Available
Missing
tabs
Figure 22-1:
A book
panel and
its flyout Synchronize Styles and Swatches
menu, as
Save Book
well as
the status
Print Book
indicators
for
Add Document
“chapter”
Remove Document
documents.
To work on a chapter in a book, first open the book and then double-click the chapter name in the book’s pane. The chapter opens in InDesign just like any other InDesign document. For a chapter to be opened, it must be marked as Available, as explained in the next section. When you finish editing a chapter, save and close it as usual.
You can replace and delete chapters using the controls in the book panel’s flyout menu for whatever book pane is selected:
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Replace an existing chapter with another document by selecting the chapter in the book panel and choosing Replace Document from the flyout menu. Navigate to a new document, select it, and click the Open button. InDesign replaces the selected chapter with the new document. ߜ
Delete chapters from a book by choosing Remove Document from the flyout menu or by clicking the Remove Document iconic button (the –
icon) at the bottom of the panel.
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InDesign offers three other menu options in the flyout menu that come in handy for managing a book: You can save a book by choosing Save Book, save it to a new name by choosing Save Book As, and close a book by choosing Close Book. (With the latter option, any changes to the book are not saved, although a warning box gives you the chance to save any unsaved changes.) Finding out about chapter status
When you use the book panel in a workgroup, it provides helpful status reports about each chapter. (Figure 22-1 shows the icons used to indicate a chapter’s status.) The statuses are
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Available: You can open, edit, or print the chapter. Only one user at a time can open a chapter.
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Open: You have the chapter open and can edit it or print it. Nobody else can open the chapter at this time.
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In Use: Another user has the chapter open. In this case, you can’t edit or open the chapter.
ߜ
Modified: The chapter has been changed since the last time you opened the book panel. Simply click the chapter name to update it.
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Missing: The chapter’s file has been moved since it was added to the book. Double-click the chapter name to open the Find File dialog box and locate it.
The Document Information menu option in the book panel’s flyout menu provides useful information. When you select a chapter and choose this option, you can see the file’s modification date, location, and page range, and you can replace the chapter with a different document.
Taking advantage of style sources
The first chapter you add to the book is, by default, the style source. You can tell which chapter is the style source by the icon to the left of the chapter name. In most cases, you want the styles, swatches, and so on to remain the same from chapter to chapter. The style source in an InDesign book defines the styles and swatches that are common to all the chapters in the book. If you decide to make a different chapter the style source, all you need to do is (in the book pane) click in the column to the left of that chapter’s filename. The icon indicating the style source moves to that chapter. But note that indicating a style source isn’t the end of the story; to ensure formatting consistency, you need to synchronize all the book’s chapters to that source, as explained in the next section.
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Synchronizing formatting
When you use the Synchronize feature, InDesign makes sure that the paragraph styles, character styles, table styles, cell styles, object styles, trap presets, TOC styles, master pages, and color swatches in each chapter in the book match those in the style source. This synchronization enforces consistency, but also means you have to make sure that you choose the correct chapter as the standard, because its settings will override the other chapters’ settings. The book panel includes a Synchronize iconic button (the two facing arrows), as well as a Synchronize Selected Documents or Synchronize Book menu item in the flyout menu. Before you synchronize, make sure that you’re happy with the styles, master pages, and other settings you’ve established in the style source and then follow these steps to synchronize:
1. Be sure that all chapters are available for editing.
2. Choose the style source by clicking the box to the left of the source chapter so that the style-source icon appears.
3. Choose Synchronize Options from the book panel’s flyout menu, which opens the — wait for it now! — Synchronize Options dialog box.
Make sure that every type of item you want to synchronize — Object Styles, TOC Style, Character Styles, Paragraph Styles, Table Styles, Cell Styles, Master Pages, Numbered Lists, Text Variables, Conditional Text Settings, Cross-Reference Formats, Trap Presets, and Swatches — is checked.
InDesign CS4 adds the ability to synchronize the new cross-references and conditional text attributes.
4. Select the chapters you want to synchronize and either click the Synchronize button or choose Synchronize Selected Documents from the flyout menu.
If no chapters are selected, InDesign assumes that you want to synchronize all chapters; the menu option Synchronize Book appears in the flyout menu rather than Synchronize Selected Documents in that case.
5. Compare the styles (character, paragraph, object, table, cell, and TOC), swatches (color, tint, and gradient), text variables, numbered lists, master pages, and trap presets in the style source to those in each chapter.
