Real World Adobe InDesign CS4- P7 pptx

      Category Type Placeholder Example Time Hour (1-12) h 1 Hour (01-12) hh 01 Hour (1-23) H 1 Hour (01-23) HH 01 Minute m 1 Minute (00) mm 01 Second s 1 Second (00) ss 01 AM/PM a* AM Time Zone zzzz Pacic Daylight Time** Time Zone (Short) z PDT Day Number d 1 Number (01) dd 01 Name EEEE Tuesday Name (Short) E Tue Month Number M 4 Number (01) MM 04 Name MMMM April Name (Short) MMM Apr Year Number yyyy 2007 Number (Short) y 07 Era G*** AD Era (Long) GGGG Anno Domini * Simply enters “AM” or “PM,” does not provide for other capitalization, punctuation, or formatting options. ** On the Mac OS, “(CA)” is appended to this example. We don’t know why, as there are plenty of people who live in this time zone who do not live in California. It’s vaguely oensive. *** Simply enters “AD” or, we assume, “BC.” Does not provide for other capitalization, punctuation (e.g., “A.D.”), or alternative formats (e.g., “CE” or “BCE”). If your system clock is entering dates from an earlier or later era, there’s probably something wrong.  - Date Format Shortcuts Real_World_Adobe_InDesign_CS4b.pdf 181Real_World_Adobe_InDesign_CS4b.pdf 181 08/04/2009 05:54:29 p.m.08/04/2009 05:54:29 p.m.  .    - Inserting a Text Variable Select a text variable from the Insert Variable submenu of the Context menu. InDesign inserts a text variable instance in the text. 4. Select a text variable type from the Type pop-up menu. e dialog lls in with the options for that variable type. 5. Make changes to the options shown in the dialog box to dene your new text variable. When the settings look the way you want them to, click the OK button to close the dialog box and return to the Text Variables dialog box. 6. Click the Done button to close the Text Variables dialog box. Text variables are stored within the current le. If you want to create a text variable that is available in all new documents, dene it when no documents are open. When you do this, the variable will appear in each new document you open. You can change the denition of a text variable at any time. When you edit a text variable, all of the text variable instances of that vari- able will update to reect the changes you’ve made. If your variable instances are inside paragraphs, be prepared for text to reow and line endings of composed text to change when you edit a variable. To change the denition of a text variable, follow these steps. 1. Choose Dene from the Text Variables submenu of the Type menu. InDesign displays the Text Variables dialog box. 2. Select a text variable and click the Edit button. InDesign opens the Edit Text Variable dialog box. 3. Make changes in the Edit Text Variable dialog box. When the settings look the way you want them to, click the OK button to close the dialog box and return to the Text Variables dialog box. Editing a Text Variable Real_World_Adobe_InDesign_CS4b.pdf 182Real_World_Adobe_InDesign_CS4b.pdf 182 08/04/2009 05:54:29 p.m.08/04/2009 05:54:29 p.m.        - Creating a Text Variable Choose Dene from the Text Variables submenu of the Type menu. InDesign displays the Text Variables dialog box. Click the New button. Select the type of text variable you want from the Type pop-up menu. Aer you select a text variable type, the dialog box lls in with the default settings for that type of variable. Dene the text variable by entering text or making selections from pop-up menus. As you edit the text variable, InDesign displays a preview of the variable at the bottom of the dialog box. 4. Click the Done button to close the Text Variables dialog box. At this juncture, we are obligated to point out that you can modify any of the built-in text variable instances. You could, for example, change the Chapter Number instance to enter the creation date, as Ole accidentally did when he rst tried to create a new text variable. We urge you not to do this. Real_World_Adobe_InDesign_CS4b.pdf 183Real_World_Adobe_InDesign_CS4b.pdf 183 08/04/2009 05:54:30 p.m.08/04/2009 05:54:30 p.m.  .   To load text variables from another document, follow these steps (see Figure 3-34). 1. Choose Dene from the Text Variables submenu of the Type menu. InDesign displays the Text Variables dialog box. 2. Click the Load button in the Text Variables dialog box. InDesign displays the Open A File dialog box. 3. Locate and select an InDesign document, then click the Open button. InDesign imports the text variables from the selected document into the current document. 4. InDesign will display the Load Text Variables dialog box, which shows a list of the incoming text variables. If the document you’ve selected contains text variables with the same name as text variables in the current document, you can choose whether to override the denitions of the existing text variables or to leave then unchanged (by renaming the incoming variable). Click the OK button once you’ve nished, and InDesign will import the text variables from the selected document. As usual, if the denition of any text variable used in your text has changed, check for text reow. To delete a text variable, follow these steps (see Figure 3-35). Note that you can use this process to merge two text variables. 