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6. Apply text formatting to each eld name in the text frame. For example, if you want the <<company>> data to appear in bold, just select that eld name and apply the bold style or a bold char- acter style or paragraph style. Using a Master Page. You don’t have to insert the data labels on your master page, but we usually do because it makes the nal merged document more exible. Specically, if you need to make a change or reimport the data, you can do so from the document InDesign is about to create rather than having to go back to this original docu- ment and more or less start the import process over. However, if you do put this stu on the master page, make sure it’s on the right side of a facing page document. For example, you probably want to put it on the right-hand page of a master page spread, or else nothing will show up on page 1 (which is a right-hand page). InDesign now knows where the data is and what it’s supposed to look like in your InDesign document, so it’s time to merge the two. Turn on the Preview checkbox in the Data Merge panel and InDesign immediately replaces the data labels with the rst record from the data le (see Figure 7-35). is way you can see if you set up the tem- plate correctly. To preview another record, click the Next Record button at the bottom of the panel, or type a record number in the text eld. When you’re certain you’ve got everything arranged just right, it’s time to choose Create Merged Document from the Data Merge panel menu (or click the button in the lower-right corner of the panel) to Merging the Data - Data Merge Preview Click the Preview option at the bottom of the panel, or choose Preview from the Data Merge panel menu… …and InDesign will display a pre- view layout of the rst record (or any other record you specify using the controls at the bottom of the panel. Real_World_Adobe_InDesign_CS4b.pdf 541Real_World_Adobe_InDesign_CS4b.pdf 541 08/04/2009 05:55:40 p.m.08/04/2009 05:55:40 p.m. . create a merged document (see Figure 7-36). Alternately, you can skip creating an InDesign document and create a PDF le instead by choosing Export to PDF from the panel menu. - Doing the Data Merge Choose Create Merged Document (or click the button at the bottom of the Data Merge panel). InDesign displays the Create Merged Document dialog box. Set up the data merge using the controls in this dialog box and click the OK button. InDesign creates a new document and merges the data from the data le into the data template you created, duplicating frames and applying formatting as necessary. In this example, we chose to lay out multiple records per page. e headline is on the master spread—if it weren’t, it would have been duplicated with everything else. Real_World_Adobe_InDesign_CS4b.pdf 542Real_World_Adobe_InDesign_CS4b.pdf 542 08/04/2009 05:55:40 p.m.08/04/2009 05:55:40 p.m. InDesign then oers you a number of options in the Create Merged Document dialog box. Records. e rst tab of this dialog box lets you choose which records you want to import from the data le. You can also choose whether you want each data record to appear on its own page (choose Single Record from the Records per Document Page pop-up menu) or whether you want more than one record (like a sheet of mailing labels). We’ll cover the more-than-one record choice below. If you turn on the Generate Overset Text Report with Document Creation checkbox, InDesign will save a text le to your hard disk if the import process causes any text frames to become overset. at’s handy so we generally turn it on. Similarly, we turn on the Alert When Images are Missing checkbox, because we want to know if something has gone wrong during the import process. Multiple Record Layout. If you choose Multiple Records from the Records per Document Page pop-up menu, InDesign attempts to duplicate your page objects in a grid on your page. For example, let’s say you were making name tags for several hundred people. You could create one or more text frames on your page (it doesn’t matter where on the page you put them), insert the data merge labels, and then specify Multiple Records. e Create Merged Document dialog box has a Preview Multiple Record Layout checkbox that shows you what the layout will look like before you commit to the data merge procedure. It takes a little time to process, but it’s well worth the wait, as you’ll inevitably nd you need to tweak something the rst time you try it. You can control how InDesign lays out the frames on your page in the Multiple Record Layout tab of the dialog box, including how much space you want between the rows and columns. e Margins elds here simply overrides those in the Margins and Columns dialog box. We wish we could save these settings as a preset to recall them quickly later, but no can do. Note that if you have laid out your initial template with more than one frame, InDesign treats them all as a single “group” that gets duplicated