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InDesign CS4 Beyond the Basics

Generating an index


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InDesign CS4 Beyond the Basics

with David Blatner

Video: Generating an index

In the last movie, we looked at how to insert index entries into your documents. The first step is simple, open the last document in your book. I will open Chapter 6 here and I am just going to go to the end of the document by pressing Opt+Shift+Page Down or Alt+ Shift+Page Down on Windows, just to jump to the last page there. Now I will go to the Index panel flyout menu and choose Generate Index. The Generate Index dialog box looks pretty simple. But I am going to recommend that you click on the More Options button. That makes it look way more complex but don't worry, its okay. We are going to just take it step by step. It's not complex.
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  1. 2m 11s
    1. Welcome
      1m 3s
    2. Using the exercise files
      1m 8s
  2. 25m 16s
    1. Reviewing Control panel shortcuts
      8m 34s
    2. Managing panels
      6m 14s
    3. Letting InDesign do the math
      2m 52s
    4. Using Selection tool clicks
      1m 39s
    5. Using Quick Apply shortcuts
      3m 2s
    6. Setting up context shortcuts
      2m 55s
  3. 23m 51s
    1. Using column guides
      3m 42s
    2. Formatting and positioning guides
      5m 15s
    3. Setting first baseline options
      5m 30s
    4. Using the Document grid
      3m 13s
    5. Setting bleeds
      3m 3s
    6. Using slugs
      3m 8s
  4. 48m 2s
    1. Shuffling pages (or not)
      2m 47s
    2. Scaling objects to a specific size
      2m 32s
    3. Aligning objects to a page
      4m 41s
    4. Using advanced libraries
      4m 5s
    5. Using advanced anchored objects
      11m 21s
    6. Setting non-printing objects
      3m 10s
    7. Creating notes
      5m 23s
    8. Using Data Merge
      10m 41s
    9. Creating templates
      3m 22s
  5. 39m 32s
    1. Creating polygons and starbursts
      2m 35s
    2. Setting custom stroke styles
      5m 15s
    3. Using advanced effects
      8m 46s
    4. Making masks in InDesign
      4m 10s
    5. Integrating InDesign and Illustrator
      4m 59s
    6. Setting compound paths
      5m 4s
    7. Using advanced clipping paths
      6m 6s
    8. Using advanced image transparency
      2m 37s
  6. 55m 26s
    1. Using advanced text formatting
      5m 37s
    2. Using other languages
      4m 22s
    3. Setting advanced paragraph numbering
      3m 12s
    4. Using GREP to find/change
      6m 54s
    5. Managing glyphs
      5m 6s
    6. Finding and changing glyphs
      2m 39s
    7. Adding footnotes
      7m 57s
    8. Creating outlines
      3m 39s
    9. Setting conditional text
      9m 16s
    10. Creating cross-references
      6m 44s
  7. 33m 3s
    1. Advanced text importing
      7m 49s
    2. Using Apply Next Style
      5m 4s
    3. Advanced text styling
      6m 9s
    4. Setting load styles
      2m 58s
    5. Linking to text files on disk
      4m 1s
    6. Understanding GREP styles
      7m 2s
  8. 1h 4m
    1. Building a multi-document book
      4m 42s
    2. Setting page numbering across books
      7m 53s
    3. Setting chapter numbering
      6m 7s
    4. Using the Section Marker feature
      6m 53s
    5. Creating "Continued On..." numbers
      4m 44s
    6. Synchronizing documents in a book
      5m 41s
    7. Creating a table of contents
      11m 24s
    8. Indexing documents
      7m 24s
    9. Generating an index
      6m 47s
    10. Printing or exporting a book
      3m 10s
  9. 46m 4s
    1. Creating hyperlinks
      12m 53s
    2. Setting bookmarks
      6m 7s
    3. Creating buttons
      11m 16s
    4. Making movies
      8m 24s
    5. Creating sounds
      4m 51s
    6. Setting page transitions
      2m 33s
  10. 25m 59s
    1. Setting up swatch and style defaults
      3m 24s
    2. Using mixed ink colors
      6m 16s
    3. Working with duotones
      4m 23s
    4. Overprinting
      2m 10s
    5. Ink aliasing
      4m 50s
    6. Using the Kuler panel
      4m 56s
  11. 50m 27s
    1. Creating the transparency blend space
      4m 6s
    2. Understanding InDesign color settings
      9m 8s
    3. Assign Profile and Convert to Profile
      3m 26s
    4. Working with RGB images
      7m 54s
    5. Working with CMYK images
      6m 28s
    6. Soft-proofing
      5m 18s
    7. Managing color at print time
      7m 25s
    8. Managing color in a PDF export
      6m 42s
  12. 42m 1s
    1. Embedding preflight profiles
      5m 1s
    2. Using the Transparency Flattener preview
      3m 23s
    3. Reviewing Transparency Flattener settings
      6m 30s
    4. Setting print presets
      3m 35s
    5. Setting PDF presets
      3m 21s
    6. Exporting to XHTML
      7m 42s
    7. Exporting to SWF
      6m 45s
    8. Exporting to XFL
      5m 44s
  13. 25m 58s
    1. Understanding XML and InDesign
      6m 51s
    2. Structuring InDesign content
      4m 17s
    3. Importing XML
      6m 57s
    4. Exporting to XML
      7m 53s
  14. 34s
    1. Goodbye
      34s

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InDesign CS4 Beyond the Basics
8h 3m Intermediate Dec 05, 2008

Viewers: in countries Watching now:

David Blatner brings his knowledge of and passion for InDesign to the latest release of this state-of-the-art publishing program, showing how to harness its power and functionality. InDesign CS4 Beyond the Basics covers the process of publishing with an eye on the program's latest nuances: optimizing page layouts, automating InDesign with Data Merge and XML, exploring interactive documents (including making movies), and exporting publications to a variety of formats. Exercise files accompany the course.

