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Like other page layout applications, InDesign allows users to control the appearance of every element on a page. It helps format elements with style sheets, which collect formatting attributes for easy replication. But that's where the similarities end. InDesign CS3 One-on-One: Style Sheets demonstrates why InDesign's style sheets are far more powerful than anything found in any other page layout program. Pioneering electronic publisher and author Deke McClelland goes to the heart of InDesign's style sheets, and discusses how they define and guide just about every other program feature. He covers how to format words, paragraphs, whole frames, objects, tables, and even entire stories with a single click. Exercise files accompany the course.
Download Deke's customized keyboard layouts for InDesign Style Sheets from the Exercise Files tab.
In this exercise, I am going to show you how to update the Figure Number style, so it will automatically sequentially update the numbers across independent stories. I am still working inside the document Chapter 6 spread.indd from the 05 Nested Numbered Folder that I opened in the previous exercise. The only difference is that I went ahead and duplicated this Figure 6-30 item to this location down here. So we have two figures that are currently numbered, Figure 6-30 that's a mistake, of course. We want them to update sequentially and incidentally, I am going to go ahead and double click inside of Figure 6-30 in order to set by blinking insertion marker and I am going to go over to my Paragraph palette and notice that it has this override, it says, Figure Number+.
Next to it, it has a local override and that local override even says, is that the list will start at a value of 30, continue from previous, no. So that's a mistake right, we need to go ahead and update that. So I am going to Alt+Click or Option+Click on the Figure Number item, so that it will start the list over again, so it will continue on from with the previous number. The only thing is, it doesn't think it's continuing from anything, so it starts at Figure 6-1. Alright, we are going to solve that right now. I am going to press Ctrl+Shift+A or Command+Shift+A on the Mac, in order to deselect that item down there.
I am also going to go ahead and press the V key, to switch back to the black arrow tool. Alright, let's go ahead and edit this Figure Number item right here inside the Paragraph Styles palette. So make sure you are seeing the Paragraph Styles palette. Double click on Figure Number and we are going to go down to Bullets and Numbering and when you are numbering across stories; that's where this List item comes into play. That's where you're basically overwriting how InDesign is sequentially numbering items inside of the document. So right now, List is set to Default, so you are just letting InDesign do its thing, where it continues that numbering from one occurrence of the style sheet to the next occurrence of the style sheet, over the course of a single story.
We are going to change that to create a New List and this is kind of weird. You can just basically create a list out of thin air and call it anything you want. We are going to call ours Figures and we want to continue the numbers across the story as long as they fall onto this Figures camp, which they will, as long as they are using Figure Number style. So we do want to continue number across stories. That's a good check mark, but the next one Continue Numbers from Previous Document in a Book that's not something we want to do. Now, I haven't discussed book inside the confines of this little micro series here, but inside of my InDesign CS3 One on One book, I certainly discuss how books work.
Basically books are combinations of documents where basically you are creating a long document and you have chapter 1, chapter 2, chapter 3 and then you combine them into a book and we don't want to- if we were to create multiple documents inside of a book, we wouldn't want to continue the numbering, because we want to reset the numbering at the beginning of each chapter. We would reset the numbering to 1. So I will go ahead and turn off this checkbox, this is where it comes down to, and so, we got one checkbox on and the other off. We have gone ahead and named it, whatever we decide to name it.
I am calling it Figures and I'll click OK and that's all it takes. Now if I click OK in order to accept the updated Figure Numbers on. You can see it's already happen back here in the background because Preview is turned on. You can see that it's now got Figure 6-31 and I will go ahead and click Ok, so it's now smart about jumping from one story to the next. I am going to go ahead and zoom-out here, so that we can take in more of this document. I will hide the Paragraph Styles palette and I need to go ahead and duplicate this figure over to this location right there, and you don't necessarily have to duplicate it.
You could create a new text block, assign it that same Figure Number style sheet and enter a period and it would go ahead and do it's thing. It would go ahead and update the numbers well, but it's just so much easier just to duplicate it. So I am going to go ahead and Alt+Drag or Option+Drag with a black arrow tool. Alt+Drag or Option+Drag this story, in order to create a duplicate of it. Then I will move it in a position and you can see, once I click off of it, it is indeed numbered Figure 6-32, quite automatically. It's an amazing thing. InDesign's ability to automatically update these figure numbers for you.
Now it can go a little bit awry, so you have to keep your eye on things just to make sure it's getting the sequence of your stories right, and I will show you how to address that and I will also show you what doesn't work, what you can't automatically number inside of InDesign, in the next and final exercise of the chapter.
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