1. Choose Dene from the Text Variables submenu of the Type menu. InDesign displays the Text Variables dialog box. 2. Select the text variable you want to delete and click the Delete button. If the variable has been used in the document, InDesign displays the Delete Text Variables dialog box. 3. If you want to replace the text variable with another text vari- able, select the replacement variable from the Existing Variable pop-up menu. To convert all instances of the text variable to text, select the Text option. To delete all of the text variable instances linked to the selected text variable, select the Nothing option. 4. Click OK to close the dialog box. InDesign applies the changes you’ve specied. You can delete an individual text variable instance as you would delete any other text: Select it and press Delete. Loading Text Variables Deleting a Text Variable Real_World_Adobe_InDesign_CS4b.pdf 184Real_World_Adobe_InDesign_CS4b.pdf 184 08/04/2009 05:54:30 p.m.08/04/2009 05:54:30 p.m.        - Loading Text Variables Choose Dene from the Text Vari- ables submenu of the Type menu. InDesign displays the Text Variables dialog box. Click the Load button. Locate and select the le containing the text variables you want to load. InDesign displays a list of the text variables in the le. To keep a text variable from being loaded, turn o (uncheck) the option. If there are text variables in the selected document whose names match the names of text variables in the current document, InDesign shows that there is a conict. Use the pop-up menu to specify the way you want InDesign to resolve the conict. Aer you click OK, InDesign loads the text variables into the current document. Real_World_Adobe_InDesign_CS4b.pdf 185Real_World_Adobe_InDesign_CS4b.pdf 185 08/04/2009 05:54:30 p.m.08/04/2009 05:54:30 p.m.  .    - Deleting a Text Variable Choose Dene from the Text Variables submenu of the Type menu. InDesign displays the Text Variables dialog box. If the text variable has not been used in the document, InDesign deletes the variable, and you’re done. If the text variable has been used in the document, InDesign displays the Delete Text Variables dialog box, which lets you choose what to do with the text variable’s instances. Click the Delete button. You can, at any time, convert text variable instances to normal text, in eect “freezing” them in their current state. Of course, if the vari- able instance is inside a paragraph, this will oen cause text to reow, as InDesign is now free to apply its normal text composition rules to the text of the variable. You can choose to convert individual text variable instances to text, or you can convert all of the text variable instances associated with a text variable to text. To convert an individual text variable instance to text, follow these steps (see Figure 3-36). 1. Select the text variable instance with the Type tool. 2. Choose Convert Variable to Text from the Context menu (or from the Text Variables submenu of the Type menu). InDesign converts the text variable instance to normal text. Converting Text Variable Instances to Text  - Converting a Text Variable Instance to Text Select the text variable instace using the Type tool, then Choose Convert Variable to Text from the Context menu. InDesign converts the text variable instance to normal text. is will almost certainly cause text recomposition. Real_World_Adobe_InDesign_CS4b.pdf 186Real_World_Adobe_InDesign_CS4b.pdf 186 08/04/2009 05:54:31 p.m.08/04/2009 05:54:31 p.m.       To convert all instances of a text variable to text, follow these steps. Note that this does not delete the text variable itself. 1. Choose Dene from the Text Variables submenu of the Type menu. InDesign displays the Text Variables dialog box. 2. Select a text variable and click the Convert to Text button. InDesign converts all instances of the text variable to text. 3. Click OK to close the Text Variables dialog box. Again, we have to point out that this may cause text recomposition and reow. Make certain that the line breaks in the document are where they should be aer converting the text variable. You can also use nd and change to work with text variable instances—see the section on nding and changing text, later in this chapter, for more information. In the following sections, we’ll present a series of “recipes” that show you how to use text variables for a variety of common page layout tasks. Creating a Time and Date Stamp. We oen like to enter the date and time a le was printed, but we can’t always use the built-in time and date stamp from the Print dialog (because the page size is the same as the printer paper size). In the past, Ole has created custom print- er’s marks les that move the page information up onto the page, but text variables have rendered that bit of esoteric knowledge obsolete. Note, however, that if you plan to omit the time and date stamp from your nal printed version, you’ll need to make arrangements to sup- press the printing of the text variables (such as moving them to a non-printing layer). To create a text variable that will print the time and date a le was printed, follow these steps. 1. Choose Dene from the Text Variables submenu of the Type menu. InDesign displays the Text Variables dialog box. 2. Click the New button. 