InDesign • How to Speed Up the Styling Process when Working with Long Book Documents

This is a video I filmed in preparation for a presentation to the Los Angeles InDesign Users Group. In it, I discuss how to utilize InDesign's Book function to combine multiple .INDD documents into a group.
Then, I explain several tips and tricks that will increase your efficiency-how to automate running headers, make running headers automatically disappear on title pages, synchronize style changes throughout your whole book, and install a script that removes all unnecessary white space.
0:00 - Intro
0:35 - Start-up Settings
0:50 - Why Use the Book Function?
1:30 - General Styles
2:05 - How to Make a Book Document
2:30 - Add or Subtract INDD Docs
3:20 - Place the Manuscript into the Document
4:23 - Be Familiar with the Manuscript!
4:45 - How to Maintain Bold and Italic Character Styles
5:50 - How to Open Find/Change
6:28 - Clearing Overrides
7:00 - Applying "Body First Paragraph"
8:05 - Applying other Styles
8:50 - How to Reflow Overset Text
9:15 - A Word about Recto/Verso pages and Book Flow
10:08 - Quickly Replace "Normal" with Body by Deleting it
10:50 - Clear Overrides AFTER all Styles have been Applied
11:40 - Automatically Fix Orphans (or single words at the bottom)
12:30 - Create a No Break Character Style
13:40 - Short Code for No Break GREP
14:30 - Automatically Fix Widows (or single lines at the top)
15:30 - Justification Settings to Automate better Tracking
17:30 - Numbers to Use in Justification Settings
18:55 - Use a Script to Remove Unnecessary White Space (Tabs, Double Spaces, Double Carriage Returns)
19:40 - How to Install a Script on a Windows PC Machine
20:35 - How to Get the CleanSpace Script
21:00 - Save As a .JSX file
21:35 - Where to Put the .JSX file
22:37 - The JSX Warning
23:06 - Don't Use Spaces!
23:45 - Using the CleanSpace Script
25:20 - Make a Running Header
26:00 - Automate the Chapter Name in the Running Header
27:59 - Make a Dynamic Text Variable for Running Header
28:40 - Create a New Text Variable
29:10 - Text Variable Settings
30:20 - Insert the Text Variable
31:07 - Automatic Chapter Title Page Style without Extra Parent Pages
32:58 - Use Rule Above and Rule Below to Cover up the Running Header
33:59 - Synchronize your Styles Throughout all Book Documents
35:40 - How to Indicate the Style Source
37:00 - Updating and Synchronizing a Single Paragraph Style
38:35 - Assign [None] Pages to Blanks
39:25 - Save All Documents and Export the Book
40:15 - Reminder About Ending every Doc on a Right-Hand Page
41:10 - Final Review
Los Angeles InDesign User Group:
www.laidug.com
Licensed Intro/Outro Music:
Lake Michigan by Staffan Carlén.
Visit our website at:
www.BeckysGraphicDesign.com

[@lamarrm.1187]

by far the best book formatting video EVER!

[@beckysgraphicdesign]

Aw, thanks!

[@jannieguzman5720]

I want to thank you for the bottom of my heart! I am an author and was trying to design my first book. I was having a hard time when it came to format the book into Indesign. This video was key to make it possible. I am extremely happy! Thank you for publishing these kind of videos. My dream finally came true and I see my book the way I wanted. Blessings!

[@beckysgraphicdesign]

That is awesome to hear!

[@michaeloverton3272]

This is so valuable! I can’t understand why there are upwards of 2.2k views, and only a few likes and comments. People have forgotten how to be appreciative and just even say thank you. This will make book layout exponentially faster for anyone that watches it. Thank you so much! -MikeO

[@beckysgraphicdesign]

You are very welcome!! And thanks for the kind words!

[@shahzam3700]

I think so, because any other channels haven't made this kind of big work.

[@spudspuddy]

because its confusing and annoying and the constant sniffing and breathing is unbearable

[@keyoor18]

Great tutorial! Many thanks! Wish it was taught like this at my institute. Currently working on a client project and this is exactly what I needed. Thank you so much, again. From India

[@beckysgraphicdesign]

You're very welcome!

