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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.
One of the main problems of having a number of documents in a Book panel is that they sometimes get out of sync. For example, I'll open up this Chapter 1 here, I'll move this over so we can see it better, and I am going to change the paragraph formatting for these headers. Let's say I'll change it to a Minion Pro, instead maybe make it little bit bigger, I'll change the Swatches panel to make it red, something like that. You know something really wacky. Then I'll go to the paragraph style, and I am going to actually redefine this style to be the formatting that I have applied here. Now some other styles are based on that ChapterHead style like the ChapterNumber up here, so that changed as well when I redefined the style.
But okay, let's say this is the way I want my document to look now. The problem is I would have to go through all of these other documents to make sure they have exactly the same formatting as this document, or else that's going to be inconsistent. That's where the synchronized feature comes in really handy. This little button at the bottom says Synchronize. Right now it's grayed out, because I only have one document selected in my Book panel here. But if I click in the blank area at the bottom of the Book panel, it becomes highlighted. I can also use Synchronize from the fly-out menu here. It says Synchronize Book. Now just so that I am totally clear here, the reason I clicked in the bottom area down here is to deselect everything. When you deselect all the items in this list, it's the same thing as selecting all of them, or I could select more than one of these. I am holding down the Command or Ctrl key, and when I have more than one selected in here, then the Synchronize feature will only apply to those one that are selected, but it's pretty rare that you need to do that.
So I just click in the bottom area, deselect everything, it says though I selected all of the items in that list, and I can now synchronize. Now what get synchronized? Well, let's go take a look. I'll go to the fly-out menu in the Book panel, and I'll choose Synchronize Options. And we can see the list of all the things that get synchronized, like Table Styles, Cell Styles, Character Styles, basically all the different styles, plus Trap Presets, Text Variables, Numbered Lists, and everything. Basically the only thing that is not synchronized by default are Master Pages.
Now what exactly does synchronizing do? Well, it takes the styles from what InDesign calls the Style Source, let me move this dialog box out of the way so that we can see this better, it takes the styles from the Style Source, which is whatever document has that little icon next to it in the Book panel. That's the Style Source, and it takes all the styles and lists and settings and so on, and it pushes them out into all the other documents. If the other document has a swatch, or style, or whatever of exact the same name, then it syncs it. That is, it makes it exactly the same as the Style Source, in this case Chapter 1.
Let's say Chapter 2 didn't have a paragraph style called ChapterHead. I think that's why it is called ChapterHead. Let's say it didn't have a ChapterHead in it. Well, then synchronizing it would force Chapter 2 to have that style. It would actually push it out into Chapter 2. Now what if Chapter 2 and 3 and the rest have other styles, or other swatches that Chapter 1 doesn't have, the Style Source doesn't have? Well, in that case InDesign leaves it alone. Synchronize will not delete anything out of the other chapters. It will only add to it or replace, basically synchronize styles and settings, and so on.
All right, let's see how this is going to work. I'll click OK, I come down here and make sure nothing is selected in the Book panel, all right, and now I am going to synchronize by clicking on this Synchronize button. It goes out, it opens everything, it synchronizes it, and then it tells me that the synchronizing completed successfully. I'll click OK, and let's go check it. I am going to double-click here on, let's say Chapter 4, look at that, it updated the style perfectly, and what about in Chapter 5? Yup, that one too. It updated the styles in all of those documents. Now I see some other changes I would like to make here, so I think I am going to go to the Master Page, open the Pages panel, and I am going to go to Master Page B, let's scroll over here, this chapter number I don't like where that is, I think I am going to move it down a little bit, move it over on this side, and then I think I'll set that to flush left instead, and I'll select it, and change its color, maybe we will set it back to black. That looks pretty good, and now we'll go to the paragraph style, and I'll update that style by using Redefine Style.
All right, so now that looks a little bit better. Just check it out on the document page, +1 to go to the first page of the document. That looks pretty good, I like it. Oops, but now I have to make that change to all the other documents. What I am going to do? Ah, our friend synchronize, the change I made was in Chapter 5, so I need to make this the Style Source. All I have to do is click in that left column, and that icon changes to there. Now Chapter 5 is the Style Source. Now, in this I've made two different changes, I changed the paragraph style, and I changed the settings on the Master Page, where something was on the master page. So I better go back to Synchronize Options, and I better turn on the Master Pages check box. I turn that on, and now it's going to sync everything. Click OK, make sure nothing is selected in this list, because I want to synchronize all the other documents, and then click the Synchronize button, and let's see if it works. It says it worked. Now let's check it out.
Go back to Chapter 1, hey, there it is. It updated Chapter 1, it updated Chapter 3, updated Chapter 2, it did all of them. Now synchronizing the documents in a really long book can take a while, the more files, the longer of course, but still it's far faster and more reliable than having to update all that stuff manually. In the next movie we'll look out another automation feature that saves you a huge amount of time, building a Table of Contents.
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