Last time I showed you how I set up my files with Grids, Guides and Baselines. Now let’s continue down the road of good file prep practices and look at the Master Pages and text styles. These are all very important steps! Don’t skip them for the sake of saving time at the beginning. You’ll regret it later when you have a messy file and you’ll probably be embarrassed to pass it on to another designer.
Master Page Elements
Setting up Master Pages may seem like busy work now, but you’ll be happy you did it later, especially for multiple-page documents or if you are creating single page documents that are in a series and all need to have the same look (like an ad or flyer campaign).
What can you put on a master page? Everything! Master pages are ideal for repeating elements such as
- page number and other folio information (publication name, logo, volume info, author, etc)
- header or footer graphics
- master text boxes
When you get to the actual layout pages, in order to use the text boxes you’ll have to Ctrl/Cmd+Shift+Click on them in order to detach them from the Master. Unfortunately, after detaching an object from the master page, any modifications you make to the master object will not affect the detached object unless you reattach it; but reattaching it clears all alterations you’ve done to it, including filling it with text.
If you find yourself using an element often but forgot to include it in the Master Page at the beginning, no problem!
- Copy (don’t cut just yet) the object
- Open your Master Page
- Right click and select Paste in Place
- Go back and delete the other instances of the object on the layout pages
I don’t ever cut (Ctrl/Cmd + X) things until I’ve put a new instance of it where I actually want it, just in case something happens and I didn’t copy it over properly. Having to go back and delete the original sure beats having to rebuild the whole thing!
Remember you can layer master pages, too. For example, you can have only folio information on A-Master. Create a new B-Master for your section title pages (you don’t have to use both pages!) and base it on A-Master so that it also contains the folio information. Create a C-Master, also based on A-Master to include the folio, for article pages and even a D-Master based on C-Master (which is based on A-Master) for list of some sort! You only need to create multiple master pages if there are multiple kinds of pages that share common elements. Don’t get carried away and create your whole document in the master pages, though!
A quick note to Quark users: I recently began using Quark more and there is a distinct difference between Quark and InDesign Master Pages. With InDesign, all Master Page items are automatically locked in place and are not unlocked unless you completely override them (Ctrl/Cmd + Shift + Click on the object). With Quark, Master Page items are not locked by default and can be accidentally moved, in which case, they are actually duplicated on the layout page. To avoid this, check out the simple instructions in Mastering Master Pages on Planet Quark.
Paragraph and Character Styles
After setting up the master pages, it’s time to think about how text will be organized—the information architecture. Defining your Paragraph and Character Styles is just like setting up the master pages; it may seem like extra hassle now, but you will be very thankful when you have to make a change to every instance of the section headers when the book is nearly complete.
There is a default paragraph style called [Basic Paragraph] in InDesign whenever you create a new document. It’s best to modify this because by default, all other styles are based off of it.
To start, I copy some text into the InDesign document, most often from a Word document with the body copy. You can also import text from a source like a Word or Notepad file to the InDesign document instead of copy pasting. This is probably fastest.
Importing text does not work like linking images—unfortunately updates to the original file do not affect the text in InDesign—even though the process is similar. Hit Ctrl+D to open the Import dialog box, select your text file and click ok. The cursor will change to show the text waiting to be placed. Click in an existing text box to place the text or click anywhere in the document to create a new text box filled with the copy.
Edit: I’ve found out how to link text so that updates in the original text file propigate in InDesign. It’s an option in the preferences. Go to Edit>Preferences>Type (for Windows) or InDesign>Preferences>Type (for Mac OS) and check the box in the Links section that says Create Links When Placing Text And Spreadsheet Files. Thank you Adobe Live Docs!!
For me, it’s too difficult to imagine how particular options will look in the layout so I use the paragraph and character palettes to adjust the body copy until I get something that works. Then (at least in CS3), with the cursor in the text I’ve modified, I navigate to the Paragraph Styles palette and right click on [Basic Paragraph] and select Redefine Style. This updates all instances of [Basic Paragraph] to reflect the modifications I made.