[@jeielos939]

Your videos gave me a good headstart into book design... I'll keep coming here. THanks so much

[@beckysgraphicdesign]

Aww, thanks!

[@sourbreinlemain4879]

Your humour is so tidy and so cool, it makes me feel very comfortable. Thanks for the tutorial, I will most certainly use it :)

[@beckysgraphicdesign]

Aww, haha! I've not considered myself a comedian, but I'm glad you enjoy it!

[@TinaWiman]

This video is by far the most helpful one I've ever seen on inDesign and book design. Thank you!

[@beckysgraphicdesign]

Glad it was helpful!

[@snappystef]

You are an excellent instructor! I have learned so many great tricks. Thank you so much!

[@beckysgraphicdesign]

You're very welcome! I enjoy making the design world easier for everyone.

[@randybacurnay8089]

Very much appreciated sharing this in depth tutorial. Thank you very much.

[@beckysgraphicdesign]

You're very welcome!

[@philipgarsidebooks]

Thank you so much for sharing your skills and knowledge Kayla. I am going to use all of the tips and techniques you have shown us in my book projects from now on. The pace and tone of your presentation is great.

[@beckysgraphicdesign]

I am very glad it was helpful!

[@dggd]

Love ya Kayla, you just helped me immensely on many inDesign challenges. You give clear, concise instruction with a sweet knowledgeable disposition. Thank you, with much appreciation!

[@beckysgraphicdesign]

Aww! I'm so glad!

[@LanasCooking]

Thank you so much for sharing your knowledge! This was a tremendous help.

[@beckysgraphicdesign]

Very good!

[@sethfahlenkamp6278]

You just saved me so much time. Thank you for these tips. Especially finding and preserving all the character styles.

[@beckysgraphicdesign]

Glad I could help!

[@TrutherTalk]

This was incredibly helpful. Thank you so much. You are a wonderful teacher.

[@beckysgraphicdesign]

You're very welcome!

[@thepurpleufo]

This is nothing short of *amazing*!!! You cover so much, with just the right of detail, so clearly. Fantastic and fabulous. I would go on, but I have run out of superlatives. Thank you for all your hard work on this video.

[@beckysgraphicdesign]

Wow, thank you for the appreciation.

[@deboraprazim3856]

I keep coming back to this video, thank you, it has helped me a lot

[@beckysgraphicdesign]

That's wonderful. Thank you!

[@jasonedwards1923]

Thank you for this! Very easy to understand and follow.

[@beckysgraphicdesign]

You're very welcome!

[@cylam1474]

The information are great! thank you!

[@beckysgraphicdesign]

Our pleasure!

[@joaocrfonseca]

Thank you Kayla for sharing!

[@beckysgraphicdesign]

Thanks for watching!

[@cheeseburger347]

This video is so low key and at the same time demonstrating with ease extremely high level skills in ID. The things you can do when you know how to use the right tool can seem like magic to the uninitiated. Thank you for sharing. You are an absolute boss.

[@beckysgraphicdesign]

Awe, thanks!

[@michaltrodler195]

Pure gold! So much knowledge in one video. Should be called "InDesign bible"

[@beckysgraphicdesign]

Haha! Glad to be of help!!

[@user-yt3eu4jx8g]

This was so incredibly helpful. Thank you!

[@beckysgraphicdesign]

Wonderful!

[@forrestlonefight]

Thank you for the great resource! This has been so valuable to my plodding journey of designing my first book.

[@beckysgraphicdesign]

Glad it was helpful!

[@veroniqueleduc1607]

What great content! So much new InDesign knowledge in under an hour! Thank you Becky! I need to be checking your other videos now. I'm also really liking your teaching style.

[@beckysgraphicdesign]

Aw, thanks for the compliments!

[@christopherjohnsan-claire]

Thank you for great video, easy to follow loads of notes and happy I LEARNED LOADS

[@beckysgraphicdesign]

Wonderful! That's awesome to hear!