3. Enter a name for the variable and choose Output Date from the Type pop-up menu. 4. Enter the placeholders and any punctuation or spacing for the date format in the Date Format Field. We use “EEEE, d MMMM, yyyy h:mm a zzzz”—not only does it print the date and time in a civilized format, but it’s fun to say aloud. Text Variable Examples Real_World_Adobe_InDesign_CS4b.pdf 187Real_World_Adobe_InDesign_CS4b.pdf 187 08/04/2009 05:54:31 p.m.08/04/2009 05:54:31 p.m.  .   5. Click OK to close the dialog box, then click Done to close the Text Variables dialog box. Simple Custom Text. Many people, on rst hearing about custom text variables, immediately think that they’d be a good way to enter commonly-used text. Don’t do that. ere are many other, better ways to accomplish the same end (for example, you can trick autocorrect into entering text for you, as shown in the section on the autocorrect feature, later in this chapter). Instead, think of custom text variables as a way to enter short pieces of text which might change before your layout is nished. To do this, follow these steps. 1. Choose Dene from the Text Variables submenu of the Type menu. InDesign displays the Text Variables dialog box. 2. Click the New button. 3. Enter a name for the variable and choose Custom Text from the Type pop-up menu. 4. Enter the text you want to have appear when you insert the text variable. 5. Click OK to close the dialog box, then click Done to close the Text Variables dialog box. Page X of Y. Ever wonder why so many nancial and legal docu- ments use a page numbering scheme that tells you how many pages there are in the document? For some documents, the simple knowl- edge that there is an end is required to maintain one’s sanity. If, for whatever reason, you need to extend this sort of reassur- ance to the reader, it’s easy to do using text variables. Just enter an automatic page number special character, the text “to,” and insert the predened Last Page Number text variable (see Figure 3-37). Why didn’t we enter the “to” as part of the text variable? It’s because we’re following a general rule of keeping text inserted by text variables to a minimum to avoid potential composition prob- lems. No, you can’t specify the last page of a multi-document book. Running Headers. Many documents feature a layout in which the text of key paragraphs—usually, headings of a given level—appears in the header or footer of each page. Note that this text could also appear in a footer, in a tab on the side of the page, or, really, anywhere on the page. ere’s nothing special about the text variable type that Real_World_Adobe_InDesign_CS4b.pdf 188Real_World_Adobe_InDesign_CS4b.pdf 188 08/04/2009 05:54:31 p.m.08/04/2009 05:54:31 p.m.       Enter an automatic page number marker and static text (“Page” and “of’’ in this example). Use the Context menu to insert the default Last Page Number text variable. Header on a master page Header on a document page  - Creating a Page X of Y Running Header limits its use to text frames at the top of the page. at said, InDesign refers to this text variable type as a “header,” so we will, too. To do this, you create a text variable, then insert that text vari- able in text on the page or on a master page. Follow these steps (see Figure 3-38). 1. Choose Dene from the Text Variables submenu of the Type menu. InDesign displays the Text Variables dialog box. 2. Click the New button. 3. Enter a name for the variable and choose Running Header (Paragraph Style) or Running Header (Character Style) from the Type pop-up menu. 4. Select the style you want to use from the Style pop-up menu. 5. Choose Last on Page or First on Page from the Use pop-up menu. 6. Set up the controls in the Options section of the dialog box as necessary. For example, you’ll almost always want to turn on the Delete End Punctuation option. 7. Click OK to close the dialog box, then click Done to close the Text Variables dialog box. 8. Insert the text variable in text using the Insert Variable submenu of the Context menu. Real_World_Adobe_InDesign_CS4b.pdf 189Real_World_Adobe_InDesign_CS4b.pdf 189 08/04/2009 05:54:31 p.m.08/04/2009 05:54:31 p.m.  .    - Creating a Running Header Using Text Variables In this example, we created two text variables using the Running Header (Paragraph Style) variable type. We then inserted text variable instances in text frames on the master spread. InDesign uses the text from the rst or last instance of the specied paragraph style in the header on each document page. In some layouts, you might need to create a pair of text variables. In a dictionary-style layout, for example, the le hand page header usually contains the rst instance of text in a given style on the page, while the right hand page contains the last instance of the style (see Figure 3-39). If the right hand page is the rst page in a section, how- ever, it typically uses the rst instance of the specied style (not the last, as would normally be the case for a right hand page). You can change the header of the page manually, or you can create a special master page to accomplish the same task. When a page does not contain text formatted with the specied style, the variable in the header repeats the text from the previous instance of the same text variable. However, InDesign will not carry over the last instance of a given style when another instance of the same style appears on the page (see Figure 3-40). If this is the style of running heading your document calls for, you may have to adjust some pages manually. Phone book Style Running Header. Another use for a running header is to show the range of a certain type of paragraph style on a given page. In a telephone directory or dictionary, for example, the Real_World_Adobe_InDesign_CS4b.pdf 190Real_World_Adobe_InDesign_CS4b.pdf 190 08/04/2009 05:54:31 p.m.08/04/2009 05:54:31 p.m. [...]