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Chapter 26: Using Automatic and Custom Text 613 Cross-References The hyperlinks feature is covered in Chapter 33. n Adding and editing cross-references To work with cross-references, you have two choices for their To locations. You can specify loca- tions by adding text anchors in your documents using the hyperlinks destination feature described in Chapter 33 and then selecting that text anchor in the New Cross-Reference dialog box; or you can just choose from a list of paragraphs and make the cross-reference link to that selected para- graph in the New Cross-Reference dialog box. You open the New Cross-Reference dialog box, shown in Figure 26.2, by choosing Type ➪ Hyperlinks & Cross-References ➪ Insert Cross-Reference, by choosing Insert Cross-Reference from the Hyperlinks panel’s flyout menu, or by clicking the Create New Cross-Reference iconic button at the bottom of the Hyperlinks panel. (To open the Hyperlinks panel, choose Window ➪ Interactive ➪ Hyperlinks or choose Window ➪ Type & Tables ➪ Cross-Reference.) FIGURE 26.2 The New Cross-Reference dialog box Note To edit an existing cross-reference, choose Cross-Reference Options from the Hyperlinks panel’s flyout menu, or choose Type ➪ Hyperlinks & Cross-References ➪ Cross-Reference Options. Either way, you get the Cross- Reference Options dialog box, which is identical to the New Cross-Reference dialog box shown in Figure 26.2. n 37_607169-ch26.indd 61337_607169-ch26.indd 613 4/22/10 8:03 PM4/22/10 8:03 PM Part VI: Business Document Fundamentals 614 In the Link To popup menu, choose Text Anchor if your To destination is a text anchor. If you want to select a specific paragraph instead, choose Paragraph; InDesign shows all the first words of each paragraph in the document so that you can scroll through the list and choose the desired one. You can also filter that list by choosing from the styles at left; only paragraphs with the selected style appear. (So, for example, you can see just headings by choosing the paragraph style for your headings.) You control how the cross-reference appears using the Appearance section’s controls: l Use the Type popup menu to choose Invisible Rectangle or Visible Rectangle. The Invisible Rectangle option gives no visual indication that the text contains a hyperlink, except that the mouse pointer becomes a hand icon when the reader maneuvers through the document. (You would typically pick this option when you’ve used blue underline as a character attribute for the hyperlink text to mirror the standard Web way of indicating a hyperlink.) The Visible Rectangle option puts a box around the text using the four settings below. (They are grayed out if Invisible Rectangle is selected.) l The Highlight popup menu lets you choose how the source text or frame is highlighted: None, Invert (reserves the foreground and background colors), Outline (places a line around the source), and Inset (places a line around the source, but inside any frame stroke; for text, it’s the same as Outline). l The Color popup menu displays Web-safe colors as well as any colors you defined in the document. l The Width popup menu lets you choose the thickness of the line used in the Outline and Inset options from the Highlight popup menu. The choices are Thin, Medium, and Thick. l You can choose the type of line in the Style popup menu: Solid or Dashed. Note The Highlight, Color, Width, and Style options are meant for PDF documents, not printed documents, but they can be used in printed documents. Highlight, Width, and Style have no effect in documents exported to the Web; instead, the Web document uses either the standard HTML hyperlink display (underlined blue text) or whatever active hyperlink style you set in your Web editor. n To determine what cross-reference text displays in your cross-references (such as please refer to Chapter 4 or Find more details in the “History of Mac OS X” section in the Operating System Essentials book), choose a cross-reference format in the Format popup menu. You can also edit or create a new one by clicking the pencil iconic button to the right of the popup menu. (See the next section for how to work with cross-reference formats.) Working with cross-reference formats Use the Cross-Reference Format section of the New Cross-Reference dialog box to control what text appears for that cross-reference. You can be as basic as the page number (note that the word page appears with it automatically) or as complex as, for example, showing the full paragraph text (such as a heading) and the page number. 37_607169-ch26.indd 61437_607169-ch26.indd 614 4/22/10 8:03 PM4/22/10 8:03 PM Chapter 26: Using Automatic and Custom Text 615 You can create your own cross-reference formats, and modify the existing ones, using the Cross- Reference Formats dialog box, shown in Figure 26.3. To open that dialog box, click the Define Cross-Reference Formats button (the pencil icon) to the right of the Format popup menu in the New Cross-Reference dialog box (a handy method when you want to create a new format as you are adding a cross-reference) or choose Define Cross- Reference Formats from the Hyperlinks panel’s flyout menu. The procedure for adding or editing an existing cross-reference format is as follows: 1. Click the + iconic button at the lower left of the dialog box to add a new format. Note that when you add a new format, whatever format is selected in the list at left becomes the basis for your new format. (You can also just select an existing format from the list at left to modify it.) Click the – iconic button to delete a format. 