multiple times across the page. Also, if you have more than one page in your template le, you can’t do multiple record layout (n-up layout) because well, because it’ll just get too confus- ing. Options. e Options tab of the Create Merged Document dialog box lets you control how Data Merge handles imported images, blank Data Merge Layout Options Real_World_Adobe_InDesign_CS4b.pdf 543Real_World_Adobe_InDesign_CS4b.pdf 543 08/04/2009 05:55:40 p.m.08/04/2009 05:55:40 p.m. . lines in the data le, and large numbers of imported records. Choose a method from the Fitting pop-up menu to control what happens to images that don’t match the frame size you’ve drawn in the template. For instance, you might want to choose Fill Frame Proportionally to get the largest image possible in the frame, but that will crop out a portion of the image if the image height/width ratio isn’t the same as the frame. If you want imported images to be placed in the center of the frame rather than in the upper-le corner, turn on the Center in Frame checkbox. (Of course, if you have no images in your data le, then you can ignore both of these.) If Link Images is disabled, InDesign embeds all the images into the document itself. When enabled, InDesign acts as though you placed the images, linking them to the le on disk. What should InDesign do when a whole line ends up being blank? For example, let’s say you’re inserting someone’s name on one line, their company name on the second line, and their address on the third line. If someone isn’t aliated with a company, then you’d nor- mally end up with a blank line. However, if you turn on the Remove Blank Lines for Empty Fields checkbox, InDesign will simply delete that line from the nal merged document. Note that this only works when there would be no text on that line—even a blank space aer the text label will foil this feature. e last option, Page Limit Per Document, lets you control how large the nal document will be. InDesign will import records and keep adding pages until this limit is reached. However, if you wanted only single-page InDesign documents, you could change this number to 1. (at’s a good way to max out InDesign’s resources and possibly cause mayhem.) Doing the Merge. When you’re condent that all is well and you’ve chosen your options wisely, click OK. InDesign creates a new docu- ment based on the one you built (the template) and the settings you made. If your data merge labels were placed on the master page, they will also be on the master page of this new document, which will allow you to update the data, should the need arise. When you rst import the data source into the Data Merge panel, InDesign creates a link between the InDesign le and the .txt or .csv le—you can even see this link in the Links panel. en, when you create the new merged document, it, too, has that link (as long as the template elds were sitting on the master page rather than the document page). at means if some of the data changes, you don’t necessarily have to go back to the original and create a new merged Updating Your Data Real_World_Adobe_InDesign_CS4b.pdf 544Real_World_Adobe_InDesign_CS4b.pdf 544 08/04/2009 05:55:40 p.m.08/04/2009 05:55:40 p.m. le. Instead, you can choose Update Content in Data Fields from the Data Merge panel menu. However, this appears to work only when the data elds appear in a single text frame—if you used more than one text frame, it gives you an error message. We think this is prob- ably a bug. (You might think that clicking the Update button in the Links panel should do the same thing as Update Content in Data Fields. No such luck.) If the names or number of elds in each record change in the data source (perhaps you decided to export from the database with more elds), you should to be able to choose Update Data Source from the panel menu. We have never gotten this to work correctly. Unfortu- nately, it appears that the best solution is to remove all of the data elds from your original template, choose Update Data Source (or Select Data Source again), and then reapply the data elds manually. Ultimately, we nd Data Merge very handy for small or simple jobs, but it’s buggy enough and limited enough that we try not to lean too hard on it. e Best of All Possible Worlds Can you get there from here? When you’re working with InDesign, you can almost always export or save les in a form you can use in another program, and you can usually produce les in other pro- grams you can import or open using InDesign. ere are denitely bumps in the road—sometimes, you’ve got to go through an inter- mediate program to convert les from one format to another (par- ticularly if the les came from another type of computer). Someday, we’ll have a more complete, universal, and sophisti- cated le format for exchanging publications. PDF is getting very close to being that format, and it’s certainly making steps in the right direction. When the great day arrives, we’ll be able to take page