Advanced InDesign Book tutorial (Part 13)

Uploaded by unluckylion on 12.10.2011

Hello and welcome to the advanced InDesign tutorial!
Today we going to talk about books
If you have your master or bachelor thesis
and you have like 200 pages, it might be a good idea
to use several documents and group them together in one book inside InDesign.
Setting the book function in InDesign up
might be a little bit difficult in the beginning.
But you only need to do it once
and I will guide you trough the whole process.
So after this it's really easy to use InDesign with the book function
it's basically the same way like using InDesign in the normal way.
However there can be some problems with hyperlinks, so if you
link from you text to one of your pictures for example.
So I would advise you, if you want to write your thesis
as a book in InDesign, if you know you have a lot of pages
start your book directly, don't write your thesis
on one document and then divide it
into documents like we do in this tutorial today.
Because it might mess up some of you cross-references.
OK now we can get started with the tutorial.
We have been working on the InDesign document for quite some time now
and if you didn't follow the last tutorials
so you don't have this document
you can simply download all this documents
on my website, you find the link in the (video) description.
Otherwise we can continue with our document.
And we see we have a lot of pages in here.
So today we going to try and divide
all the chapters into different InDesign documents.
This will make InDesign quicker
and it also makes it easier to navigate in your document.
So if you imagine we would have 200 pages
it would be quite tedious
to navigate trough all the pages to do edits in here.
We start by going to *File* -> *New* -> *Book...*
Lets call this one "thesis"
and you just click on save.
And now you get for your thesis (this is how the book is called)
this little window.
If we look in our folder
we now get this book here.
And we know it is a book because it has a "b"
in the end, instead of a "d" for "InDesign document" this is an "InDesign book".
Lets also highlight this one.
And what we need to do now is, we need to add to this book
different InDesign documents
for example this one.
To do this we can click on the plus button
and just select the "book_temp.indd" document.
This now contains all our pages.
so what we need to do next is to divide
this document into different single documents.
Therefore we going to create a new InDesign document.
And InDesign will let us sync everything from our template here
all the styles and master pages and so on
to our new book chapters.
The only thing that can't be synced
are the page margins, so this
box you see here.
We need to figure out how big our margins are.
And we can do this under *Layout* -> *Margins and Columns*.
And you actually just write down the values you see here.
You can click on *cancel*
and we going to create our new document.
We don't want to have facing pages
and we going to set the margins as the same
as in our document here.
And then we need two pages.
You can click on *OK*.
Lets move this to the side for the moment.
And you see it has the same margins
as our original document.
The thing we need to do in here now is, to create
the text frame that contains our text.
So we need to set it up that it will add text frames and pages automatically.
So you first drag one text frame
and we going to copy this one
for the other page.
And then we can type some stuff in here.
And under type you can make *Show hidden characters* activated
to see actually what and where you are typing.
And to get the "Smart Text Reflow" activated, so if we would
have a lot of text in here, let me just copy this one.
That you get the plus sign down here
that it would add pages and
let the the text flow from here to the next page.
We need to activate this again, and we can do this
in the preferences under *Type*.
And just click on *Smart text reflow* and on *OK*.
And then we can take this plus sign an put to the next page.
And if we now would go over this page with our text (text overflow), it would add new pages as well.
Like this.
We can now save this template here.
Lets call this one "Book_page_temp.indd"
and we can click on *Save*.
To make our life easier right now, we actually going to add this to our book already.
Even if it's just a template we going to add this one.
And we sync our styles from our book temp
from our original document that contains
all our paragraph styles and master pages and so on.
We going to synchronise this one to the book_temp document.
And then we going to copy this template a few times in our folder
and make them our different chapters.
This is our template, right here.
If you want to sync something
you need to make sure that you
choose the right sync options.
And you find those under synchronise options
and you want to make sure to have everything in here selected
also the master pages.
You can click on *OK*.
And actually we going to save our book right now.
It's always a good idea to save it
in between while working.
