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USING INDESIGN
Working with documents
Last updated 11/16/2011
More Help topics
“Save backwards to the previous InDesign version” on page 107
“Add documents to a book file” on page 313
“Hyphenation and spelling dictionaries” on page 185
Use the Open command
1 Choose File > Open and select one or more documents.
2 Do one of the following, and then click Open:
• Select Normal (Windows) or Open Normal (Mac OS) to open the original document or a copy of a template.
• Select Original (Windows) or Open Original (Mac OS) to open an original document or template.
• Select Copy (Windows) or Open Copy (Mac OS) to open a copy of a document or template.
3 If a warning message appears telling you that the color settings in the document are different from the color settings
in the application, select an option, and click
OK.
Note: Color warning messages are off by default, but you can show warnings if you change the default settings in the
Color Settings dialog box (Edit
> Color Settings.)
4 If a warning message appears telling you that the document contains missing fonts, do one of the following:
• Click OK. InDesign will automatically format the text with a substitute.
• Click Find Font to search for and list fonts used throughout your document.
For more information on finding missing fonts, see “Find and change fonts” on page 174.
5 If a warning message appears telling you that the document contains missing or modified links, use the Links panel
to fix the links. See
“Update, restore, and replace links” on page 392.
Open recent document
❖ Choose File > Open Recent, and select one of the documents you saved recently.
To specify how many recent documents are displayed, choose Edit > Preferences > File Handling (Windows), or
InDesign
> Preferences > File Handling, and then specify a number for Number Of Recent Items To Display. The
maximum number is 30.
Choosing word lists when opening documents
When opening a document, you may see an alert message asking if you want to use the word list in the document or
an exception word list in the user dictionary. An exception word list includes words that were added to the User
Dictionary while the document was worked on. If you know which exception word list you use, click its button. If
you’re not sure, click either button, choose Edit
> Spelling > Dictionary to inspect the word lists, and then, if necessary,
choose Edit
> Preferences > Dictionary (Windows) or InDesign > Preferences > Dictionary (Mac OS) to reset the
word list used for composition. See
“Hyphenation and spelling dictionaries” on page 185.
Convert earlier versions of InDesign documents
❖ To convert previous versions of InDesign documents to the current version, choose File > Open and open the file.
Keep in mind the following points:
• If you used third-party plug-ins to create an earlier version of a document, check with the manufacturer to make
sure that they are installed correctly for and are compatible with InDesign
CS5 before you convert the document.
- INDESIGN 1
- CS5 & CS5.5 1
- Legal notices 2
- Contents 3
- Chapter 1: What’s new 7
- Object Export options 8
- Map styles to export tags 8
- Improved EPUB and HTML export 10
- Usability and productivity 11
- Better PDF tag support 12
- What’s new (CS5) 13
- Cross media design 17
- Collaboration 18
- Chapter 2: Workspace 22
- Default Illustrator workspace 23
- Manage windows and panels 24
- Dock and undock panels 25
- Move panels 26
- Add and remove panels 26
- Manipulate panel groups 27
- Stack floating panels 27
- Resize panels 27
- Save and switch workspaces 28
- Display or switch workspaces 29
- Delete a custom workspace 29
- Restore the default workspace 29
- About the Navigator panel 32
- Use context menus 32
- Change Interface preferences 32
- Customize menus 33
- 1 Choose Edit > Menus 34
- View shortcuts 35
- Create a new shortcut set 35
- Create or redefine a shortcut 35
- 7 Do one of the following: 36
- Toolbox overview 37
- Tools overview 38
- 1 Click the Hand tool 42
- Turn pages 43
- Work with additional windows 43
- Greek type 44
- Setting preferences 46
- 1 Restart your computer 48
- 2 Start InDesign 48
- Document window overview 51
- Create custom page sizes 52
- Define document presets 52
- Change document setup 54
- Create unequal column widths 54
- Rulers and measurement units 55
- Show or hide rulers 56
- 8 Click OK 57
- Measure objects 58
- Info panel overview 59
- Use grids 60
- Set up a document grid 61
- Work with ruler guides 64
- Lock or unlock ruler guides 66
- Use smart guides 67
- Pages and spreads 68
- Add new pages to a document 69
