A Guide to QuarkXPress 2022

Creating a master page

The best way to explain master pages is by example. In this example, we will create a facing-page master page with an automatic text box, automatic page numbers in the footer, and wide inside margins. To create such a master page:

1. Create a new facing-page layout with an automatic text box.

2. Choose Window > Page Layout. The Page Layout palette displays.

   

   Note that there is already a default master page named A-Master A. You can tell that this master page has been applied to the first page because of the A that displays on the page icon in the bottom part of the palette.

3. You can create single-page master pages by dragging the Blank Single Page icon into the master page area at the top of the palette. In facing-page documents, you can also create facing-page master pages by dragging the Blank Facing Page icon into the master page area. Drag Blank Facing Page . A new facing-page master page named B-Master B displays in the palette.

   

4. To display the new master page for editing, double-click the B-Master B icon. The master page displays in the main window. Note that because this is a facing-page master page, it includes two pages: The left page and the right page. Also, note the broken-link icons in the upper left.

   

5. To add page numbers, draw two boxes on the lower left and right, as shown below. In each of these boxes, click with the Text Content tool and then choose Utilities > Insert Character > Special > Current Box Page #. This inserts a character that will display as the current page number in layout pages. Format and justify the character any way you like. (Of course, you can put your page numbers anywhere you want to.)

   

6. To indicate where the text should go, draw some guides and then draw two text boxes like those shown below.

   

7. Now you must link the text boxes to the automatic text chain. With the Text Linking tool selected, click the broken-link icon at the top of the left page, then the text box on the left page. Then click on a blank part of the page. Finally, click the broken-link icon at the top of the right page, and then the text box on the right page. The text boxes on these two master pages are now linked to the automatic text chain.

8. Double-click the master page's name in the Page Layout palette and change it from "B-Master B" to "B-Body Spread."

9. Choose Page > Display > Layout. The view switches back to the layout pages.

10. Click in the text box on page 1 with the Text Content tool .

11. To add two new pages that use the new master page, choose Page > Insert. The Insert Pages dialog box displays.

    

    You can also add pages by pressing Option/Alt and then dragging a master page to the desired location in the bottom part of the Page Layout dialog box.

12. Enter 4 in the page(s) field, click after page, and choose B-Body Spread from the Master Page drop-down menu. After you choose the master page, check Link to Current Text Chain, then click OK. Four new pages are added to the layout, and both of them have the text boxes and page numbers you created on the master page.

    To verify that the new master pages have been linked to the master text chain, click in any of the main text boxes with the Text Content tool and then choose Utilities > Insert Placeholder Text. The entire text chain fills with text.

    

13. To add sections, choose Page > Section. The Section dialog box displays.

    

    If you specify a section name (optional), you may use that name to specify the pages that will be used for creating a table of contents in HTML5 Publications and iOS Apps. Refer to A Guide to Digital Publishing with QuarkXPress for more details.

Applying master pages

There are two ways to apply a master page to a layout page.

• Drag the master page from the top part of the Page Layout palette (Windows menu) to the target page in the bottom part of the palette.

• Select the target page or pages in the bottom part of the Page Layout palette, then press Option/Alt and click the desired master page in the top part of the palette.

Updating master pages

When you make a change to a master page, that change is automatically made to any layout pages that use that master page. In other words, if you move the page number box on a master page, the page number box will be automatically repositioned on every page that uses that master page.

If you make a change to a master page item on a layout page, then reapply the master page, one of two things can happen:

• If Master Page Items is set to Keep Changes (QuarkXPress/Edit > Preferences > Print Layout > General pane), the changed item is left where it is but is no longer linked with the master page, and a copy of the item from the master page is added.

• If Master Page Items is set to Delete Changes (QuarkXPress/Edit > Preferences > Print Layout > General pane), the changed item is deleted and replaced with a copy of the item from the master page.

Master pages and layout families

Master pages work a little bit differently with layout families than they do with layouts that are not part of a layout family. (For more information about layout families, see "Understanding layout families" in A Guide to App Studio.)

• If you add, delete, or rename a master page in a layout family, the master page is added, deleted, or renamed in all of the layouts in that layout family.

• If you add pages to one of a layout family's layouts with a particular master page, pages with that same master page are added to the other layouts in the layout family.

• If you apply a master page to a layout page in one of a layout family's layouts, that master page is not applied to the corresponding pages in the layout family's other layouts. This allows you to use different master pages for the vertical and horizontal versions of a page in a layout family.

• If you make a change to a given master page in one of a layout family's layouts, that change is not reflected in the same-named master pages in the other layouts. This allows you to customize master pages for each of a layout family's page designs.

Variable Page Size

A user can design layout(s) with variable page sizes (mixed page sizes). Ex: Designing a layout with portrait and landscape orientation. 

While creating a master page from the page layout palette, a user can give page dimensions and orientation and name to the master.

User can also edit existing master page by using the 'Edit Master' option from the contextual menu in the page layout palette. On adding a Variable Master Page with dimensions different from the Original master page or on editing the dimensions of the Original master page, an overridden symbol is displayed on the Master page in Page Layout palette. This is an indication of the Variable Page size. When you hover the mouse over the master page in the page layout palette, a tool tip will show the overridden attributes of the master page.

