Now when I do Find,
| | 05:49 | perfect.
| | 05:51 | All right, I have invested a lot of time in creating this.
| | 05:55 | The good news is you can save these queries.
| | 05:58 | I will click on that and I'm going
to call this change within quotes.
| | 06:08 | So the next I'm going to do this that kind of
search I can just choose it from that menu.
| | 06:15 | All right, so we are finding what we want
to find, but what do we change it to?
| | 06:19 | And for this I'm just going to change my format.
| | 06:22 | My Change To field I'm going to leave blank.
| | 06:25 | All I need to do is choose that Italic Character
Style that I built and click OK, and Find Next.
| | 06:36 | And I'm feeling lucky, so I'm going
to go ahead and click Change All.
| | 06:41 | 16 replacements and you will see that it's
changed everything within the quote marks,
| | 06:47 | but it hasn't changed the quote marks
themselves and that was what we wanted.
| | 06:52 | But what if we wanted to do the same
thing, but get rid of the quote marks?
| | 06:59 | After all if you are using italic for our dialog, the quote
marks are arguably redundant, so we can get rid of them.
| | 07:07 | Then we need to slightly modify our query and it was
actually easier than the one we built to begin with.
| | 07:12 | So I'm going to Undo that and now we can say take that away.
| | 07:21 | We don't need the Positive Lookahead, Positive Lookbehind.
| | 07:26 | We can now find anything in quote marks so that is a lot easier.
| | 07:34 | But if I now change this, it is also
going to change the quote marks.
| | 07:41 | They are also going to become italic.
| | 07:43 | We don't want them.
| | 07:44 | We just want to get rid of them.
| | 07:45 | So what I need to do is I need to group an expression.
| | 07:49 | I need to break this down by putting parenthesis in
front of the dot that stands for find any character
| | 08:01 | and after the asterisk question mark,
which stands for 0 or more times.
| | 08:08 | That has now become a grouped expression,
and then I can use the Change To field.
| | 08:16 | In the Change To field I can say Found 1,
found set 1, this being the set I'm looking for.
| | 08:29 | So let's look again, and so what
this is going to do is it is going
| | 08:38 | to change my found set 1 everything
within the quote marks to Italics.
| | 08:45 | But at the same time, it is going to delete the quote marks.
| | 08:50 | Let's change that one. Works perfectly.
Change All. Hey presto! It works.
| | 08:59 | In the next movie we will see how we can
address one of the banes of anyone working
| | 09:06 | with a page layout program, text that has been keyed in all caps.
| | Collapse this transcript |
| Using GREP to find text in all caps| 00:00 | OK let's take a look at a more complex GREP query, one that is
going to help us solve a problem that we have in this document
| | 00:07 | where there is much text that has been typed with
the Caps Lock key on and there is no way for us
| | 00:15 | to change this in an automated way other than to use GREP.
| | 00:20 | First of all let's acquaint ourselves
with the nature of the problem.
| | 00:23 | I'm just going to take a quick spin through this. These are the
things I'm talking about here, these passages typed in all caps
| | 00:31 | for emphasis that really look quite ugly because
the size of the all caps is just a bit overwhelming
| | 00:39 | within the context of the upper and lowercase text.
| | 00:42 | So what we want to do is...
| | 00:44 | I have made a character style small caps and if we just
take a quick look at that we can see that this is going
| | 00:54 | to apply OpenType All Small Caps to our found text.
| | 01:01 | And as I say we have got many, many pages of it.
| | 01:05 | I have digested a segment over here on the pasteboard
so that we don't have to keep changing pages just
| | 01:12 | to show you the issues that we are going to run up against.
| | 01:15 | So I'm going to increase my View Size on that Apple+Spacebar
or Ctrl+Spacebar and click and drag over that text frame.
| | 01:27 | Let's say I will put that right there and now I'm going to go
to the Edit menu and choose Find/Change. We're after a GREP search.
| | 01:36 | And we are going to do this bit by bit and paste it
together and run into a number of issues along the way.
| | 01:43 | Now what we are looking for is any
sequence of uppercase letters.
| | 01:48 | So I'm going to, from my pulldown menu over
here, choose Wildcards, Any Uppercase Letter.
| | 01:57 | Now I want a sequence of them so I'm going to choose
that twice or I could just key in backslash U.
| | 02:05 | And if we see what we have got so far, we see that it
is now finding uppercase letters in groups of two's.
| | 02:13 | So I want to put my cursor at the end of what we
have so far and then Repeat One or More Times.
| | 02:23 | Let's see what we get.
| | 02:24 | OK now that is 90% of the way there.
| | 02:29 | However, watch what happens next. With the
next word we will see that it gets ALICE,
| | 02:35 | but it misses the apostrophe S. We are also
going to find that if I move it to the top here,
| | 02:42 | it is also going to miss single character words.
| | 02:47 | We want to use a marked sub-expression here and by that I mean
we just want to put parenthesis around what we got so far.
| | 02:57 | And then we are going to say right, find this or find this.
| | 03:06 | And this that I'm about to find is I'm going to
address the issue of not catching the A's and the I's
| | 03:15 | when they occur in a sequence of uppercase letters.
| | 03:19 | So again this is going to be a marked sub-expression so I
will begin with an open parenthesis and I'm going to say A,
| | 03:29 | but thinking ahead here. If I do that, it is also going to
catch any A or I as it occurs at the beginning of a sentence.
| | 03:38 | So I'm going to proceed that with a
wildcard character for Any White Space.
| | 03:47 | So Any White Space followed by an A, followed by Any White Space.
| | 03:56 | And then within this second expression I'm going to have another
Or, press the Shift and Vertical Slash or Any White Space,
| | 04:07 | black slash S, followed by a cap N and GREP,
as I mentioned, is case sensitive anyway.
| | 04:15 | So it is only going to get the uppercase I as I typed them.
| | 04:20 | And then what do we want after that I think we want white space
after that, and then we will close that second sub-expression.
| | 04:31 | That's reviewed the story so far. So now Find, good, it
gets those, doesn't yet get the apostrophe, no there.
| | 04:46 | OK so that is the third thing we want to do.
| | 04:49 | And of course there is three parts to this query we could
do it in three separate stages and that might be easier,
| | 04:56 | but I'm just showing you how you can string together different
parts to make one super query as we are doing now OK.
| | 05:05 | So for the third part of my expression what I need is
to begin with an open parenthesis and I'm looking
| | 05:14 | for any uppercase character that is followed by an apostrophe,
which I'm going to find one right there and paste that in there.
| | 05:31 | Or an apostrophe followed by an uppercase letter.
| | 05:39 | So uppercase followed by a apostrophe or the other
way around and then I will close that expression.
| | 05:47 | Cannot Find Match.
| | 05:48 | That is not what you want to see.
| | 05:49 | I need to change my search criteria to Story.
| | 05:57 | OK it is all looking good except I see one
small problem with it and if we carry on down,
| | 06:06 | it is also finding the I where they occur
within the string of upper and lowercase text.
| | 06:17 | So I'm going to come over to here to my second expression.
| | 06:23 | I have got here a space followed by uppercase I, followed
by a space and I'm going to be a bit more specific
| | 06:32 | about that and say followed by an uppercase.
| | 06:37 | And now let's just run it by that one part again,
yep, it skips the bit the way we want it to skip.
| | 06:47 | I think we are ready to go now.
| | 06:49 | What I'm changing it to, the Change To field is actually
going to be blank, I'm just doing a Change Format
| | 06:55 | and that is the Small Caps character style I pointed out earlier.
| | 07:02 | And let's just give a dry run on just this
story here that we have on the pasteboard.
| | 07:08 | Change All, looks good, all right.
| | 07:14 | So perhaps a bit underwhelming, when done in such a short
story but now if we do the same thing within the context
| | 07:22 | of the story it self, the document
itself, Change All. 465 Replacements Made.
| | 07:32 | And before I go any further, let's save that
query so that we can reuse it again and again.
| | 07:41 | And that should have addressed all instances of strings of
uppercase text and now convert it to small caps, great.
| | 08:05 | Huge time saver.
| | Collapse this transcript |
| Using GREP to fix last lines| 00:00 | OK, let's take a look at a very nifty GREP
query that is going to solve the issue
| | 00:06 | of last lines of paragraphs that end with a single word.
| | 00:11 | Now if this bothers you and it needn't necessarily
bother you, but it does bother some people,
| | 00:17 | then here is a routine that will very
easily and very quickly solve that problem.
| | 00:23 | So we see here I have had to tweak the text a bit but
we've managed to end up with a quite a few paragraphs
| | 00:29 | that ends with a single word on the last line.
| | 00:33 | And I'm in the document called fixlastlines in the GREP folder.
| | 00:38 | So let's go to find the change and
there is the routine that we want.
| | 00:48 | Let me just explain this for you and then we'll recreate it.
| | 00:52 | It's looking for a word character followed by a
space, followed by one or more word characters,
| | 01:01 | followed by some punctuation at the end of a paragraph.
| | 01:06 | And then what's happening is, this represents what's found
and its staying the same. This is the space that's changed
| | 01:16 | into a non breaking space and this represents what is found
on the other side of space and that's staying the same.
| | 01:23 | So let's just take it apart and pull it back together.
| | 01:27 | And we are going to do it piece by piece.
| | 01:31 | So find what, I'm going to come down to my Wildcards.
| | 01:34 | I'm finding Any Word Character.
| | 01:37 | That is followed by Any White Space.
| | 01:43 | That in turn is followed by Any Word Character.
| | 01:49 | Let's see what we have got so far.
| | 01:52 | If I locate my cursor at the top and you start
there, it's finding the last character of a word,
| | 02:01 | the Space and the first character of the next word.
| | 02:03 | So far, so good.
| | 02:06 | So we need to clarify this a little bit more.
| | 02:11 | We don't want to find just a single
character, but we want to find the whole word.
| | 02:22 | So I managed to delete that it seems.
| | 02:28 | Word character, space, word character
and then repeat one or more times.
| | 02:39 | Let's find that, OK, so far so good.
| | 02:43 | But we then want to look for that how are we
going to identify these words as being at the end
| | 02:50 | of the paragraph, as they are followed by punctuation.
| | 02:53 | Could be any one of a number of different types of
punctuations, so I'm going to choose this punctuation wild card.
| | 03:01 | Posix, ((:punct:)).
| | 03:03 | I'm not sure who dreams up these things but any way,
that's what it looks like, that's what we need to use.
| | 03:10 | And I need to specify further that this
needs to occur at the end of a paragraph.
| | 03:16 | So I'm going to come back to Locations, End of Paragraph.
| | 03:22 | Let's see how we're doing.
| | 03:24 | I'll just rearrange my screen.
| | 03:32 | OK that's looking good, looking good.
| | 03:37 | Now, it's currently finding the last character
of the word and the whole of the next word.
| | 03:43 | We actually don't want the words to be changed, so we're
going to need to break this whole query into sub-expressions,
| | 03:52 | so that we can retain found set one, the end of the first word,
| | 03:58 | the same and the found set two the same,
and just change the space between them.
| | 04:03 | And to do that I'm going to put parenthesis around that bit.
| | 04:07 | That's the last character of the first Find what and then
I'm going to put parenthesis around this bit too, all right.
