Leveling guided reading books

To make sure you're working with the latest content and not overwriting someone else's work, use the following methods.

• Store collection files on a server accessible to all team members. If team members do not have access to the server, collection packages can be created and distributed.

• When you create a collection, a special folder is created to store the collection file and its contents. Use these collection folders to store collection files and content files. They make it easier to manage shared files in a workgroup and ensure that users open the correct files.

• In InCopy, open an assignment file instead of a single InCopy story. In this way, you can view inline and layout data in Galley and Layout views. If you are exporting content without assignment files, you must open the InDesign file to view the inline and layout data.

• With the assignment file open, open an InDesign document or check out content from the server to edit in InDesign or InCopy; make sure the frame edges are visible (View > Auxiliaries > Show Frame Edges) so you can see the frame icons when they appear.

• In InDesign, if you want to remove files from your workflows (for example, due to a scheduled production start date), you can unlink those files or cancel the assignment package.

With workflow management between InCopy and InDesign, authors and editors can create, overwrite, enhance, and edit documents while designers prepare the layout. Typical workflows include managing files on a local server, sharing files by sending packages via email, or a combination of the two.

These workflows assume you have a basic InDesign template with layout geometry, styles, and boilerplate text. Layout geometry includes page dimensions as well as text and graphics frames. InCopy uses these elements to display data about the inline.

Local Server Workflow

1. In InDesign, create assignments and populate them with content.

In this step, the exported text and graphics frames are included in the managed process, where they are available to InCopy users for writing and editing.

2. Make the collection files available to InCopy users.

Save the files on a server accessible to all workflow participants.

3. In InCopy, open the assignment file, check out the material or graphic to edit from the server, and edit the material or graphic.

InCopy, the Assignments panel only displays files with content assigned to the user. Whenever a file is saved to a local server, the changes are saved to the file system, and anyone working on that document (either an InDesign layout or another managed content file in the document) is notified of the changes. These users can refresh the content to see the latest changes. Content remains checked out for modification until you check it back into the public domain.

4. Do the necessary layout work in InDesign.

Whether or not content files are edited in InCopy, InDesign users can work with document layout. In this case, you do not need to retrieve the document from the server for editing. When an InCopy user saves content checked out for modification, the InDesign user can refresh the content in the layout to reflect the latest changes.

5. Continue working in InCopy.

When you're done editing, return the content to the public. After that, other users can check out and work with the content to edit from the server. If a user changes the layout in InDesign at the same time, you can update and view the layout geometry as you work.

6. In InDesign, verify that all content checked out for editing has been checked in.

Managed workflows let you know who checked out files for modification. When the content files are checked in from the server, InDesign users can check out the content files from the server to finalize the layout.

Email workflow

1. In InDesign, create and send assignment packages.

Create collection packages and assign the content to the right InCopy users, then forward the packages to the InCopy users. To avoid editing conflicts, package files are automatically checked out from the public domain.

2. In InCopy, open the assignment package, check it out from the server, and edit the story or graphic.

When you receive the collection package in your email, double-click it to open it in InCopy. File changes are only saved locally. Other users will not be notified of the changes.

3. Do the necessary layout work in InDesign.

InDesign users can work with document layout whether or not content files are packaged. In this case, you do not need to retrieve the document from the server for editing. If you need to update the layout or assignments, you can send the updated package to InCopy users.

4. Check in the edited package into InCopy.

When you're done editing, check in the content to the public, and then forward the modified package to the person you got it from. After that, other users will be able to extract the content from the server, see the latest revision and work with the file.

5. In InDesign, verify that all content checked out for editing has been checked in.

Managed workflows let you know who checked out files for modification. Once collection packages are checked in, content in those packages becomes editable. When the files are returned to the public, InDesign users can check them out from the server to finalize the layout.

Each user participating in workflows must have a name. This identification allows you to find out who checked out a particular file for modification and make that information available to other users. Identification is also required in order to retrieve a file from the server for modification.

If you have already provided a username and want to change it, you must check in any content you have checked out first. Otherwise, if you change your user ID during an edit session, you will not be able to edit the checked out content, as it will be locked under a different username.

User authentication is application dependent. No user can have multiple identities for the same application.

