advanced indesign techniques
TRANSCRIPT
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Advanced InDesign Techniques
Creating Tabs, Books, Table of Contents, and Indexes
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Agenda
Module 1—Tabs Module 2—Creating Books Module 3—Creating a Table of Contents Module 4—Creating an Index
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Advanced InDesign Techniques
Module 1—Tabs
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Working with Tabs
Tabs position text at specific horizontal locations in a frame.
Tabs apply to an entire paragraph. Use the Tabs palette to set or adjust tabs.
Click on Type > Tabs
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Using the Tabs Palette
Tab alignment buttons Left-justified tab Center-justified tab Right-justified tab Decimal (or special character) tab
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Using the Tabs Palette
Tab position Lists the exact horizontal position of the selected
tab
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Using the Tabs Palette
Tab leader box The character you type in the leader box will
appear in a repeated pattern in front of the text that uses this tab.
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Using the Tabs Palette
Align On box This box only works with the Align to Decimal
tab. It allows you to choose any character with which to align your tab … not just decimals.
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Using the Tabs Palette
Tab ruler Shows the location of your tab(s)
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Using the Tabs Palette
The magnet Aligns the tabs palette ruler with your text Scroll through your document to display the
top of the text frame, then click the magnet icon.
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Setting Tabs
1. Press the Tab key in the text where you want to add horizontal space.
2. To specify which paragraphs will be affected, select a paragraph or a group of paragraphs.
3. For the first tab, click a tab-alignment button in the tabs palette to specify how text will align to the tab’s position.
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Setting Tabs
4. Specify a location for the tab by either: clicking a location on the tab ruler, or typing a position in the X: box.
5. Follow steps 3 and 4 to create subsequent tabs.
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Moving Tabs
1. In the tabs palette, select a tab on the ruler.
2. Either: Type a new location in the X: box, or Drag the tab to a new location on the ruler.
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Changing a Tab’s Alignment
1. In the tabs palette, select a tab on the ruler.
2. Click a tab-alignment button. Keyboard shortcut: You may also Alt-click a
tab marker to cycle through all four alignment options.
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Deleting a Tab
1. Drag a selected tab off the tab ruler.
2. You can clear all tabs from the selected paragraph(s) by clicking Clear All in the tabs menu (the triangle in the upper-right corner).
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The Repeat Tab command creates multiple tabs based on the distance between the selected tab and the left indent.
Repeating a Tab
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Repeating a Tab
1. Select a tab on the tab ruler.2. Click Repeat Tab in the tabs palette menu.
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Setting Indents
You can set indents using the tabs palette, the control palette, or the paragraph palette.
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Setting Indents: Tabs Palette
Use the indent markers to indent the first line of text or the entire paragraph. Drag the top marker to indent the first line of
text. Drag the bottom marker to move both markers
and and indent the entire paragraph.
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Setting Indents: Tabs Palette
You can also use the X: box to type the horizontal position of the indent markers.
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Setting indents: Paragraph Palette and Control Palette
To display the Paragraph palette, click Window > Type & Tables > Paragraph.
To display the Control palette, click Window > Control.
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Setting Indents: Paragraph Palette and Control Palette
The paragraph palette and control palette adjust the indent the same way: by using the numeric position.
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Setting indents: Paragraph palette and Control palette
To indent the entire paragraph one pica, type 1p in the Left Indent box.
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Setting Indents: Paragraph Palette and Control Palette
To indent the first line of a paragraph one pica, type 1p in the First Line Left Indent box.
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Setting Indents: Paragraph Palette and Control Palette
To create a hanging indent of one pica, type 1p in the Left Indent box and -1p in the First Line Left Indent box.
This is useful for creating bulleted paragraphs.
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Working with Tables
If you want to design a complex table, consider using the Table feature of InDesign instead of the Tabs palette.
If you want to insert a tab in a table cell, click Type > Insert Special Character > Tab. If you simply hit the Tab key, InDesign will select the next cell in the table.
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Advanced InDesign Techniques
Module 2—Creating Books
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Benefits for Creating Books
Changes to individual documents don’t affect the entire book.
Documents can be updated painlessly. Can separate out the table of contents from
the book. Easier to manage individual components of
the book.
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Benefits for Creating Books
Easier to manage the master pages a book requires.
Can add or subtract documents to make a book universal (i.e., you may want to write a manual that can support two different products but have a couple a chapters that are different from each other (conditional text)).
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Design Phase
1. Determine what the book will contain—table of contents, index, appendix, chapters, etc.
2. Establish a convention for naming the separate documents (e.g., Chap1, Index, TOC, Glossary).
3. Create the individual documents.
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Design Phase
4. Set the document properties. Number of pages should be at least three.
5. Select the Facing Pages check box.
6. Create the master pages. Create at least two master pages—one for the chapter page and the other for the document body.
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Design Phase
7. Page number the individual documents. (Important—Be sure to set the numbering in the document to Automatic Page Numbering. The exceptions will be for table of contents, forwards, prefaces, introductions, and blank pages.)
8. Create headers and footers. Headers are applied to the body pages but not the chapter page or blank pages.
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Design Phase
9. Apply the chapter title master page to the first page of the document.
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1. Create a book by going to File > New > Book.
