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INDESIGN CS3
User Guide
598
Preview records in the target document
Before you merge the target document and data source file, it’s a good idea to preview the records to make sure that
field data will appear properly when the information is merged. When you preview records, the Data Merge panel
displays actual data from the data source file instead of the field placeholders. For example, instead of seeing
<<Company>>, you might see Adobe Systems, Inc. You can use the navigation buttons on the Data Merge panel to
cycle through the records.
If you find problems with any of the records, such as typographical errors or extra spaces, it is recommended that
you edit the source file in its original application. (See “About data source files” on page 594.)
1 Click Preview at the bottom of the Data Merge panel, or choose Preview from the Data Merge panel menu.
2 Click the navigation buttons to cycle through data from different records.
To go to a specified record, click the navigation buttons at the bottom of the panel. You can also type the number of
the record you want to preview in the navigation text box at the bottom of the panel, and then press Enter or Return.
Switching preview on or off
Some issues may arise or correct themselves when you switch between previewing modes. Keep the following in mind:
• PlaceholdersreplacethepreviewcontentwhenthePreviewRecordoptionisnotselected.Ifyoudeleteanimage
as well as the frame containing the image, or delete a whole text string, when you deselect the Preview Record
option, the placeholders will not appear as they have also been removed.
• Changes in the Content Placement Options dialog box are not reflected until you click OK. Also, if the Preview
Record option is selected, the data will not reflect the updated placement settings until you deselect and select the
option again.
• If you try to save the document in preview mode, you will receive a message prompting you to turn off preview
mode before saving your document.
Edit data field placeholders
When you add a text data field to a document, the placeholder text for the field is entered using the formatting
attributes (such as font and size) active at the insertion point. You can then edit the placeholder text’s attributes to
control the look of the actual data.
❖ Do one of the following:
• To change placeholder attributes, select the placeholder text, and then change the formatting attributes as you
would with other text.
• To change a placeholder, select the placeholder or the actual data, and select a different field name in the Data
Merge panel.
• To delete a placeholder, select the placeholder and press Backspace or Delete.
Note: In Story Editor view, text placeholders are displayed in the same way as hyperlinks. Some Data Merge panel
options are not available in Story Editor view.
- INDESIGN 1
- Copyright 2
- Chapter 1: Getting started 8
- Adobe Help 9
- Using Help in the product 10
- Accessibility features 11
- Resources 12
- InDesign CS3 videos 13
- Installed resources 14
- Bridge Home 15
- Adobe Design Center 16
- Adobe Developer Center 17
- Customer support 17
- Downloads 17
- What’s new 18
- Productivity enhancements 19
- Support for long documents 20
- Customizable user interface 21
- Chapter 2: Workspace 22
- Hide or show all panels 23
- Display panel menu options 23
- Customize the workspace 24
- Move panels 25
- Manipulate panel groups 25
- Stack free-floating panels 26
- Resize or minimize panels 26
- Minimize button 27
- Panels collapsed to icons 27
- Panels expanded from icons 27
- Toolbox overview 33
- Tools overview 35
- Viewing the workspace 38
- Work with additional windows 41
- Greek type 42
- Setting preferences 43
- Recovery and undo 45
- Chapter 3: Layout 47
- Document window overview 48
- Creating custom page sizes 51
- Rulers and measurement units 52
- Measure objects 55
- Info panel overview 56
- About grids 57
- Set up a baseline grid 57
- Set up a document grid 58
- Ruler guides 59
- Show or hide guides 61
- Select ruler guides 61
- Default stacking order 63
- Pages and spreads 64
- ❖ In the Pages panel: 65
- Add new pages to a document 66
- A • Section 69
- 8 • Hibiscus 69
- Base one master on another 71
- Copy masters 71
- Apply master pages 72
- Edit the layout of a master 73
- Reapply master items 75
- About layers 76
- Create layers 77
- Specify layer options 77
- Assign a layer color 78
- Adding objects to layers 78
- 4 Choose Edit > Paste 79
- Duplicate a layer 80
- Change the order of layers 80
- Show or hide layers 80
- Laying out frames and pages 82
- Layout Adjustment options 85
