InDesign CS3 For Dummies PDF

InDesign CS3 ® FOR DUMmIES ‰ by Galen Gruman InDesign CS3 ® FOR DUMmIES ‰ by Galen Gruman InDesign® CS3 For Dummies® Published by Wiley Publishing, Inc. 111 River Street Hoboken, NJ 07030-5774 www.wiley.com Copyright © 2007 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permit- ted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. 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Library of Congress Control Number: 2007924222 ISBN: 978-0-470-11865-8 Manufactured in the United States of America 10 9 8 7 6 5 4 3 2 1 About the Author Galen Gruman is the principal at The Zango Group, an editorial and marketing consulting firm. Currently a regular contributor to Macworld, Layers Magazine, CIO, and InfoWorld, he has also been editor of Macworld and M-Business, executive editor of Upside, West Coast bureau chief of Computerworld, and vice president of content for ThirdAge.com. He is co- author of 20 other books on desktop publishing. Gruman led one of the first successful conversions of a national magazine to desktop publishing in 1986 and has covered publishing technology since then for several publications, including the trade weekly InfoWorld, for which he began writing in 1986, Macworld, whose staff he joined in 1991, and, most recently, Layers Magazine. Dedication To Rick, Karen, and Kyle Bull, for many years of wonderful holidays and cordial visits. Publisher’s Acknowledgments We’re proud of this book; please send us your comments through our online registration form located at www.dummies.com/register/. Some of the people who helped bring this book to market include the following: Acquisitions, Editorial, and Composition Services Media Development Project Coordinator: Jennifer Theriot Project Editor: Linda Morris Layout and Graphics: Joyce Haughey, Acquisitions Editor: Bob Woerner Stephanie D. Jumper, Barbara Moore, Copy Editor: Linda Morris Alicia B. South, Ronald Terry Technical Editor: Jonathan Woolson Proofreaders: Debbye Butler, Susan Moritz Editorial Manager: Jodi Jensen Indexer: Aptara Media Development Manager: Anniversary Logo Design: Richard J. Pacifico Laura VanWinkle Editorial Assistant: Amanda Foxworth Sr. Editorial Assistant: Cherie Case Cartoons: Rich Tennant (www.the5thwave.com) Publishing and Editorial for Technology Dummies Richard Swadley, Vice President and Executive Group Publisher Andy Cummings, Vice President and Publisher Mary Bednarek, Executive Acquisitions Director Mary C. Corder, Editorial Director Publishing for Consumer Dummies Diane Graves Steele, Vice President and Publisher Joyce Pepple, Acquisitions Director Composition Services Gerry Fahey, Vice President of Production Services Debbie Stailey, Director of Composition Services Contents at a Glance Introduction.................................................................1 Part I: Before You Begin...............................................7 Chapter 1: Understanding InDesign Ingredients............................................................9 Chapter 2: Making It Work Your Way.............................................................................35 Part II: Document Essentials........................................49 Chapter 3: Opening and Saving Your Work...................................................................51 Chapter 4: Discovering How Pages Work......................................................................65 Chapter 5: Layers and Layers.........................................................................................79 Chapter 6: The Joys of Reuse..........................................................................................89 Chapter 7: Working with Color.....................................................................................103 Part III: Object Essentials.........................................119 Chapter 8: Creating Essential Elements.......................................................................121 Chapter 9: Manipulating Objects..................................................................................137 Chapter 10: Organizing Objects....................................................................................155 Chapter 11: Aligning and Arranging Objects...............................................................167 Part IV: Text Essentials.............................................187 Chapter 12: Putting Words on the Page.......................................................................189 Chapter 13: The Ins and Outs of Text Editing.............................................................211 Chapter 14: The Styles of Text......................................................................................225 Chapter 15: Fine-Tuning Paragraph Details................................................................235 Chapter 16: Finessing Character Details.....................................................................249 Chapter 17: Tricks with Text.........................................................................................263 Part V: Graphics Essentials........................................277 Chapter 18: Importing Graphics...................................................................................279 Chapter 19: Fitting Graphics and Setting Paths..........................................................291 Part VI: Getting Down to Business.............................301 Chapter 20: Working with Tabs and Tables.................................................................303 Chapter 21: Working with Footnotes, Indexes, and TOCs.........................................315 Chapter 22: Working with Automated Text.................................................................327 Chapter 23: Publishing Books.......................................................................................339 Part VII: Printing and Output Essentials.....................347 Chapter 24: Setting Up for Output................................................................................349 Chapter 25: Printing and Other Output Techniques..................................................357 Part VIII: The Part of Tens.........................................379 Chapter 26: Top Ten New Features in InDesign CS3..................................................381 Chapter 27: Top Ten (Or So) Resources for InDesign Users.....................................387 Chapter 28: Top Ten Must-Knows for QuarkXPress Refugees..................................393 Chapter 29: Top Ten Must-Knows for PageMaker Orphans......................................397 Index.......................................................................401 Table of Contents Introduction..................................................................1 How to Use This Book.....................................................................................2 How This Book Is Organized...........................................................................3 Part I: Before You Begin.........................................................................3 Part II: Document Essentials.................................................................3 Part III: Object Essentials......................................................................3 Part IV: Text Essentials..........................................................................4 Part V: Graphics Essentials...................................................................4 Part VI: Getting Down to Business.......................................................4 Part VII: Printing and Output Essentials..............................................4 Part VIII: The Part of Tens.....................................................................4 Icons Used in This Book..................................................................................5 Part I: Before You Begin................................................7 Chapter 1: Understanding InDesign Ingredients...................9 The InDesign Approach...................................................................................9 The frame-based metaphor.................................................................10 The free-form metaphor......................................................................11 Understanding Global and Local Control....................................................11 Choosing the right tools for the job...................................................13 Specifying measurement values.........................................................14 Basic InDesign Vocabulary............................................................................14 Discovering the Document Window............................................................16 Rulers.....................................................................................................18 Zero point..............................................................................................18 Pasteboard............................................................................................19 Pages and guides..................................................................................19 Zoom field and pop-up menu..............................................................19 Page controls........................................................................................20 Opening Multiple Document Windows........................................................20 Tooling around the Tools Panel...................................................................21 Using the Selection tools.....................................................................22 Using the Type tool..............................................................................24 Using the object-creation tools..........................................................25 Using the navigation tools...................................................................26 Working with Panels, Docks, and Workspaces...........................................28 Working with panels.............................................................................28 