Duplicate Pages

QuarkXPress allows the users to duplicate single or multiple pages with ease. The selected pages can be duplicated using the 'Duplicate Page(s) option from the contextual menu of the Page Layout palette. The duplicated pages will be inserted at the end of the last page of the currently selected pages.

Understanding layers

A QuarkXPress layer is like a clear overlay that covers every page in a layout. You can put almost anything on a layer, including picture boxes, text boxes, lines, tables, interactive objects, and any other kind of QuarkXPress item.

Layers can be useful in many different ways:

• You can put all pictures on a one layer and all text on another layer, allowing you to work more easily with boxes should they overlap.

• You can put different translations of a document on different layers, and thus store all language versions of the document in the same layout. When you print the layout, you can hide all of the layers except the one that contains the language you want.

• You can put different versions of a design on different layers, so that you can easily switch back and forth among variations on the design theme when showing a design to a client.

• You can use layer locking to prevent accidental changes to layers containing page elements that should not be altered. For example, if you're going to be printing on stock that is preprinted with a letterhead and background graphic, you can include that letterhead and background graphic in a layer so that you can see what the finished printed piece will look like, and then you can lock that layer and omit it from printing.

If you have used image-editing applications such as Adobe Photoshop, you may already be familiar with the concept of layers. However, layers have some implications in QuarkXPress layouts that they do not have in image editing:

• Even if a front layer is showing, you can "click through" any empty portions of that layer and select items on underlying layers, without having to manually change the active layer.

• Each layer exists on every page in a QuarkXPress layout, rather than being specific to a page or spread. This makes it easy to control the appearance of every page in a long layout.

• Text in a rear layer can run around objects in a front layer.

Creating layers

To create a layer, click the New Layer button in the Layers palette. The new layer is added to the Layers palette, in front of the active layer. The new layer is active by default, which means that any items you create will be placed on that layer.

To create a new item on a particular layer, first click the layer's name in the Layers palette to activate that layer. Then use any of the standard item creation tools to create items on the layer.

Selecting layers

The active layer is identified in the Layers palette by the Edit icon . The active layer is the layer where any new items you create will be put. You can set the active layer in two ways:

• Click the layer name in the Layers palette.

• Select a single item on the page. That item's layer automatically becomes the active layer.

Only one layer can be active at a time (even if you select items on more than one layer at a time). However, you can select more than one layer at a time (for example, if you want to merge the layers). To select more than one layer, do one of the following things:

• Select items from more than one layer (for example, by selecting everything on the page).

• To select consecutive layers in the palette, press Shift while you click the first and last layer in the range you want to select.

• To select non-consecutive layers in the palette, press Command/Ctrl while clicking the layers you want to select.

Showing and hiding layers

The Visible column in the Layers palette controls which layers display at any given time. When the Visible icon appears in the Visible column, a layer is visible.

• To show or hide a layer, click in the Visible column to the left of that layer's name. You can also double-click a layer to display its Attributes dialog box, check or uncheck Visible in the dialog box, and then click OK.

• To show or hide all the layers in a layout at once, select a layer name and choose Show All Layers or Hide All Layers from the Layers palette context menu.

• To hide all layers except the active layer, select the name of the layer that you want to be active and then choose Hide Other Layers from the Layers palette context menu. Alternatively, you can press Control/Ctrl while clicking the Visible icon of the layer you want to display; all other layers will be hidden.

• To display all layers except the active layer, choose Show Other Layers from the Layers palette context menu.

When you use the Find/Change feature, QuarkXPress searches hidden layers as well as visible layers. If a match is found on a hidden layer, QuarkXPress temporarily displays the hidden text box or text path.

When you check the spelling in a layout or story, QuarkXPress searches all layers in the layout or story. If questionable spelling is encountered on a hidden layer, QuarkXPress temporarily displays the hidden text box or text path.

When a layer is hidden, that layer displays unchecked by default in the Layers pane of the Print dialog box, and consequently that layer will not print (unless you click to check the layer manually in the Print dialog box).

When you create an item on a hidden layer, that item remains visible until you deselect the item.

Determining which layer an item is on

There are two ways to determine which layer an item is on:

• Look at the object's bounding box and handles (you may need to choose View > Guides to see them). Each layer (except the Default layer) is assigned a unique color swatch in the Layers palette, and the bounding boxes and handles for objects on that layer are drawn in the layer's color.

• Look at the Layers palette. When you select a page item, the Item icon displays in the Layers palette next to the name of the layer that contains the selected item. If you select multiple items on different layers, the Item icon displays next to each layer that contains a selected item.

Deleting layers

You cannot delete the Default layer, but you can delete any other layer. When you delete layers, you can choose whether to delete the items on the layers or move the items to another layer. To delete a layer:

1. In the Layers palette, select the layer or layers to delete.

2. Click the Delete Layer button .

3. If there are items on the layers you are deleting, the Delete Layer dialog box displays. Choose an option:

   • If the layers include items that you want to delete, check Delete items on selected Layer(s).

   • If the layers include items that you want to move to another layer, uncheck Delete items on selected Layer(s), and choose a destination layer from the Move items to Layer drop-down menu.

4. Click OK.

To delete all unused layers in a layout, choose Delete Unused Layers from the palette menu.