| | 04:28 | Now having done that, I can do what I'm
about to do next and that is the Change To.
| | 04:35 | The Change To I'm going to say found
one, $1, that's the code for it.
| | 04:42 | It's going to stay the same, whatever this
finds its just going to stay the same.
| | 04:48 | What needs to change is the space
that comes after that. White Space.
| | 04:53 | It's going to be a Nonbreaking Space, and then
after the Nonbreaking Space, I want Found, Found2.
| | 05:02 | And because I marked this off in Parenthesis,
it's recognizing that as a found set.
| | 05:09 | So now I'm going to switch to Fit in Window view so I
can appreciate the full glory of this as it takes place.
| | 05:17 | When I hit Change All, 9 replacements made.
| | 05:23 | And we should see- I'm going to close my Find/Change box-
that every paragraph now has at least two words on the last line.
| | 05:34 | So there we have a very efficient and
quick fix to avoid single word last lines.
| | Collapse this transcript |
| Fixing the end of a story| 00:00 | Here's a really simple, really effective,
really useful GREP search.
| | 00:05 | Over here on my pasteboard I have my text in a box and I've
got the Vertical Justification on this box set to Justify.
| | 00:14 | Meaning that I want the text to go
all the way to the end of the box.
| | 00:18 | But you can see its not actually doing that and
its not doing that because there is this end
| | 00:23 | of story character, this hash mark at the bottom of the story.
| | 00:28 | And in order to make it justify the way I want it to,
| | 00:32 | I would have to delete that last carriage return
right there, so that my text looks like that.
| | 00:40 | Now let's imagine I have got lots of boxes
that I could have faced the same problem.
| | 00:47 | I want to have a quick and easy way of solving that.
| | 00:51 | So first of all just by way of set up just to see
what I have got here, I have got 6 text frames.
| | 00:58 | They are all actually threaded together.
| | 01:00 | I don't want them to be threaded together any longer.
| | 01:03 | What's causing this sub head to start in a new text
frame is the Keep option that is applied to this.
| | 01:11 | So there is a Keep option applied to this
paragraph style, which says start in next frame.
| | 01:16 | But we want to now make them into independent stories.
| | 01:20 | And do that I'm going to use a script.
| | 01:23 | So this is all by a way of setup, this isn't actually
the GREP search but I'm going to open my Scripts panel
| | 01:29 | and from the JavaScripts I'm going
to use one called a SplitStory.
| | 01:35 | So I'm going to select all of the text frames
that make up a story that I want to split
| | 01:41 | into independent text frames and then just double-click on that.
| | 01:45 | And in a flash we can now see that no overset text marker
there, nor any blue arrow indicating a continuation,
| | 01:56 | but rather the end of story output indicating that
these are now completely independent text frames.
| | 02:04 | So the next thing we could do is apply an object style to these.
We have already gone to object style set up, its called Box,
| | 02:13 | so when I select those, click on it,
we get the box the way we wanted to look.
| | 02:20 | However what we are missing in the
case of this one, and this one,
| | 02:29 | is the text is not going all the way to the bottom of the frame.
| | 02:33 | So we need to solve that problem my
deleting these extra carriage returns.
| | 02:39 | Now we have only got two here but let's imagine we had loads
more, so I could now go to the Edit menu and choose Find
| | 02:46 | and Change, and this is going to be a GREP query
and what I aiming to find is End of Paragraph
| | 02:54 | and then that's needs to be followed by an end of story.
| | 03:00 | Now if I come down here, I'm not going to find it.
| | 03:04 | There is no end of story marker that
is listed in my flyout menu here,
| | 03:12 | but I could tell you that it is that.
Slash Z, uppercase Z, that's the end of story marker.
| | 03:22 | I want to be searching in the whole document.
| | 03:25 | So if I Find, it gives me my first instance right
there and then Change All, 5 replacements made.
| | 03:35 | And now my text is justifying perfectly in those text frames.
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|
|
10. Generating a Table of ContentsGenerating a table of contents| 00:00 | OK, we're going to take a look at creating a Table of
Contents for this book, 'The History and Practice of the Art
| | 00:05 | of Photography,' published in 1849 by a Mr. Henry H. Snelling.
| | 00:10 | And if we take a spin through this document, we can see that it's
a lot of text and that paragraph styles have been applied throughout
| | 00:20 | but especially important for us, they have been
applied to the chapter heads and the sub-heads.
| | 00:26 | And that's important because what the Table of Contents is
going to do is suck out all the text that has been tagged
| | 00:32 | with those paragraph styles to include in the Table of Contents.
| | 00:37 | We can specify any paragraph styles we want
to be included but that's what not going
| | 00:41 | to choose the chapter heads and the sub-heads.
| | 00:45 | Let's just take a look at how the current Table
of Contents looks. It looks something like this.
| | 00:52 | Now this is what we are aiming for and its a lot easier then
having to type in those page numbers manually only to find
| | 01:02 | that you have to go and type them in again
when the pagination on your document changes.
| | 01:07 | So to begin this we are going to switch documents
to the History of Photography on this TOC,
| | 01:16 | where we have a document that is identical with the exception
of, you guessed it, it does not have a Table of Contents.
| | 01:25 | So we are going to do a couple of set up things
first, before we go to generate our Table of Contents.
| | 01:30 | And the first is we are going to create some paragraph
styles that will be applied to the text, which is generated.
| | 01:38 | Now at the moment of this stage I'm not really worried what they
look like, because we can change that and I'd rather change it
| | 01:45 | in the context of the TOC, then trying
to imagine what the TOC should look like.
| | 01:52 | So I'm going to choose my Selection tool
and make sure that nothing is selected.
| | 01:56 | Basic paragraph becomes my default
selection on the Paragraph Styles panel.
| | 02:01 | And then I'll choose New Paragraph Style
and I'm going to call this one TOC1.
| | 02:06 | Not going to set any of its options
yet, based on No Paragraph Style.
| | 02:12 | And then I'm going to go back and do the same thing,
this time TOC2 and this one TOC2 will be based on TOC1.
| | 02:21 | That's the second thing I need to do is to
make some space for the Table of Contents
| | 02:29 | which I actually want to go before the Preface.
| | 02:32 | We take a look at the Pages panel, the Preface is
currently on V. So what I want to do is I'm going
| | 02:42 | to right click on Page Number 3 and choose Insert Pages.
| | 02:47 | I'm going to insert two pages after III applying the
Master C front matter so there I have got two blank pages.
| | 02:59 | And now we are ready to generate the Table of Contents.
| | 03:03 | I'll just close my Pages panel, come
to Layout menu, Table of Contents.
| | 03:09 | TOC style, we don't have any Table of Contents styles yet,
we will be creating some but for now we are going to work
| | 03:17 | with the default, or rather we are going to modify the default.
| | 03:21 | What are we going to call it, well since this is a rather a
formal document, I'm going to call it a Table of Contents.
| | 03:27 | What paragraph style will be applied to this text?
| | 03:31 | I'm going to choose the Chapter Number paragraph style.
| | 03:35 | Which paragraph styles do we want incorporated in the Table
of Contents, first of all I'm going to remove that one
| | 03:42 | and from my list on the right, I'm going to choose
chapter head and I'm going to choose subhead.
| | 03:52 | Now there's one other, subhead numbered. It's a
variation on subhead, I'm going to include as well.
| | 03:58 | Now when I do that its going to apply a
level of hierarchy relating to the order
| | 04:02 | in which I added these so chapter head will be Level 1,
| | 04:06 | and by the way if you don't see these options,
click on this button here, More Options.
| | 04:11 | Subhead is Level 2.
| | 04:13 | Subhead numbered is Level 3, but actually it should
also be Level 2, so I'm going to change that there.
| | 04:20 | So one by one I'm going to set the option for
these paragraph styles that will be included.
| | 04:27 | Chapter head. Entry Style, what paragraph style will be applied
to it and here's where I choose TOC1, that paragraph style I made.
| | 04:40 | The page number will come after the entry. It
could come before or there could be no page number.
| | 04:45 | Between Entry and Number. Actually I want a right indent tab so
that my page number will be flushed over to the right hand edge
| | 04:54 | of the column and I'm going to delete the tab that's there.
| | 04:57 | Now these options here, the character style that gets applied
to the page number and the character style that gets applied
| | 05:04 | to any leader character or the space
between the entry and number.
| | 05:08 | I'm going to set these later on, for
now I'm going to leave them at none.
| | 05:13 | Create PDF Bookmarks. If you intend to make it interacted PDF
of your documents this is going to be an enormous time saver
| | 05:20 | because its going to take all of your TOC entries and
make them bookmarks in the resulting PDF document.
| | 05:27 | So I'm going to do the same thing for
subhead, but this one is going to be TOC2.
| | 05:33 | And that needs to change to a right indent tab
and subhead numbered, this will also be TOC2.
| | 05:48 | And I think we are now ready to generate our
Table of Contents, so I'm going to click OK,
| | 05:59 | and I now have a cursor loaded with my Table of Contents story.
| | 06:03 | I'm on the blank page that I created for it, so I can
now just click to flow that, and there we see our Table
| | 06:11 | of Contents is rather ugly but that doesn't really matter because
in the next few steps we can very easily clean up its appearance.
| | 06:19 | I do notice that I have overset text.
| | 06:22 | So it turns out I need more pages than I anticipated. So I'm
going to come to Page V, and insert a couple of more pages
| | 06:35 | after that one. Click on the red plus and I'm going
to semi-automatic flow this holding Alt or Option key.
| | 06:50 | And there. That's still more, although I have a feeling
that by the time we have adjusted the size of the type,
| | 07:00 | this will easily fit on three pages so any
extra I'm going to put on the pasteboard.
| | 07:08 | So join me in the next movie where we'll look at
how we can improve the appearance of this TOC.
| | Collapse this transcript |
| Styling a table of contents| 00:00 | So here we are with the Table of Contents. It's been generated,
it looks terrible and that's what we are here to do in this movie,
| | 00:07 | make it look like a decent Table of Contents.
| | 00:10 | The good news is that we have paragraph
styles applied to this text.
| | 00:15 | So just by changing the style definitions, we
will affect the necessary changes in the TOC.
| | 00:23 | So when I double-click in the story to switch
my Type tool, we see I have TOC1 and TOC2.
| | 00:32 | They both look the same. I'm going to edit TOC1 to begin with.
| | 00:37 | Right-click on it and the font I'm using is Adobe Caslon
Pro and I'm going to use regular 12 point, 14 point leading,
| | 00:50 | and I think I will have some tracking with that
because I'm going to use OpenType All Small Caps.
| | 00:59 | And the only other thing I wanted to
do here is take off the hyphenation.
| | 01:05 | So when I click OK, that applies to
everything TOC2 is based on TOC1.
| | 01:12 | I'm now going to go and edit TOC2 and make changes to that.
| | 01:17 | It's going to be smaller and that's going to have an
indent. Other than that, I think it can remain the same.
| | 01:30 | The other thing I want to do is set a Dot
Leader between the entry and the page number.
| | 01:37 | Now I could have done that in the style definitions but
when working with Tabs I find it easier just to work
| | 01:43 | with the Tab Ruler locally and then
redefine the style upon the result that I get.
