share

DESIGN

7min read

Flexible document template: an inDesign tutorial

We don’t usually use inDesign in our daily work, but this time we needed to create a flexible Brand Book template that would allow us to add chapters, sections or subsections anytime and anywhere within the document structure, automatically renumbering and updating the table of contents.

illu0.png

Basic inDesign knowledge is required for this tutorial.


Create InDesign template—document setup

First of all we have to create and set up our document. We will save it as an inDesign template (.indt). This will allow us to reuse the same setup for all chapters.

To create a new document go to File > New > Document. The New Document dialog box should appear. Apply the following settings: Intent: Web, Number of pages: 2; uncheck Facing pages. The other parameters are up to you. Then choose Save as Type > inDesign template.

illu1.png

Setting up master pages

Next step is to create two master pages: one for the title slide of each chapter and another for the contents.

The A–Master page should be created automatically, but we need to add another one; right click anywhere in the masters box and choose New Master... or click the New icon (second to the right at the bottom, see illustration); a new master named B-Master should appear. Set the background of A–Master to blue.

illu2.png

Apply A–Master to the first page of the document and B–Master to the second one. To do this, right click on a chosen page in Pages panel, then select Apply Master to Pages….

illu3.png

Page numbering

Now, let’s create page numbers that will be automatically added to each new page.

Go to A–Master and place a text frame in the bottom left corner. With the text cursor inside this text frame, go to Type > Insert Special Character > Markers > Current Page Number.

illu4.png

The A letter should appear in the text frame.

Let’s style the page numbers. Go to Type > Paragraph Styles > New Paragraph Style. Double click on Paragraph style 1. The settings box will appear. Change the name to Page number. Select Basic Character Formats on the left side of this settings box and choose a font of your preference. Go back to A–Master, select the text box with the page number and add the Page number style by clicking on it. Copy the text frame, right click anywhere on the B–Master and choose Paste in place (alternatively, press Ctrl/Cmd+Alt+Shift+V). The letter A will change to B. The subsequent page numbers should appear on all pages.

Chapter titles and running headers

We want the chapter name to appear on the first page of each chapter, and in the header of all the subsequent pages. To do this, we will create a running header, so that when you decide to rename the chapter, you will only have to change it in on the first page, and the headers on other pages will update automatically.

Create a Paragraph Style named Chapter title. Adjust the style to your liking. On the first document page, the blue one, create a text frame and type in Chapter 1. Apply the Chapter title Paragraph Style to it.

Now we will set the chapter title as the running header. Running header is a text variable. Go to Type > Text Variables > Define and choose New. Apply the following settings: Name: Running header, Type: Running Header (Paragraph Style), Style: Chapter title (it is important to choose the paragraph style that you used for the chapter title, because this is how inDesign identifies the master title) and click OK. The variable is ready.

illu5.png

Go to B–Master and create a text frame in the top right corner. With the text cursor inside the text frame, go to Type > Text Variables > Running Header. Create a Running header style Paragraph Style and apply it to the text frame. The header with the chapter title should automatically appear on page 2.

Try adding another page to the document; the page number and the running header will be added automatically.

Numbered sections

It is time to set up the document sections and subsections. We want the section and subsection numbers to change at the second and third level, respectively (the first level of numbering changes with the chapter).

1.0.0 Chapter 1.1.0 Section 1.1.1 Subsection

This is the tricky part. We will use two different Paragraph Styles to do it.

Create a new Paragraph Style and name it Section. (As usual, apply your preferred style to it). Then select Bullets and Numbering and set List Type: Numbers, List: New List > List, Level: 2, Number: ^H.^2.0 – this means the numbers will increase at the second level and 0 will always be added at the end. Finally, choose Mode: Continue from Previous Number and check the Restart Numbers at This Level After box.

illu6.png

The process for third level numbering will be almost the same:

Create a new Paragraph Style and name it Subsection. Then select Bullets and Numbering and set List Type: Numbers, List: List, Level: 3, Number: ^H.^2.^3 – this means the numbers will increase at the third level. Finally, choose Mode: Continue from Previous Number and check Restart Numbers....

illu7.png

Great! Let’s add the section and subsection to all the pages. What we want to achieve is the same position for the section and subsection titles on each page, but we can’t place them directly on the master page, because the numbers won’t change when we add more pages to the document. However, there is a trick we can use.

Add a text field in the upper left corner of B–Master and type in Section title. It should appear on all pages with this master, but it will not be editable. To activate it, click+cmd/ctrl+shft on that text field and type in the name of the section, e.g. Logotype. With the text box selected, apply the Section Paragraph Style to it. The number 1.1.0 should appear to the left of the section title. Try adding more pages and applying the section or subsection style to the text field. See how the numbers are changing at the second and third level depending on style. Save the updated template.

The Book

The next step is to create a document with multiple chapters. To do this, we have to create a book that will store chapters as separate inDesign documents.

Create three different inDesign documents from the template we prepared earlier: we used Cover, Symbol and logotype and Basic template. Fill them in with fitting content.

What we want to do is to restart section numbering for each chapter so that the second chapter will start with 2.1.0, not e.g. 2.6.0. To achieve this, open Basic templates.indd, go to the Section Paragraph Style > Bullets and numbering and change List to List 1. Do the same for the Subsection Paragraph Style. Done. Now inDesign will start section numbering for this chapter. If your book will have more chapters, you will need to change the list name for each chapter, e.g. List 2, List 3, and so on.

Now is the time to compile the documents into one book. Select File > New > Book… Name the book and save it. A dialog box will appear. Click the small Add icon (+) at the bottom to add chapters.

illu8.png

As you may have noticed, each chapter starts with a page number 1, but we want them to be numbered consecutively.