- Move pages by dragging 70
- Duplicate a page or spread 71
- Control spread pagination 72
- Rotate the spread view 73
- Use multiple page sizes 75
- Master pages 76
- Create masters 77
- Base one master on another 78
- Apply master pages 79
- Copy masters 80
- Override a master item 82
- Detach a master item 82
- Reapply master items 82
- Hide master items 83
- About layers 84
- Create layers 84
- Specify layer options 85
- Assign a layer color 85
- Add objects to layers 86
- Duplicate a layer 88
- Change the order of layers 88
- Set a layer as nonprinting 89
- Lock or unlock layers 89
- Delete layers 89
- Add basic page numbering 94
- Common page numbering tasks 95
- Define section numbering 97
- Document numbering options 98
- Create headers and footers 99
- More Help topics 100
- Text variables 101
- Create or edit text variables 102
- Variable types 102
- Last updated 11/16/2011 103
- Insert text variables 104
- Delete text variables 105
- Open InDesign documents 107
- Use the Open command 108
- Open recent document 108
- Use document templates 110
- Reviewing InDesign documents 110
- 1 Do one of the following: 112
- Work with metadata 113
- Edit metadata in image files 116
- Convert PageMaker documents 117
- USING INDESIGN 119
- 2 Choose File > Export 120
- Export to JPEG format 121
- XHTML export options 123
- Export to HTML 125
- Export content for EPUB (CS5) 127
- EPUB resources 128
- EPUB Images options 131
- EPUB Contents options 132
- Export content to Buzzword 133
- Chapter 5: Text 134
- Change text frame properties 137
- First baseline offset options 138
- 2 Begin typing 140
- Paste text 141
- Drag and drop text 142
- Place (import) text 142
- About import filters 144
- Text-file import options 145
- Tagged-text import options 146
- Import Buzzword documents 147
- Add a new frame to the thread 149
- Unthread text frames 150
- Cut a frame from a thread 150
- Delete a frame from a thread 151
- Flow text manually 151
- 2 Select Smart Text Reflow 152
- 3 Do one of the following: 153
- Linked stories (CS5.5) 154
- Create a linked story 155
- Specify linked story options 155
- Update a linked story 155
- Editing text 156
- List of hidden characters 157
- Open the Story Editor 161
- Return to the layout window 161
- Story Editor preferences 161
- Use conditional text 162
- 4 Click OK 164
- Apply conditions to text 165
- Show or hide conditions 165
- Use condition sets 165
- 5 Do any of the following: 166
- Find/Change 167
- Find and change text 168
- Common Find/Change techniques 170
- Search using GREP expressions 171
- GREP search examples 172
- Metacharacters for searching 175
- Find and change objects 179
- Find and change glyphs 180
- Find and change fonts 180
- Search using queries 181
- Glyphs and special characters 182
- Open the Glyphs panel 183
- Change the Glyphs panel view 183
- Filter the glyphs that appear 183
- Insert special characters 184
- Insert a recently used glyph 184
- Clear recently used glyphs 184
- • Select a glyph on the menu 185
- Create a custom glyph set 186
- View a custom glyph set 186
- Edit custom glyph sets 186
- Use quotation marks 187
- Insert white space characters 188
- Check spelling 189
- Use dynamic spelling 190
- Add words to dictionaries 193
- Export a word list 194
- Import a word list 194
- Change dictionary preferences 194
- 9 Click OK 195
- Footnote layout options 197
- Work with footnote text 198
- Delete footnotes 198
- Track changes 199
- Accept and reject changes 200
- Set Track Changes preferences 201
- 1 Do any of the following: 202
- Edit Notes preferences 203
- Chapter 6: Styles 204
- Styles panel overview 205
- Define style-tag mapping 207
- Edit all export tags 207
- Apply styles 208
- 2 Do one of the following: 209
- Drop caps and nested styles 212
- Create nested styles 213
- Create nested line styles 215
- Loop through nested styles 215
- 4 Do either of the following: 216
- 5 Click OK 216
- Stan Macoo - 9 & 11pm 216
- End a nested style 217
- 2 Click New GREP Style 218
- Object style categories 220
- Rename an object style 222
- Edit object styles 222
- Delete an object style 222
- Redefine an object style 223
- Import object styles 223
- Working with styles 224
- Move and reorder styles 225
- Anchored objects 226
- Custom position options 229
- 10 Click OK 233
- Wrapping text around objects 234
- Create an inverted text wrap 237
- Creating type on a path 240
- Edit or delete type on a path 241
- Slide type along a path 242
- Flip type on a path 242
- Type on a path effects 243
- Captions 244
- Specify caption setup options 245
- Define caption variables 246
- 1 Select the Type tool 247
