Chapter 6
Building a Book
IN THIS CHAPTER
Using the Books palette to create a book
Working with chapters
Generating a table of contents
Putting together an index
Including footnotes and endnotes in your chapters
As any book publisher can tell you, building a book involves processes and techniques unique to this craft. Sure, page layout tools are the same regardless of the project, but managing a book’s chapters, keeping styles consistent, building a table of contents and an index, and managing multiple documents possibly authored by different people requires book-specific techniques. That’s what the Book features in QuarkXPress are all about — and what’s covered in this chapter.
In QuarkXPress, a book is a collection of QuarkXPress layouts, from one or more projects, linked together in the Books palette. Each layout becomes a chapter, and you assign one chapter as the master chapter. The master chapter’s colors, style sheets, hyphenation, and justification settings, lists, dashes, and stripes can be synchronized with any or all of the other chapters, to maintain consistency throughout the book. Also, the order of the chapters in the Book palette determines the page numbers for each chapter: As you add or remove pages, page numbers adjust in the book’s later chapters.
Because each chapter file is a separate document, multiple people can work on a book at the same time. The entire collection of files is used only when you’re building a list (for example, a table of contents) or an index, or when you’re printing or exporting to PDF format.
This chapter unravels the mystery of how to put a book together. You find out how to start creating a book through the Books palette; how to work with chapters, which QuarkXPress treats as separate project files; and how to include a table contents, index, and footnotes and endnotes.
Starting a Book
You handle all the administrative activities involving a book in the Books palette, which you get to by choosing Window ⇒ Books. You can open only one book at a time, but multiple chapters can be open and edited by one or more people. As those chapters get saved and replaced in their original location, their information gets updated in the Books palette. When someone closes a chapter, it becomes available for others to open and edit. QuarkXPress saves the changes you make to a book in the Book palette when you close the Book palette or quit QuarkXPress.
A book doesn’t include the separate chapter files. QuarkXPress treats those files as separate project files, and they behave just like any other QuarkXPress project file. The book palette simply remembers where those files are on your hard drive or server and can access their content.
To create a new book, follow these steps:
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In QuarkXPress, choose File ⇒ New ⇒ Book.
A dialog box appears that asks you to name your book file and choose a location to store it. This book file is separate from the chapter files that you will add to it, and must be stored on the same hard drive or server with your book chapter files.
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In the Save As field, specify a location to save the book file and give it a name.
The Books palette opens with your new book active in it, as shown in Figure 6-1.
If you intend to allow multiple users to edit chapters, you must store the book and its chapter files on a shared network server. When you create a book, QuarkXPress creates a Job Jacket XML file with the same name in the same location. This Job Jacket file is automatically attached to each QuarkXPress project that you add to the book as a chapter and enables all the chapters to share style sheets, colors, and other specifications that you want to synchronize across those chapters. If you move or copy your book to another location, you must also include this Job Jacket XML file. For more on Job Jackets, see Chapter 7.
FIGURE 6-1: The Books palette before adding chapters (left) and after (right).
QuarkXPress 10 and higher cannot read books created in QuarkXPress 3 to 9. To re-create one of these older books, you must open and save each chapter file in QuarkXPress 10 or higher, and then add them to a new book.
Working with Chapters
Each chapter in a book exists as a separate layout in a QuarkXPress project located on the same volume (hard drive or server) as the book file. To add it as a chapter, the layout must be a print layout, not a digital layout, and it must have last been saved in QuarkXPress 10 format or higher.
Adding layouts to a book as chapters
To add a layout to a book, follow these steps:
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In the Books palette, click the Add Chapters button (or choose Add Chapters from the Books palette menu).
The dialog box in Figure 6-2 appears. (If a chapter is selected in the Books palette when you add new chapters, those chapters are added below the selected chapter — otherwise, they are added at the end of the book.)
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Click the project that contains the layout(s) you want to add as chapters.
The project’s layouts are listed in the Layouts area below the file list (refer to Figure 6-2).
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Select the check boxes for the layouts you want to add as chapters and then click the Add button.
The layouts you selected appear as new chapters in the Books palette.
FIGURE 6-2: The Add Chapters dialog box.
Working with chapters in the Books palette
The Books palette, shown in Figure 6-3, is command central for everything related to books you create. The menu at the top left lets you switch among books you’ve created. The buttons along the top let you do the following:
- Add Chapters: Adds new chapters to the open book
- Move Chapter Up/Down: Moves selected chapters up and down in the chapter list
- Synchronize: Synchronizes selected chapters with the master chapter
- Remove Chapters: Deletes selected chapters
- Print Chapters: Prints selected chapters
- Export to PDF: Exports selected chapters to PDF
FIGURE 6-3: The Books palette.
