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Hi, in this video I will be teaching you how to create an index with InDesign CS6.
An Index is this little register that you always find in books or long documents
that makes it really easy to find the things you're looking for.
As an example we're going to use the lecture notes that we put into InDesign
in the video before.
You see here our lecture notes
and we have already some keywords on our pages.
And I would like to put all of those keywords
into an index, so i can find them quickly if I need them.
We start by opening our indexing window.
You find this under *Windows* -> *Type & Tables* -> *Index*.
Now we select our type tool and go into our text.
And if I want to include for example this whole paragraph into my index
"Data types in ArcGIS"
i just select the text
and click on this little symbol here.
And this will create an new index (entry).
In can change the name in here
but we're not going to do this for now
and I just say this should be linked, to only the current page.
I could also go across a lot of other pages
and also include "see also" remarks
like listed here.
However for now we click on OK.
And we see now under "D"
we have "Data types in ArcGIS"
and it's telling us we find this on page 2.
If you want to jump to this entry
we can click on this symbol
and this will bring us to the point were the index is linking.
Let's zoom in a little bit.
And we see now that the index (entry)
is indicated by this little roof symbol [ ^ ] here.
And it's really important to renmenber, that the roof symbol
is independent from the text that stands behind here.
So if I change something in here, I delete the "in".
This will not be updated
over here.
If you want to edit your index
you need to double click
and you can change your text in here.
So this only links
to this specific place and ignores what stands behind it.
This also means that you can include the same word
several times in your index.
For example, I can use this "Data" again
and make a new reference in my index.
We click on OK.
And now I see I have the data here as well.
If I would like to have the "Data Types in ArcGIS"
as a subpoint of my "Data"
I select the thing again.
click on *new index reference*.
And this time I'm going to move this down.
And over here I can select in "D" -> "Data".
If I click OK now
We see that "Data Types in ArcGIS"
is a subcategory of "Data".
I also choose to keep this one
but I could also delete it over here.
Lets move on on this page.
In here I only want to include those 2 words, so I select them again
and click on new
and I click on OK.
And now you see we have "Digitised Data" over here.
I'm going to do this now for the complete document
and we see us back in a few seconds.
I'm now on page 12 and have found the kay word "coordinate system"
however I have already included this one in german.
So this time I'm going to select it
and create a new entry
and instead of including this reference here
I will say "see"
and over here we're going to go to "K".
And now I would like to include "Koordinaten Systeme" into here.
So it would link from "coordinate system" with "see Koordinaten Systeme".
Unfortunately I can't double click on this one and this will create an entry here.
Because if I double click, it always places this
in the first level.
So what I'm going to do in this case.
I push this down a little bit.
Like this.
And then I'm going to double click "Koordinaten Systeme"
copy this one and paste it into here.
Now I move this one up
and delete "Koordinaten Systeme".
It's kind of sad that you can't put your cursor in here and dobule click
but this is just the way InDesign works.
Now we can click on OK.
And we can see over here
we have "Coordinate system" and it says "see Koordinaten Systeme".
However now we're still messing this reference
in "Koordinaten Systeme" if we scroll down
it's only linked to page 5 and we want to include this one as well.
SO now we can select this one.
Click on New.
And this time we replace it with "Koordinaten Systeme", we click on OK.
And this adds also page 12.
Here I have the word "Projektionen"
this is the German word for projection.
And you see here it's written the same way
in our Index and it's already on page 5, so in this case I can click on new
and I can click immediately on OK
because as long as both words are written the same way
they always will be the same way in our index list.
So we click on OK, and we see it's automatically added as page 14.
If you have some writing variations
you need to make sure that you select
if you make a new reference here, the right (index entry) from down here.
By the way, if you find things like
the coordinate system, in this case "GK", this is a name.
I would always try to include those things into the index as many times as possible.
In this case for example, activate a new reference here,
Just as "GK" so this is one entry.
But then also add this under "Projections".
Because the person that is searching your index might look
under very different points for this one word.
So if you make sure to include it on several positions in your index
it's very likely that your reader is finding what he (or she) is looking for.
So in this case I include this under "Projektionen".
And now we have included the "GK"
at several points in our index.
Let's take a look at another situation.
If we have the word "dataframe" here
we have written this as one word.
If we want to include this one here, we click on new.
And if you wold now click on OK
it would create a separate entry.
Because so far we have written "data frame" as two words.
So in this case you just double click on this one here, and it will correct the spelling.
We click on OK and now it's included.
All right here is another tip
If you have an headline for example, and you know you have a lot of subcategories that you would like to put under these
for example digitise data in this case.
And you would like to put under this point: Snapping, Autocomplete, Trace tool and so on...
You can also copy this one here
so this one here, over here.
And if we now select the next point
we click on New, we move this down
and we just paste this one over here.
So this way we don't need to look for it
in the list down below, and we can just do it very quickly.
All right, I have reached my last key word.
And now I just want to show you another thing
You can toggle in here between reference and topic (view).
And topic view will just show you the different keywords
and not the pages where those words are on.
Otherwise we're going to go back to the first page.
And after our table of contents were going to insert a few new pages.
We go to page 2.
And now we need to open again our index panel.