2. In the Name field, be sure to change the name of your new format to something meaningful to you. 3. In the Definition section, edit, delete, and add the text you want to appear in the cross-reference. Note that special codes are surrounded by < and > characters. You don’t need to memorize them; just use the first iconic popup menu (the + symbol) shown in Figure 26.3 to select those codes, and use the second iconic popup menu (the @ symbol) below to choose special characters such as em spaces. 4. If you want, select a character style to be applied to the cross-reference text as part of the format. To do so, select the Character Style for Cross-Reference check box and then choose a character style from the popup menu to its right. 5. Click Save to save the format and then add or delete another one. Click OK when you’re done adding and editing formats. FIGURE 26.3 The Cross-Reference Formats dialog box 37_607169-ch26.indd 61537_607169-ch26.indd 615 4/22/10 8:03 PM4/22/10 8:03 PM Part VI: Business Document Fundamentals 616 Updating, changing, and deleting cross-references You can update the cross-reference destination referred to in a document’s source text or frame by selecting it, clicking the cross-reference name in the Hyperlinks panel, and then choosing Relink Cross-Reference from the Hyperlinks panel’s flyout menu. This is particularly useful when InDesign can’t find a cross-reference destination in another chapter. For example, if a cross-refer- ence in Chapter 1 is made to text in Chapter 2, and Chapter 2 is later renamed Chapter 3, you would use the Relink Cross-Reference option while working in Chapter 1 to select Chapter 3 as the new destination, and InDesign would update all the Chapter 2 destinations in Chapter 1 to be Chapter 3 destinations. To change the target for a hyperlink to an InDesign document (perhaps you’ve changed your mind as to what to cross-reference), choose Update Cross-Reference from the flyout menu. (Press and hold Option or Alt to select a file that is not open.) For example, if you make a cross-reference to the heading New York and later change that heading to New York State, you can click the Update Cross-Reference button or choose the Update Cross-Reference option in the flyout menu to update all the cross-reference’s source text. To delete a cross-reference, select it in the Hyperlinks panel and then choose Delete Hyperlink/ Cross-Reference from the flyout menu or click the Delete Selected Hyperlinks or Cross-References iconic button at the bottom of the Hyperlinks panel. Using Conditional Text Have you ever worked on a document that has variations, forcing you to create separate copies that you must then ensure have any changes applied to all copies? Perhaps you used the layers feature (see Chapter 6) to restrict the unique content to its own layer so that you could make visible each version’s layer when you wanted to print that specific version. But you realized that this technique doesn’t work well for text inside paragraphs because changes to the text mean that whatever you placed in layers won’t be at the right location if your text changes move the text’s locations in the main layer. That’s why InDesign offers a way to have multiple versions of text in a document that gets around these issues: conditional text. You can think of conditional text as sort of a layer that works within text, so if the text moves, the conditional layers do, too. For example, say you have a publication that is distributed in Canada, Ireland, and the United Kingdom, where pricing is different (dollars, euros, and pounds, respectively). You can’t really have the main layer for the prices in dollars, one for the prices in euros, and one for the prices in pounds, because if you changed the text in the main layer that includes the dollar prices, the pounds and euros layers would either have the old text and need to be changed also (a manage- ment nightmare) or the individual text frames you set up for their prices would now be nowhere near the text they belong with. With conditional text, you instead have just one layer for your text, and where the text may need to change (such as for pricing), you insert conditional text. Then, if you want to display the price 37_607169-ch26.indd 61637_607169-ch26.indd 616 4/22/10 8:03 PM4/22/10 8:03 PM Chapter 26: Using Automatic and Custom Text 617 in dollars, you select the dollars condition, and the right text appears no matter how the text is flowing. When you want to display the price in euros, you select the euros condition. Ditto for pounds. Here’s how to create and apply conditional text: 1. In your text, enter each of the text variations you want. For example, as you can see in Figure 26.4, if you have three prices, enter all three in sequence as if they were one piece of text. Apply any formatting desired. Don’t worry for the moment that you don’t want them all to display or print at the same time. 2. Open the Conditional Text panel (choose Window ➪ Type & Tables ➪ Conditional Text) and choose New Condition from the flyout menu. 3. In the New Conditions dialog box, give the condition a name and assign it a color and a line type, as shown in Figure 26.4. You can modify conditions later by choosing Condition Options from the Conditional Text panel’s flyout menu. (That dialog box is identical to the New Conditions dialog box.) 4. In the text, highlight a piece of text (such as the euro price) and then click the related condition to apply that condition to the selected text. A check mark appears to the immediate left of the active condition for whatever text is selected or in which your text cursor is active. In your layout, the text also has whatever line type in whatever color you specified in the New Conditions dialog box, so you have a visual guide as to what conditions are applied to what text. FIGURE 26.4 Left: The Conditional Text panel and its New Condition dialog box. Above them is the text to which the conditions are to be applied (the three prices). Right: The same text as at left, but with the dollars and pounds conditions turned off in the Conditional Text panel so that only the euro pricing appears and prints. Add as many conditions using Steps 3 and 4 as you need. In the figure’s example, there are three: one for each price. (Note that the [Unconditional] condition is just your regular text, which always displays and prints.) 37_607169-ch26.indd 61737_607169-ch26.indd 617 4/22/10 8:03 PM4/22/10 8:03 PM Part VI: Business Document Fundamentals 618 5. Now, click the squares in the Conditional Text panel to the far left of the various conditions. If the square shows an eye, any text tagged with that condition will be visible. If the square is empty, any text tagged with that condition will not appear. By controlling what conditions are active (eye icons), you determine what displays and prints in your Another way of applying conditions to text is by using Grep styles, which are handled through InDesign’s paragraph styles feature, in the Grep Style pane. Grep is a Unix language for applying condi- tions based on pattern-matching, as Chapter 19 explains. (Chapter 7 explains how to create and apply styles, and Chapter 21 explains how to use paragraph styles.) If you create a Grep style as part of a paragraph style, you’re setting up a condition that has InDesign apply a character format to text that matches whatever pattern you set in the Grep pane. What’s cool about this is that InDesign automatically applies the Grep style when you add (by typing, pasting, or placing) any text that matches that condition; you don’t need to tag the text with the style to apply it. The figure below shows the Grep pane with a sample Grep condition ( /d means any digit, and + means one or more times — in other words, apply the character style Copyright to any digit as many times as one appears in the paragraph. To take full advantage of Grep styles, you need to know how to construct the desired conditions using the Grep language. However, there is one very easy use of Grep styles that anyone can take advantage of even knowing not a whit of the Grep language. If you create a Grep style that simply replaces spe- cific text with a formatted version of that text, InDesign automatically formats that text for you as you enter, paste, or place it in your document. For example, if you replace the text The Zango Group with the text The Zango Group that has the character style Bold Red applied, any time you enter, paste, or place the text The Zango Group, InDesign automatically applies the Bold Red character style to it. What Are Grep Styles? 37_607169-ch26.indd 61837_607169-ch26.indd 618 4/22/10 8:03 PM4/22/10 8:03 PM Chapter 26: Using Automatic and Custom Text 619 document. (This is exactly how you make layers visible and invisible in the Layers panel, as Chapter 6 explains.) The right-hand side of Figure 26.4 shows the same text as in the left side of Figure 26.4 but with just the [Unconditional] and the euros text visible. Pretty easy, isn’t it? Just turn off and on the text you want to display and print by hiding and show- ing the appropriate conditions. Working with Merged Data Word-processing programs such as Microsoft Word have long let you create forms with mail merge so that you can send a letter to lots of people, letting Word automatically print a copy for all recipients and insert their names, addresses, and so on into their copies. (Some programs have called this capability variable text.) More than a decade ago, PageMaker 7 added a similar capability called data merge, which used the same principle to handle variable text for form letters, catalogs, and other documents for which the layout is identical but specific pieces are customized. InDesign’s approach is based on the old PageMaker tool. Merged-data documents fall into two basic classes, as Figure 26.5 shows: l Form letters, for which one layout is printed multiple times, with each copy having per- sonalized information. l Labels, for which layout components are repeated several times in the same layout but with different information. Usually just one copy is printed. FIGURE 26.5 Two types of merged-data documents: a form letter (left) and a set of mailing labels (right) 37_607169-ch26.indd 61937_607169-ch26.indd 619 4/22/10 8:03 PM4/22/10 8:03 