Section 85. Creating a Book

#85. Creating a Book

When working on longer publications such as magazine and books, it's common to separate the content into multiple documents such as one document per article or one document per chapter. This allows multiple people to work on different parts of the publication, and it keeps the file sizes small, which results in files that open and save faster. To manage multiple documents for the same publicationincluding updating page numbers across documents and making sure styles remain consistentInDesign provides book files. A book actually displays as a palette, which serves as a container for the documents that make up the publication.

Creating a Book File

A book is another type of InDesign file, recognized by its file extension of .indb. Before you create a book file, however, it's helpful to get your project organized. Create a folder for the project and place all the documents for the book in it. (You do not need to have all the documents readyyou can add documents to a book at any time.) The project folder is also a good place to store any templates, libraries, graphics, and fonts for the project. To create a book:


Choose File > New > Book.


In the New Book dialog box, enter a name for the book in the Save As field.


Navigate to the folder containing the documents for the book; you can save the book in another location, but it's easiest to keep track of the files if you store the book and its documents in the same folder.


Click Save. The book palette opens with the name of the book in a tab.

Opening and Closing a Book

You can open the book like you open any other filechoose File > Open or double-click a book file icon on the desktop. If multiple books are open, additional tabs display in the Book palette. You can tear off these tabs to create individual palettes for each book.

To close a book, click the palette's close button or choose Close Book from the Book palette menu. You will be prompted to save changes to the book (such as adding or rearranging documents) before you close the book.


A book does not have to remain open while you work on its documents.

Saving Books

Changes made to a book, such as adding documents, are not saved automatically. To save changes, choose Save Book from the Book palette menu.

Adding Documents

When you first create a book, it is empty and waiting for you to add documents. You can add up to 1,000 documents to a book, and a single document can be included in multiple books. To add documents to a book:


Click the Add Documents button at the bottom of the Book palette (Figure 85a) or choose Add Document from the Book palette menu.

Figure 85a. The Add Documents button lets you select the InDesign documents to include in a book.


Select the document you want to add to the book. If multiple documents are in the same folder, you can add them all at once. Command-click (Mac OS) or Ctrl-click to select multiple documents, or Shift-click to select a continuous range of documents.


Click Open to add the documents.


You may see alerts regarding missing fonts, but you can click OK to bypass these for the purposes of adding the documents to the book. (Later, for accurate page numbering, you need to be sure no fonts are missing.)

You can also add documents to a book by dragging InDesign files from the desktop into the book.

Working with Books

Once documents are in a book, you can open them through the book for editing, rearrange documents in a book, replace documents with different ones, and remove documents from a book.

  • To open a document for editing, open its book. Then double-click the document name in the Book palette.

  • To replace a document in a book, select the document in the book and choose Replace Document from the Book palette menu.

  • To remove a document from a book, select it and click the Remove Documents button at the bottom of the Book palette or choose Remove Document from the palette menu.

  • To rearrange the documents in the book, click a document name and drag it up or down within the list (Figure 85b). If you're using automatic page numbering within the book, the page numbers update when you reorder chapters.

    Figure 85b. You can drag a document to a new location within a book.

Synchronizing Book Styles

To make sure that all the documents that make up a book remain consistent, you can synchronize styles, including object styles, paragraph styles, character styles, and color swatches. This way, if you modify a style or add one, the change can be automatically implemented in the entire book. You can synchronize all the documents in a book or selected documents. To synchronize:


Determine which document has the "right" styles that you want in all the documents. (For example, if you want to make a global change in a paragraph style, be sure the document you make the change in has all the appropriate styles in it.)


Click to the left of that document name in the Book palette. The Tool Tip will display "Indicates the Style Source" for that document.


Select the documents in the book that you want to synchronize. To synchronize the entire book, click in the blank area at the bottom of the palette to deselect all the documents.


Click Synchronize at the bottom of the Book palette or choose Synchronize Selected Documents from the palette menu.


An alert regarding missing fonts may display, but you can click OK to bypass this alert for synchronization purposes.


InDesign opens each document, makes the changes, saves it, and closes it. Therefore, you cannot undo synchronization.

To customize this feature, you can specify which styles synchronize by choosing Synchronize Options from the Book palette menu. Check the styles you want to synchronize in the Synchronize Options dialog box (Figure 85c). At this point, you can click the Synchronize button to synchronize all the documents in the book.

Figure 85c. The Synchronize Options dialog box lets you customize which styles synchronize.

Adobe InDesign CS2 How-Tos(c) 100 Essential Techniques
Adobe InDesign CS2 How-Tos: 100 Essential Techniques
ISBN: 0321321901
EAN: 2147483647
Year: N/A
Pages: 142

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