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Setting page numbering across books

From: InDesign CS4 Beyond the Basics

Video: Setting page numbering across books

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.

Setting page numbering across books

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.

Show transcript

This video is part of

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

90 video lessons · 24748 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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