- Define section numbering 88
- Create headers and footers 89
- Document numbering options 90
- Text variables 92
- Variable types 93
- Chapter Number 93
- File Name 94
- Last Page Number 94
- Create a project folder 97
- Consider using a template 97
- Open documents locally 97
- Open InDesign documents 98
- See also 100
- Saving documents 102
- INDESIGN CS3 105
- Convert PageMaker documents 107
- Exporting 109
- Advanced options 114
- 1 Do either of the following: 115
- Images options 116
- 2 For Color Mode, choose Web 117
- Chapter 5: Text 118
- Adding text to frames 121
- Drag and drop text 123
- Importing text 124
- Text-file import options 127
- Threading text 129
- Text frame properties 133
- Editing text 135
- Open the Story Editor 138
- Return to the layout window 138
- Find/Change 139
- Common Find/Change techniques 142
- Search using GREP expressions 143
- GREP search examples 144
- Example 2: Phone numbers 144
- Additional GREP examples 145
- Metacharacters for searching 147
- Find and change objects 151
- Find and change glyphs 151
- Find and change fonts 152
- Find/change using queries 153
- Glyphs and special characters 154
- ❖ Do one of the following: 156
- Save and load glyph sets 158
- Add words to dictionaries 165
- Import and export word lists 166
- Change dictionary preferences 166
- Change the default language 167
- Footnotes 168
- Delete footnotes 170
- Work with footnote text 171
- Chapter 6: Styles 172
- Drop caps and nested styles 180
- 5 Click OK 183
- Object styles 184
- Rename an object style 188
- Edit object styles 188
- Delete an object style 188
- Working with styles 190
- Group styles 191
- Move and reorder styles 192
- Anchored objects 193
- Create an anchored object 194
- Custom position options 196
- The X Relative To option 197
- you specify 198
- User Guide 199
- Resize an anchored object 201
- Release an anchored object 201
- Wrapping text around objects 202
- Wrap To options 203
- Creating type on a path 206
- Edit or delete type on a path 207
- Type on a path effects 210
- Chapter 8: Typography 211
- Using fonts 213
- Apply a font to text 214
- Specify a typeface size 214
- Previewing fonts 214
- OpenType fonts 215
- Installing OpenType fonts 215
- Multiple master fonts 218
- About leading 218
- Kerning and tracking 219
- Types of kerning 220
- Formatting characters 222
- 10 th 1/2 10 222
- Scale type 227
- ❖ Do any of the following: 228
- Formatting paragraphs 229
- Placement of rules 231
- Controlling paragraph breaks 232
- Aligning text 234
- 1 Do one of the following: 236
- Set indents 237
- Create a hanging indent 238
- Set tabs 241
- Repeat tabs 242
- Add tab leaders 243
- Insert right indent tabs 243
- Bullets and numbering 244
- Cooking Instructions 246
- Change numbered list options 247
- Defining lists 248
- Composing text 253
- Composition methods 254
- Set composition preferences 254
- Prevent unwanted word breaks 256
- Set glyph scaling 257
- Chapter 9: Tables 259
- Selecting and editing tables 264
- Insert rows and columns 265
- Formatting tables 267
- Merge and split cells 270
- Table strokes and fills 271
- Add diagonal lines to a cell 273
- Table stroke and fill options 274
- Table and cell styles 275
- Cell style attributes 276
- Delete table and cell styles 279
- Creating book files 281
- Manage book files 282
- Synchronize book documents 282
- Selected style source 283
- Creating a table of contents 286
- 3 Click OK 289
- Contents 290
- Update a table of contents 291
- Creating an index 292
- Index panel overview 293
- Add topics to the topics list 294
- 2 Select Topic 294
- Add index entries 295
- Page range options in indexes 298
- 2 Select Reference 299
- Index formatting options 301
- Capitalize index entries 302
- Manage an index 302
- Working with markers 304
- Chapter 11: Drawing 305
- Drawing with the Pencil tool 309
- Drawing with the Pen tool 311
- Draw curves with the Pen tool 312
- Finish drawing a path 314
- Editing paths 316
- Add or delete anchor points 318
- Smooth out paths 321
- Resizing a graphics frame 322
- Set strokes 323
- Add start and end shapes 325
- Define custom stroke styles 325
- Custom stroke styles 326
- Save custom stroke styles 327
- Compound paths and shapes 328
- Create a compound path 329
- Break up a compound path 330
- Create a compound shape 332
- Chapter 12: Graphics 334
- Placing graphics 344
- Import options for graphics 347
- Acrobat (.pdf) import options 348
- Paste or drag graphics 352
- Managing graphics links 356
- Edit original artwork 360
- Object libraries 361
- Create an object library 362
- Manage library objects 363
- Find objects in a library 364