[@softcicada_]

This was so helpful. I have a 750k work novel I wanted to try laying out and didn't know where to start. Got through it in a few hours with all these tips!

[@beckysgraphicdesign]

Very nice! Great job!!!

[@mtroy85]

Becky. Thank you sooooo much! That keep functions thing. Just in general great video thank you

[@beckysgraphicdesign]

You're so welcome!

[@reganriot]

Thank you kindly for such an incredible lesson.

[@beckysgraphicdesign]

Glad it was helpful for you!

[@csinclaire1]

Thanks so much for your well-organized video. I am a seasoned book designer and I still picked up a few tips. I watched the whole thing, though, partly just because I thought you presented it so well and in such an orderly fashion. I look forward to exploring your channel. :)

[@beckysgraphicdesign]

I'm honored. Thank you!

[@dirkstargazer]

Thank you! This video is so valuable.

[@beckysgraphicdesign]

You are very welcome!

[@matti2118]

This video is gold, thank you

[@beckysgraphicdesign]

You're very welcome!

[@HailegebrealeYitina]

I want to thank you for the bottom of my heart! I am an author and was trying to design my first book. I was having a hard time when it came to format the book into Indesign. This video was key to make it possible. I am extremely happy! Thank you for publishing these kind of videos. My dream finally came true and I see my book the way I wanted. Blessings!❤❤❤❤❤❤❤❤💋💋💋💋💋💋

[@beckysgraphicdesign]

You are so welcome! Lovely to hear and excited that your dreams are coming true!

[@Othmarius]

Thank you very much for this video. It helped me so much!

[@beckysgraphicdesign]

Glad to hear!

[@oussamabouzouaoui3583]

this video is amazing, thank you very much

[@beckysgraphicdesign]

You're very welcome!

[@ScobedRobed]

Sneaky trick with the rule above and below styling combo, kinda neatly satisfying even though it feels like it's not really the intended use of the tool. Great video!

[@beckysgraphicdesign]

Totally agree! I learned it from a Nigel French video; I wonder who was the first to discover the "hack!"

[@timrober75]

So helpful, thank you... keep return9ing to this as a great tutorial :)

[@beckysgraphicdesign]

Awesome to hear!

[@ThomasGeist]

Great lesson - I learned a lot! (I haven't even used the Eyedropper Tool yet!). Tip: There's an easier way to locate the Scripts folder: open the Script panel, right-click on any script or script folder and select "Reveal in Finder / Explorer". And there you are!

[@beckysgraphicdesign]

Ah, yes, that is quicker!

[@waliullahmasrur1376]

this is very amazing, thank you mam

[@beckysgraphicdesign]

Most welcome 😊

[@crearam]

Thank you maam. much helpful.

[@ismailkharis7673]

you saved my life

[@princemehra12]

Thank you so much

[@marjankrstev]

Great!!!

[@gamescarnice2392]

Very nice

[@youssefwahba7774]

Really, I want to say thank you.

[@beckysgraphicdesign]

You're welcome!!

[@campingCC]

It may help to turn on the invisible characters as well as normal view instead of preview mode. Also, having information for IOS as well as Windows OS would be helpful.

[@AhmedHesham-ll8uw]

Hi thanks for your valuable content, I want to know if there is a special setting for kindle books? what sizes and margins should I do?

[@jenniferward6821]

This is so helpful. Bless you I have made my book soooooo much nicer. Also figured how to split the text frames. Maybe do I vid on that. For the peeps. Thanks again

[@beckysgraphicdesign]

Wonderful!