The InCopy Comments and Change Tracking features use the name you specify to identify the author of the comment or tracked change.

1. Do one of the following:

2. Enter a unique name and click OK.

If you did not enter a username in this way, the first time you try to perform an action in the workflow, you will be prompted to enter a username.

The Color pop-up menu in this dialog box is for identifying editorial notes and tracked changes. You can optionally select a color here, but this will not affect anything in the managed workflow.

Icons can appear in text and picture frames, in the Assignment panel, and in the Content panel (InCopy only). Edit status icons appear next to the managed file in the Links and Assignments panel to indicate the status of the content. Icons appear in frames containing linked InCopy content (in Layout view in both InDesign and InCopy). These icons also indicate the state of the content and can be used to distinguish between managed and unmanaged content. The corresponding tooltip indicates the edit state and owner. To display frame icons, you need to make sure that InDesign and InCopy have the option to show frame edges turned on (View > Auxiliary Items > Show Frame Edges).

(InDesign) The InDesign document window must be in Normal mode for the frame edges to show. (Click the Normal Mode button in the lower left corner of the Tools panel. )

The Out of Date icon on the Available, In Use, Editing, Text Content, and Graphic Content icons indicates that the content is out of date; those. the version contained in the file system is newer than the version on the user's computer.

Related content

• Exporting content as separate InCopy files (InDesign)
• Working with offline documents
• Deleting links to content files (InDesign)
• Tracking and viewing changes
• Adding editorial notes 9003 InDesign

Creating Book Files with Adobe InDesign

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1. InDesign User Guide
   
2. InDesign Basics
   
   1. Introduction to InDesign
      
      1. What's New in InDesign
         
      2. System requirements
         
      3. General
         
      4. Using Creative Cloud Libraries
         
   2. Work environment
      1. Basic information about the work environment
         
      2. Toolbox
         
      3. Parameter setting
         
      4. Operating environment "Touch control"
         
      5. Default key combinations
      6. Document recovery and cancellation
      7. Capture Extension
3. Creating Documents and Layouts
   
   1. Documents and Pages
      1. Creating Documents
      2. Working with master pages
      3. Working with multiple documents
      4. Set the page size, margin, or release area
      5. Working with files and templates
      6. Creating book files
      7. Adding basic pagination
      8. Numbering of pages, chapters and sections
      9. Converting QuarkXPress and PageMaker documents
      10. Sharing content
      11. Basic Workflows with Managed Files
      12. Saving documents
   2. Nets
      1. Nets
      2. Grid formatting
   3. Layout Tools
      1. Rulers
4. Add content
   
   1. Text
      1. Add text to frames
      2. Text block linking
      3. Arabic and Hebrew options in InDesign
      4. Creating text along a path
      5. Markers and numbering
      6. Glyphs and special characters
      7. Text layout
      8. Text variables
      9. Creation of QR codes
      10. Text editing
      11. Text alignment
      12. Wrap text around objects
      13. Linked objects
      14. Related content
      15. Paragraph formatting
      16. Character formatting
      17. Find/Replace
      18. Spell checker and language dictionaries
   2. Typography
      1. Using fonts in InDesign
      2. Kerning and tracking
   3. Text formatting
      1. Text formatting
      2. Working with style packs
      3. Tabs and indents
   4. Review text
      1. Track and review changes
      2. Add editorial notes in InDesign
      3. Import PDF file comments
   5. Adding links
      1. Creating a table of contents
      2. Footnotes
      3. Creating an index
      4. Endnotes
      5. Signatures
   6. Styles
      1. Paragraph and character styles
      2. Mapping, exporting, and organizing styles
      3. Object styles
      4. Drop caps and nested styles
      5. Working with styles
      6. Leading
   7. Tables
      1. Formatting tables
      2. Creating tables
      3. Table and cell styles
      4. Selecting and editing tables
      5. Stroke and fill tables
   8. Interactive functions
      1. Hyperlinks
      2. Dynamic PDF documents
      3. Bookmarks
      4. Buttons
      5. Forms
      6. Animation
      7. Cross references
      8. Structuring PDF documents
      9. Page transitions
      10. Audio and video
      11. Forms
   9. Graphic objects
      1. Introduction to paths and shapes
      2. Drawing with the Pencil Tool
      3. Drawing with the pen tool
      4. Apply line parameters (dash)
      5. Compound paths and shapes
      6. Edit contours
      7. Clipping paths
      8. Changing angle parameters
      9. Alignment and distribution of objects
      10. Related and embedded graphics
      11. AEM Resource Integration
   10. Color and transparency
       1. Color application
       2. Using colors from imported graphics
       3. Working with color swatches
       4. Mixing colors
       5. Shades
       6. Introduction to spot and process colors
       7. Overlay colors
       8. Gradients
       9. Flattening a transparent graphic
       10. Add transparency effects
5. Exchange
   1. Sharing and collaboration
   2. Send for editing
   3. Checking a published InDesign document
   4. Feedback management
6. Publication
   