| | 01:50 | So I'm going to press Apple+Shift+T or
Ctrl+Shift+T to bring out my Tab Ruler.
| | 01:56 | What I have here is a Right Indent Tab, which
means I'm not going to see it on the Ruler.
| | 02:01 | But I can click anywhere on the Ruler
and add a dot leader to the tab character
| | 02:08 | and then press the Tab key itself to update my preview.
| | 02:12 | And there I see a series of dots
connecting the entry with the page number.
| | 02:16 | I'll now close the Tab Ruler, go to my paragraph styles,
TOC1 Plus, so that dot leader is currently an over right
| | 02:26 | but when I right click on TOC1 I can then redefine it
based upon the paragraph I currently have my cursor in
| | 02:34 | and now all of my paragraphs have the dot leader.
| | 02:39 | I'm going to just refine that dot leader a bit, so I going to get
nice and close, so I can see what I'm doing, just reduce that.
| | 02:47 | I'm going to make a selection of that right there and my dots are
little bit too in your face, so I'm going to make them smaller,
| | 02:57 | and I'm going to track them more
to open up the space between them.
| | 03:02 | And that's not enough so I'm going to go even more.
| | 03:06 | Now that needs to become a character style, so that
when I return to my Table of Contents dialog box,
| | 03:14 | I can automatically apply that to everything else.
| | 03:19 | New Character Style and I will call it a dot leader.
| | 03:23 | I also want to make a character style
for the numbers, so I'll select a number
| | 03:30 | and make its font semibold and New Character Style. Number.
| | 03:39 | OK, let's now return to the Table of Contents.
| | 03:45 | Now a few things I want to change here.
| | 03:47 | I initially applied the wrong paragraph
style to the Table of Contents head.
| | 03:53 | That should be chapter head, not chapter number.
| | 03:56 | So I'll change that.
| | 03:58 | And beginning at the top I'm working my way through,
chapter head. I want an en space after the dot leader just
| | 04:09 | to have a little bit of breathing room between
the dots and the numbers itself and then I want
| | 04:14 | to use those character styles I created so a number character
style will apply to the number, and a dot leader character style
| | 04:23 | to the dot leader and it leads to the same
thing for the subhead and for subhead numbered.
| | 04:44 | One more thing. In fact we can't see it in the view that we are in
but some of those paragraphs in the Table of Contents were numbered
| | 04:56 | because they were derived from a numbered paragraph style.
| | 05:00 | We don't want to see those numbers so
I'm going to choose Exclude Numbers.
| | 05:05 | Let's click OK, and just before we click OK, let's make sure
| | 05:09 | that we have got this checked, Replace Existing
Table of Contents, and that's all looking good.
| | 05:20 | Except one other thing, maybe that's just a
little bit too much all caps, or all small caps.
| | 05:29 | So maybe I decide I want my TOC to not be
all small caps but rather to be normal.
| | 05:39 | Click OK and there is the problem, this text was keyed with
the Caps Lock on, so that means we are stuck with out text
| | 05:50 | in all caps, or are we, because perhaps we can use a
script to automatically change the casing of this text.
| | 06:00 | Of course I could do it manually.
I could select paragraphs and then do this,
| | 06:07 | but after doing that for too many paragraphs
I would probably lose the will to live.
| | 06:12 | So I don't want to do that but rather come to the Scripting
panel where in my folder called Version 4.0 Scripts,
| | 06:22 | I have this very handy script called
Change Case of Selected Styles.
| | 06:27 | This was created by a guy called Dave
Saunders who is an InDesign scripting guru
| | 06:32 | and if this is what you want to do, this going to save you hours.
| | 06:36 | Now here's the disclaimer on this. Unfortunately, this
script is not fully compatible with CS3 which is why its
| | 06:43 | in this folder here and this is a bit of a
workaround for using non CS3 scripts in CS3.
| | 06:50 | So you make a folder called Version 4.0 Scripts, you put it
in your Scripts panel folder which is where your scripts live
| | 06:57 | and hopefully they will work, or they will work some
other time, hopefully this is one of those times.
| | 07:04 | I'm going to double-click on it.
| | 07:07 | You choose the paragraph style whose case we want to change.
| | 07:12 | I'm going to change that to title case,
click OK and thankfully it's worked.
| | 07:18 | Now title case is not ideal but its a big improvement
on what we had and can I just do a refinements,
| | 07:25 | there will be some cases where I'll need to insert
some line breaks and there may well be some problems,
| | 07:36 | text that was included that shouldn't have been
included, such as this bit here, that needs to go.
| | 07:44 | So once your TOC is generated, you
can edit it just like any other text.
| | 07:50 | And there I think we have a pretty
good looking Table of Contents.
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| Generating a table of figures| 00:00 | What may not be immediately obvious about Table
of Contents is that you can have more than one
| | 00:05 | and you can use them for more than just a Table of Contents.
| | 00:08 | You can have the Table of Contents
feature generate a list of anything.
| | 00:12 | It could of advertisers in the case of the document we have here.
| | 00:16 | It's could be a list of figures. Just so long as
you've consistently applied the relevant paragraph style.
| | 00:23 | So let's see how this works.
| | 00:24 | I'm going to go to the Layout menu, Table of Contents,
where we see the settings that we entered before
| | 00:31 | for the actual Table of Contents still active.
| | 00:35 | Now before I go and change these, since we might want to use
them again or we might want to use them in another document,
| | 00:42 | I'm going to save these as a Table of Content style and I'm
going to call that Contents and now I will switch back to Default
| | 00:57 | and I will make some modifications here where my
table of figures- I'm going to call Table of Figures.
| | 01:07 | And I will remove those three paragraph styles and instead add
the caption paragraph style, which I want formatted in this case
| | 01:21 | with TOC2, and just as with the Table of Contents we want the
number and a dot leader character style applied and also we want
| | 01:34 | to a Right Indent Tab followed by an En Space.
| | 01:40 | I think that's pretty all we need to address right there.
| | 01:44 | So now I can go ahead and click OK.
| | 01:50 | Make sure that this one is not checked because
we do not want this Table of Contents that we're
| | 01:56 | about to generate to replace the one that we already have.
| | 01:59 | So I go ahead and click OK and it's going to
go on this empty page here and there it is.
| | 02:08 | The way this document has been created, the figures just
happen to have a label that says Figure 1, 2, 3, etcetera.
| | 02:16 | Not especially useful but let's go and maybe change some of
those and we will see how we can update the Table of Contents.
| | 02:25 | So I'm going to go to Page 17 where as our
Table of Contents indicates we have a figure.
| | 02:35 | I don't really know what that is, but I'm
just going to label it something else.
| | 02:42 | Figure 4. Colon. This is something or other.
| | 02:52 | And then how about Figure 3.
| | 02:54 | Colon. Here is something to do with 19th century photography.
| | 03:11 | Alright. So now let's go back to our page or
rather that page where we have our Table of Contents.
| | 03:20 | I'm going to place my cursor in that Table of Contents and then
come to the Layout menu and choose Update Table of Contents.
| | 03:28 | Now we have just changed the actual paragraph styles that
it's going to be drawing from but more importantly than that,
| | 03:37 | it's also going to update page numbers
should the pagination change.
| | 03:42 | So that's the important thing to know about Table
of Contents that these numbers are not live.
| | 03:48 | Your pagination changes, then you need to come
up here and update the Table of Contents.
| | 03:55 | And it will use whatever settings you have put in.
| | 03:58 | So for that reason Table of Contents should
be one of the last things that you do
| | 04:05 | because your pagination needs to be pretty much in place.
| | 04:07 | There is no point in repeatedly updating the Table of Contents.
That's just a waste of time. Using Table of Contents styles.
| | 04:17 | So I'm going to go to the Table of Contents dialog box where
it retains the settings that we put in for the Table of Figures
| | 04:24 | and I'm going to capture these as Table of Contents style.
Click OK and I don't want to generate another Table of Contents
| | 04:38 | so I'm just going to now click Cancel to come out of here and
if we come to Table of Contents Styles, we see I've got these two.
| | 04:49 | Should I want to edit them in any way, I can do that and maybe
instead of after the Right Indent Tab we want an Em Space rather
| | 04:59 | than an En Space, then I can change that there. Or I could load
in Table of Contents styles from another document or I could go
| | 05:12 | to a blank document or a document that doesn't
have any Table of Contents styles and load these.
| | 05:20 | Should I want to generate another Table
of Contents, go to the Layout menu, Table
| | 05:25 | of Contents and choose one of the styles that I have.
| | 05:28 | So while Table of Contents styles, they don't have the same
amount of punch as other things called style in InDesign
| | 05:36 | like paragraph styles, object styles, character styles, etcetera.
| | 05:40 | They can be something of a time saver
and ensure consistency as well.
| | 05:45 | So that's it with the Table of Contents.
Generating, formatting them,
| | 05:50 | updating them and then capturing the
settings in the Table of Contents style.
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|
11. Automating LayoutsLayout automation overview| 00:00 | In this chapter we are going to talk about XML as
well as some other ways to automate your layouts.
| | 00:06 | XML stands for Extensible Markup Language and
the purpose of XML is so that we can tag our data
| | 00:14 | and then have those tags describe the structure of the data.
| | 00:19 | In the same way as HTML marks data with tags, so too does XML.
| | 00:26 | The difference being that you the user
get to define what those tags are.
| | 00:31 | XML is sometimes referred to as the un-format,
i.e. it's all about structure over layout.
| | 00:39 | The XML result is literally just a
text file with the different elements
| | 00:44 | of your document tagged with whatever tags you have created.
| | 00:48 | The layout is actually created when you
map those XML tags to your InDesign styles.
| | 00:55 | XML promises to be a really big thing in the
future, however, it is a bit complicated.
| | 01:01 | I recommend that you check out the great book by James Maivald
| | 01:05 | with Cathy Palmer called 'A Designer's
Guide to Adobe InDesign and XML.'
| | 01:10 | Firstly, let's take a look at an InDesign document,
then we will compare it to the same document exported
| | 01:17 | to XML then look how we can take the XML and re-purpose it in
a different layout having the new layout interpret the tags
| | 01:27 | that are in the XML as appropriate to that layout.
| | 01:31 | Here I have my InDesign document, the travel brochure
that we have been working with throughout these chapters,
| | 01:37 | and I have two double page spreads and when this
document is exported to XML the result is this.
| | 01:46 | I'm going switch now to Firefox, a
browser in which we can view our XML.
| | 01:52 | When viewed as XML, the document that
we were just seeing looks like this.
| | 01:56 | There is no layout, there are no
different font sizes, there are no images.
| | 02:01 | All we have is pure content with the different
elements of the layout described by the tags.
| | 02:08 | Here is an opening tag and a closing tag.
| | 02:11 | When we take this XML content and we put it in a different layout
or indeed in a different application then these tags can be used
| | 02:21 | to map to different styles in that application and give a
whole new look to this document using exactly the same content.
| | 02:31 | I'm now in a different InDesign document that
uses that same content in a different way.
| | 02:37 | Here we have a 2-up flyer kind of arrangement and I'm using the
same content almost of the same content because you don't have
| | 02:45 | to use it or you can use selected pieces of that content
and this document has a wholly different appearance.
| | 02:54 | So, first of all, what we are going to look
at is exporting the XML from one document
| | 02:59 | and then importing that XML into another document.
| | Collapse this transcript |
| Applying XML tags| 00:00 | In this movie we are going to see how we can
create and apply tags to our document structure,
| | 00:05 | so that we can then successfully export this to XML.
