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If you are working on a layout in QuarkXPress and you want to export it in PDF format, and have that PDF file contain bookmarks that are hyperlinked to various places in the document you can use Quark's List feature to create those bookmarks. In another movie I covered the List feature in depth. So right now, let's just have quick look at how you make a list in QuarkXPress and export it as bookmarks in your PDF. Under the Window menu, let's open the Lists palette. You'll see that there is already a list created in this document. The items in the list are all paragraphs in my document that have had a specific style sheet assigned to them.
As you can see by the structure of this newsletter, there are department heads here and then there are headlines for each story. So when defining the list, I chose the Styles from this list here, included them over here, and gave it a Level. The Level indicates which ones are indented under which other ones. In this case, we have the department names at the first level, and the headlines from each story beneath them on the second level. Now to actually use a List, you need to create a text box in your layout somewhere that can contain it. So on the last page of this layout, you'll find a blank page with a text box on it.
Before you build your list, it's important to update it. That way any changes that happened in your editing process will be reflected in the new list. So I'll click the Update button and now we're sure that this list contains all of the items that are currently in the layout. When I click Build, they appear in this text box. Now, as long as this text box is still on a page in the layout and that page is exported along with the PDF, the items in the list can become bookmarks in the PDF. That's an important thing to remember, because if you build this text box and say put it off on the Pasteboard, or you don't include this page, when you export it to PDF, the bookmarks won't appear in the PDF.
I think this is a really limitation and I hope that Quark addresses this in a feature update. So now we have everything in a document necessary for Quark to generate bookmarks and even hyperlinks in the PDF that we're about to produce. If we go back to Page 1, we can see that there are some hyperlinks that are included in it. We created those hyperlinks in an earlier movie and now they're ready for exporting into our PDF. To include them into the PDF, we simply go to Export Layout as PDF either here or under the File menu, or by Ctrl- clicking anywhere on the page where there isn't an item and choosing Export Layout as PDF.
In the PDF Export dialog, we give the PDF a name, we choose which pages we want to include in it, and if we like, we can choose one of these PDF Styles for output. It's worth noting that the Print and Screen styles include the settings for outputting those hyperlinks and those bookmarks. Let me show you what I mean. If I select the PDF Style named Print and click on Options, it will show me what's built into that style. When I click on Hyperlinks, it shows me that these are all enabled. Now, if you're creating your own output style, or you don't want to use one at all, just be sure to go to the Hyperlinks area or the Options dialog and include the Hyperlinks.
You can include subsets of Hyperlinks if you like, and if you have more than one list in your document, you can choose which list to use as well. Down here you control the Appearance of those hyperlinks when they are in the PDF. You can make the Frame, Invisible or Visible. And when someone mouses over one of those links, you can either do nothing or Invert, Outline or Inset the item that has the hyperlink on it. Over here you can control the look of the frame if it's visible, and down here you can determine what's going to happen, when they click on hyperlink and wind up in a different page in the document.
It can either inherit the zoom level that they are currently at, or it can force the document to fit into the Window, when they get to that hyperlinked place, or it can fit the width or the length. I usually just leave all the defaults turned on and click OK. When I click Save, Quark is going to generate a PDF and put it where I told it to, and then when it's done I can go and have a look at that PDF. Notice that when I mouse over this URL here, my Cursor changes to a little hand. If I click on it, it'll launch my Browser and display that webpage.
The other hyperlink we created is down here. If I click on that, it takes me to Page 2, where we had set an anchor location. Now, about those Bookmarks. To see Bookmarks in Acrobat, we need to click on the Bookmarks tab and it shows the Bookmarks panel. And now I need to point out a significant limitation to the Bookmarks feature in QuarkXPress if you create documents that have stories that jump from page-to-page and there is more than one story on a page. See in this newsletter, this department ends here and then jumps to the next page.
Then there is a new department here, a new department here, and a new department here and they all jump to different pages in the document. The problem with Quark's implementation of building lists and exporting the bookmarks is that it simply follows the page from upper left corner to lower right corner, and then it does the same thing on the next page, and the next page. So instead of having all the tips and tricks listed under this department head Tips & Tricks, it has the first three on the page and then the rest of them are down at the bottom. That means in an Acrobat, you have to select them and drag them back into place.
It's annoying but that's just how it works. If you're not familiar with bookmarks in a PDF what they do is take you to another location in the document when you click on them. I clicked on this story here and so it showed this story here. I use these hyperlink and bookmark features in QuarkXPress every month when I produce design tools monthly. They provide helpful navigation tools to people reading the newsletter in PDF format and because I use Paragraph Styles consistently throughout my document, it doesn't take much work to generate those bookmarks. If you've got documents that you distribute in this way, I encourage you to give it a try.
You may be delighted that the response that you get from your readers. Just be sure that before you give them the PDF, you delete that final page, so that you don't have your bookmarks list showing for no reason.
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