CREATING TABLES OF CONTENTS, FOOTNOTES, AND INDEXES


If you are creating long documents, it may be helpful for your readers if you include an index or table of contents with the document. InDesign gives you options that help you easily add and format these references, as well as footnotes. To make it easier, let's look at each one individually, even though many of the steps and processes are similar.

As with all of the sections in this chapter, these instructions are written to explain the basic process. You can check out the Adobe Help Center for more detailed instructions and explanations of all available options.

Tables of Contents

To create a table of contents, you must first create a document to hold your table of contents. If you are creating a table of contents for multiple documents, you should add the documents to a book so they can all be referenced. Refer to Chapter 25, "Understanding Document and Page Setup in InDesign," for more information about creating and working with book documents. Make sure you save your table of contents document and add it to the book as well.

InDesign creates tables of contents by scanning the documents included in the book for heading styles that are defined as table of content styles. When it finds type that has been marked with these styles, it pulls that text for the table of contents.

Next, define the information in your document that should be included in the table of contents. To do this, you tell InDesign what styles should be associated with entries in the table of contents:

1.

Choose Layout, Table of Contents Styles. The Table of Contents dialog opens (see Figure 32.4).

Figure 32.4. Create styles and apply them to headings you want to appear in your Table of Contents.


You should not perform these steps until your document(s) has been created and paragraph styles have been applied to the headings and other information you want to use to create the table of contents. You must define table of content styles and mark your text with them to create a table of contents.


2.

Name the Table of Contents in the Title field. If you want to apply a style to that title, select it in the Style pop-up menu.

3.

In the Other Styles list, click on the style name(s) that represent content you want to appear in the table of contents. Click the Add button to add them to the Include list.

4.

For each style in the Include list box, select the style you want to apply to those items in the table of contents from the Entry Style pop-up menu.

5.

If your documents have been gathered into a book, make sure you click the Include Book Documents check box so all entries from all documents are included.

6.

Click OK and then click OK again.

To generate the table of contents text, choose Layout, Table of Contents. Make sure all the options in the dialog are the way you want themfor example, the entry style; where the page number should appear relative to the chapter/section name and the style, if any, that should be applied to it; and what character, if any, should appear between the chapter/section name and the page number. You can also choose to sort the entries alphabetically. Click OK. A loaded text cursor appears; click it to place the table of contents on the page.

Footnotes

To insert a footnote in your document, click with the text cursor where you want the footnote to appear. Choose Type, Insert Footnote. A number automatically is inserted where you click, and your text cursor will move to the bottom of the page, enabling you to type your footnote. As you add footnotes on a page, the footnote area at the bottom of the page automatically expands as needed to fit the footnote information (see Figure 32.5).

Figure 32.5. Inserting footnotes in your InDesign document is very easy.


Indexes

An index is text that appears, usually at the end of your document, as an alphabetical list of references within the document that people might want to look up easily.

To create an index, you must do three things: mark all names or references that you want to index, create a book file with the empty file that will contain your index and all marked documents, and then generate your index.

To mark references, follow these steps:

1.

With a document open, choose Window, Type and Tables, Index to open the Index palette (see Figure 32.6).

Figure 32.6. The Index palette enables you to see a reference to all the marked text in your document.


2.

Use the Type tool to highlight the phrase you want to mark.

3.

Click the New Index Entry button at the bottom of the Index palette.

4.

The New Page Entry dialog opens. If you want to add a subtopic below the one that has been marked, type it here. You can add up to four levels of subtopics.

5.

Click OK to add the topic or click Add All to add the topic and subtopics you've entered.

6.

Continue marking references in this way throughout the document.

Many of your index entries may be single words or phrases that you want to appear in the index as they appear on your page. This may not be the case for proper names. You have two choices when you mark names:

  • When you click the button to mark the entry for the index, you can enter the last name in the Sort By field in the New Page Entry dialog. This makes sure that the name is sorted by last name instead of first.

  • You can also use a keyboard shortcut to mark names in last name, first name order: use Shift+Alt+Ctrl+] (Windows users) or Shift+Option++] (Mac users).

To set up a book file for the index, follow these steps:

1.

Choose File, New, Book. Name your book file and save it in an appropriate location.

There is also a keyboard shortcut for words or phrases that you want to appear in the index in their current order, as they do when you add them using the Index palette: Shift+Alt+Ctrl+[ (Windows users) or Shift+Option+Command+[ (Mac users).


2.

Add all marked documents to the book.

3.

Create a new document and save it as your index. Make sure this file is added to the book as well.

To generate your index, follow these steps:

1.

With your index file open, select Generate Index from the Index palette menu.

2.

Make all necessary formatting choices in the Generate index dialog. Make sure the box for Include Book Publications is checked, and the book file listed is the appropriate one to reference.

3.

Click OK.

4.

A loaded text cursor will appear; click on your page to place it.




Special Edition Using Adobe Creative Suite 2
Special Edition Using Adobe Creative Suite 2
ISBN: 0789733676
EAN: 2147483647
Year: 2005
Pages: 426
Authors: Michael Smick

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