I'm in the realworldtravel_XML document in the XML folder
| | 00:14 | and in this document I'm in Preview View mode, which means
that we don't see any of the tags that have been applied,
| | 00:19 | but when I press W to go to my Normal View mode,
we can see that some of my picture frames as well
| | 00:26 | as my text frames have this color coding applied.
| | 00:29 | The color coding indicates what tag has been
applied to these different elements in our document.
| | 00:35 | The color coding is non-printing and is entirely
there just for your visual identification.
| | 00:41 | In addition to the color coding of the frames, we also
see tag markers around the different pages of text,
| | 00:49 | these are often more easy to see when
we view our story in the Story Editor,
| | 00:56 | those are the tag markers as viewed in the Story Editor.
| | 01:00 | So our first step is to create the tags, and to do
that I'm going to my real world_XML begin document,
| | 01:13 | where none of that stuff is already setup,
and we are going to have to create it.
| | 01:17 | So I'm going to open up my Tags panel from the
Window menu and all of our documents begin their life
| | 01:26 | with this one tag that's called root,
and that's the parent of all tags.
| | 01:30 | We can rename it if we want.
| | 01:32 | I'm just going to leave that as is.
| | 01:34 | I'm going to press W to turn on my guides and I'm going to
create some tags, and I'm going to start by creating tags
| | 01:42 | that will only be applied to specific frames.
| | 01:47 | The tags I'm going to be creating are going
to be story, image, infobox and factbox.
| | 02:01 | Now, to apply those tags, I can select any one of the frames
of a threaded story and then apply the story tag to them
| | 02:13 | and that's going to get all of those frames threaded together.
| | 02:17 | This one is a separate story and that's
going to have the infobox tag applied to it.
| | 02:22 | If I don't like the color of this particular tag, I
can change it. It's just purely for visual reference.
| | 02:30 | This one here I'm going to tag with image, I'm
only going to tag the one image for each itinerary,
| | 02:36 | because in the layout that we want to make from this
resulting XML export, is only going to require one image
| | 02:43 | and then this frame up here, I'm
going to make that into fact box.
| | 02:47 | Now, I will need to do the same on the previous spread,
so I can select any of the frames of my threaded story.
| | 02:56 | My image box, my info box and my fact box. So far
so good, but were we to export the document as is,
| | 03:10 | what we are going to find is that all of the
text in the story that is tagged with story,
| | 03:16 | it's all going to get the same formatting, and we need to
differentiate that. So in addition we are going to need
| | 03:21 | to make some more tags and these tags we want to
correspond with the paragraph styles that we are using.
| | 03:28 | So I'm going to open up my Paragraph Styles panel, which seems to
have temporarily gone missing, so I'm going to go to my Type menu
| | 03:36 | and choose it from there. Where we see a
list of the styles used in this document
| | 03:43 | and I'm going to create tag names that match my styles.
| | 04:08 | Since I'm not planning on exporting the captions, then I'm going
to worry about those, but I think that's everything I need.
| | 04:16 | Now to apply those tags to specific pieces of
text, I could select the text and apply the tag,
| | 04:23 | but I want to alter my things a bit
more on that, so what I'm going to do,
| | 04:28 | is I'm going to come up here, and I'm
going to choose Map Styles to Tags.
| | 04:32 | Now incidentally, while we're here, let me just say that to
create your tags, you could load the tags from another document
| | 04:39 | that already has the tags created, but I just wanted to
go through that process of setting them up from scratch.
| | 04:45 | So I'm going to choose Map Styles to Tags, where we
will see this kind of somewhat familiar looking layout,
| | 04:54 | where we have a list of our paragraph styles and character styles
over here on the left, and then a corresponding list of our tags
| | 05:04 | on the right, and we want to map the left to the right.
| | 05:08 | Since we have created tags that correspond to the same
names as the paragraph styles, I should be able to click
| | 05:16 | on this button, Map by Name and everything maps up nicely.
| | 05:25 | If I did need to map things individually,
then I can just do it like that
| | 05:30 | on a case-by-case basis, but that's really now all I need to do.
| | 05:34 | When I click OK, something has happened to our document
and what's happened is that those tags have been applied.
| | 05:42 | We can't really see it where we are at the
moment too well, if I zoom in on the info box,
| | 05:49 | we can see that we have got those tag markers.
| | 05:51 | In this case around each paragraph that is in that info box, and
if were to click in the main story, and I'm going to press Apple
| | 06:00 | or Ctrl+Y, to go to the Story Editor, we see the tags there.
| | 06:05 | So great, we are now ready to export our XML from this
document and that's what we are going to do in the next movie.
| | Collapse this transcript |
| Exporting XML| 00:00 | Continuing from the previous movie, we are now ready to export
the content of our document to XML or rather we are almost ready.
| | 00:08 | Because there is one more thing that we need to do and
that one thing is that we need to look at the hierarchy
| | 00:13 | of the tagged elements in the Structure pane.
| | 00:16 | So I'm going to open up the Structure pane by clicking on
these two arrows, bottom left, and we see there the tag elements
| | 00:23 | that corresponds to the text that I applied
to the different pieces of the document.
| | 00:27 | Firstly, I notice that I need to change the order in which
the image comes because in the document that I want to create
| | 00:35 | from this resulting XML, I want the image
to come immediately after the story
| | 00:41 | and the way things are at the moment, that's not going to happen.
| | 00:44 | So I'm going to drag that image tag up to beneath the story.
| | 00:49 | And the second thing is I want to see what order it was
I tag these elements in because I suspect I did them
| | 00:57 | in the wrong order and I actually have the
Cuba double-page spread preceding the Guatemala
| | 01:04 | and I want it the other way around.
| | 01:06 | So I'm going to come to my Structure pane
and I'm going to do this- Show Text Snippets.
| | 01:13 | That's going to give you a little hint as to what
these different text correspond to and we can see
| | 01:21 | that the Guatemala story comes after the Cuba story.
| | 01:26 | So I'm going to select all four of those and I'm
going to drag those up so that they precede Cuba.
| | 01:35 | Now that I have sorted out that problem, I'm ready to export
my content to XML and I can do this in one or two places.
| | 01:43 | I can either come to the File menu, and choose
Cross-media Export, XML or as I'm going to do,
| | 01:53 | go to the Structure panel menu and choose Export XML from there.
| | 02:00 | I'm going to call this realworldtravel2.
| | 02:04 | I'm going to replace the previous version of
that where I now have to make a few decisions.
| | 02:17 | Include DTD Declaration.
| | 02:19 | DTD is Document Type Definition.
| | 02:23 | This is something that will validate
the structure of your XML document.
| | 02:28 | We don't have one of those, so that's not an option for us.
| | 02:31 | I want to view the result using Firefox, I do not want
to export from selected element not even available to me
| | 02:38 | because I didn't have anything selected but that will
allow you to export just a selection from you document
| | 02:44 | or rather a selection that has been tagged
because only tagged elements can be exported.
| | 02:50 | I don't have any table so that's not relevant.
| | 02:53 | I don't want either of these two options.
| | 02:55 | If you have an XSLT style sheet, it will further
transform your data but we don't have one of those
| | 03:03 | and we don't really need one for something as basic as this.
| | 03:07 | So I'm now going to look at my Image options and I have got three
choices to make here and these are the same choices that you get
| | 03:17 | when you export to XHTML and as I prefer to do with that so
to with this export the original images because that is going
| | 03:27 | to give me the kind of flexibility that I want
allowing me to rescale and re-crop, if necessary,
| | 03:35 | these images in my new document whereas if
I went for either of the other two options,
| | 03:41 | my flexibility would be much less in that respect.
| | 03:44 | So I'm going to go ahead and click the Export button
and since we chose to view the result in Firefox,
| | 03:52 | that's what we are now seeing and this all looks
good, looks pretty much as I expected it to look.
| | 03:59 | So in the next movie, we are going to see how we
could take this XML and put into our new layout.
| | Collapse this transcript |
| Importing data| 00:00 | So we are now ready to import our
XML into our structured template.
| | 00:05 | I'm in the realworldtravel_2up.indt
template that is in the XML folder.
| | 00:11 | I have my Structure pane open which
lists my tags and their hierarchy.
| | 00:17 | I also have on my page a bunch of frames that have been
tagged with the tags that have been created in this document
| | 00:27 | and those tags correspond to the tags that have been applied
to my incoming XML so that when I click on the Root tag
| | 00:36 | in the Structure pane and choose Import XML,
I want to merge rather than append content.
| | 00:45 | In this case, it is not going to make any difference, but if I
already had content in this document, Merge would replace it.
| | 00:52 | Append would add the new content to the
end of it. And I'm going to scroll down
| | 00:58 | and use this document, realworldtravel.xml, click Open.
| | 01:03 | Now the only options here that are really relevant for me in
this case are that I want to create a link and that's going
| | 01:10 | to make a link to the XML document similar to
the way the links are made to placed graphics.
| | 01:18 | Clone repeating text elements. I'm going
to have that on although I don't have any.
| | 01:21 | It is not going to make any difference.
| | 01:23 | The other options can stay as they are and
when I click OK, my content flows beautifully
| | 01:31 | into my tagged frames. Everything works like a charm.
| | 01:35 | So let's see how we can set this up from
scratch and import our data into our document.
| | 01:42 | So I'm in the starting document for this when nothing is
tagged and that document is realworldtravel_2up_begin.
| | 01:51 | The first thing I need to do is to create the tags
and apply them to the elements of this document.
| | 01:57 | To speed up that process and also to make sure the tag
names are the same because your tags are case sensitive
| | 02:06 | so unless they match up exactly then things
are not going to go into the right place.
| | 02:11 | To make sure that the names are the same, I'm going to
load the tags from the document that we were working
| | 02:17 | with earlier, the realworldtravel_xml_begin document.
| | 02:22 | There they are. So I can now use those tags
and I'm going to apply them to the story,
| | 02:28 | the image, what will become the infobox. Story, image.
| | 02:38 | You can see the order I'm applying these
tags is the order in which they are listed
| | 02:42 | under the Root element in the Structure pane. And infobox.
| | 02:49 | Now, I could do one more thing, either now or
I could do it after I have imported the XML.
| | 02:55 | I think it is going to be more impressive if I do it
now and that is I want to map these tags to my styles.
| | 03:02 | I have already got my styles setup, so I'm going to come to
my Tags panel and I'm going to choose Map Tags to Styles.
| | 03:12 | Since the names are not coming incidentally the same, I'm going
to choose Map by Name and where relevant they should match up.
| | 03:23 | Image is not going to match to anything because
you cannot map to an object style but that is OK.
| | 03:29 | I'm going to click OK and I just want to make sure that these
image frames have the Basic Graphics Frame object style applied
| | 03:41 | to them, which they do and that has been set up so
that the content will fill the frame proportionally.
| | 03:49 | Now I click OK there and having checked
the structure in the Structure pane,
| | 03:56 | I'm now ready to click on the Root
tag and then choose Import XML.