layouts from InDesign to Illustrator to QuarkXPress to Photoshop, using each program for what it’s best at without losing any format- ting along the way. And the streets will be paved with gold, mounted beggars will spend the day ducking winged pigs, and the Seattle Mariners will win the World Series. Real_World_Adobe_InDesign_CS4b.pdf 545Real_World_Adobe_InDesign_CS4b.pdf 545 08/04/2009 05:55:40 p.m.08/04/2009 05:55:40 p.m. Long Documents 8 What constitutes a long document? Die-hard denizens of the Frame- Maker universe insist that if a document isn’t over a thousand pages, it’s not a long document. Poster designers, on the other hand, main- tain that folded yers and newsletters qualify. We’re not sure what our denition of a “long document” is, but we think that anyone building a book, a magazine, a newspaper, a jour- nal, or a catalog—just about any document, really, of any number of pages—can benet from the long document features in InDesign. ere are three features in InDesign that relate directly to pub- lishing long documents. Books. You can tie multiple documents together into a book, which appears in the form of a panel in InDesign. From here, you can control page numbering, printing, and synchronize document attributes as styles, colors, and master pages. Table of Contents. If you use paragraph styles regularly, you’re going to love the Table of Contents feature, which can build a table of contents (or a list of gures, or a table of advertisers, or any number of other things) quickly and easily. Indexes. Building an index is a hardship we wouldn’t wish on anyone (we’ve done enough of them ourselves), but InDesign’s indexing features go a long way toward making it bearable. Real_World_Adobe_InDesign_CS4b.pdf 546Real_World_Adobe_InDesign_CS4b.pdf 546 08/04/2009 05:55:40 p.m.08/04/2009 05:55:40 p.m. Books Even though an InDesign document can be thousands of pages long, it’s best to split long documents up into smaller parts. Splitting a large project into smaller parts is generally more ecient, especially when more than one person is working on the project at the same time. e burning question is: if you break up your project into small documents, how can you ensure style consistency and proper page numbering among them? e answer is InDesign’s Book feature. Most people think of a book as a collection of chapters bound together to act as a single document. In InDesign, a book is a collec- tion of InDesign documents on your disk or network that are loosely connected with each other via the Book panel. In other words, just because it’s called a “book” doesn’t mean it’s not relevant for maga- zines, catalogs, or any other set of documents. ere are ve benets to using the Book panel. It’s a good way to organize the documents in a project, and it’s faster to open them using the Book panel than with File > Open. If you use automatic page numbering in your document (see “Numbering Pages” in Chapter 2, “Page Layout”), InDesign can manage the page numbering throughout the entire book. You can print, package, or export one or more documents from the Book panel using the same settings without even having the documents open. e Synchronize feature helps you ensure that styles, colors, and other settings are consistent among the documents. By associating les together as a book, you can mix page sizes and page orientations in a publication—which you can’t do in a single InDesign document (without a third-party plug-in). e more documents there are in your project, and the more pages, styles, colors, and whatnot are used in each document, the more useful the Book feature will be to you. Even if you’re juggling two or three documents, it may be worth the minor inconvenience it takes to build a book. Building a Book To build a new book, select Book from the New submenu of the File menu. At this point, InDesign displays the New Book dialog box. Tell the program where to save your new book le (you can put it anywhere you want on your hard drive or network, but you should put it somewhere easy to nd—because you’ll be using it a lot). Real_World_Adobe_InDesign_CS4b.pdf 547Real_World_Adobe_InDesign_CS4b.pdf 547 08/04/2009 05:55:41 p.m.08/04/2009 05:55:41 p.m. . Book les appear in InDesign as panels. When you’ve saved your new book, InDesign displays a new Book panel. Adding and Removing Book Documents To add a document to your Book panel, click the Add Document button in the panel and choose a document from your disk or net- work (see Figure 8-1). If no documents on the panel are selected when you add a new document, the new document is added at the end of the list. If you select a document rst, the new document is added aer the selected document. You can also drag les directly from Windows Explorer or from the Mac OS X Finder windows into a book panel; this is oen the fastest way to get a folder full of les into a book. To add a document to an empty book panel, click the Add button. Synchronize Save Print Add