Working with docks..............................................................................31 Working with workspaces...................................................................31 Surveying the Menus.....................................................................................32 x InDesign CS3 For Dummies Chapter 2: Making It Work Your Way............................35 Setting Document Preferences.....................................................................36 Type preferences..................................................................................36 Composition preferences....................................................................40 Measurement preferences...................................................................41 Document defaults...............................................................................44 Modifying Defaults for Text and Objects.....................................................45 Text defaults..........................................................................................46 Object defaults......................................................................................46 Modifying Defaults for Views........................................................................47 Adding Default Colors and Styles.................................................................48 Part II: Document Essentials........................................49 Chapter 3: Opening and Saving Your Work.......................51 Setting Up a New Publication.......................................................................51 Opening documents.............................................................................54 Saving documents................................................................................59 Exporting document content..............................................................60 Recovering from Disaster..............................................................................63 Chapter 4: Discovering How Pages Work........................65 Understanding the Pages Panel....................................................................65 Adding pages.........................................................................................66 Selecting pages.....................................................................................68 Copying pages.......................................................................................68 Deleting pages.......................................................................................69 Moving pages within documents........................................................69 Moving pages among documents.......................................................70 Starting documents on a left page.....................................................70 Working with Page Numbers.........................................................................71 Dividing a document into sections....................................................72 Removing a section start.....................................................................74 Navigating Documents and Pages................................................................74 Navigating with the Pages panel........................................................75 Navigating with the menus and shortcuts........................................75 Using the Navigator panel...................................................................76 Adjusting Page Layouts and Objects...........................................................76 Chapter 5: Layers and Layers...................................79 What Layers Can Do for You.........................................................................79 Layer Basics....................................................................................................80 Working with Layers......................................................................................82 Creating a layer.....................................................................................82 Customizing layers...............................................................................82 Table of Contents xi Working with Objects on Layers..................................................................84 The active layer....................................................................................84 Selecting objects on layers.................................................................85 Placing objects on layers.....................................................................85 Moving objects to different layers.....................................................86 Manipulating Entire Layers...........................................................................86 Selecting layers.....................................................................................86 Rearranging layers...............................................................................87 Combining layers..................................................................................87 Deleting layers......................................................................................88 Chapter 6: The Joys of Reuse..................................89 Building and Using Templates......................................................................89 Creating templates...............................................................................90 Modifying templates............................................................................90 Creating documents from templates.................................................91 Building and Using Master Pages.................................................................91 Creating a new master page................................................................92 Importing a master page.....................................................................94 Deleting a master page........................................................................95 Applying a master page to document pages.....................................95 Changing master items on document pages.....................................96 Building and Using Libraries........................................................................97 Creating a library..................................................................................97 Putting items into a library.................................................................99 Copying library items onto document pages.................................101 Managing library panels....................................................................102 Chapter 7: Working with Color................................103 Working with Colors....................................................................................103 Creating color swatches....................................................................103 Creating mixed colors........................................................................107 Defining Tints................................................................................................109 Working with Gradients...............................................................................110 Creating gradient swatches...............................................................110 Understanding the Gradient panel...................................................112 Managing Swatches......................................................................................113 Editing swatches.................................................................................113 Copying swatches..............................................................................114 Deleting swatches..............................................................................114 Importing swatches............................................................................116 Exporting swatches............................................................................116 Applying Swatches.......................................................................................116 xii InDesign CS3 For Dummies Part III: Object Essentials..........................................119 Chapter 8: Creating Essential Elements........................121 Creating Frames and Shapes......................................................................121 Reshaping Frames and Shapes...................................................................123 Creating Lines and Paths.............................................................................124 Drawing a straight line.......................................................................124 Understanding paths.........................................................................126 Drawing your own paths...................................................................127 Applying Strokes..........................................................................................131 Setting stroke appearance.................................................................132 Creating stroke styles........................................................................134 Chapter 9: Manipulating Objects..............................137 Selecting Objects..........................................................................................137 Resizing and Scaling Objects......................................................................140 Resizing objects..................................................................................141 Scaling objects....................................................................................141 Moving Objects.............................................................................................142 Deleting Objects...........................................................................................142 Preventing Objects from Printing..............................................................143 Transforming Objects..................................................................................143 