| | 04:03 | Just before I do that, let's get these panels out of the way.
| | 04:07 | Choose Import XML and I'm going to scroll down and the one I'm
| | 04:13 | after is called realworldtravel2.xml
that's the one that we exported earlier.
| | 04:18 | I'm going to merge the content.
| | 04:21 | I'm going to make a link to the content as well.
| | 04:24 | Click OK and everything goes perfectly into place except
that when I exported that document in an earlier movie,
| | 04:36 | I forgot to tag that elements or that
paragraph with the Info head tag.
| | 04:45 | So for that I'm just going to have come and do those manually
but had I taken more care in tagging the original document
| | 04:54 | than that would have come in the way I wanted it to.
| | 04:57 | When we exported the XML, we had options for the
images and we chose to export the original images
| | 05:06 | and we set up the object style so
that they filled frame proportionally.
| | 05:11 | The cropping is not the same as in the earlier version of
this document that we saw and we need to adjust the cropping
| | 05:19 | because the cropping was adjusted in the original document
and we have got that whole uncropped portion of the image.
| | 05:26 | So that is something that we are going to have
to do manually on a kind of as needed basis.
| | 05:32 | But aside from that everything else is the way
we wanted it to be and I will just mention again
| | 05:38 | that the color of the tags can be a bit distracting.
| | 05:44 | So if that is bothering you, you can come up
to Structure and choose Hide Tagged Frames
| | 05:53 | and that will now reflect the real color of the document.
| | 05:56 | That worked, it is always a relief when it does.
| | 06:00 | In the next movies, we will see some alternatives to working
with XML and also how we can combine XML with programs
| | 06:07 | like FileMaker exporting out FileMaker and
importing the resulting XML into InDesign but first,
| | 06:14 | we are going to take a look at a feature that we can use
to automate simple layouts and that is called Data Merge.
| | Collapse this transcript |
| Using Data Merge| 00:00 | Let's take a look at data merge or what
I like it to refer to as poor man's XML.
| | 00:05 | Data merge can be a massive time saver whenever you have
a layout that follows a rigidly consistent structure,
| | 00:12 | and I say rigidly consistent structure because
without that data merge is easily tripped up.
| | 00:18 | Data Merge involves taking tab or comma delimited data and then
merging it, essentially doing a mail merge into your layout.
| | 00:27 | Now, in this example, I have several catalog items and here's an
example over here on the pasteboard of how I want them to look.
| | 00:37 | Now my data has been prepared in Excel, but it could be
prepared in anything that will make tab delimited data.
| | 00:45 | Let's take a look at how it looks in Excel. And we
have got ten of these different catalog entries.
| | 00:53 | This is essential. The first row will define your
fields, so you got to have a header row first of all.
| | 01:00 | The tricky thing is if you are going
to include images in your data merge,
| | 01:05 | then your image field must be preceded by an ampersand.
| | 01:09 | Now if you try and type in an ampersand in Excel, it's not
going to like it unless you precede it with an apostrophe.
| | 01:23 | And then it's okay, so you got to have the
ampersand and to get the ampersand you must escape it
| | 01:29 | if you like by putting an apostrophe before it.
| | 01:32 | So now my data is saved, it's exported from Excel
as tab delimited. Comma delimited also works.
| | 01:41 | I now go to InDesign where I set up my layout, my
basic page furniture and I have got my footer down here
| | 01:47 | and I have got these two rounded rectangle frames
here, these are both placed on the master page.
| | 01:56 | So what I want to do now is go to the Window
menu and choose Automation, Data Merge.
| | 02:03 | It even tells us what we need to do.
| | 02:05 | Step-by-step guide to data merge.
| | 02:07 | So the first thing we need to do is select a data
source and that's the Excel file that I have prepared.
| | 02:13 | So Select Data Source and from the datamerge folder,
our data source is this document, Catalog.txt.
| | 02:24 | So I'm going to open that and it recognizes
all of those fields that we defined
| | 02:29 | in our header row and puts them in the Data Merge panel.
| | 02:33 | We now need to assign those two frames in our InDesign document.
| | 02:38 | So I'm going to draw a frame right there that's
going to be for the picture and then I'm going
| | 02:43 | to draw another one beneath it
which is going to contain the text.
| | 02:47 | Choose my Selection tool, click on the picture, click on
the image field, and I need to define this is a text frame
| | 02:54 | so I'm going to choose my Type tool and click in it and
then arrange my data in the order that I want it to come.
| | 03:01 | First of all we are going to have CourseName to place that field.
| | 03:05 | Let me just zoom in so we can see better what's going on.
| | 03:08 | CourseName and since I want a carriage return after that,
I'm going to enter one and then we are going to have Author,
| | 03:18 | carriage return, Description, carriage return,
ISBN, UPC, etc., etc. SKU, Duration, and price.
| | 03:31 | Now, we style up these fields in
the same way as we style any text.
| | 03:36 | So I'm going to apply the relevant paragraph styles to them.
| | 03:40 | So that's going to be my course name, author, description, all
of these are going be code and those two are going be price.
| | 03:56 | Right, now we are ready to merge our data.
| | 03:59 | I'll just collapse my Paragraph Styles, come to the
Data Merge panel and we can check on our progress
| | 04:05 | by checking the Preview checkbox and if it's working
correctly, this is what we are going to see and we can scroll
| | 04:15 | through different entries and that is all looking just fine.
| | 04:24 | However, we do want it to have two up on the page.
| | 04:28 | So I'm now going to choose Create Merged Document
or I could also choose that from the bottom
| | 04:34 | of the Data Merge panel and that brings us up to more options.
| | 04:39 | Now, rather than a single record, what we
want is multiple records and if I then turn
| | 04:46 | on my preview, we can see what we are going to get.
| | 04:50 | Okay, so I now need to determine the spacing between these
elements, so I'm going to go to Multiple Record Layout
| | 05:00 | and I actually want 24 points of space between the
columns so that's what I'm going to enter right there.
| | 05:06 | We could also adjust the margins if I needed to,
but the margins are just the way I want them.
| | 05:12 | Let's have a look at the Options.
Fit Images Proportionally, that's what we want,
| | 05:18 | we want them centered, link the images, it's all looking good.
| | 05:22 | Now I'll go ahead and click OK.
| | 05:26 | No overset text, nice to see. And we should now have five
pages of different content derived from our single source file.
| | 05:38 | So there we have it, data merge.
| | 05:40 | One more point I should make is that when we merge
the document, it creates a separate document.
| | 05:45 | You will see that there is the original document
there still open, it's created a new document for us
| | 05:52 | and that I would now need to go and
save and that is our merged data result.
| | Collapse this transcript |
| Using FileMaker with InDesign| 00:00 | In this movie, we are going to see how
we can work with FileMaker and InDesign.
| | 00:05 | Specifically, what we want to do here is export a set of records
as XML data and then put that XML into an InDesign layout.
| | 00:13 | The challenge is really going to be the
fact that we can't export the image itself,
| | 00:17 | so we just have to export the file path of the image.
| | 00:21 | That has proved very difficult for me to do and what I have
ended up doing is taking the exported XML and then doing a find
| | 00:29 | and change in a text editor to get the
file path just the way it needs to be.
| | 00:34 | But here we have a small catalog just of ten records from
San Francisco illustrator Hugh D'Andrade and we are going
| | 00:43 | to go to the File menu and choose Export Records.
| | 00:48 | I'm going to call this Catalog. That's
going to be in the XML file format.
| | 00:57 | I'm going to save it in the XML folder.
| | 00:58 | Now we have got two types of grammar and
this one gives the less verbose result.
| | 01:06 | So I'm going to choose this one.
| | 01:08 | We don't have an XSL style sheet, although possibly that
could solve some of the problems that we will encounter,
| | 01:15 | but we don't have one, so that's remaining unchecked.
| | 01:18 | I'm going to click Continue and here we
choose what fields we want to be exported.
| | 01:24 | And these are the fields and this is
the order I want them exported in.
| | 01:31 | Now, if I were to try and export this field, which is the field
containing the image, (Program beeps) I will get that error message.
| | 01:39 | So that is why, we are exporting this one instead, imagepath.
| | 01:43 | So I'm going to go ahead and click Export and then I'm
going to go to InDesign where we have a blank template
| | 01:55 | and here in InDesign, I have an object style
created. I also have paragraph styles created.
| | 02:05 | In InDesign, I'm going to import the XML document. In fact,
I'm going to cheat slightly and I'm going to import the cleaned
| | 02:15 | up version after I run a couple of
find and change routines to put
| | 02:19 | in the image path the way it needs to
be for InDesign to recognize it as such.
| | 02:23 | So I'm going to use that one, open that and click OK right there.
| | 02:31 | Now I haven't tagged my frames in InDesign. I could have done
that first but in this instance, I'm doing it after the fact.
| | 02:38 | I'm just going to drag this over into
my InDesign document where we see this.
| | 02:49 | Now, it looks like a bit of a nightmare at the moment, but I'm
now going to go to my Tags panel and I'm going to make sure
| | 03:01 | that I'm mapping my tags to my styles, which
actually that's already happening, so that's good.
| | 03:13 | The problem, however, is that these images, they have
all come in as inline images and that is what we want,
| | 03:21 | that's what's going to enable us to do an autoflow of our
text, filling, if we had them, pages and pages of content.
| | 03:31 | Whereas in the previous examples, we saw
that we have to specify an exact frame
| | 03:36 | and the exact location for that frame for the content to go into.
| | 03:40 | This is going to be useful when you want your
images to accompany the text that refer to them.
| | 03:46 | However, they have not come in tagged with the
appropriate style, which in this case is an object style.
| | 03:54 | Now the problem seems to be that you cannot map a tag
to an object style; you can map it to a paragraph style
| | 04:01 | or to a character style, but not to an object style.
| | 04:04 | There is a simple workaround but
we need to be aware of that problem.
| | 04:08 | We can see what will happen if I select
this first one here and then click on it,
| | 04:13 | you will see it moves over into the right-hand column into place
and I could then go into that for all of the subsequent images.
| | 04:20 | But that's a bit too much like hard work.
| | 04:23 | So instead, what I'm going to do is come to the Edit menu
and choose Find/Change where I'm going do an Object find.
| | 04:33 | What I'm replacing it with is imagepath,
which is an anchored object.
| | 04:38 | So, when I have set that up, I'm going to
search the whole document and Change All,
| | 04:46 | click OK, and now everything falls nicely into place.
| | 04:55 | So there are few hoops to jump through on that one but if you are
willing to do that then this could be a good solution to laying
| | 05:03 | out a lot of content, where you want to flow your
data from one page or from one column to another.
| | 05:09 | Now, in the next example we will see, we are going to work with
pretty much the same data, but instead of exporting it via XML
| | 05:16 | from FileMaker, we will use an AppleScript
to, I think, achieve an improved result.
| | 05:22 | One more thing I noticed up here just before I close;
| | 05:26 | we have got some unnecessary information
that's been brought in from the XML import.
| | 05:30 | So I'm just going to come over into
my Structure pane right there,
| | 05:34 | and I'm going to select those three tags
and delete them and that gets rid of those.