Delete - Adding a Book Document Select the le you want to add. InDesign adds the document to the book. If you accidentally insert a document in the wrong place in a Book panel, don’t worry—you can move a document up and down on the list. To do this, select the book document and drag it to a new location in the list (see Figure 8-2). Although Adobe’s documentation points out that you can copy a document from one book panel to another by Option-dragging/Alt- dragging, we don’t recommend this in most cases. Having the same document in more than one book can cause pagination problems and general confusion. Real_World_Adobe_InDesign_CS4b.pdf 548Real_World_Adobe_InDesign_CS4b.pdf 548 08/04/2009 05:55:41 p.m.08/04/2009 05:55:41 p.m. - Moving a Book Document Drop the document, and InDesign moves the document to a new position in the list. …and drag it up or down in the list. To change the position of a book document in the book list, select the document… To remove a document from a Book panel, select the document and click the Remove Document button. If you want to remove more than one document, select the documents (use Shi for contiguous selections, or Command/Ctrl for discontinuous selections on the list) and then click the Remove Document button. Note that deleting a document from the Book panel does not delete the le from disk; it simply removes it from the list. To replace a book document, select the document in the Book panel and choose Replace Document from the Book panel menu. InDesign displays the Replace Document dialog box. Locate and select the le you want to replace the document with, then click the OK button to close the dialog box and replace the document. Converting Books from Past Versions InDesign CS4 can open and convert books saved in previous ver- sions of InDesign. It’s pretty straightforward—just open the book. ere are, however, a couple of options that can help you—or hurt you—during the process of converting the book and the documents in the book. If, aer opening the book, you choose Save Book from the Book panel menu, InDesign will over write the InDesign book le with the converted book. Unless you have a backup copy of the book le, we think that you should save the converted book to a new book le by choosing Save Book As. Our experience is that every time we save over a previous version le—in any program—we end up regretting it at some point. Aer you’ve opened and converted a book from an earlier ver- sion of InDesign, you can select the Automatic Document Con- version option from the Book panel menu. While this sounds like a great idea, it will over write every InDesign document in Real_World_Adobe_InDesign_CS4b.pdf 549Real_World_Adobe_InDesign_CS4b.pdf 549 08/04/2009 05:55:41 p.m.08/04/2009 05:55:41 p.m. . the book with an InDesign CS4 version of the document. Again, unless you have a backup of the previous version les, we think you should avoid this option. If you do not use this option, however, you’ll need to save each document in the book to a new le, which can be tedious if your book contains a large number of documents. Using a Book As a Navigational Tool Because there is only a very loose connection among the various documents in the Book panel, you could use this feature as an infor- mal database of documents. For instance, let’s say you’ve built 15 dierent product data sheets and three small brochures for a client, and the client is forever updating them. Even though the documents may each use very dierent colors, styles, and so on, you could put them all on one Book panel and save this collection under the client’s name. Next time the client calls for a quick x, you don’t have to go searching for a document; just open the Book panel and double-click the document name to open it. However, if you do this, you probably rst want to turn o the book panel’s autorenumbering feature (see “Page Numbering and Sections,” later in this chapter). Editing Your Book Once you’ve added documents to your Book panel, you can go about your regular routine of editing and preparing the documents. ere are, as usual, a few things you should keep in mind. Whenever possible, you should open your book’s documents while the Book panel is open. (e fastest way to open a docu- ment is to double-click the document name in the Book panel.) When you open and modify a document while the panel is not open, the panel isn’t smart enough to update itself (see “File Status,” below). If InDesign can’t nd your document (perhaps it’s on a server that is not mounted), it’ll ask you where it is. In general, if you’re going to use automatic page numbering, you should let the Book panel handle your page numbering for you (see “Page Numbering and Sections,” later in this section). Each time we use Save As, we change the name slightly (“mydoc- ument1,” “mydocument2,” and so on), so we can always go back to an earlier version if necessary. However, note that the Book panel doesn’t catch on to what you’re doing; it just lists and keeps track of the original document. So every time you use Save As, you have to select the original le and select Replace Document from the Book panel’s menu. Real_World_Adobe_InDesign_CS4b.pdf 550Real_World_Adobe_InDesign_CS4b.pdf 550 08/04/2009 05:55:41 p.m.08/04/2009 05:55:41 p.m. [...]