And now we see this one
is our style source
This is indicated by this symbol over here.
and if you click on this button
It will sync the styles from here to our new pages of the book.
We click this button, it will take some time.
And it tells us it has successfully synced the parts
So if we look in here
at our paragraph styles for example.
We will find the same thing in here now as well.
We actually can apply this one
this is our "basic_text".
And you see it gets formatted as always.
And it also did sync the master pages
so the standard master pages is automatically applied in here.
We have here our master pages.
Now we going to save this document again, our template.
We can close this.
And we going to copy it a few times to use it as a template
for our different chapters in our thesis.
Lets first create a new folder
lets call it "Thesischapter"
And now we going to duplicate our template
and place it in here.
We change the colour.
And of cause we need to change the name as well.
We going to repeat this for the other chapters.
This would be typical chapters in our thesis.
And I going to add those to our thesis book (document).
We can remove our template in here
and we going to add the different chapters of our thesis.
Click on *Open*.
And now it has added the chapters in here.
If you want to open one, we can just double click
and it will open the document,
indicated by this symbol, that it's open.
You can open some more
Lets close this one again.
And now it's time to get the introduction from here
into our actual introduction (document).
So we going to select the introduction
actually lets use this one to navigate here.
It ends on page 4.
By pressing *shift* and pressing here we select the whole text
then we go on *Cut*
and we can press in here *cmd*+*a* to select the whole text
and press *cmd*+*v* to paste it.
And now we have our Introduction in here.
Let's save this one
and continue the same way
for the other chapters of the book.
Let's open Material and Methods.
We go back to our first document
and in here we need to copy material and methods.
Let's place the cursor on the start
and it should end over here.
and we press again the *shift* key and click, to select all the text.
Let's cut it.
And we move to material and methods, click
select all of the text and paste it again.
Let's save this one.
And it always takes some time to calculate all the changes
so its a little bit slow in the beginning, because it needs to copy a lot of text.
But the thing you see now here is
it doesn't get the numbering right.
And this is something we need to take care of later
we first going to copy all the parts
into the different chapters.
Allright, now we have sorted all parts of our document
into different chapters
and there are organised in separate InDesign documents
This are the documents you see here.
And they are all linked in this main "Thesis" Book document.
At the moment we still have
our original document that still contains some information
and I would like to move this one into here as well.
The easiest way to do this is, just to take this file and choose save as.
And we going to save it in here as "0 front.indd"
Now it's telling us it has a problem here
to fix this we just going to remove this one.
And we going to add our "0 front.indd" in here.
We put it on top.
and now it should be fine again.
This should also be our style source
you can change your style source just by clicking.
And we going to save the book.
Let's take a look in our folder again
We can get rid of our original book template.
We can move it (in the) thrash.
And I just want to remember you
You should never move this documents
because then it would louse the link to our thesis (to our book document)
so this would confuse InDesign
so the best thing is to not move those things around and don't change the names.
If you change the names, you can always add them in here again
but its easier to just keep those things as they are.
Now we should take care of the numbering problem.
If we go to for example material and methods
We see here, this starts with the no 1, and this should not be the case, this isn't right.
So to fix this, let's go to front into the paragraph style menu
and in the headlines we can go on *edit*.
And under *Bullets and Numbering* we see the list is *[Default]*.
This wasn't a good idea to assign the default list
so we going to create a new one.
Let's call this one "Headline Num"
and make sure that it has activated *Continue Numbers across Stories*
and also *... form Previous Document in Book*.
We can click on *OK*.
And on *OK* again.
And now we need to select this numbering in every
paragraph style that we use as a headline
also in the sub headlines.
So just go around and select "Headline Num"
also for "Head 3" and we going to save this.
This however is now only applied in "front.indd" and we need to
apply this changed style to all the other documents.
So we going to select them
and we press the synchronise button.
And as this is our style source, where we have done the changes in our (headline) paragraph styles
we going to sync those changes to all our documents
We press this button, it will take some time.
