The basic layout of the user interface in InDesign is similar to Photoshop: the tools on the left, the Palettes on the right, and the Basic and Option menus at the top. The functions are also largely the same.

Basic

These menus hold the main features of InDesign, including opening and saving files, preferences, tables, special text options, and more.

Some of the most important functions from these menus are described in this guide.

Tools

This menu can be used to call important functions such as selection, filling, and text tools.

Options Menu

Depending on the selected tool, detailed options for each tool can be set here.

Palettes

The palettes on the right side offer a variety of editing and adjustment options. The individual palettes can be arranged freely.

5.1 Preferences

InDesign also offers the user a variety of settings that will be briefly presented here. Altered presets could cause nasty surprises while working. It is therefore advisable to go over the presets in each new workplace briefly in order to adapt them to your own habits.

The default settings are in the menu “Edit” as last item “Preferences …”

5.1.1 Color Preferences

Of course, Adobe InDesign also has to offer a way to set the working color spaces to enable a consistent workflow with color profiles.

All image and graphics files can then be converted to these color spaces during output. It works optimally if the same working color spaces are used in all programs. This can be ensured if the color settings are made in the application BRIDGE. From there, all Adobe products are synchronized.

5.2 Tools

Here can be accessed tools for performing functions, including selection, text, picture and text boxes, and others. When you click and hold on a tool with an arrowhead at the bottom right corner, another palette opens where you can select more tools.

5.3 Palettes

Almost all important formatting and options can be found in the InDesign palettes. On the right is a selection of standard palettes. The individual index cards can be freely rearranged by the user in order to arrange them efficiently for specific tasks.

In addition to these standard palettes, the “Window” menu contains a whole list of additional palettes that can be displayed. Palettes that are currently displayed are marked with a tick. Thematically related palettes are grouped in submenus.

5.3.1 Important Palettes

Pages

The Pages palette is divided into two sections: master pages at the top and the content pages at the bottom. Both are managed centrally here. In addition to new document pages, the “Pages” palette can also be used to create new master pages that can be applied to content pages. Working with master pages is described in Chapter 2.8.

Advanced options can be accessed via a hidden menu. Click on the round button with the arrowhead to get to an options menu. For each palette, further options are available.

Add new pages:

There are several ways to add new pages to a document:

1. Bottom right in the palette there is a “New Page” icon . Clicking there inserts a new page after the currently selected page.

Similarly, you can delete the currently marked page with the trash icon.

2. Drag & Drop: From the upper area, a master page can be dragged onto the document to create a new page. If you let go of an already existing page, the master page will be applied to this page.

3. In the options menu there is the option “Insert page …”. This feature provides the ability to add multiple pages to the document at the same time. You can also select the matching sample page, as well as the position at which the pages should be inserted.

Layers

Like Photoshop and Illustrator, InDesign uses layers. This can be very useful especially for very complex documents, e.g., different version to be produced. Thus, elements that are intended for a version can be collected on one level and thus be shown or hidden as needed, or simply structured for clarity.

Links

Since all images and graphics in Indesign are only saved as links in the document, it is important to be able to get an impression of the state of the links. Next to the file name, the status of the exclamation point column can be determined. A red question mark means the original is no longer on the specified place, a yellow exclamation mark means the file was changed since the link was inserted and needs to be updated.

In addition, by clicking on a file, further information about the respective file can be displayed, from color space to resolution to the file path.

Swatches

Each object in InDesign can be assigned a fill color and an outline color (As known from Illustrator), even for fonts (However, normally, fonts should not have a stroke).

The selection of color patches is comparably small, which is not surprising since text is usually assigned the color black. Additional color patches can be created either as a mix of CMYK or spot colors.

If a graphic is placed with a special color, this spot color is also displayed in the list of color fields.

In addition to simple color fields, gradients can also be created or stored here.

More about using the swatches in the next chapter.

Stroke

Each frame, line and character is assigned a stroke. This stroke can be edited in thickness and shape here.

The view here is after the options are shown.

Instead of a single thick line, two thin lines or a dotted line can be selected.

