Join Deke McClelland for an in-depth discussion in this video Using master pages, part of Up and Running with InDesign.
In this exercise, I'm going to show you how to exploit master pages, which allow you to repeat text and graphic elements over multiple pages inside of a document. You can also establish footers and folios which include page numbers. I'm working inside of a document called Repeating elements.indd. It's found inside the exercise files folder. And notice that page 1 of this document includes this header info, which shows me the name of my company, Grunbyte Inc., as well as this little text here, eco-friendly technology.
Now let's say I want to repeat that information on each and every page. Well, so far, I've failed to accomplish that. If I press Alt+Page Down, or Option+Page Down on the Mac, in order to advance to pages 2 and 3, you can see there is no header info. Now I suppose I could go ahead and copy that header and paste it onto each and every page, but not only would that be inefficient, it would also prevent me from making automated modifications to that header in the future. So what I'm going to do instead is place that header onto a master page. I'll press Alt+Page Up, or Option+Page Up on the Mac, in order to go back to page 1 and then, using my selection tool, I will draw a marquee.
Notice I'm dragging from an empty portion of the pasteboard up and over, all of that header info, and then I'll release. Now, that ends up selecting a little bit too much information. I select anything that was partially enclosed inside that marquee, which includes this blue bar down the left-hand side. I don't want it, so I'll press the Shift key and click on the blue rectangle to deselect it. All right, now I've managed to just select the header info. I'll go up to the Edit menu, and I'll choose the Cut command, or I could press Ctrl+X, or Command+X on the Mac, to send all of those objects to the clipboard.
Now let's bring up the Pages panel, which provides us access to the master page. Notice there is this item called A-Master right there. I'll go ahead and double-click on it in order to make it active. It's a single-page master page at this point, but notice that I have roughed in the footer and folio info. That includes the URL in the word Page. Now I'll go out to the Edit menu and I'll choose Paste in Place, and that will go ahead and paste those cut elements in the exact position from which I cut them. The problem is I cut that header from a facing page document, and I've placed it into a single-page master.
So I'm going to have to move it by dragging the selected elements over to the left, and I'm pressing the Shift key as well. In this case, that constrains the angle of my drag to exactly horizontal. Once the objects snap in the place, I'll go ahead and release, and then release the Shift key. Now we've got the header in place, but I need to go ahead and establish an automatic page number. So I'm going to press the Ctrl+Spacebar keys at the same time--that would be Command+Spacebar on the Mac--in order to get my Zoom tool, and I'll drag around this footer info like so, in order to zoom in on it.
And notice that I have the word Page, but I don't have a page number to go along with it. So I'll double-click to the right of the word Page in order to switch to my Type tool, and then I'll press Space in order to add a space character there. And then I'll add an automatic page number by going up to the Type menu, choosing Insert Special Character, then choose the Markers command--this one takes a little digging--then choose Current Page Number. Notice that you also have a keyboard shortcut, in case you're interested, of Mash Your Fist+N, and by mash your fist I mean you hit all the modifier keys, Ctrl+Shift+Alt--that would be Command+ Shift+Option+N on the Mac--and that goes ahead and creates a letter A. Now, why A? Because we're working on the A-Master page.
Once we see this page number on the other pages, it will automatically update to appear as one on page 1, 2 on page 2, and so forth. Let's check out if it's worked. I'll go ahead and double-click on page 1 in order to switch to that page, and then I'll go up to the View menu and choose Fit Spread in Window, or press Ctrl+Alt+0, Command+Option+0 on the Mac, in order to zoom out. And apparently, I didn't do what I wanted to do at all, because after all, I can't see the header or footer. Problem is that I haven't yet applied the master page to the pages inside the document.
So what I'll do is I'll go ahead, with page 1, selected I'll Shift+Click on page 8, so all the pages are selected here inside the Pages panel. Then I'll go out to the flyout menu icon in the upper right-hand corner of the Pages panel, click on it, and choose Apply Master to Pages. Now, because I have all the pages selected, I see the To Page range is set to 1-8, so that's good. Now I'll set Apply Master to A-Master like so and click OK, and notice what happens to my thumbnails. Right now, my thumbnails don't have any special markers inside of them, but soon as I click OK, I see little As in the corner of each one of the thumbnails.
That shows me that they're beholden. Each one of those pages is beholden to be A-Master page, and those master page elements are repeated on each and every page of my document. So there is the header info, and there is the footer down at the bottom. Now all is not as well as it might seem. I'll go ahead and switch back to my Selection tool, and then I'll press Alt+Page Down, or Option+Page Down, in order to advance to the next page spread. I'm going to hide the Pages panel for a moment, so we can see what the problem is. The header info looks just fine, even if it is a little bit bulky.
It does repeat on each and every page, and so does the footer, but the footer appears on the outside of the even page-- that is, page 2--which is a good thing, but it appears on the inside of the odd page. That's not I want. I want it on the outside of the odd page as well. So what I need to do is establish facing master pages. I'll go back to the Pages panel, double-click on A-Master, and then I'm just going to add a page to that master page by clicking on the Create new page icon down here at the bottom of the Pages panel, and that will add my missing right-hand page.
Now I'm going to go ahead and select all the stuff on the master page, and I'll do that by going up to the Edit menu and choosing Select All--you can also press Ctrl+A, or Command+A on the Mac. Now here is how you duplicate this information from one page to the next. You go ahead and drag all this selected stuff, and then you press the Shift key and the Alt keys at the same time. So that would be Shift+Option at the same time on the Mac. Now the reason we're pressing the Shift key is to constrain the angle of our drag to exactly horizontal. The reason we're pressing Alt, or Option, is to clone these objects as we drag them.
So we're making a copy on the fly. Keep those keys down, then release your mouse button, and then go ahead and release the keys. Now then, we still have the same old problem, which is that the footer and the folio appear on the inside of that right-hand page. So go ahead and click off the text in order to deselect it. Then click on that folio info, like so. And now we need to establish a guideline along the right-hand margin, and I'm going to do that by dragging a guide from the vertical ruler all the way across the page until it snaps into alignment with the outside margin of the right-hand page.
That gives me something to align to. Now I can go ahead and drag the selected text all the way over here to the right-hand side so it snaps into alignment with that guide. And then finally, what I need to do, with this text selected, I'll double-click inside of it in order to switch to the Type tool. Then I'll switch to my Paragraph Formatting Controls up here in the control panel, and I'll click on this icon in order to align the text to the right. Now I've got everything where I want it. I'll go ahead and press the Escape key in order to switch back to my Black Arrow tool. I'll bring up my Pages panel, and then I'll go ahead and double-click on the 2-3 page range in order to bring up that spread.
And I'll hide the Pages panel once again, and you can see, down here on the outside of page 2, we have the URL which is the footer and the folio in the form of Page 2 and then here on the outside of Page 3, we're repeating that footer and folio info, complete, by the way, with that page number. So the page number is going to update to reflect the number of each and every page. From this point on, we could make any changes we wanted to to those master page elements and they would be reflected here inside of our document, thanks to the power and automation of master pages here inside InDesign.
- Getting around a document
- Making text frames
- Creating paragraph styles
- Adding bullets and numbers
- Repeating elements with master pages
- Cropping and scaling artwork
- Wrapping text around a graphic
- Preparing a document for print
- Exporting a PDF file