... The page numbers appear as Real_ World_ Adobe_ InDesign_ CS4b.pdf 198 08/04/2009 05:54:33 p.m 186 real world adobe indesign cs4 they were in the document the last time the file was saved, and do not change as you place the text on the pages of your InDesign publication The table of contents also loses its navigational (i.e., hyperlink) properties To InDesign, it’s just text InDesign s Table of Contents... as one of the available import filters, don’t despair InDesign can import text in common “interchange” formats, such as text-only and RTF, and chances are good that your word processor or text editor can save text in one of those formats Real_ World_ Adobe_ InDesign_ CS4b.pdf 196 08/04/2009 05:54:33 p.m 184 real world adobe indesign cs4 In addition, InDesign s tagged text filter can import formatted text... Turn this option on to import any hidden cells in the Excel file Real_ World_ Adobe_ InDesign_ CS4b.pdf 202 08/04/2009 05:54:34 p.m 190 real world adobe indesign cs4 Figure 3-48 Excel Import Options Table By default, InDesign tries to match as much of Excel’s table formatting as possible If you’d prefer to handle formatting your table in InDesign, choose Unformatted Table You can also import the table... Style Import To get more control over style import, turn this option on and click the Style Mapping button When you do this, InDesign displays the Style Mapping dialog box (see Figure 3-46) Real_ World_ Adobe_ InDesign_ CS4b.pdf 200 08/04/2009 05:54:33 p.m 188 real world adobe indesign cs4 Figure 3-46 Mapping Styles on Import Beware the Fast Save It’s hard to resist the impulse to turn on the Allow Fast... box Linking to text files sounds cool, but watch out: Updating the file is the same as re-importing it, so you will lose any edits or formatting Real_ World_ Adobe_ InDesign_ CS4b.pdf 204 08/04/2009 05:54:34 p.m 192 real world adobe indesign cs4 you’ve applied in InDesign We recommend that you embed your text files To do this, turn this preference off If you have already imported the file, you can break... pop-up menu and leave it at that For more on hyperlink appearances, see Chapter 13, “Interactive PDF.” 7 Click the OK button to insert the cross reference marker Real_ World_ Adobe_ InDesign_ CS4b.pdf 194 08/04/2009 05:54:32 p.m 182 real world adobe indesign cs4 Creating or Editing a Cross Reference Format Cross reference formats define the appearance of the marker, including both the text of the marker and... characters (Shift-Left Arrow, twice) This what we call doing the keyboard dance It’s so bad that we sometimes take our fingers off the keyboard and use the mouse Real_ World_ Adobe_ InDesign_ CS4b.pdf 206 08/04/2009 05:54:34 p.m 194 real world adobe indesign cs4 Table 3-5 Moving the Cursor Through Text Press Right one character Right arrow, Keypad 6 Left one character Left arrow, Keypad 4 Right one word Command-Right... because it means that we can finally number the figures in this book Real_ World_ Adobe_ InDesign_ CS4b.pdf 192 08/04/2009 05:54:32 p.m 180 real world adobe indesign cs4 automatically, rather than doing it manually or relying on a script (which worked, but exhausted authors could not always remember to run it) A cross reference is really made up of four parts: the marker and destination we’ve already mentioned,... location As you drag, InDesign displays a vertical bar to show the destination of the text Stop dragging and release the mouse button, and InDesign moves the text to the location of the vertical bar If you hold down Option as you drag text… You can also hold down Shift as you drag to move or copy the text without copying its formatting Real_ World_ Adobe_ InDesign_ CS4b.pdf 208 InDesign copies the text... Open, InDesign displays the Import Options dialog box for the file format you’re importing Turn this option on to have InDesign replace any “straight quotes” in the text file with proper typographic quotation marks Click the OK button InDesign places the text file If a frame is selected, InDesign places the text inside it; otherwise, InDesign displays the text place icon Word and RTF Import Options InDesign . Context menu. InDesign converts the text variable instance to normal text. is will almost certainly cause text recomposition. Real_ World_ Adobe_ InDesign_ CS4b.pdf 18 6Real_ World_ Adobe_ InDesign_ CS4b.pdf. the side of the page, or, really, anywhere on the page. ere’s nothing special about the text variable type that Real_ World_ Adobe_ InDesign_ CS4b.pdf 18 8Real_ World_ Adobe_ InDesign_ CS4b.pdf 188 08/04/2009. Mapping button. When you do this, InDesign displays the Style Mapping dialog box (see Figure 3-46). Real_ World_ Adobe_ InDesign_ CS4b.pdf 20 0Real_ World_ Adobe_ InDesign_ CS4b.pdf 200 08/04/2009 05:54:33