Adobe InDesign CS4 User Manual

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Using

Updated 18 June 2009

ADOBE® INDESIGN® CS4

Updated 18 June 2009

Using Adobe

If this guide is distributed with software that includes an end user agreement, this guide, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. Except as permitted by any such license, no part of this guide may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Adobe Systems Incorporated. Please note that the content in this guide is protected under copyright law even if it is not distributed with software that includes an end user license agreement.

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Adobe, the Adobe logo, Adobe Caslon, Adobe Connect, Acrobat, After Effects, Creative Suite, Dreamweaver, Fireworks, Flash, FreeHand, GoLive, Illustrator, InCopy, InDesign, Kuler, PageMaker, Photoshop, PostScript, PostScript 3, Reader, and Version Cue are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries.

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Certain Spelling portions of this product are based on Proximity Linguistic Technology. ©Copyright 1990 Merriam-Webster Inc. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2003 Franklin Electronic Publishers Inc.©Copyright 2003 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. Legal Supplement ©Copyright 1990/1994 Merriam-Webster Inc./Franklin Electronic Publishers Inc. ©Copyright 1994 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990/1994 Merriam-Webster Inc./Franklin Electronic Publishers Inc. ©Copyright 1997All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA ©Copyright 1990 Merriam-Webster Inc. ©Copyright 1993 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2004 Franklin Electronic Publishers Inc. ©Copyright 2004 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1991 Dr. Lluis de Yzaguirre I Maura ©Copyright 1991 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 Munksgaard International Publishers Ltd. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 Van Dale Lexicografie bv ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1995 Van Dale Lexicografie bv ©Copyright 1996 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 IDE a.s. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1992 Hachette/Franklin Electronic Publishers Inc. ©Copyright 2004 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1991 Text & Satz Datentechnik ©Copyright 1991 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2004 Bertelsmann Lexikon Verlag ©Copyright 2004 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2004 MorphoLogic Inc. ©Copyright 2004 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 William Collins Sons & Co. Ltd. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1993-95 Russicon Company Ltd. ©Copyright 1995 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2004 IDE a.s. ©Copyright 2004 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. The Hyphenation portion of this product is based on Proximity Linguistic Technology. ©Copyright 2003 Franklin Electronic Publishers Inc.©Copyright 2003 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1984 William Collins Sons & Co. Ltd. ©Copyright 1988 All rights reserved.Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 Munksgaard International Publishers Ltd. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1997 Van Dale Lexicografie bv ©Copyright 1997 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1984 Editions Fernand Nathan ©Copyright 1989 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1983 S Fischer Verlag ©Copyright 1997 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1989 Zanichelli ©Copyright 1989 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1989 IDE a.s. ©Copyright 1989 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 Espasa-Calpe ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1989 C.A. Stromberg AB. ©Copyright 1989 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA.

The Spelling portion of this product is based on Proximity Linguistic Technology.

Color-database derived from Sample Books © Dainippon Ink and Chemicals, Inc., licensed to Adobe Systems Incorporated.

Portions © The Focoltone Colour Systems, and used under license.

This product includes software developed by the Apache Software Foundation (

PANTONE PANTONE Color Publications for accurate color. PANTONE

® InDesign® CS4 for Windows® and Mac OS

www.apache.org).

® Colors displayed in the software application or in the user documentation may not match PANTONE-identified standards. Consult current

® and other Pantone, Inc. trademarks are the property of Pantone, Inc. © Pantone, Inc., 2006

Updated 18 June 2009

modify, distribute and sell this software and its documentation for any purpose is hereby granted without fee, provided that the above copyright notice appear in all copies and that both that copyright notice and this permission notice appear in supporting documentation. Hewlett-Packard Company makes no representations about the suitability of this software for any purpose. It is provided “as is” without express or implied warranty.

Copyright© 1996, 1997 Silicon Graphics Computer Systems, Inc. Permission to use, copy, modify, distribute and sell this software and its documentation for any purpose is hereby granted without fee, provided that the above copyright notice appear in all copies and that both that copyright notice and this permission notice appear in supporting documentation. Silicon Graphics makes no representations about the suitability of this software for any purpose. It is provided “as is” without express or implied warranty.

Video compression and decompression in Adobe rights reserved.

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Sorenson Spark

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™ video compression and decompression technology licensed from Sorenson Media, Inc.

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Notice to U.S. Government End Users: The Software and Documentation are “Commercial Items,” as that term is defined at 48 C.F.R. §2.101, consisting of “Commercial Computer Software” and “Commercial Computer Software Documentation,” as such terms are used in 48 C.F.R. §12.212 or 48 C.F.R. §227.7202, as applicable. Consistent with 48 C.F.R. §12.212 or 48 C.F.R. §§227.7202-1 through 227.7202-4, as applicable, the Commercial Computer Software and Commercial Computer Software Documentation are being licensed to U.S. Government end users (a) only as Commercial Items and (b) with only those rights as are granted to all other end users pursuant to the terms and conditions herein. Unpublished-rights reserved under the copyright laws of the United States. Adobe agrees to comply with all applicable equal opportunity laws including, if appropriate, the provisions of Executive Order 11246, as amended, Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974 (38 USC 4212), and Section 503 of the Rehabilitation Act of 1973, as amended, and the regulations at 41 CFR Parts 60-1 through 60-60, 60-250, and 60-741. The affirmative action clause and regulations contained in the preceding sentence shall be incorporated by reference.

Adobe Systems Incorporated, 345 Park Avenue, San Jose, California 95110, USA.

http://www.iis.fhg.de/amm/)

Updated 18 June 2009

Chapter 1: Resources

Activation and registration Help and support Services, downloads, and extras InDesign video tutorials Getting started in InDesign What’s new

Chapter 2: Workspace

Workspace basics Customize menus and keyboard shortcuts Toolbox Viewing the workspace Manage connections to web services Working with ConnectNow Setting preferences Recovery and undo Common InDesign error messages

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Chapter 3: Layout

Creating documents Rulers and measurement units Grids

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Ruler guides Pages and spreads Master pages Layers Laying out frames and pages Numbering pages, chapters, and sections Text variables

Chapter 4: Working with documents

Working with files and templates Saving documents Converting QuarkXPress and PageMaker documents Exporting

Chapter 5: Text

Creating text and text frames Adding text to frames Threading text Editing text Find/Change Glyphs and special characters

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USING INDESIGN CS4

Updated 18 June 2009

Contents

Spell-checking and language dictionaries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Footnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Chapter 6: Styles

Paragraph and character styles Drop caps and nested styles Object styles Working with styles

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Chapter 7: Combining text and objects

Anchored objects Wrapping text around objects Creating type on a path

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Chapter 8: Typography

Formatting text Using fonts Leading Kerning and tracking Formatting characters Formatting paragraphs Aligning text Tabs and indents Bullets and numbering Text composition

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Chapter 9: Tables

Creating tables Selecting and editing tables Formatting tables Table strokes and fills Table and cell styles

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285

Chapter 10: Long document features

Creating book files Creating a table of contents Creating an index Working with markers

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315

Chapter 11: Drawing

Understanding paths and shapes

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317

Drawing with the line or shape tools Drawing with the Pencil tool Drawing with the Pen tool Editing paths

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328

Applying line (stroke) settings Compound paths and shapes

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320

USING INDESIGN CS4

Updated 18 June 2009

Contents

Chapter 12: Graphics

Understanding graphics formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346

Importing files from other applications Placing graphics Managing graphics links Reusing graphics and text

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348

Chapter 13: Frames and objects

Selecting objects Transforming objects Aligning and distributing objects Grouping, locking, and duplicating objects Working with frames and objects Clipping paths

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410

Chapter 14: Transparency effects

Adding transparency effects Blending colors

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423

Flattening transparent artwork

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Chapter 15: Color

Understanding spot and process colors Applying color Working with swatches Tints

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451

Gradients Mixing inks

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 442

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457

Using colors from imported graphics

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459

Chapter 16: Color management

Understanding color management Keeping colors consistent

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463

Color-managing imported images Color-managing documents for online viewing Proofing colors

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Color-managing documents when printing Working with color profiles Color settings

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Chapter 17: Trapping color

Trapping documents and books Trap presets

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488

Adjusting ink options for trapping

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Chapter 18: PDF

Exporting to Adobe PDF Adobe PDF options

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 496

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501

USING INDESIGN CS4

Updated 18 June 2009

Contents

Preparing PDFs for service providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510

Structuring PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512

Chapter 19: Dynamic documents

Dynamic web documents for Flash Dynamic PDF documents Bookmarks Hyperlinks Cross-references

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 532

Movies and sounds Page transitions Buttons

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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 539

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518

Chapter 20: XML

Working with XML Importing XML Tagging content for XML Structuring documents for XML Exporting XML

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vii

Chapter 21: Printing

Printing documents Printer’s marks and bleeds Printing thumbnails and oversized documents Printing graphics and fonts Managing color Preflighting files before handoff Creating PostScript and EPS files Printing booklets

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 593

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Chapter 22: Color separations

Preparing to print separations Overprinting

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Inks, separations, and screen frequency

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Chapter 23: Automation

Scripting Plug-ins Data merge

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 636

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 637

Chapter 24: Sharing content between InCopy and InDesign

Understanding a basic managed-file workflow Sharing content Assignment packages Working with managed files Adjusting your workflow

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 654

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 659

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 662

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 667

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 647

Chapter 25: Comparison of PageMaker and InDesign menus

PageMaker menu commands

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 672

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Chapter 26: Keyboard shortcuts

Default keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 679

viii

Index

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Chapter 1: Resources

Updated 18 June 2009

Before you begin working with your software, take a few moments to read an overview of activation and the many resources available to you. You have access to instructional videos, plug-ins, templates, user communities, seminars, tutorials, RSS feeds, and much more.

Activation and registration

Help with installation

For help with installation issues, see the Installation Support Center at www.adobe.com/go/cs4install.

License activation

During the installation process, your Adobe software contacts Adobe to complete the license activation process. No personal data is transmitted. For more information on product activation, visit the Adobe website at

www.adobe.com/go/activation.

A single-user retail license activation supports two computers. For example, you can install the product on a desktop computer at work and on a laptop computer at home. If you want to install the software on a third computer, first deactivate it on one of the other two computers. Choose Help > Deactivate.

Register

❖ To register, follow the on-screen instructions in the Registration dialog box, which appears after you install the

software.

If you postpone registration, you can register at any time by choosing Help > Registration.

Adobe Product Improvement Program

After you have used your Adobe software a certain number of times, a dialog box appears, asking whether you want to participate in the Adobe Product Improvement Program.

If you choose to participate, data about your use of Adobe software is sent to Adobe. No personal information is recorded or sent. The Adobe Product Improvement Program only collects information about the features and tools that you use in the software and how often you use them.

You can opt in to or opt out of the program at any time:

• To participate, choose Help > Adobe Product Improvement Program and click Yes, Participate.

• To stop participating, choose Help > Adobe Product Improvement Program and click No, Thank You.

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ReadMe

A ReadMe file for your software is available on-line and on the installation disc. Open the file to read important information about topics such as the following:

• System requirements

• Installation (including uninstalling the software)

• Activation and registration

• Font installation

• Troubleshooting

• Customer support

• Legal notices

Help and support

Community Help

Community Help is an integrated environment on Adobe.com that gives you access to community-generated content moderated by Adobe and industry experts. Comments from users help guide you to an answer.

Community Help draws on a number of resources, including:

• Videos, tutorials, tips and techniques, blogs, articles, and examples for designers and developers.

• Complete on-line product Help, which is updated regularly by the Adobe documentation team.

• All other content on Adobe.com, including knowledgebase articles, downloads and updates, Developer

Connection, and more.

Choose Help > product name Help in the application to access the Help and Support page, the portal to all of the Community Help content for your product. You can also use the Help search field in some Creative Suite 4 applications, or press F1 (Windows), to access Community Help for your product.

The sites searched by the default Community Help search engine are hand-selected and reviewed for quality by Adobe and Adobe Community Experts. Adobe experts also work to ensure that the top search results include a mixture of different kinds of content, including results from on-line product Help.

For more information on using Community Help, see http://help.adobe.com/en_US/CommunityHelp/.

For a video overview of Community Help, see www.adobe.com/go/lrvid4117_xp.

For frequently asked questions about Community Help, see http://community.adobe.com/help/profile/faq.html

Product Help

Adobe provides a comprehensive user guide for each product in several formats, including on-line product Help, PDF, and printed book. Results from on-line product Help are included in your results whenever you search Community Help.

If you’re connected to the Internet, the Help menu within the product opens the product Help and Support page by default. This page is a portal to all of the Community Help content for the product. If you want to consult or search on-line product Help only, you can access it by clicking the product Help link in the upper-right corner of the Help and Support page. Be sure to select the This Help System Only option before you do your search.

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Resources

If you’re not connected to the Internet, the Help menu within the product opens local Help, a subset of the content available in on-line product Help. Because local Help is not as complete or up-to-date as on-line product Help, Adobe recommends that you use the PDF version of product Help if you want to stay offline. A downloadable PDF of complete product Help is available from two places:

• The product’s Help and Support page (upper-right corner of the page)

• Local and web Help (top of the Help interface)

For more information on accessing product help, see http://help.adobe.com/en_US/CommunityHelp/.

If you are working in Adobe InDesign, Photoshop, Illustrator, Flash, Fireworks, or Dreamweaver, and you want to turn off Community Help so that local Help opens by default, do the following:

1 Open the Connections panel (Window > Extensions > Connections).

2 From the Connections panel menu , select Offline Options.

3 Select Keep Me Offline and click OK.

Note: When you disable web services from the Connections panel, all other web services (such as Adobe Kuler and Adobe ConnectNow) are also disabled.

Printed resources

Printed versions of the complete on-line product Help are available for the cost of shipping and handling at

www.adobe.com/go/store.

Support resources

Visit the Adobe Support website at www.adobe.com/support to learn about free and paid technical support options.

Services, downloads, and extras

You can enhance your product by integrating a variety of services, plug-ins, and extensions in your product. You can also download samples and other assets to help you get your work done.

Adobe creative on-line services

Adobe® Creative Suite® 4 includes new on-line features that bring the power of the web to your desktop. Use these features to connect with the community, collaborate, and get more from your Adobe tools. Powerful creative on-line services let you complete tasks ranging from color matching to data conferencing. The services seamlessly integrate with desktop applications so you can quickly enhance existing workflows. Some services offer full or partial functionality when you’re offline too.

Visit Adobe.com to learn more about available services. Some Creative Suite 4 applications include these initial offerings:

Kuler™ panel Quickly create, share, and explore color themes on-line.

Adobe® ConnectNow Collaborate with dispersed working teams over the web, sharing voice, data, and multimedia.

Resource Central Instantly access tutorials, sample files, and extensions for Adobe digital video applications.

For information on managing your services, see the Adobe website at www.adobe.com/go/learn_creativeservices_en.

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Resources

Adobe Exchange

Visit the Adobe Exchange at www.adobe.com/go/exchange to download samples as well as thousands of plug-ins and extensions from Adobe and third-party developers. The plug-ins and extensions can help you automate tasks, customize workflows, create specialized professional effects, and more.

Adobe downloads

Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software.

Adobe Labs

Adobe Labs at www.adobe.com/go/labs gives you the opportunity to experience and evaluate new and emerging technologies and products from Adobe. At Adobe Labs, you have access to resources such as these:

• Prerelease software and technologies

• Code samples and best practices to accelerate your learning

• Early versions of product and technical documentation

• Forums, wiki-based content, and other collaborative resources to help you interact with like-minded users.

Adobe Labs fosters a collaborative software development process. In this environment, customers quickly become productive with new products and technologies. Adobe Labs is also a forum for early feedback. The Adobe development teams use this feedback to create software that meets the needs and expectations of the community.

Adobe TV

Visit Adobe TV at http://tv.adobe.com to view instructional and inspirational videos.

Extras

The installation disc contains a variety of extras to help you make the most of your Adobe software. Some extras are installed on your computer during the setup process; others are located on the disc.

To view the extras installed during the setup process, navigate to the application folder on your computer.

• Windows®: [startup drive]\Program Files\Adobe\[Adobe application]

• Mac OS®: [startup drive]/Applications/[Adobe application]

To view the extras on the disc, navigate to the Goodies folder in your language folder on the disc. Example:

• /English/Goodies/

InDesign video tutorials

Click any of these links to view a video tutorial that teaches you how to use InDesign.

Work area

Introducing InDesign CS4

Creating a new document (Basic)

Using the Control panel

Using keyboard shortcuts

Updated 18 June 2009

Working with smart guides (New)

Using Live Preflight (New)

Rotating the spread view (New)

Layout

Setting up a new document

Managing pages

Working with master pages

Synchronizing master pages

Setting pagination

Defining sections

Using layers

Making selections

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Resources

Text and typography

Making a text frame (Basic)

Character-level formatting (Basic)

Paragraph-level formatting (Basic)

Making a paragraph style (Basic)

Placing and flowing text (Basic)

Working with text

Working with text styles

Creating conditional text

Applying GREP styles (New)

Creating bullets and numbering

Creating running headers and footers

Finding and changing expressions, text, and object formatting

Working with Microsoft Word and Excel tables in InDesign

Creating footnotes

Tables

Creating and formatting tables

Adding headers and footers to tables

Placing images in tables

Using table styles

Combining text and graphics

Updated 18 June 2009

Wrapping text around a graphic (Basic)

Using the Text Wrap panel

Working with anchored objects

Importing, exporting, and outputting files

Importing content into InDesign

Exporting from InDesign to SWF (New)

Editing the exported XFL file in Flash Pro (New)

Designing websites with InDesign and exporting to XHTML

Preparing files for output

Creating JDF job definitions

Long document videos

Creating cross-references

Creating a table of contents

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Resources

Creating an index

Graphics, objects, and effects

Placing an image (Basic)

Using the Links panel (New)

Working with objects

Using object styles

Creating drop shadows

Applying feathering to objects

Applying opacity effects

Setting opacity

Getting started in InDesign

If you’re new to InDesign, get a good overview by viewing these video tutorials.

Introducing InDesign CS4

Creating a new document video

Making a text frame video

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Resources

Character-level formatting video

Paragraph-level formatting video

Making a paragraph style video

Placing and flowing text video

Placing an image video

Wrapping text around a graphic video

To learn more about InDesign, step through the free “Getting Started with Adobe InDesign CS4” chapter of the InDesign CS4 Classroom in a Book:

Getting Started with Adobe InDesign CS4 Lesson

See also

“InDesign video tutorials” on page 4

What’s new

Choose Window > Workspace > [What’s New] to highlight menu commands of new and enhanced features.

For more information on new Adobe® InDesign® features, see www.adobe.com/go/id_newfeatures_en.

Productivity enhancements

Live preflight

Preflight while you design for better results, greater time savings, and lower production costs. Continuous preflighting alerts you to potential production problems in real time. The new Preflight panel lets you navigate to and select the objects that are triggering the preflight error. View contextual tips to help you correct errors directly in layout. See “Preflighting files before handoff” on page 603.

Spread view rotation

Temporarily rotate the spread view without physically turning your monitor. Enjoy full editing capability at 90 and 180 degree angles so that you can work on non-horizontal design elements, such as rotated calendar spreads and tables. See “Rotate the spread view” on page 66.

Smart Guides

Align, space, rotate, and resize multiple objects in one step. Align to the horizontal, vertical, or center of page edges. The guides, object dimensions, rotation, and X,Y coordinates appear dynamically so you can snap objects in relation to other objects in the layout. See “Use smart guides” on page 60.

Smart Dimensions When you create, resize, or rotate one object, Smart Dimensions shows the width, height, or

rotation of your object, highlighting when the dimensions or rotation matches nearby objects.

Smart Spacing Evenly space multiple items on your page by snapping objects into position without having to use the

Align panel.

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Resources

Smart Cursors When transforming objects, the cursor displays X and Y position, width and height, or rotation

information. The Show Transformation Values option in Interface preferences lets you turn smart cursors on and off.

Versatile Links panel

Find, sort, and organize placed content with the redesigned Links panel. Scan link attributes and click to view details such as scale, rotation, and resolution. Customize the Links panel to suit your working preferences.

Quickly replace low-resolution images used as placeholders with high-resolution images based on filename. Filename extensions are ignored. Simply relink to a new folder. See “Links panel overview” on page 366.

Visual Pages panel

See thumbnails of your pages in the Pages panel for easy navigation and page arrangement. If transparency, page transitions, or spread rotation have been applied to pages, you can turn off their associated icons for a cleaner Pages panel. See “Change the page and spread display” on page 61.

New pages sizes

New common monitor resolution sizes are available in the Page Size menu in the New Document dialog box. These options make it easier to design a document to a specific monitor size for interactive SWF, XFL, and PDF workflows.

See “Create interactive SWF (Flash) files for the web” on page 518.

Quick guide deletion

Instantly clear all selectable guides on your current spread or master page by right-clicking (Windows) or Ctrl-clicking (Mac OS) a ruler and choosing Delete All Guides.

Data merge output to PDF

Run a data merge operation and output directly to PDF in a single pass, thanks to the Export to PDF command now included in the Data Merge panel. An intermediate InDesign document is no longer created. The PDF file takes advantage of PDF XObjects for static parts of the page, resulting in a reduced-size PDF.

See “Merge records” on page 644.

Ruler origin on spine

Correctly place the ruler’s zero position of X at the spine of your document so that the X values are positive for right sided pages and negative for left sided pages when Facing Pages is enabled.