   1. Hosting, exporting and publishing
      1. Internet publishing
      2. Copying and pasting graphic objects
      3. Exporting content to EPUB format
      4. Adobe PDF Options
      5. Export content to HTML format
      6. Export to Adobe PDF
      7. Export to JPEG format
      8. Export to HTML
      9. Overview of DPS and AEM Mobile
      10. Supported file formats
   2. Printing
      1. Booklet printing
      2. Marks and bleed
      3. Printing documents
      4. Inks, color plates and screen lines
      5. Overlay
      6. Creating PostScript and EPS files
      7. Preflight files before sending
      8. Printing thumbnails or large documents
      9. Preparing PDF files for service providers
      10. Preparation for printing plates
7. InDesign Extension
   
   1. Automation
      1. Data Merge
      2. Plug-ins
      3. Capture extension in InDesign
      4. Scenario development
8. Troubleshooting
   1. Corrected errors
   2. Crash on startup
      
   3. Settings folder error: read-only
   4. Troubleshooting File Problems
   5. Unable to export to PDF
   6. Recovery of InDesign documents

Impartial language. We're replacing non-inclusive language in InDesign 2022 (version 17.0) and beyond to reflect Adobe's core values ​​of inclusion. Any reference to the Master page is replaced by a link to the Parent page in our help articles for English, Danish, Hungarian, Spanish, Italian, Brazilian Portuguese, Portuguese, and Japanese .

A book file is a set of documents that can share styles, color swatches, master pages, and other elements. Book documents can be page numbered, printed as individual book documents, or exported to Files > PDF. One document can belong to several books.

One of the documents added to the book file is style source . By default, the style source is the first document in the workbook, but you can select a new style source at any time. When Book 9 Documents1223 is synchronized , the styles and swatches of the workbook documents are replaced with the styles and swatches from the style source.

1. Select File > New > Book.

2. Enter a title for the book, specify a location, and click the Save button.

   The Book palette appears. The book file will be saved with the .indb extension.

3. Adding documents to a book file.

When a book file is created, it opens in the Book palette. The Book palette is the work area of ​​a book file where you can add, remove, or organize documents.

1. Choose Add Document from the Book panel menu, or click the plus button at the bottom of the panel.

2. Select one or more Adobe InDesign documents to add, and then click the Open button.

   You can drag files to the Book panel from an Explorer (Windows) or Finder (Mac OS) window. You can also drag a document from one workbook to another. To copy a document, press and hold Alt (Windows) or Option (Mac OS).

3. If you select documents created in an earlier version of InDesign, they will be converted to Adobe InDesign CS5 format when added to the book. In the Save As dialog box, enter a new name for the converted document (or leave the name as is), then click the Save button.

   Adobe PageMaker or QuarkXPress documents must be converted before they can be added to a book.

4. If necessary, reorder the documents in the palette by dragging them up or down to the desired location in the list.

5. To specify a document as the style source, check the box next to the document name in the palette.

To open a document in a book file, double-click the document name in the Book palette.

Each open book file appears on a separate tab in the Book panel. If multiple books are open at the same time, click the appropriate tab to navigate to that book and access the menu for the desired palette.

Icons in the Book palette indicate the current status of a document, such as whether the document is open, missing (the document was moved, renamed, or deleted), changed (the document was edited, or page or section numbers changed when the document was closed), or in use (document opened by another user in a workflow). Icons do not appear next to closed documents.

