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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 the last movie, we added a bunch of documents to the Book panel. Let's go ahead and open that Book panel from the Exercise folder. I will go to File, choose Open, and then choose the INDB file. That's the Book file, and click Open. Here we go. This has all of the documents that we wanted in the book. In this case, each of these documents are chapters in a longer book and we want the page numbers to update properly so that where one document's page number ends, the next begins. The good news is that InDesign has already done this for us automatically. Take a look.
This one is a six page document and I can see that by looking in this second column in the Book panel, the ChocolateBook_TOC goes from page 1-6. Then a second document in the panel, which is actually labeled chapter 1, starts on page seven. You can open a document in a Book panel just by double-clicking on its name. I will double-click on that, it opens up and let me open up the Pages panel and we can see that this document begins on page seven. In this case, because its chapter 1, I actually wanted to start on page one, so I can overwrite the page numbers. I simply select the page and then go to Numbering & Section options from the Page panel menu.
Instead of choosing Automatic Page Numbering, I am going to change this to Start Page Numbering at, and I will just type the number 1. I want this document to begin on page 1. I'll click OK and it updates here and we can see that it updates in the Book panel as well. Now my TOC, this is my front matter document, I would really in Roman numerals, not Regular Arabic numerals. So I am going to change the numbering for this document. Instead of opening the document and then going and grabbing the Numbering & Sections dialog box out of the Pages panel, there is little shortcut you should know. And that is, just double-click on the page numbers in the Book panel.
That opens the document and opens the dialog box for you. In this case we do want it to start on page 1, but not in Arabic numerals rather in Roman numerals. So I will choose that from the Style pop-up menu. I talked about many of these other features in the Essential Training title, and I am going to be talking about Chapter Numbering in a movie later in this chapter. I'll click OK and you can see that the Book panel immediately updates from page i to vi. Same thing here in the Pages panel, i to vi. In general, when you are editing a book, you always want to open it from the Book panel or at least while the Book panel is open. Let me show you what happens if you don't do that. I'll close this document and I'll save it. I will close this document and save it and I will open one of these other documents, let's say, chapter 3.
If I open it while the Book panel is open, I have no problems. For example, I will just select this text frame and just nudge it a little bit and then save it and close it. No problem, it updates just fine, but now let me show you what happens if the Book panel is closed. Of course, whenever there is a change to the Book panel, it's going to ask me if I want to save that Book panel on disk. I say, sure, save that file and then open that chapter 3 one more time. Now I am going to do exact the same thing. I am just opening it, but while the Book panel is closed, nudging it over little bit and then saving it and closing it. Now, I am going to go back and open that Book panel again. Look what happened. I am going to close the welcome screen here so it's not so distracting. See that alert, why is that there? Well, whenever you make a change to a document when the Book panel is closed, the Book panel, next time you open it, sees the change was made, but it had no idea of what you did. You could have added 100 pages to that document and it wouldn't know.
So just in case, it gives you an alert, next to the page numbers, saying I don't know if this is correct. If this page number is correct or if any of the other page numbers after that is correct. So we better check it out. There are two ways to get rid of that alert. One is, just open a document while the Book panel is open and suddenly InDesign sees it and it can take care of it. The second way is to go to the Book panel fly-out menu and scroll down to Update Numbering and choose either Update Page & Section Numbers or Update All Numbers. Either one will work. In this case, I will just choose Update Page & Section Numbers.
InDesign does a quick search of all the documents, opens them, checks them out, closes them, and it sees, nope, there is no problem. David didn't add any pages or removed any pages; we can leave the page numbers alone. Let's look at these page numbers little more closely. The front matter ends on page six in Roman numerals, chapter 1 begins on page 1, which is going to be a right hand page and ends on page 3, which is also a right hand page. Now look what happens at the beginning of chapter 2. It starts on page 4 immediately after 3, right? Now let's double-click on that and open it and we can see that InDesign actually moved this around to start the first page on a left hand page.
Now that might be what you want or it might not be what you want. A lot of people don't want their chapter starting on a left hand page. Well, InDesign gives you control over that. In the Book panel fly-out menu, I am going to scroll all the way down to the bottom, down to Book Page Numbering Options. So I will select that and we can see that the Book Page Numbering Options dialog box lets us continue all of our pages from the previous document or continue it on the next odd page or the next even page, you have control over that. I am going to say I always want it to start on an odd page, so they should not start on a left hand page, they should start on a right hand page.
In an instance like this, where it ends on a right hand page and it's going to start on a right hand page, go ahead and insert a blank page for me. Because this checkbox is turned on, it's actually going to add an additional page to chapter 1. The last item in here, Automatically Update Page & Sections Numbers, is what we have been seeing there. Every time I make a change to a document, it updates all of those page numbers for me. That's usually a good thing. But on the other hand, sometimes you want to have that turned off. For example, sometimes when I am working on a lot of chapters on opening them, editing and closing them and so on, it just slows me down too much to have that on, because that's annoying that InDesign is constantly checking out all my page numbers.
So I turn it off in this dialog box. I make all my changes. And then at the end, I use that Update Numbering feature that we saw just a moment ago to force all the numbers to update, or I come back here and turn the checkbox back on. So that's helpful as well. Now the other reason you might want to turn this off, I should mention is that sometimes you might want to put a bunch of InDesign documents together into a Book panel that are not actually chapters in a book. For example, you might have a client with ten different documents. You have created ten different documents for one client. They have nothing to do with each other, other than they're the one client's documents. You can put them all together in a book just to keep track of them. But you do not want the Book panel to be changing the page numbers for those documents.
So no problem. Before you put the documents into the book, open up this Book Page Numbering Options dialog box. Turn off that Automatically Update Page & Section Numbers checkbox, and then add those documents to the Book panel. The Book panel then becomes almost like an Asset Manager. It keeps track of all those documents, so they are easy to find later. So we will be talking more about that in later movies in this chapter. But it's a really helpful thing to know about the ability to turn off that Automatically Update Page & Section Numbers checkbox.
In this case, we want to leave it turned on, but we do want it to stop making the first pages of our document start on an even numbered page. So I have set that radio button, click OK, let's see what it does. Great, much better! We can see that now chapter 1 goes from page 1-4 instead of 1-3. Remember, it added a blank page for us, which is great, and chapter 2 starts on page 5, so we no longer have a left hand page chapter opener. As you can see, InDesign's Page Numbering is quite simple though it has some real depth to it. In the next movie, we will take numbering a step further and look at how you can make use of that Chapter Numbering feature.
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