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In this series, David Blatner and Anne-Marie Concepción, co-hosts of the web's top resource for InDesign tips and tricks, InDesignSecrets.com, share some hidden and sometimes surprising workflow tips that will make working in InDesign more efficient and more fun. The course covers built-in timesaving features such as Quick Apply and auto-expanding text, but also little-known tricks, such as using the eyedropper to copy and paste character and paragraph text attributes and making accurate selections by selecting through or even into objects.
New techniques will be added to the collection every other week, so check back early and often. Find more tips and tricks at indesignsecrets.com.
When you open up a PDF in Acrobat or in Reader, it's a lot easier to navigate if the person who created the PDF was thoughtful enough to include bookmarks. Here is the InDesign CS6 user manual for example, which as you can see, 738 scintillating pages, but if you open up the Bookmarks panel in Acrobat or in Reader, you say, ah, it's a lot easier. Here is where they talk about Tables. And there is a disclosure triangle, so if I want to see all about Formatting tables, that's one example.
Another example is in the Print & ePublishing Conference that InDesign Secrets puts on every year. Here is the attendee handout from the 2012 conference in San Francisco. You see there are 440 pages all worth of handouts, but because there are bookmarks, it makes it a lot easier for people to find their way around. So like in conference info, getting around, here is the schedule getting around the conference. Here is the floorplan, and so on, and then the actual handout themselves, iPad and Android tablet publishing with each session has their own handout right there.
So there is another one, PDF for iPad and tablet by David. These bookmarks are possible to create right in Acrobat. You can go to the Bookmarks panel and create new ones right from the menu here, but it's a lot easier to do them automatically in InDesign, and you can do that. Here is one that I created from the Roux catalog that we've been looking at in a lot of these InDesign Secrets videos where the person who opens up the catalog, a perspective student, could quickly click and it would jump them to the page where that class was.
So this is designing a basic digital character and here it is right here. The bookmarks work by just bringing you to the page, where the bookmark is. So this is a same page, so we are not moving, creating a Flash game is the same page, but stop motion animation is on the next page. Let's go ahead and create this in InDesign. The fastest way to do it is to create a table of contents. Now you don't have to have a table of contents in your document, you could put the table of contents out on the pasteboard.
But the point about creating a table of contents is that you have this wonderful little check box right here, Create PDF Bookmarks. So just go to the Layout menu, choose Table of Contents, and you can see that I have already done that in this document. All you do is you drag or you chose Add for the different styles that you want to include in the table of contents. Now we don't need the Address block to be a bookmark, right? We don't need every single paragraph styled with body to be a bookmark, but we do want every paragraph with the paragraph style of the drawing department to be a bookmark.
And also we want a course name for each one of these to be a bookmark at the second level. So you can see that if I select this and I turn on More Options, this one is Level 2, so it's indented. If we jump back here you can see that the Level 2 bookmarks are indented from their heading bookmark. This gives you the little disclosure triangle. You need to remember when you create a table of contents other than bringing over the styles that you want to include as a bookmark, is that you have to turn on Create PDF Bookmarks, otherwise it's not going to happen.
Now when you create table of contents and you click OK, and you'll always get "do you want to include items in overset text?" No, I don't care about that, and it says it's been updated successfully. Now what is that about? Well that's because there is already a table of contents in this document and the table of contents is right here. If I deleted it, say that we didn't want a table of contents, then we come back up here and we say table of contents, OK. Then it loads table of contents in the cursor where you would place at some place.
And if you didn't want to actually use it your document, you're just using it to force the building of bookmarks you could drag it out on the pasteboard. And probably it won't look as pretty as this if you didn't take the time to actually format it. Don't worry about it. Now by the way, when you turn on Create PDF Bookmarks, it will also populate InDesign's own Bookmarks panel. What? You didn't know that InDesign has a Bookmarks panel? Yes, it does. Go to the Window menu, go down to Interactive and choose Bookmarks, and Bookmarks has been part of InDesign for a while now.
You will see the exact same settings that we saw in the PDF. It has pulled the paragraph styles that we asked it to, and it has included the Level 2 paragraph styles as well, the names of the actual classes. And notice that wherever they type the word ANIMATION, and you can double-click this by the way, you can double-click all these entries in the Bookmarks panel just like you can click the Bookmarks in a PDF; you can use it for navigation. So here where it says, ANIMATION, they apparently typed it in as all caps, whereas Drawing and Applied Arts down here, they typed it in as upper lowercase and they are just using styles to format it.
If you wanted this to be upper and lowercase, you can either correct it here and then regenerate the table of contents, or you can simply edit the bookmark itself, so we can just click once on here, just like you are renaming a layer and say Animation, you could even add other terms like Animation Classes. It doesn't have to match this exactly. Now let's export this to PDF, and by the way, bookmarks work either if you export to Print, or you export to Interactive, which I thought was very interesting, and it'll work for either kind of export.
Let's do the Interactive one for now. I am going to save this out to the Desktop, and I actually don't want Spreads, so I am going to say Pages, and we'll leave everything at the default, click OK, that's fine. And then it opens up in Acrobat, which is my default program for opening up PDFs. Take a look at the Bookmarks panel and there you go. Animation Classes just like what we wrote in InDesign. So it is bringing in all of the bookmarks from InDesign and what populated the Bookmarks panel in InDesign was the table of contents.
Now if you ever need to update the PDF, if you have a taken the trouble to create your TOC, then it's not a big deal. You can just find a table of contents and select it, and then you can choose Update Table of Contents, and then re-export it remembering to include PDF bookmarks. If you export to Print, like High Quality Print, we will just call this print and don't forget to turn on Bookmarks down here otherwise they are not going to appear in the print example.
One last thing I would recommend, something that InDesign cannot do, but if you are creating bookmarks in your PDFs, make them easily discoverable by going to Acrobat's Properties menu, going to Initial View and saying that the Navigation tab should be the Bookmarks panel and the Page. So that when it first opens, the Bookmarks panel automatically opens as well otherwise a lot of people are going to miss the beautiful work that you did in your bookmarks.
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