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InDesign Secrets
Illustration by John Hersey

InDesign Secrets

with Anne-Marie Concepción and David Blatner

Video: 161 Sort an index by page number

I have a catalog here, and I want to make a table of contents, but I don't want a normal table of contents. I want to specify exactly what text shows up in the table of contents, rather than just pulling the text from whole paragraphs of my document. For example, I'm going to grab the type tool, and I want to select just this word, "Welcome", and I want that word, "Welcome", to be in my table of contents, not the whole paragraph. "Welcome to", or "Welcome to Roux". So I cannot use InDesign's normal table of contents feature to do this, because that feature always grabs whole paragraphs.
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  1. 7m 49s
    1. 161 Sort an index by page number
      7m 49s
  2. 14h 36m
    1. 001 Intro to InDesign Secrets
      51s
    2. 002 The hidden "auto-expand text" feature
      5m 51s
    3. 003 Letting InDesign do the math for you
      3m 15s
    4. 004 The indispensible Quick Apply feature
      5m 29s
    5. 005 Customizing the Links panel
      6m 53s
    6. 006 Magically building graphs with the Chartwell font
      7m 43s
    7. 007 Using the Eyedropper tool to pick up character or paragraph attributes
      3m 21s
    8. 008 Selecting through and into objects using cmd-click and Select Above/Below
      5m 46s
    9. 009 Some great tips and tricks for the Swatches panel
      9m 40s
    10. 010 Saving down for backward compatibility with INX and IDML
      5m 55s
    11. 011 Using the INX and IDML formats to fix problems
      4m 46s
    12. 012 InDesign's Easter eggs
      5m 0s
    13. 013 Three cool GREP styles everyone can use
      7m 35s
    14. 014 A field guide to special characters
      8m 2s
    15. 015 Trashing the application preferences to solve weird behaviors
      4m 42s
    16. 016 Aligning numbered lists by decimal points
      3m 10s
    17. 017 Running a script
      9m 33s
    18. 018 When text disappears from a text frame
      6m 18s
    19. 019 Preview and Presentation modes (changing color, etc.)
      4m 8s
    20. 020 Using multiple windows for comparisons
      3m 35s
    21. 021 Putting images on a stroke
      5m 23s
    22. 022 Making your own motion path
      5m 43s
    23. 023 Copying objects between Illustrator and InDesign
      6m 53s
    24. 024 Using layer comps in Photoshop files to show alternates in InDesign
      4m 19s
    25. 025 Adding custom HTML tags to EPUB/HTML exports
      5m 32s
    26. 026 Tracking down type issues with the composition highlighter
      8m 13s
    27. 027 Managing your InDesign panels
      5m 46s
    28. 028 Creating running heads using variables
      5m 1s
    29. 029 Live Caption tips and tricks
      8m 3s
    30. 030 Making professional drop caps
      10m 37s
    31. 031 Making two-state buttons in interactive documents
      5m 5s
    32. 032 Moving pages from one document to another
      3m 15s
    33. 033 Wrapping bulleted text around a curve
      5m 58s
    34. 034 Importing a custom dictionary
      7m 8s
    35. 035 Changing document orientation and page size
      6m 45s
    36. 036 Numbering instead of using auto page numbers
      6m 23s
    37. 037 Setting story order with the Articles panel
      8m 3s
    38. 038 Updating a linked table without losing formatting
      5m 38s
    39. 039 Creating electronic sticky notes
      4m 49s
    40. 040 Moving master page items to the top layer for visibility
      2m 48s
    41. 041 Five guide tricks that will impress your coworkers
      6m 18s
    42. 042 Letting InDesign add the diacritics
      4m 21s
    43. 043 Using single-cell table cells for custom paragraph formatting
      6m 2s
    44. 044 Formatting fractions correctly
      8m 11s
    45. 045 Fixing unwanted hyperlinks in an imported Word file
      5m 57s
    46. 046 Inline graphic tricks with invisible paragraphs
      4m 21s
    47. 047 Ensuring the first line of every chapter starts in the same spot
      3m 1s
    48. 048 Specifying an exact amount of space between objects
      5m 17s
    49. 049 Fixing last lines that are too short
      8m 16s
    50. 050 Creating web graphics from your InDesign artwork
      7m 20s
    51. 051 Using “No Language” to suppress unwanted hyphenation, spell-checking, and smart quotes
      2m 48s
    52. 052 Five things that should be in every new file
      5m 19s
    53. 053 Forcing EPUB page breaks with invisible objects
      6m 21s
    54. 054 Understanding component information
      6m 39s
    55. 055 Creating running heads using section markers
      4m 16s
    56. 056 Making a font with InDesign using the IndyFont script
      5m 20s
    57. 057 Finding where that color is used
      7m 17s
    58. 058 Text wrapping
      6m 54s
    59. 059 Inserting pages: Understanding the Pages panel
      4m 20s
    60. 060 Copying paths between Illustrator and InDesign
      5m 14s
    61. 061 Automating Find/Change with the Find/ChangeByList script
      12m 48s
    62. 062 Embedding images
      7m 43s
    63. 063 Adjusting leading inside a paragraph
      4m 31s
    64. 064 Placing one InDesign file inside another
      3m 58s
    65. 065 Creating bookmarks for PDFs
      7m 25s
    66. 066 Customizing the story editor preferences
      6m 4s
    67. 067 Setting the size of text exactly with this free script
      3m 28s
    68. 068 Using Gravity to simulate perspective
      3m 15s
    69. 069 Fixing the overflowing text frame problem in EPUBs
      5m 0s
    70. 070 Ten uses of the Story Editor
      11m 39s
    71. 071 Moving an object: Ten ways!
      7m 18s
    72. 072 Understanding optical margin alignment (and the quote trick)
      4m 23s
    73. 073 Changing the shape of any frame with the pen tool
      6m 12s
    74. 074 Working with sets in the content conveyor tool
      10m 40s