The Single File check box next to the PDF icon controls whether multiple chapters are combined into one PDF file or are exported as separate PDF files. When this check box is enabled (turned on?), all selected chapters are combined into one PDF. Many of these controls are also available in the Books palette menu exposed on the right side of the palette.
Specifying the master chapter
When you add the first chapter to a book, it becomes the master chapter. The master chapter defines the style sheets, colors, hyphenation and justification specifications, lists, and dashes and stripes that you want to use throughout the book. To choose a new master chapter, click it to select it and then click the leftmost column (under the M heading, for master).
Synchronizing the settings for chapters
As you add new chapters, you may want to synchronize them, which means to adopt the settings from the master chapter. Some examples of settings to synchronize are colors, style sheets, and item styles. To synchronize new chapters, follow these steps:
- Click the chapter name and then click the Synchronize button to open the Synchronize Selected Chapters dialog box, shown in Figure 6-4.
- To synchronize all settings, click the Synch All button.
- To choose a specific setting to synchronize, select it from the Synchronize list.
All the items in that setting appear in the left box.
- To include all the items, click the Include All button; they move to the box on the right.
- To include one item, click it and then click the right-pointing arrow to move it to the right box.
- To remove an item that you don’t want synchronized, click it in the box on the right and then click the left-pointing arrow.
FIGURE 6-4: The Synchronize Selected Chapters dialog box.
Thankfully, any settings in the new chapter that aren’t in the master chapter remain in the new chapter, but aren’t added to the master chapter. (This is a one-way street.)
Reordering chapters
To move a chapter up or down in the list, click the chapter and then click either the Move Chapter Up or Move Chapter Down button. The selected chapter moves up or down one row. When you reorder chapters, QuarkXPress updates the automatic page numbers.
Numbering pages and sections
As long as your chapters don’t include sections (see Chapter 5 for details about sections), QuarkXPress assigns sequential page numbers to all the pages in your book. If a chapter has sections, the sections and page numbers are maintained. Many publishers like to use roman numerals for front matter, regular Arabic numerals for the body pages, and alphabetic letter prefixes for back matter. To create or remove a section marker, you choose Page ⇒ Section while the first page of your section is active.
Opening a chapter
To open a chapter, double-click it in the Books palette. The original QuarkXPress file for that chapter opens in the project window. The Status column in the Books palette shows the current availability of each chapter:
- Available indicates that you can open the chapter.
- Open indicates that you already have the chapter open on your computer.
- Modified indicates that the chapter has been opened and edited independently of the book. To update the status to Available, reopen the chapter through the Books palette and then close the chapter.
- Missing indicates that the chapter's file has been moved since it was added to the book. Double-click the chapter name to display a dialog box for locating the file.
Printing a chapter or book
To print an entire book, make sure that no chapters are selected. To select one chapter, click it. To select consecutive chapters, press Shift while you click them. To select or deselect nonconsecutive chapters, press Command/Ctrl while you click them.
Click the Print Chapters button to display the Print dialog box. For more on print settings, see Chapter 16.
If a chapter is missing or in use by someone else, the book will not print.
Exporting a PDF of a chapter or book
To export an entire book, make sure that no chapters are selected. To choose one chapter, click it. To select consecutive chapters, press Shift while you click them. To select nonconsecutive chapters, press Command/Ctrl while you click them.
Notice whether the Single File check box is enabled next to the Export as PDF button. If it is, a single PDF will be generated from all the selected chapters. If it isn’t enabled, QuarkXPress generates a separate PDF for each selected chapter.
Click the Export as PDF button to display the Export as PDF dialog box. For more on PDF export settings, see Chapter 17.
If a chapter is missing or in use by someone else, the book will not export to PDF.
When you enter page numbers in the Print or Export as PDF dialog boxes, you must use the complete page number, including any prefix, or an absolute page number. An absolute page number is a page’s actual position relative to the first page of a document, regardless of the way in which the document is sectioned. To specify an absolute page number in a dialog box, type a plus (+) sign before the number. For example, to display the third page in a document, enter +3, regardless of its printed page number.
Generating a Table of Contents
In QuarkXPress, a table of contents is considered one type of list within the List feature. To create a list, you choose a few style sheets that you also use on heads, subheads, and so forth. Any paragraphs or words that have those style sheets applied to them are added to the List. For example, if your project uses style sheets named Chapter Head and Section Head, you can create a two-level List that includes an entry for each paragraph that has those style sheets applied to them, followed by the page number where they appear — a classic table of contents. Another use for a list might be to compile a list of illustrations based on a style sheet that you use for captions, or perhaps a list of products in a catalog, or a list of people in a directory.
Setting up a list
After you apply style sheets to all the text in your book, you need to create a new style sheet to control the appearance of the list. You may want to name this style sheet Table of Contents or TOC.