Changing layer options

You can control the following options for the selected layer in the Attributes dialog box:

• Name: The layer's name, as displayed in the Layers palette.

• Layer Color: The color used for the bounding boxes and handles of objects on that layer.

• Visible: Controls whether the layer is visible in QuarkXPress.

• Suppress Output: Controls whether the layer is set to print when the layout is printed. You can override this setting in the Print dialog box.

• Locked: Controls whether you can manipulate objects on this layer.

• Keep Runaround: Controls whether runaround from objects on this layer applies to underlying layers when this layer is hidden.

To display the Attributes dialog box for a layer, double-click the layer's name in the Layers palette, or select a layer name in the palette and then choose Edit Layer from the palette menu.

You can set the default values of the Visible, Locked, Suppress Output, and Keep Runaround check boxes for new layers in the Layers panes of the Preferences dialog box (QuarkXPress/Edit menu).

Moving items to a different layer

The Layers palette provides three methods for moving existing items to a different layer. Using the Item tool , select the items you want to move, and then do one of the following things:

• Click the Move Item to Layer button , and then choose the target layer in the Move Items dialog box.

• Drag the Item icon to the target layer.

• Cut the items from their current layer and paste them on the target layer.

To place a copy of an item on a different layer, press Control/Ctrl while dragging the Item icon to the target layer in the Layers palette.

Copying and pasting items between layers

There is an option in the Layers palette that allows you to set Paste To Remember Layers.

This option is turned on by default. When it is on and one or more items are copied and pasted, then the elements will be pasted on the same layer from which they were copied. Layer matching is done by name, so if the item comes from a different document with different layer names, a new layer with that name will be created.

If the preference is turned off, all items will be pasted on the layer that is currently active.

Changing the stacking order of layers

Stacking on a layer works the same way it does on a "plain" page. Within a layer, each item has its own position in the stacking order (the front-to-back positioning of the items on the layer). When you draw items on a layer, new items are stacked in front of existing items on that layer. You can use the Send to Back, Send Backward, Bring to Front, and Bring Forward commands (Item menu) to change the stacking order of items within a layer, but these commands do not move items to different layers. However, everything on a front layer displays in front of everything on a rear layer.

To change the stacking order of layers, you can drag a layer to a new position in the Layers palette. (The layer at the top of the Layers palette is the frontmost layer of the layout.)

Layers and text runaround

Items on layers follow the standard runaround rule in QuarkXPress: Text can only wrap around items that are in front of that text. For example, if you draw a small picture box in the center of a column of text, the text will wrap around the picture box by default.

When you hide a layer, you can either show or hide the text runaround caused by the obstructing items on that layer. By default, text runaround forced by hidden items is maintained.

• To hide the text runaround forced by items on a hidden layer, double-click the hidden layer in the Layers palette to display the Attributes dialog box, and then uncheck Keep Runaround and click OK.

• To change this default runaround setting for new layers, uncheck Keep Runaround in the Layers pane of the Preferences dialog box (QuarkXPress/Edit menu).

Duplicating layers

To duplicate a layer, select that layer in the Layers palette and choose Duplicate Layer from the Layers palette menu. The new, duplicate layer is placed directly in front of the original layer.

If you duplicate a story with linked text boxes that have been placed on different layers, you will observe the following behaviors:

• If you duplicate the layer containing the first box in the story, all of the text in that box, as well as the text in the linked boxes that complete the story, is duplicated. The first box displays on the duplicated layer and displays an overflow symbol.

• If you duplicate a layer that includes one of the boxes in the middle of the story, all of the text in that box, as well as the text in the linked boxes that complete the story, is duplicated. The middle box displays on the duplicated layer and displays an overflow symbol. None of the text from any preceding boxes in the story is copied onto the duplicate layer.

• If you duplicate the layer that contains only the last box in a story, only the text in that last box, and none of the text from any preceding boxes in the story, is copied to the duplicate layer.

Merging layers

When you merge two or more layers, all the items on all of the layers move to the same layer. Stacking order is maintained both within and among all of the merged layers (in other words, everything on a front layer remains in front of everything on a rear layer). To merge layers:

1. In the Layers palette, select the layers to be merged.

2. Click the Merge Layers button in the Layers palette. The Merge Layers dialog box displays.

3. Choose a target layer from the Choose Destination Layer drop-down menu.

4. Click OK. The visual indicators for the merged items display the color of the layer to which you merged, and the layers that you selected for merging are deleted.

Locking items on layers

To avoid inadvertently making changes to items on a layer, you can use the Layers palette to lock the entire layer.

Layer locking is independent from item locking. Items locked using Item > Lock can still be selected and edited; items on a locked layer cannot be selected at all. If you lock an item on a layer using Item > Lock, and then lock and unlock the layer, the item retains the item lock even after the layer is unlocked.

The Lock column in the Layers palette controls the locking of layers. To lock layers, use one of the following methods:

• To lock or unlock a layer, click in the Lock column to the left of the layer's name. You can also double-click the layer to display its Attributes dialog box, check or uncheck Locked, and then click OK.

• To lock all but one layer, press Command/Ctrl and click in the Lock column next to the layer you want to edit.

• To lock all layers, choose Lock All Layers from the palette menu.

Using master pages with layers

You can also use layers on master pages. Remember that items that come from a master page that reside on the same layer will always be positioned behind items on the document page.

