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I covered making autonumbered lists in the Essential Training title, and that should be all you need for a basic list, like if you want the numbers and paragraphs in a story. But what if you want to list up some figure numbers or headings, and those paragraphs aren't in the same text frame? In fact, maybe they are spread over multiple documents across the book. InDesign can handle it with a feature called List. First, let's preview how to add Autonumbers. I am going to zoom in on this table down here, and I would like to add numbers for each one of these cities. I'll open the Paragraph Styles panel. I am going to edit my Table Data style by right clicking on it or Ctrl-clicking with the one button mouse, and choosing Edit > Table Data. I'll choose the Bullets and Numbering pane, and I'll turn the List type from None to Numbers. Because the Preview check box is turned on, you can see that I have numbers in each one of these paragraphs, and I will click OK, and you see all of those cells now are numbered.
Let's try that same technique on a different spread. I will press Command+Option+0 or Ctrl+Alt+0 to go back to fit spread in window, and Option+Page Up a couple of times, or Alt +Page Up to move to a different spread, and now let's zoom in on this text over here. Here we go. I have got some text at the top of each one of these figures, and I would like to number those as well. I will double-click on that text, and I can see that this is the fig head paragraph style. So now I will edit that style, do the same thing by going to Numbering, changing it to Numbers, and I better change this formatting a little bit, because I don't want that tab in there. I am going to remove the tab, and I will change the character style to the Autonumbering numbers styles here.
That's what I had over in the other table before as well. Click OK, and we can see that now it's numbered. This is number 1, this is number 1, and if I pan down, this too is number 1. Oh! What's going on there, why is it different? The difference is that these are three different text frames. They are not threaded together; there is no link between them at all. So InDesign has no idea that I want this to be 1 and this to be in 2, and so on. In order for InDesign to know that if there is a relationship between these, I need to create a list, and there are various ways of doing that, but I think the easiest way is just to edit this paragraph style one more time. I'll go back to the Bullets and Numbering pane, and I can see that the List pop up menu is set to Default. Well, that's my problem right there; each one of these begins with the brand new default list.
I can change that however by choosing New List from this pop up menu, and giving it a name. It doesn't matter what I called it really, as long as it is a unique name. I'll call this one Image list. Note that you have two options here, Continue Numbers Across Stories, that is what we want, and Continue Numbers from Previous Document in Book. That's going to be really relevant when we talk about long documents in our later chapter. I'll click OK, click OK to close this Paragraph Style Options dialog box, and suddenly you see that it updates. This is one, this is two, and there is three.
So list your way to link together seemingly unrelated text frames, so that their numbers increase sequentially. I love this list feature, because it automates something that would otherwise be incredibly tedious to manage myself.
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