To find the path to a document in a book, hold the cursor over the document name until a tooltip appears. Or choose Document Info from the Book panel menu.

Saving a book file

Book files are stored separately from document files. For example, if you choose Save Book, InDesign saves your changes to the book, not to the documents in the book.

1. Do one of the following.

   • To save the book with a new name, choose Save Book As from the Book panel menu, specify a location and file name, and then click the Save button.

   • To save the book with the same title, choose Save Book from the Book panel menu, or click the Save button at the bottom of the Book panel.

If the workbook is on a server, you must have a file management system in place so you don't accidentally overwrite corrections made by other users.

Closing a book

• To close a single book, choose Close Book from the panel menu.
• To close all open books in one palette at once, click the close button on the title bar of the Book palette.

Deleting documents from a book

1. Select a document in the Book panel.

2. From the Book panel menu, choose Delete Document.

Deleting a document from a book does not mean deleting the file from disk, the document is deleted only from the book file.

Replacement of documents in the book

1. Select a document in the Book panel.

2. From the Book panel menu, choose Replace Document, navigate to the document you want to replace the current one with, and click Open.

Opening a book file in Explorer or Finder

1. Select a document in the Book panel.

2. From the Book panel menu, choose Reveal in Explorer (Windows) or Reveal in Finder (Mac OS).

A window opens with an overview of the selected file.

When documents in a book are synchronized, the specified elements (styles, variables, master pages, trapping styles, cross-reference formats, conditional text options, numbered lists, and color swatches) are copied from the style source to the specified documents in the book, replacing elements with matching names.

If the elements present in the style source are not found in the synchronized documents, they are added. If some elements are missing from the style source, the corresponding elements in the synchronized documents remain unchanged.

Selection of elements to synchronize

1. From the Book panel menu, choose Sync Options.

2. Select the elements to copy from the style source to other documents in the book.

   Be sure to select all styles included in the definition of other styles. For example, an object style can contain paragraph and character styles, which in turn contain patterns.

3. Select style match groups to avoid duplication of uniquely named styles that have been moved into or out of style groups.

   Suppose a style source contains a character style in a group, and the document being synchronized contains the same character style outside the group. If this parameter is set, the character style is moved to the style group in synchronized documents.

   If this option is not set, a second instance of the character style in the style group is created with the settings that match the style source. The character style outside the style group is not changed.

   If a document contains multiple styles with the same name (for example, character style 1 in a style group and character style 1 outside the style group), InDesign behaves as if the option is not set. For best results, create styles with unique names.

4. Click OK.

Synchronizing documents in a book file

You can synchronize a book without opening its documents. InDesign opens closed documents, makes changes, and then saves and closes the documents. Documents that are open at the time of synchronization are modified but not saved.

1. In the Book palette, check the box next to the document you want to be the style source; the style source icon indicates which document is the style source.

   Selected style source

2. Verify that the elements to be copied from the style source are selected in the Synchronization Options dialog box.

3. In the Book palette, select the documents that you want to synchronize with the style source document. If no documents are selected, the entire workbook is synced.

   To make sure that no document is selected, click in the free gray area below the list of documents in the book; you may have to scroll through the list or resize the Book panel to do this. To deselect a document, Ctrl-click (Windows) or Command-click (Mac OS) the document.

4. Choose Synchronize Selected Documents or Synchronize Book from the Book panel menu, or click the Synchronize button at the bottom of the Book panel.

Selecting Edit > Undo from the menu will undo changes only to documents that are open at the time of synchronization.

Synchronize master pages

Master pages are synchronized in the same way as other elements: master pages with the same names as in the style source (for example, A-Parent) are replaced. Synchronizing templates is useful for documents that use the same design elements, such as headers and footers. However, if you want to store page elements on the master page in documents other than the style source, do not synchronize the master pages, or create master pages with different names.

All master page elements that are modified on document pages after the first master page sync lose their association with the master. Therefore, if you plan to synchronize master pages in a book, we recommend that you synchronize all documents in the book before starting the design process. In this case, the modified master page elements will retain their association with the master page and will continue to be updated from the modified master page elements in the style source.