Suppressing printout of layers

Just as you can suppress the printout of items such as picture boxes, you can suppress the printout of layers. To suppress the printout of a layer, double-click that layer in the Layers palette. In the Attributes dialog box, check Suppress Output, and then click OK.

When Suppress Output is checked for a layer, that layer displays unchecked by default in the Layers pane of the Print dialog box, and consequently that layer will not print (unless you check the layer manually in the Print dialog box).

Object (Boxes) browser support with layers

Most modern applications working with graphics, illustration and photo editing solutions work on a layer-based system. The QuarkXPress also supports a layering system for placing and interacting design on different layers and do some specific operations on a particular object.

With the QuarkXPress layers, the objects can be placed and managed in the palette, making it easier for the user to utilize different layers accordingly. 

With Object browser support, a designer can do various operations on the created layers and objects inside it. With Object browser feature, users can view, select and work on different objects like Text Box, Picture Box, Compositions, and Shapes, etc. The editing and operations on these objects can be done irrespective of their z-order preference. This feature has enhanced the Layer Palette of the application to add the feature to it. Hence, to display and work with the QuarkXPress Boxes, the user has all the legacy layer handling functionalities provided.

• Inside the window menu > Open Layers palette.

• Now we can move box/object from one layer to another layer using drag and drop.

  

• We can group objects lying on different layers in a group box. The objects in a group box will display with a group icon.

  

  All boxes in the active spread will show in the Layers palette under the respective layer, and all layers in the current document will be shown. 

   

  All the boxes within the layer will be present as per their Z-order. Users can re-arrange the box object in the palette by simply dragging it to some other location within the same layer or across the layers, and this will also update boxes' Z-order.

   

  All boxes will be display with an identifiable name against their entry in the layer’s palette:

   

  Text Box: If blank, otherwise it will show a content snippet of the corresponding box.

  Picture Box: If blank, otherwise it will display the file name. 

  Shapes: All the shapes will be shown with an identifiable name.

  None Boxes: Will have names based on their shape, i.e., Rectangle, Oval, Line, or Shape. 

  Composition Zone: It will display with an identifiable name.

  Table: It will display with an identifiable name.

  Anchored Objects: It will display with an identifiable name. Nested anchored objects will not be displayed.

   

  If the user makes any changes in layout, e.g., such as content type, text box content, and picture box content, it will be updated in the layers palette. 

   

  Object Selection in Layers palette.

  Users can select the box on the layout then corresponding box will be selected in the layout, likewise, choosing the box entry in the layers palette, then a corresponding box will be selected in layout.

   

  Behavior of Multi-selected Objects / Group Objects in Layer Palette.

  If multiple object rows or group objects are selected in the palette, then user will be able to do operations on all selected objects in a single click. After the click operation, the selection will move to the layer selection and all boxes are deselected from the palette.

   

  User can hide/unhide one or multiple selected the box entries or group box entries from within the palette by simply clicking on the eye button.

   

  If multi selected objects have same state, then same operation show/hide will be applied on all selected objects and selection moves to the default layer.

   

  If multi selected objects have mixed state e.g., some are hidden and some are visible, then show/hide will apply on all selected objects based on clicked row behavior. And the selection moves to the default layer.

   

  User can lock/unlock one or multiple selected object entries or group object entries from within the palette by simply clicking on the lock button as in the case of layers itself. Objects will get a position lock.

   

  If multi selected objects have same state, then same operation lock/unlock will be applied on all selected objects and selection moves to the default layer.

   

  If multi selected objects have mixed state e.g., some are locked and some are unlocked, then lock/unlock state will apply on all selected objects based on clicked row behavior. And the selection moves to the default layer.

   

  Double-Clicking behavior on Objects entries in the layers palette.

  Double-clicking on a object in the palette with content type, either text or picture, will select that individual object in content mode. 

  For a text box, a text cursor will appear. 

  For a picture box, the import dialog asking for the picture will appear.

  For a table box, double-clicking on the table will select the first cell with its corresponding content tool. 

   

  If a object is part of a group, then the corresponding object’s double-click behavior will happen.

  Right-click on a layer in the palette will open the contextual menu of a layer as in legacy. 

  Right-click on object entry in layer palette will open the object’s contextual menu. 

  Note : This feature can be used only in Print and digital fixed layout.

Object Naming from Layers Palette

Names may be applied to objects for print and digital fixed layouts within the Layers Palette.

• Single click on an object name in the Layers palette to rename it.

• It is possible to duplicate an object name in a print layout, but not in a digital layout. An alert will be displayed to prevent the creation of a duplicate object name in a digital layout if any HTML5 interactivity is applied on the object.

• The name given to an object in the HTML5 Interactivity Palette will be reflected in the Layers Palette and then can be edited from either palette. The object name can have maximum 31 characters.

• On creating an object on the layout, it does not have any name and it will display in the Layers palette as <Text Box>, <Picture  Box>, <Rectangle>, <Table>, etc. If a text box has some content, the content will display in the Layers palette within angular brackets. Likewise, if a picture box has some picture content, the picture name will display in the Layers palette within angular brackets.

