Working with Footnotes,
Indexes, and TOCs
In This Chapter
ᮣ Keeping track of details with footnotes
ᮣ Adding indexes
ᮣ Generating tables of contents
Many business documents — books, reports, white papers, and so on — use features traditionally associated with academic book publishing: footnotes to cite sources, indexes to provide a map to specific content’s location in the document, and tables of contents (TOCs) to provide an overview of the document’s structure and contents.
When you’re working on any type of document — a report, a magazine, a textbook — you can easily spend more time manually creating tables of contents, keeping footnotes updates, and laboriously managing indexes than you spend designing the publication. InDesign helps reduce this labor while also ensuring that your footnotes, indexes, and tables of content stay automatically updated as your document is revised.
You can extend the power of these tools to book-length projects composed of multiple InDesign documents (see Chapter 22), creating consistent indexing and tables of contents in one fell swoop.
Adding Footnotes
Many documents, including academic and technical documents, use footnotes. InDesign lets you add footnotes to your document with very little fuss.
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You can import footnotes from Microsoft Word files (see Chapter 11), or you can add footnotes directly in InDesign. With the text-insertion cursor in your text where you want the footnote marker to appear, choose Type➪Insert Footnote to add a footnote to the bottom of the column that contains the footnote marker, as shown in Figure 20-1. You need to manually enter the text that will go with each numbered footnote, but InDesign updates the footnote numbering as you add and delete footnotes.
You can’t insert footnotes into tables. But you can simulate footnotes by adding a superscripted footnote character in the table text and typing your footnote text below the table — note this “footnote” isn’t linked to the text, doesn’t renumber automatically as a real footnote would, and can’t be formatted with InDesign’s footnote formatting controls. Figure 20-1:
Inserting
a footnote
(shown
below the
table).
You can control much of the appearance of footnotes by choosing Type➪Document Footnote Options to open the Footnote Options dialog box, shown in Figure 20-2.
The Numbering and Formatting pane controls the formatting of the footnote text and footnote character in the current InDesign document. The Layout pane controls the placement of the footnote relative to the rest of the document.
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Figure 20-2:
The
Footnote
Options
dialog box
contains
two panes:
Numbering
and
Formatting
and Layout.
Among the features you should note in the Numbering and Formatting pane are ߜ
Choose the numbering style — such as 1, 2, 3, 4 … or I, ii, iii, iv … — via the Style pop-up menu.
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Control whether the footnote numbers start anew (such as at the beginning of a section) or continue from the previous number via the Start At field.
ߜ
Control whether numbering automatically resets every page, spread, or section via the Restart Numbering Every pop-up menu.
ߜ
Add a prefix and/or suffix to your footnote numbers via the Prefix and Suffix fields. Note the unnamed pop-up menus that let you add special characters such as a thin space or bracket.
ߜ
Use the Position and Character Style options in the Footnote Reference Number in Text subsection to determine how the footnote characters appear in text.
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Similarly, use the Paragraph Style and Separator options in the Footnote Formatting subsection to determine how the footnote text appears. (Note that any Separator options will display after any Suffix options chosen.)
Among the features to note in the Layout pane are
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Set the preferred spacing for the footnote text in the Spacing Options section.
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Convert Word’s endnotes (which appear at the end of a story) to InDesign footnotes (which appear in the column or page that the footnote reference occurs in) by checking the Place End of Story Footnotes at Bottom of Text option.
ߜ
Control whether footnotes can break across columns via the Allow Split Footnotes option. Enabling this option can improve the layout when you have long footnotes that otherwise eat up a column of text.
ߜ
Control the ruling line above footnotes using the Rule Above options. They work like the paragraph rules (see Chapter 14).
To change these settings for future documents, open the dialog box while no document is open and set your new defaults.
Creating Indexes
When trying to locate information in a book, nothing is as wonderful as a good index. Once upon a time, book indexing was a labor-intensive process involving piles of index cards. InDesign makes indexing much easier, while still allowing you to make key decisions about how the index is formatted. But be warned: Indexing is complicated business and is, by and large, an expert feature. I cover just the basics here.
Choosing an indexing style
Before you begin indexing your document, ask yourself the following questions: ߜ
Do you want to initial-cap all levels of all entries, or do you just want sentence case?