The position of the stroke can also be changed here. Normally the stroke lies in the middle, left, and right of the object path. You can also position them only on the left or only right of the object path.

In addition, arrowheads can be defined at the beginning and end of lines.

6. Create Documents with InDesign

6.1. Create a New Document

The File -> New -> Document … (CTRL + N) menu opens the dialog for creating a new document.

6.2. Creating New Elements

Most elements can be created through the object tools.

Frames can also be created without content.

Path Tool — The Path tool can be used to define arbitrary shapes with anchor points, which can then be used either as filled objects or text frames, or as paths on which text can flow. Single anchor points are simply clicked.

Text Tool — With the text tool selected, a text frame can simply be dragged onto the document while holding down the mouse button. If there is already a frame, the cursor can be put into it by simply clicking in the frame or already existing text can be marked and edited.

With the “text on path” tool, the text can run along arbitrary paths, including contours of circles and rectangles.

Pen Tool — Holding down on the mouse button, free form lines can be created.

Frame Tools — can be raised while holding down the mouse button. These frames may be filled with a color or pattern, text, or picture or graphic.

6.2.1. Creating New Pages

If more pages are needed than specified when the document was created, they can be easily created in the Page palette by clicking the Create New Page icon at the bottom of the palette.

Similarly, superfluous pages can be deleted. Either drag the page to be deleted with the mouse button pressed down on the trash can icon at the bottom right or mark the page and then delete the page by clicking on the trash can.

By moving the pages in the “Pages” palette, you can also change the order in the document.

6.3. Placing Elements

Usually in Indesign, already existing objects are placed and rearranged. Images, graphics, and text are inserted in the document this way. The dialog for placing objects can be called via the “File” menu or CTRL + D. If multiple files are selected, the file will be placed one at a time.

6.3.1. Placing Pictures

The Place dialog is similar to the Open dialog. The desired file must be marked and then placed on the selected page with “Open” in the current document.

InDesign can read a variety of image file formats, including the proprietary Photoshop file format. To avoid problems with the output, however, only common formats such as TIFF should be used.

The image appears in the size and resolution of Photoshop and should not be resized if possible (if only then reduced).

After clicking on Open, a miniature of the image to be placed appears in conjunction with a mouse pointer which was replaced by an image symbology. Clicking will set the upper left corner of the image, or when clicking on an existing frame, the image / graphics will be placed in it. If several elements are to be placed, the number of elements next to the pictogram appears in brackets.

The placed image can later be moved and further transformed.

After clicking on Open, the mouse pointer appears as this icon.

If you click on the upper left corner of a column with this symbol, a text frame is automatically generated in the size of the column and the text flows in.

If a text frame has already been created in which the text should flow, you only have to move the mouse over this frame and get this symbol. By clicking, the text now flows into this previously created frame.

If you already know that the text to be placed is longer than a column, you can activate a special function by keeping the ALT key pressed. If you now click on a column, a text frame is automatically created again and the tool remains in placement mode. So you can add more columns or text frames without having to click on the red square.

Press the SHIFT key, and now when you click on a column, as many columns and pages necessary to display the text are generated automatically. For long texts, this is the fastest method.

After clicking on Open, the mouse pointer appears as this icon. If you click on the upper left corner of a column with this symbol, a text frame is automatically generated in the size of the column and the text flows in.

If a text frame has already been created in which the text should flow, you only have to move the mouse over this frame and get this symbol. By clicking, the text now flows into this previously created frame.

6.3.3. Overset Text

Often a piece of text is longer than a column or a single text frame and not all of the text can be displayed, this is known as overset text. This is indicated in InDesign by a red square with a plus at the bottom right corner of the text frame. The text must now either be trimmed down so that it can be fully displayed in the frame, or the frame must be enlarged. Both is often not possible and does not lead to the goal. If you click on the red square, the mouse pointer appears again as in the beginning. By clicking on another column or another text frame, the text can now continue to flow there. The frames are now linked together. So the text flow can be created over different columns and sides.