- Selecting objects 365
- 2 Do any of the following: 367
- Select text inside a frame 367
- Select multiple objects 368
- Selecting nested objects 369
- Arrange objects in a stack 370
- Transforming objects 371
- Transform objects 375
- Rotate objects 377
- Reflect (flip) objects 382
- Repeat transformations 385
- Clear transformations 385
- Align panel overview 385
- Group or ungroup objects 388
- Remove a frame’s content 391
- Fit an object to its frame 391
- Set frame fitting options 392
- Clipping paths 395
- Clipping path options 397
- Adding transparency effects 399
- Apply transparency effects 400
- Transparency effects 402
- Drop Shadow 403
- Inner Shadow 403
- Outer Glow 403
- Inner Glow 403
- Bevel and Emboss 403
- Basic Feather 404
- Directional Feather 404
- Gradient Feather 405
- Set the opacity of an object 406
- Blending colors 408
- Isolate blending modes 409
- 2 Do one of the following: 412
- 3 Set flattening options 412
- Flatten an individual spread 413
- Highlight (preview) options 414
- Overprinting objects 417
- Blend space 417
- Image replacement 418
- Color conversions 418
- Adobe PDF files 418
- Chapter 15: Color 420
- About process colors 421
- Applying color 422
- Apply the last used color 423
- Remove fill or stroke color 423
- Cycle through color modes 425
- Working with swatches 426
- Customize swatch display 430
- Delete swatches 430
- Importing swatches 431
- About tints 433
- Create and edit tints 434
- Gradients 435
- First color stop 436
- Modify gradients 437
- Mixing inks 440
- Chapter 16: Color management 444
- Keeping colors consistent 446
- Set up color management 448
- Proofing colors 453
- Soft-proof colors (Acrobat) 454
- Working with color profiles 457
- Color settings 462
- Color conversion options 465
- About rendering intents 465
- Chapter 17: Trapping color 467
- Trapping text 469
- Trap a document or book 470
- Trap presets 471
- Set up trapping page ranges 473
- Disable a trapping page range 473
- Trap preset options 473
- Trap appearance 474
- Trap thresholds 474
- Trapping imported graphics 475
- Exporting to Adobe PDF 479
- Reducing the size of PDFs 481
- Adobe PDF presets 482
- Customize Adobe PDF presets 483
- Load Adobe PDF presets 484
- Adobe PDF options 485
- General options for PDFs 486
- Security options for PDFs 492
- Structuring PDFs 496
- Adding hyperlinks for PDFs 501
- Manage hyperlinks 504
- Including bookmarks in PDFs 505
- Rename a bookmark 506
- Delete a bookmark 506
- Movie options 508
- Sound options 508
- Poster options 509
- Creating buttons for PDFs 510
- Button set up to play movie 511
- Button states 512
- Making buttons interactive 514
- Event types 515
- Behavior types 515
- Chapter 19: XML 517
- Importing XML 520
- About merging 522
- Import and append XML data 522
- Import and merge XML 529
- Tagging content for XML 531
- Tag items 532
- Specify Autotag defaults 535
- Structuring documents for XML 537
- Rearrange structured elements 538
- Work with attributes 540
- Delete a DTD file 544
- Validate XML structure 544
- Exporting XML 545
- Save tags only as XML 547
- Edit an exported XML file 547
- Chapter 20: Printing 548
- Examples of page ranges 550
- Options for printing objects 550
- Specifying pages to print 551
- Preview documents 555
- Setting up a printer 556
- Printer’s marks and bleeds 557
- Print thumbnails 559
- Printing in color 561
- Printing graphics and fonts 562
- Managing color 564
- Print presets 567
- Edit print presets 568
- Delete print presets 568
- Handing off files 569
- Package files 570
- Printing booklets 576
- 3-Up Consecutive 579
- Understanding creep 580
- Chapter 21: Color separations 581
- Overprinting 584
- Previewing color separations 588
- Return to normal view 590
- Ink Manager overview 590
- Chapter 22: Automation 597
- Plug-ins 598
- Data merge 599
- Basic steps for merging data 600
- About data source files 601
- <<Company Name>> 602
- <<Address>> 602
- <<Photos>> 602
- Switching preview on or off 605
- Edit data field placeholders 605
- Merging records 606
- InCopy and InDesign 609
- Open assignment packages 610
- Enter user identification 614
- Workflow icons 615
- Sharing content 616
- Assignment files 618
- 2 Do either of the following: 620
- Assignment packages 622
- Working with managed files 624
- Update the InDesign layout 628
- Check in content 628
- Adjusting your workflow 630
- PageMaker menu commands 634
- PageMaker Edit menu commands 635
- PageMaker Type menu commands 636
- PageMaker View menu commands 639
- Default keyboard shortcuts 641
- Publications. See SWOP 669
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