    75. 075 Running text along the top and the bottom of a circle
      3m 51s
    76. 076 Creating a list using the Table of Contents feature
      3m 25s
    77. 077 Quickly threading frames together and unthreading frames
      13m 22s
    78. 078 The secrets of formatting objects with Find/Change
      6m 34s
    79. 079 Using ruler guides: 10 great tricks
      5m 3s
    80. 080 Converting a clipping path to a frame
      4m 24s
    81. 081 Adding a drop shadow to a single word inside a frame
      3m 14s
    82. 082 Creating a custom cross-reference format
      13m 53s
    83. 083 Putting different-sized pages on a single spread
      3m 7s
    84. 084 Formatting prices with nested and grep styles
      6m 21s
    85. 085 Checking out the Gridify tricks
      5m 17s
    86. 086 Using Illustrator to create InDesign gradient swatches
      4m 49s
    87. 087 Building a simple grep style to change character size
      3m 45s
    88. 088 Exporting a grayscale PDF
      3m 16s
    89. 089 Three ways to cheat text outside of its frame
      6m 8s
    90. 090 Three great Object Styles for any designer
      8m 1s
    91. 091 Choosing alpha channel image transparency
      2m 25s
    92. 092 Adding and reading metadata for InDesign files
      3m 25s
    93. 093 Adding ALT tags to your images
      6m 59s
    94. 094 How to Place & Link a text frame's text but not its formatting
      7m 4s
    95. 095 Setting the baseline position of a caption
      2m 39s
    96. 096 Managing changing pages with primary text frames
      5m 23s
    97. 097 Secrets of the Info panel
      7m 31s
    98. 098 Surprising ways to do a word count
      5m 29s
    99. 099 Placing an object where you want it with an object style
      6m 18s
    100. 100 Aligning Objects tips and tricks
      5m 10s
    101. 101 Applying corner options to any shape
      2m 17s
    102. 102 Converting footnotes to endnotes with a free script
      4m 49s
    103. 103 Making tab leaders pretty
      4m 18s
    104. 104 Converting text to outlines the right way
      4m 30s
    105. 105 Turning InDesign into a speed demon
      8m 31s
    106. 106 Working with MiniBridge
      5m 45s
    107. 107 Customize your QR codes
      6m 17s
    108. 108 Using the same keyboard shortcut for two different commands with the Context feature
      5m 22s
    109. 109 Making a text highlighter
      3m 33s
    110. 110 Updating an interactive PDF without losing work done in Acrobat
      5m 31s
    111. 111 Adding custom text at the beginning of each line automatically
      4m 0s
    112. 112 Packaging images on the pasteboard
      3m 32s
    113. 113 Automatically updating figure references for books
      6m 9s
    114. 114 Adding Tool Tips to your form fields in InDesign
      3m 21s
    115. 115 Setting poetry, flush left, center on longest line
      3m 54s
    116. 116 Use bookmarks to navigate long documents in production
      4m 57s
    117. 117 Selecting text with the InDesign keyboard dance
      2m 0s
    118. 118 Including a total page count in your page numbers
      6m 19s
    119. 119 Making a custom arrowhead
      5m 37s
    120. 120 Making alternative body text styles for fast typesetting
      5m 4s
    121. 121 Making InDesign patterns with the free PatternMaker
      3m 45s
    122. 122 Creating pull quotes the easy way
      5m 1s
    123. 123 Allow text frame to resize with text
      2m 43s
    124. 124 Mapping Word styles to InDesign styles
      5m 48s
    125. 125 Make two automatically threaded text flows
      3m 37s
    126. 126 Saving for Web in InDesign
      6m 7s
    127. 127 Numbering rows in a table
      5m 10s
    128. 128 Making automatic jump lines
      6m 52s
    129. 129 Turning off allow pages to shuffle in order to separate facing pages
      3m 40s
    130. 130 Dealing with parentheses around text size
      4m 19s
    131. 131 Make a fill in the blank label for contracts and forms
      7m 53s
    132. 132 Changing the shape of polygons and starburst as you draw or afterward
      4m 17s
    133. 133 Contextual text and images that you only want sometimes visible
      4m 55s
    134. 134 Creating nav points in a movie
      4m 31s
    135. 135 Adding effects to your rule above and rule below
      3m 38s
    136. 136 Fitting text to a specific size
      4m 45s
    137. 137 Quick tips for making a small PDF file size
      6m 9s
    138. 138 Sharing presets, workspaces, and custom shortcuts sets
      5m 17s
    139. 139 Making a multi-level numbered list
      5m 17s
    140. 140 Faking bold and italic when the font family doesn’t have one
      5m 2s
    141. 141 Keeping the same scale size when updating or relinking to images
      3m 9s
    142. 142 Inserting glyphs
      6m 42s
    143. 143 Building richer, bolder color gradients
      3m 7s
    144. 144 Finding the right font with InDesign’s font menus
      4m 35s
    145. 145 Lay out a front, back and spine for a book jacket
      6m 12s
    146. 146 Ghosting area of image behind text
      2m 53s
    147. 147 Make a transparency mask in InDesign
      3m 45s
    148. 148 Using preflight to find common document errors
      6m 11s
    149. 149 Cropping with paste into
      5m 18s
    150. 150 Using vertical justification to spread out text in a frame automatically
      5m 16s
    151. 151 Rotate text inside a frame, or the frame around the text
      2m 30s
    152. 152 Looking at snippets vs. libraries
      6m 49s
    153. 153 Import a folder full of pictures, one per page
      8m 54s
    154. 154 When InDesign ignores your leading values
      4m 5s
    155. 155 Extracting images from a Word document
      3m 42s
    156. 156 Uncommon uses for Quick Apply
      6m 2s
    157. 157 Uncovering InDesign's magic font folders
      3m 9s
    158. 158 Sharing swatches (PS/IL/ID and ID to ID)
      3m 36s
    159. 159 Convert rounded corners to editable paths
      3m 15s
    160. 160 Convert local formatting to character styles
      5m 14s