| | Collapse this transcript |
| Using FileMaker with Automator| 00:00 | In this movie, we are going to see how we can combine
InDesign with FileMaker Pro and with Automator,
| | 00:06 | an automation program that unfortunately
only exists on the Macintosh platform.
| | 00:11 | So, we have an empty template here with picture frames
and text frames and we have our FileMaker Pro database here
| | 00:22 | with pictures and descriptions of those pictures.
| | 00:25 | We want to take the data, we want to put it in the layout
and we have seen that using XML from FileMaker can be kind
| | 00:34 | of problematic and tricky and with
a lot of hoops to jump through.
| | 00:37 | So this, if you are on a Mac, might be a better solution.
| | 00:41 | First of all, you are going to need to download
these automated scripts from this website,
| | 00:49 | automator.us/examples-04.html and
here is where you want to click.
| | 00:58 | Having done that you can go to Automator where you should see
them appear over here, I'm clicking on my Recently Added actions,
| | 01:07 | Publish to InDesign Text Frames,
Publish to InDesign Pictures Frames.
| | 01:11 | So, I'm going to, first of all, double
click on Publish to InDesign Text Frames
| | 01:16 | and select the field containing the
identifier. The identifier, what's that?
| | 01:23 | So, I'm just going to pop back to InDesign and
show you what this identifier is all about.
| | 01:28 | This is the key for this whole thing working.
| | 01:31 | When I select this text frame, I'm going to
look at my script label, there's the identifier.
| | 01:37 | That picture frame has the same identifier,
so these two relate to each other.
| | 01:41 | The next two down. HD 102, HD 103, call it whatever you
like, you just got to make sure that this corresponds
| | 01:51 | with whatever field you say is the identifying
field and in this case is the SKU field.
| | 02:02 | So back to Automator, select the
field containing the identifier, SKU.
| | 02:07 | Select and reorder the fields for export.
| | 02:10 | I'm just exporting one text field
and it's the Summary text field.
| | 02:15 | Why just one?
| | 02:16 | Well, to get around the way that FileMaker handles or
doesn't handle carriage returns at the end of its fields,
| | 02:23 | I have made a Summary field right here,
that combines all of these into one.
| | 02:28 | That's a workaround if you like, so that we can have carriage
returns at the ends of each of these pieces of information
| | 02:34 | which are essential when we come to apply our paragraph
styles to the different pieces of information.
| | 02:41 | So back in Automator, Apply stylesheet, this is quite neat.
| | 02:46 | I want to apply the Name.
| | 02:48 | These styles are being picked up for my open InDesign document.
| | 02:52 | It's recognize those styles from there. I'm going to use
Name. Now Name is setup to have a next style specification
| | 03:00 | of description. Description, it's next style is SKU ,etc.
So by choosing Name we are setting off a style sequence.
| | 03:09 | OK, let's just make sure I have got
that all setup right, SKU to Summary.
| | 03:13 | Now, I'm going to double click on
the Publish to InDesign Picture Frames
| | 03:18 | and this time select the field containing
the identifier, SKU, Product Image.
| | 03:25 | Auto-adjust image, no.
| | 03:28 | I don't want that because that's going to distort my
images and I definitely don't want that to happen.
| | 03:33 | So now I'm ready to click Run, it's going to go
through my database and looking good, (beep) there we go.
| | 03:43 | The finished result.
| | 03:44 | There are my paragraphs styles and they work so
beautifully because we are setting off a style sequence.
| | 03:54 | We've got just one page there, but imagine how fantastically
automated and easy that could be, albeit with certain amount
| | 04:02 | of setup, but how fantastic that could be if
you got pages and pages and pages of this stuff.
| | 04:08 | So that's FileMaker with InDesign with Automator.
| | Collapse this transcript |
|
|
12. Repurposing MaterialExporting stories| 00:01 | We know how to get our text into InDesign,
but how do we get our text out of InDesign?
| | 00:05 | You may have a client asks you once you have completed a project
to supply them with all of the text in it's now edited form,
| | 00:13 | so that they can repurpose it for whatever reason
| | 00:16 | they may want to repurpose it. And there are a
couple of different approaches we can take here.
| | 00:21 | The challenge is that we imported this text file
as one continuous flow, but throughout the course
| | 00:28 | of creating our layout, things have
been chopped-up into separate parts.
| | 00:34 | We have on a two page spread here, a separate
story for the country. We have a threaded story,
| | 00:40 | if I just turn on my text threads for a moment, we've
got a threaded story that spans three text frames.
| | 00:48 | We have a separate story over here for Fact
file, a separate story over here Tour Info.
| | 00:54 | There are also other stories on our layout and they are the master
page items and the section head and the running header up here.
| | 01:06 | When we choose to export stories, if we are going
to do that manually, then assuming we want everything,
| | 01:13 | we are going to have to locate our text cursor
in each story one by one and go to the File menu,
| | 01:19 | choose Export and the file format we want is Rich Text
Format because that's going to retain all of the formatting
| | 01:28 | that we've put into the text and then click Save.
| | 01:31 | I'm going to not do that now because I want to speed
things up a bit and to do that I'm going to use a script
| | 01:38 | that will export all of my stories in one go.
| | 01:40 | So, I'm going to come to my Window menu, choose
Automation, Scripts and the one I'm after is,
| | 01:48 | it's a sample script that comes with
InDesign, it's called ExportAllStories.
| | 01:53 | So when I double click on this, I get to choose the file format
I want. And again it's RTF to retain the formats, click OK.
| | 02:01 | I now need to specify where I want to save my result. I'm
going to save it in the repurposing folder and I'm going
| | 02:08 | to make a new folder in there which I will
call allstories. Create and choose that.
| | 02:16 | Now, I should be able to go to my
Finder and navigate to that folder,
| | 02:22 | my repurposing folder, my allstories folder, there they are.
| | 02:26 | I have got eight stories there.
| | 02:29 | Let's take a look at what's in them.
| | 02:31 | I'm going to come to Word and open them up and there we see
every story is on separate file. There's one of the folios
| | 02:41 | that was derived from the master page item and
another one, our Fact file, our itinerary, etcetera.
| | 02:49 | Well, that's OK, but what if we want it all
to be one story rather than separate chunks?
| | 02:57 | In that case, what we need is a third party plug-in called
Text Exporter and this one I got from the Adobe Exchange Site,
| | 03:08 | it's called LB Exporter, LB standing for Lightening Brain,
the company that created it and it's a free download.
| | 03:16 | Once that's installed, to run it, we go to the API menu.
| | 03:21 | It's only going to appear once you have installed
the Active Page Runtime that comes with that script.
| | 03:28 | Export Text and I have a few more
options this time. So the Text Gathering.
| | 03:35 | I get to choose in what order it sees the text frames
on the page and I'm going to go with it's suggestion,
| | 03:41 | it's starting at the left, right, then top, bottom.
| | 03:43 | I can specify a range.
| | 03:46 | I'm going to use Pages 2 to 3,
although there is no text on Page 1.
| | 03:50 | This time I don't want text on my master pages, nor do I want
any text on my pasteboard, although I don't think there is any.
| | 03:58 | Again, just as before I'm going to use Rich Text Format.
Stories With Less Than 5 Characters, now I could
| | 04:06 | maybe use this to exclude page numbers, things like that.
| | 04:10 | Let's make that two characters.
| | 04:12 | If I make it less than five characters, it will exclude
our country name up there, which we don't want it to do.
| | 04:18 | So, I'm going to make that 2 characters
and then click OK and I need to choose again
| | 04:25 | where this is going to go and call that exported story.
| | 04:31 | Save it in the same folder and let's see what
we get this time, there it is and I will open
| | 04:38 | that up in Word and this time we get the whole lot.
| | 04:45 | Including this, which we don't want. The reason
we get that is because that is a master page item
| | 04:51 | that was released from the master page so that
the telephone number could be reversed down,
| | 04:57 | but that's a small price to pay for something so time saving.
| | 05:00 | So, if you do want to export your story or stories all in one,
then the Lightening Brain Text Exporter is a very good option
| | 05:11 | and next we are going to look at how to save your InDesign CS3
file as an INX file that can be read by those working with CS2.
| | Collapse this transcript |
| Saving for use with CS2| 00:00 | Now, what do we do if we have an InDesign CS3 document and
we want to share this with someone who only has InDesign CS2?
| | 00:08 | Well, we can look as hard as want in the Save As menu
and we are not going to find Save As InDesign CS2.
| | 00:16 | The solution is we need to go to the File menu and
choose Export and the format is InDesign Interchange
| | 00:24 | and that's going to give our document an extension INX.
| | 00:28 | So when I go ahead and save that, I can now pass
that onto my colleague who only has InDesign CS2.
| | 00:35 | When he or she opens this INX file,
which is actually just an XML file.
| | 00:44 | When they open it, what they are going to get- and there's
the first page, which is blank, so I'm now going to Alt
| | 00:51 | or Option+Page Down to go to the next spread.
| | 00:54 | What they are going to open is an untitled document
and then they would save it in InDesign CS2.
| | 01:00 | Now you cannot use this technique to pass on a document
to someone using a version that's older than CS2.
| | 01:07 | So, this is not going to work if you are sharing
documents with some one only has InDesign CS.
| | 01:12 | The best advice there is for you to tell them to get with the
program and upgrade, but failing that you can open in InDesign CS2
| | 01:22 | and then do the same thing, but then your document
goes through two iterations of this saving
| | 01:28 | as INX and something maybe lost in the translation.
| | 01:31 | But generally, it's a smooth transition between the INDD
to the INX format and while I have real positive experience
| | 01:41 | of using it myself, I have heard that should you have an InDesign
document that becomes corrupted, you can attempt to save it
| | 01:49 | as an INX file and maybe, just maybe,
that might solve your problems.
| | 01:55 | On a related note, should you need to convert QuarkXPress
documents to InDesign, as you probably know you can work
| | 02:04 | with early versions of QuarkXPress after
version 4 and just open them in InDesign.
| | 02:10 | But anything later than that and you are stuck,
unless that is you have this product, it's called Q2ID
| | 02:19 | and it's by company called Markzware and this is not an
endorsement as such, but just pointing you in this direction
| | 02:27 | if this is something that you have a need
for, it could be a tremendous time saver.
| | 02:31 | It is a commercial product and I've heard it works well but
I can't tell you more beyond that, but it's a markzware.com.
| | 02:38 | OK, so coming up next we are going to look at
creating an interactive PDF from our travel brochure.
| | Collapse this transcript |
| Creating interactive PDFs| 00:00 | In this movie we are going to look
at creating an interactive PDF.
| | 00:04 | Before we do let's just say a few words
about working with interactive PDFs.
| | 00:08 | The type of interactivity I'm talking about is bookmarks,
hyperlinks and buttons. You can also add movies and sound,
| | 00:15 | but we are not going to do that in this case.
| | 00:17 | The interactivity that you add is only
can be visible in the resulting PDF file.
| | 00:22 | You are not going to see it in InDesign.
| | 00:25 | To use the interactivity, you want to make
a PDF that is Acrobat Version 6 or later.
| | 00:31 | With bookmarks, hyperlinks and buttons you can get away with
Version 5, but if you are going to be using movies and sound,
| | 00:37 | definitely it needs to be Version 6 and these days
pretty much every one has version 6 or later anyway.