ߜ
Should index headings appear in boldface?
ߜ
What type of punctuation will you use in your index?
ߜ
Will you capitalize secondary entries in the index?
ߜ
Should the index be nested or run-in style? (A nested index is an indented list, with each entry on its own line. A run-in index puts all related entries in one paragraph, separated by semicolons.)
After you make these decisions, making a small dummy index is a good idea. From the dummy, create a master page for index pages, paragraph styles for index headings (the letters A, B, C, and so on), paragraph styles for each level of the index (including indents as appropriate), and character styles for any special formatting you want on page numbers or cross-reference text. InDesign doesn’t do any of these tasks for you.
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Inside the Index panel
When you want to index a chapter or document, open the Index panel by choosing Window➪Type & Tables➪Index (Shift+F8). Use this panel to add words to the index in up to four indent levels, edit or delete index entries, or create cross-references. The Index panel is shown in Figure 20-3. Figure 20-3:
At left: the
Index panel
and its
flyout menu.
At right: the
New Page
Reference
dialog box.
Two radio buttons appear at the top of the Index panel: Reference and Topic. You use Reference mode to add and edit entries from selected text. (Although it’s a well-intentioned feature meant to help standardize index entries, the Topic mode’s use isn’t intuitive, and most indexers simply ignore it and add entries manually from selected text or type phrases into the Index panel in Reference mode. You should ignore it, too.)
Select the Book check box if you’re creating an index for multiple chapters in a book (see Chapter 22). You must have a book open for this option to be available. If you have a book open and don’t select the Book check box, the index is saved with the current document and not opened when you open other chapters of the book. Adding index items via the Index panel
To add entries to the index, be sure the Type tool is active and then choose New Page Reference from the Index panel’s flyout menu (Ô+7 or Ctrl+7) to get the dialog box shown in Figure 20-3.
The shortcut for New Page Reference has changed in InDesign CS4 to Ô+7
or Ctrl+7. The previous shortcut, Ô+U or Ctrl+U, now toggles smart guides, which Chapter 10 covers.
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If the Type tool isn’t active when you open the dialog box, the flyout menu option is called New Cross-Reference instead, letting you add a crossreference entry to the index. The resulting New Cross-Reference dialog box is identical to the New Page Reference dialog box, except the various options default to ones appropriate for a cross-reference.
Here’s how the controls work:
ߜ
If you selected text first in your document, the text is entered automatically into Topic Level 1. Otherwise, type the text that you want to add to the index. In Figure 20-3, you can see that I typed Colors. The text is added to the Topic list and to the list of index entries.
ߜ
You can enter text that controls how the entry is sorted in the Sort By column. For example, if the selected text you’re indexing is The X-Files, but you want it sorted as if it were X-Files, The (so it appears with the X
entries in the index), enter X-Files, The in the Sorted By column. This technique is also handy for names, such as indexing Barack Obama as Obama, Barack by entering Obama, Barack in the Sorted By column. ߜ
If you want a more complex index, you may want to use some or all of the four possible entry levels. You may want an index entry to appear under a higher-level topic. For example, you may want Border Collies to appear in the index under Herding Dogs, in which case you’d enter Herding Dogs in the Topic Level 1 field and Border Collies in the Topic Level 2 field. Or you may want Collies in the Topic Level 1 field and then Border in the Topic Level 2 field, because you plan on listing the different varieties of collies under one Level 1 index entry, with the varieties listed within that entry as Level 2 subentries. In Figure 20-3, I entered subtractive in the Topic Level 2 field.
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Use the Type pop-up menu to determine the page entries for the index entry. For example, if you select To End of Section, the page numbers for the selected text in the index cover the range from the index entry to the end of the section it’s in.
ߜ
To add just the selected text as an index entry, click Add. (If no text is selected, the text is added to the Topic list, but no index entry appears for it.) To add all occurrences of the text in the book, click Add All. ߜ
To change previously defined index entries, select an entry and then choose Page Reference Options in the Index panel’s flyout menu. ߜ
At the bottom of the New Page Reference dialog box is a list of letters as well as the entry Symbols (where entries that begin with numbers and other nonletter characters will be grouped in the index). You can scroll through this list of headings to see what is already in the index under each letter. Although you may think clicking a letter would force the current index entry to appear in that letter’s section of the index, it doesn’t.