Leading-based baseline grid increments

If you specify a different measurement system, such as millimeters or inches, baseline grid values still use points to match text size and leading.

Slug area enhancements

Move pages and see that your objects in the slug and bleed area also move. Page numbers in the slug area display a number rather than the pasteboard index entry (PB).

Undo improvements

Viewing actions such as Set Preview and Show Guides are no longer included as Undo items.

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Resources

Text and tables improvements

Conditional text

Use conditional text deliver multiple versions of a document for different users and channels. Create conditions and apply them to text for audience customization. If you hide conditions, the remaining text and anchored objects reflows automatically in your layout. See “Use conditional text” on page 144.

All language user dictionary

Add a custom word, name, or phrase to a user dictionary and all languages treat the term as correctly spelled. See “Add

words to dictionaries” on page 174.

Smart Text Reflow

Treat InDesign as a word processor. Let InDesign add or remove pages automatically when you type text, hide conditions, or change or your text flow. See “Use Smart Text Reflow” on page 137.

Autocorrect editing

Edit entries on your Autocorrect misspelling list without having to delete and add entries.

Table enhancements

Tables in the Story Editor display text in sequential columns and rows for easy editing. See “Working with tables in

Story Editor” on page 276.

Apply changes to cell and table borders without reselecting the stroke proxy borders.

Add inline notes in tables to collaborate more effectively. Store alternate text, designer communications, and other annotations in notes linked to specific text in a table. See “Adding editorial notes and tracking changes in InDesign” on page 670.

Nested line styles

Use nested line styles to apply complex character formatting through the end of a line. Formatting remains unchanged when text is edited. See “Create nested line styles” on page 191.

Style creation in context

In dialog boxes where you can select a character or paragraph style, you can create a style without having to exit the dialog box. This ability is especially useful when you’re generating a table of contents, creating nested styles or GREP styles, or using Find/Change to change text formatting to a style.

GREP styles

Apply character styles to any text in a paragraph that matches the GREP expression you specify. See “Create GREP

styles” on page 194.

Better style group management

Move styles in or out of style groups when synchronizing a book without creating duplicate styles. See “Synchronize

book documents” on page 293.

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Graphics and drawing improvements

Edit Original flexibility

Use the Edit With command to choose which application to use to edit a placed item instead of relying on the operating system to default to the appropriate program. See “Edit original artwork” on page 372.

Constrained placement of graphics

A frame drawn while an image is in the loaded cursor constrains to the proportions of the graphic. The graphic then fits to the frame proportionally and is centered unless frame fitting options have been applied to the frame. While dragging out a frame with the loaded cursor, the scale is displayed as part of the cursor. Hold down Shift to drag a nonconstrained frame.

Placing multiple graphics as a contact sheet

Quickly create a contact sheet by placing multiple images in a grid arrangement. When placing multiple images, hold down Ctrl+Shift (Windows) or Command+Shift (Mac OS) to drag a grid of images. Use the arrow keys to control the number of rows and columns in the grid.

Multiple artboard placement

Cycle through multiple artboards created in Adobe Illustrator® CS4 for quick placement in your InDesign document. See “Importing PDF pages” on page 351.

New Pathfinder panel buttons

Use one step to join paths, open paths, or reverse paths by clicking a button in the new Paths row in the Pathfinder panel.

Convert Point menu commands

Convert corner points to smooth or line end points using the Convert Point commands that are now accessible through the menus.

Text stroke control

Adjust stroke cap, end join, miter limit, and stroke alignment on text without having to convert characters to outlines. These stroke options are also available in styles. See “Change the color, gradient, or stroke of text” on page 235.

Free Transform tool improvements

Resize an object more easily using the Free Transform tool, thanks to larger hit zones around object handles and the ability to resize along object edges. See “Transform objects with the Free Transform tool” on page 389.

Keyboard shortcuts for scaling and sizing

Use new options in the keyboard shortcut editor to easily create shortcuts for increasing and decreasing size. Separate keyboard shortcuts are included for scaling and sizing objects.

See “Keys for transforming objects” on page 681.

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Interactivity features

Page transitions in PDF and SWF files

Apply page transitions directly in InDesign to individual pages or all spreads at once with a single click. See previews of available transition types, and control the direction and speed of your transitions for output to SWF and PDF files. See “Page transitions” on page 543.

Enhanced buttons

Build interactive buttons using the updated Button panel. Design custom buttons or select a button from the integrated button library. Create buttons that let you navigate within a dynamic document, launch a movie, or play a sound. See “Buttons” on page 545.

Redesigned Hyperlinks panel

Use the redesigned Hyperlinks panel to easily create hyperlinks that navigate to external URLs, link to files with supplemental information, launch an e-mail client, or jump to a page or section of a page within the same or even a different document. Verify your hyperlinks directly in InDesign CS4 with no need to export the document to a PDF or SWF file for testing. See “Hyperlinks” on page 526.

Cross-references

Insert and edit cross-references. Choose among different formats, or create your own. Cross-references are easily updated when pagination changes. See “Cross-references” on page 532.

Extensive integration

Export to Flash (SWF)

Create dynamic content without having to work in the authoring environment of Adobe Flash. Export SWF files directly from within InDesign, complete with page transitions, interactive buttons, rollovers, and hyperlinks.

Automatically launch the Adobe Flash Player and preview a SWF file simply by exporting your InDesign layout.

See “Export content to SWF” on page 117 and “Create interactive SWF (Flash) files for the web” on page 518.

Export to Flash (XFL)

Export your InDesign document in the new XFL file format for opening in Adobe Flash® CS4 Professional. Use the Flash authoring environment to add video, audio, animation, and complex interactivity.

InDesign text exported as XFL remains fully editable when the XFL file is opened in Adobe Flash CS4 Professional.

InDesign automatically converts high-resolution print assets (CMYK) to low-resolution web assets (RGB) upon export as an XFL file.

An image placed multiple times in your InDesign document is saved as a single image asset with shared locations when exported as an XFL file.

See “Export content to XFL” on page 118.

Interactive PDF enhancements

Author interactive PDF documents by adding SWF files, Quicktime movies, and sound clips to your page layouts. Create interactive buttons, apply page transitions, and embed hyperlinks, cross-references, and bookmarks to create an immersive reading experience.

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See “Creating interactive documents for PDF” on page 523.

Integration with Adobe Bridge CS4

Browse, organize, label, and preview graphics and InDesign documents, templates, and snippets in Adobe Bridge. Drag and drop assets from Bridge into layouts easily and efficiently. Search for files using metadata that specifies keywords, fonts, colors, and more. See “About Adobe Bridge” on page 100.

Integration with Adobe Version Cue CS4

Connect to Version Cue Server projects using Adobe Drive. The connected server appears like a hard drive or mapped network drive in Windows Explorer, Mac OS Finder, and dialog boxes such as Open and Save As. See “Adobe

Version Cue” on page 101.

InDesign Markup Language (IDML)

InDesign Markup Language, an XML- based file format, allows developers to assemble and disassemble InDesign documents using standard XML tools and without having to open INDD files. See “Save an InDesign Markup (IDML)

document” on page 104.

As a result of the new markup language, many filename extensions have changed in the InCopy workflow.

File Type CS3 extension CS4 extension

Assignment files .inca .icma

Content files .incx .icml

Exported files .incx .icml

Package files for InCopy .incp .icap

Package files for InDesign .indp .idap

InCopy template files .inct .icmt

Assignments improvements

New assignment operations in InCopy workflows are now enabled for unsaved InDesign documents. You are now prompted to save the document.

The Assignments panel also included different options to update assignments. These options include Selected, Outof-Date, and All. The All option updates all assignments, including those that aren’t out of date, thereby letting you view design changes that don’t affect the composition of assignment text.

Adobe Services

Adobe community help Get help from the biggest talent pool out there, quickly, with targeted searches.

ConnectNow Collaborate with clients, colleagues, and vendors by sharing your desktop so that you can quickly

complete group reviews and show your work with ease. Choose File > Share My Screen.

Adobe kuler panel Explore, create, and share colors using Adobe kuler, a web-hosted application for experimenting

with color and sharing themes with the online kuler community. Designed to both stand alone and complement Adobe Creative Suite software, kuler uses Adobe Flash technology to bring you online tools for color theme creation. You can save themes to your own Mykuler space, share them publicly, receive themes via RSS feeds, and more.

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User interface enhancements

Customized workspace enhancements

Select a task-based workspace that unclutters your screen and presents only the menu commands and panel arrangements best for the current task. Customize your own menus and workspaces that can be shared and saved. See “Save and switch workspaces” on page 20.

Tabbed documents

Manage and work across multiple documents by tabbing through open documents to find the one you need without having to maximize each document individually. See “Manage Document windows” on page 17.

N-up view

Arrange viewing multiple documents in a single window so that you can compare content and drag objects across documents. Use a button to switch your views side by side, top and bottom, or however you want.

Application frame (Mac OS)

For Mac OS users, you have the option to work with documents and panels in a single window. Move or resize the window without losing access to panels or other opened documents. See “Workspace overview” on page 14.

Application bar

Use a new control buttons in the menu bar to switch to a new workspace, modify the view of a document, perform a search, or quickly access elements such as Adobe Bridge CS4.

Reactive panels

Drag related content from one panel to another without first opening the receiving panel. For example, drag a swatch from the Swatch panel into the Color panel without opening it first.

More nudge buttons

Use the up and down arrows to nudge values for paragraph and character styles, find/change formats, object styles, object corner options, and more.

Dialog box positioning

Dialog boxes open in the same screen location in which they were closed.

Command bar removed

The Command bar (also called PageMaker Toolbar) that appears in InDesign CS3 is no longer available in InDesign CS4.

Mouse scroll wheel support

Navigate through document pages using the mouse scroll wheel. The longer you hold the mouse at the top or bottom of the application window, the faster the pages scroll. See “Scroll the view” on page 33.

Power zoom

Use the Hand tool to zoom out by holding down your mouse button. Continue to hold, and you can move the zoom area marquee across pages. Release, and the view returns to your original zoom level in your new location. Increase or decrease the size of the zoom area marquee using the up and down arrows or scroll wheel on the mouse. See “Use

power zoom” on page 33.

Chapter 2: Workspace

Updated 18 June 2009

The Adobe® InDesign® CS4 workspace is arranged to help you focus on designing and producing pages efficiently. When you first start InDesign, you see the default workspace, which you can customize to suit your needs.

Workspace basics

Workspace overview

You create and manipulate your documents and files using various elements, such as panels, bars, and windows. Any arrangement of these elements is called a workspace. The workspaces of the different applications in Adobe® Creative Suite® 4 share the same appearance so that you can move between the applications easily. You can also adapt each application to the way you work by selecting from several preset workspaces or by creating one of your own.

Although the default workspace layout varies in different products, you manipulate the elements much the same way in all of them.

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Workspace

B DC

Default Illustrator workspace A. Tabbed Document windows B. Application bar C. Workspace switcher D. Panel title bar E. Control panel F. Tools panel G. Collapse To Icons button H. Four panel groups in vertical dock

• The Application bar across the top contains a workspace switcher, menus (Windows only), and other application

controls. On the Mac for certain products, you can show or hide it using the Window menu.

• The Tools panel contains tools for creating and editing images, artwork, page elements, and so on. Related tools are

grouped.

• The Control panel displays options for the currently selected tool. The Control panel is also known as the options

bar in Photoshop. (Adobe Flash®, Adobe Dreamweaver®, and Adobe Fireworks® have no Control panel.)

• Flash, Dreamweaver, and Fireworks have a Property inspector that displays options for the currently selected

element or tool.

• The Document window displays the file you’re working on. Document windows can be tabbed and, in certain cases,

grouped and docked.

• Panels help you monitor and modify your work. Examples include the Timeline in Flash, the Layers panel in Adobe

Photoshop®, and the CSS Styles panel in Dreamweaver. Panels can be grouped, stacked, or docked.

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• On the Mac, the Application frame groups all the workspace elements in a single, integrated window that lets you

treat the application as a single unit. When you move or resize the Application frame or any of its elements, all the elements within it respond to each other so none overlap. Panels don’t disappear when you switch applications or when you accidentally click out of the application. If you work with two or more applications, you can position each application side by side on the screen or on multiple monitors. If you prefer the traditional, free-form user interface of the Mac, you can turn off the Application frame. In Adobe Illustrator®, for example, select Window > Application Frame to toggle it on or off. (In Flash, the Application frame is on permanently. Dreamweaver does not use an Application frame.)

Hide or show all panels

• (Illustrator, Adobe InCopy®, Adobe InDesign®, Photoshop, Fireworks)To hide or show all panels, including the

Tools panel and Control panel, press Tab.

• (Illustrator, InCopy, InDesign, Photoshop) To hide or show all panels except the Tools panel and Control panel,

press Shift+Tab.

You can temporarily display hidden panels if Auto-Show Hidden Panels is selected in Interface preferences. It’s always on in Illustrator. Move the pointer to the edge of the application window (Windows®) or to the edge of the

monitor (Mac OS®) and hover over the strip that appears.

• (Flash, Dreamweaver, Fireworks) To hide or show all panels, press F4.

Display panel options

❖ Click the panel menu icon in the upper-right corner of the panel.

You can open a panel menu even when the panel is minimized.

(Illustrator) Adjust panel brightness

❖ In User Interface preferences, move the Brightness slider. This control affects all panels, including the Control

panel.

Reconfigure the Tools panel

You can display the tools in the Tools panel in a single column, or side by side in two columns. (This feature is not available in the Tools panel in Fireworks and Flash.)

In InDesign and InCopy, you also can switch from single-column to double-column (or single-row) display by setting an option in Interface preferences.

❖ Click the double arrow at the top of the Tools panel.

Manage windows and panels

You can create a custom workspace by moving and manipulating Document windows and panels. You can also save workspaces and switch among them.

Note: The following examples use Photoshop for demonstration purposes. The workspace behaves the same in all the products.

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A B

Narrow blue drop zone indicates Color panel will be docked on its own above the Layers panel group. A. Title bar B. Tab C. Drop zone

In Photoshop, you can change the font size of the text in the Control panel, in the panels, and in tool tips. Choose a size from the UI Font Size menu in Interface preferences.

Manage Document windows

When you open more than one file, the Document windows are tabbed.

• To rearrange the order of tabbed Document windows, drag a window’s tab to a new location in the group.

• To undock a Document window from a group of windows, drag the window’s tab out of the group.

• To dock a Document window to a separate group of Document windows, drag the window into the group.

Note: Dreamweaver does not support docking and undocking Document windows. Use the Document window’s Minimize button to create floating windows.

Workspace

• To create groups of stacked or tiled documents, drag the window to one of the drop zones along the top, bottom, or

sides of another window. You can also select a layout for the group by using the Layout button on the Application bar.

Note: Some products do not support this functionality. However, your product may have Cascade and Tile commands in the Window menu to help you lay out your documents.

• To switch to another document in a tabbed group when dragging a selection, drag the selection over the document’s

tab for a moment.

Note: Some products do not support this functionality.

Dock and undock panels

A dock is a collection of panels or panel groups displayed together, generally in a vertical orientation. You dock and undock panels by moving them into and out of a dock.

Note: Docking is not the same as stacking. A stack is a collection of floating panels or panel groups, joined top to bottom.

• To dock a panel, drag it by its tab into the dock, at the top, bottom, or in between other panels.

• To dock a panel group, drag it by its title bar (the solid empty bar above the tabs) into the dock.

• To remove a panel or panel group, drag it out of the dock by its tab or title bar. You can drag it into another dock

or make it free-floating.

Navigator panel being dragged out to new dock, indicated by blue vertical highlight

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Navigator panel now in its own dock

You can prevent panels from filling all the space in a dock. Drag the bottom edge of the dock up so it no longer meets the edge of the workspace.

Move panels

As you move panels, you see blue highlighted drop zones, areas where you can move the panel. For example, you can move a panel up or down in a dock by dragging it to the narrow blue drop zone above or below another panel. If you drag to an area that is not a drop zone, the panel floats freely in the workspace.

• To move a panel, drag it by its tab.

• To move a panel group or a stack of floating panels, drag the title bar.

Press Ctrl (Windows) or Command (Mac OS) while moving a panel to prevent it from docking. Press Esc while moving the panel to cancel the operation.

Note: The dock is stationary and can’t be moved. However, you can create panel groups or stacks and move them anywhere.

Add and remove panels

If you remove all panels from a dock, the dock disappears. You can create a dock by moving panels to the right edge of the workspace until a drop zone appears.

• To remove a panel, right-click (Windows) or Control-click (Mac) its tab and then select Close, or deselect it from

the Window menu.

• To add a panel, select it from the Window menu and dock it wherever you want.

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Manipulate panel groups

• To move a panel into a group, drag the panel’s tab to the highlighted drop zone in the group.

Adding a panel to a panel group

• To rearrange panels in a group, drag a panel’s tab to a new location in the group.

• To remove a panel from a group so that it floats freely, drag the panel by its tab outside the group.

• To move a group, drag the title bar (the area above the tabs).

Stack floating panels

When you drag a panel out of its dock but not into a drop zone, the panel floats freely. The floating panel allows you to position it anywhere in the workspace. You can stack floating panels or panel groups so that they move as a unit when you drag the topmost title bar. (Panels that are part of a dock cannot be stacked or moved as a unit in this way.)

Free-floating stacked panels

• To stack floating panels, drag a panel by its tab to the drop zone at the bottom of another panel.

• To change the stacking order, drag a panel up or down by its tab.

Note: Be sure to release the tab over the narrow drop zone between panels, rather than the broad drop zone in a title bar.

• To remove a panel or panel group from the stack, so that it floats by itself, drag it out by its tab or title bar.

Resize panels

• To minimize or maximize a panel, panel group, or stack of panels, double-click a tab. You can also single-click the

tab area (the empty space next to the tabs).

• To resize a panel, drag any side of the panel. Some panels, such as the Color panel in Photoshop, cannot be resized

by dragging.

Manipulate panels collapsed to icons

You can collapse panels to icons to reduce clutter on the workspace. In some cases, panels are collapsed to icons in the default workspace.

Panels collapsed to icons

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Panels expanded from icons

• To collapse or expand all panel icons in a dock, click the double arrow at the top of the dock.

• To expand a single panel icon, click it.

• To resize panel icons so that you see only the icons (and not the labels), adjust the width of the dock until the text

disappears. To display the icon text again, make the dock wider.

• To collapse an expanded panel back to its icon, click its tab, its icon, or the double arrow in the panel’s title bar.

In some products, if you select Auto-Collapse Icon Panels from the Interface or User Interface Options preferences, an expanded panel icon collapses automatically when you click away from it.

• To add a floating panel or panel group to an icon dock, drag it in by its tab or title bar. (Panels are automatically

collapsed to icons when added to an icon dock.)

• To move a panel icon (or panel icon group), drag the icon. You can drag panel icons up and down in the dock, into

other docks (where they appear in the panel style of that dock), or outside the dock (where they appear as floating, expanded panels).

Restore the default workspace

• Select the default, Essentials workspace from the workspace switcher in the Application bar.

• (Photoshop) Select Window > Workspace > Essentials (Default).

• (InDesign, InCopy) Select Window > Workspace > Reset [Workspace Name].

Save and switch workspaces

By saving the current size and position of panels as a named workspace, you can restore that workspace even if you move or close a panel. The names of saved workspaces appear in the workspace switcher in the Application bar.

In Photoshop, the saved workspace can include a specific keyboard shortcut set and menu set.

Save a custom workspace

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1 With the workspace in the configuration you want to save, do one of the following:

• (Photoshop, Illustrator) Choose Window > Workspace > Save Workspace.

• (InDesign, InCopy) Choose Window > Workspace > New Workspace.

• (Dreamweaver) Choose Window > Workspace Layout > New Workspace.

• (Flash) Choose New Workspace from the workspace switcher in the Application bar.

• (Fireworks) Choose Save Current from the workspace switcher in the Application bar.

2 Type a name for the workspace.

3 (Photoshop, InDesign) Under Capture, select one or more options:

Panel Locations Saves the current panel locations.

Keyboard shortcuts Saves the current set of keyboard shortcuts (Photoshop only).

Menus Saves the current set of menus.

4 Click OK or Save.

Display or switch workspaces

❖ Select a workspace from the workspace switcher in the Application bar.

In Photoshop, you can assign keyboard shortcuts to each workspace to navigate among them quickly.

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Delete a custom workspace

• Select Manage Workspaces from the workspace switcher in the Application bar, select the workspace, and then

click Delete. (The option is not available in Fireworks.)

• (Photoshop, InDesign, InCopy) Select Delete Workspace from the workspace switcher.

• (Illustrator) Choose Window > Workspace > Manage Workspaces, select the workspace, and then click the Delete icon.

• (InDesign) Choose Window > Workspace > Delete Workspace, select the workspace, and then click Delete.

(Photoshop) Start with the last or default panel locations

When you start Photoshop, panels can either appear in their original default locations, or appear as you last used them.

In Interface preferences:

• To display panels in their last locations on startup, select Remember Panel Locations.

• To display panels in their default locations on startup, deselect Remember Panel Locations.

About view modes

You can change the visibility of the document window using the Mode buttons at the bottom of the toolbox or by choosing commands from the View > Screen Mode menu. When the toolbox is displayed in a single column, you can select view modes by clicking the current mode button and selecting a different mode from the menu that appears.

Normal Mode Displays artwork in a standard window with all visible grids and guides showing, non-printing

objects showing, and a white pasteboard.