PM Part VI: Business Document Fundamentals 620 What InDesign’s data-merge feature cannot do is let you create catalogs in which you have differ- ent, variable-sized records on one page. You can use the data-merge feature for catalog-type docu- ments if your layout is highly structured and each record takes exactly the same amount of space (as address labels do). Cross-Reference If you want to create catalogs or other documents with variable-sized records from databases or similar sources, use InDesign Tagged Text, as described later in this chapter. n Setting up merged data Regardless of what kind of merged documents you are creating, the setup is the same. Create a text file with the various data separated either by tabs or commas (use just one as your separator in the file, rather than mix the two). Start a new record by pressing Enter or Return (a new paragraph). The first row should contain the names of the fields. For example, for a local guidebook listing cafés, your data might look like this (I’ve put → characters to indicate the tabs): name→address→phone Martha & Bros.→3868 24th St.→(415) 641-4433 Martha & Bros.→1551 Church St.→(415) 648-1166 Martha & Bros.→745 Cortland St.→(415) 642-7585 Martha & Bros.→2800 California St.→(415) 931-2281 Diamond Corner Café→751 Diamond St.→(415) 282-9551 Farley’s Coffeehouse→1315 18th St.→(415) 648-1545 This simple file has three fields per entry: the café name, its address, and its phone number. The file uses tabs as the separators. Note Because the source file is a text-only file, it cannot contain any formatting such as boldface or italic. n To import graphics as inline graphics, precede the field name with @, such as @photo. The record fields need to provide the complete path to the graphic file, which must be in a supported format. For example, a file’s complete path could be MacintoshHD:Images:myphoto.tiff on the Mac or C:\Images\myphoto.tif in Windows. Creating pages with merged data With the source file ready, create or go to the text frame in which you want to flow your data, selecting the text-insertion point with the Type tool. Tip There’s a real benefit to putting your fields on master pages: You can then update the layout if the source data file changes (choose Update Data Fields from the Data Merge panel’s flyout menu). You cannot do this if you place the fields on a regular document page because InDesign would have created a new document containing the merged data. n 37_607169-ch26.indd 62037_607169-ch26.indd 620 4/22/10 8:03 PM4/22/10 8:03 PM Chapter 26: Using Automatic and Custom Text 621 Now follow these steps to insert the fields in that frame: 1. Open the Data Merge panel by choosing Window ➪ Utilities ➪ Data Merge. 2. Choose Select Data Source from the Data Merge panel’s flyout menu, navigate to the desired file using the resulting dialog box, and click Open. If your data file changes, you can import the most current version by choosing Update Data Source from the Data Merge panel’s flyout menu. Choose Remove Data Source to remove a data file from the panel. 3. The Data Merge panel now lists the data file and the fields it contains, as Figure 26.6 shows. 4. Click and drag the fields to the appropriate spots in your layout, or double-click a field name to insert it at the current text-insertion point. For example, in a form let- ter, you might click and drag the Name field to a point right after the text Dear and before the comma in the salutation. The field names are enclosed in French quotation marks (« »). In your layout, this would look like Dear «Name», You can use a field more than once in the layout. The panel shows what page numbers each field is used in (to the right of the field name). FIGURE 26.6 The Data Merge panel and its flyout menu Create Merged Document button Controls for moving through records if Preview is enabled 5. Format the fields as desired. They take on any paragraph formatting applied to the paragraphs containing them. You can use character styles and/or other local formatting on the fields as desired. 6. Click the Create Merged Document iconic button at the bottom right of the panel or choose Create Merged Document from the flyout menu to import the entire data file’s contents into your layout. The Create Merged Document dialog box shown in Figure 26.7 opens with the Records pane. In this pane, you have the following options: 37_607169-ch26.indd 62137_607169-ch26.indd 621 4/22/10 8:03 PM4/22/10 8:03 PM Part VI: Business Document Fundamentals 622 l In the Records to Merge section, choose what records to import. You can choose All, Single Record, or Range. l In the Records per Document Page popup menu, choose Single Record if you want a new page output per record (such as in a form letter) or Multiple Records if you want to print multiple copies of the same record on a page (such as for business cards). Note that InDesign copies the entire text frame containing the data fields when you choose Multiple Records. (See the next section for more details on placing multiple records per page.) FIGURE 26.7 Left: The Records pane of the Create Merged Document dialog box. Right: The Options pane of the Create Merged Document dialog box (upper right) and the Content Placement Options dialog box (lower right) offer the same options. 