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When you are working with a book it's common to want to together a table of contents and maybe even a list of figures used in the books. Similarly if you are working on a catalog you may want to put together a list of items in the catalog. QuarkXPress can do that all for you using the Lists feature. The Lists feature collects all the text items that have been styled with particular style sheets and puts them in a list along with their page numbers. Let's open a book project and make a list in it. Under the File menu we choose Open and we choose the Book Project called Medical Essays, it opens the Medical Essays palette that list all the chapters in the book. I'm going to double click on the first chapter and that will open the Front matter.
The easiest way to make a list is to open the Lists palette. It's under the Window menu > Lists. It opens as a free floating palette but you can also dock it to any group of palettes by simply Ctrl- clicking or right-clicking on the title bar of that palette and choosing what you want to add to it. In the Lists palette you can either click right on this Corner menu and choose New List or you can Ctrl or right-click right on that can choose New List. There it will list the style sheets that are active in the current layout. It gives your list a new name. Let say we want table of contents. We'll call it Table of Contents and then we'll choose a style sheet that is tagged to the items we want to include in the list.
From here I would like to choose the chapter number and under that I would like to have a secondary entry that list the title of the chapter. You can double click it or you can click the arrow to move it over there. Now that you have a styles that you want to include in the list, you can select a style and decide which level you would like it to appear in the Table of Contents. I'm going to make the title up here in the level 2 which means it will indent underneath the chapter number. The next column indicates whether you would like to have the text included with its page number or not.
For the second level I don't want the page number, but for the first level I definitely want to have the page number after the text. Over here you can choose a style sheet from your document to apply to this particular Table of Contents or this particular list when its built and formatted on your page. For this list I'm going to choose body text for the first level and I'm going to choose origin for the second level, because I know that they are regular and then italic. In a real project you would probably built style sheets specifically for the list that you are creating.
I'll click OK now and then I want to add this list to all the other chapters that are in the book. That way they are all link together and can show up in one continuous list. To do that I'll go to the Books palette, click to deselect all of them and then I'll click the Synchronized button to synchronize all of them. Here I just want to synchronize the lists, so I'll select the list, move it over to this field over here and click on OK. Its going to warn me that some things might be added. Fine, I want all that stuff and now the definition of that list has been added to all the other chapters. Let's click on Chapter 1 to see what it looks like, Table of Contents.
Now notice that the Lists palette you can show a list for the current layout or if you have a book project open for the book project so I'll select Medical Essays here and click Update. So let's switch back to the Front matter and build this list as a Table of Contents. I'm going to switch to the page that we want the Table of Contents on, click in the text box that we wanted to be at, get rid of our placeholder and click Build. Now here is my Table of Contents ready to be formatted with the chapter numbers and the page numbers and the chapter titles.
Now this is actually really handy because I notice here that there are some formatting that wasn't taken care of in Chapter 1. This title is still in all caps, so we just use the Book palette to go to Chapter 1, select all the text with four clicks, go to the Style menu > Change Case > Title Case. Now even though it is styled as all caps on the page, the actual letters are typed in upper and lower case and I can check that in the Lists palette by clicking Update and notice that now its in a upper and lower case. So now I can switch back to my Front matter and look at it and when I click Build it will warn me it's about to replace this list on the page and I can click Replace.
If I click Insert, it will build a new one right where in my cursor is, but let's click Replace and now there it looks the way we wanted it. Now we just built a Table of Contents using this Lists feature you can use the Lists feature to build any list of any items on a document that are all styled with the same style sheet, so for example you could use it for a list of figures or a list of photos or illustrations and in addition these list items can be automatically converted into Bookmarks when you export to a PDF file.
That way your readers can look through the Bookmarks and click on one to be taken directly to that item in the PDF and we'll cover that in the PDF chapter.
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