Using PDF layers

If you export a layout that includes layers as a PDF file, you can separately control the following:

• Which layers are included in the exported PDF files

• Whether or not QuarkXPress layers exported as native PDF layers

For more information, see "Exporting a layout in PDF format."

Preparing for lists

Before you create a list, you must create and apply style sheets in your document. Begin by creating style sheets to be used in a table of contents, such as "Chapter Name," "Section Name," and "Body Text." Then create another paragraph style sheet for the formatted table of contents.

Including style sheets in a list

The first step in creating a list is to decide what style sheets you want to include in the list. To create a table of contents, you might include chapter and section style sheets in your list, since a table of contents generally lists chapter titles and their respective page numbers. You can include paragraph and character style sheets in lists.

Specifying levels in a list

You will also need to decide how the different levels in the paragraph style sheets will be defined before generating a list. You might want chapter headings to be at the first level and subjects within a chapter to be at the second level. For example, if you are writing a manual about an application, and a chapter in the manual is titled "File Menu," you might want the chapter heading "File Menu" to be the first level on your list. The "New," "Open," "Close," and "Save" items (subheadings in the "File Menu" chapter) could be at the second level. Making decisions such as these beforehand will simplify the process of generating a list.

Creating a list

Once you have created and applied the style sheets in your document and have decided which ones will be included in your list, you are ready to start creating your list. Choose Edit > Lists and click New to display the Edit List dialog box and enter a name in the Name field.

The Available Styles list displays all of the style sheets in the active project. Select each style sheet you want to use in the list and click Add to add it to the Styles in List list. For example, if you want to include all headings that use the "Heading 1" and "Heading 2" style sheets in a TOC, add these two style sheets to the Styles in List list.

Once you've indicated which style sheets should determine what goes into the TOC, you can specify how the TOC should be formatted. For each style in the Styles in List list, choose a Level, a Numbering option, and a Format As style sheet:

• Level determines how the contents of the list are indented on the Lists palette (higher levels are indented further).

• Numbering lets you control if and where the list includes the page number for each occurrence of a style sheet.

• Format As lets you specify the style sheet to be applied to each level of the automatically generated TOC.

Importing lists from another document

QuarkXPress lets you append lists from another document or from the Lists dialog box (Edit > Lists), or by using the Append command (File > Append).

Navigating with lists

To view a list, display the Lists palette (Window menu), select the list in the List Name drop-down menu, and then click Update. The selected list displays in the Lists palette.

To locate a particular line in the active list, enter a word from that line in the palette's Find field. The list in the palette scrolls to the first appearance of that word in the list.

To jump to a particular paragraph, double-click it in the Lists palette. The window scrolls to that paragraph's location in the layout.

Building lists

To create a TOC (or other type of list) in the layout, place the text insertion point where you want the list to go, then click Build in the Lists palette. The list is built automatically. The style sheets you selected for the list in the Format As drop-down menu (New List dialog box) are applied automatically.

Updating lists

The Lists palette is not automatically updated as you work. When you make changes to text, you must update the list to be sure it is current. Clicking the Update button in the Lists palette scans the document for list items, and rebuilds a list in the Lists palette.

To update a list that you have already flowed into a text box, select the box, click Update to make sure the list is up-to-date, and then click Build. The application detects that there is already a copy of the list in the layout and displays an alert asking if you want to Insert a new copy of the list or Replace the existing version. To update the existing list, click Replace.

Specifying the index marker color

When you add a word to an index, QuarkXPress tags it with brackets or a box; these are called index markers. Index markers are displayed in a document when the Index palette is open (Windows > Index). You can customize the color of index markers using the Index Preferences dialog box.

1. Choose QuarkXPress/Edit > Preferences > Index.

2. Click the Index Marker Color button to display a color picker.

3. Use the sliders, arrows, fields, or color wheel to specify a color for the index markers.

4. Click OK to close the color picker; then click OK to close the Index Preferences dialog box.

Creating index entries

Each item in an index, whether it is one word or several, is called an entry. Each entry is assigned a level. Levels indicate the hierarchy of the entry, from first to fourth. First level entries are the most general, and fourth level entries are the most specific.

QuarkXPress lets you create four levels of index entries in a nested index and two levels of index entries in a run-in index.

Creating cross-references

In addition to listing page numbers for index entries, you can also refer readers to other topics. For example, in a reference to "Typography," you might list "See also Fonts." To do this, you create cross-references. You can create a cross-reference to an existing entry in the index, or you can add a new entry specifically for the cross-reference. Use the Index palette (View > Show Index) to create cross-references.

Editing an index entry

You can select an index entry and edit the information in the Text or Sort As fields. You can also select a cross-reference or page number reference and edit the information in the Style or Scope drop-down menus. You can also change an entry's level.

1. Select an entry or reference in the Entries list. (To see the references, expand an entry.)

2. Click the Edit button on the Index palette, double-click the entry, or select the entry and choose Edit from the context menu.

   While you are in edit mode, the Edit button displays reversed.

3. Make any changes to the selected entry or reference. You can also select and edit other entries and references.

4. Click the Edit button again to exit the edit mode.

Deleting an index entry

To delete an index entry and remove its index markers from the text:

1. Select an entry or reference in the Entries list. (To see the references, expand an entry.)

2. Display the context menu and choose Delete or click the Delete button on the Index palette.

Specifying the punctuation used in an index

The Index Preferences dialog box lets you specify the punctuation that is automatically inserted when you build an index.