2. Save the book by clicking the floppy disk icon or by going to File > Save As.
Creating the Book
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Modifying the Book
1. Add documents to the book by clicking the Add documents icon at the bottom of the Book palette.
2. Select the document you want to add, and then click the Add button.
3. Remove documents from the book by clicking the minus icon.
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Modifying the Book
4. Shuffle documents by dragging the document you want to move to just below the document you want it to follow.
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Advanced InDesign Techniques
Module 3—Creating a Table of Contents
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Table of Contents Basics
Separate the chapters from one another. Use 1.5 to 2 lines of space; i.e., if using 14
point line spacing, the space between heading paragraphs should be 18 to 24 point.
Create a hierarchy. Right-justify the page numbers. Use leaders (periods between the topic and
the page number). Use Roman numerals when numbering
pages.
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Table of Contents Basics
Use the same font size for the table of contents and the index headings.
Don’t use a title page, and don’t use a header on the first page.
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Creating Table of Contents Entries
Choose a heading paragraph style for the chapter, topic, and subtopic headers in the main document.
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Creating the Table of Contents
1. Create a new document for the table of contents.
2. Create paragraph styles for the chapters, topics, and subtopics.
3. Name those styles after the headings they represent in the main document (e.g., Heading 1 would be TOC Heading 1).
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Creating the Table of Contents
4. On the Paragraph Styles tab, double-click the appropriate TOC heading.
5. In the left-hand side of the Paragraph Style Options dialog box, click the Tab button.
6. Set your right-justified arrow to match the right-hand margin value.
7. Set your First Line Indent.
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Creating the Table of Contents
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Creating the Table of Contents
8. In the Leader text box, type a period, and then click OK.
9. Add the Table of Contents to the book.
10. Go to Layout > Table of Contents.
11. Verify the Title text box is blank. If not, remove any text in the box.
12. Under Other Styles, highlight the paragraph style you want to include in the table of contents.
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Creating the Table of Contents
13. Click the <<Add button.
14. In the Page Number text box, select the appropriate page numbering scheme. Note: Chapter title pages should not have visible page numbers.
15. In the Level text box, select the hierarchal level for the entry.
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Creating the Table of Contents
16. In the Entry Style text box, select the appropriate TOC heading for that paragraph style.
17. In the Between Entry and Number text box, select Tab Character (^t).
18. Verify that the Include Book Documen check box is checked.
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Creating the Table of Contents
19. Click the Save Style button.
20. In the Save Style As text box, type in a name.
21. Click OK.
22. Click OK.
23. Click inside the text box with the cursor.
24. Save the table of contents.
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Updating the TOC—Long Method
Perform this step any time you add or remove topics with new paragraph styles.
1. In the Table of Contents dialog box, verify that the Title box is empty.
2. Verify that the Replace Existing Table of Contents box is checked.
3. Make any additional changes to paragraph styles, and then click OK.
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Updating the TOC—Short Method
Perform this step any time you simply add or remove topics.
1. Make sure you have the table of contents open.
2. Go to Layout > Update Table of Contents.
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Advanced InDesign Techniques
Module 4—Creating an Index
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Index Basics
Creating an index is an art form. You must think of the various ways a
reader will attempt to look up information. Use at least two columns. Create a hierarchy. Don’t use a title page, and don’t use a
header on the first page.
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Index Basics
Don’t use a letter if no words starts with that letter.
Bold the letter headings. Separate the topic and the first page
number by two spaces and no comma. Rule applies to technical manuals.
Separate page numbers with a comma. Use the same page numbering as the main
document.
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Index Basics
If an index entry has page references and a “See also” phrase, place the “See also” phrase on a separate line from the page references.
When similarities exist between topics, use the phrase “See also.”
Use an en-dash to separate the range of page numbers.
Keep the entries to no more than three levels.
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Index Basics
Categories and entries should not be capitalized unless they are proper nouns.
The index category should not stand alone; i.e., make sure at least one entry exists below the category. Otherwise, insert a column break to force the category into the next column.
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Creating Index Entries
1. In the document, highlight the word you want to use as the topic.
2. Click the Index tab in the Document palette. If the Index tab isn’t visible, go to
Window > Types & Tables > Index.3. Click the Create a new index entry icon.
(the word you highlighted automatically shows up on box 1.
4. In box 2, enter a subtopic.
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Creating Index Entries
5. In the Type text box, select the page range.
6. Click the Add button.
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Creating the Index
1. Create a separate document with the formatting you want.
2. Save the document, giving it a name like Index.indd.
3. Add the Index to the book.
4. In the Book palette, click the Generate index icon.
5. Delete the entry in the Title text box.
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Creating the Index
6. Make sure the Include Book Documents box is checked.
7. Clear Include Empty Index Sections.
8. In the Following Topic box, type in two spaces.
9. Click OK.
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Creating the Index
10. Click inside the first column on the first page of the index with the cursor.
11. Place a column break on any entries where the letter heading is at the very bottom, the subtopic entry is split from the topic, or the topic entry has word-wrapped to the next column.
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Creating the Index
In the end, an index should look something like this:
colorsee also RGB and CMYKediting 123–125palette 112–113, 124selecting 117–119
cropping 62–64
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Updating the Index
1. Click the arrow next to the letter corresponding to the subject.
2. Click each subsequent arrow until the page number or range appears.
3. Highlight the number(s), and then click the Go to selected marker icon. If the page or range is still correct, nothing
more needs to be done.
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Updating the Index
4. If the page number(s) is/are incorrect, double-click the numbers to open the Page Reference Options dialog box.
5. Make any changes to the index entry or numbering as necessary, and then click OK.
6. Open the index document.7. Click the Generate index icon and repeat
the steps you performed to create an index.