I do the same steps as above for every style I think I’ll need: headers, subheaders, bylines and even the folio information on the Master Pages gets a style, just in case I need to change it later. Creating styles like this also makes it much easier for other designers to pick up where you left off or create documents that have the same look without having to either guess or go in and click on each kind of text to write down the attributes.
Of course it’s no problem to add more styles once I’m farther along in the project and find I need styles for things like bulleted or numbered lists or pull quotes. For more on Paragraph styles, see my previous article, Avoiding Disaster with Paragraph Styles.
Whenever you see a + next to a Paragraph Style name in the Paragraph Styles palette, that means that there are portions of the active text where the style has been overridden. You can correct this by redefining the style (but be careful! This will update ALL instances of that style, including other styles that are based on it) or you can place the cursor in the offending paragraph and right click on the style in the Paragraph Styles palette and choose Clear Overrides.
Character styles are important, too. They will help keep your Paragraph Styles clean (avoiding overrides). These work very similarly to Paragraph styles except that they only apply to the selected portion of the text. Read more about how to use Character Styles in my previous article, Avoiding Disaster with Character Styles.
I just learned a really awesome Secret Weapon about InDesign Styles from Quark vs. InDesign. There are some really nice features in InDesign that Quark simply can’t compete with!
Shortcuts for Styles
A quick word on the fastest way to style your text: shortcuts.
To apply a shortcut for a style:
- Double click the style to open the options dialog
- Click in the Shortcut field on the first tab of the style dialog box
- Make sure the Num Lock is on
- Use any of the modifier keys (shift, alt/opt or ctrl/cmd) plus a number from the 10-key pad
- If the shortcut is currently assigned to another style (as you can see in the image), it will warn you
- Now you can select the text and use this newly defined shortcut to apply the style so you don’t have to waste time pointing the cursor back to the Style palette to click it
Notice that you can’t just use any keys for the shortcuts, they have to be numbers from the 10-key pad. Unfortunately this means that it won’t work on a laptop, unless you have an extended keyboard.
Awesome, Lauren! Keep ‘em coming, see-voo-play!
Alec,
If I don’t address something or you want to know how to x-y-z, please ask!
I thought you would appreciate these! I think you were the one that originally asked for a project walk-through, so thanks for the good idea
Gawd, yes! Anyone looking past single-page docs—especially fledgling book designers—need to digest this. Master pages and stylesheets make up the necessary foundation to any book design project.
Good job, LaurenMarie. A simple explication of necessary method.
A very useful resource, Lauren. Would you consider doing a follow-up post showing an example of an A-master, then a B-master based on the A-master (but adding new elements), and then a C-master?
Wouldn’t it be great if a future release of InDesign allowed for imported text to be updated when the original text file has been modified.
Stephen,
I feel like I need to make a polite bow and graciously say thank you.
Tracey,
Sure thing! I have a couple more posts for this project and I’ll certainly show an example of the layering master pages. As to the updating text, I believe that’s what InCopy is for, but I don’t know a whole lot about it. It would be nice if they offered a cheaper version like what we’re talking about though!
I am starting to work InDesign just today and I stumbled on your blog. Great info!
I have two questions:
- Is it possible to mirror the left page on the right page (and vice versa)?
- Is it possible to drop a guide upon the whole spread?
Thanks, Jelle
Got the answer to my second question.
Drag the guide besides the spread in the working area.
Jelle,
Hi! I’m so glad you’ve found this info useful and that you’re asking questions. Yes, you did figure out the right answer to your second question
For your first question, do you mean for the margins? If it’s for margins, yes they can be mirrored. While in the Master Page go to Layout>Margins and Columns and you’ll be able to set the Inside and Outside margins (as opposed to a Left and Right margin for single page layouts). You may need to click the Link icon so that you can change the values independently of each other.