Topics include:
  • Automating with Data Merge and XML
  • Optimizing page layouts
  • Using advanced effects
  • Creating interactive documents
  • Integrating with Illustrator
Subject:
Design
Software:
InDesign
Author:
David Blatner

Generating an index

In the last movie, we looked at how to insert index entries into your documents. The first step is simple, open the last document in your book. I will open Chapter 6 here and I am just going to go to the end of the document by pressing Opt+Shift+Page Down or Alt+ Shift+Page Down on Windows, just to jump to the last page there. Now I will go to the Index panel flyout menu and choose Generate Index. The Generate Index dialog box looks pretty simple. But I am going to recommend that you click on the More Options button. That makes it look way more complex but don't worry, its okay. We are going to just take it step by step. It's not complex.

Step one is to adjust the Title if you want to. The Title is just the text that shows up at the beginning of the Index. And normally, you just leave that alone set it to Index. The Title style is the paragraph style that's applied to that word or that paragraph. And you can choose any paragraph style you have in your document. But the nice thing is that InDesign has actually created a paragraph style for us called Index Title. So that's nice, I am just going to let it use that one itself. We do want to index the entire book so I am going to turn on Include Book Documents. And the reason that's available is, of course, the Book panel is open behind this dialog box. So as long as that's open, we can include all of the book documents. And we can choose to include the entries on hidden layers if we want to. That's not so important here.

Okay, now what kind of index do you want? How is the index going to be formatted? You have a lot of options here. The first option is nested versus Run-in. Nested is your typical index that you will find in most books where each index entry has its own paragraph. Run-in is a little bit different. You will sometimes see these in scholarly journals. Basically, in a Run-in index, all of the second level index entries, or third level index entries, or whatever, all kind of get run into a single paragraph; they all get run together. I don't like that so much, I don't find them as useful. In this case, we are just going to stick with the traditional Nested style index.

Now let's go through these other options. Include Index Section Headings and Index Sections Heading is basically the alphabet, the letter before each section. So A, B, C, and so on. And if you want that A before the as in the index entries, go ahead and leave that turned on. But then what do you want to do if some of those letters don't have any index entries. Like the letter X, if you don't have any index entries to begin with X, do you want to still see one of those Xs? Well, you have an option. Turn it on or not. I leave that off because I don't want that X in there.

Okay, now what paragraph styles do you want applied to each of your index entries? Here too, InDesign is being helpful by letting you pick any paragraph style you want for the level one index entries. But it also automatically makes some index entries for you. This Index Level 1 entry, I didn't make that. It stuck that in there itself. So I am going to leave it set to Index Level 1, 2, 3, 4. In the index that we have created, we have only used 1 or 2 anyway, so it's not too important. But I am going to leave these set to 1 and 2 because I can always format them later if I want to.

Now let's jump over here to Index Style where we can control even more paragraph and character styles. The Section Heading, again that's the A, B, C, those letters. Which paragraph style do you want to apply to them? And InDesign went ahead and made a paragraph style for me. That was great. Page Numbers. What character styles do you want to apply to your page numbers, if any? I am going to say None for right now. I will just go with the default regular formatting. Cross-references. If you have used see, see also, see here, and those sorts of things, which character style do you want to apply to those? Generally, you have something to make it italic, for example. And it went ahead and made an Index Cross-reference character style for me. And that is going to be Italic.

And the same thing goes with the Cross- referenced Topic. In other words, if you have a cross-reference like see chocolate, then how do you want the word chocolate to appear? Do you want it to be in some special character style or not? You have all those options. The last section let's you define specific characters that go into the index entries. For example, Following the Topic. Right now, there is just a blank space there. It's a space character. That's a little bit too small for me. I like to have a little bit more space following the topic; between the topic and the page number itself. So I am going to delete that, and I am going to pull a different character out of this little flyout menu. I am going to use an En Space, little bit wider, little bit more obvious. It types in the code for En Space there so I don't have to try and remember it. Very helpful.

Between each Entry, it could have a semi-column. The Page Range. That's the code for an En Dash. So if you have a Page Range like from page 4 to 9, use an En Dash instead of a hyphen, I prefer that. That's nice that it does that for me. Between the Page Numbers, let's put commas. Before Cross-reference, let's put a period. You have all these choices because some people are very, very particular about how they want these things to appear. For example, a lot of people want there to be a dot at the end, a period at the end of every index entry. So no problem, just type a little dot in there and it will show up in the index entry.

So we have spent a little bit of time here formatting the index and making sure it's going to look just right. Now that we have done that, it's time to actually see if it's going to work. See what the index looks like. So we click OK, and it goes through the whole document, and it builds the index, and it loads it all into my Place cursor. I am on the last page of my document so it's easy for me to put it here. I am just going to click, and it builds the Index text frame, and drops the story into it. There was more story than could fit in here, longer index than I thought, so I could go ahead and link this, thread this to another text frame later on. But let's just see what it did here.

It brought in the Section Entries. There is the C, D, E, and so on. It formatted them with a paragraph style. If I look at my Paragraph Styles panel, we see that it built the Index Section Head paragraph style for me, and I could format it later, change the definition if I wanted to. Let's zoom in here, Cmd+2 or Ctrl+2 on Windows, and we can see Confection showed up on all of these pages, Compounding showed up on just this one page, Cloves showed up here, here is a page range, and it's underneath the first level entry Chocolate, which if you remember from the last movie, we had suppressed the Page Range so we don't get any pages listed under Chocolate.

So I think this is looking pretty darn good. Indexing a document is just not fun. But at least with these basic indexing tools and a good dose of patience, you will be able to create your indexes without too much trouble.

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