Allright this should be it.
So we can take a look.
This one is starting with 1 as it should be
then we have the introduction and if we go to materials and methods we see
oh it's still 1, so there is another thing you need to do
and this is update the numbering.
The easiest thing is just to update all numbers
you can click on update.
And now we have the right numbering in here.
So it's not updated automatically
every time you add an headline
you need to update it with *Update numbering*.
The same thing will also affect the figure numbering
and also your cross references
so you need to make sure to update those things
on a regular basis.
So before you print your document
it's a good idea to update all those things.
The only thing that is updated on the fly
is the page numbering.
Lets save this two documents
and we also going to save the changes we done in our book.
And I would now say we close all of this
and we going to see this in action.
If you want to edit your chapters in your book
you shouldn't edit them directly in here.
You should always open you book document first
and then open you documents by double clicking in here
because otherwise InDesign will get confused.
There ware some problems with the (cross references)
you might have the same problem as I had
unfortunately I did recode it with the wrong microphone
so I need to record it now again
and now I already have this fixed in here.
So if you have some symbols in here and you cant fix your links
you just need to delete them and place them again.
I don't know why this happened
so in the worst case you would need to set all your hyperlinks again.
So the best idea for books is
to create your chapters and then
create you hyperlinks (cross references) on the go, while you are writing.
So dividing your whole thesis
after you have written it, into a book
might not be the best idea.
Anny-way, lats see how we get some hyperlinks in here.
So if you want to reference to a figure
Lets open the discussion page for example.
If I assume I want to create a (cross reference) that points to figure 7
and I want to put this in "Material and Methods"
I can go to my text at some point, zoom in
And I start by creating a bracket.
And I know my figure 7 is in the discussion chapter
and to create those references
I have to have both chapters open.
You see with the symbol here that the chapter is open.
I going to create a new cross reference.
And in here I choose
the chapter "Discussion" this document here, select figure numbering
and I only want to include the paragraph number.
So you see, now it's figure 6, we want to link to figure 7
and we can click on *OK*.
However if I would now go ahead and delete
this figure here
I going to save this.
This would change the numbering on all following (Figures).
So if we look now at this page
this is still 7, but I deleted a figure before so it would be reduced to 6.
To update those things
we need to go to *update all numbers*
and now we see it's changed to 6.
If I now want to update all my hyperlinks
I can select all documents
and I chose *Update all cross references*.
And it says: "Well, it's updated now xD" we can click on *OK*.
Let's save those two things
The last thing we need to talk care of now is our Table of Contents.
So we open the front page, and we have here our table.
Normally you would place your cursor inside your TOC
and then go on *Layout* -> *Update TOC*.
However now it did get rid of all the (headlines) here.
So to fix this we need to change something in our TOC styles.
We are using this one atm, if we go on edit
we need to select *include book documents*
we click on *OK* and if we try it now again
it should update the whole TOC
and it should include all headlines.
This looks allright, we can save this one.
And finally we might want to export this as a PDF.
So we select all our chapters
go on here *Export book to PDF...*
We choose a location where we want to save it.
Click on *Save*.
And in here you do your settings how you like them,
go on *Export*.
This might take some time.
And here we have our nice document.
Let's see if the links in the TOC are working
jup, this looks alright.
Then I would say we test the cross references
we can click for example on figure 6
and it takes us to figure 6.
Allright and there we have our nice book.
let me give you some tips in the end of this video.
if you have a document that is going to be
above 100 pages, make sure to use the book function.
It will make it a lot easier in the end.
And also if you have your book layouted.
check again if all pictures are in the right place, because as we
divided our document into several parts
it might mess up the layout of some pictures.
I need to admit it's a little bit difficult to set all the thinks up
I was struggling with this video to make this.
But once you have set it up
it's really easy to work with it, so
I would really advise (you) to use the book function
and I wish you good luck with this.
So, see you in the next tutorial, bye bye!