1. Choose QuarkXPress/Edit > Preferences > Index.

2. Enter index punctuation, including any surrounding spaces, and cross-reference style sheet in the Separation Characters fields.

   • Following Entry specifies the punctuation immediately following each entry in an index (usually a colon). For example, "QuarkXPress: xii, 16–17, 19" uses a colon and a space after the index entry "QuarkXPress."

   When a cross-reference immediately follows an index entry, the Before Cross-Reference characters are used rather than the Following Entry characters.

   • Between Page #s specifies the words or punctuation used to separate a list of page numbers (usually a comma or semicolon). For example, "QuarkXPress: xii, 16–17, 19" uses a comma and a space between page numbers.

   • Between Page Range specifies the words or punctuation used to indicate a range of pages (usually an en dash or the word "to" with a space on either side, like this: " to "). For example, "QuarkXPress: xii, 16–17, 19" uses an en dash between a range of pages.

   • Before Cross-Reference specifies the words or punctuation used before a cross-reference (usually a period, semicolon, or space). For example, "QuarkXPress: xii, 16–17, 19. See also Page Layout" uses a period and a space before the cross-reference.

   • Cross-Ref style specifies the style sheet to be used for a cross-reference. This style sheet is applied only to "See," "See also," and "See herein."

   • Between Entries specifies the words or punctuation used between entry levels in a run-in index (usually a semicolon or period). A run-in index lists the entries and sub-entries of an index entry in a paragraph rather than with nested tabs. For example, "QuarkXPress: xii, 16–17, 19; Printing from: 62–64; Typesetting in: 32, 34" uses a semicolon between entries.

   In a nested index, the Between Entries characters are used as the ending punctuation for each paragraph.

3. Click OK.

Building an index

Use the Build Index dialog box to create an index from the contents of the Index palette.

When you build an index, QuarkXPress compiles the list, formats it according to your specifications, and flows it into pages based on the master page you choose. Index preferences are document-specific when set with a document open.

Before building the index, create a master page with an automatic text box for your index. Next, create paragraph style sheets for the section heads and all the levels used in your index. Normally, the levels are distinguished by varying indentations.

To build an index:

1. Choose Utilities > Build Index or display the context menu for the Index palette and choose Build Index.

2. Click Nested or Run-in for the Format. If your index is organized with more than two levels of information, you should create a nested index. If you decide to create a run-in index, all levels of information for any entry will be listed in the same paragraph with no hierarchy.

3. Check Replace Existing Index to overwrite the existing index.

4. To add headings to each alphabetical section in the index, check Add Letter Headings and choose a style sheet from the drop-down menu.

5. Choose a Master Page for the index (only master pages with automatic text boxes are listed). QuarkXPress automatically adds the necessary pages to the end of the document to contain the index. If you specify a facing-page master page, a right-facing page is added first.

6. Choose style sheets for each level of the index from the Level Styles drop-down menus. If you clicked Run-in for the Format, only the First Level drop-down menu is available (because all the levels are flowed into the same paragraph).

7. Click OK to close the Build Index dialog box and create the index.

Editing final indexes

After you build an index, you need to look it over closely. Check that the index is thorough, the cross-references are appropriate, and the levels are logical. See if you like the punctuation and formatting. It is unlikely that you will be absolutely happy with the first index you build. You can solve some issues by editing and rebuilding the index, while other issues will require local formatting of the index text.

Creating books

In QuarkXPress, a book is a collection of documents (chapters). You can create a new book at any time. To create a new book:

1. Choose File > New > Book.

2. Use the controls in the dialog box to specify a location for the new book file.

3. Enter a name for the book in the Book Name/File name field.

4. Click Create. The new book displays as a window in front of all open documents.

Working with chapters

Books contain individual print layouts from QuarkXPress projects (called chapters). To create chapters, you add print layouts from a single project or multiple projects to open books. Chapters are opened through the Book palette rather than the Open command (File menu). You can rearrange the chapters within a book and you can remove chapters from a book. The chapters in a book must be stored on the same volume as the book.

Controlling page numbers

If your chapters have sections (Page > Section) when you add them to a book, the sections and page numbers are maintained. For example, each chapter in a book might be a new section. If your chapters do not have sections, QuarkXPress assigns sequential page numbers to the chapters in a book. For example, if the first chapter in a book is 10 pages long, the second chapter starts on page 11.

You can add and remove sections to change the page numbering of a book. If a document page has an automatic page number character on it, that page will display the appropriate page number.

Synchronizing chapters

To ensure that all the style sheets, colors, hyphenation and justification specifications, lists, and dashes and stripes used in book chapters are the same, you can synchronize these specifications to match those in a master chapter. By default, the first chapter in the book is the master chapter, but you can change the master chapter at any time.

When you synchronize chapters, all the specifications in each chapter are compared to the master chapter and modified as necessary. After you synchronize chapters, each chapter in the book will have the same style sheets, colors, hyphenation and justification specifications, lists, and dashes and stripes as the master chapter.

Printing chapters

The Book palette provides a quick method for printing multiple chapters with the same settings. You can print an entire book or just selected chapters from the Book palette. To print chapters in an open book:

1. Make sure the chapters you want to print have a status of Available or Open. You cannot print chapters that are listed as Missing or are currently in use by other users.