[@ZoranImsiragic]

Hi! It is nice what you presented. I'm an ACI and ACE for InDesign with more than 20 years in book design and page layout. Most of what you said is good. I may say that there is a faster way of work, but for presentation purposes, these things are good. Obviously, you are not very familiar with a Book concept. First, in Book Numbering options, you can set that every chapter starts on Odd, Even number or as it comes. In your case, setting the start on the Odd page number will do. Second, you said and that is good that you are waiting until the end of work to add that last blank page if needed. What you don't know is that in the same Book Numbering options there is an option insert Blank page, which will automatically add a blank page where it is needed. One more small thing, InDesign is offering a special kind of text alignment called Away from Spine and Towards Spine. In your case, page numbers should have alignment. Towards Spine, and that will automatically work on your Parent pages. Keep working. It is a good tutorial. 👍

[@beckysgraphicdesign]

Thanks for the extra tidbits!

[@kiizahillary8472]

Thank you but i have a question. How did you make quote paragraph style and quote source paragraph style as well. Thanks

[@honerzawita8024]

Thanks for this amazing video, how can I make a table of contents for all ?

[@beckysgraphicdesign]

For a whole book? Make sure you have all the corresponding .indd files combined into an .indb book file, then when you generate the TOC, make sure "Include Book Documents" is checked in the options.

[@KatieScullin-qt6ns]

This has been super helpful. My only question is, do you have any ideas why my paragraph styles would not be synchronizing throughout the book?

[@beckysgraphicdesign]

Have you made sure that you have the correct "parent" document chosen in your book? The whole book will sync based on one document, whichever one has the little icon next to it. Second, are your paragraph styles overridden locally?

[@laparamo]

Why should I use the Book Function on a large book if it's not gonna be printed in booklets but on single pages? Is it just for convenience and comfort? Thanks for the super useful advanced tips, and clarity.

[@beckysgraphicdesign]

It all depends on what workflow is best for you. In highly complex books (where I'm unable to use much of my reflowable options, say, with lots of full-page images), then using the Book function is an easier way to separate the chapters. But, if I'm doing a shorter Children's Book that's only 32 pages, I'll keep everything in the same document. Just find what's the fastest, best way for you! :)

[@DrumminDrew0]

Great information here. I took lots of notes. My only question is how to get the drop cap on the first letter of each chapter? I'm thinking GREP but don't know how.

[@beckysgraphicdesign]

It's a separate paragraph style that I apply to each first paragraph. It contains a Drop Cap.

[@DrumminDrew0]

@@beckysgraphicdesign Thank you.

[@TypicalAngela]

Hi and thanks a lot for this tutorial! I am having trouble synchronizing paragraph styles. I have added/removed some styles from one document within the book and selected it as the style source to sync with the rest of the documents. However I do not see the other documents reflecting the changes to the paragraph styles. Any idea what may be happening?

[@beckysgraphicdesign]

When you "synchronize styles" from your book document (making sure to select only Paragraph and Character Styles!), it will update/add styles from the selected source document. However, it will not delete any styles.

[@areejsafi]

Thank you sooo much for this video, it's been super helpful! I do have a question. For some reason, when I try to create the No Break GREP, it immediately deletes or makes the majority of the text disappear, what am I probably doing wrong?

[@beckysgraphicdesign]

Ah! Yes, I am familiar with this problem. This is because "No Break" has been applied to your body (or main) text as a Character Style. You never want to apply it as such, only in the GREP area of the Paragraph Style.

[@areejsafi]

Thank you! @@beckysgraphicdesign

[@dunehaggar7495]

amazing info here! Quick questions: 1) my book already has chapter titles (that start on new page with space using the blank paragraph rule hack) how do I retroactively find the first character of chapter and make the rule for the drop cap? Could I search for this with grep? could i do a next style kind of rule? 2) Most of the fantasy novels i am basing my design off have no paragraph space with the usual indent and left justification with last line normal... is it always the rule to have no space between paragraphs? Thanks again...

[@beckysgraphicdesign]

Have a look at this video! This easy-to-use script will REALLY speed up your workflow: kzbin.info/www/bejne/l5aoXnx8htt9l6c

[@shahzam3700]

I need your paragraph styles, could you make a video about your paragraph styles and character styles.