... publishers would want the third file to begin on page 46, even though it’s a left-hand page You can specify what you want InDesign to do by choosing Book Page Numbering Options from the Book panel’s menu You’ve Real_ World_ Adobe_ InDesign_ CS4b.pdf 554 08/04/2009 05:55:42 p.m 542 real world adobe indesign cs4 Figure 8-5 Book Page Numbering Options Choose Book Page Numbering Options from the Book panel menu Select... build your table of contents, click the OK button Unless you’ve chosen to replace an existing table of contents, InDesign displays a place icon Click the place icon to place the table of contents story Real_ World_ Adobe_ InDesign_ CS4b.pdf 558 08/04/2009 05:55:42 p.m 546 real world adobe indesign cs4 select more than one style (by Command/Ctrl-clicking each one) and then click Add to add them all at... other documents in the book If you add a new color to a document that is not the master document, the color won’t be added when you synchronize the documents Real_ World_ Adobe_ InDesign_ CS4b.pdf 552 08/04/2009 05:55:41 p.m 540 real world adobe indesign cs4 You can always change which document is the master document To do that, click in the left column of the Book panel next to the document you want... Styles list You can control how much indent with the Level feature This only adjusts the display in this dialog box; it has no effect on the final list unless your Real_ World_ Adobe_ InDesign_ CS4b.pdf 560 08/04/2009 05:55:43 p.m 548 real world adobe indesign cs4 list is alphabetized—in which case, the entries are alphabetized by level ▶ Run-in Some tables of contents, such as those found in academic journals,... indexer will read and understand your text, and will create an index that opens it up to a wider range of possible readers than you ever could It’s what they do Real_ World_ Adobe_ InDesign_ CS4b.pdf 564 08/04/2009 05:55:44 p.m 552 real world adobe indesign cs4 Adding a New FirstLevel Index Entry There’s very little that is automatic about building an index Again, it’s not difficult, but you have to be methodical... page-range choices in the Type pop-up menu, plus six more cross-reference choices We cover those last six in “Cross References (X-Refs),” later in the chapter Real_ World_ Adobe_ InDesign_ CS4b.pdf 566 08/04/2009 05:55:44 p.m 554 real world adobe indesign cs4 In the previous edition, an online reviewer chastized us (thereby taking food away from our hungry children) for our failure to explain in detail... and Add All Real_ World_ Adobe_ InDesign_ CS4b.pdf 568 You may already have spotted the Add and Add All buttons in the New Page Reference dialog box Clicking the Add button adds the index entry but leaves the dialog box open so that you can add more entries This is very helpful—you frequently need to index the same text using more than one entry 08/04/2009 05:55:44 p.m 556 real world adobe indesign cs4... load them from other InDesign documents Note that if you save your table of contents style after building a table of contents in your document, InDesign isn’t smart enough to match your built list to the style name That means you can’t use the Replace Existing Table of Contents feature Instead, you’ll have to delete the already-built list and replace it with a new one Real_ World_ Adobe_ InDesign_ CS4b.pdf... synchronize, print, or renumber properly Books and Networks Real_ World_ Adobe_ InDesign_ CS4b.pdf 551 People are increasingly working on projects in groups rather than individually Adobe anticipated this, and if you put your book file and documents on a server, more than one person can open the panel at the same time (Only one person can open an InDesign document at a time, however.) While this isn’t nearly... figure out why he couldn’t delete the last page from a document The answer, of course, was that he had forgotten this feature was on.) Chapter Numbering Real_ World_ Adobe_ InDesign_ CS4b.pdf 555 If you’d like to number each document in your book, you can let InDesign handle the numbering for you using chapter numbers To set up chapter numbering, select the first page in the document, then choose Numbering . everything else. Real_ World_ Adobe_ InDesign_ CS4b.pdf 54 2Real_ World_ Adobe_ InDesign_ CS4b.pdf 542 08/04/2009 05:55:40 p.m.08/04/2009 05:55:40 p.m. InDesign then oers. day ducking winged pigs, and the Seattle Mariners will win the World Series. Real_ World_ Adobe_ InDesign_ CS4b.pdf 54 5Real_ World_ Adobe_ InDesign_ CS4b.pdf 545 08/04/2009 05:55:40 p.m.08/04/2009 05:55:40. done enough of them ourselves), but InDesign s indexing features go a long way toward making it bearable. 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