How To Collaborate On Publications Using InDesign’s Book Command
Each you choose New from the File menu in Adobe InDesign, you may have noticed the option to create a new book without ever knowing exactly what a book is. Well, in fact, books are a really useful feature: they allow you to take a series of related InDesign document and process them as a single entity called a book. All documents in the book can then share the same resources such as paragraph and character styles, swatches, master pages, sections and page numbering.
Once you’ve created a book, by choosing File-New-Book, the Book panel is displayed. It contains a panel menu with all the options necessary for managing a book. The first task is to add some documents to the book: from the Book panel menu, choose “Add Document” and select the documents you want to be treated as part of the book.
When the book file is saved, the book becomes a separate entity to the documents it contains and the documents in a book do not have to reside in the same location as the book or as each other. To save a book, choose Save Book in the Book panel menu.
Next, you need to specify which of the documents in the book will be treated as the style source. The document elected as the style source will be used as the master document in the process known as synchronisation whereby InDesign replaces the styles and colour swatches of all documents in the book with those in the style source document.
To set page numbering across the whole book, choose Book Page Numbering Options in the Book panel menu. The default is “Automatically Update Page & Section Numbers”: this will cause InDesign to number pages in the documents within the book according to the order in which they are listed in the Book panel.
The Book panel can also be used as a navigation aid or launch pad from which you can open any InDesign document which has been specified as a chapter of the book. To work on any chapter of a book, simply double-click the name of the chapter in the Book panel. The chapter will open like any regular InDesign document and can be closed when you have finished editing without it being removed from the book.
Books are a great tool for division of labour since the fact that a document is part of a book does not stop it from being a regular InDesign document. If a book contains five documents, five different people can work on each of those documents and then, at the end, the whole book can be preflighted, printed and output as PDF as a single unit.
Both tables of contents and indexes can also be generated for the entire book as well as for a single document. Simply create the table of contents or index in the usual way but activate the option “Include Book Documents”.