[@shahzam3700]

Please help me🥺🥺🥺

[@shahzam3700]

Your paragraph styles so cool and deep thought for every case. 😳🤯🤗

[@beckysgraphicdesign]

Try this one for more in-depth info on styles. kzbin.info/www/bejne/pWeroIiho6mJia8

[@kaylenedawnbuteaufitnessbu2282]

I'm almost finished with my graphic memoir of how I used my health and fitness knowledge to stop my mother with mild dementia from forgetting me, and it worked. I tricked her off caffeine, then no prescription meds, forced her/tricked her/incentivized her to drink water, kept her away from high fructose corn syrup and other poison, because they made her mean and delusional, and kept her away from gluten. I labeled layers by text vs. images, and then by page number, and all of that is linked through word. When I add in pages, it becomes all scrambled. I thought writing this memoir digitally would be faster, but I don’t think so anymore. I did spend time going through all of my layers in every document in my 250-page book, renumbering the layers according to the new page number, but now reviewing all of my journals, I need to add in more. Do you have any suggestions for organizing?

[@beckysgraphicdesign]

You used Word to write the memoir and now are trying to transpose it to InDesign? If you're trying to add pages in InDesign, right--click on the desired location, and then tell it to "Insert Pages" before or after the desired page. I suggest using a Parent of "None," which should have no formatting and should bump right into the rest of your content.

[@user-jp3dl4qn8h]

great knowledge mam, from how long you have been designing books ?

[@beckysgraphicdesign]

Becky has been designing books for over 15 years, and Kayla has been working with us for over five years, doing book design and other design projects!

[@user-jp3dl4qn8h]

@@beckysgraphicdesign wow mam i am feeling very great honor to find a tutor like this you have a mind blowing amazing knowledge in book design, i use to watch Kayla KZbin channel also😊

[@user-zz3ct5ur3l]

Hi Becky, what screen recording software are you using?

[@beckysgraphicdesign]

OBS Studio. It's free! obsproject.com

[@madman37115]

I'm a semi-retired graphic designer of 50 years and have just been asked to design my first Ebook from an existing InDesign print book. The process of converting from InDesign to an Epub doc is infuriating and senseless. Forget keeping the style of the original book and text spacing. Is there a tutorial about this problem? I've told my client that her book is readable on KDP but it is nearly impossible to make it look like the paperback version. No logic whatsoever for assigning certain text to specific pages. Losing my mind ... what's left of it anyway. I'm also in Nashville.

[@beckysgraphicdesign]

If you're working with a book (like a textbook or cookbook) which needs to maintain images and styles and visual order, use Kindle Create: kzbin.info/www/bejne/mJO5nopjfZJ8ZtU If you're simply looking to make your eBook look and work better, check out my tutorial on converting a print book to an eBook: kzbin.info/www/bejne/nKSzZWaYqrCKnsk

[@jannieguzman5720]

I have a question, some people have told my that I should be using New Document for a printed book and the Book option it's more for ebooks. Is this true? When I create the book for printing can I use the Book options instead of "New Document"?

[@beckysgraphicdesign]

I have used Book Docs (basically containers that hold multiple .indd docs) for both eBooks and Print Books. I have also used single .indd docs to contain both a whole Print Book or eBook. So, any way you personally want to go about it, it can happen!

[@user-mo2sg8mf5k]

Becky, you have pure text in this tutorial, do you have a tutorial of a book with lot's of images (text wrapping around them), lot's of shapes, lots of colorful subheadings, tables, arrows and so on????????? Like a textbook

[@beckysgraphicdesign]

I have this tutorial about making images flow with your text, though they won't be wrapped exactly as you're imagining: kzbin.info/www/bejne/d4euYoqnbNyfp9E

[@TheCecyFernandes]

OI, I need help. This large document, between one page and the next, appears in this large space in white, PB. I can't solve the problem. The text threads will also disappear.

[@beckysgraphicdesign]

Does this happen when you apply a new style to a line of text, or immediately upon importing the text? And you're meaning that all the text becomes "overset"?

[@stelianlazaroiu7251]

How do we manage the footnote number reseting when splitting the book in chapters?