Preview Mode Displays artwork as if it were output, with all non-printing elements suppressed (grids, guides, non-

printing objects), and the pasteboard set to the preview background color defined in Preferences.

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Bleed Mode Displays artwork as if it were output, with all non-printing elements suppressed (grids, guides, non-

printing objects), the pasteboard set to the preview background color defined in Preferences, and any printing elements within the document's bleed area (defined in Document Setup) showing.

Slug Mode Displays artwork as if it were output, with all non-printing elements suppressed (grids, guides, non-

printing objects), the pasteboard set to the preview background color defined in Preferences, and any printing elements within the document's slug area (defined in Document Setup) showing.

Using the status bar

The status bar (at the lower left of a document window) shows information about the status of a file and lets you change the document zoom percentage or turn to a different page. Click the status bar menu to do any of the following:

• Access Adobe Version Cue® commands.

• Show the current file in the file system by choosing Reveal In Explorer (Windows®) or Reveal In Finder (Mac OS®).

• Show the current file in Adobe® Bridge® by choosing Reveal in Bridge.

See also

“About Adobe Bridge” on page 100

“Adobe Version Cue” on page 101

Control panel overview

The Control panel (Window > Control) offers quick access to options, commands, and other panels related to the current page item or objects you select. By default, the Control panel is docked to the top of the document window; however, you can dock it to the bottom of the window, convert it to a floating panel, or hide it altogether.

Options displayed in the Control panel vary depending on the type of object you select:

• When you select a frame, the Control panel displays options for resizing, repositioning, skewing, and rotating the

frame, or applying an object style.

• When you select text inside a frame, the Control panel displays either character or paragraph options. Click the

paragraph and character icons on the left side of the Control panel to determine whether paragraph or character options are displayed. If your monitor size and resolution allows, the Control panel displays additional options. For example, if the character icon is selected, all the character options are displayed, and some paragraph options appear on the right of the Control panel. If you click the paragraph icon, all paragraph options are displayed, and some character options appear on the right.

• When you select a table cell, the Control panel displays options for adjusting row and column dimensions, merging

cells, aligning text, and adding strokes.

As the options in the Control panel change, you can get more information about each option by using tool tips— pop-up descriptions that appear when you hover over an icon or option label with the pointer.

Control panel with tool tip displayed

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Control panel menu

To open dialog boxes associated with Control panel icons, Alt-click (Windows) or Option-click (Mac OS) as you click a Control panel icon. For example, when a frame is selected, hold down Alt or Option and click the Rotation Angle icon to open the Rotate dialog box.

For a video tutorial on using the Control panel, see www.adobe.com/go/vid0064.

See also

“Keys for the Control panel” on page 688

Control Panel video

Display the panel menu

❖ Click the icon to the right of the Control panel.

Dock or float the Control panel

❖ Do one of the following:

• Drag the vertical bar on the left side of the Control panel until the toolbar is docked to the top or bottom of the

application window (Windows) or screen (Mac OS).

• Choose Dock At Top, Dock At Bottom, or Float from the Control panel menu.

About the Navigator panel

If you’re familiar with previous versions of InDesign, you may wonder why you can’t find the Navigator panel. The Navigator panel does not appear in InDesign CS4. The Power Zoom feature effectively replaces the Navigator panel. See “Use power zoom” on page 33.

Use context menus

Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the active tool or selection. You can use context menus as a quick way to choose commonly used commands.

1 Position the pointer over the document, object, or panel.

2 Click the right mouse button.

Note: (Mac OS) If you don’t have a two-button mouse, you can display a context menu by pressing the Control key as you click with the mouse.

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Change Interface preferences

1 Choose Edit > Preferences > Interface (Windows) or InDesign > Preferences > Interface (Mac OS).

2 Choose the settings you want to specify, and click OK.

Tool Tips Tool tips appear when you hold the mouse pointer over interface items such as tools in the toolbar and

options in the Control panel. Choose None to turn off tool tips.

Show Thumbnails On Place When you place a graphic, a thumbnail of the image appears in the loaded graphics cursor.

Similarly, a thumbnail of the first few lines of text appears in the loaded text cursor. Deselect this option if you don’t want thumbnails to appear when placing graphics or text.

Show Transformation Values When you’re creating, sizing, or rotating an object, the cursor displays the [x,y]

coordinates, width and height, or rotation information.

Floating Tools Panel Specify whether the toolbar appears as a single column, double column, or single row.

Auto-Collapse Icon Panels When this option is selected, clicking the document window closes the open panel

automatically.

Auto-Show Hidden Panels When you hide panels by pressing Tab, holding the mouse pointer over the side of the

document window temporarily reveals the panels if this option is selected. If this option is not selected, you must press Tab again to display panels.

Open Documents As Tabs When this option is deselected, documents you create or open appear as floating windows

rather than tabbed windows.

Enable Floating Document Window Docking If this option is selected, you can dock floating documents with each

other as tabbed windows. If this option is deselected, floating document windows aren’t docked with other document windows, unless you hold down the Control key while dragging.

Customize menus and keyboard shortcuts

Customize menus

Hiding and colorizing menu commands is a way to remove menu clutter and emphasize commands you frequently use. Note that hiding menu commands simply removes the menu command from view; it doesn’t disable any features. At any time, you can view hidden commands by selecting the Show All Menu Items command at the bottom of a menu, or you can choose Window > Workspace > Show Full Menus to show all the menus for the selected workspace. You can include customized menus in workspaces you save.

You can customize the main menu, context menus, and panel menus. Context menus appear when you right-click (Windows) or Control-click (Mac OS) an area. Panel menus appear when you click the icon in the upper right of a panel.

Note: If you select a different workspace, such as Getting Started, some menu commands are hidden. To display menu commands, choose Show All Menu Items at the bottom of the menu, or choose a different workspace, such as Advanced.

See also

“Save a custom workspace” on page 21

Create a custom menu set

1 Choose Edit > Menus.

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You cannot edit the default menu set.

2 Click Save As, type the name of the menu set, and click OK.

3 From the Category menu, choose Application Menus or Context & Panel Menus to determine which menus are

customized.

4 Click the arrows to the left of the menu categories to display subcategories or menu commands. For each command

you want to customize, click the eye icon under Visibility to show or hide the command; click None under Color to select a color from the menu.

5 Click Save, and then click OK.

Select a custom menu set

1 Choose Edit > Menus.

2 Choose the menu set from the Set menu, and then click OK.

Edit or delete a custom menu set

1 Choose Edit > Menus.

2 Choose the menu set from the Set menu, and then do one of the following:

• To edit a menu set, change the visibility or color of menu commands, click Save, and then click OK.

• To delete a menu set, click Delete and then click Yes. If you’ve modified the menu set without saving it, you’re

prompted to save the current menu set. Click Yes to save the menu set, or click No to discard changes.

Show hidden menu items

• Choose Window > Workspace > Show Full Menus. This command turns on all menus for the selected workspace.

You can hide the menus again by resetting the workspace.

• Choose Show All Menu Items at the bottom of the menu that includes hidden commands.

Holding down Ctrl (Windows) or Command (Mac OS) and clicking a menu name temporarily displays any menu commands you’ve hidden by customizing menus.

Missing menu commands

If you can’t find a menu command, it may be hidden. If you select a workspace other than Advanced, some menu commands are hidden. It’s also possible that you or someone else used the Menus command to hide menu items.

If you can’t find a command you’re looking for, try any of these techniques:

• Choose Show All Menu Items at the bottom of the menu.

• Choose Window > Workspace > Show Full Menus.

• Choose Window > Workspace, and select a different workspace (Advanced shows all menu items).

• Choose Edit > Menus, locate the menu command, and make sure it isn’t hidden.

If menu commands are still missing, try restoring preferences.

See also

“Restore all preferences and default settings” on page 39

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Use keyboard shortcut sets

Tool tips provide an instantaneous reference for shortcuts. InDesign also provides a shortcut editor in which you can view and generate a list of all shortcuts, and edit or create your own shortcuts. The shortcut editor includes all the commands that accept shortcuts, but some of these commands are undefined in the Default shortcut set.

You can also associate keyboard shortcuts with paragraph or character styles (see “Add paragraph and character styles” on page 182) or scripts.

For a video tutorial on using keyboard shortcuts, see www.adobe.com/go/vid0066.

See also

“Default keyboard shortcuts” on page 679

“Scripting” on page 634

Change the active shortcut set

1 If you want the shortcut set to be active for all documents, make sure that no documents are open.

2 Choose Edit > Keyboard Shortcuts.

3 Select a shortcut set in the Set menu. For example, select Shortcuts for QuarkXPress® 4.0.

4 Click OK.

View shortcuts

1 Choose Edit > Keyboard Shortcuts.

2 For Set, select a shortcut set.

3 For Product Area, select the area containing the commands you want to view.

4 From Commands, select a command. The shortcut is displayed in the Current Shortcut section.

Generate a list of shortcuts for printing

1 Choose Edit > Keyboard Shortcuts.

2 For Set, select a shortcut set.

3 Click Show Set.

A text file opens with all current and undefined shortcuts for that set.

Create a new shortcut set

1 Choose Edit > Keyboard Shortcuts.

2 Click New Set.

3 Type a name for the new set, select a shortcut set in the Based On Set menu, and click OK.

Create or redefine a shortcut

1 Choose Edit > Keyboard Shortcuts.

2 For Set, select a shortcut set or click New Set to create a new shortcut set.

Note: You cannot edit the Default or the QuarkXPress shortcut sets. Instead, create a new set based on one of these sets, and then edit the new set.

3 For Product Area, select the area containing the command you want to define or redefine.

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4 In the Commands list, select the command that you want to define or redefine.

5 In the New Shortcut box, press the keys for your new keyboard shortcut. If the key sequence is currently being used

for another command, InDesign displays that command under Current Shortcuts. You can choose to change the original shortcut also, or try another shortcut.

Note: Do not assign single-key shortcuts to menu commands, because they interfere with the typing of text. If an insertion point is active when you type a single-key shortcut, InDesign actives the keyboard shortcut instead of inserting the character in the text.

6 In the Context list, select the context in which you want the keyboard shortcut to function. The context ensures that

the shortcut performs the way you intended. For example, you can assign Ctrl+G to merge table cells (Table context) and Ctrl+G to insert special characters (Text context).

Note: Assign shortcuts in the Default context when you want them to function regardless of the current state of the document. Shortcuts you assign in other contexts, such as Table or Text, override shortcuts assigned in the Default context.

7 Do one of the following:

• Click Assign to create a new shortcut where none currently exists.

• Click Assign to add another shortcut to a command. Menu commands can have multiple keyboard shortcuts.

8 Click OK to close the dialog box, or click Save to keep the dialog box open while you enter more shortcuts.

Copying keyboard shortcut sets

Keyboard shortcut sets (*.indk) are saved in two locations. The application preset shortcuts appear in the Presets folder in the main application folder. The shortcut sets you create appear in the Shortcut Sets folder in the following locations:

Windows XP Documents and Settings\[username]\Application Data\Adobe\InDesign\[version]\[language]InDesign

Shortcut Sets

Windows Vista

Mac OS Users/[username]/Library/Preferences/Adobe InDesign/[version]/[language]/InDesign Shortcut Sets

If you created a keyboard shortcut set on one computer and want to use it on a different computer, copy the *.indk file to the same location on the other computer.

You can move a keyboard set from the custom location to the application folder. Doing so makes the custom shortcuts available to all the users sharing a computer. However, make sure that you do not have two sets with the same name, one in each place. Make sure that the application keyboard sets and the custom sets have different names.

Users\[username]\AppData\Roaming\Adobe\InDesign\[Version]\[Language]\InDesign Shortcut Sets

Toolbox

Toolbox overview

Some tools in the toolbox are for selecting, editing, and creating page elements. Other tools are for choosing type, shapes, lines, and gradients. You can change the overall layout of the toolbox to fit your preferred window and panel layout. By default, the toolbox appears as a single vertical column of tools. You can also set it up as a double vertical column or as one horizontal row. However, you can’t rearrange the positions of individual tools in the toolbox. You can drag the top of the toolbox to move it.

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Select a tool from the default toolbox by clicking it. The toolbox also contains several hidden tools related to the visible tools. Hidden tools are indicated by arrows to the right of the tool icons. Select a hidden tool by clicking and holding the current tool in the toolbox and then selecting the tool that you want.

The name of the tool and its keyboard shortcut appear when you hold the pointer over the tool—this text is called the tool tip. You can turn off tool tips by choosing None from the Tool Tips menu in Interface preferences.

Toolbox overview

Selection tools

Selection (V, Escape)*

Direct Selection (A)

Position (Shift+A)

Drawing and Type tools

Pen (P)

Add Anchor Point (=) Delete Anchor Point (-) Convert Direction

Point (Shift+C)

Type (T)

Type On a Path (Shift+T)

Pencil (N)

Smooth Erase

Line (\)

Rectangle Frame (F)

Ellipse Frame Polygon Frame

Rectangle (M)

Ellipse (L) Polygon

Indicates default tool * Keyboard shortcuts appear in parenthesis

Transformation tools

Rotate (R)

Scale (S)

Shear (O)

Scissors (C)

Free Transform (E)

Gradient Swatch (G) Gradient Feather

(Shift+G)

Modication and Navigation tools

Note

Eyedropper (I)

Measure (K)

Hand (H)

Zoom (Z)

Display the toolbox

❖ Choose Window > Tools.

Display tool options

❖ Double-click a tool in the toolbox.

This procedure works only for some tools, such as the Eyedropper, Pencil, and Polygon tools.

Display and select hidden tools

1 In the toolbox, position the pointer over a tool that has hidden tools and hold down the mouse button.

2 When the hidden tools appear, select a tool.

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Hidden tools menu

Change the toolbox layout

1 Choose Edit > Preferences > Interface (Windows) or InDesign > Preferences > Interface (Mac OS).

2 Choose a layout option from the Floating Tools Panel menu and click OK.

You can also click the double arrow icon at the top of the toolbox to change the toolbox layout.

Tools overview

Type tools Create and format type in standard or customized blocks or paths. (See “Create text frames” on page 120.)

Drawing tools Draw and style simple and complex objects, including rectangles, ellipses, polygons, freeform shapes.

(See “Drawing” on page 317.)

Selection tools Select (activate) objects, points, or lines. (See “Selecting objects” on page 378.)

Transform tools Reshape, reorient, and resize objects. (See “Transforming objects” on page 384.)

Navigation tools Move around in, control the view of, and measure distances in a document. (See “Zoom in and out”

on page 32 and “Rulers and measurement units” on page 48.)

The Scissors tool Splits paths and frames. (See “Split a path” on page 333.)

Gallery of selection tools

Selection tool lets you select entire objects.

Direct Selection tool lets you select points on a path or contents within a frame.

Position tool lets you crop and move images in a frame.

See also

“Selecting objects” on page 378

Gallery of drawing and type tools

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Pen tool lets you draw straight and curved paths.

Type tool lets you create text frames and select text.

Add Anchor Point tool lets you add anchor points to a path.

Type on a Path tool lets you create and edit type on paths.

Delete Anchor Point tool lets you remove anchor points from a path.

Pencil tool lets you draw a freeform path.

Convert Direction Point tool lets you convert corner points and smooth points.

Smooth tool lets you remove excess angles from a path.

Erase tool lets you delete points on a path.

Line tool lets you draw a line segment.

Rectangle Frame tool lets you create a square or rectangle placeholder.

Ellipse Frame tool lets you create a circle or oval placeholder.

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Polygon Frame tool lets you create a multi-sided shape placeholder.

Rectangle tool lets you create a square or rectangle.

See also

“Understanding paths and shapes” on page 317

Gallery of transformation tools

Rotate tool lets you rotate objects around a fixed point.

See also

“Transforming objects” on page 384

Scale tool lets you resize objects around a fixed point.

Ellipse tool lets you create a circle or oval.

Shear tool lets you skew objects around a fixed point.

Polygon tool lets you create multi-sided shape.

Free Transform tool lets you rotate, scale, or shear an object.

Gallery of modification and navigation tools

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Eyedropper tool lets you sample color or type attributes from objects and apply them to other objects.

Scissors tool cuts paths at specified points.

Measure tool measures the distance between two points.

Hand tool moves the page view within the document window.

Gradient Swatch tool lets you adjust the beginning and ending points and angle of gradients within objects.

Zoom tool increases and decreases the view magnification in the document window.

Gradient Feather tool lets you fade an object into the background.

Viewing the workspace

Zoom in and out

Use the Zoom tool or the Zoom commands to magnify the size of documents.

See also

“Keys for tools” on page 679

Zoom in or out

• To zoom in, select the Zoom tool and click the area you want to magnify. Each click magnifies the view to the

next preset percentage, centering the display around the point you click. At maximum magnification, the center of the Zoom tool appears blank. To zoom out, hold down Alt (Windows) or Option (Mac OS) and click the area you want to reduce. Each click reduces the view.

• To magnify to the next preset percentage, activate the window you want to view and choose View > Zoom In. To

reduce the view to the previous preset percentage, choose View > Zoom Out.

• To set a specific magnification level, type or choose a level in the Zoom Level box in the application bar.

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• To zoom in or out, press Alt (Windows) or Option (Mac OS) while using the mouse scroll wheel or sensor.

• To magnify by dragging, select the Zoom tool and drag around the area you want to magnify.

Use power zoom

Power zoom offers a quick way to scroll through your document pages. Using the grabber hand, you can use zoom in or out and scroll through your entire document. This feature is especially useful for long documents.

1 Click the Hand tool .

To activate the grabber hand, you can also hold down the spacebar or hold down Alt/Option while in text mode.

2 With the grabber hand active, click and hold down the mouse button.

The document zooms out so that you can see more of the spread. A red box indicates the view area.

3 With the mouse button still held down, drag the red box to scroll through the document pages. Press arrow keys or

use the mouse scroll wheel to change the size of the red box.

4 Release the mouse button to zoom in on the new area of the document.

The document window returns to its original zoom percentage or to the size of the red box.

Zoom to Actual Size

• Double-click the Zoom tool.

• Choose View > Actual Size.

• Type or choose a magnification level of 100 in the Zoom Level box in the application bar.

Adjust the view

Focus on the desired area of your document by fitting pages and spreads within the active window and by scrolling the view.

See also

“Keys for viewing documents and document workspaces” on page 685

Fit the page, spread, or pasteboard within the active window

• Choose View > Fit Page In Window.

• Choose View > Fit Spread In Window.

• Choose View > Entire Pasteboard.

Scroll the view

You can easily adjust the degree to which pages or objects are centered in the document window. These techniques are also useful for navigating between pages.

❖ Do any of the following:

• Select the Hand tool from the Tools panel, and then click and drag in the document window. Holding down Alt

(Windows) or Option (Mac OS) and pressing the spacebar temporarily activates the Hand tool.

• Click the horizontal or vertical scroll bars or drag the scroll box.

• Press Page Up or Page Down.

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• Use the mouse scroll wheel or sensor to scroll up and down. To pan left or right, press Ctrl (Windows) or Command

(Mac OS) as you use the mouse scroll wheel or sensor.

Turn pages

InDesign makes it easy to jump from page to page in a document. For example, just as most web browsers provide Back and Forward buttons to navigate through pages you’ve visited, InDesign keeps track of the order in which you’ve viewed pages in a document.

❖ Do any of the following:

• To move through pages in the order in which you viewed them during the current session, choose Layout > Go

Back or Go Forward.

• To go to the next or previous page, click the Next Page button or Previous Page button at the bottom of

the document window, or choose Layout > Next Page or Previous Page.

• To go to the first or last page, click the First Spread button or Last Spread button at the lower left of

the document window, or choose Layout > First Page or Last Page.

• To go to a specific page, choose Layout > Go To Page, specify the page number, and click OK. Or, click the

downward-facing arrow at the right of the page box, and then choose a page.

Choose page from page box to go to specific page

• To go to a master page, click in the page box at the lower left of the document window. Type the first few letters

of the master page name, and press Enter (Windows) or Return (Mac OS). Or, in the Pages panel, double-click a master page icon.

Work with additional windows

You can open additional windows for the same document or for other InDesign documents. With additional windows, you can compare different spreads simultaneously, especially spreads that aren’t adjacent. You can also display different magnifications of the same page, so that you can work closely on details while watching how the changes affect the overall layout. In addition, you can display a master page in one window, and pages based on it in other windows, to see how editing the master page affects various parts of the document.

When you reopen the document, only the last-used window appears.

• To create a new window for the same document, choose Window > Arrange > New Window.

• To cascade or tile windows, choose Window > Arrange > Cascade to arrange all windows into a stack, with each

window offset slightly. Or, choose Window > Arrange > Tile Horizontally or Tile Vertically to display all windows equally without overlapping.

• To activate a window, click the window tab or title bar. Or, choose the name of the view in the Window menu.

Multiple windows for a document are numbered in the order they were created.

• To close all windows for the active document, press Shift+Ctrl+W (Windows) or Shift+Command+W (Mac OS).

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• To close all windows for all open documents, press Shift+Ctrl+Alt+W (Windows) or Shift+Command+Option+W

(Mac OS).

Use anti-aliasing for smoothing edges

Anti-aliasing smooths the jagged edges of type and bitmap images by softening the color transition between edge pixels and background pixels. Since only the edge pixels change, no detail is lost.

1 Choose Edit > Preferences > Display Performance (Windows) or InDesign > Preferences > Display Performance

(Mac OS).

2 From the Adjust View Settings menu, choose the view setting for which you want to turn on anti-aliasing.

You can enable or disable anti-aliasing for each of the view settings. For example, you can enable anti-aliasing for High Quality view and disable it for Fast view.