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To quickly add a word or text selection to an index, highlight the text and press Ô+7 or Ctrl+7 to add the text to the New Page Reference dialog box. To index a word without opening that dialog box, just press Option+Shift+Ô+[
or Ctrl+Alt+Shift+[. This shortcut adds the text to the index using the index’s default settings. (You can always edit them later.) And to enter an index entry such as Barack Obama as a proper name (last name, first name, or Obama, Barack in this example), use the shortcut Option+Shift+Ô+] or Ctrl+Alt+Shift+]. Polishing and generating the index
The Index panel’s flyout menu has several options useful for generating and fine-tuning an index:
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Duplicate Topic lets you duplicate a topic entry so that you can use the settings from one entry without having to re-enter those settings in a new entry.
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Delete Topic removes a topic (and any associated entries) from the index. ߜ
Import Topics lets you import topic lists from other InDesign documents. ߜ
Go to Selected Marker causes InDesign to jump to the text that contains the selected index entry in the Index panel.
ߜ
Topic Options lets you edit the Level and Sort By settings for topic entries; these settings affect all index entries that use them. ߜ
Capitalize lets you standardize the capitalization of topic entries — you can choose Selected Topic, Selected Topic and All Subtopics, All Level 1
Topics, and All Topics.
ߜ
Update Preview updates the index entries in the Index panel to reflect page-number changes, new occurrences of index text occurrences, and deleted occurrences of indexed text.
ߜ
Generate Index creates the index via the dialog box shown in Figure 20-4. In this dialog box, you specify the following: a title for the index, the paragraph style for that title, whether a selected index is replaced with the new one, whether an entire book is indexed, whether text on hidden layers is indexed, whether the index is nested or run-in, whether empty index headings and sections are included, what paragraph styles are applied to each level of index entry, what character styles are applied to different portions of index entries, and which characters will be used as separators within index entries. (Click the More Options button to see the nested/run-in and later options.)
After you generate an index, you get the standard InDesign loaded-text icon (the paragraph icon); click an existing text frame into which you want to flow the index, or click anywhere else in a document to have InDesign create the text frame for you and flow the index text into it.
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Figure 20-4:
The
Generate
Index dialog
box, with
all options
displayed.
Creating Tables of Contents
A table of contents (TOC) is useful in a long document because it helps readers locate information quickly. A TOC is simply a list of paragraphs that are formatted with the same styles. This dependence on styles means that if you want to use the table of contents feature, you have to use paragraph styles. Not only do styles guarantee consistent formatting, but they also tell InDesign what text you want to include in your TOC.
After you create a book (or even a single document), InDesign can build a table of contents by scanning pages for the paragraph styles you specify. For example, if you create a book, you might use paragraph styles named Chapter Title, Section, and Subsection. Using the table of contents feature, InDesign can generate a table of contents that includes all three levels. TOC styles manage the text that you want in a table of contents, the order in which it appears, how page numbers are added, and how the various TOC
elements are formatted. To create a TOC style, choose Layout➪Table of Contents Styles.
In the Table of Contents Styles dialog box, click New to create a new TOC
style. You can also edit an existing TOC style via the Edit button, delete one via the Delete button, and import one from another InDesign document via the Load button.
Here’s how to create a TOC style after clicking the New button:
1. Enter a name for the TOC style in the TOC Style field (shown in Figure 20-5).
The default is TOC Style 1.
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Figure 20-5:
The New
Table of
Contents
Style
dialog box.
2. In the Title field, enter a heading for the TOC.
This text appears in your table of contents.
If you don’t want a title, leave the Title field blank, but note that you still get an empty paragraph at the top of your TOC for this title. You can always delete that paragraph.
3. Use the Style pop-up menu to choose the paragraph style that this title will have.
4. In the Styles in Table of Contents section, click a paragraph style that you want to appear in your TOC from the Other Styles list at right.
For example, you might click Chapter Title.
5. Click Add to add it to the Include Paragraph Styles list at left.
Select a style from the Include Paragraph Styles section and click Remove to remove any paragraph styles you don’t want to be used in the TOC.