I’ve written another series on InDesign, too, starting with You Still Use Quark?! if you want to check those out!
Wow. Thanks for the quick answer. It’ snot what I mean though. Maybe if I use an example it is more clear:
If you have a red square somewhere on the left page, is it possible that you get the red square at the same -mirrored- position on the right page?
So if you have it somewhere in the upper-left corner on the left page it mirrors to the upper-right corner on the right page.
I hope my question is clear now.
Jelle,
As far as I know there is no built in function that will allow you to do that, however, if you adjust your margins to properly position the object you could do it manually.
For example: You want the object 1.5” from the top and 3” from the outer edge. Adjust your top margin for the whole layout (in the Master Page) to be 1.5” and the outer margin to 3”. Now turn Snap to Guides on (View>Grids & Guides>Snap to Guides) and create your object, snapping it to where the margins meet on both pages.
To exactly replicate the object, hold down Alt/Opt then click and drag the object. If you also hold shift, you will keep the object in a straight line either vertically or horizontally depending on which way you drag it. Does that make sense?
Yes, it does. Thanks for the explanation, I also didn’t know that if you hold shift the object moves in a horizontal/vertical line.
I know a vector drawing program where you need to hold Ctrl to do that. Have to get used to learning new hot keys everytime. ;)
Jelle,
I know what you mean about the shortcuts. I’ve been working a lot in Quark recently and it is beyond frustrating! The hand tool, which allows you to move about the layout, can be toggled with Spacebar in all Adobe programs, but in Quark, it’s Alt! And Quark doesn’t let you change the shortcuts (Adobe programs do, so if you’re more comfortable with other shortcuts, you can change them).
If I create 3 different master pages for 3 different sections for a book. How can I continue page numbers from one section to an other? Thanks!
tse,
You’ll need to layer your Master Pages. Have one Master Page that is only the auto page numbering. Then base your other Master Pages on that one. You’ll see the option to Base Master On when you create a new Master Page. Is that what you mean? If that’s not what you wanted, please clarify what you mean by sections (separate files?) and I’ll see if I can help you!
LaurenMarie,
Why does the A-Master have what appears to have “2 pages” in it? When I add a picture to that it does not appear on the first single page in the palette on the bottom. That’s basically all I needed to know about that. Thanks for the advices.
I was searching the web to see if paragraph styles can be applied as a master style…. to separate documents added to a book? I’m just learning how to organize a book and we are converting over 20 separate pagemaker files into InDesign. I haven’t found a way to create one set of paragraph styles and apply it globally to the other documents. The Synchronize function won’t work because no styles were previously applied in any of the original docs. Can you help?
Eagle-Bear,
Oh no! I completely missed your comment. I’m so sorry! If it’s not too late (or if others are looking for the same answer), for what it’s worth: A-Master has two pages because it was set up to have 2 facing pages (default). You can have up to 10 pages/master. Get the number of pages option by right clicking on the master and selecting Master Options for “Master Name.” The facing pages option is in File>Document Setup, the little checkbox at the top on the right side of the Number of Pages field.
If you add something to a master page and it doesn’t show up on your layout page (bottom pane, pages panel), make sure that the master is actually applied to the layout page. You’ll know if a master is applied—and which master is applied—by the prefix letter in the upper corner (see the ‘A’ on my layout pages in that screenshot?).
Karen,
Yeah, if you don’t have styles already applied, it’s kinda hard to sync! Unfortunately unless you want to redefine the Normal style, it sounds like you’ll have to go in and manually create then apply the styles. You can import styles, too. Like if you create the styles in one InDesign doc, then in another, go to the paragraph styles panel, the flyout menu (the little arrow on the upper right corner), Load Paragraph Styles (or text styles if you want to pull character styles, too) and then choose the doc that has the styles you want to import. For quick applying, try creating a shortcut for the most common styles. Remember that for custom style shortcuts, you’ll have to use a modifier key (ctrl/cmd, alt/opt, or shift) plus a 10-key pad number—this will not work with the numbers at the top of the letters on the keyboard.
