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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 final exercise of the chapter, I am going to show you what can go wrong with our automatic numbering scheme when we are sequentially numbering paragraphs across different stories and I will also show you what we can't automate where numbers are concerned inside of InDesign. I am working inside of a catch-up document called the automatic figs.indd found inside the 05 nested numbered folder and it includes the highly automated Figure Number style sheet but now see what can go wrong. Notice that currently if I go over to the left hand page, I have got Figure 6-30 followed by Figure 6-31 just as it should be, and then over here I have Figure 6-32; great. But let's say I am sort of messing around with the page's design and I decide to marquee, I have got my black arrow tool selected, I decide to marquee both the figure caption and the figure itself and I will go ahead and drag these items down like so after selecting them. And I am pressing the Shift key so that I am constraining the angle of my drag to exactly vertical, and so I am moving the figure to the bottom of the page.
Then I think, you know what, I actually want two figures on this page. That's going to work better. So I will just go ahead for purposes of just creating a place holder, I will press both the Shift+Alt keys, that would be the Shift+Option keys on the Mac, and I will drag these guys upward like so. They are both still selected and because they have the Shift key down of course, I am constraining the angle of my drag to exactly vertical because I have the Alt or Option key down, I am creating a clone. I am going ahead and copying these items on the fly and notice just by virtue of the order in which I worked, of course I could have worked in a different order if I wanted to, but by virtue of the order in which I worked, I have got a 6-30, followed by 6-31 and then over on this page, 6-33 followed by 6-32. And that's obviously, wrong, right? This has to do with the order in which I created the items on the page.
So the items on page 199 are always going to follow the items on page 198 which are always going to be numbered sequentially after the items on page 197 and so on. As long as they are in different pages, you don't have to worry about them. But when they are all on the same page, then InDesign numbers the paragraphs in the order in which you created them; this is not stacking order or layering order or anything like this. This is actually the order in which you created the items. So what you are going to have to do is go down to Figure 6-32 right here, let me zoom in on a little bit here, grab the Figure 6-32 caption, go ahead and cut it by pressing Ctrl+X or Command+X on the Mac.
You could have also gone to the Edit menu and you could have chosen the Cut command if you wanted to. Now having cut it, I am going to choose Paste in Place- this would be Ctrl+Shift+Alt+V or Command +Shift+Option+V on the Mac- and notice that goes ahead and pastes it afterwards so this becomes later in the order, sequentially on a page. And because this item was introduced later, it now becomes the last item and it becomes numbered later on the page that is to say. So it's Figure 6-33 which follows 6-32, just as it ought to in the grand order of things.
Now what can you not number? That's a little bit of troubleshooting there. What about cross-references inside of the text? Those you cannot automate. There is just no way to pull that off. That's because you can't say that this Character Style follows another Character Style or something along those lines. InDesign isn't that smart yet and also you can't create a live link between this cross-reference and the figure caption below. So what you have to do in this case is you just have to manually update these items like I would change this guy to Figure 6-30 and the one that currently says 6-Y needs to be changed to 6-31, oops. Let's go ahead and change it to 6-31, not any other characters.
This guy, that's 6-Z needs to be 6-32 and then this guy down here that's 6-4 should be 6-33 and so on. Also if you are referencing other page numbers inside of a document, unless they are like continued on page numbers which are a completely different scenario, but if they are- basically, if you are referencing a completely different part of your book or your document or something, then you will have to manually enter those page references as well. So we will see if one day that kind of stuff gets automated but it hasn't been automated inside of InDesign CS3. Still, it's a very rosy scenario.
So we see how Nested Styles are going to save you a ton of time and Automatic Numbering is not only going to save you time but it's also going to ensure accuracy inside of your numbered documents.
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