To create the list, choose Window ⇒ Lists to open the Lists palette, as shown in Figure 6-5.
FIGURE 6-5: The Lists palette.
If you have a book open, its name appears in the Show List For menu. Otherwise, that menu displays only Current Layout. To create a list for the entire book, choose the book name.
When you switch between Current Layout and your book name in the Show List For menu, the list items may disappear. Click the Update button to view the list items again.
To create a new list, follow these steps:
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Click the New List (+) button or choose New List from the Lists palette menu.
The Edit List dialog box appears, as shown in Figure 6-6.
- Enter the name for your list.
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To add a style sheet, click its name in the Available Styles box and then click the right-pointing arrow.
The style sheet you selected appears in the Styles in List box on the right.
- Choose an indent level for each style sheet:
- Level 1: Use for your topmost list entries, such as Chapter Head
- Level 2: Use for your next highest entry, such as Section Head
- Choose a Numbering option for each style sheet:
- Text displays only the text of the entry without its page number
- Text…Page# displays the text, and then a tab, and then the page number
- Page#…Text displays the page number, and then a tab, and then the text
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In the Format As column, choose a style sheet from the drop-down menu.
This style sheet will format the text of each level when QuarkXPress builds it on the page.
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Click the OK button to return to your document; then click the Update button in the Lists palette.
QuarkXPress adds all your list items to the bottom part of the Lists palette, as shown in Figure 6-7.
FIGURE 6-6: The Edit List dialog box.
FIGURE 6-7: The Lists palette with the beginning of a table of contents.
The list items in the Lists palette don’t update automatically as you make changes to your document. You must click the Update button to force QuarkXPress to reexamine your layout(s) whenever you want to be sure that you’re seeing the most current list.
Building a list (collecting the list items into a text box)
After you’ve set up your list the way you like it and clicked the Update button in the Lists palette to make sure that its content is current, you can let QuarkXPress build it for you inside a text box. To do that, place the text insertion point in a text box and then click Build in the Lists palette. QuarkXPress builds the list automatically and formats it using the style sheets that you chose in the drop down menu of the Format As column in the Edit Lists dialog box.
Rebuilding a list (updating list items in a text box)
To update a formatted list in a text box, click the text box to select it, click Update in the Lists palette (to make sure that the list is up-to-date), and then click Build in the Lists palette. QuarkXPress detects the list in the box and displays a message asking whether you want to insert a new copy of the list or replace the existing version. To update the existing list, click Replace.
A list can be useful for navigating your document, even if you never build or print it. If you double-click any item in the Lists palette, you jump directly to that text in the layout. It’s like having a hyperlinked table of contents for your layout or book!
When exporting your layout to a PDF file, QuarkXPress can convert your table of contents to bookmarks in the PDF. This lets users quickly navigate to any entry in the table of contents with one click in the Bookmarks panel of their PDF reader.
To convert your TOC to bookmarks, follow these steps:
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In the PDF Export dialog box, click the Options button.
The PDF Export Options dialog box opens, as shown in Figure 6-8.
- In the Hyperlinks section, select Export Lists as Bookmarks and choose your Table of Contents list (or any list) from the Use List menu.
FIGURE 6-8: The PDF Export Options dialog box.
Creating an Index
Creating an index in QuarkXPress begins with marking words in documents as first-level, second-level, third-level, or fourth-level index entries. You can create cross-references and choose whether index entries cover a word, a number of paragraphs, a text selection, or all the text until the next occurrence of a specific style sheet. To build the index, you specify a format (nested or run-in), punctuation, a master page, and style sheets for the various levels. QuarkXPress then creates and styles the index for you.
Here’s a brief overview of the process:
- Use the Index palette (Window menu) to tag text as an index entry.
- Specify punctuation for the index in the Index Preferences dialog box (QuarkXPress/Edit ⇒ Preferences ⇒ Index).
- When your book is complete, generate the index using the Build Index dialog box (Utilities menu).
The process of building an index involves far more details than I can cover in this book. Thankfully, Quark’s QuarkXPress User Guide guides you through the process.
Using Footnotes and Endnotes
Footnotes and endnotes consist of two linked parts: the reference number that appears in the text, and the footnote/endnote text that appears at the bottom of the text. Footnote text is created at the end of a page, and endnote text is created at the end of a story. As you insert and delete footnotes and endnotes, QuarkXPress automatically numbers them.
As of QuarkXPress 2016, you can import footnotes and endnotes from Microsoft Word (.docx) files.
As with building an Index, the details of creating Footnotes and Endnotes are too detailed to cover in this book. However, Quark’s QuarkXPress User Guide guides you through the process.
Quark’s QuarkXPress User Guide includes additional details about creating and managing books. If you get stuck, turning to this resource is a good idea.