If anything is different, the information in each chapter is updated to match the style source. If someone changed the typeface in a style sheet in a chapter, it reverts to the typeface specified in the style source. If anything is missing from a chapter — for example, if you just added a swatch to the style source but not to other chapters — that information is added to each chapter. If a chapter uses its own style or swatch not defined in the source style, that unique style or swatch is not changed or removed — these local additions are retained.
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By using the synchronize feature, you give each chapter the same basic set of styles and swatches as the style source, although you can still add more of these specifications to individual chapters. Keep in mind that synchronizing doesn’t repair the formatting fiascos that can happen when multiple users work on the same book. Be sure everyone who needs to know the standards for the design has access, ahead of time, to that information. Printing Chapters and Books
Using the book panel, you can print any chapters with the status of Available or Open. Here’s how:
1. To print the entire book, make sure that no chapters are selected.
To print a contiguous range of chapters, Shift+click the first and last chapters that you want to print. To print noncontiguous chapters, Ô+click or Ctrl+click the chapters to select them.
2. Click the Print Book iconic button or choose Print Book or Print Selected Documents in the book panel’s flyout menu.
The option you see depends on whether chapters are selected in the book panel. Either way, the standard InDesign Print dialog box opens. Note that the option to choose all pages or a range of pages is grayed out — you must print all chapters in the selected chapters.
3. Make any adjustments in the Print dialog box.
4. Click Print to print the chapters.
You can also output a book to PDF by using the Export Book to PDF or Export Selected Documents to PDF menu items in the flyout menu. Similar Digital Editions options let you export to the eBook format. These menu items work like their equivalent Print versions. (Chapter 24 covers PDF and eBook options.) And you can collect all the chapters, images, and fonts into one place using the Package Book for Print or Package Selected Documents for Print options (see Chapter 23).
Working with Sections in Chapters
Section-based page numbering is fairly common in book-length documents because it lets you, for example, restart page numbering in each new section, such as 4.1, 4.2, and so on. Creating a section start is also the only way to start a document on a left-facing page. InDesign gives you two choices for numbering book pages: You can let the book panel number pages consecutively from one chapter to the next, or you can add sections of page numbers, which carry through the book until you start a new section.
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Numbering pages consecutively
If your book chapters don’t have sections, use consecutive page numbering, in which the first page number of a chapter follows the last page number of the previous chapter (for example, one chapter ends on page 224, and the next chapter starts on page 225).
Consecutive page numbering is applied by default in InDesign. If, for some reason, a document resets its numbering, go to that document, open the Section dialog box (choose Numbering & Section Options in the Pages panel’s flyout menu), and select Automatic Page Numbering.
Consecutive page numbering works as follows:
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Whenever you add a chapter that contains no sections or that has section numbering set to Automatic Page Numbering, InDesign numbers pages consecutively throughout the book.
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As you add and delete pages from chapters, InDesign updates all the page numbers in the chapters that follow.
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You can force InDesign to renumber all the pages by choosing Repaginate from the book panel’s flyout menu — handy if you changed section options in some chapters and want the book to see those changes. Numbering pages with sections
When chapters you add to books already contain sections of page numbers (implemented through the Section dialog box, which you access via the Numbering & Section Options menu option in the Pages panel’s flyout menu), section page numbering overrides the book’s consecutive page numbering. The section page numbering carries through chapters of the book until InDesign encounters a new section start. So if one chapter ends on page iv, the next chapter starts on page v unless you start a new section for that chapter. For more in-depth information about section numbering, see Chapter 4. Setting chapter numbers
You can also see and modify any chapter’s page numbering settings by selecting the chapter in the book panel and then choosing Document Numbering Options from the flyout menu. Figure 22-2 shows the Document Numbering Options dialog box. The top half of the dialog box is the same as the Pages panel’s Section dialog box, whereas the bottom half — the Document Chapter Numbering area — lets you control the chapter numbering style and the chapter number itself.
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You can force a chapter to have a specific number by selecting the Chapter Number option, have the chapter use the same chapter number as the previous document (such as when you break a chapter into two documents), and have InDesign automatically number the current document by incrementing from the previous document’s chapter number.
The chapter number defined here — whether manually overridden or automatically adjusted — is what is used by the Chapter Number text variable, explained in Chapter 21.
Figure 22-2:
The
Document
Numbering
Options
dialog box.