3 Select Enable Anti-aliasing.

Greek type

When display capabilities are insufficient to show text at a small size, InDesign displays the text as a dimmed bar. This behavior is called greeking type. Any type at or below the specified type size is replaced on-screen with non-letterforms that act as placeholders.

1 Choose Edit > Preferences > Display Performance (Windows) or InDesign > Preferences > Display Performance

(Mac OS).

2 From the Adjust View Settings menu, choose the view setting for which you want to change the Greek Type setting.

You can specify different Greek Type values for each of the view settings.

3 For Greek Type Below, type a value.

4 To control whether to greek text and images when you scroll a document, drag the Hand Tool slider to the desired

level of performance versus quality, and then click OK.

Calculate values in panels and dialog boxes

You can perform simple math in any numerical edit box. For example, if you want to move a selected object 3 units to the right using the current measurement units, you don’t have to work out the new horizontal position—simply type +3 after the current value in the Transform panel.

Panels use the measurement system selected in the Preferences dialog box; however, you can specify values in another measurement instead.

1 In a text box that accepts numerical values, do one of the following:

• To replace the entire current value with a mathematical expression, select the entire current value.

• To use the current value as part of a mathematical expression, click before or after the current value.

2 Type a simple mathematical expression using a single mathematical operator, such as + (plus), - (minus),

* (multiplication), / (division), or % (percent).

For example, 0p0+3 or 5mm + 4.

3 Press Enter or Return to apply the calculation.

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In the Control panel and the Transform panel, you can duplicate the selected object and apply the calculation to the duplicate (instead of the original). Enter the calculation and press Alt+Enter (Windows) or Option+Return

(Mac OS).

See also

“Enter values in panels and dialog boxes” on page 36

Enter values in panels and dialog boxes

Panels and dialog boxes use the measurement units and increments defined in the Edit > Preferences > Units & Increments (Windows) or InDesign > Preferences > Units & Increments (Mac OS) dialog box. However, you can specify values using any of the supported measurement units at any time by temporarily overriding the current preference settings.

❖ Do any of the following:

• Type a value in the box, and then press Enter or Return.

• Drag the slider.

• Drag the dial.

• Click the arrow buttons in the panel to change the value.

• Click in the box and then use the up or down arrow keys on the keyboard to change the value.

• Select a value from the menu associated with the box.

Note: When you make a change using the arrow buttons, arrow keys, or pop-up menus, InDesign applies the change immediately.

See also

“Rulers and measurement units” on page 48

“Calculate values in panels and dialog boxes” on page 35

Manage connections to web services

In Adobe® Creative Suite® 4, the Connections panel lets you manage connections to web services and the locally installed extensions that interact with them. The Connections panel itself is an extension. Additional extensions installed with Creative Suite applications include the following:

Adobe ConnectNow Collaborate with dispersed working teams over the web, sharing voice, data, and multimedia.

Kuler™ panel Quickly create, share, and explore color themes online.

Search for Help In the upper-right corner of applications, enter search terms to access Community Help. Community

Help includes Adobe product Help, plus additional content from the design and production communities.

Visit www.adobe.com to learn about additional services and extensions.

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Log into Adobe web services

Regardless of which application you use to access the Connections panel, logging in automatically connects you to services such as ConnectNow meetings.

1 In Adobe InDesign, Photoshop, Illustrator, Flash, Fireworks, or Dreamweaver, choose Window > Extensions >

Connections.

2 Enter your Adobe ID and password. (If you lack an ID or can’t remember it, click the appropriate link.)

3 (Optional) To remain logged in when you restart the computer, select Remember Me On This Computer.

4 Click Log In.

Disable automatic extension updates

By default, the Connections panel automatically updates installed extensions. However, you can disable automatic updates and instead check for them manually.

1 From the Connections panel menu , select Update Preferences.

2 Deselect Check For Updates Automatically.

3 Restart any open Adobe Creative Suite applications.

Manually check for updated extensions

❖ From the Connections panel menu , select Check For Updates.

Disable web services

If your work environment disallows online connections, you can disable web services. You can also use this option to disable your product from accessing online Community Help. When you disable web services and search for help, the product provides results from the local help system only.

Note: Local Help includes only a portion of the full version of online product Help.

1 From the Connections panel menu , select Offline Options.

2 Select Keep Me Offline.

To disable the Connections panel and web services only in Photoshop, deselect Allow Extensions To Connect in the Plug-Ins section of the Preferences dialog box.

See also

“Help and support” on page 2

Working with ConnectNow

Adobe® ConnectNow provides you with a secure, personal online meeting room where you can meet and collaborate with others via the web in real time. With ConnectNow, you can share and annotate your computer screen, send chat messages, and communicate using integrated audio. You can also broadcast live video, share files, capture meeting notes, and control an attendee's computer.

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You can access ConnectNow directly from the application interface.

1 Choose File > Share My Screen.

2 In the Share My Screen dialog box, enter your Adobe ID and password, and click Sign In. If you don’t have an

Adobe ID and password, click the Create a Free Adobe ID link at the top of the dialog box.

3 To share your screen, click the Share My Computer Screen button at the center of the ConnectNow application

window.

For complete instructions on using ConnectNow, see

http://help.adobe.com/en_US/Acrobat.com/ConnectNow/index.html.

For a video tutorial about using ConnectNow, see Using ConnectNow to share your screen (7:12). (This demonstration is in Dreamweaver.)

Setting preferences

About preferences and defaults

Preferences include settings such as panel positions, measurement options, and display options for graphics and typography. Preference settings specify how InDesign documents and objects behave initially.

Numerous program preferences and default settings are stored in the Adobe InDesign preferences files. These files, including the InDesign Defaults file, are saved each time you exit from InDesign. The settings files are located here:

Windows XP Documents and Settings\[username]\Application Data\Adobe\InDesign\[Version]\[language]

Windows Vista Users\[username]\AppData\Roaming\Adobe\InDesign\[version]\[language]

Mac OS [username]/Library/Preferences/Adobe/InDesign/[version]/[language]

Note: InDesign preference settings are fully scriptable. To share a consistent set of preferences across user groups, develop a script to set the preferences, and then have all users in the group run the script on their computers. Don’t copy and paste one user’s preferences files onto another computer, as doing so might cause application instability. For more information about scripting, see the Scripting Guide on the InDesign CS4 DVD.

Set general preferences

This section covers preference settings in the General tab of the Preferences dialog box. For information on other preferences, search for the appropriate setting.

1 Choose Edit > Preferences > General (Windows) or InDesign > Preferences > General (Mac OS), and then choose

the type of preferences you want to specify.

2 In the Page Numbering section, choose a page numbering method from the View menu. (See “Display absolute or

section numbering in the Pages panel” on page 88.)

3 In the Font Downloading and Embedding section, specify a threshold to trigger font subsetting based on the

number of glyphs a font contains. This setting affects font downloading options in the Print and Export dialog boxes.

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4 In the When Scaling section, you can determine how scaled objects are reflected in panels and how the content of

scaled frames behaves.

• Select Apply To Content if you want the point size to change when a text frame is scaled. (See “Scale type” on

page 238.) If this option is selected when a graphics frame is scaled, the percentage size of the image changes, but the frame reverts its percentage to 100%. (See “Scale objects” on page 395.)

• Select Adjust Scaling Percentage to display the original point size with the new point size in parentheses when you

scale text. If this option is selected when you scale graphics frames, the percentage size of both the frame and image changes.

5 In the Scripting section, select Enable Attached Scripts to allow JavaScript actions to be attached to features in

InDesign. You may want to turn off this option if you’re opening an InDesign document from an unknown source.

6 Click Reset All Warning Dialogs to display all warnings, even the ones you’ve already checked not to display. (As

warnings appear, you can select a check box to prevent the warning from appearing again.)

Set defaults

If you change settings when no documents are open, your changes set the defaults for new documents. If a document is open when you change settings, the changes affect only that document.

Similarly, if you change settings when no objects are selected, your changes set the defaults for new objects.

Change default settings for new documents

1 Close all documents.

2 Change any menu items or panel or dialog box settings.

If you use the same page size and language for most of your documents, you can change these defaults with no

document open. For example, to change the default page size, close all documents, choose File > Document Setup, and select a desired page size. To set a default dictionary, close all documents, choose Edit > Preferences > Dictionary (Windows) or InDesign > Preferences > Dictionary (Mac OS), and select an option from the Language menu.

Specify default settings for new objects in a document

1 With document open, choose Edit > Deselect All.

2 Change any menu items or panel or dialog box settings.

Restore all preferences and default settings

When InDesign is behaving erratically, deleting preferences (also referred to as “trashing preferences” or “removing preferences”) often solves the problem.

❖ Do one of the following:

• (Windows) Start InDesign, and then press Shift+Ctrl+Alt. Click Yes when asked if you want to delete preference

files.

• (Mac OS) While pressing Shift+Option+Command+Control, start InDesign. Click Yes when asked if you want to

delete preference files.

About InDesign styles and presets

You can store settings for reuse, including settings for the following items:

• Creating paragraph and character styles. (See “Add paragraph and character styles” on page 182.)

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• Creating object styles. (See “Object styles” on page 196.)

• Creating table and cell styles. (See “Table and cell styles” on page 285.)

• Creating PDF export presets. (See “Customize Adobe PDF presets” on page 500.)

• Creating print presets. All the attributes in the Print dialog box are included in the style. (See “Print a document or

book” on page 584.)

• Creating trap presets. (See “Trapping color” on page 484.)

• Creating transparency flattener presets. (See “Flattening transparent artwork” on page 426.)

• Creating table of contents styles. (See “Create or import TOC styles” on page 299.)

• Saving the workspace configuration.

• Creating document presets. (See “Define document presets” on page 45.)

• Creating stroke styles. (See “Define custom stroke styles” on page 338.)

In general, change the feature settings in the dialog box, and then save the settings. Styles and presets are stored in the document in which they are created. You can use the settings from another document by importing or loading the styles and presets from that document. In addition, most presets can be exported or saved to a separate file and distributed to other computers.

You can also share styles and presets across all documents in a book file. For more information, see “Synchronize book

documents” on page 293.

Recovery and undo

Recover documents

InDesign guards your data against unexpected power or system failures using an automatic recovery feature. Automatically recovered data exists in a temporary file that is separate from the original document file on disk. Under normal circumstances you don’t need to think about automatically recovered data, because any document updates stored in the automatic recovery file are automatically added to the original document file when you choose the Save or Save As command or exit from InDesign normally. Automatically recovered data is important only if you’re unable to save successfully before an unexpected power or system failure.

Even though these features exist, you should save your files often and create backup files in case of unexpected power or system failures.

See also

“Adobe Version Cue” on page 101

Find recovered documents

1 Restart your computer.

2 Start InDesign.

If automatically recovered data exists, InDesign automatically displays the recovered document. The word [Recovered] appears after the filename in the title bar of the document window to indicate that the document contains unsaved changes that were automatically recovered.

Note: If InDesign fails after attempting to open a document using automatically recovered changes, the automatically recovered data may be corrupted.

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3 Do one of the following:

• To save the recovered data, choose File > Save As, specify a location and a new filename, and click Save. The Save

As command keeps the recovered version that includes the automatically recovered data; the word [Recovered] disappears from the title bar.

• To discard automatically recovered changes and use the most recent version of the document that was explicitly

saved to disk before the failure occurred, close the file without saving it and open the file on disk, or choose File > Revert.

Change the location of recovered documents

1 Choose Edit > Preferences > File Handling (Windows) or InDesign > Preferences > File Handling (Mac OS).

2 Under Document Recovery Data, click Browse (Windows) or Choose (Mac OS).

3 Specify the new location for the recovered document, click Select (Windows) or Choose (Mac OS), and then

click OK.

Undo mistakes

If necessary, you can cancel a lengthy operation before it’s completed, undo recent changes, or revert to a previously saved version. You can undo or redo up to several hundred of the most recent actions (the amount is limited by the amount of RAM available and the kinds of actions you performed). The series of actions is discarded when you choose the Save As command, close a document, or when you exit from the program.

❖ Do one of the following:

• To undo the most recent change, choose Edit > Undo [action]. (You cannot undo certain actions, such as scrolling.)

• To redo an action, choose Edit > Redo [action].

• To undo all changes made since the last time you saved the project, choose File > Revert (InDesign) or File > Revert

Content (InCopy).

• To close a dialog box without applying changes, click Cancel.

What to do if InDesign freezes

Unfortunately, system errors may occur while you use Adobe InDesign. System errors can manifest in many different ways, including a blank or flickering dialog box, a frozen cursor or screen, a blue screen, an unexpected restart, or an error such as “Application Error.” If you’re experiencing multiple system errors while using InDesign, see one of the following tech notes:

Troubleshoot system errors and freezes in InDesign and InCopy (Windows)

Troubleshoot system errors and freezes in InDesign and InCopy (Mac OS)

Common InDesign error messages

This is an incomplete list of error messages you may encounter while installing or using InDesign. If you’re looking for information for an error that’s not on this list, please leave a comment below.

Windows crash errors

The following errors may appear if InDesign crashes in Windows:

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“Application Error”

“The instruction at ‘[memory address]’ referenced memory at ‘[memory address]’. The memory could not be ‘read’.”“[filename] has generated errors and will be closed by Windows.”“This program has performed an illegal operation and will be shut down. If the problem persists, contact the program vendor.”“InDesign caused a General Protection Fault in module [filename].”“InDesign caused an Invalid Page Fault in module [filename].”“Unhandled exception detected. Application will be terminated.”“Illegal Instruction.”“Segment load failure in [filename].”“InDesign has encountered a problem and needs to close.”“Fatal System Error.”

If any of these errors recur, see the tech note on Troubleshooting system errors and crashes in InDesign (Windows).

Mac OS crash errors

“The application ‘InDesign/InCopy’ has unexpectedly quit. The system and other applications have not been affected.” See the tech note on Troubleshooting system errors and crashes in InDesign (Mac OS).

Installation and licensing errors

“Licensing for this product has stopped working.” See this tech note.

“Error 1603. A fatal error occurred during installation.” See tech note

“Unable to read Adobe file version for path /Library/Fonts/MinionPro-Bold.otf.” See tech note.

“The feature... is on a network resource that is unavailable" or “Error 1714.” See tech note.

“Please insert Adobe Creative Suite 4 Master Collection Disk 1.” See tech note.

Other installation errors or problems for Windows XP (see tech note), Windows Vista (see tech note), or Mac OS (see

tech note).

Other InDesign errors

“Cannot open the document... not a valid InDesign Interchange document.” See tech note.

“Failed to export PDF.” See tech note.

Looking for an error message not listed? Leave a comment.

Chapter 3: Layout

Updated 18 June 2009

The decisions you make when you first set up a document affect how efficiently you can design and produce pages. Proper planning helps you and your vendors save money and time.

Creating documents

Create new documents

Page design begins with the basics: starting a new document, setting up pages, and positioning margins and columns or changing grid settings.

For a video tutorial on setting up new documents, see www.adobe.com/go/lrvid4273_id.

See also

“Recommended workflow for InDesign documents” on page 97

“Use document templates” on page 102

“Add documents to a book file” on page 291

Create a new document

1 Choose File > New > Document.

The New Document dialog box combines the Document Setup and the Margins And Columns dialog boxes, so that you can set up the page size, margins, and page columns all in one place. You can change these settings at any time.

2 Choose a Page Size or specify a custom Width and Height for your document.

3 Click the orientation for the page, either Portrait (tall) or Landscape (wide).

4 Specify options in the Margins and Columns sections, if necessary.

5 To specify the dimensions of the bleed and slug areas, click More Options. The bleed and slug areas extend out from

the edges of the defined Page Size. To make the bleed or slug areas extend evenly on all sides, click the Make All Settings The Same icon . (See “New Document options” on page 43.)

6 Click OK to open a new document with the settings you specified.

To set default layout settings for all new documents, choose File > Document Setup or Layout > Margins And

Columns, and set options when no documents are open.

New Document options

Facing Pages Select this option to make left and right pages face each other in a double-page spread, such as for books

and magazines. Deselect this option to let each page stand alone, such as when you’re printing flyers or posters or when you want objects to bleed in the binding.

After you’ve created a document, you can use the Pages panel to create spreads with more than two pages or force the first two pages to open as a spread. (See “Control spread pagination” on page 64.)

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Master Text Frame Select this option to create a text frame the size of the area within the margin guides, matching the

column settings you specified. The master text frame is added to the A-Master. (See “Using text frames on master

pages” on page 122.)

The Master Text Frame option is available only when you’ve chosen File > New > Document.

Page Size Choose a page size from the menu, or type values for Width and Height. Page size represents the final size

you want after bleeds or other marks outside the page are trimmed.

Orientation Click Portrait (tall) or Landscape (wide). These icons interact dynamically with the dimensions

you enter in Page Size. When Height is the larger value, the portrait icon is selected. When Width is the larger value, the landscape icon is selected. Clicking the deselected icon switches the Height and Width values.

To specify the dimensions of the bleed and slug areas, click More Options in the New Document dialog box. To make

the bleed or slug areas extend evenly on all sides, click the Make All Settings The Same icon .

Bleed The Bleed area allows you to print objects that are arranged at the outer edge of the defined page size. For a page

of the required dimensions, if an object is positioned at its edge, some white may appear at the edge of the printed area due to slight misalignment during printing or trimming. For this reason, you should position an object that is at the edge of the page of the required dimensions a little beyond the edge, and trim after printing. Bleed area is shown by a red line on the document. You can set bleed area settings from Bleed in the Print dialog box.

Slug The slug area is discarded when the document is trimmed to its final page size. The slug area holds printing

information, customized color bar information, or displays other instructions and descriptions for other information in the document. Objects (including text frames) positioned in the slug area are printed but will disappear when the document is trimmed to its final page size.

Objects outside the bleed or slug area (whichever extends farther) do not print.

Note: You can also click Save Preset to save document settings for future use.

Document window overview

Each page or spread in your document has its own pasteboard and guides, which are visible in Normal View mode. (To switch to Normal View, choose View > Screen Mode > Normal.) The pasteboard is replaced with a gray background when the document is viewed using one of the Preview modes. (See “Preview documents” on page 590.) You can change the color of this preview background and guides in Guides & Pasteboard preferences.

Document and guides in Normal View Mode A. Spread (black lines) B. Page (black lines) C. Margin guides (magenta lines) D. Column guides (violet lines) E. Bleed area (red lines) F. Slug area (blue lines)

Document window notes:

• Lines of other colors are ruler guides which, when present, appear in the layer color when selected. See “Layers” on

page 75.

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• Column guides appear in front of margin guides. When a column guide is exactly in front of a margin guide, it hides

the margin guide.

Creating custom page sizes

If you routinely specify a custom page size, you can add it to the Page Size menu in the New Document dialog box. You add custom page sizes to the Page Size menu by editing the New Doc Sizes text file in the Presets folder (in the InDesign application folder). This text file is self-documenting; to define custom page sizes, open the file in a text editor and follow the instructions in the file itself.

Page sizes defined in the New Doc Sizes file will appear in the New Document dialog box and the Document Settings dialog box.

Note: You can also specify a custom page size in the New Document dialog box or the Document Settings dialog box; however, custom page sizes specified in these dialog boxes are not available to other documents you create.

See also

“Change document setup, margins, and columns” on page 46

Define document presets

You can save document settings for page size, columns, margins, and bleed and slug areas in a preset to save time and ensure consistency when creating similar documents.

1 Choose File > Document Presets > Define.

2 Click New in the dialog box that appears.

3 Specify a name for the preset and select basic layout options in the New Document Preset dialog box. (See “New

Document options” on page 43 for a description of each option.)

4 Click OK twice.

You can save a document preset to a separate file and distribute it to other users. To save and load document preset

files, use the Save and Load buttons in the Document Presets dialog box.

Create a document using a preset

1 Do one of the following:.

• Choose File > Document Preset > [name of preset]. (Hold down Shift while choosing the preset to create a new

document based on the preset without opening the New Document dialog box.)

• Choose File > New > Document, and then choose a preset from the Document Preset menu in the New

Document dialog box.

The New Document dialog box displays the preset layout options.

2 Make changes to the options (if desired) and click OK.

To skip the New Document dialog box, press the Shift key as you select a preset from the Document Preset menu.

Customize the pasteboard and guides

You can control the colors used to display guides for page margins and columns, as well as the guides for the bleed and slug areas on the pasteboard. To make it easier to distinguish between the Normal and Preview modes, you can change the color of the preview background.

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InDesign also lets you control how close an object needs to be to snap to a guide, whether guides should be displayed in front of or behind objects, as well as the size of the pasteboard.

1 Choose Edit > Preferences > Guides & Pasteboard (Windows) or InDesign > Preferences > Guides & Pasteboard

(Mac OS).

2 Under Color, choose the desired colors from each of the following menus, or choose Custom to specify a custom

color using the color picker.

Margins Sets the color of the page margins.

Columns Sets the color of the column guides for the page.

Bleed Sets the color of the bleed area (which is set in the Document Setup dialog box).

Slug Sets the color of the slug area (which is set in the Document Setup dialog box).

Preview Background Sets the color of the pasteboard when in the Preview mode.

3 To set how close an object must be to snap to a guide or grid, specify a value in pixels for Snap To Zone.

4 To display guides behind objects, select Guides In Back.

5 To specify how far the pasteboard extends out from the page or spread (or the bleed or slug area, if specified), enter

a value for Minimum Vertical Offset.