Actually we can also dock this into here, so it does not disapear.
And now we would like to include
our complete index on this page.
To do this we update the preview first (optional)
and then we generate our index, click on this symbol.
and in here you could now set a lot of different things, like styles and so on.
But for now I just click on OK and we take a look how it looks like.
Let's zoom out.
And the first thing we realise it
that it is just one line.
So if we select the text frame
we can actually make this 2 or even 3 lines.
I think 3 lines might be quite nice.
And if we click on this "+" symbol, we can also let it flow to the next page.
Over here we can also divide this one into 3 columns.
Now let's zoom in.
And here we have our nice index.
Of cause we really have to tweak this a little bit.
So we go back to our normal view.
So actually if we go to our Paragraph (styles), we see
that the creation of the index, has already created us some nice paragraph styles for this index.
So if we take a look.
For example I would like to have this
level 2 index (entries) indented a little bit more
so we go to paragraph
and increase the indent.
And you see now this change is reflected by the "+" sign.
We right click and click on *Redefine Style*.
And this will change this for all our different level 2 links.
We can also change the style of the numbers
behind the text.
However at the moment the numbers have no character style applied.
But if we take a look
here we already have an "index Cross-reference" style.
So in case you want to update your index
just put your cursor in here
and click again on *generate index*
and in this case we're going to click
on Page number -> Index Cross-reference".
This will apply this character style to each page number. We click on OK.
And you see the Index has successfully updated. We click on OK.
And we see now that the numbers in the back are all italic.
So this is the character style we have over here.
We can now edit this one.
And for example give those a blue colour.
Click on OK.
Maybe this is a little bit to light.
And here we have our nice index.
If we now look for example for "Google Earth"
we also find here the Google Earth Projection.
And if we look under projection, because we're interested in the projection inside Google Earth
you also find "Google projection".
So as I recommended before, it's always nice to include links to certain topics in your book
from several points in your index
because you never know on which point your readers will look for something.
We also see here that our "Coordinate system"
has a link "see Koordinaten Systeme".
However I would recommend to avoid those things, because
it's very tedious if you look for something, if you look for "coordinate systems"
you ended up finding the thing under "C"
and now you need to search again under "K".
This is really quite annoying, and I see this in books quite often
and even tough it would take a little bit more space to include the same references under "coordinate system" as well
it's much more convenient for your reader to find something.
All right and there we have our nice index.
However before you export your document
make sure to update your index
so that the links point to the correct page numbers.
Also here are some more tips for creating an index.
As you might hhve seen with my index
it was not very nice, because of spelling mistakes and
double words, and stuff like this.
So before you start creating your index, make sure your spelling is correct.
and that you have kind of an idea
which words you want to put into your index.
It can also help to decide before you start with your index
which subcategories you want to have.
Like "Projection systems" and you want to put a lot of projections into this.
Or "editing" and you put a lot of things that you use for editing under the subpoint "editing".
Also if you put a lot of things under the point "Editing"
try to put them also as a single word in your index.
So if I want to edit shapefiles, if find also the editing of shapefiles under "shapefiles".
Over all I think there is no easy way to make an index
if always require a lot of time and effort.
but I would really recommend to take your self the time to make an good index, because
people can really take advantage of your book or document
if they have an easy time, finding what they are looking for.
If I look at the index of this book, and I don't find the thing in the index
I will put the book away.
And maybe it's in there, but if I can't find it it's basically useless.
So in the last part of this video, I will show you now how to export your document
because we have a lot of pictures in there
and how to export them that the file size of the final document isn't to big.
If we now take a look at our pages, we see now that page 4 is empty.
So we can delete this one.
However then we hhve to update our table of contents.
Double click onto the TOC to go with the cursor into the table.
Under *Layout* go on *Update TOC*.
This one is updated.
We do the same thing with our index.
In the index panel, click on generate index and we click again on OK.
And also our index is now updated.
Let's save our document.
And now we're ready to export it.
Go on *File* -> *Adobe PDF presets* and we chose *High Qualety Print*.
We save this one on our Desktop.
I have this one already saved, so I replace it.
And I going to export all pages.
Also I would like to include bookmarks and hyperlinks
so I can click on my TOC and index, and it will
bring me right to the spot in my document.
To control for the document size we need to compress our pictures.
And in this case we only have grayscale images.
We going to reduce the resolution of the images
to something like 100 dpi.
And I thing something above 150 dip should be reduced in resolution.
Also we change the quality to low.
This should take less space to save the pictures.
Now I can click on *Export*.
And we let InDesign do it's job.
All right now were finished, and we can take a look at the final product.
Let's first check how big the file size is.
In this case it's 5 Mb, this should be fine.
Let's tale a look at the document.
We have here our TOC, and you can see we can click on this.
And this brings us right to the correct page.
Also we have here our index, let's zoom out a little bit.
and we can now click on the numbers
and this will also bring us to the correct page.
Also as you can see
the text is still quite readable.
So there you have it: Your own nice index for your book or very long document.
All right and there you have it.
Fun wasn't it? I know it wasn't.
But anyway, I hope you liked this tutorial and learned how to create your indexes in InDesign.
Until next time! Bye Bye!