Rotating objects..................................................................................144 Shearing objects.................................................................................145 Flipping objects..................................................................................146 Repeating transformations................................................................146 Replacing Object Attributes.......................................................................147 Making Fancy Corners.................................................................................149 Using Transparency and Lighting Effects.................................................150 Basic transparency.............................................................................150 Using drop shadows and inner shadows........................................152 Using feathering and other lighting effects.....................................153 Chapter 10: Organizing Objects................................155 Combining Objects into a Group................................................................155 Locking Objects............................................................................................156 Working with Object Styles.........................................................................157 Creating object styles........................................................................157 Managing object styles......................................................................160 Applying object styles.......................................................................161 Managing object styles......................................................................162 Managing Links.............................................................................................163 Table of Contents xiii Chapter 11: Aligning and Arranging Objects....................167 Precise Positioning with Coordinates.......................................................167 Lining Up Objects with Guidelines and Grids...........................................168 Using ruler guides..............................................................................169 Working with column guides.............................................................172 Using document grids........................................................................172 Using baseline grids...........................................................................174 Aligning Objects to Each Other..................................................................175 Stacking Objects...........................................................................................177 Creating Inline and Anchored Frames.......................................................178 Working with inline frames...............................................................179 Working with anchored frames.........................................................181 Part IV: Text Essentials..............................................187 Chapter 12: Putting Words on the Page.........................189 Working with Text Frames..........................................................................189 Creating master text frames..............................................................190 Creating individual text frames........................................................191 Making changes to text frames.........................................................192 Importing Text..............................................................................................193 Import options for Microsoft Word and RTF files..........................194 Import options for Microsoft Excel files..........................................197 Pasting text into an InDesign document..........................................198 Dragging and dropping text..............................................................199 Threading Text Frames................................................................................200 Threading frames manually..............................................................201 Threading frames with the semi-autoflow method........................202 Threading frames and automatically adding pages.......................203 Breaking and rerouting threads........................................................203 Working with Columns................................................................................204 Specifying columns in master frames..............................................204 Changing columns in text frames.....................................................205 Wrapping Text around Objects..................................................................205 The Text Wrap panel..........................................................................206 Setting text-wrap preferences...........................................................209 Chapter 13: The Ins and Outs of Text Editing....................211 Editing Text...................................................................................................211 Controlling text view..........................................................................212 Navigating through text.....................................................................212 Highlighting text.................................................................................212 Undoing text edits..............................................................................213 Using the Story Editor.......................................................................213 xiv InDesign CS3 For Dummies Searching and Replacing Text....................................................................214 Replacing text.....................................................................................215 Replacing formatting..........................................................................217 Changing special characters.............................................................218 Working with saved queries..............................................................218 Checking Spelling.........................................................................................219 Checking spelling as you type..........................................................219 Correcting mistakes on the fly..........................................................219 Using the Check Spelling dialog box................................................220 Changing the spelling and hyphenation dictionaries....................221 Chapter 14: The Styles of Text.................................225 Creating Styles..............................................................................................226 Managing Styles............................................................................................230 Updating styles...................................................................................230 Sharing styles with others.................................................................231 Using style groups..............................................................................232 Other management options..............................................................232 Applying Styles.............................................................................................233 Paragraph particulars........................................................................233 Character characteristics..................................................................234 Chapter 15: Fine-Tuning Paragraph Details.....................235 Applying Paragraph Formats......................................................................235 Specifying Alignment and Indents..............................................................237 Controlling alignment........................................................................237 Adjusting indent controls..................................................................238 Inserting space between paragraphs...............................................239 Controlling space between lines......................................................239 Controlling where paragraphs break...............................................240 Adding Drop Caps........................................................................................241 Controlling Hyphenation and Justification...............................................242 Manual hyphenation..........................................................................243 Automatic hyphenation.....................................................................243 Controlling justification.....................................................................245 Composing text...................................................................................246 Ruling Your Paragraphs...............................................................................247 Chapter 16: Finessing Character Details........................249 Specifying Character Formats....................................................................249 Modifying Font, Type Style, and Size.........................................................251 Changing font family and font style.................................................252 Changing type size.............................................................................253 Using Other Character Formats.................................................................253 Horizontal and Vertical Scale options.............................................255 Baseline shift.......................................................................................255 Table of Contents xv Skew (false italic)...............................................................................256 Capitalization Options.......................................................................257 Superscript and Subscript................................................................257 Underline and Strikethrough............................................................258 