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InDesign Secrets
14h 44m Intermediate Aug 25, 2011 Updated Sep 25, 2014

Viewers: in countries Watching now:

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.

Subject:
Design
Software:
InDesign
Authors:
Anne-Marie Concepción David Blatner

161 Sort an index by page number

I have a catalog here, and I want to make a table of contents, but I don't want a normal table of contents. I want to specify exactly what text shows up in the table of contents, rather than just pulling the text from whole paragraphs of my document. For example, I'm going to grab the type tool, and I want to select just this word, "Welcome", and I want that word, "Welcome", to be in my table of contents, not the whole paragraph. "Welcome to", or "Welcome to Roux". So I cannot use InDesign's normal table of contents feature to do this, because that feature always grabs whole paragraphs.

Instead, I'm going to make my table of contents using the index feature, which let's me put any text I want in it. Now, I'm not going to get into all the many details of indexing here in this short movie. I talk about that in one of my other titles here in the online training library, so I'm going to go through this quickly, and you'll get the idea. First, I need to open my index panel by going to the window menu, choosing type and tables, and then, index. Next, I'm going to add this to my index by clicking on this little new index entry button, and there it shows up inside the topic level, so I can click ok.

Now let's go ahead and go to the next spread by pressing option, page down, or alt, page down, in Windows. I'll click over here and zoom into 200% so I can see what I'm doing a little bit better. I see I have a bunch of different classes in my catalog, and they're all similar. I don't want to put the actual class name in the table of contents. I want to put the concept, so for example, in this one, I'm going to calling it, "Designing "Characters", so I'll just select this word and add "Designing", and I'm going to type myself, "Characters", into that field. There we go. Click ok, and now that's been added to my index, or my table of contents.

Down here, this is all about Adobe Flash, so let's go ahead and add that one. Zoom out, and look at over here, we're got figure drawing one and figure drawing two and architectural drawing, so I'm going to change this to, let's say, just "Drawing". Click ok. Let's go to the next spread, and I'm going to say, "Oh, this is all about clothes stuff." I don't even know what this, but I'll place my cursor there, and type, "Clothes Stuff". Okay. There we go. You get the idea. I'm adding a bunch of index entries to my index, and now, I need to make my index.