2. To print the entire book, make sure 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.

3. Click the Print Chapters button in the Book palette to display the Print dialog box.

4. To print all the pages in all the selected chapters, choose All from the Pages drop-down menu.

5. Specify other print settings as usual, or choose an option from the Print Style drop-down menu. All the pages or chapters will print with these settings.

6. Click OK. QuarkXPress will open all the chapters, print them, and then close each chapter. If a chapter is missing or in use by someone else, then the book will not print.

Generate a PDF from a Book

The Book palette provides a quick method for producing a PDF. You can produce a single PDF based on the entire book or separate PDF's of selected chapters. To produce a PDF:

1. Make sure the chapters you want be in the PDF have a status of Available or Open. You cannot use chapters that are listed as Missing or are currently in use by other users.

2. To include the entire book, either select all chapters or deselect all the chapters. 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.

3. Next to the Export as PDF button is the Single File check box :

   • Check the check box to generate a single PDF for all or selected chapters. You will be prompted to enter a file name for the PDF.

   • Leave the check box unchecked to generate multiple PDFs per chapter. You will be prompted to enter a file name for the PDF and the first chapter is exported with the given name and subsequent chapters use the same name with the suffix _002, _003 etc.

4. Click the Export as PDF button in the Book palette to display the Export as PDF dialog box.

5. To print all the pages in all the selected chapters, choose All from the Pages drop-down menu.

6. Choose an option from the PDF Style drop-down menu. All the pages or chapters will print with these settings.

7. Check the Open PDF after Export check box to open the PDF after the file has been exported.

8. Click Options to specify the other PDF output options.

9. Click OK. QuarkXPress will open all the chapters, produce the PDF, and then close each chapter. If a chapter is missing or in use by someone else, then the PDF will not be created.

Creating indexes and tables of contents for books

QuarkXPress lets you generate an index and a table of contents for an entire book. These functions are accomplished through the lists and indexing features rather than through the Book palette. However, all the chapters in a book must be Available to generate a complete list or index.

Creating libraries

You can create a new library any time, as long as you have fewer than 25 files open. To create a new library:

1. Choose File > New > Library.

   When you create a new library, it stays open until you manually close it. When you launch QuarkXPress, any library palettes that were previously open are reopened automatically and placed in the default library positions.

2. Use the controls in the dialog box to specify a location for the new library file.

3. Enter a name for the library in the Library Name/File name field.

4. Click Create.

Adding library entries

When you add entries to a library, copies of the items are placed in the library and displayed as thumbnails. The original items are not removed from the document. To add entries to an open library:

1. Select the Item tool .

2. Select the items or group of items to place in the library. To select multiple items, press the Shift key while clicking them. However, if you select multiple items, they will be saved in the library as one entry and not as individual items.

3. Drag the items or group into the library and release the mouse button when the Library pointer displays. The library entry is placed between the arrow icons.

Retrieving library entries

To place a library entry into a document, select any tool and click the library entry. Drag the entry into the document. A copy of the library entry is placed in the document.

Manipulating library entries

You can rearrange the order of entries within a library, move entries from one library to another, replace and delete library entries.

• To rearrange an entry within a library, click it and drag it to a new position.

• To copy an entry from one library into another, click it and drag it to the other open library.

• To replace an entry in a library, select the replacement items in a document; then choose Edit > Copy. Click the entry in the library to select it and choose Edit > Paste.

• To remove an entry from a library on Mac OS X, click it and choose Edit > Clear, Edit > Cut, or press Delete. To remove an entry from a library on Windows, choose Edit (Library palette menu) > Delete or Edit > Cut.

Working with labels

QuarkXPress lets you manage your library entries by applying labels to them. You can apply the same label to multiple entries and you can selectively display library entries according to their labels. For example, if you have a library full of different corporate logos, you can label each entry with the appropriate company name.

Saving libraries

When you click the close box on a Library palette, QuarkXPress automatically saves changes made to the library. If you prefer, you can use the Auto Library Save feature to save each change on the fly. To enable Auto Library Save:

1. Choose QuarkXPress/Edit > Preferences ; then click Save in the list on the left to display the Save pane.

2. Check Auto Library Save.

3. Click OK.

Using the Guides palette

The Guides palette provides powerful controls for manipulating guides.

The Guides palette works as follows:

• Controls across the top of the palette, from left to right, let you create new guides, mirror guides, show horizontal guides, show vertical guides, show only current guides, and delete guides.

• To sort guides by an attribute, click the column heading for that attribute.

• To add columns of information to the palette, choose an option from the Column Selector button at the right side of the list of columns.

• The Spread column displays a number for each page or spread in the layout. To display a page or spread, click that spread in the Spread column. To display a spread's guides in the palette, click the arrow next to the spread. To edit a guide, double-click it.

• To display a context menu of editing options, Control+click/Right-click in each column. For example, the context menu for the Guide column includes the following options: Cut Guide, Copy Guide, Paste Guide, Delete Guide and Select All Guides.

For information about the options in the palette menu, see "Guides palette menu."

Regardless of whether guides are showing on-screen, you can work with them in the Guides palette (Window menu) as follows:

• To view a page or spread's guides, click the arrow next to that page or spread in the Guide column.