6 Click OK to close the Preferences dialog box.

You can change the on-screen color of your paper. With no text or objects selected, double-click the Paper color in the

Swatches panel (choose Window > Swatches). The Paper color appears on-screen only and does not affect output; it is intended only to simulate designing for nonwhite paper.

See also

“Ruler guides” on page 55

Change document setup, margins, and columns

After you create a document, you may change your mind about how you want it set up. For example, you may want single pages instead of facing pages, or you may want to change the page size or margin settings.

Change document setup

Changing options in the Document Setup dialog box affects every page in the document. If you change page size or orientation after objects have been added to pages, you can use the Layout Adjustment feature to minimize the amount of time needed for arranging existing objects. See “About automatic layout adjustment” on page 83.

1 Choose File > Document Setup.

2 Specify the document options, and then click OK. (See “New Document options” on page 43.)

Change page margin and column settings

You can change column and margin settings for pages and spreads. When you change the column and margin settings on a master page, you change the setting for all pages to which the master is applied. Changing the columns and margins of regular pages affects only those pages selected in the Pages panel.

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Note: The Margins And Columns dialog box doesn’t alter columns inside text frames. Text frame columns exist only within individual text frames, not on the page itself. You can set up columns within individual text frames by using the Text Frame Options dialog box. (See “Change text frame properties” on page 123.) Text frame columns can also be affected by the Layout Adjustment feature.

1 Do one of the following:

• To change margin and column settings for one spread or page, go to the spread you want to change, or select

one spread or page in the Pages panel.

• To change margin and column settings for multiple pages, select those pages in the Pages panel, or select a

master that controls the pages you want to change.

2 Choose Layout > Margins And Columns, specify the following options, and then click OK.

Margins Type values to specify the distance between margin guides and each edge of the page. If Facing Pages is

selected in the New Document or Document Setup dialog box, the Left and Right margin option names change to Inside and Outside, so that you can specify additional inside margin space to accommodate binding.

Columns Specify the number of columns.

Create unequal column widths

When you have more than one column on a page, the column guides in the middle appear in pairs. When you drag one column guide, the pair moves. The space between the column guides is the gutter value you specified; the pair moves together to maintain that value.

Note: You cannot create unequal column widths for columns in a text frame. Instead, created threaded, side-by-side text frames with different column widths.

1 Go to the master or spread you want to change.

2 If column guides are locked, choose View > Grids & Guides > Lock Column Guides to deselect it.

3 Using the Selection tool , drag a column guide. You can’t drag it past an adjacent column guide or beyond the

edge of the page.

Dragging a column guide to create unequal column widths

To create columns with unequal gutters, create evenly spaced ruler guides and then drag individual guides to the

desired location. (See “Create ruler guides” on page 55.)

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Rulers and measurement units

Change rulers and measurement units

You can change measurement units for the on-screen rulers and for use in panels and dialog boxes; you can also change these settings at any time and temporarily override the current measurement units as you enter a value. By default, rulers begin measuring from the upper-left corner of a page or spread. You can change this by moving the zero point. (See “Change the zero point” on page 50.)

Changing the measurement units doesn’t move guides, grids, and objects, so when ruler tick marks change, they might not line up with objects aligned to the old tick marks.

Rulers in a document window A. Labeled tick marks B. Major tick marks C. Minor tick marks

You can set up different measurement systems for horizontal and vertical rulers. The system you select for the horizontal ruler governs tabs, margins, indents, and other measurements. Each spread has its own vertical ruler; however, all vertical rulers use the same settings you specify in the Units & Increments preferences dialog box.

The default units of measure for the rulers are picas (a pica equals 12 points). However, you can change custom ruler units and control where the major tick marks appear on a ruler. For example, if you change the custom ruler units for the vertical ruler to 12 points, a major ruler increment appears every 12 points (if such display is possible in the current magnification). The tick mark labels include your customized major tick marks, so when the ruler reads 3 in the same example, it marks the third instance of the 12-point increment, or 36 points.

Vertical ruler using inches (left), and custom 12-point increments (right)

Setting custom ruler increments in the vertical ruler is useful for lining up a ruler’s major tick marks with a baseline

grid.

See also

“Grids” on page 53

“Keys for selecting and moving objects” on page 680

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Show or hide rulers

❖ In Normal View Mode (View > Screen Mode > Normal), choose View > Show Rulers or Hide Rulers.

Change measurement units and rulers

1 Choose Edit > Preferences > Units & Increments (Windows) or InDesign > Preferences > Units & Increments

(Mac OS).

2 To change the origin of the zero point, in the Origin menu under Ruler Units, do one of the following:

• To set the ruler origin at the top-left corner of each spread, choose Spread. The horizontal ruler measures across

the entire spread.

• To set the ruler origin at the top-left corner of each page, choose Page. The horizontal ruler starts at zero for each

page in a spread.

• To set the ruler origin at the center of the spine, choose Spine. The horizontal ruler measures in negative

numbers to the left of the spine and positive numbers to the right of the spine.

3 To change the measurement system used for rulers, dialog boxes, and panels, choose the desired system for

Horizontal and Vertical, or choose Custom and type the number of points at which you want the ruler to display major tick marks.

If you specify a measurement system other than points, the Increment Every baseline grid value is still displayed in points. This makes it easier to match text size and leading values, which are displayed in points.

4 To change the value you want used for calculating points, specify the desired point size per inch for Points/Inch.

5 Set any of the following Keyboard Increments:

Cursor Key Controls the increment for the arrow keys when nudging objects.

Size/Leading Controls the increment for increasing or decreasing the point size or leading using the keyboard

shortcuts.

Baseline Shift Controls the increment for shifting the baseline using the keyboard shortcuts.

Kerning/Tracking Controls the increment for kerning and tracking using the keyboard shortcuts.

6 Click OK.

You can also change ruler units by right-clicking (Windows) or Control-clicking (Mac OS) a ruler and choosing the

units from the context menu. By right-clicking or Control-clicking at the intersection of the horizontal and vertical rulers, you can change the ruler units for both rulers at the same time.

Override default measurement units

You can specify a unit of measurement that is different from the default.

❖ Highlight the existing value in a panel or dialog box, and type the new value using the notation in the following

table:

To specify: Type these letters after the value: Examples Result

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Inches i

inch

Millimeters mm 48mm 48 millimeters

Centimeters cm 12cm 12 centimeters

Picas p 3p 3 picas

Points pt

p (before value)

Picas and points p (between values) 3p6 3 picas, 6 points

Ciceros c 5c 5 ciceros

Agates ag 5ag agates

5.25i

5.25in

5.25inch

5.25”

6pt

5 1/4 inches

6 points

Change the zero point

The zero point is the position at which the zeros on the horizontal and vertical rulers intersect. By default, the zero point is at the top left corner of the first page of each spread. This means that the default position of the zero point is always the same relative to a spread, but may seem to vary relative to the pasteboard.

The X and Y position coordinates in the Control panel, Info panel, and Transform panel are displayed relative to the zero point. You can move the zero point to measure distances, to create a new reference point for measurement, or to tile oversized pages. By default, each spread has one zero point at the upper left corner of the first page, but you can also locate it at the binding spine, or specify that each page in a spread has its own zero point.

Adjust the zero point

When you move the zero point, it moves to the same relative location in all spreads. For example, if you move the zero point to the top left corner of the second page of a page spread, it will appear in that position on the second page of all other spreads in the document.

❖ Do one of the following:

• To move the zero point, drag from the intersection of the horizontal and vertical rulers to the position on the layout

where you want to set the zero point.

Establishing a new zero point

• To reset the zero point, double-click the intersection of the horizontal and vertical rulers .

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• To lock or unlock the zero point, right-click (Windows) or Control-click (Mac OS) the zero point of the rulers, and

choose Lock Zero Point or Unlock Zero Point in the context menu.

Change the default zero point

Using the Origin setting in the Preferences dialog box, you can set the default zero point for rulers as well as the scope of the horizontal ruler. The scope determines whether the ruler measures across the page, across the entire spread, or, for multipage spreads, from the center of the spine.

If you set the ruler origin at each spread’s binding spine, the origin becomes locked at the spine. You won’t be able to reposition the ruler origin by dragging it from the intersection of the rulers unless you choose another origin option.

1 Choose Edit > Preferences > Units & Increments (Windows) or InDesign > Preferences > Units & Increments

(Mac OS).

2 In the Ruler Units section, in the Origin menu, do one of the following:

• To set the ruler origin at the top-left corner of each spread, choose Spread. The horizontal ruler measures across

the entire spread.

• To set the ruler origin at the top-left corner of each page, choose Page. The horizontal ruler starts at zero for each

page in a spread.

• To set the ruler origin at the center of the spine, choose Spine. The horizontal ruler measures in negative numbers

to the left of the spine and positive numbers to the right of the spine.

You can also change horizontal ruler origin settings using the context menu that appears when you right-click

(Windows) or Control-click (Mac OS) the horizontal ruler.

Measure objects

The Measure tool calculates the distance between any two points in the document window. When you measure from one point to another, the distance measured is displayed in the Info panel. All measurements except the angle are calculated in the units of measure currently set for the document.

After you use the Measure tool to measure an item, the line or lines remain visible until you take another measurement or select a different tool.

Measure the distance between two points

1 Make sure the Info panel is visible (Window > Info).

2 Select the Measure tool . (Click and hold the Eyedropper tool to display the Measure tool.)

3 Click the first point and drag to the second point. Shift-drag to constrain the tool’s motion to multiples of 45°. You

cannot drag beyond a single pasteboard and its spread.

The width and height measurements appear in the Info panel.

Measure angles

1 Make sure the Info panel is visible (Window > Info).

2 Select the Measure tool . (Click and hold the Eyedropper tool to display the Measure tool.)

3 Do one of the following:

• To measure an angle from the x axis, drag the tool.

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• To measure a custom angle, drag to create the first line of the angle. Position the tool over either end point of the

measure line. To create the second line of the angle, either double-click and drag, or press Alt (Windows) or Option (Mac OS) and drag.

When you measure a custom angle, the Info panel shows the length of the first line as D1 and the length of the second line as D2.

Info panel overview

The Info panel displays information for selected objects, the current document, or the area below the current tool, including values for position, size, and rotation. When you move an object, the Info panel displays its position relative to its starting point as well.

The Info panel is also useful for determining word counts and character counts in stories.

Unlike other InDesign panels, the Info panel is for viewing only; you cannot enter or edit the values it displays. You can view additional information about a selected object by choosing Show Options from the panel menu.

A B C

Info panel A. Horizontal (X) position of the cursor B. Vertical (Y) position of the cursor C. Distance an object or tool has moved relative to its starting position D. Width in current units E. Height in current units F. Degree of rotation

D E F

Display the Info panel

❖ Choose Window > Info.

To change the current measurement system, click the small triangle next to the plus icon.

Determine the word count

1 Place the insertion point inside a text frame, or select text.

2 Choose Window > Info.

The Info panel displays the number of words and characters in the story or the selected text. If any text is overset, a “+” sign appears, followed by a number representing the overset characters, words, or lines.

View additional Info panel options

❖ Choose Show Options in the Info panel menu.

Depending on the object or tool selected, you may see the following:

• Values for the fill and stroke colors of the selected object, and information about gradients .

• The names of any swatches. You can display color-space values instead by clicking the small triangle next to the fill

or stroke icon.

• Information about the current document, such as location, last modified date, author, and file size, when nothing

in the document is selected.

• Number of characters, words, lines, and paragraphs when you create a text insertion point or select text using one

of the Type tools. (If any text is overset, a “+” sign appears, followed by a number representing the overset characters, words, or lines.)

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• File type, resolution, and color space when a graphic file is selected. Resolution is displayed as both actual pixels per

inch (the resolution of the native graphic file) and effective pixels per inch (the resolution of the graphic after it has been resized in InDesign). If color management has been enabled, the ICC color profile is also displayed.

• The shear angle or horizontal and vertical scaling if the Shear tool, Scale tool, or the Free Transform tool is selected.

Grids

Use grids

Two kinds of nonprinting grids are available: a baseline grid for aligning columns of text, and a document grid for aligning objects. On the screen, a baseline grid resembles ruled notebook paper, and a document grid resembles graph paper. You can customize both kinds of grids.

Baseline grid (left) and document grid (right)

When a grid is visible, you can observe the following characteristics:

• The baseline grid covers entire spreads, but the document grid covers the entire pasteboard.

• Baseline grids and document grids appear on every spread and cannot be assigned to any master.

• The document grid can appear in front of or behind all guides, layers, and objects, but cannot be assigned to any

layer.

Set up a baseline grid

Use Grid Preferences to set up a baseline grid for the entire document.

You can set up a baseline grid for a frame by using the Text Frame Options. (See “Change text frame properties” on

page 123.)

1 Choose Edit > Preferences > Grids (Windows) or InDesign > Preferences > Grids (Mac OS).

2 Specify a baseline grid color by choosing a color in the Color menu. You can also choose Custom in the Color menu.

3 For Relative To, specify whether you want the grid to start at the top of the page or the top margin.

4 For Start, type a value to offset the grid from either the top of the page or the top margin of the page, depending on

the option you choose from the Relative To menu. If you have trouble aligning the vertical ruler to this grid, try starting with a value of zero.

5 For Increment Every, type a value for the spacing between grid lines. In most cases, type a value that equals your

body text leading, so that lines of text align perfectly to this grid.

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Baseline grid in document window A. First grid line B. Increment between grid lines

6 For View Threshold, type a value to specify the magnification below which the grid does not appear. Increase the

view threshold to prevent crowded grid lines at lower magnifications.

Baseline grid at magnification below view threshold (left) and above view threshold (right)

7 Click OK.

Note: The Snap To Guides command controls both snapping to guides and snapping to the baseline grid.

Set up a document grid

1 Choose Edit > Preferences > Grids (Windows) or InDesign > Preferences > Grids (Mac OS).

Specify a document grid color by choosing a color in the Color menu. You can also choose Custom in the Color menu.

3 To set horizontal grid spacing, specify a value for Gridline Every in the Horizontal section of the Document Grid

section, and then specify a value for Subdivisions between each grid line.

4 To set vertical grid spacing, specify a value for Gridline Every in the Vertical section of the Document Grid section,

and then specify a value for Subdivisions between each grid line.

5 Do one of the following, and click OK:

• To put the document and baseline grids behind all other objects, make sure that Grids In Back is selected.

• To put the document and baseline grids in front of all other objects, deselect Grids In Back.

To put guides behind all other objects, you can also choose Guides In Back in the context menu that appears when you

right-click (Windows) or Control-click (Mac OS) an empty area of the document window.

Show or hide grids

• To show or hide the baseline grid, choose View > Grids & Guides > Show/Hide Baseline Grid.

• To show or hide the document grid, choose View > Grids & Guides > Show/Hide Document Grid.

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Snapping objects to grids

When snapping is enabled, moving an object within the snap zone of a grid location will cause the object to snap to that location.

See also

“Ruler guides” on page 55

Snap objects to the document grid

1 Choose View > Grids & Guides and make sure that Snap To Document Grid is selected (checked). If it is not

selected, click it.

Note: The Snap to Guides command controls both snapping to guides and snapping to the baseline grid.

2 To specify the snap-to zone, choose Edit > Preferences > Guides & Pasteboard (Windows) or InDesign >

Preferences > Guides & Pasteboard (Mac OS), type a value for Snap to Zone, and click OK. The Snap to Zone value is always in pixels.

To snap an object to a grid, drag an object toward a grid until one or more of the object’s edges is within the grid’s snap-to zone.

Ruler guides

Create ruler guides

Ruler guides are different from grids in that they can be positioned freely on a page or on a pasteboard. You can create two kinds of ruler guides: page guides, which appear only on the page on which you create them, or spread guides, which span all pages and the pasteboard of a multiple-page spread. You can drag any ruler guide to the pasteboard. A ruler guide is displayed or hidden with the layer on which it was created.

New ruler guides always appear on the target spread. For example, if several spreads are visible in the document window and you drag a new guide into the window, the new guide becomes visible only on the target spread.

A B

Guides in the document window A. Spread guide B. Page guide

See also

“Layers” on page 75

“Customize the pasteboard and guides” on page 45

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Create a ruler guide

1 Make sure that both rulers and guides are visible, make sure the correct spread is targeted, and view the document

in Normal View mode, not Preview mode.

2 If the document contains multiple layers, click a layer name in the Layers panel to target the layer.

3 Do one of the following:

• To create a page guide, position the pointer inside a horizontal or vertical ruler and then drag to the desired location

on the target spread. If you drop the guide onto the pasteboard, it spans the pasteboard and spread; it will act as a page guide if you later drag it onto a page.

• To create a spread guide, drag from the horizontal or vertical ruler, keeping the pointer in the pasteboard but

positioning the guide at the desired location on the target spread.

• To create a spread guide when the pasteboard is not visible (for example, when you’ve zoomed in), press Ctrl

(Windows) or Command (Mac OS) as you drag from the horizontal or vertical ruler to the target spread.

• To create a spread guide without dragging, double-click a specific position on the horizontal or vertical ruler. If you

want to snap the guide to the nearest tick mark, hold down the Shift key when you double-click the ruler.

• To create vertical and horizontal guides simultaneously, press Ctrl (Windows) or Command (Mac OS) as you drag

from the target spread’s ruler intersection to the desired location.

A vertical and horizontal guide created concurrently

To reposition a ruler guide numerically, select the guide and enter values for X and Y in the Control panel.

Create a set of evenly spaced page guides

1 If the document contains multiple layers, click a layer name in the Layers panel to target the layer.

2 Choose Layout > Create Guides.

3 For Number, type a value to specify the number of rows or columns you want to create.

4 For Gutter, type a value to specify the spacing between rows or columns. Start with a low value, such as 1 pica; large

gutters leave little space for columns.

Columns created with the Create Guides command are not the same as those created with the Layout > Margins And Columns command. For example, columns created using Create Guides cannot control text flow when a text file is placed. Use the Margins And Columns command to create major column divisions appropriate for autoflow text, and use the Create Guides command to create column grids and other layout aids.

5 For Fit Guides To, click Margins to create the guides within the page margins, or click Page to create the guides

within the page edges.

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Ruler guides evenly spaced within page margins (left) and page edges (right)

6 To delete any existing guides (including guides on locked or hidden layers), select Remove Existing Ruler Guides.

7 If you like, select Preview to see the effect of your settings on the page, and then click OK.

Note: The Create Guides command can create page guides only; it cannot create spread guides.

To space existing guides a uniform distance apart, select the guides (by dragging or pressing Shift as you click with the

mouse). Then, select Use Spacing from the Control panel, type the space value in the text box, and press Enter or Return to confirm. Click either Distribute Horizontal Centers or Distribute Vertical Centers to the left of the Use Spacing option.

Show or hide guides

• To show or hide all margin, column, and ruler guides, choose View > Grids & Guides > Show/Hide Guides.

• To show or hide ruler guides on one layer only without changing the visibility of the layer’s objects, double-click

the layer name in the Layers panel, select or deselect Show Guides, and then click OK.

• To show or hide guides and all other non-printing elements, click the Preview Mode icon at the bottom of the

Toolbox.

Work with ruler guides

You can change the attributes of individual ruler guides, and you can move, cut, copy, paste, or delete multiple ruler guides simultaneously. Cut or copied ruler guides can be pasted to other pages or documents, but not to other programs. To change attributes of specific guides, you must select the guides you want to change. When no guides are selected, the Ruler Guides command sets the defaults for new guides only.

Select ruler guides

Unselected ruler guides appear light blue by default. Selected ruler guides are highlighted in their layer color. When a guide is selected, the Reference Point icon in the Control panel changes to or , representing the selected guide.

• To select a single ruler guide, use the Selection tool or the Direct Selection tool and click the guide to highlight

it in its layer color.

If you can’t select a ruler guide and the View > Grids & Guides > Lock Guides command is already deselected, the

guide might be on that page’s master, or on a layer where guides are locked.

• To select multiple ruler guides, hold down Shift as you click guides using the Selection or Direct Selection tool. You

can also drag over multiple guides, as long as the selection marquee doesn’t touch or enclose any other object.

• To select all ruler guides on the target spread, press Ctrl+Alt+G (Windows) or Command+Option+G (Mac OS).

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Move ruler guides

❖ Using Selection tool or the Direct Selection tool , do any of the following:

• To move a ruler guide, drag it.

• To move multiple ruler guides, shift-select the guides you want to move, and then drag them.

Move selected guides just as you would any other selected object, including nudging with the arrow keys and using the Control or Transform panels.

• To make a guide snap to a ruler tick mark, press Shift as you drag it. Or select the guide, press and hold down the

Shift key, and then click the mouse button.

• To move a spread guide, drag the part of the guide that’s on the pasteboard, or press Ctrl (Windows) or Command

(Mac OS) as you drag the guide from within the page.

• To move guides to another page or document, select one or more guides, choose Edit > Copy or Edit > Cut, go to

another page, and then choose Edit > Paste. If you’re pasting onto a page of the same size and orientation as the guides’ original page, the guides appear in the same position.

Note: The Paste Remembers Layers option affects the layer on which pasted guides appear.

Delete ruler guides

• To delete individual guides, select one or more ruler guides and then press Delete. (You can also drag ruler guides

and drop them on a ruler to delete them.)

• To delete all ruler guides on the target spread, right-click (Windows) or Ctrl-click (Mac OS) a selected guide or

ruler, and choose Delete All Guides.

If you cannot delete a guide, it may be locked, it may be on a master page, or it may be on a locked layer.