Ligatures..............................................................................................258 Turning off hyphenation and other breaks.....................................259 Controlling Space between Characters and Lines...................................260 Kerning.................................................................................................260 Tracking...............................................................................................261 Leading................................................................................................261 Chapter 17: Tricks with Text..................................263 Using Bulleted and Numbered Lists..........................................................263 Labeling Paragraphs....................................................................................266 Adding Special Type Treatments...............................................................267 Reversing type out of its background..............................................267 Creating sidebars and pull-quotes...................................................269 Formatting fractions..........................................................................269 Optical margin alignment..................................................................272 Custom underline and strikethrough options................................273 Converting Text into Shapes.......................................................................274 Making Text Follow a Path..........................................................................275 Part V: Graphics Essentials........................................277 Chapter 18: Importing Graphics...............................279 Preparing Graphics Files.............................................................................279 Importing and Placing Graphics.................................................................281 Specifying Import Options..........................................................................284 Import options for bitmap graphics................................................284 Import options for vector file formats.............................................286 Import options for placed InDesign files.........................................288 Working with image layers................................................................288 Using Other Ways to Import Graphics......................................................289 Chapter 19: Fitting Graphics and Setting Paths..................291 Cropping and Repositioning.......................................................................291 Figuring out the Fitting Commands...........................................................292 Working with Graphics in Irregular Shapes..............................................294 Using a graphic’s own clipping path................................................295 Creating a clipping path in InDesign................................................296 xvi InDesign CS3 For Dummies Part VI: Getting Down to Business..............................301 Chapter 20: Working with Tabs and Tables.....................303 Setting Tabs...................................................................................................303 Setting Up Tables..........................................................................................305 Adjusting tables..................................................................................307 Formatting tables...............................................................................308 Using table and cell styles.................................................................311 Modifying and managing table and cell styles................................312 Converting Tabs to Tables (and Back)......................................................313 Chapter 21: Working with Footnotes, Indexes, and TOCs.........315 Adding Footnotes.........................................................................................315 Creating Indexes...........................................................................................318 Choosing an indexing style...............................................................318 Inside the Index panel........................................................................319 Adding index items via the Index panel..........................................320 Polishing and generating the index..................................................321 Creating Tables of Contents........................................................................323 Chapter 22: Working with Automated Text......................327 Automatic Page Numbers...........................................................................327 Using Section Markers.................................................................................328 Using Text Variables....................................................................................329 Creating text variables.......................................................................329 Editing and managing text variables................................................331 Inserting text variables......................................................................332 Using Hyperlinks..........................................................................................332 Creating hyperlinks............................................................................332 Modifying and deleting hyperlinks...................................................336 Chapter 23: Publishing Books.................................339 Book Basics...................................................................................................339 Creating a new book...........................................................................340 Opening and closing a book..............................................................340 Adding chapters to books.................................................................340 Working on Chapters...................................................................................341 Finding out about chapter status.....................................................342 Taking advantage of style sources...................................................342 Synchronizing formatting..................................................................342 Printing Chapters and Books......................................................................344 Working with Sections in Chapters............................................................344 Numbering pages consecutively......................................................345 Numbering pages with sections.......................................................345 Setting chapter numbers...................................................................345 Table of Contents xvii Part VII: Printing and Output Essentials.....................347 Chapter 24: Setting Up for Output..............................349 Checking Your Document before Printing................................................349 Setting Up Booklets......................................................................................353 Chapter 25: Printing and Other Output Techniques...............357 Calibrating Color..........................................................................................357 Ensuring consistent color.................................................................358 Saving color management preferences............................................359 Changing document color settings..................................................360 Calibrating output..............................................................................360 Choosing Print Options...............................................................................360 Common options................................................................................361 The General pane...............................................................................362 The Setup pane...................................................................................363 The Marks and Bleed pane................................................................364 The Output pane................................................................................365 The Graphics pane.............................................................................366 The Color Management pane............................................................367 The Advanced pane...........................................................................367 The Summary pane............................................................................367 Creating a Document Package....................................................................367 Exporting PDF Files......................................................................................369 Common options................................................................................370 The General pane...............................................................................371 The Compression pane......................................................................373 Marks and Bleed pane.......................................................................373 The Output pane................................................................................374 The Advanced pane...........................................................................374 Security pane......................................................................................374 The Summary pane............................................................................376 Exporting to the Web...................................................................................376 Part VIII: The Part of Tens.........................................379 Chapter 26: Top Ten New Features in InDesign CS3..............381 Interface Changes.........................................................................................381 