I need to generate it, except this is not really an index. It's a table of contents, but you get the idea, and I'm going to generate this index out on the pace board because honestly, I don't have any other place to put it right now, so I'm going to go back and grab my selection tool. I'll come out of preview mode. I can press the W key, or I could go to screen mode normal, and oh, I have a text frame out there. I'm going to get rid of that, and now I'm going to generate my table of contents out here on the pace board. Now I'll go to my index panel. Click on generate index, and I can click on the "More Options" button.

I want to see more options, so I get all the features in here, and the first thing I'm going to do is change my title. This is not an index. It's a table of contents. Of course, you can change it to anything you want, and I'm going to turn off the include index section headings checkbox. That's the alphabeticals, like A, B, C, in my index. I don't want those. I want them all to flow together, and I'm going to go down to the following topic field, and I'm going to remove the spaces that are in there. Just hit the delete key, and instead, I'm going to type a tab, and I can type the tab not by pressing the tab on the keyboard, but instead by inserting a special code for a tab, and I can find that code by clicking on this little triangle on the right side, and then choosing tab character, and it types the carrot t code for me, so that's great.

Now let's go ahead and generate that table of contents by clicking the ok button, and it goes through the whole document, pulls all those index entries together, and puts it into a story on my place cursor, so now all I have to do is click and drag. Let's go ahead and zoom in here so we can see what's going on, and you can see I have my index entry, followed by the page number, but the problem here is that these are in alphabetical order, not chronological order. My table of contents should be chronological order, so how am I going to change the order? I need to sort it by the number, and in order to sort it, I need those numbers to be at the beginning of the paragraph, so this is going to be dense.

I'm going to use some grip fine change, but don't be scared! It's not that hard. First, I need to open the fine change dialogue box by pressing command f, or control f on Windows, and then I'll click on the grip tag. Inside my find what field, I'm going to type some code, and I'm not going to go into the details too much of what I'm typing, but bear with me follow along, and you'll be able to do this, too. I'm going to type carrot, and then in open parentheses, then a dot, or a period, followed by a plus sign, and a question mark, followed by a closed parentheses, and then a backslash, not a forward slash, but a backslash t, followed by an open parentheses, backslash d, followed by a plus sign, question mark, closed parentheses, dollar sign.

Now, what the heck is all of that? That is a special code, which means, start at the beginning of the paragraph, that dot plus question mark, find some words up to the tab, backslash t means tab, and then followed by some numbers. A whole bunch of numbers all the way to the end of the paragraph. Isn't that amazing? That's what that code means. Now, I'm going to find all of that, and I'm going to turn it around. I'm going to turn it around by pressing, dollar sign two, followed by backslash t, there's the tab again, followed by dollar sign one, and that means, take what I found, and flip it around.

Here. Let me show you. Ready? Change all, and it found five of them, and I'll click okay, and you can see that it flipped them around. The numbers are now at the beginning, so that's great, but now, how do I put them into order, how do I put the smallest number first? To do that, I need to select all that text. I'll go to the window menu. Choose utilities, and then choose scripts. Inside the scripts panel, I'm going to open the application folder by clicking this little triangle. Then, I'll open the samples folder, and then I'll open the JavaScripts folder, and then I'm going to scroll all the way down until I find sort paragraphs.

There it is. So I want to sort these paragraphs, and I'll run this script simply by again, first selecting the text, and then double clicking on the script, and then clicking ok. It's done! It went through that whole list, and it put them order. Now, if I wanted my table of contents to have a page number first, then I'd be done, but if I want to flip it around again, and put the page numbers at the end, I've got one more fine change I need to do. Let's go ahead and close my scripts panel. I'll go back to my fine change dollar box, and I'm going to delete this, and I'm going to replace it with another code, and the code is going to be carrot, open parentheses, backslash d, followed by a plus sign, and then the closed parentheses.

Then I'm going to find a backslash t, which is a tab, followed by an open parentheses, dot plus, closed parentheses, and then dollar sign, and that is going to find, from the beginning of the paragraph, any numbers followed by a tab, followed by pretty much anything, dot plus means any text, all the way to the end of the paragraph, and I'm going to change it to dollar sign two, which is the second part that it found, the text, followed by a tab, followed by dollar sign one, which is the first part of the text it found.

That's the number. Ready? Here we go! Change all, and we're back in business. So, we've created a table of contents using just the words and phrases that we want. Now, there's one really important thing that you need to watch out for when doing these kinds of grip fine changes. If you've applied local formatting, like font, or color changes to the text, it'll all get messed up, and that's because grip works on the underlying text separately from the formatting. It can be very frustrating, but if you format the text using automatic formatting, like nested styles or grip styles or format the text after you do the fine change, then it'll work just fine.

Find answers to the most frequently asked questions about InDesign Secrets .


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A: We publish a new tutorial or tutorials for this course on a regular basis. We are unable to offer a Certificate of Completion because it is an ever-evolving course that is not designed to be completed. Check back often for new movies.
 
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