| | 00:42 | The last point I want to make is the first bullet point we
have here and that is the best interactive PDFs are those
| | 00:49 | that are designed with the screen in mind, i.e. horizontal format
| | 00:54 | and probably using sans-serif type faces,
which are considered more readable.
| | 00:58 | As an example, I'm just going to show you the InDesign
magazine, which is a wonderful magazine that I highly recommend.
| | 01:05 | It's got interactivity down here in forms of navigating
your pages and it also has a clickable Table of Contents,
| | 01:13 | but the most important thing I want to note here is that
it is in landscape format and uses sans-serif type phases.
| | 01:20 | That said, what we are going to do, is we are just going to
repurpose our print brochure, which is vertical or portrait,
| | 01:28 | into an interactive PDF, because to change the
page orientation would involve a lot of re-doing
| | 01:34 | of work, and we don't want to get in into that.
| | 01:37 | So I'm now going to look at the finished version of the
PDF, and point out the different interactive elements of it.
| | 01:44 | We have here bookmarks in the Bookmarks pane and
we can click on these to go to specific itineraries.
| | 01:51 | We have page navigation buttons down here, where we can go
to the last page, the first page, the next page, etcetera.
| | 01:59 | We have a hyperlink right here that we can click
on to go to a Booking information and we have a URL
| | 02:05 | down here that we can click on to go to a website.
| | 02:08 | Right, so let's now switch back to the InDesign document
| | 02:12 | and we will see how we can put these different
elements in to that InDesign document.
| | 02:17 | I'm in the document called realworldtravel_interactive.
| | 02:21 | This is the finished version.
| | 02:23 | So what we are going to be doing is, we are going to
be taking a part and rebuilding some of these pieces,
| | 02:28 | and the first thing that we are going to rebuild is
the Table of Contents, which I'm not sure if I pointed
| | 02:33 | out in the Acrobat, but let me do that right now.
| | 02:37 | The Table of Contents has active hyperlinks.
| | 02:43 | So that's the first thing we want
to build in our InDesign document.
| | 02:48 | We are going to start by deleting what's already there, so I'm
going to select that text frame and delete it and then come
| | 02:54 | out to the Layout menu and choose Table of
Contents, and we will have it called contents.
| | 03:00 | I'm going to use the head1 paragraph style for the Table of
Contents, and I'm going to apply the TOC paragraph style to that.
| | 03:08 | I'm also going to apply the TOC paragraph style to the title
of the Table of Contents, and most importantly of all I'm going
| | 03:16 | to make sure that I have the Create PDF Bookmarks checked.
| | 03:19 | Then when I click OK, there is my loaded
type cursor and I'm just going to click
| | 03:23 | and drag to create a text frame right
there, containing a Table of Contents.
| | 03:28 | Next up, we want to make some hyperlinks and
I've got one down here that needs to be made,
| | 03:36 | this we are going to do on the master
page, so that we have that same hyperlink
| | 03:40 | on every document page that is based on that master page.
| | 03:43 | So if I choose my main page right there, and I'm going to
zoom out and then zoom back in on that particular part,
| | 03:52 | and I need to now go to my Interactive, Hyperlinks
panel and I have got some Hyperlinks already there,
| | 04:01 | already set up and first of all I'm going to delete them.
| | 04:07 | So that we can recreate them, and I'm
going to select that piece of text.
| | 04:16 | Now if this were proceeded by HTTP:// then we could just
come to the panel menu and choose New Hyperlink from URL,
| | 04:26 | but it's not recognizing it as a URL, so we are going to
need to choose, New Hyperlink and then define its type
| | 04:34 | as a URL, and then we need to say where it's going to.
| | 04:37 | Now it's remembering this from the last hyperlink
that I typed in, so you are not going to see that,
| | 04:43 | so you will need to type in, in front of whatever is your URL,
HTTP:// and then your Web address, go ahead and click OK there.
| | 04:54 | So that's the hyperlink set up for our left-hand master page.
| | 04:58 | I want to repeat it, for the right-hand master
page, because you will not see me do that again.
| | 05:02 | Now I'm going to set up the hyperlink that exists on Page
4, so I'm going to press Ctrl+J for and the one I'm talking
| | 05:12 | about is this one here, so I want to zoom in on that.
| | 05:16 | Now the way that you do hyperlinks in InDesign to my
mind is a bit backwards, because you really need to set
| | 05:22 | up the hyperlink destination before you can set up the hyperlink.
| | 05:26 | I have the hyperlink already set up
there, but I'm going to delete that.
| | 05:32 | We first need to go to the destination itself,
and that is on the last page of the document.
| | 05:37 | So I'm going to go and click on that right
there, and set my cursor at that point,
| | 05:42 | and I will choose New Hyperlink Destination,
and I'm going to call it Booking Information
| | 05:49 | and it's going to be a text anchor in this case.
| | 05:53 | Click OK. Now I'll return to Page 4,
where I will select that piece of text,
| | 05:59 | come out to my Hyperlinks panel, New
Hyperlink and I'll call it Booking.
| | 06:06 | And its type is going to be text anchor, and it's going to
go to this one, the one I just made, Booking information.
| | 06:13 | We want to make sure that it has an invisible rectangle.
| | 06:17 | By default you may find that it's going to give you a visible
rectangle, which is going to place the ugliest rectangle
| | 06:24 | around your text that you can possibly imagine.
| | 06:26 | So we want that to be invisible.
| | 06:28 | So now I'm going to click OK.
| | 06:31 | Next, we want to set up our buttons.
| | 06:33 | The buttons are those forward and backward
buttons that go next to our page numbers.
| | 06:40 | So they also need to be done on the master page.
| | 06:43 | If I do this on master page A, because master page B is derived
from it, they would also appear on master page B. Now I'm going
| | 06:51 | to zoom in down here to the bottom left-hand
corner, where we have the buttons already set up.
| | 06:56 | So once again I'm going to ask you to begin by
deleting what we have got, so that we can recreate it.
| | 07:04 | Now I could just draw this as a text
frame and then convert it to a button,
| | 07:08 | but I'm actually going to go straight
to the Button tool right here.
| | 07:12 | And I'm going to click and drag to create a frame
in the same way as I would create any other.
| | 07:18 | Actually if I don't want it to be filled with
blue, so with Fill as my forward property,
| | 07:23 | I'm going to press the forward slash
key to set the property to None.
| | 07:29 | And choose my Type tool insert my
Type tool in there and I'm going
| | 07:34 | to do those two characters as my button to go to the first page.
| | 07:40 | And maybe I will increase the size of that
just a bit, get that however I want it to be.
| | 07:47 | And whoops.
| | 07:49 | Ah-ha, I see.
| | 07:52 | Looks like that text is being locked
to a base line grid or something.
| | 07:57 | So I need to take that off the baseline grid.
| | 08:00 | All right, so I'm going to position that about
there and now I'm going to come to the Object menu,
| | 08:08 | Interactive, and what I want is Button Options.
| | 08:11 | Now if this is happens to you or not, if it happens to
you, because it's bound to happen to you at some point.
| | 08:17 | The problem here is that I have actually got the content
of that frame selected rather than the frame itself,
| | 08:24 | so I need to deselect, reselect come back to the Object
menu and I have now got my Button Options available to me.
| | 08:32 | Now what I want to do here is give this button
a name and I'm going to call this previous page.
| | 08:40 | Doesn't need a description, that's pretty self-explanatory.
| | 08:42 | I will go to Behaviors. Event, on mouse
up, and when the mouse button is released,
| | 08:48 | I wanted to go to the- actually this is
not previous page, this is first page.
| | 08:56 | First page and the behavior is Go To First Page and I
wanted to go to a Fit in Window View on the first page,
| | 09:04 | and I'm now going to add that Behavior, which
will appear over here in this list on the left.
| | 09:09 | So now when I click OK, that one is
done and I now create the next one.
| | 09:15 | Before I create the next one though, just to save me a little
bit of time, I going to set the rollover state on this one.
| | 09:24 | So I need to come to my States panel where
I will add a new rollover state by clicking
| | 09:29 | on the New icon there or choosing it from the panel menu.
| | 09:34 | The state that is added is the Rollover state.
| | 09:37 | I now need to select the contents of that frame, so I'm going
to click on the Select Content icon on the control panel,
| | 09:44 | come to my Swatches panel, select the Formatting
affects text icon and then choose the color I want.
| | 09:51 | So it's going to rollover to orange when the
mouse rolls over the hotspot of that button.
| | 09:57 | Now that I have got that button already to go,
what I'm going to do is I'm going to duplicate it
| | 10:02 | for the next one, which is going to go right there.
| | 10:05 | I just need to be careful here and remember- first of all I'll
need to set it back to its Up state and I need to remember
| | 10:17 | that I'm going to have to change the behavior on this button.
| | 10:22 | I'm going to change the alignment of the button within the
frame, and then I will select the button with my Selection tool.
| | 10:30 | Object menu, Interactive, Button Options.
| | 10:35 | Now this is not first page, but this one is previous
page and I'm going to need to delete its current behavior
| | 10:45 | and add a new one and the new behavior that I
want to add is on Mouse Up, Go To Previous Page,
| | 10:54 | and again, I want it to go to a Fit in Window view.
| | 10:59 | And I'll add that, click OK.
| | 11:01 | Now that I would have- yes, there's the rub.
| | 11:08 | It's remembering the actual content of
the rollover from the button I did there.
| | 11:14 | So that's not really saved me any time, because I'm
going to have to do exactly the same thing that I did
| | 11:19 | to the normal state, but anyway, we get there in the end.
| | 11:23 | We've now got two buttons and I think they're going to work.
| | 11:27 | So let's now zoom out.
| | 11:30 | We've put in our URL.
| | 11:32 | We've put in our buttons.
| | 11:33 | We have put in our Table of Contents
and we have put in our hyperlink.
| | 11:37 | We're now ready to export this.
| | 11:40 | So I'm going to come out to my File menu
and I'm going to choose Adobe PDF Presets.
| | 11:45 | I have got a preset already there, but
let's suppose that I didn't have one.
| | 11:50 | I would use as my starting point Smallest File Size, presumably
because this is a document that is only going to be read on screen,
| | 11:57 | so we want to keep the file size nice and lean and mean.
| | 12:00 | I'm going to call this realworldtravel_interactive2, save that.
| | 12:06 | There is the page range that I'm after and
I do want to view it after I've made it.
| | 12:11 | Now here is the important stuff.
| | 12:13 | I want Bookmarks, I want Hyperlinks and I want
Interactive Elements, which are the buttons.
| | 12:19 | And in keeping with what I said earlier on,
I'm going to change the compatibility to Acrobat 6
| | 12:25 | and when I do that, I can also choose my Multimedia settings.
| | 12:28 | Not that I have any multimedia in this document, but if
you did, you would need Acrobat 6 or later for it to work.
| | 12:34 | So I'm now ready to click Export.
| | 12:36 | Before I do that though, I might consider saving
this as a preset so that the next time I need
| | 12:42 | to create a similar document, I can
just choose the preset as a shortcut.
| | 12:46 | Click OK, click Export, and it's warning
me about some overset text on some pages.
| | 12:52 | For the purposes of this exercise, I'm not
bothered about that so I will just click OK.
| | 12:58 | There is my result.
| | 12:59 | Now, it comes in and it's much too big on
my page so the next thing we want to do,
| | 13:03 | in addition to obviously checking whether all of those things
work, is we want to set our initial view options in Acrobat.
| | 13:09 | I'm going to go to my Fit Page and I'm then going to go to my
View menu and choose Page Display and I want this to be two-up.
| | 13:18 | So that I see my facing pages and I
also want to turn on my Bookmarks pane.
| | 13:23 | So let's check out our bookmarks.
| | 13:28 | They seem to be working perfectly.
| | 13:31 | Let's check out our Table of Contents.
| | 13:35 | Looking good.
| | 13:37 | How about our buttons down here?
| | 13:41 | Also looking good.
| | 13:42 | Our URL. That's going to go to the Adobe site,
because realworldtravel.com is fictitious,
| | 13:50 | so I have linked that to the Adobe site and the last thing
was the Book Now button, the text anchor, and that works too.
| | 13:59 | Excellent.
| | 14:00 | Now we just need to set the document properties so that the
next person who opens this document, they are going to see it
| | 14:07 | just the way we see it now, rather than having to
change the view size and open up the Bookmark pane.
| | 14:12 | So I'm going to go to the File menu and choose Properties.