6. Repeat Steps 4 and 5 until you have added all the paragraph styles that you want to include in the TOC.
7. Use the Entry Style pop-up menu to select a TOC level and then choose the paragraph formatting for that style.
If the Entry Style, Page Number, and other options don’t display, click the More Options button to see them.
• Use the Page Number pop-up menu to determine how page numbers are handled: After Entry, Before Entry, and No Page Number. If you want the page numbers to have a character style applied, choose that style from the Style pop-up menu to the right of the Page Number pop-up menu.
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• Use the Between Entry and Number field and pop-up menu to
choose what appears between the TOC text and the page number.
You can enter any characters you want; use the pop-up menu to
select special characters such as bullets and tabs. In most cases, you should select a tab; the paragraph style selected earlier for the TOC entry includes leader information, such as having a string of periods between the text and the number. You can also apply a character style to the characters between the text and the page numbers via the Style pop-up menu at right.
• To sort entries at this level alphabetically, such as for a list of products in a brochure, select the Sort Entries in Alphabetical Order check box.
• To change the level of the current TOC entry, use the Level pop-up menu. If you change the level of entries, InDesign correctly sorts them when it creates the TOC, even if the levels seem out of order in the Include Paragraph Styles list.
• In the Options section of the dialog box, choose the appropriate options. Check Create PDF Bookmarks if you’re exporting the document to PDF format and want the PDF TOC file to have book- marks (a clickable set of TOC links). Check Run-in if you want all entries at the same level to be in one paragraph. (This option isn’t common for TOCs, but it’s used in indexes and lists of figures.) Check Replace Existing Table of Contents if you want InDesign to automatically replace an existing TOC if the TOC style is changed. Check Include Text on Hidden Layers if you want text on hidden layers to be included in the TOC. Check Include Book Documents if you have a book open and want InDesign to generate a TOC
based on all chapters in that book. (InDesign shows the current open book’s name.) Finally, control whether numbers are included in the table of contents for numbered paragraphs using the new Numbered Paragraphs pop-up menu.
8. Continue this process for each paragraph style whose text should be in the TOC.
Note that the order in which you add these styles determines the initial levels: The first paragraph style added is level 1; the second is level 2, and so on. But you can change the order by changing the Level setting, as described in Step 7.
You can also reorder the paragraph styles by dragging them up and down in the list — but this doesn’t change their levels and thus won’t change the order in which they are sorted in the TOC. All it does is change the order you see them in the dialog box.
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To make changes to a TOC style, go to the Edit Table of Contents Style dialog box. Choose Layout➪Table of Contents Styles, select the TOC style to edit, and click Edit.
With a TOC style in place and your document properly formatted with the paragraph styles that the TOC style will look for when generating a TOC, you’re ready to have InDesign create the actual TOC for you.
To generate a TOC, choose Layout➪Table of Contents. You get a dialog box that is identical to the New Table of Contents Style dialog box, shown in Figure 20-5. In this dialog box, you can make changes to the TOC style settings. (If you want to save those TOC style changes, be sure to click the Save Style button.) Then click OK to have InDesign generate the TOC. You might 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) in your TOC. It may take a minute or two for the program to generate the TOC. (See Chapter 12
for more details on overset text.)
Be sure you allow enough space (a single text frame, a series of linked text frames, or one or more empty pages) for the TOC before generating a final TOC because if you end up adding or deleting pages based on the TOC length, the TOC will display the old page numbers. To update page numbering after flowing a TOC, simply rebuild the TOC by selecting the text frame holding the TOC and then choosing Layout➪Update Table of Contents.
If you select a text frame, InDesign places the TOC text in it when you generate the TOC. If you don’t select a text frame, you see the familiar loaded-text icon (the paragraph pointer) that you see when you place a text file. Click a text frame to insert the TOC text in that frame or click in an empty part of your document to create a text frame in which the TOC text will flow.
The feature that creates a TOC is actually a list generator, and you can use it to create other kinds of lists. Basically, anything that is tagged with a paragraph style can be used to create a list. For example, if your figure captions all use their own paragraph style (called Caption Title in this example), you can generate a list of figures by creating a TOC style that includes just the Caption Title paragraph style. An InDesign document can have more than one TOC so that you can include multiple lists in your document.
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