6.4. Placing Images

In Indesign, there is always the distinction between the picture frame and the actual picture. Both can be modified separately. For example, if you zoom in on the picture frame with the larger or smaller object tool, the image in it will not automatically scale. (This can only be achieved by pressing the Shift and Cmd/Ctrl keys simultaneously). In this way, the frame can show only a part of the image. The frame does not need to be square but can take any shape (when placing you can define any frame shaped as an picture frame) or you can also make frames and change their shapes with the pen tool.

If the picture is selected (Brown frame), not only can the position but also the size can be adjusted. Clicking and draging on the corners will scale the image. Pay attention as you transform the image to not accidentally disproportionate it. You can hold at the shift key at the same time so that the image is only proportionally scaled.

It is also possible to rotate images separately from the frame or rotate the frame separately from the image.

If the image and image frame do not fit together or if an image fits into an existing frame or a frame is adapted to an image, the fastest method is via the context menu (Right click on the picture). You will find the option at approximately mid-height to adjust the options for fitting pictures in frames.

6.5. Text Wrap

After placing an image, the frame becomes a separate layer above the other elements of the page. If the picture is pushed over a text frame, then the text is not wrapped, it just disappears under the picture! To fix this, the position and/or size of the text frame can be changed so that no conflict occurs or you can open the “Text Wrap” palette (ALT + CTRL + W) via the “Window” menu. For each selected object, the text displacement properties can be set here.

6.6. Formatting Text

Classically, text in InDesign can be formatted across different palettes. Simply select the text area with the text tool that should be marked and then set the font, size, etc.

6.6.1 Character Formatting

Once the text tool is activated, the most important character parameters can be set using the options palette.

6.6.2 Paragraph Formatting

The same editing options can be found a little differently arranged in the “Characters” palette which can be opened via the menu “Fixed -> Fonts & Tables”. In addition to the “character” palette, there are also other palettes that offer further possibilities for text formatting, e.g. the “paragraph” palette (CTRL + M).

6.7. Formatting Frames and Paths

If you select an object, the Transform palette appears in the options palette. Here, you can change the object’s size, rotation and much more.

Transform Objects

The selected corner remains fixed in all transformations, so if the object is changed in width, the left side remains at the original position. If the object is rotated, this point also serves as a fulcrum.

Stroke Adjust

In addition to the thickness of the stroke, like Illustrator, the position of the stroke (inside, outside or center) can be set as well as the appearance of this stroke (type).

Similarly, for lines, arrowheads can be added.

6.8. Working with Colors and Special Colors

Each object and text can be assigned a fill and a stroke color. Either by double-clicking on the respective area in the tool palette (a color picker will pop up) or by clicking on the relevant color field in the “Swatches” palette. For selected objects, these changes are applied immediately.

If a special spot color such as red (HKS 13) is to be printed in addition to the mixed colors of CMYK (Cyan Magenta Yellow Black), a special color field must be created for this purpose.

WARNING: The creation of a special color always means that an extra printing unit with a corresponding color must be available for this color.

The first 4 colors in the “Swatches” palette are fixed and unchangeable.

1. No Fill — Objects or strokes with this color appear transparent. Underlying objects show through.

2. Registration — Objects or strokes in this color appear in all color separations but show as black in the preview. This color is only ever used for registration marks!

3. Paper — Objects that have paper as a filling cover underlying objects in such a way that the white of the paper comes to light.

4. Black — Objects or contours with this color appear only in the black separation.

At the top right of the palette is the Hue box. This field allows the strength of the filling, i.e. control the area coverage in the print of the selected color. Define gray or light red areas or lines, select the base color and then adjust the area coverage.

New color patches are created by adding onto an existing swatch, e.g. the black swatch is marked and then first duplicated with the “New Swatch” button at the bottom of the palette. This “new” color field can now be edited by double-clicking.

Any color of the basic CMYK colors can be mixed here.

The color is then mixed in print from all 4 colors.

WARNING: This works only with 4-color printing! Such a composite color can not be issued as a separate printing plate!

The resulting color can vary greatly depending on the output device and coverage area as not one of the color locations are defined.