7. Go to the Options pane and verify that the placement options work for your docu- ment. Figure 26.7 shows the Options pane, whose options are as follows: l In the Image Placement section, choose how to fit any imported graphics by choosing an option in the Fitting popup menu. You typically pick Fit Images Proportionally, which is the default setting. You can also select the Center in Frame option to center the imported graphics, and the Link Images option to link to the source graphics files rather than embed the graphic into the InDesign layout. 37_607169-ch26.indd 62237_607169-ch26.indd 622 4/22/10 8:03 PM4/22/10 8:03 PM [...]... 242–2 48 Design guidelines 92–94, 96, 99–101 Hiring contractors, 275– 284 Installation, 180 –195 Sizing, 91–99 Standards, 24– 28, 98, 133 Tools, 199–203, 224, 282 – 283 Run-in indexes look like this: Kitchen Hardware: Buying, 191; Cost estimates, 242–2 48; Design guidelines 92–94, 96, 99–101; Hiring contractors, 275– 284 ; Installation, 180 –195; Sizing, 91–99; Standards, 24– 28, 98, 133; Tools, 199–203, 224, 282 – 283 ... the updated TOC n Summary InDesign s book, TOC, and indexing features can significantly streamline your efforts when using these features in all sorts of business documents InDesign supports footnotes, both those imported from Microsoft Word and those created in InDesign You have several options to control the formatting of the footnote text and its placement in your document InDesign also provides the... 26: Using Automatic and Custom Text Using Tagged Text for Database Publishing The InDesign Tagged Text format can be very handy as a start to database publishing Its markup codes let you specify and even define the formatting in a document, so you can create a text file with the InDesign commands embedded in them When InDesign imports the file, it applies all the formatting specified If you can generate... characters in InDesign resolve that burden, tracking the current page numbers and the page numbers used in continued lines for you InDesign lets you specify all sorts of text variables — such as section names, current date, chapter numbers, and text you specify — to likewise remove the manual effort in keeping text that changes predictably up-to-date 625 Part VI: Business Document Fundamentals InDesign. .. based on pattern-matching To help reduce labor, InDesign also lets you produce data-merge documents Such documents contain variable text, such as the address in a form letter or pricing and names in a catalog Finally, consider using the InDesign Tagged Text format to specify sophisticated formatting, such as defining paragraph and character styles in InDesign, either in your word processor or database... academic articles and journals, books, manuals, and even some magazines So it makes sense for InDesign to support them as well InDesign imports footnotes from Microsoft Word files (see Chapter 17), in addition to letting you add footnotes directly The process is simple: Choose Type ➪ Insert Footnote, and InDesign adds a footnote to the bottom of the 627 IN THIS CHAPTER Adding footnotes Indexing documents... the footnote entry, as Figure 27.1 shows InDesign handles the footnote numbering as you add and delete footnotes; you type the footnote text InDesign can help you find the footnoted text in your document Using the Type tool, select all or part of the desired footnote text at the bottom of a column or text frame and then choose Type ➪ Go to Footnote Reference InDesign then goes to the page containing... the Options pane of the Create Merged Document dialog box n 8 Click OK InDesign creates a new document based on the original layout and merged data The merged text is now editable and is no longer linked to its source data, so to update the document you need to regenerate it from the document that contains the data-merge records (That’s why InDesign creates a new document for the resulting data instead... want InDesign to automatically replace an existing TOC if the TOC style is changed Select the Include Text on Hidden Layers option if you want text on hidden layers to be included in the TOC 642 Chapter 27: Working with Footnotes, Indexes, and TOCs Finally, select the Include Book Documents option if you have a book open and want InDesign to generate a TOC based on all chapters in that book (InDesign. .. have InDesign generate the TOC You may also get a dialog box asking whether you want to include items in overset text (text that didn’t fit in your document after you placed it); click Yes or No as appropriate It may take a minute or two for the program to generate the TOC If you’ve selected a text frame (with or without text in it), InDesign places the TOC text in it If no text frame is selected, InDesign . estimates, 242–2 48; Design guidelines 92–94, 96, 99–101; Hiring contractors, 275– 284 ; Installation, 180 –195; Sizing, 91–99; Standards, 24– 28, 98, 133; Tools, 199–203, 224, 282 – 283 Although InDesign. estimates, 242–2 48 Design guidelines 92–94, 96, 99–101 Hiring contractors, 275– 284 Installation, 180 –195 Sizing, 91–99 Standards, 24– 28, 98, 133 Tools, 199–203, 224, 282 – 283 Run-in indexes. (left) and Layout (right) 38_ 607169-ch27.indd 6 283 8_607169-ch27.indd 6 28 4/22/10 8: 03 PM4/22/10 8: 03 PM Chapter 27: Working with Footnotes, Indexes, and TOCs 629 Caution InDesign inserts footnotes