Finally, you might also try looking at Adobe Help and InDesign Secrets in case they know something I don’t!
Thank you so, much for the info, Lauren Marie:-) I hope you don’t mind my asking many questions…as since I’m new with In Design and layouts in general I have many questions.
For example with typography, when I’m doing a layout like a mock up cover for a magazine I have the title in big and when I add like the month of the magazine or a website address on it I tend to just resize the same fonts. Is there a standard way in doing that? Is my resizing fonts to fit in place bad mojo? Thanks in advance and your responses:-)
Thanks!
Eagle-Bear,
I don’t mind questions at all! Are you using paragraph styles for your layouts? You should! It’ll make things a lot easier. I wouldn’t say resizing is “bad mojo” but there are standard sizes for fonts (you’ll see them in the drop down, but they tend to be like 6, 8, 10, 14, 18, etc).
Hi Lauren -Marie,
maybe you can help with a strange question. I need to add an extra 3/8 of black on alternating pages (printing 2 sided) so that when it prints I have black areas in the gutter of the book, so when it is bound the rings cut into the black area and not existing image. I set two master pages (A&B) and applied to alternating pages. Then I realized I’d have to set my trim lines on each master page since i couldn’t use the standard trim. Once i put my cutlines in i applied the master pages pages but my trim lines did not follow. Any advice? Does this make sense? thanks!
steve,
I think I understand, but why do you need different trim lines for the pages with the black gutter? You’ll need a gutter on all the pages, regardless of whether they have images, right? You don’t want the text to be too close to the binding either.
If it’s really what you want to do, I don’t think there’s a way to set up two different bleed areas in the same document. You’ll either have to divide into two documents (I wouldn’t recommend that), or make your pages slightly bigger and adjust your margins. Try talking with your printer. See if s/he has any suggestions for what you’re trying to accomplish.
Thanks!
the reason I was alternating pages with more bleed on the side is that I’m doing a “mock up” book to sell the idea of the book itself , but also as a storyboard for producers to think of it as a movie. Hence- I want it to lay flat and not just kicking out a two page spread…which would be MUCH easier. I’m spiral binding but want the area of the binding to not intrude on the art. (the book is set up for normal book publishing, so this is something that I never originally thought of when laying out the book) Apparently I did a good enough job by just having an A and B master page with extra room left and right (depending on page) that they could set it up from there.
But thanks for getting back to me!
steve
PS- I am curious tho why I could not have my added lines (I set up my OWN cut lines on the documents art board of each master page) show up in the rest of the document when I applied master pages. It applied the extra “gutter” but not my lines.
Steve,
It sounds like you’ve figured it out. I understand a little more what you were going for, I think (heh). So what you were originally asking (and have re-asked in the PS) is why your tick marks were not showing up on layout pages even though you can see them on the Masters. I’m thinking it’s one (or both) of two reasons: 1) you have layout items covering them, and/or 2) they are lower in the layer order (either on a lower layer or just lower in order on the layer). Master page objects are always behind layout pages unless you put the master objects on a higher layer and keep layout items on a lower one.
So, to have your own cut lines show up on the layout pages, put them on their own layer—and then I’d suggest locking it just to make sure you don’t accidentally start placing things on it. Move that layer to the highest place in the layer order (top of the panel). You can move things from layer to layer by selecting them, then going to the layer panel and grabbing the little colored box on the right side and dragging it to another layer (just like in Illustrator). Does that help?
Lauren Marie-
yes it does! Thanks, thanks and thanks- i will try it just so if I’m ever in this situation again (let’s hope not;) I know what to do!
steve,
I love answering them.
Awesome! Come back any time with InDesign questions
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