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Setting advanced paragraph numbering

From: InDesign CS4 Beyond the Basics

Video: Setting advanced paragraph numbering

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.

Setting advanced paragraph numbering

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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This video is part of

Image for InDesign CS4 Beyond the Basics
InDesign CS4 Beyond the Basics

90 video lessons · 24837 viewers

David Blatner
Author

 
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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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