Collapsing panels...............................................................................381 Page previews.....................................................................................382 Faster tool switching..........................................................................382 Working with Layout Elements...................................................................383 Master-page import............................................................................383 Object-level search.............................................................................383 xviii InDesign CS3 For Dummies Reusable saved search queries........................................................384 Lighting effects...................................................................................384 Multiple file placement......................................................................384 Text Controls................................................................................................385 Text variables......................................................................................385 Style groups.........................................................................................386 Chapter 27: Top Ten (Or So) Resources for InDesign Users........387 Web Sites.......................................................................................................387 InDesignCentral..................................................................................387 The Adobe Web site...........................................................................388 InDesign User Group..........................................................................389 Creativepro..........................................................................................389 Magazine Resources....................................................................................390 InDesign Magazine..............................................................................390 Layers magazine.................................................................................390 Macworld magazine...........................................................................390 Recommended Books..................................................................................390 Chapter 28: Top Ten Must-Knows for QuarkXPress Refugees.....393 Opening Those Old QuarkXPress Files.....................................................393 Paying Attention to Selection Tool Differences........................................393 Using Keyboard Shortcuts for Tools.........................................................394 Thinking Panels, Not Dialog Boxes............................................................395 Using Familiar Measurements....................................................................395 Knowing Differences in Documents...........................................................395 Working with Objects, Not Items...............................................................395 Approaching Text from a New Perspective..............................................396 Starting with the Direct Selection Tool for Graphics...............................396 Paying Close Attention When Printing......................................................396 Chapter 29: Top Ten Must-Knows for PageMaker Orphans........397 Open Those Old PageMaker Files..............................................................397 You Now Have Three Selection Tools........................................................398 Switching Your Shortcuts............................................................................398 Setting Aside Time to Set Preferences.......................................................399 Working with Objects, Not Elements.........................................................399 Don’t Worry Much about Text Differences...............................................399 Don’t Worry Much about Graphics, Either...............................................399 A Different Way to Change Pages...............................................................400 Creating Colors Is Different.........................................................................400 Using the Command Bar..............................................................................400 Index........................................................................401 Introduction W hat is Adobe InDesign and what can it do for you? InDesign is a power- ful publishing application that lets you work the way you want to work. You can use InDesign as a free-form but manual approach to layout, or as a structured but easily revised approach. The fact that you can choose which way to work is important for both novice and experienced users because there isn’t a single, correct way to lay out pages. Sometimes (for example, if your project is a single-instance publication), creating a layout from scratch — almost as if you were doing it by hand on paper — is the best approach. And sometimes using a highly formatted template that you can modify as needed is the way to go: There’s no need to reinvent the wheel for documents that have a structured and repeatable format. InDesign can handle sophisticated tasks, such as magazine and newspaper page layout, but its simple approach to publishing also makes it a good choice for smaller projects, such as one-off ads and fliers. InDesign is also a good choice for corporate publishing tasks, such as proposals and annual reports. Plug-in software from other vendors adds extra capabilities. But that’s not all. InDesign was designed from the ground up as an electronic publishing tool. That means that you can easily send documents to service bureaus and printing presses for direct output, which saves you lots of time and money. It also means that you can create documents for electronic distri- bution, particularly using the Adobe Acrobat Portable Document Format (PDF). These electronic files can include interactive features, such as buttons to play sounds or a movie. After you get the hang of it, InDesign is quite easy to use. At the same time, it’s a powerful publishing program with a strong following among the ranks of professional publishers — and the latest InDesign CS3 version is certain to reinforce that position. Part of its success is due to the fact that its interface is like that of its sister applications, Adobe Illustrator and Adobe Photoshop, which are also components of the Adobe Creative Suite. If you are just getting started with InDesign, welcome! I hope you’ll find the information in these pages to be helpful in getting you started. 2 InDesign CS3 For Dummies How to Use This Book Although this book has information that any level of publisher needs to know to use InDesign, this book is primarily for those of you who are fairly new to the field, or who are just becoming familiar with the program. I try to take the mystery out of InDesign and give you some guidance on how to create a bunch of different types of documents. Here are some conventions used in this book: Menu commands are listed like this: Window➪Pages. Key combinations: If you’re supposed to press several keys together, I indicate that by placing plus signs (+) between them. Thus, Shift+Ô+A means press and hold the Shift and Ô keys, and then press A. After you’ve pressed the A key, let go of all the keys. I also use the plus sign to join keys to mouse movements. For example, Alt+drag means to hold the Alt key when dragging the mouse. Note that the Macintosh sequence comes first, followed by the Windows equivalent. Pointer: The small graphic icon that moves on the screen as you move your mouse is a pointer (also called a cursor). The pointer takes on dif- ferent shapes depending on the tool you select, the current location of the mouse, and the function you are performing. Click: This means to quickly press and release the mouse button once. On most Mac mice, there is only one button, but on some there are two or more. All PC mice have at least two buttons. If you have a multi- button mouse, click the leftmost button when I say to click the mouse. Double-click: This tells you to quickly press and release the mouse button twice. On some multi-button mice, one of the buttons can func- tion as a double-click. (You click it once, the mouse clicks twice.) If your mouse has this feature, use it; it saves strain on your hand. Right-click: A Windows feature, this means to click the right-hand mouse button. On a Mac’s one-button mouse, hold the Control key when click- ing the mouse button to do the equivalent of right-clicking in programs that support it. On multi-button Mac mice, assign one of the buttons to the Control+click combination. Dragging: Dragging is used for moving and sizing items in an InDesign document. To drag an item, position the mouse pointer on the item, press and hold down the mouse button, and then slide the mouse across a flat surface. Introduction 3 How This Book Is Organized I’ve divided this book into eight parts, not counting this introduction. Note that the book covers InDesign on both Macintosh and Windows. Because the application is almost identical on both platforms, I only point out platform- specific information when I need to, when I remember to, or both. I have also included some bonus content on the InDesignCentral Web site (www.InDesignCentral.com). Part I: Before You Begin Designing a document is a combination of science and art. The science is in setting up the structure of the page: How many places will hold text, and how many will hold graphics? How wide will the margins be? Where will the page numbers appear? And so on. The art is in coming up with creative ways of fill- ing the structure to please your eyes and the eyes of the people who will be looking at your document. In this part, I tell you how to navigate your way around InDesign using the program’s menus, dialog boxes, panels, and panes. I also explain how to cus- tomize the preferences to your needs. Part II: Document Essentials Good publishing