[@beckysgraphicdesign]

In your Book Numbering Options, you can set the footnotes to restart, or to remain continuous. Sometimes, you won't see the result of this unless you have all related documents open OR until you actually export and compile them into one PDF doc.

[@earlcarlson9869]

When you add something to the document, you select the plus sign at the bottom of that window. Right? How did you get that window? I don't have one. It occurs to me that you've made this video for people who already know how the program works.

[@beckysgraphicdesign]

Meaning, when I add text from a Word document into InDesign?

[@pripritzy]

how do u have separated files for each chapter?

[@beckysgraphicdesign]

I am using InDesign Documents combined into a Book Document.

[@reginarexrode8578]

I can't find the script anywhere for the Clean Space

[@beckysgraphicdesign]

creativepro.com/files/kahrel/indesign/clean_space.html

[@TAL_Books]

I am brand new to iD and I'm following tutorials for how to format my first book. (got to save money somehow) This is probably such a newb question, but the window that shows all the chapters you added is gone and idk how to get it back. 😅any help or places that would tell me these sorts of features would be appreciated! Google isn't much help bc idk what the window is even called.

[@beckysgraphicdesign]

I believe you are looking for your "Book Document." This is a file that needs to be re-opened and will hover above your InDesign window in its own little sidebar. Try looking for it under File > Open Recent, then look for a file that has an extension of .indb If that's not what you're looking for, leave me a timemark (0:00) from the video when it's on-screen.

[@TAL_Books]

@beckysgraphicdesign that's exactly what I'm looking for! Thanks I will try to find it. 😀

[@jayantachaudhury8381]

Mam, could you please tell me how can I arrange my paragraph format using style sheet like bellow. 1. Introduction 1.1. ********* 1.2. ********* 1.3. ******** 2. ********* 2.1. ******** 2.2. ******** 2.3. ******** I specifically want to know the settings of 1.1, 1.2, 1.3 ......

[@beckysgraphicdesign]

You can sort of achieve this by using text variables. Use "Chapter Number" and then make another one for the sections.

[@perkin524]

Wonderful video! But I think you need to acquire a directional mike - there is a lot of background noise.

[@beckysgraphicdesign]

Yes! There was unfortunately a lot of lawn mowing that day. I tried to edit it out, but still not the best.

[@twiggyjali]

my indesign as far back as cs5 has always said master pages. why is yours different?

[@beckysgraphicdesign]

Adobe doesn't want to be offensive, so they changed it to "Parent" rather than "Master." *Eye roll*

[@twiggyjali]

@@beckysgraphicdesign wtf lol

[@aayasir217]

We have a default grep feature in the find and replace panel that detects and cleans double returns and multiple spaces. Does that script do more than that?

[@beckysgraphicdesign]

It also removes manual tabs at the beginning of paragraphs.

[@beethesage2817]

What happens when nothing pops up when you click new, then book?

[@beckysgraphicdesign]

Hm, I've not encountered that problem. Are you updated to the most recent version?

[@FredKimmel]

Don't you think that starting chapters on the right side and adding pages if they naturally flow to the left side just add to the print cost, while giving really nothing in return? Some might even complain being ecologically reckless.

[@beckysgraphicdesign]

In the instance of a large book, yes, I'd agree. Often, we get small manuscripts that we're trying our best to stretch. Generally, you need AT LEAST 100 pages in your book to allow enough room to print words on the spine. Also, having all title pages on the right-hand makes for ease of thumbing through and navigating the book.

[@oIITSBIIo]

You can automate blank pages to Non with a paid script called "mastermatic" it's worth it if you work a lot on books.

[@beckysgraphicdesign]

Cool! Thanks for the tip.

[@chaennelchaennel]

This is the bible😂❤ no2, if I may ask, I was looking for a way to add spaces where two characters got stuck together, for example a word and a (. Is there a way to make sure every letter has its space? Can anyone help me?🥺💓

[@KourasmenosGR]

I'm in love, are you single?