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Organizing style sheets

From: InDesign CS3 One-on-One: Style Sheets

Video: Organizing style sheets

In this exercise, we are going to take a tour of a style document, a document that contains several Paragraph Styles, as well as several Character Styles. We are going to examine how the document is put together. We are also going to take a look at how you can clean-up style sheets inside of a document, just to keep things tidy. Because often times, once you start taking advantage of style sheets, you will see that it's very easy to just absolutely create 20, 30, 40, 50, even a 100 styles inside of a document, no kidding. That can get pretty darn overwhelming, especially if you are trying to handoff the document to be used by other people and they are scratching their heads trying to figure out how it works.

Organizing style sheets

In this exercise, we are going to take a tour of a style document, a document that contains several Paragraph Styles, as well as several Character Styles. We are going to examine how the document is put together. We are also going to take a look at how you can clean-up style sheets inside of a document, just to keep things tidy. Because often times, once you start taking advantage of style sheets, you will see that it's very easy to just absolutely create 20, 30, 40, 50, even a 100 styles inside of a document, no kidding. That can get pretty darn overwhelming, especially if you are trying to handoff the document to be used by other people and they are scratching their heads trying to figure out how it works.

So, a little bit of clean-up out front, just to give you a real world sense of what you will be doing inside of your documents. This document that you see on screen right now is just a single page long and it's called Page 191.indd. It's found inside of the O4Charstyles folder, that is C-H-A-R styles, short for Character Styles. This document is a slightly modified version of Page 191 from my Photoshop CS3 One-on-One book. All of my books, by the way are laid out in InDesign. So, the books tend to be real world projects themselves.

Alright, so notice where this document is concerned that there is a fair variety of paragraphs going on, not that many, but a handful of different kinds of paragraphs. Let's go ahead and bring up the Paragraph Styles palette, which I could do, of course by pressing the F11 key or just bringing it up from the palette columns over here on the right side of the screen. I am going to double-click inside of this headline right here and you can see that is styled with the Head-A style. I have got keyboard shortcuts, all of which involve Ctrl+Alt and a number on the keypad or Command and Option on the Mac.

Directly below that, is a Paragraph Styled in the Body style right there, indicating body copy and below that, is a paragraph that is styled with a Step style right there. If we go further down, we will see this paragraph at the bottom that is formatted with the Tip style. Most of the paragraphs, notice five in all, are formatted as Steps. So, if I click up here or here, here, here and here as well, steps 29, 30, 1, 2 and 3 are all formatted with the Step style. Then if I move over to the side, you can see that I have got a paragraph formatted.

I will go ahead and zoom-in on it here, this Figure caption right there. That's formatted with the Figure caption style. There is a little bit of an Override going on and that is that I have made this text flush right, instead of flush left. Now, I created this style back in Photoshop CS2. Photoshop CS3 now allows you to align text to the outside of the page, outward from the spine. So, I could have actually taken care of that if I wanted to. Then towards the bottom, let's go ahead and scroll to the bottom of the page, you can see that this text down here at the bottom is styled with the Footer style and then next door, we have page 191 which is formatted in the Folio style.

Now, fair enough, that's all of the paragraphs inside of this document. That does mean that we didn't use all of the styles in the Paragraph Styles List. I am going to go ahead and press Ctrl+Shift+A or Command+Shift+A on the Mac to deselect everything. Now, let's say you want to get to the bottom of it. You want to figure out exactly which styles didn't get used inside of the document, then you would go over to whichever styles palette you are working with because the command I am about to show you, occurs inside the Paragraph Styles palette, the Character Styles palette, the Object Styles palette and so on. So, I am going to make sure I am in the Paragraph Styles palette.

I am going to click on the little Palette menu icon there and I am going to choose this command, Select All Unused and it will go ahead and select all of the unused styles. Now, you can see Basic Paragraph up here didn't get used, fine, that's the default style. Then lower down, we have Pearl Label and Pearl Body. Well what the heck are those, these are style sheets that I assign to my Pearls of Wisdom which appear throughout the book, they just don't happen to make an appearance on this specific page. Now, let's say you want to delete these styles; you don't always want to delete your unused style. In fact more often then that if you have put together a well organized template, you don't want to delete these unused styles because you might use them, I mean they are there for a purpose.

But what if this is somebody else's document and they have made a mess of things and they have added all kinds of styles you don't need. Then you might want to just go ahead and delete the debris. Now, I should be able to click on the Trashcan, I can't though. Notice that the Trashcan is grayed and if I hover over it, I get that little Ghostbusters icon. That's telling me that I can't delete the styles and the reason is because I have Basic Paragraph selected. You can't delete the default style. So, you are going to have to Ctrl+Click on that style or on the Macintosh side of things, Command+Click on that Basic paragraph entry right there.

In order to deselect it, now notice the Trashcan is available to me, I will click on it and that will delete those unused styles. Here is something else you might want to think about doing. You can group styles into folders, into little sets, if you want to. Notice these items that are called Folio and Footer, that have bar characters in front of them. The idea there is those are styles for items that would appear on the master page. So, we are not going to use them very often. I might want to take Folio and Footer and actually group them together to get them out of the way and I would group them together by selecting them.

I could click on this little folder icon to add a group. Notice it says Create new style group, but if I do that, I will create a new style group but I won't put Folio and Footer inside of them. What I prefer to do instead then, is to go ahead and undo that maneuver there. Shift+Click on Footer, so I have got both Folio and Footer selected, then go up to the Palette menu and I will choose this guy, New Group from Styles, meaning from the selected styles and then I will go ahead and put those guys in this group and I get to name the group as well. So, I will call these Master page items or something like that or even better Master page styles.

