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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 most multi-document books, that is, documents combined in a Book panel, each file has some logical unique identifier. For example, if you are laying out an actual book, each document might be a single chapter with a chapter number. In a catalog each file might be a section of the catalog, like Section A: widgets, Section: doo-dads and so on. But what happens to your numbering if you suddenly need to rearrange the files and put doo-dads first? Well, it's no big deal if you have been using automatic chapter numbering. Here is how it works.
First, I need to tell InDesign which chapter number this document is. So I have the document open, and I have the Book panel open, it's also docked right now in the Doc panel. I am going to double click on that page number in the Book panel, just as that shortcut to open the Document Numbering Options dialog box. Now, at the bottom of that dialog box is the section called Document Chapter Numbering. This lets me tell InDesign what chapter number this document is. First, I can tell it what style it should use; Arabic numerals or numbers with zeros in front of them if I need that, or letters, Roman numerals, whatever.
I am going to just use these regular Arabic numerals. Now, do I want to use automatic chapter numbering, which it usually is, or start a chapter numbering at some number? In this case I am going to tell InDesign to start this chapter, which is Chapter Number 1 in my book, at Chapter Number 1. The subsequent chapters after this I am going to specify as automatic chapter numbering. That way it will base its chapter number off the previous document in the book. Now, there is another option here that says Same as Previous Document in the book. You might use that if you have a really, really long chapter that you needed to break up into two or more chunks, two or more documents inside the Book panel; perhaps there might be two or three Chapter 1s in here, and you need them all to be part of the same chapter number. In that case you would use Same as Previous Document in the book.
All right. I am going click OK. It doesn't look like anything has changed here, but it does now know that this is Chapter 1. I am going to put the phrase Chapter 1 up here. I can see that it's a dotted line around this text frame, so that means it's on a master page. So I will open my Pages panel, move this down a little bit, and I can see that master page B is the first page. So let's go put it right in here. I will double click inside this text frame; this is Chapter, and now I need the automatic chapter number. How do I get that? Well, it's not a special character, like a lot of people think. A lot of people go looking for it in the Insert Special Character pop-up menu, but it's not there. It's actually a text variable. We are going to use a variable called Chapter Number.
Now, if you don't have a Chapter Number variable for some reason on your document, you can define your own by choosing Define, clicking New, and then setting the Type pop-up menu to Chapter Number. Anyway, I am going Cancel out of this because I actually do have a Chapter Number variable in here. So I will just choose Type > Text Variables > Insert Variable > Chapter Number, and there it is, my Chapter 1 inside the text frame. Let's go back to that document page by double clicking on it, and we can see that it shows up there on the document page.
Now, let's go do Chapter Number 2. I will double click on the page numbers of Chapter 2, which opens up the Document Numbering Options dialog box for Chapter 2, and this one I am going to leave set to Automatic Chapter Numbering. Looks good. I click OK, and let's go ahead and add that chapter on the master page 2. Now, in this case I am going to do Cmd+ J or Ctrl+J on the Windows, press b. So I go right to master page b, and this one, one more time is Chapter. Let's go get our variable. Insert Text Variable > Chapter Number, and we can see that it says Chapter 1. So what's going on there? Why is it not smart enough to know that this is Chapter 2 yet? Well, here is the thing. It does not update these chapter number variables until we force it to. So let's go back to page 1 of this document. Oh, that's right; it says there is no such page as page number 1, right? This is a perpetual problem when you are using Page Numbering. This document starts on page 5, not 1. So instead, I am going to go to page +1. Remember that plus? Doesn't mean add 1, it just means the absolute page 1. In other words, the first page of this document.
Let's click OK. We can see that it says Chapter 1 here. Now we need to force InDesign to go through and update all our chapter numbers. You can do that in the Book panel flyout menu by choosing Update Numbering, and then choosing Update Chapter and Paragraph Numbers, or Update All Numbers. I will go ahead and update everything that it can possibly update. Click that. It goes through the whole book and it updates it to Chapter 2. Now, it doesn't look like it got updated to Chapter 2, but remember that old thing that I mentioned in the Essential Training title, text variables do not update by themselves, they only update when they redraw the screen.
So I need to either go to a different page and come back or do something different, like maybe go into Preview Mode; I will try that. Go into Preview Mode. That's all it took, you just needed to redraw the screen, and then I will go back into Normal Mode and you can see that it's now two. Text variables are wired that way. So these chapter numbers, they are automatic, or you might call them semiautomatic, because they are keeping track of the chapter numbers behind the scenes, but later on if you refigure the chapters; if I move chapters around or move chapters to the end of the document or whatever, I would still have to use that Book panel flyout menu to update the chapter numbers throughout the book.
Now, not everyone needs chapter numbering, even when making books, but it is a small convenience that can make your workflow go easier, especially when chapters or sections have to be rearranged. Nevertheless, these are still only chapter numbers not names. In the next movie we will look at how you can name your chapters, and even better for some folks, have more than one section name within a single document.
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