Initial View is what I'm after, and Navigation tab.
| | 14:20 | And that wants to be Bookmarks Panel and Page, the Page layout
wants to be Two-Up Facing, and my Magnification I'm going to set
| | 14:31 | to Fit Page and when I click OK, I will now need to save that
| | 14:38 | and the next time this PDF is opened
it will look exactly like this.
| | 14:43 | OK, join us next for exporting to HTML.
| | Collapse this transcript |
| XHTML and Dreamweaver| 00:00 | Exporting to HTML. Our objective,
we want to get from this to this.
| | 00:09 | So we want to turn a printed catalog into a website, using
the same content or at least some of the same content.
| | 00:17 | Before we do that let's just have a quick overview of some
of the considerations that we need to take into account.
| | 00:23 | When you are exporting to HTML you need bear in
mind that what you are exporting is the content,
| | 00:28 | you are not exporting the layout, you also need to
consider that the Web is a very different medium
| | 00:33 | from prints, so you can't expect a literal translation.
| | 00:37 | For best results, you need to rely on global
formatting, use paragraph styles and character styles,
| | 00:43 | because any local formatting is going to be obliterated.
| | 00:46 | Your paragraph styles and your character styles will be
mapped to CSS styles and the definition of those CSS styles
| | 00:54 | on your Web page is going to determine how your content
looks and that's the third point I want to make;
| | 01:00 | the appearance of the result depends
upon the CSS that's supplied to the HTML.
| | 01:05 | So what I'm going to do is go to the
File menu and choose Cross Media Export,
| | 01:12 | you are not going to find the magic button
that says Export to HTML and you are done.
| | 01:18 | You got a need to jump through a few hoops here.
| | 01:20 | So we want XHTML/Dreamweaver, it's going to suggest that
I save as the document name + HTML. I'm going to accept that
| | 01:30 | and I'm saving it in a folder called rwt_web,
which I have made in the re-purposing folder.
| | 01:38 | So when I go ahead and click Save, it's going to ask me if
I want to replace the one I have already got, which I do.
| | 01:44 | This first time I'm going to export the whole document,
I'm going to end up just exporting a selection,
| | 01:50 | but first of all let's see what we
get if we export the whole document.
| | 01:55 | If I had any, I would convert my bullets to unordered
lists and my numbered lists to ordered lists;
| | 02:02 | there aren't any in this document so that's irrelevant.
| | 02:04 | Images. Now, what do I want to happen to my images?
| | 02:08 | So I want to copy the original images to an images
folder, in that Web folder that I specified?
| | 02:14 | Do I want to link to a specific folder that is on my server,
so if I'm going to be preparing my images outside of InDesign,
| | 02:25 | perhaps I want to do that, that might be a good option,
but actually I'm going to go for optimizing my images.
| | 02:32 | Now, by optimizing what I mean is that InDesign is
going to take its best guess at what should be a jpeg,
| | 02:40 | all the photographic images they are going
to become jpegs and what should be a gif,
| | 02:43 | for all of the images with flat color,
when the map for example will become a gif?
| | 02:49 | I would think, and I'm not entirely sure how it's
going to handle it, but that would be my guess.
| | 02:54 | So this is a one size fits all solution and it's OK. It's quick,
it's fast, but we will see that the best results will be achieved
| | 03:03 | if we optimize these images ourselves manually, using
either Photoshop or Illustrator, the Save for Web feature.
| | 03:12 | A feature which InDesign doesn't currently have.
| | 03:15 | In the Advanced section I want to
choose to link this to an external CSS.
| | 03:22 | Now, I need to have this style sheet already setup and I do.
| | 03:26 | It's in a folder called CSS, which is in that Web
folder that I designated and this is what it's called.
| | 03:32 | If I just wanted plain text, I could choose No CSS and
if what I need to have a style sheet attached to it,
| | 03:38 | but not specify what those styles were, I would choose Empty
CSS Declarations, but that's kind of neither one nor the other.
| | 03:46 | So I'm going to go with this option, and then I'm
going to click, Export, and it's warning me that one
| | 03:53 | of my images could not be exported and that was because one of
them was a vector image that was pasted and that wasn't linked.
| | 04:00 | So I will click OK, that was the flag
image, but we can live without that.
| | 04:05 | So I'm going to click OK, and now when I
come to Finder, and there is my HTML file,
| | 04:13 | and in this folder that which it has
created are my images, my optimized images
| | 04:20 | and actually made the map into a jpeg and not into a gif.
| | 04:24 | Let's take a look at what we have here. I'm going to open this
up in a browser, so I'm going to drag onto the Safari icon
| | 04:31 | and it's not doing too bad, not too bad. I mean, it's
given us the content of course we need to now determine how
| | 04:40 | that content looks, but actually having
these images is not that much help to me.
| | 04:45 | So I'm going to export the whole
thing again, but just with the text.
| | 04:50 | So I'm going to close out that, come back to InDesign and this
time I'm going to select just the text frames that I want,
| | 04:58 | which is all of those and Cross-media Export,
XHTML / Dreamweaver and I'm going to save over it,
| | 05:10 | replace it and all settings the same, but this time
choose Selection. Back to my Finder. There is the file
| | 05:21 | that it's generated and I'm now going
to take a look at that in Dreamweaver.
| | 05:28 | So there it is in Dreamweaver, what we want to
do now is we want to copy and paste this content
| | 05:34 | into a template that we have prepared in Dreamweaver.
| | 05:37 | So there is my template, I'm looking on my Assets panel
in Dreamweaver and I'm clicking on the Templates icon.
| | 05:45 | My template is called rwt, I'm going to come and select like
this text, and Apple or Ctrl+C to copy that text to the clipboard
| | 05:55 | and then new from template by right clicking
on the template icon and there is my template.
| | 06:02 | It's just a bunch of containers with some
editable fields, itinerary, sidebar and image.
| | 06:09 | I'm going to insert my cursor in the itinerary
field and Apple or Ctrl+V to paste it.
| | 06:19 | That looks pretty much the way I wanted to look, because
if we take a look at the Split Design and the Coding views,
| | 06:26 | we can see that we have got these CSS declarations,
which correspond to the style names in a style sheet
| | 06:35 | and these have all been defined to
have these formatting attributes.
| | 06:40 | If I needed to change them, I would come over here and
edit the styles, but that's how I want them to look.
| | 06:45 | So now I'm going to back to the document
that InDesign exported for me,
| | 06:50 | copy this information, back to my
template, paste that into there.
| | 06:57 | Now one thing I don't get is that I don't have a differentiation
here between these different pieces of information.
| | 07:04 | If we take a look at the InDesign document, we
can see we have got regular followed by bold.
| | 07:14 | This is the setup as a nested style in InDesign and the
exports to Dreamweaver, which you can't really handle
| | 07:20 | that even though these are character styles,
because they are character styles that are part
| | 07:25 | of a nested style it doesn't recognize them as such.
| | 07:29 | Now that's a bit of an annoyance, but
it's I suppose is a small price to pay.
| | 07:33 | The same thing is true over here, so what we need to do, is we
need to make these bold. So I think I have an infobold style
| | 07:43 | and I apply the styles in Dreamweaver
using the Properties inspector
| | 07:46 | from the Style pulled down, so they
will need to get changed to infobld.
| | 07:53 | I don't want to do any more than that for now, but the
next thing I want to do, is I want to prepare an image.
| | 08:02 | Now we saw what we got when we chose to export the images
and that was OK, but we really need to customize our images.
| | 08:09 | So to do that I need to go to Photoshop and in
Photoshop I'm going to open the image that we are after.
| | 08:16 | Now the image is in the travel brochure folder and it
is in the photos folder and it is called Guatemala 3.
| | 08:27 | So I'm going to open that, so I'm in Photoshop and I have
pressed F to go to Full Screen view, so that we see the picture
| | 08:35 | against the great background and I'm going to choose my
Cropping tool and I'm going to set an exact cropping dimension
| | 08:40 | for this image, but before I do so, to be on the safe side, I
want to do a save as here and make sure I'm saving this image
| | 08:49 | in the actual images folder of the website rather
than running any risk of overwriting the original.
| | 08:56 | I'm going call this guat_banner and then save that.
OK, it already exists. That's alright, I will replace it
| | 09:05 | and I will leave the jpeg options as they are for now
because I'm going to be overwriting it again in a minute.
| | 09:11 | Choose my Cropping tool, and I'm going to come up to
the Cropping tool units and I want to crop this to-
| | 09:18 | if we remember a placeholder image
in Dreamweaver 780 by 250 pixels.
| | 09:24 | So I'm going to type in 780 and I need to make sure I'm
not in inches, but in pixels by 250 pixels, px for pixels.
| | 09:35 | So now when I drag out with my Cropping tool, that's
the exact dimension that it's going to give me.
| | 09:42 | I will press return, let's have a look of that in 100% view, by
double clicking on the Zoom tool, that's how its going to look.
| | 09:50 | I'm now going to the File menu and choose Save for Web and
Devices, where I can specify what type of compression I want
| | 09:58 | to apply to this and I want it to be a jpeg,
medium, and I'm going to use a Quality level of 40,
| | 10:06 | click Save and I'm going to Save over the one I just
saved and I just saved that as an insurance. Save.
| | 10:16 | It's asking me to replace, I want to replace it.
| | 10:19 | Now back to Dreamweaver where I will delete that placeholder,
go up to the Insert menu and choose Image and choose it.
| | 10:29 | From there I could give it some alt text if I
wanted to, I'm just going to bypass that for now,
| | 10:34 | click OK, and there is my image in the image area.
| | 10:39 | I now need to save that document and then come up to
preview that document in my browser and that's how it looks.
| | 10:49 | Still needs a little bit of tweaking here and there, but we
are well on our way to having a pretty serviceable Web page.
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ConclusionGoodbye| 00:00 | OK, folks that's it. I really want to
thank you for watching these movies.
| | 00:03 | I hope that after watching them you feel a lot more confident
working with long and complex documents in InDesign.
| | 00:10 | My name is Nigel French and I'll catch you next time.
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