- 4 Specify formatting options 247
- Use Quick Apply 249
- 2 Do any of the following: 251
- 1 Select text 252
- OpenType font attributes 253
- Change leading 256
- Kerning and tracking 257
- Apply kerning to text 258
- Formatting characters 259
- 10 th 1/2 10 259
- Scale type 264
- Formatting paragraphs 266
- Use drop caps 267
- Remove a paragraph rule 269
- Create hanging punctuation 270
- Create balanced headline text 272
- 5 Click OK 275
- 2 Choose Type > Tabs 275
- Set tabs 276
- Repeat tabs 277
- Add tab leaders 278
- Insert right indent tabs 278
- Set indents 278
- Reset indents 279
- 2 Select the paragraphs 280
- Bullets and numbering 281
- Typography 283
- Change bullet characters 284
- Change numbered list options 285
- Defining lists 285
- 4 Click OK twice 286
- Edit a defined list 287
- Delete a defined list 287
- Create multi-level lists 288
- Hyphenate text 292
- Prevent unwanted word breaks 293
- Change Justification settings 294
- Chapter 9: Tables 296
- Embed a table within a table 297
- Remove header or footer rows 299
- Insert rows and columns 301
- Move or copy a table 303
- Convert tables to text 303
- Combine tables 304
- Formatting tables 305
- Break tables across frames 307
- Add text before a table 307
- Format text within a table 307
- Merge and split cells 308
- Work with overset cells 309
- Table strokes and fills 310
- Add diagonal lines to a cell 312
- Table stroke and fill options 312
- Table and cell styles 313
- Define table and cell styles 315
- Apply table and cell styles 316
- Edit table and cell styles 317
- Delete table and cell styles 317
- Clear table or cell overrides 318
- Creating book files 319
- Manage book files 320
- Synchronize book documents 321
- Synchronizing master pages 322
- 2 In the Book panel menu: 323
- Create a TOC style 328
- Add index entries 334
- Add an index entry 335
- Page range options in indexes 338
- Generate an index 339
- Sort order of Chinese indexes 342
- Manage an index 343
- Working with markers 344
- Select markers 345
- Drawing with the Pencil tool 350
- Pencil tool options 352
- Drawing with the Pen tool 353
- Editing paths 357
- Adjust path segments 358
- Delete a segment 359
- Extend an open path 359
- Add or delete anchor points 360
- Smooth out paths 363
- About the Position tool 364
- Set strokes 364
- Define custom stroke styles 366
- Change corner appearance 368
- Compound paths and shapes 369
- Create a compound path 370
- Break up a compound path 371
- Create compound shapes 371
- JPEG (.jpg) files 382
- Bitmap (.bmp) files 382
- Macintosh PICT (.pict) files 383
- PCX (.pcx) files 383
- Scitex CT (.sct) files 383
- Placing graphics 384
- Bitmap import options 386
- 4 Do one of the following: 389
- Set layer visibility 390
- Paste or drag graphics 391
- Display performance options 393
- Use the Links panel 397
- Work with Links panel columns 397
- Display link information 397
- Update modified links 399
- Restore missing links 399
- Find missing links 399
- Relink to a different folder 400
- Edit original artwork 401
- 1 Select the image 402
- 1 Choose File > Place 403
- ❖ Do any of the following: 406
- Select text inside a frame 411
- Select multiple objects 411
- Unable to select objects 412
- Arrange objects in a stack 413
- Transform objects 418
- Rotate objects 420
- Scaling vs. resizing objects 423
- 4 Do any of the following: 427
- Repeat transformations 430
- Clear transformations 430
- Align panel overview 430
- 1 Select the Gap tool 433
- 1 Select the objects 434
- Create nonprinting objects 436
- Paste an object into a frame 437
- Remove a frame’s content 437
- 1 Select a frame 439
- 3 Apply the settings 442
- EPUB and HTML options 443
- Clipping paths 444
- Clipping path options 445
- Apply transparency effects 449
- Edit a transparency effect 450
- Copy transparency effects 450
- Transparency effects 451
- Drop Shadow 452
- Basic Feather 454
- Directional Feather 454
- Gradient Feather 454
- Use Global Light 455
- Set the opacity of an object 455
- Isolate blending modes 459
- 3 Choose Object > Group 460
- Flatten an individual spread 462
- Highlight (preview) options 463
- Chapter 15: Color 469
- Applying color 471
- Apply the last used color 472
- Remove fill or stroke color 472
- Edit the fill or stroke color 473
- Cycle through color modes 474
- Working with swatches 475
- Create color swatches 477
- Manage swatches 478
- Edit a swatch 479
- Control swatch names 479
- Delete individual swatches 479
- Import swatches 480
- Kuler panel 483
- About tints 485
- Create and edit tints 485
- Gradients 486
- First color stop 487
- Modify gradients 488