Then I will click OK and notice that I have got this Master page styles folder that contains Folio and Footer. I can go ahead and twirl that folder close in order to tidy things up. So again, a way of organizing these styles, it may just seem like so much busy work, it's not, believe me. Once you start creating style documents and handing them off to other people, you are going to find that you want these documents to be as well organized as possible, so other people can figure out what's going on. In the next exercise, we are going to take a look at the Character Styles that I have created inside this very same document.

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This video is part of

Image for InDesign CS3 One-on-One: Style Sheets
InDesign CS3 One-on-One: Style Sheets

89 video lessons · 10852 viewers

Deke McClelland
Author

 
Expand all | Collapse all
  1. 49m 7s
    1. How style automation works and why every file needs it
      2m 26s
    2. Installing the DekeKeys shortcuts
      3m 58s
    3. Meet the Eyedropper tool
      5m 43s
    4. Using the "loaded" Eyedropper
      2m 23s
    5. Loading new attributes
      1m 33s
    6. Lifting some attributes (and not others)
      4m 19s
    7. Eyedropper FYIs
      4m 51s
    8. The five kinds of style sheets
      3m 16s
    9. Meet the paragraph style
      2m 46s
    10. Applying the Find/Change command
      3m 41s
    11. The style sheet domino effect
      4m 10s
    12. Meet the object style
      4m 19s
    13. Appending a paragraph style to an object style
      2m 5s
    14. The power of the local override
      3m 37s
  2. 30m 5s
    1. The most common and useful style sheet
      40s
    2. Creating a paragraph style
      3m 57s
    3. The Paragraph Style Options dialog box
      3m 56s
    4. Assigning a keypad shortcut
      3m 9s
    5. The better way to create a style
      1m 30s
    6. Basing one style on another
      3m 16s
    7. Assigning a Next Style setting
      2m 31s
    8. Creating a closed style loop
      1m 40s
    9. Using the Quick Apply function
      3m 30s
    10. Formatting an entire story in one click
      2m 43s
    11. Auto-formatting as you type
      3m 13s
  3. 20m 44s
    1. Style sheets are dynamic
      39s
    2. Changing the font for multiple style sheets
      4m 29s
    3. Updating a shared attribute
      2m 24s
    4. Type style, skew, and tracking
      4m 12s
    5. Clearing and integrating local overrides
      3m 6s
    6. Removing widows with Balance Ragged Lines
      2m 47s
    7. Additional tricks for clearing overrides
      3m 7s
  4. 35m 13s
    1. Styling words, numbers, and symbols
      1m 16s
    2. Organizing style sheets
      6m 14s
    3. Character styles protect overrides
      5m 21s
    4. Creating a character style
      3m 44s
    5. Prioritizing style sheet shortcuts
      5m 24s
    6. Applying your new character style
      2m 51s
    7. Updating two styles in one pass
      4m 24s
    8. When in doubt, be obsessive
      5m 59s
  5. 1h 17m
    1. Character styles on steroids
      1m 15s
    2. Repeating style elements
      4m 0s
    3. Establishing a nested style
      3m 32s
    4. Setting the range of a nested style
      4m 3s
    5. Troubleshooting the nested range
      6m 49s
    6. Assigning automatic numbers
      2m 13s
    7. Assigning automatic bullets
      4m 49s
    8. Starting and restarting numbered sequences
      4m 16s
    9. Nesting a number or bullet style
      4m 45s
    10. Setting precise guidelines
      6m 24s
    11. Right-aligning numbers
      7m 31s
    12. Center-aligning bullets
      4m 10s
    13. Auto-numbering figures
      3m 0s
    14. Creating a custom Number setting
      4m 18s
    15. Specifying a chapter number
      3m 9s
    16. Numbering across threaded frames
      4m 5s
    17. Using a "list" to number across stories
      4m 29s
    18. What you can and can't do
      4m 37s
  6. 53m 18s
    1. If you make tables, listen up
      1m 1s
    2. A tale of two tables: Introducing the document
      2m 15s
    3. Creating a cell style
      5m 8s
    4. Adjusting the Inset values
      3m 37s
    5. Formatting the body of a table
      4m 22s
    6. Creating and applying column styles
      5m 32s
    7. Creating an all-inclusive table style
      4m 42s
    8. Converting and styling a table
      4m 49s
    9. Fixing formatting errors
      4m 21s
    10. Fixing row height and column width
      5m 25s
    11. An argument for independent cell styles
      2m 33s
    12. Making a dependent cell style
      3m 26s
    13. Selectively applying a cell style
      6m 7s
  7. 1h 10m
    1. The convergence of very nearly everything
      1m 18s
    2. Updating a style from the Find Font command
      4m 24s
    3. Step, Repeat, and Distribute
      4m 57s
    4. Adding text; removing style
      3m 3s
    5. Object-level formatting attributes
      3m 48s
    6. Creating an object style
      3m 43s
    7. Creating paired paragraph styles
      6m 28s
    8. Nesting paired paragraph styles
      3m 9s
    9. Inline and above line graphics
      5m 19s
    10. Creating an anchored object
      6m 29s
    11. Viewing frames and threads
      3m 52s
    12. Creating an anchored object style
      3m 48s
    13. Establishing anchored object defaults
      3m 44s
    14. Problems? Fit the frame to the contents
      4m 35s
    15. Employing a highly selective object style
      5m 27s
    16. The best way to anchor objects
      2m 23s
    17. Moving and anchoring text and objects
      4m 4s
  8. 1m 7s
    1. Goodbye
      1m 7s

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