Customize ruler guides

1 Do one of the following:

• To change options for one or more existing ruler guides, select those ruler guides.

• To set default options for new ruler guides, deselect all guides by clicking in an empty area.

2 Choose Layout > Ruler Guides.

3 For View Threshold, specify the magnification below which ruler guides do not appear. This prevents ruler guides

from appearing too close together at lower magnifications.

4 For Color, choose a color or choose Custom to specify a custom color in the system color picker. Then click OK.

You can set the current magnification as the view threshold for new ruler guides by pressing Alt (Windows) or Option

(Mac OS) as you drag the ruler guides you’ve selected.

Lock or unlock ruler guides

• To lock or unlock all ruler guides, choose View > Grids & Guides > Lock Guides to select or deselect the menu

command.

• To lock or unlock ruler guides on one layer only, without changing the visibility of the layer’s objects, double-click

the layer name in the Layers panel, select or deselect Lock Guides, and then click OK.

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Change ruler guide stacking order

By default, ruler guides appear in front of all other guides and objects. However, some ruler guides may block your view of such objects as lines with narrow stroke widths. You can change the Guides in Back preference to display ruler guides in front of or behind all other objects. However, regardless of the Guides in Back setting, objects and ruler guides are always in front of margin and column guides. Also, although putting guides on different layers organizes them structurally, it does not affect their visual stacking order—the Guides in Back preference stacks all ruler guides as a single set in relation to all page objects.

Default stacking order A. Ruler guides B. Page objects C. Margin and column guides D. Page

1 Choose Edit > Preferences > Guides & Pasteboard (Windows) or InDesign > Preferences > Guides & Pasteboard

(Mac OS).

2 Select Guides in Back, and click OK.

Snap objects to guides and grids

To precisely align objects to guides, use the Snap To Guides and Snap To Document Grid commands. Object edges will snap to (be pulled toward) the nearest grid intersection or guide when you draw, move, or resize the objects.

The exact range within which an object snaps to guides is called the snap-to zone, which you can adjust. When you select both the Snap To Guides and the Snap To Document Grid commands, the grid takes precedence.

Keep the following guidelines in mind as you align objects to guides and grids:

• To snap an object to a guide, drag an object toward a guide until one or more of the object’s edges is within the

guide’s snap-to zone.

• Guides must be visible for objects to snap to them. However, objects can snap to the document and baseline grids

whether the grids are visible or not.

• Objects on one layer snap to ruler guides visible on any other layer. If you don’t want objects to snap to guides on

a certain layer, hide that layer’s guides.

• For the baselines of text to snap to the baseline grid, press the Align to Baseline Grid button for individual

paragraphs or paragraph styles.

1 Choose View > Grids & Guides and make sure that Snaps To Guides is selected (checked).

Note: The Snap To Guides command controls both snapping to guides and snapping to the baseline grid.

2 To specify the snap-to zone, choose Edit > Preferences > Guides & Pasteboard (Windows) or InDesign >

Preferences > Guides & Pasteboard (Mac OS), type a value for Snap To Zone, and click OK. The Snap To Zone value is always in pixels.

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Use smart guides

The Smart Guides feature makes it easy to snap objects to items in your layout. As you drag or create an object, temporary guides appear, indicating that the object is aligned with an edge or center of the page or with another page item.

By default, the Smart Guides feature is selected. You can turn off smart guides, or you can turn off any of the smart guide categories:

Smart Object Alignment Smart object alignment allows for easy snapping to page item centers or edges. In addition to

snapping, smart guides dynamically draw to indicate which object is being snapped to.

Smart Dimensions Smart dimension feedback appears when you’re resizing, creating, or rotating page items. For

example, if you rotate one object on your page 24 degrees, a rotation icon appears as you rotate another object close to 24 degrees. This hint lets you snap the object to the same rotation angle of the adjacent object. Similarly, as you resize an object next to another object, a line segment with arrows at each end lets you snap the object to the same width or height as the adjacent object.

Smart Spacing Smart spacing lets you quickly arrange page items with the help of temporary guides that indicate when

the spacing between objects is even.

Smart Cursors Smart cursor feedback appears in a gray box as X and Y values when you’re moving or resizing object

or as a measurement when you’re rotating values. The Show Transformation Values option in Interface preferences lets you turn smart cursors on and off.

For a video tutorial on using smart guides, see www.adobe.com/go/lrvid4029_id.

Turn smart guides on or off

❖ Choose View > Grids & Guides > Smart Guides.

Turn smart guide categories on or off

1 Open the Guides & Pasteboard preferences.

2 Indicate whether you want Align To Object Center, Align To Object Edge, Smart Dimensions, and Smart Spacing

turned on or off, and click OK.

To turn off smart cursors, which displays the X and Y values of objects you mouse over, deselect Show Transformation

Values in Interface preferences.

Change the appearance of smart guides

1 Open the Guides & Pasteboard section of the Preferences dialog box.

2 Choose a different color from the Smart Guides menu, and click OK.

Tips for using Smart Guides

• Smart Guides take effect only on page items and intersections that are in the current page view. If you have many

objects on a page and are trying to align an object to another object or objects in particular, zoom in on that area specifically.If you don’t want Smart Guides to snap to column guides, turn off Snap To Guides temporarily by choosing View > Grids & Guides > Snap To Guides.The Smart Guides feature is accurate regardless of zoom percentage, so it isn’t necessary to zoom in to see if two objects are really aligned at their left edges, for example.

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Pages and spreads

About pages and spreads

When you select the Facing Pages option in the File > Document Setup dialog box, document pages are arranged in spreads. A spread is a set of pages viewed together, such as the two pages visible whenever you open a book or magazine. Every InDesign spread includes its own pasteboard, which is an area outside a page where you can store objects that aren’t yet positioned on a page. Each spread’s pasteboard provides space to accommodate objects that bleed, or extend past the edge of a page.

Pages panel A. Page icons B. Page with master “A” applied C. Selected spread

In a long document, you can move to a page quickly by choosing Layout > Go To Page.

Change the page and spread display

The Pages panel provides information about and control over pages, spreads, and masters (pages or spreads that automatically format other pages or spreads). By default, the Pages panel displays thumbnail representations of each page’s content.

1 If the Pages panel isn’t visible, choose Window > Pages.

2 Choose Panel Options in the Pages panel menu.

3 In the Icons section, specify which icons appear next to the page thumbnails in the Pages panel. These icons indicate

whether transparency or page transitions have been added to a spread, and whether the spread view is rotated.

4 In the Pages and Masters sections:

• Select an icon size for pages and masters.

• Select Show Vertically to display spreads in one vertical column. Deselect this option to allow spreads to be

displayed side-by-side.

• Select Show Thumbnails to display thumbnail representations of the content of each page or master. (This option

is not available if certain options are selected for Icon Size.)

5 In the Panel Layout section, select Pages On Top to display the page icon section above the master icon section, or

select Masters On Top to display the master icon section above the page icon section.

6 Choose an option in the Resize menu to control how the sections are displayed when you resize the panel:

• To resize both the Pages and Masters sections of the panel, choose Proportional.

• To maintain the size of the Pages section and resize only the Masters section, choose Pages Fixed.

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• To maintain the size of the Masters section and resize only the Pages section, choose Masters Fixed.

Target or select a page or spread

You either select or target pages or spreads, depending on the task you are performing. Some commands affect the currently selected page or spread, while others affect the target page or spread. For example, you can drag ruler guides only to the target page or spread, but page-related commands, such as Duplicate Spread or Delete Page, affect the page or spread selected in the Pages panel. Targeting makes a page or spread active and is helpful when, for example, several spreads are visible in the document window and you want to paste an object onto a specific spread.

❖ In the Pages panel:

• To both target and select a page or spread, double-click its icon or the page numbers under the icon. If the page or

spread is not visible in the document window, it shifts into view.

You can also both target and select a page or spread by clicking a page, any object on the page, or its pasteboard in the

document window.

The vertical ruler is dimmed alongside all but the targeted page or spread.

• To select a page, click its icon. (Don’t double-click unless you want to select it and move it into view.)

• To select a spread, click the page numbers under the spread icon.

Note: Some spread options, such as those in the Pages panel menu, are available only when an entire spread is selected.

A A A A

2–3 4–5

6–7

Page 1 is targeted and page 5 is selected (left), and page 1 is targeted and entire spread is selected (right).

A A A A

2–3 4–5

6–7

Add new pages to a document

❖ Do any of the following:

• To add a page after the active page or spread, click the New Page button in the Pages panel or choose Layout >

Pages > Add Page. The new page uses the same master as the existing active page.

• To add multiple pages to the end of the document, choose File > Document Setup. In the Document Setup dialog

box, specify the total number of pages for the document. InDesign adds pages after the last page or spread.

• To add pages and specify the document master, choose Insert Pages from the Pages panel menu or choose Layout >

Pages > Insert Pages. Choose where the pages will be added and select a master to apply.

Move, duplicate, and delete pages and spreads

You can use the Pages panel to freely arrange, duplicate, and recombine pages and spreads. Keep the following guidelines in mind when adding, arranging, duplicating, or removing pages within a document:

• InDesign preserves the threads between text frames.

• InDesign redistributes pages according to how the Allow Document Pages To Shuffle command is set.

• An object that spans multiple pages stays with the page on which the object’s bounding box covers the most area.

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See also

“Control spread pagination” on page 64

“Move or copy pages between documents” on page 64

“Copy masters” on page 72

Move pages using Move Pages command

1 Choose Layout > Pages > Move Pages, or choose Move Pages from the Pages panel menu.

2 Specify the page or pages you want to move.

3 For Destination, choose where you want to move the pages, and specify a page if necessary. Click OK.

Move pages by dragging

❖ As you drag, the vertical bar indicates where the page will appear when you drop it. If the black rectangle or bar

touches a spread when Allow Pages to Shuffle is turned off, the page you’re dragging will extend that spread; otherwise, document pages will be redistributed to match the Facing Pages setting in the File > Document Setup dialog box.

In the Pages panel, drag a page icon to a new position within the document.

A A A A

2–3

B B B

6–7

Moving a page’s position using the Pages panel

[

]

4–5

A A A A

2–3 4–5

6–7

Duplicate a page or spread

❖ In the Pages panel, do one of the following:

• Drag the page range numbers under a spread to the New Page button. The new spread appears at the end of the

document.

• Select a page or spread, and then choose Duplicate Page or Duplicate Spread in the Pages panel menu. The new page

or spread appears at the end of the document.

• Press Alt (Windows) or Option (Mac OS) as you drag the page icon or page range numbers under a spread to a new

location.

Note: Duplicating a page or spread also duplicates all objects on the page or spread. Text threads from the duplicated spread to other spreads are broken, but all text threads within the duplicated spread remain intact—as do all text threads on the original spread.

Remove a page from a spread while keeping it in the document

1 Select the spread and deselect Allow Selected Spread To Shuffle in the Pages panel menu.

2 In the Pages panel, drag a page out of the spread until the vertical bar is not touching any other pages.

Delete a page or spread from the document

❖ Do one of the following:

• In the Pages panel, drag one or more page icons or page-range numbers to the Delete icon.

• Select one or more page icons in the Pages panel, and click the Delete icon.

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• Select one or more page icons in the Pages panel, and then choose Delete Page(s) or Delete Spread(s) in the Pages

panel menu.

Move or copy pages between documents

When you move or copy a page or spread from one document to another, all of the items on the page or spread, including graphics, links, and text, are copied to the new document. Section markers are preserved. Threaded text frames are also included, but text that is threaded to pages outside the spread does not transfer. If the page or spread you are copying contains styles, layers, or masters with the same names as their counterparts in the destination document, the destination document’s settings are applied to the page or spread.

If you copy a page from a document that has a different size than the document you are copying to, it will be resized to the dimensions of the destination.

If you move or copy a spread with a rotated view, the rotated view is cleared in the target document.

If you want to move or copy a multiple-page spread, deselect Allow Document Pages To Shuffle in the destination

document to keep the spread together.

See also

“Copy masters” on page 72

Move or copy pages between documents

1 To move pages from one document to another, open both documents.

2 Choose Layout > Pages > Move Pages, or choose Move Pages from the Pages panel menu.

3 Specify the page or pages you want to move.

4 Choose the destination document name from the Move To menu.

5 For Destination, choose where you want to move the pages, and specify a page if necessary.

6 If you want to remove the pages from the original document, select Delete Pages After Moving.

Note: When you copy pages between documents, their associated masters are copied automatically. If the new document contains a master with the same name as the master applied to the copied page, however, the master of the new document is applied to the copied page instead.

Move or copy pages between documents by dragging

1 To move pages from one document to another, make sure that both documents are open and visible.

You can choose Window > Arrange > Tile Horizontally or Tile Vertically to display documents side-by-side.

2 Drag the original document’s page icon to the new document.

3 In the Insert Pages dialog box, specify where the pages will be added.

4 If you want to remove the pages from the original document, select Delete Pages After Inserting.

Control spread pagination

Most documents use two-page spreads exclusively. When you add or remove pages before a spread, the pages shuffle by default. However, you may want to keep certain pages in a spread together. For example, you can create gatefold or accordion foldouts by creating a multiple-page spread (also called an island spread) and adding pages to it. By not allowing pages to shuffle, you can ensure that pages are kept in the same spread.

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Pages panel A. One-page spread B. Four-page spread, identified by brackets around page numbers C. Entire two-page spread selected

Create a multiple-page spread

1 Do one of the following:

• To keep a single spread together, select a spread in the Pages panel, and then deselect Allow Selected Spread To

Shuffle in the Pages panel menu. You can identify an island spread in the Pages panel by the brackets around its page numbers.

• To allow the creation of spreads of more than two pages in the entire document and to preserve those spreads when

you add, remove, or arrange preceding pages, deselect Allow Document Pages To Shuffle on the Pages panel menu. InDesign will preserve spreads of more than two pages while letting two-page spreads repaginate normally.

2 Add pages to the selected spread either by using Insert Pages to insert a new page in the middle of a spread or by

dragging an existing page to the spread in the Pages panel. To drag an entire spread, drag its page numbers.

A A A

[2–3]

6–7 8–9

4–5

A A A

[

2–4

7–8

]

5–6

Adding a page to a spread using the Pages panel

Note: You can include up to ten pages in a spread. When you have reached the limit, the black vertical bar will not appear.

Redistribute pages

You can redistribute a spread’s pages to match the Facing Pages setting in the File > Document Setup dialog box.

❖ Do either of the following:

• If an individual spread has been allowed to shuffle, select the spread, and choose Allow Selected Spread To Shuffle

in the Pages panel menu to select it.

• If document pages have been allowed to shuffle and you added pages to a spread, choose Allow Document Pages

To Shuffle from the Pages panel menu to select it. Click No to redistribute pages. If you click Yes to maintain the multiple-page spreads, brackets surround the numbers on those spreads in the Pages panel, indicating that those spreads are not allowed to shuffle.

Start a document with a two-page spread

Instead of beginning the document with a right-facing (recto) page, you can delete the first page and begin your document with a left-facing (verso) page that’s part of a spread.

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Important: Because of the settings that make it necessary to keep a left-facing page as the starting page, it can be difficult to insert spreads into a document when following this method. To avoid this difficulty, it is best to work in the document with a right-facing page starting page (which should be left blank). When you have inserted all of the pages needed in the document, delete the first page by following the steps below.

1 Make sure page 1 of the document is blank.

2 Choose File > Document Setup. Be sure the document contains at least three pages and that the Facing Pages option

is selected. Click OK.

3 In the Pages panel, select all the pages except page 1. (The easiest way to do this is to select page 2 and then Shift-

select the last page of the document.)

4 In the Pages panel menu, deselect Allow Selected Spread To Shuffle.

5 Select page 1. In the Pages panel menu, choose Delete Spread.

To add a spread to a document that starts on a left-facing page, first make sure Allow Selected Spread To Shuffle is

deselected and Allow Document Pages To Shuffle is selected. Then, insert three pages, and delete the extra page.

Rotate the spread view

In some instances, you need to edit rotated content. Instead of turning your head sideways to look at the rotated content, you can rotate the spread view. This option is especially useful for working on rotated calendars and tables.

Rotating the spread view does not affect printing or output. However, if you leave the spread view rotated when you print, you may need to change the orientation in the Setup section of the Print dialog box to make sure the rotated spread prints properly. Or, clear the rotation before printing.

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Rotating the spread A. Before rotating spread B. Rotated spread view C. Rotate icon in Pages panel

For a video tutorial on rotating the spread view, see www.adobe.com/go/lrvid4031_id.

1 In the Pages panel, select the page or spread that you want to rotate.

2 Do any of the following:

• From the Pages panel menu, choose Rotate Spread View > 90° CW, 90° CCW, or 180°.

• Choose View > Rotate Spread > 90° CW, 90° CCW, or 180°.

A rotation icon appears next to the rotated spread in the Pages panel.

Objects you place or create mirror the rotated view. For example, if you create a text frame when the spread view is rotated 90 degrees, the text frame is also rotated. However, objects you paste are not rotated.

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When transforming objects, keep in mind that you’re working on a rotated page view. For example, if you’re editing a table on a rotated spread view, changing the “left” side of the table will change what appears to be the top of the table in the rotated view.

Before you output the file or send it to someone else, it’s a good idea to avoid confusion by clearing the spread rotation.

Choose View > Rotate Spread > Clear Rotation.

Master pages

About masters, stacking order, and layers

A master is like a background that you can quickly apply to many pages. Objects on a master appear on all pages with that master applied. Master items that appear on document pages are surrounded by a dotted border. Changes you make to a master are automatically applied to associated pages. Masters commonly contain repeating logos, page numbers, headers, and footers. They can also contain empty text or graphic frames that serve as placeholders on document pages. A master item cannot be selected on a document page unless the master item is overridden.

Masters can have multiple layers, just like pages in your document. Objects on a single layer have their own stacking order within that layer. Objects on a master page layer appear behind objects assigned to the same layer in the document page.

If you want a master item to appear in front of objects on the document page, assign a higher layer to the object on the master. A master item on a higher layer appears in front of all objects on lower layers. Merging all layers will move master items behind document page objects.

A • Section

Master items (top left) appear behind page objects on the same layer (bottom left); moving a master item to a higher layer (top right) moves it in front of all objects on lower layers (bottom right).

A • Section

8 • Hibiscus

Tips and guidelines for masters

• You can compare alternative design ideas by creating a variety of masters and applying them in turn to sample

pages containing typical content.

• To quickly lay out new documents, you can save a set of masters in a document template, along with paragraph and

character styles, color libraries, and other styles and presets.

• If you change column or margin settings on a master, or apply a new master with different column and margin

settings, you can force objects on the page to adjust to the new layout automatically. (See “About automatic layout

adjustment” on page 83.)

• Automatic page numbers inserted on a master display the correct page number for each section of the document

to which the master is applied. (See “Add basic page numbering” on page 85.)

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See also

“Override or detach master items” on page 72

Create masters

By default, any document you create has a master page. You can create additional masters from scratch or from an existing master page or document page. After you apply master pages to other pages, any changes made to the source master carry forward to the masters and document pages that are based on it. With careful planning, this provides an easy way to make layout changes to multiple pages across your document.

For a video tutorial on working with master pages, see www.adobe.com/go/vid0069.

See also

Master Pages video

“Apply master pages” on page 71

Create a master from scratch

1 Choose New Master in the Pages panel menu.

2 Specify the following options, and click OK:

• For Prefix, type a prefix that identifies the applied master for each page in the Pages panel. You can type as many

as four characters.

• For Name, type a name for the master spread.

• For Based On Master, choose an existing master spread on which you’ll base this master spread, or choose None.

• For Number Of Pages, type a value for the number of pages you want in the master spread (as many as ten).

Create a master from an existing page or spread

• Drag an entire spread from the Pages section of the Pages panel to the Masters section.

• Select a spread in the Pages panel and choose Save As Master from the Pages panel menu.

Any objects on the original page or spread become part of the new master. If the original page used a master, the new master is based on the original page’s master.

None

A-Master

4–5 6–7 8–9

Creating a new master spread based on another page or spread

None

A-Master B-Master

4–5 6–7 8–9

Base one master on another

You can create a master variation that is based on and updates with another master (called the parent master) within the same document. The master spreads based on the parent master are called child masters. For example, if your document has ten chapters that use master spreads that vary only slightly, base all of them on a master spread that contains the layout and objects common to all ten. This way, a change to the basic design requires editing just the parent master instead of editing all ten separately. Vary the formatting on your child masters. You can override parent master items on a child master to create variations on a master, just as you can override master items on document pages. This is a powerful way to keep a consistent yet varied design up to date.

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Original parent and child masters (left); when the parent master is modified, the child masters are automatically updated (right)

❖ To base one master on another, in the Masters section of the Pages panel, do either of the following:

Layout

• Select a master spread, and choose Master Options for [master spread name] in the Pages panel menu. For Based

On Master, choose a different master, and click OK.

• Select the name of the master spread you want to use as the base and drag it onto the name of another master to

apply it.

[None]

A-Master B-Master A-Master B-Master

10–11 12–13 14–15

B-Master based on A-Master

10–11 12–13 14–15

Edit the layout of a master

You can edit the layout of master pages at any time; changes you make are automatically reflected on all pages with that master applied. For example, any text or graphic you add to a master will appear on document pages to which the master is applied.

Note: When you override or detach a master page object on a particular page, that object may not update to reflect changes made on the master page.