technique is about more than just getting the words down on paper. It’s also about opening, saving, adding, deleting, numbering, and setting layout guidelines for documents. This part shows you how to do all that and a lot more, including tips on setting up master pages that you can use over and over again. You’ll also find out how to create color swatches for easy reuse in your documents. Part III: Object Essentials This part of the book shows you how to work with objects: the lines, text frames, graphics frames, and other odds and ends that make up a publication. And you’ll discover how to apply some really neat special effects to them. 4 InDesign CS3 For Dummies Part IV: Text Essentials When you think about it, text is a big deal when it comes to publishing docu- ments. After all, how many people would want to read a book with nothing but pictures? In this part, I show you how to create and manipulate text, in more ways than you can even imagine. Part V: Graphics Essentials Very few people would want to read a book with nothing but text, so this part is where I show you how to handle graphics in InDesign. Part VI: Getting Down to Business InDesign — especially with some of the enhancements in its latest version — is really good at handling the many kinds of documents that tend to be used in businesses, such as manuals, annual reports, and catalogs. This part shows you how to create tables, handle footnotes, create indexes, manage page num- bering across multiple chapters in a book, and use text variables to make InDesign update text as needed based on the document’s current context. Part VII: Printing and Output Essentials Whether you’re printing a publication or simply creating a PDF file for read- ers to download from a Web site, you still need to understand the basics of outputting an InDesign document. This part is where I show you how to set up your output files, manage color, and work with service bureaus. Part VIII: The Part of Tens This part of the book is like the chips in the chocolate chip cookies; you could eat the cookies without them, but you’d be missing a really good part. It’s a part that shows you some important resources that will help you make the most of InDesign. It also gives some pointers on switching to InDesign from QuarkXPress and Adobe PageMaker. Introduction 5 Icons Used in This Book So that you can pick out parts that you really need to pay attention to (or, depending on your taste, to avoid), I’ve used some symbols, or icons, in this book. When you see this icon, it means I am pointing out a feature that’s new to InDesign CS3. If you see this icon, it means that I’m mentioning some really nifty point or idea that you may want to keep in mind as you use the program. This icon lets you know something you’ll want to keep in mind. If you forget it later, that’s fine, but if you remember it, it will make your InDesign life a little easier. If you skip all the other icons, pay attention to this one. Why? Because ignor- ing it could cause something really, really bad or embarrassing to happen, like when you were sitting in your second-grade classroom waiting for the teacher to call on you to answer a question, and you noticed that you still had your pajama shirt on. I don’t want that to happen to you! This icon tells you that I am about to pontificate on some remote technical bit of information that might help explain a feature in InDesign. The technical info will definitely make you sound impressive if you memorize it and recite it to your friends. 6 InDesign CS3 For Dummies Part I Before You Begin In this part... Y ou have your copy of InDesign and you’d like some basic information on how to get started, right? Well, you have come to the right place. Read along and, before you know it, you’ll be sailing smoothly through InDesign. This part of the book gives you a general idea of what InDesign can do. I explain the layout approaches you can take and how to set up InDesign to work the way you work. Along the way, you’ll find out how to navigate the plethora of panels, menus, tools, and shortcuts that can seem overwhelming at first but that soon become second nature as you gain experience using the program. Welcome aboard! Chapter 1 Understanding InDesign Ingredients In This Chapter The InDesign approach Understanding global and local control Basic InDesign vocabulary Discovering the document window Surveying the top tools Becoming familiar with tools and panels Surveying the menus S tarting to use a new software application is not unlike meeting a new friend for the first time. You take a long look at the person, maybe ask a few questions, and begin the process of becoming acquainted. Just as it’s worthwhile to learn the likes and dislikes of a new friend, it’s also worth your time to wrap your head around InDesign’s unique style and approaches. When you do so, you’ll find it much easier to start using InDesign to get work done. This chapter explains where to look in InDesign for the features and capabilities you need to master. I introduce you to the process that InDesign assumes you use when laying out documents, explain some of the terms you’ll encounter throughout the book, describe the unique interface elements in the document window, survey the most commonly used tools, and explain how InDesign pack- ages much of its functionality through an interface element called a panel. The InDesign Approach Publishing programs have some similarities and some differences in their var- ious approaches to the publishing task. One way to describe a program’s approach to publishing is to talk about its metaphor, or the overall way that it handles publishing tasks. 10 Part I: Before You Begin Some programs use a free-form metaphor, which means that the method used to craft a document is based on assembling page elements as you would if they were placed on a traditional pasteboard until you were ready to use them. This is also called the pasteboard metaphor, which is an imprecise term because software that uses other metaphors can still include a pasteboard. The now- defunct PageMaker is the best-known example of the free-form approach. Other programs approach page layout by using a frame-based metaphor, in which frames (or boxes) hold both the page elements and the attributes that control the appearance of those elements. QuarkXPress is the best-known example of the frame-based approach. InDesign offers the best of both worlds because it incorporates both the free- form and the frame-based metaphors. The frame-based metaphor When you work with a frame-based metaphor, you build pages by assembling a variety of frames that will contain your text and graphics. First, you set up the basic framework of the document — the page size and orientation, margins, number of columns, and so on. You then fill that framework with text, graphics, and lines. These frames and lines need not be straight or square. With InDesign, you can create frames that are shaped by Bézier curves. (In the 1970s, French engineer Pierre Bézier created the mathematics that make these adjustable curves work.) Why would you want to use frames? Publishers find several reasons why frames come in handy: To create a template for documents, such as newsletters and maga- zines, that use the same basic layout elements across many articles. You create the frames and then add the text and graphics appropriate for each specific article, modifying, adding, and deleting frames as nec- essary for each article. To get a sense of how you want your elements to be placed and sized before you start working with the actual elements. This is similar to sketching a rough layout on paper with a pen or pencil before doing a formal layout with InDesign. To set up specific size and placement of elements up front. You often work with a template or with guidelines that limit the size and placement of elements. In many cases, you can copy an existing frame because its size is the same as what you use in several locations of your layout. For Chapter 1: Understanding InDesign Ingredients 11 structured or partly structured documents, such as newsletters and mag- azines, it is usually easier to set up documents up front so that elements are sized and placed correctly; the less favorable alternative is resizing elements one at a time later on. Whether you start by creating frames to hold graphics or text or you simply place the text and graphics directly on your page, you’re using frames. When you directly place elements on the page, InDesign creates a frame automati- cally for each element. The frame that InDesign creates is based on the amount of text or the size of the graphic, rather than on your specific frame specifications. Of course, in either case, you can modify the frames and the elements within them. The free-form metaphor Working under a free-form metaphor, you draw a page’s content as if you’re working on paper. If you’ve been in the publishing business for a while, you might once have used wax to stick strips of type, camera-ready line drawings, and halftone pictures to a pasteboard. You would then assemble and reassemble all those pieces until you got the combination that looked right to you. The free-form metaphor encourages a try-as-you-go, experimental layout approach, which is particularly well suited to one-of-a-kind documents such as ads, brochures, annual reports, and some marketing materials. If you use a frame-based approach to page layout, you can experiment with using the frames as placeholders for actual text and graphics. Visual thinkers like to work with actual objects, which is why the free-form metaphor works much better for them. With InDesign, you pick the metaphor that works for your style, your current situation, and your mood. After all, both approaches can lead to the same great design. Understanding Global and Local Control The power of desktop publishing in general, and InDesign in particular, is that it lets you automate time-consuming layout and typesetting tasks while at the same time letting you customize each step of the process according to your needs. This duality of structure and flexibility — implemented via the dual use of the frame-based and free-form layout metaphors — carries over to all operations, from typography to color. You can use global controls to establish general settings for layout elements, and then use local controls to modify those ele- ments to meet specific publishing requirements. The key to using global and local tools effectively is to know when each is appropriate. 