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I am laying out this magazine, and I want to put the name and page number of one of the articles right on the cover. But here is the problem. The name of the article or its position in the magazine may change. So what do I do? Well, fortunately I am using InDesign CS4, which has a feature called cross- references. You can use cross- references whenever you want some text to point at some other text. For example, in a long document you might write 'See Figure 9 on Page 13.' Here is how you do it. You are going to need the Cross-References panel. So we will go to the Window menu, and choose Cross-References out of the Type & Tables submenu. The funny thing about cross-references is that they are actually part of the Hyperlinks panel. They call it the Cross-References panel but it is really just stuck on at the bottom. To make a cross-reference, I will need a text frame. So I am going to select the Type tool and just drag out a frame here on the cover.
Now while the text cursor is flashing, I will click on the New Cross-Reference button at the bottom of the panel. In the New Cross-Reference dialog box, I have choice to Link To either a Paragraph in the document, or a Text Anchor. I will cover Text Anchors in a later chapter when I talk about making Hyperlinks. For now, I am going to be pointing at a paragraph. You can also choose which document the paragraph is in. For example, if you have a multi-document book that you have put together in a Book panel, then you can actually choose a different document as long as it is open.
In this case the paragraph is in this particular document. So I will leave this set to the name of the document. Then you will choose a paragraph style. Because we're looking at a paragraph, we are going to be looking at its paragraph style. And you can just choose any of these paragraph styles listed in the list on the left. For example, here is the list of all the paragraphs tagged with the Article Title generic style. That is the name of the paragraph style itself. But the one that I am going to be pointing to is the one tagged with the Article Title Pastilles and there is only one there. So I will select it and then move on. The Cross-Reference Format lets you choose what part of the paragraph it is that you want to grab. Do you want just the Page Number, or do you want the Paragraph Text, that is text without the page number, or the Paragraph Text & the Page Number? You have a lot of options here. Paragraph Number & Page Number is interesting. You use this if you have a list of automatically numbered paragraphs. For example, you might use this if you are creating a cross-reference like 'See step number 5 on Page 13.' But in this case what I want is the Paragraph Text & the Page Number.
The Appearance section has to do with the Hyperlink. Whenever you make a cross-reference, it automatically makes a Hyperlink in the background and that gets exported or at least it can be exported whenever you export a SWF file or an interactive PDF. I will click OK and you will see that the cross-reference is automatically added into that text frame. Let me zoom into 200% with Cmd+2 or Ctrl+2 on Windows and you will see there is the cross-reference. This is actually editable text; you could go in there and change it if you want to. But in this case, I am just going to put the word 'See' before it and maybe I will put an exclamation point after it.
You can also format this text just as you would format any other text. In this case, I am going to apply a paragraph style to it called Cover Bullet. There you go. Some nice big bright text right on the cover of our magazine. The only thing that really bothers me here is the quotation marks. That is really bugging me. So I am going to close the Paragraph Styles panel, and I want to edit not the cross-reference but the cross-reference format. In other words, the format of the cross-reference. And I can do that by double clicking on the cross-reference, which opens the Cross- Reference dialog box one more time. And I am going to look through here and see if there is anything that says, paragraph text but no quotes. Nope, there is nothing there. So I better create my own.
And I can create my own by clicking on this little pencil icon off to the side. To create my own cross-reference format, I will first select the cross-reference format which is closest to the one that I am trying to create. In this case, it is the one that is selected, Paragraph Text & Page Number. Next I will click on the little plus sign at the bottom, which adds a new one at the bottom of my list. And I am going to name it something different. I will call it Cover Text xRef. Now the only real change that I am going to make here is I to remove those quotation marks. But there is all kinds of other things you could do if you want to. Like add additional text at the beginning, or end, or in the middle.
You could even come in here and add all kinds of other things like Paragraph Numbers, Paragraph Text, or type in special characters using the Special Character flyout menu. But for this, I am keeping it simple. I am just going to have the Paragraph Text on the page and the Page Number. By the way, you can also turn on Character Style for Cross-Reference if you want InDesign to automatically apply some character style just to the cross-referenced text. But once again in this case, I am keeping it simple. I will click OK and you can see that those quote marks are now gone. Now the whole point of making cross-references is to protect yourself when the document changes, right? So let's see if it is going to work. I will open up the Pages panel and I will see that article is on Page 4. I know that because the cross-reference has just told me. So what is going to happen if that spread suddenly gets changed? Maybe an editor comes in here and says, "you know we better put that spread at the very end." So I am just going to grab that spread in the Pages panel and move it to the end of story.
I am not sure why InDesign changes my view here but that sometimes happens when you move pages around in the Pages panel. I will just pan over again and we will see, Yup! There we go. It updated to Page 8. So success! The other thing that might happen is the name of the article may change. So I am going to double click on Page 8 to jump to it, come over here, and I am going to change the name of this. Let's just go ahead and delete that and maybe change it to chocolate. How about that? Now look what happened in the Cross- References panel. Let's go ahead and close the Pages panel and you can see that there is a little alert symbol there. And the alert symbol says, warning! Something has changed here. It won't automatically update it for you. You have to do that manually. So let's go back to Page 1 or do a Cmd+J or Ctrl+J on Windows, 1, Enter, scroll over and we can see that it still says 8, but it still says it's pastilles and it should say chocolate. It won't update it until I come over here and click on the Update Cross-References button.
And when I do that, it goes out and updates all the cross-references that might be out of date. And it looks great. If you are trying to get as much work done in as short a time as possible, then you are going to love using cross-references. It just makes all the difference, especially when your document changes just before a deadline.
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