1 In the Pages panel, double-click the icon for the master you want to edit, or select the master page from the text box

list at the bottom of the document window. The master spread appears in the document window.

2 Make changes to the master.

InDesign automatically updates any pages using that master.

Use multiple views to see the results of master edits. Choose Window > Arrange > New Window, and then choose

Window > Arrange > Tile Horizontally or Tile Vertically. Set one view to a page and the other view to the master applied to that page. Then edit the master and watch the page update.

See also

“Create headers and footers” on page 90

Change master page options

You can edit master page options to change the name or prefix of the master, base the master on another master, or change the number of pages in the master spread.

1 In the Pages panel, click the name of a master spread to select the master spread.

2 Choose Master Options For [master name] in the Pages panel menu.

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3 Change any option, and then click OK.

Apply master pages

If your document contains custom spreads (such as a 3- or 4-page foldout in a magazine), any master you apply should contain the same number of pages.

Note: Master items on a document page have a dotted border. If you cannot view master items on a document page, the master item may be hidden on a lower layer or the master items may be hidden. Choose Show Master Items from the Pages panel menu.

Apply a master to a document page or spread

• To apply a master to one page, drag the master page icon to a page icon in the Pages panel. When a black rectangle

surrounds the desired page, release the mouse button.

• To apply a master to a spread, drag the master page icon to a corner of the spread in the Pages panel. When a black

rectangle surrounds all pages in the desired spread, release the mouse button.

None

A-Master B-Master

10–11 12–13

14–15

10–11 12–13 14–15

Applying a master to a page (left) and applying a master to a spread (right)

Apply a master to multiple pages

❖ Do one of the following:

• In the Pages panel, select the pages to which you want to apply a new master. Then press Alt (Windows) or Option

(Mac OS) as you click a master.

• Choose Apply Master To Pages from the Pages panel menu, select a master for Apply Master, make sure that the

page ranges in the To Pages option are the ones you want, and click OK. You can apply a master to multiple pages at once. For example, you can type 5, 7-9, 13-16 to apply the same master to pages 5, 7-9, and 13-16. (See “Display

absolute or section numbering in the Pages panel” on page 88.)

A A A A

2–3 4–5

6–7

Applying a master to a discontiguous range of pages

B A B A

2–3 4–5

6–7

Unassign masters from document pages

❖ Apply the None master from the Masters section of the Pages panel.

When you unassign a master from a page, its layout and items no longer apply to the page. If a master contains most of the elements you want, but you need to customize the appearance of a few pages, you can override master items and edit or modify them on those document pages, instead of unassigning the master.

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Copy masters

You can copy masters within the same document or from one document to another to use as the starting point for a new master. You can also copy masters to other documents when you synchronize documents in a book or import master pages from another document.

See also

“Synchronize book documents” on page 293

“Import a master from another document” on page 74

Copy a master within a document

❖ In the Pages panel, do one of the following:

• Drag the page name of a master spread to the New Page button at the bottom of the panel.

• Select the page name of a master spread, and choose Duplicate Master Spread [spread name] in the panel menu.

When you copy a master, the page prefix of the copied master becomes the next letter in the alphabet.

Copy or move a master to another document

1 Open the document you want to add the master to. Then open the document with the master you want to copy.

2 In the Pages panel of the source document, do either of the following:

• Click and drag the master spread to the destination document’s window to copy it.

• Select the master you want to move or copy. Choose Layout > Pages > Move Master, and choose the destination

document name from the Move To menu. If you want to remove the page or pages from the source document, select Delete Pages After Moving, and then click OK.

If the target document already has a master with the same prefix, the moved master is assigned the next available letter in the alphabet.

Delete a master from a document

1 In the Pages panel, select one or more master page icons.

To select all unused master pages, choose Select Unused Masters in the Page panel menu.

2 Do one of the following:

• Drag a selected master page or spread icon to the Delete icon at the bottom of the panel.

• Click the Delete icon at the bottom of the panel.

• Choose Delete Master Spread [spread name] in the panel menu.

When you delete a master, the [None] master is applied to any document page to which the deleted master was applied.

Override or detach master items

When you apply a master page to a document page, all objects on the master, called master items, appear on the document page. Sometimes you want a specific page to be only slightly different from a master. In this situation you don’t need to re-create the master layout on the page or create a new master. You can override or detach the master item, and other master items on the document page will continue to update with the master.

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Note the difference between overriding and detaching master items on a document page:

Override master item attributes Overriding a master item puts a copy of it on the document page without breaking its

association with the master page. Once the item itself is overridden, you can selectively override one or more attributes of the item to customize it. For example, you can change the fill color of the local copy. After that, changes to the fill color on the master page itself will not update to the local copy. However, other attributes, such as size, will continue to update because they have not been overridden on the local copy. Overrides can be removed later to make the object match the master.

Attributes you can override for a master page object include strokes, fills, contents of a frame, and any transformations (such as rotating, scaling, shearing, or resizing), corner options, text frame options, lock state, transparency, and object effects.

Detach items from their master On a document page, you can detach (disassociate) a master item from its master. The

item must be overridden on the document page, creating a local copy, before you can detach it. A detached item does not update with the master because its association with the master page is broken.

See also

“Apply text wrap on master page items” on page 214

Override a master item

1 Make sure the master item can be overridden.

You can override a master item only if Allow Master Item Overrides On Selection is selected in the Pages panel menu for that item.

2 Do either of the following:

• To override specific master items on a document page, press Ctrl+Shift (Windows) or Command+Shift (Mac OS)

and click the item (or drag to select multiple items). Change the selected master items as desired. The item can now be selected like any other page item, but retains its association with the master page.

• To override all master page items on a document spread, target the spread, and then choose Override All Master

Page Items in the Pages panel menu. You can now select and modify any and all master items as you wish.

Once you override any master item, its dotted bounding box becomes a solid line, to show that a local copy has been created.

Note: If you override a threaded text frame, all visible frames in that thread are overridden, even if they are on a different page in a spread.

Detach a master item

• To detach a single master item from its master, first override it by pressing Ctrl+Shift (Windows) or

Command+Shift (Mac OS) and clicking the item on a document page. Then choose Detach Selection From Master in the Pages panel menu.

• To detach all overridden master items on a spread, override the master page items you want to detach, and target

that spread in the document. (Don’t go to the original master page.) Choose Detach All Objects From Master from the Pages panel menu. If the command isn’t available, there aren’t any overridden objects on that spread.

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Prevent a master item from being overridden

In some instances, you want to override all but a few master items. For example, you may want to override master items such as background images on a document page, but you want to prevent a page-numbering header from being overridden. By preventing the header from being overridden, you can choose the Override All Master Items option to override all master items except for the header.

1 On the master page, select the item.

2 Deselect Allow Master Item Overrides On Selection on the Pages panel menu.

Master items that do not allow overrides have no frame edge when displayed on the document page. If you prevent a threaded text frame from being overridden, all text frames in that thread have the same setting applied.

Reapply master items

If you’ve overridden master items, you can restore them to match the master page. When you do this, the object’s attributes revert to their state on the corresponding master, and will once again update when you edit the master. The local copy of the object is removed, and the master item cannot be selected, as indicated by its dotted border. You can remove overrides for selected objects or all objects on a spread, but not across an entire document at once.

❖ Do one of the following:

• To remove master overrides from one or more objects, select objects that were originally master items. In the Pages

panel, target a spread and choose Remove Selected Local Overrides in the Pages panel menu.

• To remove all master overrides from a spread, in the Pages panel, target the spread (or master spread) from which

you want to remove all master overrides. Choose Edit > Deselect All to make sure that no objects are selected. In the Pages panel, choose Remove All Local Overrides in the Pages panel menu.

If you’ve detached master page objects, you cannot restore them to the master page; however, you can delete the detached objects and reapply the master to the page.

If you reapply a master to a page that contains overridden master page objects, the objects with overrides are detached and all master page objects reapplied. This may result in two copies of some objects on the page. You’ll need to delete the detached objects to exactly match the look of the master.

Hide master items

Use the Hide Master Items to hide master page items on one or more pages in your document. Hidden master items are not printed or output.

1 In the Pages panel, select the pages and spreads on which you’d like the master items to be hidden.

2 From the Pages panel menu, choose Hide Master Items.

To display master items again, select the spreads in the Pages panel and choose Show Master Items from the Pages panel menu.

Import a master from another document

You can import masters from another InDesign document (any version) into the active document. If your destination document contains master pages that have different names from any master page in the source document, those pages and their document page overrides will be unchanged.

1 In the Pages panel menu, choose Load Master Pages.

2 Locate and double-click the InDesign document containing the master pages you want to import.

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3 Determine what should occur if a loaded master has the same name as a master in the current document.

• Choose Replace Master Pages if you want the masters from the source to override the destination document’s

masters with the same names. If your destination document does not have any overridden items, it is safe to Replace Master Pages on import.

• Choose Rename Master Pages to change the page prefixes to the next available letter in the alphabet.

Once you have imported masters from a source document, a link is set up between the source document and the destination document. When you subsequently load masters from the same source document, the association between overridden items and their parent items on reloaded master pages is maintained. This association lets you keep master pages in different documents consistent without putting those documents into a book.

If you want to use this method of keeping master pages consistent, you should load the master pages from the source document before overriding any objects on the master. If your document has overridden items and you have never imported masters from any source, those overridden items become detached the first time you load from a source document and replace master pages with the same name as the parent master of the overridden items.

If you subsequently import masters from a different source document, however, and choose Replace Master Pages, the overridden items may become detached. Any same-named masters from the new source document will be applied to the document page containing overridden items, creating two sets of objects.

Layers

About layers

Each document includes at least one named layer. By using multiple layers, you can create and edit specific areas or kinds of content in your document without affecting other areas or kinds of content. For example, if your document prints slowly because it contains many large graphics, you can use one layer for just the text in your document; then, when it’s time to proofread the text, you can hide all other layers and quickly print the text layer only. You can also use layers to display alternate design ideas for the same layout, or versions of advertisements for different regions.

Think of layers as transparent sheets stacked on top of each other. If a layer doesn’t have objects on it, you can see through it to any objects on layers behind it.

Additional layer notes:

• Objects on masters appear at the bottom of each layer. Master items can appear in front of document page objects

if the master page objects are on a higher layer. (See “About masters, stacking order, and layers” on page 68.)

• Layers involve all pages of a document, including masters. For example, if you hide Layer 1 while editing page 1 of

your document, the layer is hidden on all pages until you decide to show it again.

• For information on converting layers from Adobe PageMaker® or QuarkXPress, see “Converting QuarkXPress and

PageMaker documents” on page 107.

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The Layers panel lists layers with the frontmost layer appearing at the top of the panel.

For a video tutorial on using layers, see www.adobe.com/go/vid0074.

Create layers

You can add layers at any time using the New Layer command on the Layers panel menu or the New Layer button at the bottom of the Layers panel. The number of layers a document can have is limited only by the RAM available to InDesign.

See also

“Show or hide frame edges” on page 82

Create layers

1 Choose Window > Layers.

2 To create a new layer using default settings, do one of the following:

• To create a new layer at the top of the Layers panel list, click the New Layer button.

• To create a new layer above the selected layer, hold down Ctrl (Windows) or Command (Mac OS) as you click the

New Layer button.

• To create a new layer below the selected layer, hold down Ctrl+Alt (Windows) or Command+Option (Mac OS) as

you click the New Layer button.

Specify layer options

1 Choose New Layer in the Layers panel menu, or double-click an existing layer.

2 Specify the layer options, and then click OK.

Color Assign a color to identify the objects on that layer.

Show Layer Select this option to make a layer visible. Selecting this option is the same as making the eye icon visible

in the Layers panel.

Show Guides Select this option to make the guides on the layer visible. When this option is not selected for a layer, the

guides cannot be made visible, even by selecting View > Show Guides for the document.

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Lock Layer Select this option to prevent changes to any objects on the layer. Selecting this option is the same as making

the crossed-out pencil icon visible in the Layers panel.

Lock Guides Select this option to prevent changes to all ruler guides on the layer.

Print Layer Select this option to allow the layer to be prevented from printing. When printing or exporting to PDF,

you can determine whether to print hidden and nonprinting layers.

Suppress Text Wrap When Layer Is Hidden Select this option if you want text on other layers to flow normally when

the layer is hidden and it contains objects with text wrap applied.

Assign a layer color

Assigning a color to a layer makes it easier to distinguish the layers of different selected objects. For each layer that contains a selected object, the Layers panel displays a dot in the layer’s color. On the page, each object displays the color of its layer in its selection handles, bounding box, text ports, text wrap boundary (if used), frame edges (including the X displayed by an empty graphics frame), and hidden characters. The layer color does not appear for a deselected frame if its edges are hidden.

1 In the Layers panel, double-click a layer or select a layer and choose Layer Options for [layer name].

2 For Color, choose a color or choose Custom to specify a color in the system color picker.

Add objects to layers

Any new object is placed on the target layer, the layer currently displaying the pen icon in the Layers panel. Targeting a layer also selects it. If multiple layers are selected, targeting one of them doesn’t change the selection, but targeting a layer outside the selection deselects the other layers.

You can add objects to the target layer by any of the following methods:

• Creating new objects with the Type tool or drawing tools.

• Importing, placing, or pasting text or graphics.

• Selecting objects on other layers, and then moving them to the new layer.

You cannot draw or place a new object on a hidden or locked layer. When you select a drawing tool or the Type tool, or place a file when the target layer is hidden or locked, the pointer changes to the crossed-out-pencil icon when it is positioned over the document window. Either show or unlock the target layer, or target a visible, unlocked layer. If you choose Edit > Paste when the target layer is hidden or locked, an alert message gives you the choice of showing or unlocking the target layer.

When you click a layer in the Layers panel to target it, the pen icon appears on the layer you clicked, and the layer also highlights to indicate that it is targeted.

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Changing the target layer for the next new object

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Select, move, and copy objects on layers

By default, you can select any object on any layer. In the Layers panel, dots mark layers that contain selected objects. The layer’s selection color helps you identify an object’s layer. To prevent selecting objects on a specific layer, lock the layer.

❖ Do any of the following:

• To select all objects on a specific layer, hold down Alt (Windows) or Option (Mac OS) as you click a layer in the

Layers panel.

• To move or copy objects to another layer, use the Selection tool to select one or more objects on a document

page or master. In the Layers panel, drag the colored dot on the right side of the layer list to move the selected objects to the other layer.

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Moving an object to a new layer

To move selected objects to a hidden or locked layer, hold down Ctrl (Windows) or Command (Mac OS) as you drag

the colored dot. To copy selected objects to another layer, hold down Alt (Windows) or Option (Mac OS) as you drag the colored dot on the right side of the layer list to the other layer. To copy selected objects to a hidden or locked layer, hold down Ctrl+Alt (Windows) or Command+Option (Mac OS) as you drag the colored dot.

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Paste objects into different layers

The Paste Remembers Layers command affects how objects pasted from other locations interact with existing layers.

If the Paste Remembers Layers command is selected, objects cut or copied from different layers retain their layer assignments when pasted to the new page or position. If you paste objects to a document that doesn’t have the same layers as the document from which they were copied, InDesign adds the objects’ layer names to the Layers panel in the second document, and pastes each object on its layer.

If the Paste Remembers Layers command is deselected, objects cut or copied from different layers are pasted together on the target layer.

1 Make sure that Paste Remembers Layers is deselected in the Layers panel menu.

2 Select objects and choose Edit > Copy or Edit > Cut.

3 In the Layers panel, click the other layer to target it.

4 Choose Edit > Paste.

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Duplicate a layer

When you duplicate a layer, you copy its contents and settings. The duplicate layer then appears above the original layer in the Layers panel. Any duplicated frames that were threaded to other frames on the layer remain threaded. Duplicated frames whose originals were threaded to frames on other layers are no longer threaded to those frames.

❖ In the Layers panel, do one of the following:

• Select the layer name and choose Duplicate Layer [layer name] in the Layers panel menu.

• Drag a layer name and drop it on the New Layer button.

Change the order of layers

Change the stacking order of layers in your document by rearranging the layers on the Layers panel. Rearranging layers changes the order of layers on every page, not just on the target spread.

❖ In the Layers panel, drag a layer up or down in the list. You can also drag multiple selected layers.

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Reordering layers

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Show or hide layers

You can hide or display any layer at any time. Hidden layers can’t be edited, and don’t appear on screen or in print. Hiding layers can be useful when you want to do any of the following:

• Hide parts of a document that are not meant to appear in the final document.

• Hide alternate versions of a document.

• Simplify the display of a document, to make it easier to edit other parts of the document.

• Prevent a layer from printing.

• Speed up screen redraw when a layer contains high-resolution graphics.

By default, text continues to wrap around objects on hidden layers. To ignore text wrap settings for hidden objects,

choose Layer Options from the Layers panel menu, and then select the Suppress Text Wrap When Layer Is Hidden option.

❖ Do any of the following:

• To hide or show one layer at a time, in the Layers panel, click the square at the far left of a layer name to hide or

show the eye icon for that layer.

• To hide all layers except the selected layer, choose Hide Others in the Layers panel menu. Or, Alt-click (Windows)

or Option-click (Mac OS) the layer you want to remain visible.

• To show all layers, choose Show All Layers in the Layers panel menu. Or, Alt-click (Windows) or Option-click (Mac

OS) a visible layer.

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Set a layer as nonprinting

1 Select the layer in the Layers panel.

2 Choose Layer Options from the Layers panel menu.

3 To prevent the layer from being printed, deselect Print Layer, and then click OK.

Note: When you print or export to PDF, you will still have the option of printing hidden and nonprinting layers.

Lock or unlock layers

Locking is useful for preventing accidental changes to a layer. A locked layer displays a crossed-out pencil icon in the Layers panel. Objects on locked layers cannot be selected or edited directly; however, if objects on locked layers have attributes that can be edited indirectly, they will change. For example, if you edit a tint swatch, objects on locked layers using that tint swatch will reflect the change. Similarly, putting a series of threaded text frames on both locked and unlocked layers will not prevent text on locked layers from recomposing.

❖ Do any of the following:

• To lock or unlock one layer at a time, in the Layers panel, click a square in the second column from the left to show

(lock) or hide (unlock) the crossed-out-pencil icon for a layer.

• To lock all layers except the target layer, choose Lock Others in the Layers panel menu. Or, Alt-click (Windows) or

Option-click (Mac OS) the layer you want to remain unlocked.

• To unlock all layers, choose Unlock All Layers in the Layers panel menu.

Delete layers

Remember that each layer is document-wide—it appears on every page of a document. Before deleting a layer, consider hiding all other layers first, and then turn to each page of the document to verify that it is safe to delete the remaining objects.

❖ Do any of the following:

• To delete a layer, drag a layer from the Layers panel to the Delete icon or choose Delete Layer [layer

name] from the Layers panel menu.

•

To delete multiple layers, hold Ctrl (Windows) or Command (Mac OS) while you click the layers you want to delete. Drag the layers from the Layers panel to the Delete icon or choose Delete Layers from the Layers panel menu.

• To delete all empty layers, choose Delete Unused Layers in the Layers panel menu.

Merge layers in a document

You can reduce the number of layers in a document without deleting any objects by merging layers. When you merge layers, objects from all selected layers are moved to the target layer. Of the layers you merge, only the target layer remains in the document; the other selected layers are deleted. You can also flatten a document by merging all layers.

Note: If you merge layers containing a mix of page objects and master items, the master items move to the back of the resulting merged layer.

1 In the Layers panel, select any combination of layers. Be sure to include the layer you want to target as the merged

layer. If you’re flattening the document, select all layers in the panel.

2 Click any selected layer to make it the target layer, indicated by the pen.

3 Choose Merge Layers in the Layers panel menu.

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You can also merge identically named layers for exporting a book to PDF.

See also

“Prepare layers before exporting a book to PDF” on page 497

Laying out frames and pages

About paths and frames

You can draw objects in a document and use them as paths or as frames. Paths are vector graphics like those you create in a drawing program such as Adobe Illustrator®. Frames are identical to paths, with only one difference—they can be containers for text or other objects. A frame can also exist as a placeholder—a container without contents. As containers and placeholders, frames are the basic building blocks for a document’s layout.

ABC

Paths and frames A. Path B. Frame as graphic container C. Frame with placed graphic

You can draw both paths and frames using tools in the Toolbox. You can also create frames by simply placing (importing) or pasting contents into a path.

Note: In QuarkXPress, paths are referred to as lines, and frames are referred to as boxes.

Because a frame is just a container version of a path, you can do anything to a frame that you can do to a path, such as add a color or a gradient to its fill or stroke, or edit the shape of the frame itself with the Pen tool. You can even use a frame as a path, or a path as a frame, at any time. This flexibility makes it easy to change your design and provides a wide range of design choices.

Frames can contain text or graphics. A text frame determines the area to be occupied by text and how text will flow through the layout. You can recognize text frames by the text ports in their respective upper left and lower right corners.

A graphics frame can function as a border and background, and can crop or mask a graphic. When acting as an empty placeholder, a graphics frame displays a crossbar.

Text frame (left) and empty graphics frame (right)

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If you don’t see the crossbar inside an empty graphics frame, the frame edges display may be turned off.

For a video tutorial on working with objects, see www.adobe.com/go/vid0071.

See also

“Understanding paths and shapes” on page 317

Working with Objects video

Show or hide frame edges

Unlike paths, you can see the nonprinting strokes (outlines) of frames by default even when the frames aren’t selected. If the document window is getting crowded, use the Show/Hide Frame Edges command to simplify the screen display by hiding the frame edges. Doing this also hides the crossbar in a graphics placeholder frame. The display setting for frame edges doesn’t affect the display of the text ports on text frames.