• To view guides on all the pages or spreads, Option/Alt+click an arrow next to a spread.

• To display only vertical or horizontal guides, choose Show Vertical Guides or Show Horizontal Guides from the palette menu. To display all guides, choose both.

• To display only page guides (horizontal guides limited to a single page) or only spread guides (horizontal guides that encompass all the pages in a spread), choose Show Page Guides or Show Spread Guides from the palette menu. To display all guides choose both.

• To display only guides on the page or spread displayed in the project window, choose Show Current Only from the palette menu.

Guides palette menu

The Guides palette menu includes the following options.

• New Guide: Lets you create a new guide. See "Creating guides with the Guides palette."

• Cut Guide: Cuts the selected guide.

• Copy Guide: Copies the selected guide to the clipboard.

• Paste Guide: Pastes the guide currently stored on the clipboard to the active page or spread.

• Select All: Selects all guides on the active page or spread.

• Mirror Guide: Copies the selected guide to the opposite side of the page or spread.

• Delete Guide: Deletes the selected guide.

• Create Grid: Lets you create a grid. See "Creating grids with the Guides palette."

• Create Rows & Columns: Lets you create rows and columns of guides. See "Creating rows and columns of guides."

• Create Guides from Box: Lets you create guides from a box. See "Creating guides with the Guides palette."

• Create Bleed & Safety Guides: Lets you create bleed and safety guides. See "Creating bleed and safety guides."

• Show/Hide Vertical Guides: Shows or hides vertical guides.

• Show/Hide Horizontal Guides: Shows or hides horizontal guides.

• Show/Hide Page Guides: Shows or hides guides on the active page.

• Show/Hide Spread Guides: Shows or hides guides on the active spread.

• Guides in Front: Toggles guides and page grids between being in front of page content and being behind page content.

• Snap to Guides: Turns the snap-to-guides feature on or off.

• Snap Distance: Lets you control the snap distance for the Snap to Guides feature.

• Edit Colors: Lets you edit the colors available for guides created with the Guides palette.

• Import: Lets you import guides from an exported guide file.

• Export: Lets you export guides into a separate file.

See also "Working with guides."

Creating guides with the Guides palette

The Guides palette provides two methods for creating guides.

• To create guides numerically using the Guides palette, click the Create a New Guide button at the top of the Guides palette or choose New from the palette menu. Use the Guide Attributes dialog box to specify the Location, Direction, and guide Type. You can also specify the View Scale at which the guide displays (at the default value, 0%, the guide will always display). Choose a Guide Color and specify whether it is Locked so it cannot be moved with the mouse. Click Preview to see your guide on-screen before creating it, and then click OK.

• To create guides automatically from the boundaries of a box, select the box and then choose Create Guides From Box from the palette menu. Use the Create Guides From Box controls to adjust the positions of the guides that will be placed at the Top, Bottom, Left, and Right sides of the box. The remaining controls work the same as those in the Guide Attributes dialog box.

Creating grids with the Guides palette

The Guides palette provides a quick method for creating a grid of evenly spaced guides on pages and spreads.

To create a grid on the active page or spread:

1. Choose Create Grid from the Guides palette menu.

   

2. In the Gridlines area, check Horizontal and/or Vertical.

3. If you want the guides to start at a specific location, for example within the margins, check the Start and/or End fields and then enter the distance from the page edges to start and end the guides.

4. To create evenly spaced guides, choose Number and enter the number of guides you want in the field. To create guides that are a specific distance apart, choose Step and enter the distance in the field.

5. Use the Type, Range, Color, View Scale, and Locked controls as you do in the Guide Attributes dialog box (see "Creating guides with the Guides palette").

6. Click Preview to see the grid on-screen, and then click OK.

Creating rows and columns

The Guides palette lets you create evenly spaced rows and columns of guides with gutters. To create rows and columns of guides on the active page or spread:

1. Choose Create Rows and Columns from the Guides palette menu.

   

2. Enter the number of horizontal rows in the Rows field. If you want space between the rows, enter a value in the Gutter field.

3. Enter the number of vertical columns in the Columns field. If you want space between the columns, enter a value in the Gutter field.

4. To create guides inside the master guides, click Margins. Otherwise, leave Page Boundary selected.

5. Use the Type, Range, Color, View Scale, and Locked controls as you do in the Guide Attributes dialog box (see "Creating guides with the Guides palette").

6. Click Preview to see the guides on-screen, then click OK.

Creating bleed and safety guides

If you need bleed and/or safety guides, you can add them with the Guides palette rather than altering the page size or drawing your own guides.

To create bleed and/or safety guides on the active page:

1. Choose Create Bleed and Safety Guides from the Guides palette menu.

2. For bleed guides, check Bleed, enter a value in the Gutter field to specify how far outside the page to place the guides, and then choose an option from the Color menu.

3. For safety guides, check Safety, enter a value in the Gutter field to specify how far inside the page to place the guides, and then choose an option from the Color menu.

4. Use the View Scale and Locked controls as you do in the Guide Attributes dialog box (see "Creating guides with the Guides palette").

5. To apply the bleed and safety guides to multiple pages, use the Spread Range controls.

   

6. Click Preview to see the guides on-screen, and then click OK.