We also recommend that you synchronize master pages from only one style source. When synchronizing from a different style source, modified master page elements may lose their association with the master page. If you want to sync with another style source, first clear the Master Pages check box in the Sync Options dialog box.

A book file created in a previous version of InDesign can be converted by opening and saving the file in InDesign CS5. When a converted workbook is synchronized, renumbered, printed, packaged, or exported, the documents it contains are also converted to InDesign CS5 format. You can overwrite or keep the original document files.

1. From the InDesign CS5 menu, choose File > Open.

2. Select a book file created in a previous version of InDesign and click OK.

   If the book contains documents saved in a previous version of InDesign, a warning is issued.

3. From the Book panel menu, choose Save Book As. Specify a new name for the converted book file and click the Save button.

Converting documents in a book

1. Open the book file in InDesign CS5.

2. Book panel menu:

   • If you want the original documents to be overwritten during conversion, select the Automatic Document Conversion check box.

   • If you want to keep the original documents and save the converted documents with a different name, clear the Automatic Document Conversion check box (the list of documents in the workbook will be updated to include the converted files, not the originals).

3. Do any of the following to convert documents.

   • From the Book panel menu, choose Synchronize Books (see Synchronize Book Documents).

   • From the Book panel menu, choose Update Numbering > Update All Numbers.

4. If the Automatic Document Conversion check box is not selected, InDesign prompts you to save each converted document with a new name.

Documents will also be converted when the book is printed or exported to Adobe PDF.

You can set options for numbering pages, chapters, and paragraphs in a book. In a book file, numbering styles and starting page and chapter numbers are determined by each document's settings in the Numbering and Section Options or Document Numbering Options dialog box. You can access one of these dialog boxes by choosing the Layout > Numbering & Section Options menu in a document or Document Numbering Options from the Book panel menu.

For information about adding page numbering to your document, see Adding basic page numbering.

The appearance of numbered paragraphs (for example, lists of pictures) is determined by the numbered list style included in the paragraph style.

The page range appears next to the name of each document in the Book panel. By default, InDesign updates the page and section numbering in the Book panel when pages are added or removed from book documents, and when changes are made to the book file, such as reordering, adding, or deleting documents. You can turn off the option to automatically update page and section numbers and update the numbering in the book manually.

If the numbering of the updated workbook is incorrect, it is possible that absolute numbering is set instead of section numbering in the General section of the Preferences dialog box. See Show absolute or section numbering in the Pages panel.

If the document is missing or cannot be opened, a question mark "?" from the position where the missing document should be to the end of the book. This means that the actual page range is unknown. Before updating the numbering, delete or replace the missing document. The "In Use" icon next to the document name means that the document is opened by another user in a workflow; to update the numbering, this user must close the document.

Change page and chapter numbering settings for each document

1. Select a document in the Book panel.

2. From the Book panel menu, choose Document Numbering Options, or double-click the document's page numbers in the Book panel.

3. Set pagination, section, and chapter numbering options. (See Document numbering options.)

4. Click OK.

If, instead of selecting the Automatic Page Numbering option, you specify the start page number of a document in a book, the document will start on the specified page; and all subsequent documents in the book will be renumbered accordingly.

Start numbering on an even or odd page

You can start page numbering in a document on an even or odd page.

1. From the Book panel menu, choose Book Page Number Options.

2. Select Continue on next odd page or Continue on next even page.

3. Select the Insert Blank Page check box to add a blank page at the end of any document before the next one, which must start on an odd or even page, and click OK.

Turn off automatic numbering in a book

1. From the Book panel menu, choose Book Page Number Options.

2. Clear the Automatically update page and section numbers check box, and then click OK.

3. To manually update page numbering, choose Update Numbering > Update All Numbers from the Book panel menu.

   You can also update only page and section numbers or chapter and paragraph numbers.

Using paragraph numbering in books

To use numbering for lists of pictures, tables, or other items, you must first define the numbered list to use in the paragraph style. The definition of a numbered list determines whether continuous paragraph numbering will be used throughout the documents of the book.

1. Open the document used as the style source for the book.

2. Select the Text menu > Bulleted & Numbered Lists > Define Lists.

3. Select New to define a list, or select an existing list and the Edit command.

4. Select Continue Numbering Between Stories and Continue From Previous Document in Book at the same time.

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