To change the numbering, click Page range next to the chapter title. Set Start Page Numbering at: 1 and Start Chapter Numbering at: 1 for the first chapter. For the subsequent chapters select Automatic Page Numbering and Automatic Chapter Numbering.

illu9.png

Now all the numbers in the book need to be updated.

To do this, click the small menu icon in the upper right corner of the book settings box. Select Update Numbering > Update All Numbers. The chapter numbers in each document should be updated.

illu10.png

We are nearly there!

Table of Contents

Adding a table of contents is the finishing touch to our Brand Book.

In the Cover document create a Table of contents Paragraph Style. Go to Layout > Table of Contents. To determine what is included in the Table of contents, use the Paragraph Styles that are added to the titles, sections and subsections: select them in Table of Contents > Styles in Table of Contents > Other Styles. In our case this is Chapter Title, Section and Subsection (see illustration below). Don’t forget to select Include Book Documents in Options. This will cover all chapters.

illu11.png

Confirm by clicking OK. Notice that the cursor has changed. Click anywhere to create a new text box with the table of contents. Apply the Table of contents style to it, export the book to PDF and you’re done!

Do you know a simpler way to achieve this in inDesign? Share it with us.

Files:

share


KarolinaHead of Design

LEARN MORE

Contact us if you have any questions regarding the article or just want to chat about technology, our services, job offers and more!

POLIDEA NEWSLETTER

Sign in and expect sharp insights, recommendations, ebooks and fascinating project stories delivered to your inbox

The controller of the personal data that you are about to provide in the above form will be Polidea sp. z o.o. with its registered office in Warsaw at ul. Przeskok 2, 00-032 Warsaw, KRS number: 0000330954, tel.: 0048 795 536 436, email: hello@polidea.com (“Polidea”). We will process your personal data based on our legitimate interest and/or your consent. Providing your personal data is not obligatory, but necessary for Polidea to respond to you in relation to your question and/or request. If you gave us consent to call you on the telephone, you may revoke the consent at any time by contacting Polidea via telephone or email. You can find detailed information about the processing of your personal data in relation to the above contact form, including your rights relating to the processing, HERE.

Data controller:

The controller of your personal data is Polidea sp. z o.o. with its registered office in Warsaw at ul. Przeskok 2, 00-032 Warsaw, KRS number: 0000330954, tel.: [0048795536436], email: [hello@polidea.com] (“Polidea”)

Purpose and legal bases for processing:

 

Used abbreviations:

GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016
on the protection of natural persons with regard to the processing of personal data and on the free movement
of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)

ARES – Polish Act on Rendering Electronic Services dated 18 July 2002

TL – Polish Telecommunications Law dated 16 July 2004

1)        sending to the given email address a newsletter including information on Polidea’s new projects, products, services, organised events and/or general insights from the mobile app business world |art. 6.1 a) GDPR, art. 10.2 ARES and art. 172.1 TL (upon your consent)

Personal data:name, email address

2)       statistical, analytical and reporting purposes |art. 6. 1 f) GDPR (based on legitimate interests pursued by Polidea, consisting in analysing the way our services are used and adjusting them to our clients’ needs, as well as developing new services)

Personal data:name, email address

Withdrawal of consent:

You may withdraw your consent to process your personal data at any time.

Withdrawal of the consent is possible solely in the scope of processing performed based on the consent. Polidea is authorised to process your personal data after you withdraw your consent if it has another legal basis for the processing, for the purposes covered by that legal basis.

Categories of recipients:

Your personal data may be shared with:

1)       authorised employees and/or contractors of Polidea

2)       persons or entities providing particular services to Polidea (accounting, legal, IT, marketing and advertising services) – in the scope required for those persons or entities to provide those services to Polidea

 

Retention period:

1)       For the purpose of sending newsletter to the given email address – for as long as the relevant consent is not withdrawn

2)       For statistical, analytical and reporting purposes – for as long as the relevant consent is not withdrawn

Your rights:

 

Used abbreviation:

GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016
on the protection of natural persons with regard to the processing of personal data and on the free movement
of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)

According to GDPR, you have the following rights relating to the processing of your personal data, exercised by contacting Polidea via [e-mail, phone].

1)       to access to your personal data (art. 15 GDPR) by requesting sharing and/or sending a copy of all your personal data processed by Polidea

2)       to request rectification of inaccurate personal data
(art. 16 GDPR) by indicating the data requiring rectification

3)       to request erasure of your persona data (art. 17 GDPR); Polidea has the rights to refuse erasing the personal data in specific circumstances provided by law

4)       to request restriction of processing of your personal data (art. 18 GDPR) by indicating the data which should be restricted

5)       to move your personal data (art. 20 GDPR) by requesting preparation and transfer by Polidea of the personal data that you provided to Polidea to you or another controller in a structured, commonly used machine-readable format

6)       to object to processing your personal data conducted based on art. 6.1 e) or f) GDPR, on grounds relating to your particular situation (art. 21 GDPR)

7)       to lodge a complaint with a supervisory authority,
in particular in the EU member state of your habitual residence, place of work or place of the alleged infringement if you consider that the processing
of personal data relating to you infringes the GDPR
(art. 77.1 GDPR)

No obligation to provide data:

Providing your personal data is not obligatory, but necessary for Polidea to provide you the newsletter service

Refusal to provide the above data will result in inability to receive the newsletter service.

Profiling

In the process of providing the newsletter service, we make decisions in an automated way, including profiling, based on the data you provide.

 

“Profiling” means automated processing of personal data consisting of the use of your personal data to evaluate certain personal aspects relating to you, in particular to analyze or predict aspects concerning your personal preferences and interests.

 

The automated decisions are taken based on the analysis of clicked and viewed content. They affect the targeting of specific newsletter content to selected users registered to receive the newsletter service, based on the anticipated interests of the recipient.