12 Part I: Before You Begin Global tools include General preferences and application preferences (see Chapter 2) Master pages and libraries (see Chapter 6) Character and paragraph styles (see Chapter 14) Table and cell styles (see Chapter 20) Object styles (see Chapter 10) Sections and page numbers (see Chapter 4) Color definitions (see Chapter 7) Hyphenation and justification (see Chapter 15) Styles and master pages are the two main global settings that you can expect to override locally throughout a document. You shouldn’t be surprised to make such changes often because, although the layout and typographic func- tions that styles and master pages automate are the fundamental compo- nents of any document’s look, they don’t always work for all the specific content within a publication. (If they did, who’d need human designers?!) Local tools include Frame tools (see Part III, as well as Chapter 17) Character and paragraph tools (see Chapters 15 and 16) Graphics tools (see Part V) Keep your bearings straight A powerful but confusing capability in InDesign when you enter in the X and Y coordinates to is something called a control point. InDesign place it precisely. That’s because most people lets you work with objects from nine different use the upper-left corner of an object when reference points — any of the four corners, the specifying its coordinates, not the center of the middle of any of the four sides, or the center — object. Be sure to change the control point to such as when positioning the object precisely the upper-left reference point whenever enter- or rotating the object. You choose the active ref- ing X and Y coordinates in the Control or erence point, or control point, in the Control Transform panels. panel or Transform panel, using the grid of nine How do you change the control point? That’s points arranged in a square. easy: Just click the desired reference point in By default, InDesign uses the central reference that preview grid. The control point will be point as the control point, which is great for black, whereas the other reference points will rotating an object, but can lead to confusion be white. Chapter 1: Understanding InDesign Ingredients 13 Choosing the right tools for the job Depending on what you’re trying to do with InDesign at any given moment, you may or may not immediately know which tool to use. If, for example, you maintain fairly precise layout standards throughout a document, using master pages is the way to keep your work in order. Using styles is the best solution if you want to apply standard character and paragraph formatting throughout a document. When you work with one-of-a-kind documents, on the other hand, it doesn’t make much sense to spend time designing master pages and styles — it’s easier just to format elements as you create them. For example, you can create drop caps (large initial letters set into a para- graph of type, like the drop cap that starts each chapter in this book) as a character option in the Character panel, or you can create a paragraph style (formatting that you can apply to whole paragraphs, ensuring that the same formatting is applied each time) that contains the drop-cap settings, and then apply that style to the paragraph containing the drop cap. Which method you choose depends on the complexity of your document and how often you need to perform the action. The more often you find yourself taking a set of steps, the more often you should use a global tool (like character and para- graph styles) to accomplish the task. Fortunately, you don’t need to choose between global and local tools while you’re in the middle of designing a document. You can always create styles from existing formatting later. You can also add elements to a master page if you start to notice that you need them to appear on every page. What to do when you make a mistake InDesign is a very forgiving program. If you by repeatedly choosing Edit➪Undo or make a mistake, change your mind, or work pressing Ô+Z or Ctrl+Z; each time you yourself into a complete mess, you don’t have to undo, the previous action is undone. remain in your predicament or save your work. Redo an action you’ve undone by choosing InDesign offers several escape routes. You can Edit➪Redo or pressing Shift+Ô+Z or Undo your last action by choosing Ctrl+Shift+Z. Alternatively, choosing Undo Edit➪Undo or pressing Ô+Z or Ctrl+Z. and Redo is a handy way of seeing a (Some actions, particularly actions such as before/after view of a particular change. As scrolling that do not affect any items or the with undo, you can redo multiple undone underlying document structure, cannot be actions in the reverse of the order in which undone.) You can undo multiple actions in they were undone. the reverse order in which they were done 14 Part I: Before You Begin Specifying measurement values Another situation in which you can choose between local or global controls is specifying measurement values. Regardless of the default measurement unit you set (that is, the measurement unit that appears in all dialog boxes and panels), you can use any unit when entering measurements in an InDesign dialog box. For example, if the default measurement is picas, but you’re new to publishing and are more comfortable with working in inches, go ahead and enter measurements in inches. InDesign accepts any of the following codes for measurement units. Note that the x in the items listed below indicates where you specify the value, such as 2i for 2 inches. It doesn’t matter whether you put a space between the value and the code. Typing 2inch and typing 2 inch are the same as far as InDesign is concerned: xi or x inch or x" (for inches) xp (for picas) xpt or 0px (for points) xc (for ciceros) xag (for agates) xcm (for centimeters) xmm (for millimeters) The ability to specify measurements in agates is new to InDesign CS3. Agates are typically used in newspaper publishing. You can enter fractional picas in two ways: in decimal format (as in 8.5p) and in picas and points (as in 8p6). Either of these settings results in a measure- ment of 81⁄2 picas (there are 12 points in a pica). Basic InDesign Vocabulary Not too long ago, only a few publishing professionals knew — or cared about — what the words pica, kerning, crop, and color model meant. Today, these words are becoming commonplace because almost everyone who wants to produce a nice-looking report, a simple newsletter, or a magazine encounters these terms in the menus and manuals of their layout programs. Occasionally, the terms are used incorrectly or are replaced with general terms to make nonprofessional users feel less threatened, but that substitution ends up confusing professional printers, people who work in service bureaus, and Internet service providers. Throughout this book, I define other publishing terms as they come up. Chapter 1: Understanding InDesign Ingredients 15 Altered keystrokes: Revised shortcuts InDesign CS3 has changed a few shortcuts that on the Mac, but the old shortcut of Shift+F10 users of previous versions of InDesign should still works. In Windows, the shortcut remains know, so they can adapt accordingly: Shift+F10, but Ctrl+Shift+F10 also works. Type➪Paragraph Styles: The new shortcut is Window➪Pages: The new shortcut is Ô+F11 on the Mac, but the old shortcut of F11 Ô+F12 on the Mac, but the old shortcut of still works (though the Mac OS X’s Exposé F12 still works. In Windows, the shortcut program also uses this shortcut and thus may remains F12, but Ctrl+F12 also works. appear instead). In Windows, the shortcut Window➪Stroke: The new shortcut is remains F11, but Ctrl+F11 also works. Ô+F10 on the Mac, but the old shortcut of Type➪Character Styles: The new shortcut F10 still works. In Windows, the shortcut is Shift+Ô+F11 on the Mac, but the old remains F10, but Ctrl+F10 also works. shortcut of Shift+F11 still works. In For consistency, this book uses the new short- Windows, the shortcut remains Shift+F11, cut for both Mac and Windows for the new but Ctrl+Shift+F11 also works. shortcuts involving the F10, F11, and F12 keys, Type➪Paragraph: The new Windows short- such as Ô+F10 and Ctrl+F10 for opening the cut is now Ctrl+Alt+T, no longer Ctrl+M, to Stroke panel. They changed to accommodate match the Mac’s Option+Ô+T. Adobe let Mac OS X’s Exposé program, which uses the Ctrl+Alt+T work as an alternative in InDesign F10, F11, and F12 keys in its shortcuts, causing it CS2; now the menu has changed to make to launch when InDesign users entered short- Ctrl+Alt+T the official shortcut. But the old cuts using them. The new InDesign shortcuts Ctrl+M continues to work if you want to still don’t step on Exposé’s toes. use it. New shortcuts include the following: View➪Show/Hide Frame Edges: The new Type➪Glyphs: Option+Shift+F11 or Alt+ shortcut for the Mac only is Control+Ô+H. Shift+F11. The Windows shortcut remains Ctrl+H. Type➪Insert Special Character➪Quotation View➪Display Performance➪Fast Display: Marks➪Straight Double Quotation Marks: The new shortcut is Option+Shift+Ô+Z or Command+Shift+' or Alt+Shift+'. Ctrl+Alt+Z, replacing Shift+Ô+0 or Ctrl+ Shift+0. Type➪Insert Special Character➪Quotation Marks➪Straight Single Quotation Mark View➪Display Performance➪High Quality (Apostrophe): Command+' or Alt+'. Display: The new shortcut, for the Mac only, is Control+Option+Ô+H. The Windows short- Notes➪Notes Mode: Ô+F8 or Ctrl+F8. cut remains Ctrl+Alt+H. Window➪Automation➪Scripts: Window➪Effects: The new shortcut to the Option+Ô+F11 or Ctrl+Alt+F11. renamed Transparency panel is Shift+Ô+F10 16 Part I: Before You Begin Like all great human endeavors, InDesign comes with its own