Expert: Roy Wilhelm - 5/6/2008

Question
QUESTION: Dear Roy,

I already have a 40-page (one column) document in word-format. I'd like to transfer it (automatically or manually if needed) into an InDesign document with 2-columns, standing A4-page with title headings at the top und automatic page numbering at the bottom.
The document should be able to automatically create and manage a table of content.
The document does include graphs and photos.

I would greatly appreciate finding ready-made samples of such master pages, so that I can start the transfer process asap.

Thanks!

ANSWER: How much InDesign experience do you have? This may take me a while to explain. It's actually fairly simple but there is just a lot to go over. What is your deadline?



---------- FOLLOW-UP ----------

QUESTION: Dear Roy,

everything is relative, but as can be determined from my question, my InDesign experience is somewhat limited. But since you say it's fairly simple... :-)

I believe I can push this issue forward another week or so...

Thanks!

ANSWER: Ok, I'll be glad to walk you through this. First step will be to begin a new document and set up the margins. Before we begin though, I'll need to know how/if the document will be bound. This will help determine the margins. Also, will it be printed front-and-back, as single pages or as facing pages?

Do you know which typeface you'll be using? And in which size it'll be used? The intended audience would help determine this. A good default might be Times New Roman, 10pt. on 12pt. leading (line-spacing).

I'll help you get started once I've heard back from you about the above..

Roy

---------- FOLLOW-UP ----------

QUESTION: The document will be printed front-and-back in A3-format and then stapled in the middle and folded into a standing A4-size.
I'm using Arial, 11 pt.

Regards,
Christian

Answer
OK, I'll take you through the process in steps. Once you've successfully made it through this first step, we'll move on to the next.

I can help you with everything but the Table of Contents. Unfortunately for you I've never had to create one. The InDesign Help feature should walk you through the process and I will try my best to answer any questions.

First, you'll create a new document (File>New>Document or Apple+N or Ctl+N). This will bring up the New Document window. Set up your document like this:
http://i277.photobucket.com/albums/kk50/Indesignuser/NewDoc.png
(Sorry, AllExperts.com doesn't allow users to post images in this category. You'll have to copy and paste.)

We will set it up with 40 pages for now. We can add or delete pages when necessary. Also, it's set up as facing A4 pages. The booklet will be printed as spreads on A3 paper. Which brings me to another question: How are you having this printed? Are you sending it off to a print house or printing it yourself in an office?

Make sure you check the "Master Text Frame" box. This will automatically put a text frame on every page of the document and make importing your Word document much easier.

I'll go ahead and offer one more bit of advice: Save a copy of your Word document as an RTF document (Rich Text Format) for importing into InDesign. I've had issues in the past importing text from Word and creating an RTF file has successfully alleviated the issue.

Next order of business is to determine where you'll start the running text. I imagine you'll want page 1 to be the cover, page 2 could be blank or have copyright information, etc. and page 3 could be reserved for your table of contents. So let's say you begin the running text on page 5. I recommend starting on a right-facing page.

1. Navigate to Page 5 by double-clicking on the Page five icon in the Pages palette or by Pressing Command+J or Control+J and then entering "5."

2. Import the text by going to File>Place or by pressing Command+D (CTL+D on a PC). Check the "Show Import Options" box in the lower left corner.

3. Navigate to the RTF file you created as described above, and press OPEN. This will open an RTF Import Options dialog box. Make sure your settings look like this:
http://i277.photobucket.com/albums/kk50/Indesignuser/Picture4.png
Press OK once your settings match mine.

3. This will 'load' your cursor with the entire text in the RTF document. Now, hover your cursor just inside the top and left side of the margin on Page 5. Hold shift and click like this:
http://i277.photobucket.com/albums/kk50/Indesignuser/Picture10.png

The text should have flowed throughout the entire document in two columns. Once you've verified with me that you got to this stage satisfactorily, we will move on to the next step.

Please feel free to ask me any questions.