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Previewing records, Switching preview on and off, Choose Preview Records from the Data Merge

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62 CHAPTER 3 PageMaker Plug-in Pack Features To edit placeholders: Do one of the following: • To change placeholder attributes, select the placeholder text, and then change the formatting attributes. • To change a placeholder, select the placeholder or the actual data, and select a different field name in the Data Merge palette. • 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. The Data Merge palette functions exactly the same in Story Editor view as it does in Layout view. Previewing records 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 palette displays actual data from the data source file instead of the field names. For example, instead of seeing , you might see Adobe Systems, Inc. You can use the navigation buttons on the Data Merge palette 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 "Working with data source files" on page 59.) To preview records: 1 Do one of the following: • Click Preview Record at the bottom of the Data Merge palette. • Choose Preview Records from the Data Merge palette menu. 2 Click the navigation buttons to cycle through data from different records. To go to a specified record: Do one of the following: • Click the navigation buttons at the bottom of the palette. • In the navigation text box at the bottom of the palette, type the number of the record you want to preview, and then press Enter or Return. Switching preview on and off Some issues may arise or correct themselves when you switch between previewing modes. Keep the following in mind: • Placeholders replace the preview content when the Preview Record option is not selected. If you delete an image 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.

Section	Page
Contents	3
Learning About Adobe InDesign CS PageMaker Edition	5
Getting help	5
Working with InDesign CS PageMaker Edition	6
If you want to create your first InDesign document	6
If you want to produce superb typography	7
If you want to add flair to your artwork	7
If you want to prepare your document for output	8
If you want to create book-length documents	9
If you want to enhance your productivity	9
Customer support	9
PageMaker Plug-in Pack features	9
PageMaker Commands and InDesign Equivalents	11
File menu commands and equivalents	11
Edit menu commands and equivalents	13
Layout menu commands and equivalents	14
Type menu commands and equivalents	15
Element menu commands and equivalents	16
Utilities menu commands and equivalents	18
View menu commands and equivalents	19
Window menu commands and equivalents	20
Making the Switch from PageMaker to InDesign	21
Looking at the work area	21
Using the tools	22
Using the palettes	23
Using the Control palette	23
Using the pasteboard	24
Hiding and showing nonprinting objects	24
Preferences and defaults	24
Selecting objects	25
Undoing mistakes	26
Recovering documents	26
Sharing InDesign PageMaker Edition documents with other InDesign users	26
Basic layout tasks	26
About InDesign templates	26
Working with pages and spreads	27
Understanding frames	27
Using frames to design pages	28
Creating columns	28
Creating master pages	29
Working with layers	30
Using page numbers, headers, and footers	30
Working with books	31
Creating a table of contents	31
Indexing	31
Text formatting and composition	31
Working with InDesign text frames	31
Importing text	32
Editing text in Layout view and story editor	32
Finding and changing text	33
Checking spelling	33
Wrapping text around objects	34
Positioning inline graphics	34
Formatting text with the Control palette	35
Applying type styles	35
Working with character and paragraph styles	36
Creating bullets and numbered lists	36
Troubleshooting missing fonts	36
Paragraph composition	37
Tracking and kerning	37
Creating tables	37
Lines, shapes, and imported graphics	38
Working with shapes and frames	38
Importing graphics	38
Display resolution of graphics	39
Linking and embedding graphics	39
Preserving transparency	39
Resizing and cropping graphics	40
Adding strokes (keylines) to frames	40
Aligning objects	40
Colors, tints, and gradients	41
Working with colors and swatches	41
Creating gradients	41
Applying colors and fills	41
Defining mixed-ink colors	42
Printing and producing color separations	42
Overprinting	42
Trapping	42
Previewing color separations on-screen	43
Preflighting and packaging	43
Using the Ink Manager	43
Working with service providers	43
Printing high-end design files	43
Finding a print service provider	44
Referring your print service provider to the Adobe Solutions Network	44
Exporting to PDF, XML, and the Web	44
Creating Adobe PDF files	44
Exporting to XML	45
Repurposing content for the Web	45
About PageMaker document conversion	46
Converting PageMaker documents	46
Page Layout conversion issues	47
Text and tables conversion issues	47
Book, index, and TOC conversion issues	48
Linking and embedding conversion issues	48
Color and trapping conversion issues	48
PageMaker Plug-in Pack Features	49
Using the PageMaker toolbar	49
About bulleted and numbered lists	50
Creating a bulleted or numbered list	50
Changing the formatting of a bulleted or numbered list	51
Editing and adding bullet characters	52
Changing numbered list options	53
Creating a paragraph style that includes bullets or numbering	54
Using InBooklet	55
Imposing a document using InBooklet	55
InBooklet layout options	56
About creep	58
InBooklet printing options	59
Previewing printer spreads	60
Sample imposition scenarios	60
Using Data Merge	61
About data merge	62
Understanding the data merge workflow	62
Planning a data merge	63
Working with data source files	63
Including images in the data source file	63
Selecting a data source for the target document	64
Setting up the target document	64
Inserting data fields in the target document	65
Working with placeholders	65
Previewing records	66
Switching preview on and off	66
Merging records	67
About overset text reports	68
Setting placement options	68
Notes on using data merge	69
Using the Template Browser palette	70
Navigating the Template Browser palette	70
Viewing templates	71
Opening templates in InDesign	72
Working with the Metadata area	72
Organizing InDesign templates	73
Specifying template saving options	74
Searching for templates	75
Using the Position tool	76
Setting Position tool mask options	76
Using the Position tool to crop content	76
Using the PageMaker keyboard shortcut set	77
A	79
B	79
C	79
D	79
E	80
F	80
G	80
H	80
I	80
K	81
L	81
M	81
N	81
O	81
P	82
R	82
S	82
T	83
U	83
V	83
W	83
X	83
Z	83

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CHAPTER 3

PageMaker Plug-in Pack Features

To edit placeholders:

Do one of the following:

•

To change placeholder attributes, select the

placeholder text, and then change the

formatting attributes.

•

To change a placeholder, select the placeholder

or the actual data, and select a different ﬁeld

name in the Data Merge palette.

•

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. The Data

Merge palette functions exactly the same in Story

Editor view as it does in Layout view.

Previewing records

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 palette displays

actual data from the data source ﬁle instead of the

ﬁeld names. For example, instead of seeing

<<Company>>

, you might see

Adobe Systems, Inc

You can use the navigation buttons on the Data

Merge palette 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 “Working with data

source ﬁles” on page 59.)

To preview records:

Do one of the following:

•

Click Preview Record at the bottom of the Data

Merge palette.

•

Choose Preview Records from the Data Merge

palette menu.

Click the navigation buttons to cycle through

data from different records.

To go to a speciﬁed record:

Do one of the following:

•

Click the navigation buttons at the bottom

of the palette.

•

In the navigation text box at the bottom of the

palette, type the number of the record you want

to preview, and then press Enter or Return.

Switching preview on and off

Some issues may arise or correct themselves when

you switch between previewing modes. Keep the

following in mind:

•

Placeholders replace the preview content when

the Preview Record option is not selected. If you

delete an image 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.