terminology, much of it adopted from other Adobe products. Some general terms to know include the following: Frame: The container for an object. A frame can hold text, a graphic, or a color fill. Link: The connection to a file that you import, or place (defined below), into an InDesign document. The link contains the file’s location and its last modification date and time. A link can reference any graphics or text file that you have imported into a layout. InDesign can notify you when a source text or graphics file has changed so you can choose whether to update the version in your layout. Package: The collection of all files needed to deliver a layout for printing. PDF: The Adobe Portable Document Format, which has become the stan- dard for sharing electronic documents. No matter what kind of computer it is viewed on (Windows, Macintosh, Palm, or Unix), a PDF document displays the original document’s typography, graphics representation, and layout. With InDesign, you can place PDF files as if they were graph- ics, and you can also export its InDesign pages to PDF format. Place: To import a graphics or text file. Plug-in: A piece of software that loads into, and becomes part of, InDesign to add capabilities to the program. Stroke: The outline of an object (whether a graphic, line, or individual text characters) or frame. Thread: The connections between text frames that let a story flow from one frame to another. Discovering the Document Window In InDesign, you spend lots of time working in document windows — the “containers” for your documents. Each document, regardless of its size, is contained within its own document window. The best way to get familiar with the InDesign document window is by open- ing a blank document. Simply choosing File➪New➪Document, or pressing Ô+N or Ctrl+N, and clicking OK opens a new document window. Don’t worry about the settings for now — just explore. Figure 1-1 shows all the standard elements of a new document window. I won’t bore you by covering interface elements that are standard to all programs. Instead, the rest of this section focuses on InDesign-specific elements. Chapter 1: Understanding InDesign Ingredients 17 Control panel Tools dock Tools panel Panel flyout menu Reference points Restore button Main dock Close button Minimize button Title bar Panel tab Panel group Zero point (ruler origin) Rulers Panel Figure 1-1: The document window is where you work on documents. Page- Zoom field turning Version Cue Pasteboard Scroll bars buttons status Zoom pop-up Page boundary Pasteboard Size box menu Page Page pop-up Page margins field menu Show/Hide Version Cue Scroll buttons Structure button pop-up menu The Version Cue pop-up menu lets you see the current status of a document in a shared workgroup setup. This is an expert feature you can ignore. 18 Part I: Before You Begin Rulers Document windows display a horizontal ruler across the top and a vertical ruler down the left side. As shown in Figure 1-1, the horizontal ruler measures from the top-left corner of the page across the entire spread, and the vertical ruler measures from the top to the bottom of the current page. These rulers are handy for judging the size and placement of objects on a page. Even expe- rienced designers often use the rulers while they experiment with a design. Both rulers display increments in picas unless you change the measurement system for each ruler in the Units & Increments pane of the Preferences dialog box. Choose InDesign➪Preferences➪Units & Increments or press Ô+K on the Mac, or choose Edit➪Preferences➪Units & Increments or press Ctrl+K in Windows, to open the Preferences dialog box. Your choices include inches, picas, points, decimal inches, ciceros, agates, millimeters, and centimeters. If you change the ruler measurement system when no documents are open, the rulers in all new documents will use the measurement system you selected. If a document is open when you make the change, the rulers are changed only in that document. You can also create your own measurement system by choosing Custom. Most people should ignore this option, but sometimes it can make sense, such as setting the ruler to match the line spacing, so you can measure number of lines in your ruler. If your computer has a small monitor and the rulers start to get in your way, you can hide them by choosing View➪Hide Rulers or by pressing Ô+R or Ctrl+R. Zero point The point where the rulers intersect in the upper-left corner of the page is called the zero point. This is the starting place for all horizontal and vertical measurements. If you need to place items in relation to another spot on the page (for example, from the center of a spread rather than from the left-hand page), you can move the zero point by clicking and dragging it to a new loca- tion. Notice that the X: and Y: values in the Control panel update as you drag the zero point so you can place it precisely. If you change the zero point, it changes for all pages or spreads in the document. You can reset the zero point to the upper-left corner of the left-most page by double-clicking the intersection of the rulers in the upper-left corner. If you move the zero point, all the objects on the page display new X: and Y: values even though they haven’t actually moved. Objects above or to the left of the zero point will show negative X: and Y: values, and the X: and Y: values of other objects will not relate to their actual position on the page or spread. Chapter 1: Understanding InDesign Ingredients 19 You can lock the ruler origin (the zero point), making it more difficult to acci- dentally change it. Control+click or right-click the ruler origin and choose Lock Zero Point from the menu that appears. (The Unlock Zero Point com- mand is right there as well, so you can just as easily unlock it.) Locking the zero point is a good idea because it will remind anyone working on your doc- ument that you prefer that they not fiddle with the zero point. Pasteboard The white area that surrounds the page is called the pasteboard. It is a work- space for temporarily storing objects. Above and below each page or spread is about an inch of pasteboard, and on the left and right a pasteboard space as wide as a page. For example, a spread of two 8-inch-wide pages will have 8 inches of pasteboard to the left and 8 inches of pasteboard to the right. Pages and guides Pages, which you can see onscreen surrounded by black outlines, reflect the page size you set up in the New Document dialog box (File➪New➪Document, or Ô+N or Ctrl+N). If it looks like two or more pages are touching, you’re look- ing at a spread. InDesign uses nonprinting guides, lines that show you the position of margins and that help you position objects on the page. Margins are the spaces at the outside of the page, whereas columns are vertical spaces where text is sup- posed to go by default. Magenta lines across the top and bottom of each page show the document’s top and bottom margins. Violet lines show left and right columns (for single-page documents) or inside and outside columns (for spreads). You can change the location of margin and column guides by choosing Layout➪Margins and Columns. You can create additional guides — such as to help you visually align objects — by holding down your mouse button on the horizontal or vertical ruler and then dragging a guide into the position you want. Zoom field and pop-up menu At the lower-left corner of the document window dwells the Zoom field, which shows the current zoom percentage. You can type in a new value any time. Immediately to its right is the Zoom pop-up menu, which also lets you change the document’s view. The view can be between 5 percent and 4,000 percent in 0.01-percent increments. 20 Part I: Before You Begin To change the view without taking your hands off the keyboard, press Option+Ô+5 or Ctrl+Alt+5, enter a new zoom value, and press Return or Enter. Or press Ô+= or Ctrl+= to zoom in, or Ô+– or Ctrl+– to zoom out. Page controls If you feel like flipping through pages of the document you are creating, InDesign makes it easy with page-turning buttons and the Page field and pop- up menu. Controls for entering prefixes for the page numbers of sections, and for indicating absolute page numbers in a document that contains multiple sections, are also handy. (An absolute page number indicates a page’s posi- tion in the document, such as +1 for the first page, +2 for the second page, and so on.) Next to the Zoom pop-up menu is a combined page-number field and pop-up menu encased by two sets of arrows. These arrows are page-turning buttons that take you to, from left to right, the first page, the previous page, the next page, and the last page. Just click an arrow to get where you want to go. You can also jump directly to a specific page or master page. To jump to a spe- cific page, highlight the current number in the page number field (by selecting it with your cursor, or by pressing Ô+J or Ctrl+J), enter a new page number, and press Return or Enter. (To jump to a master page, select the Page Number field and enter the first few characters of the master page’s name.) Opening Multiple Document Windows If you like to work on more than one project at once, you’ve come to the right program. InDesign lets you open several documents at once. It also lets you open multiple windows simultaneously for individual documents. A large monitor (or having multiple monitors connected) makes this multi-window feature even more useful. By opening multiple windows, you can Display two (or more) different pages or spreads at once. You still have to work on the documents one at a time, but no navigation is required — you have only to click within the appropriate window. Display multiple magnifications of the same page. For example, you can work on a detail at high magnification in one window and display the entire page — and see the results of your detail work — at actual size in another window. Display a master page in one window and a document page based on that mast

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