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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.
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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