Note: The frame edge is defined as a frame’s stroke, not the outer edge of the stroke’s weight.

❖ Do any of the following:

• To show or hide frame edges, choose View > Show/Hide Frame Edges.

• To hide frame edges, click Preview Mode at the bottom of the Toolbox.

Using placeholders to design pages

When your final text and graphics are available, you can simply add them to a document; InDesign automatically creates frames when you import them (unless you’re importing text or graphics directly into existing frames). However, when you don’t have the content yet or you want to block out the design before adding text and graphics, you can use frames as placeholders.

Types of placeholders A. Graphics frame placeholder B. Text frame placeholder

For example, you might use any of these strategies:

• Draw text frames using the Type tool, and draw graphics frames using the drawing tools. Thread empty text frames

together so that importing final text takes just one step.

• Draw empty placeholder shapes using drawing tools. When you’re ready to start designating areas for text and

graphics, redefine the placeholders as either text or graphics frames.

• Set frame fitting options for a placeholder frame so that when you place an image in the frame, the image is cropped

and fit accordingly.

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See also

“Use document templates” on page 102

“Draw a placeholder shape” on page 320

“Set frame fitting options” on page 407

Redefine the purpose of paths and frames

• To use a path or text frame as a graphics placeholder frame, select a path or an empty text frame, and then choose

Object > Content > Graphic.

• To use a path or graphics frame as a text placeholder frame, select a path or an empty graphics frame, and then

choose Object > Content > Text.

• To use a text or graphics frame as a path only, select an empty frame, and then choose Object > Content >

Unassigned.

Note: When a frame contains text or graphics, you cannot redefine it using the Object > Content menu. However, if you replace a graphic with text, the content type is automatically redefined.

About automatic layout adjustment

If you use the Document Setup or Margins and Columns commands to make changes to an existing layout, such as altering column widths or page orientation, you could spend considerable time and effort in rearranging objects to fit the new layout. The Layout Adjustment feature can do much of that work automatically. For example, you can quickly reformat a wide four-column document designed for an A4-size page to a tall two-column format on a U.S. legal-size page. With Layout Adjustment, text and graphics frames are moved and resized as necessary based on the new relative positions of column guides, page margins, and page edges.

Note: Dragging column guides does not trigger layout adjustment.

The Layout Adjustment feature produces more predictable results when a layout is tightly based on a framework of margins, page columns, and ruler guides, and where objects are snapped to guides. Results are less predictable when objects don’t adhere to margins, columns, and guides, or when extraneous ruler and column guides clutter a page. Layout adjustment is not affected by the document grid or the baseline grid.

Page designed vertically, for print (left); page orientation changed for on-screen viewing, with layout automatically refitted by the Layout Adjustment feature (right)

You can modify the rules in the Layout Adjustment dialog box. The Layout Adjustment feature attempts to approximate the proportions of the old layout in the new layout by doing the following:

• Adding or removing column guides, if the new layout specifies a different number of columns.

• If the page size changes, moving ruler guides to maintain proportional distances from page edges, margins, or

column guides.

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• Moving objects already aligned to any margin, column, bleed/slug, or ruler guide, or to any two guides

perpendicular to each other, so that the objects stay with those guides if the guides move during layout adjustment. Also, objects already aligned to any page edge or to any page edges perpendicular to each other are moved.

• Proportionally resizing objects already aligned to two parallel margin, column, bleed/slug, or ruler guides or to

guides on three sides, so that the objects stay with those guides if the guides move during layout adjustment. Also, objects aligned to two parallel page edges or to page edges on three sides are moved.

• Maintain the relative position of objects that are anchored to the text as specified in the Anchored Object Options

dialog box.

• Moving objects to keep them in the same relative position on the page, if the page size changes.

Note: Layout Adjustment affects columns inside a text frame differently than it does page columns. If the frame itself is resized by Layout Adjustment and the Fixed Column Width option is not selected in the Object > Text Frame Options dialog box, text frame columns are resized proportionally. If the Fixed Column Width option is selected, columns are added or removed as necessary.

Set options for layout adjustment

Note that changing options in the Layout Adjustment dialog box does not immediately change anything. Layout adjustment is triggered only by changes to page size, page orientation, margins, or column settings, or when a new master is applied. When you want to restore a layout to its previous state, you must undo the action that triggered the layout adjustment.

1 Choose Layout > Layout Adjustment.

2 Select Enable Layout Adjustment.

3 Specify the layout adjustment options, and click OK.

Layout Adjustment options

Enable Layout Adjustment Select this option so that layout adjustment will occur whenever you change page size, page

orientation, margins, or columns.

Snap Zone Type a value to specify how near an object must be to the closest margin guide, column guide, or page edge

to snap to that element during layout adjustment.

Allow Graphics And Groups To Resize Select this option to let the Layout Adjustment feature scale graphics, frames,

and groups. When deselected, graphics and groups can be moved by Layout Adjustment, but not resized.

Allow Ruler Guides To Move Select this option when you want ruler guides to be repositioned by the Layout

Adjustment feature.

Ignore Ruler Guide Alignments Select this option when ruler guides are not well positioned for layout adjustment.

Objects will still align to column and margin guides and to page edges.

Ignore Object And Layer Locks Select this option when you want the Layout Adjustment feature to reposition objects

that are locked individually, or locked as a result of being on a locked layer.

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Numbering pages, chapters, and sections

Add basic page numbering

You can add a page number marker to your pages to specify where a page number sits on a page and how it will look. Because a page number marker updates automatically, the page number it displays is always correct—even as you add, remove, or rearrange pages in the document. Page number markers can be formatted and styled as text.

For a video tutorial on numbering pages, see www.adobe.com/go/vid0217.

Page number markers are commonly added to master pages. When master pages are applied to document pages, the page numbering is updated automatically, similar to headers and footers.

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Page number on master A (left) and page 5 based on same master (right)

If the automatic page number is on a master page, it displays the master page prefix. On a document page, the automatic page number displays the page number. On a pasteboard, it displays PB.

1 In the Pages panel, double-click the master page to which you want to add your page number.

2 Create a new text frame large enough to hold the longest page number and any text you want to appear next to it.

Position the text frame where you want the page number to appear.

If your document has facing pages, create separate text frames for the left and right master pages.

3 In the page number text frame, add any text that will come before or after the page number (such as “Page “).

4 Position the insertion point where you want the page number to appear, and then choose Type > Insert Special

Character > Markers > Current Page Number.

5 Apply the master page to the document pages on which you want the page numbering to appear.

To change the numbering style or to use more advanced numbering options such as section and chapter numbering, see “Numbering pages, chapters, and sections” on page 85.

To add page numbering to documents in a book, see “Number pages, chapters, and paragraphs in a book” on page 295.

To create an effect such as “Page x of y” in which x is the current page and y is the total number of pages, insert a Current Page Number for x, and insert the Last Page Number variable for y.

To add header and footer variables, such as creation date or file name, see “Create variables for running headers and

footers” on page 94.

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Add page, section, and chapter numbering

Determine what kind of numbering you want to use for your document or book. For long documents, you can assign chapter numbers. Each document can be assigned only one chapter number. If you want to use different numbering within a document, you can define ranges of pages as sections; these sections can be numbered differently. For example, the first ten pages of a document (the front matter) might use Roman numerals, and the rest of the document might use Arabic numerals.

A single InDesign document can contain up to 9,999 pages, but page numbers can be as large as 99,999. (For example, you can correctly number a 100-page document that starts on page 9,949.) By default, the first page is a recto (right) page numbered 1. Odd-numbered pages always appear on the right; if you use the Section Options command to change the first page number to an even number, the first page becomes a verso (left) page.

For a video tutorial on numbering pages, see www.adobe.com/go/vid0217.

See also

“Number pages, chapters, and paragraphs in a book” on page 295

Add an automatically updated page number

For information on creating basic page numbering in a document, see “Add basic page numbering” on page 85.

❖ Position the insertion point where you want the page number to appear, and then choose Type > Insert Special

Character > Markers > Current Page Number.

The Current Page Number marker is also available in a context menu. To see the context menu, position the text insertion point in the page number text frame, right-click (Windows) or Control-click (Mac OS), and choose Insert

Special Character > Markers > Current Page Number.

By default, pages are numbered using Arabic numerals (1, 2, 3...); however, you can number pages using upper or lowercase Roman (i, ii, iii...) or alphanumeric (a, b, c...) numbering. You can also number pages using preceding zeros.

Note: If a number or letter appears before the current page number you inserted, it means a section prefix is included. If you don’t want this prefix, deselect Include Prefix When Numbering Pages in the Numbering & Section Options dialog box.

Add an automatically updated chapter number

You can add a chapter number variable to your document. Like page numbers, chapter numbers can be updated automatically and formatted and styled as text. A chapter number variable is commonly used in documents that are part of a book. A document can have only one chapter number assigned to it; if you want to divide a single document into chapters, you can create sections instead.

Note: Chapter numbers cannot be included as a prefix in a generated index or table of contents (such as 1-3, 1-4, and so on). If you want chapter numbers to be included as prefixes, use section prefixes instead of chapter numbers.

1 If necessary, create a text frame where you want a chapter number to appear. If you want a chapter number to

appear on several pages, create the text frame on a master page, and apply that master page to the document pages.

2 In the chapter number text frame, add any text that will come before or after the chapter number.

3 Place the insertion point where you want the chapter number to appear, and then choose Type > Text Variables >

Insert Text Variable > Chapter Number.

You can update the starting number and format of chapter numbering by choosing Layout > Numbering & Section Options.

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Add an automatically updated section marker

1 Define sections in your document. (See “Define section numbering” on page 87.)

2 On a page or master that you’re using in a section, drag the Type tool to create a text frame large enough for the

section marker text, or click in an existing frame.

3 Choose Type > Insert Special Character > Markers > Section Marker.

On master page A, section marker (left) and section marker with page number marker inserted (right)

Change the format of page and chapter numbering

1 Choose Layout > Numbering & Section Options.

2 Under Page Numbering or Document Chapter Numbering, select a new number format for Style.

3 Click OK.

Define section numbering

By default, page and chapter numbers in a book are numbered consecutively. Using Numbering & Section Options, you can restart page numbering at a specified page, add prefixes to page numbers, and change the numbering style of both pages and chapters.

You can define a section prefix to label section pages automatically. For example, if you specify A– for Section Prefix on page 16 of a document and include the section prefix, the page will appear in the table of contents or index as A–

16. Text you type for a section marker appears when you choose Type > Insert Special Character > Markers > Section Marker.

Pages panel A. Section indicator icon shows start of section B. Page number is changed for new section C. Status bar displays document length

See also

“Add page, section, and chapter numbering” on page 86

“Number pages, chapters, and paragraphs in a book” on page 295

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Define sections in a document

1 In the Pages panel, select the first page in the section you want to define.

2 Choose Layout > Numbering & Section Options, or choose Numbering & Section Options in the Pages panel.

3 If you’re changing the numbering options for any page other than the first page of the document, make sure that

Start Section is selected. This option marks the selected page as the beginning of a new section.

4 As necessary, specify the numbering and section options (see “Document numbering options” on page 89), and

then click OK.

A section indicator icon appears above the page icon in the Pages panel, indicating the start of a new section.

5 To end the section, repeat the section numbering steps on the first page that follows the section.

Edit or remove section numbering

1 In the Pages panel, double-click the section indicator icon that appears above the page icon in the Pages panel.

Or, select a page that uses a section marker, and choose Numbering & Section Options in the Pages panel menu.

2 Do any of the following, and then click OK:

• To change the style or starting number, change section and numbering options.

• To remove a section, deselect the Start Section option.

To quickly identify a section in the Pages panel, position the pointer precisely over any section indicator icon . A tool tip appears, displaying the starting page number or section prefix.

Display absolute or section numbering in the Pages panel

The Pages panel can display absolute numbering (labeling all pages with consecutive numbers, starting at the first page of the document) or section numbering (labeling pages by section, as specified in the Section Options dialog box).

Changing the numbering display affects how pages are indicated in the InDesign document, as in the Pages panel and in the page box at the bottom of a document window. The numbering display also affects how you specify page ranges when printing and exporting the document. However, the numbering display does not change the appearance of page numbers on document pages.

1 Choose Edit > Preferences > General (Windows) or InDesign > Preferences > General (Mac OS).

2 For Page Numbering, choose a numbering method in the View menu.

A A A

B B

6–7

Pages panel showing absolute numbering (left) and section numbering (right)

4–5 iv–1 1 i 2–3 ii–iii

A A A

B B

2–3

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Document numbering options

You can change document numbering options when you choose Layout > Numbering & Section Options or when you choose Document Numbering Options from the Book panel menu.

Automatic Page Numbering Select if you want the page numbers of the current section to follow the numbering of the

previous section. Using this option, the page numbers in the document or section update automatically when you add pages prior to it.

Start Page Numbering At Type the starting number for your document or for the first page of the current section. For

example, if you want to restart the numbering for a section, type 1 . The remaining pages in the section will be renumbered accordingly.

Note: If you chose a non-Arabic page-numbering style (such as Roman numerals), you still must type an Arabic numeral in this box.

Section Prefix Type a label for the section. Include the spaces or punctuation you want to appear between the prefix

and the page number (for example, A–16 or A 16). The prefix is limited to eight characters.

You cannot enter a blank space by pressing the spacebar—copy and paste a fixed-width space character from the document window instead. Note that plus (+) or comma (,) symbols cannot be used in section prefixes. (See “Insert

white space characters” on page 169.)

Style (Page Numbering)

Section Marker Type a label that InDesign inserts on the page at the location of a section marker character that appears

Choose a page-numbering style from the menu. The style applies to all pages in this section only.

when you choose Type > Insert Special Character > Markers > Section Marker.

Include Prefix When Numbering Pages Select if you want the section prefix to appear when you generate a table of

contents or index, or when you print pages that contain automatic page numbers. Deselect this option to display the section prefix in InDesign but hide the prefix in the printed document, index, and table of contents.

Section prefix in document window A. Section prefix in the page box at the bottom of the document window B. Section marker and prefix on the page itself

Style (Document Chapter Numbering) Choose a chapter-numbering style from the menu. This chapter style is used

throughout the document.

Automatic Chapter Numbering Select this option to number chapters sequentially in a book.

Start Chapter Numbering At Specify the starting number of the chapter numbering. This option is useful if you don’t

want chapters to be numbered sequentially in the book.

Same As Previous Document In The Book The same chapter number as the previous document in a book is used. Select

this option if the current document is part of the same chapter as the previous document in a book.

USING INDESIGN CS4

Updated 18 June 2009

Layout

Create headers and footers

Headers and footers run through the top and bottom of the pages in your document, providing important background information. They can include such items as page, chapter, or section numbers; title or heading text; the author’s name; and the document’s filename and creation or modification date.

You can add many of these items by using text variables. InDesign includes several preset variables, such as Creation Date and File Name. You can modify these variables, and you can create your own. For example, you can create a variable that displays the first use of a Heading paragraph style in the header or footer. Once you create or edit the variables you need, you assemble them on the master page to create your header and footer, and then you apply the master page to the appropriate document pages.

Playing to Strengths

1991-2007

226

Using page numbers and variables to create a footer A. Footer variable inserted on master page B. Variable text on document page that grabs text from the first heading on the page

Playing to Strengths

For a video tutorial on creating headers and footers, see www.adobe.com/go/vid0078.

1 If necessary, create or edit the variables you want to use in your header or footer. (See “Create variables for running

headers and footers” on page 94.)

2 Go to the master page where you want to add the header or footer.

The header or footer will appear on any document page to which the master page is applied.

3 Create a text frame large enough to include all the header or footer information. Place the text frame above or below

where the content of the document pages will appear.

4 Add text, page numbers, and variables as needed.

5 Apply the master page to document pages where you want the header or footer to appear.

6 If necessary, create headers and footers for additional master pages.

See also

“Master pages” on page 68

“Text variables” on page 92

Headers/Footers video

USING INDESIGN CS4

Updated 18 June 2009

Layout

Add automatic page numbers for story jumps

You can easily maintain the jump lines of stories that continue to other pages, such as a line that says “Continued on page 42.” Use a jump line page number to automatically update the number of the page containing a story’s next or previous threaded text frame when you move or reflow the story’s threaded text frames.

Usually the jump line page number should be in a separate text frame from the story it tracks. That way, the jump line page number remains in position even if the story’s text reflows.

If you insert a Current Page Number character in the Find/Change dialog box, jump line page numbers can also be found.

1 With the Type tool, drag to create a new text frame where you want the jump line to appear.

2 With the Selection tool , position the new text frame so that it touches or overlaps the frame containing the story

you want to track.

continued on page 42

Make sure text frame touches or overlaps the story you want it to track.

3 Select the Type tool and click an insertion point in the new text frame. Then type the text that you want to appear

before the page number, such as “Continued on” or “Continued from”.

4 Then choose Type > Insert Special Character > Marker and one of the following options:

Next Page Number Inserts the number of the page containing the story’s next frame. Use this character when creating

a “continued on” jump line.

Previous Page Number Inserts the number of the page containing the story’s previous frame. Use this character when

creating a “continued from” jump line.

The page number automatically updates to reflect the current location of the next or previous frame of the story.

5 To prevent the story from being moved without its jump line, Shift-select the frames with the Selection tool, then

choose Object > Group.

6 If necessary, repeat this procedure to add more jump lines.

Note: If an unwanted character appears at the beginning of the page number (so that, for example, a jump line reads “Cont’d on page A16” instead of “Cont’d on page 16”), you probably included a section prefix in the Numbering & Section Options dialog box. Turn off or edit the prefix.

See also

“Cross-references” on page 532

USING INDESIGN CS4

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Layout

Text variables

See also

“Create headers and footers” on page 90

Create and edit text variables

A text variable is an item you insert in your document that varies according to the context. For example, the Last Page Number variable displays the page number of the last page of the document. If you add or remove pages, the variable is updated accordingly.

InDesign includes several preset text variables that you can insert in your document. You can edit the format of these variables, or you can create your own. Some variables, such as Running Header and Chapter Number, are especially useful for adding to master pages to ensure consistent formatting and numbering. Other variables, such as Creation Date and File Name, are useful for adding to the slug area for printing.

Note: Adding too much text to a variable may cause overset or compressed text. Variable text does not break across lines.

Create or edit text variables

The options available for creating the variable depend on the type of variable you specify. For example, if you choose the Chapter Number type, you can specify text to appear both before and after the number, and you can specify the numbering style. You can create several different variables based on the same variable type. For example, you can create one variable that displays “Chapter 1” and another that displays “Ch. 1.”

Similarly, if you choose the Running Header type, you can specify which style is used as the basis for the header, and you can select options for deleting end punctuation and changing the case.

1 If you want to create text variables for use in all new documents you create, close all documents. Otherwise, the text

variables you create appear only in the current document.

2 Choose Type > Text Variables > Define.

3 Click New, or select an existing variable and click Edit.

4 Type a name for the variable, such as “Full Chapter” or “Running Title.”

5 From the Type menu, choose a variable type, specify the options for that type, and then click OK.

Different options are available depending on the variable type you select.

Text Before / Text After For all variable types (except Custom Text), you can specify text that will be added before or

after the variable. For example, you can add the word “of” before the Last Page Number variable and the phrase “total pages” after the variable to create an “of 12 total pages” effect. You can also paste text into the boxes, but special characters such as tabs and auto page numbers are stripped out. To insert special characters, click the triangle to the right of the text box.

Style For all numbered variable types, you can specify the numbering style. If [Current Numbering Style] is selected,

the variable uses the same numbering style selected in the document’s Numbering & Section Options dialog box.

Variable types

Chapter Number

A variable created with the Chapter Number type inserts the chapter number. You can insert text before or after the chapter number, and you can specify a numbering style.

Adobe InDesign CS4 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Chapter 1: Resources

Activation and registration

Help with installation

License activation

Register

Adobe Product Improvement Program

ReadMe

Help and support

Community Help

Product Help

Printed resources

Support resources

Services, downloads, and extras

Adobe creative on-line services

Adobe Exchange

Adobe downloads

Adobe Labs

Adobe TV

Extras

InDesign video tutorials

Getting started in InDesign

What’s new

Productivity enhancements

Text and tables improvements

Graphics and drawing improvements

Interactivity features

Extensive integration

User interface enhancements

Chapter 2: Workspace

Workspace basics

Workspace overview

Hide or show all panels

Display panel options

(Illustrator) Adjust panel brightness

Reconfigure the Tools panel

Manage windows and panels

Manage Document windows

Dock and undock panels

Move panels

Add and remove panels

Manipulate panel groups

Stack floating panels

Resize panels

Manipulate panels collapsed to icons

Restore the default workspace

Save and switch workspaces

Save a custom workspace

Display or switch workspaces

Delete a custom workspace

(Photoshop) Start with the last or default panel locations

About view modes

Using the status bar

Control panel overview

Display the panel menu

Dock or float the Control panel

About the Navigator panel

Use context menus

Change Interface preferences

Customize menus and keyboard shortcuts

Customize menus

Create a custom menu set

Select a custom menu set

Edit or delete a custom menu set

Show hidden menu items

Missing menu commands

Use keyboard shortcut sets

Change the active shortcut set

View shortcuts

Generate a list of shortcuts for printing

Create a new shortcut set

Create or redefine a shortcut

Copying keyboard shortcut sets

Toolbox

Toolbox overview

Display the toolbox