- Mixing inks 491
- Manage mixed ink groups 492
- Chapter 16: Trapping color 495
- Trapping text 497
- Trap a document or book 498
- Trap presets 499
- Manage trap presets 500
- Assign a trap preset to pages 500
- Set up trapping page ranges 501
- Trap preset options 501
- Trap thresholds 502
- Set sliding traps 503
- About trapping black 503
- Adjust the trapping sequence 506
- Chapter 17: PDF 507
- Export a book to PDF 508
- Adobe PDF presets 509
- Adobe PDF options 512
- About PDF/X standards 513
- PDF compatibility levels 513
- General options for PDFs 514
- Structuring PDFs 523
- Tag page items manually 527
- SWF export options 531
- 1 Choose File > Export 536
- Creating PDF forms 537
- Preview interactive documents 538
- Use Presentation Mode 538
- Bookmarks 539
- Hyperlinks 541
- Create a hyperlink to a file 543
- Create a hyperlink to a page 543
- Manage hyperlinks 545
- Delete hyperlinks 546
- Rename a hyperlink source 546
- Reset or update hyperlinks 546
- Cross-references 547
- Using cross-reference formats 549
- Manage cross-references 553
- Movies and sounds 554
- Change movie settings 555
- Change sound settings 555
- Poster options 555
- Place a video file from a URL 556
- Animation 557
- Motion preset options 559
- Manage motion presets 560
- Edit a motion path 561
- Clear transitions 563
- Create buttons 564
- Make buttons interactive 565
- Add actions to buttons 566
- Event types 567
- Action types 567
- Edit or delete button actions 568
- Create jumps to text anchors 568
- Change button appearances 569
- Create multi-state objects 570
- Create button hot spots 571
- Set the button tab order 572
- Chapter 19: XML 573
- Importing XML 576
- About merging 578
- Import and append XML data 578
- Lay out XML manually 579
- Map XML tags to styles 579
- 3 Click OK 580
- Create a placeholder frame 582
- Create a placeholder table 583
- Create placeholder text 584
- Import and merge XML 585
- 8 Click OK 586
- Tagging content for XML 587
- Tag items 588
- Tag frames manually 589
- Tag text in tables 590
- Specify Autotag defaults 591
- Use the Structure pane 593
- Structure pane icons 593
- Rearrange structured elements 594
- Add an attribute 596
- Edit or delete an attribute 596
- Edit href attributes 597
- Use DTD files to validate XML 598
- Exporting XML 600
- Chapter 20: Printing 603
- Print a document or book 604
- Options for printing objects 605
- 1 Choose File > Print 606
- 1 Choose File > Print 607
- Print as bitmap 610
- Preview documents 610
- 3 Click Print 612
- Print the bleed or slug areas 614
- Tile a document 616
- Printing graphics and fonts 617
- Managing color 619
- 12 Click Print 620
- Print a hard proof 621
- Preflight panel overview 623
- Define preflight profiles 623
- Define a preflight profile 624
- Embed and unembed profiles 624
- Export and load profiles 624
- Delete a profile 624
- Resolve errors 625
- Select a different profile 625
- Preflight books 626
- Package files 627
- Correct font errors 628
- Export pages in EPS format 632
- 5 Set additional options 633
- 7 Click Export 633
- Printing booklets 634
- Booklet types 635
- Chapter 21: Color separations 640
- Outputting spot colors 641
- Printing a composite 642
- Preview separation plates 644
- Preview ink coverage 644
- 2 For View, choose Off 645
- Overprint a stroke or fill 647
- Overprint a paragraph rule 647
- Specify emulsion 652
- Specify the image exposure 652
- Proofing color separations 653
- Producing in-RIP separations 653
- Print or save separations 653
- Running sample scripts 656
- Plug-ins 657
- Data merge 657
- Basic steps for merging data 658
- 1 Open the data source file 659
- <<Company Name>> 660
- <<Address>> 660
- <<Photos>> 660
- Insert data fields 661
- Merge records 664
- Update data fields 665
- Overset text reports 665
- Content placement options 665
- Local server workflow 671
- Enter user identification 672
- 2 Do either of the following: 678
- Receive packages (InCopy) 680
- Update content 684
- Update the InDesign layout 685
- Adjusting your workflow 687
- PageMaker menu commands 691
- PageMaker Edit menu commands 692
- PageMaker Type menu commands 693
- PageMaker View menu commands 695
- Keys for transforming objects 700
- Keys for tables 701
- Keys for working with type 702
- Keys for working with XML 705
- Keys for indexing 706
- Keys for panels 706
- Keys for the Control panel 707
- Keys for the Tabs panel 708
- Keys for the Layers panel 708
- Keys for the Pages panel 709
- Keys for the Color panel 709
- Keys for the Swatches panel 710
- Keys for the Transform panel 710
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