In addition to the normal options over the options and other palettes, there is another way to format text and objects in InDesign

1. Paragraph Styles — Formats the entire paragraph, up until the paragraph marker (¶).

2. Character Styles — Only the selected characters are formatted (also applies to a single letter in a word).

3. Object Formats — Any frame, whether text, picture or graphical frame, and lines, can be specified with these formats in their properties.

Why use paragraph, character and object formats? Aside from a better text structure, e.g., in the body text, headline, etc. it will also be easier to achieve a consistent layout of a larger document. If a format is changed, this change will automatically be applied to the elements in the document which are formatted with the corresponding format. This makes corrections easier. For example, if the font changes, you will only need to make a change in one place, which will then automatically apply to the entire document.

By default, the palettes for formats are located at the bottom of the right-hand palette bar or in the Window menu under the Styles item, where you will also find palettes for formatting tables.

6.9.1. Settings for Paragraph Formats

To list all formatting possibilities here would go beyond the scope of this booklet. Therefore, only a brief reference to the most important options will be made.

Basic Character Formats:

Tabs:

6.9.2. Character Format Settings:

Basic Character Formats — Basically, you should only change what you want to change in the paragraph format when creating character formats. All other fields should be left blank as the value of the paragraph format is automatically used. This allows a character format to be used more universally and changes to the paragraph format can be used automatically.

6.9.3. Settings for Object Formats:

When setting object styles, not only are the base attributes available that describe the appearance of the object itself, including various options for text frames from baseline grids to creating multiple columns, but also the ability to associate specific effects such as shadows and transparencies. This can be assigned separately to the entire object, its stroke, fill and the text, so only the text in this frame can get a shadow or the whole text frame or only the outline of the frame.

Unfortunately, not all possibilities can be discussed here, we will focus here mainly on the possibilities of formatting text frames.

Fill, Stroke and Stroke Options

General Options for Text Frames

In addition to the distance of the text to the border of the frame, text frames with several text columns can be defined here. However, it is usually clear to create the frame individually. Especially if a text frame has a stroke, it is recommended that the text has a certain distance to the frame.

Baseline Options for Text Frames

To ensure that all text lines are always at the same heights for several columns and on several pages, they should be aligned with the baseline grid. Here you can define a single baseline grid for your text frames, matching the line spacing of your basic font.

Text Options Section

With the help of this option, the first and last characters in a line can be pushed out of the text area to create an optically more uniform impression.

Effects

For each element, a variety of effects can be set.

How the application affects the different parts of an element can be seen here as an example of drop shadows.

6.10. Master Pages

If certain elements in a document appear on every page, they must be defined on the master page. The master page is accessed by double-clicking on the template icon in the Pages palette.

If a document is created with double-sided pages, there is of course also a right and a left template page, on each of which separate objects can be placed and created.

Changes in the master page are automatically applied to all pages of the document!

When the master page is finished, please do not forget to leave the master page by double-clicking on a normal content page.

You can create multiple master pages for a document that will be applied to different pages, e.g. for each chapter. The master pages can inherit certain elements from each other or be completely rebuilt.

6.10.1 Automatic Pagination

Creating an automatic page number can be done in InDesign using the master page. Select the master page and draw a text frame at the position where the page number should appear. From the menu “Type -> Insert special character -> Markers -> Current page number” to insert the page number placeholder in the text box. A large “A” will appear, which can now be formatted like any other text. Instead of the “A”, the page number appears in the default formatting on the normal pages.

7. PDF Files

7.1 Creating PDF Files

To create a PDF file in Photoshop and Illustrator you can simply select the “Save as…” option. To create a PDF file in Indesign you have to go via the Export function. Make sure the file format “PDF (Print)” is selected. Even if the dialogue is slightly different in each case the same settings can be made. Here, the export dialogue of Indesign is discussed in the first place, but the settings can be easily applied to Photoshop and Illustrator.

7.2 Keyboard Shortcuts

7.2.1 Photoshop Shortcuts

7.1.2 Illustrator Shortcuts

7.1.3. Indesign Shortcuts