Document Layout. Quark QuarkXPress

10

Document Layout

Creating Master Pages 10.3

Formatting and Applying Master Pages 10.9

Creating Multipage Spreads 10.12

Numbering Pages and Sectioning Documents 10.15

Inserting, Deleting, and Moving Pages 10.17

Working with Text Chains 10.21

Creating “Continued” References 10.26

Working with Columns 10.28

Changing Page Size and Facing-Pages Status 10.30

Copying Items and Pages Between Documents 10.32

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10

Document Layout

Understanding document layout is crucial to producing documents efficiently. Start by understanding key components of document layout, including master page construction and modification, templates, spreads, page numbering, columns, and other automated features that help you create an effective layout.

With the document layout controls in QuarkXPress, it is easy to ensure that your document has a professional and desirable look every time.

Creating Master Pages

Creating Master Pages

With QuarkXPress, you can create and apply master pages for documents and templates. A master page is a nonprinting page used to format document pages automatically. When you insert a document page, it contains all the items on the master page upon which it is based. Master pages typically contain items such as headers, footers, page numbers, and other design elements that are common to a number of document pages. You can modify and delete master page items on document pages.

S Tips

Saving master pages with a template

If you are creating master pages that will be used in more than one publication, save the document containing the master pages as a template. Templates may also include the colors, style sheets, H&Js, etc., that will be used with the publication.

Creating the default master page

When you create a new document, QuarkXPress automatically creates a master page for it. The original format of the master page and document is determined by the settings you enter in the New Document dialog box (File

& New & Document). To create the default master page and a new document:

1 Choose File

& New & Document (

CTRL + N ).

Specify the format of the default master page and the first page of the document in the New

Document dialog box (File

& New & Document).

A Guide to QuarkXPress 10.3

Document Layout

2 To specify the page size for the document and all its master pages, click a page size, or enter values in the Width and Height fields.

3 To specify either portrait or landscape orientation, click the appropriate button. Portrait orientation is the default.

4 To specify nonprinting guides for positioning items, enter values in the Margin Guides fields.

5 To divide a document along a spine, check Facing Pages. When Fac-

ing Pages is checked, the Left and Right fields for Margin Guides change to Inside and Outside.

6 To create dividers for columns within the Margin Guides boundaries, enter values in the Columns and Gutter Width (space between columns) fields.

7 To create an automatic text chain (which is positioned and divided according to the values in the Margin Guides and Column Guides areas), check Automatic Text Box so that text flows automatically from page to page.

8 Click OK.

The Document Layout palette (View

& Show Document Layout) displays a nonfacing page layout vertically (left), and a vertical spine between pages in a facing-page document (right). To create a facing-page document, check Facing Pages in the New Document dialog box.

10.4

A Guide to QuarkXPress

Creating Master Pages

Creating new master pages

The Document Layout palette (View

& Show Document Layout) lets you create a virtually unlimited number of master pages. The icons along the top of the palette let you create, duplicate, and delete master and document pages in the lower two sections. To create a new master page:

1 Click either the blank single-page

0 or blank facing-page ! icon along the top row of the Document Layout palette.

The blank facing-page icon

! is available only if you checked Facing

Pages in the New Document dialog box (File

& New & Document).

2 Drag the pointer into the master page area (the center section of the palette) until it changes to the

+ pointer and release.

Drag blank page icons from the top row of the Document Layout palette (View

& Show

Document Layout) into the master page area in the center to create new master pages.

3 To create a copy of an existing master page, select the master page you want to copy and click the duplicate button .

A Guide to QuarkXPress 10.5

Document Layout

S Tips

Naming master pages

A master page name in the Docu-

ment Layout palette can display up to three characters before the hyphen.

If you name a master page without a hyphen, QuarkXPress automatically inserts one for you. The full name can contain up to 64 characters.

Naming master pages

When you create a new master page, QuarkXPress automatically gives it a name (for example, A-Master A or B-Master B). To change the name of a master page, click its name in the Document Layout palette and enter a new name.

A master page name is divided into two parts, separated by a hyphen.

The first part is restricted to the three characters that also appear within the document page icons in the Document Layout palette. The second part lets you give a master page an identifiable name. For example, you might name one “A-Cover Page.”

Deleting a master page

To delete a master page, click its icon in the Document Layout palette; then click the delete button . If the master page is in use, a warning will display. You cannot undo a master page deletion unless you revert to the most recently saved version of the document.

When you delete a master page, QuarkXPress automatically deletes unmodified master items on document pages that were based on the deleted master page. If the master page contains an automatic text box, and you have not modified the text box on the document pages, you will lose all your text.

Master page items that are modified (resized, moved, etc.) are retained or deleted according to the setting in the Master Page Items drop-down list in the General tab of the Document Preferences dialog box (Edit

& Pref- erences

& Document). When you choose Keep Changes, modified master page items on document pages are not deleted. When you choose Delete

Changes, both modified and unmodified master page items are deleted.

10.6

A Guide to QuarkXPress

Creating Master Pages

Displaying master pages

You can view a master page from the Document Layout palette, the

Page menu, the go-to-page pop-up menu on the document window, or by using keyboard commands.

• Document Layout palette: Choose View

& Show Document Layout

(F4). Double click the icon of the master page you want to view. When you double-click a master page icon, that page is displayed. To return to a document page, double-click its icon in the Document Layout palette.

If a master page icon is not visible in the Document Layout palette, scroll through the master page area or drag the palette divider that separates the master page and document page areas.

S Tips

Viewing facing-page master pages

If you have facing pages selected, and the document view is Fit in

Window, you might only see the left or right side of the master pages.

Press the

CTRL key while you choose

View

& Fit in Window to view the whole spread.

You should also be aware that a facing-page master page really consists of two pages; a left page and a right page.

Click on the bar separating the Master and Document pages, and drag the palette divider down to create more room in the master page area of the Document Layout palette

(View

& Show Document Layout).

• Page menu: Choose Page

& Display. From the Display submenu, choose the master page you want to view. To return to the document page, choose Page

& Display & Document.

• Extended keyboard: Press SHIFT +F4 to switch viewing between the document and master pages. When viewing master pages, press CTRL + SHIFT +

F4 to display the next master page.

A Guide to QuarkXPress 10.7

Document Layout

• Go-to-page pop-up menu: Click the page arrow in the lower left corner of the document window to display the go-to-page pop-up menu. Click to choose master pages (on the left) and document pages (on the right).

Click the page arrow in the lower left corner of the document window to display page icons for a document; choose a master page to view from the pop-up menu.

Arranging master pages

You can rearrange master pages to place more commonly used master pages at the top of the Document Layout palette. To rearrange the order in which master page icons are displayed:

1 Click the master page icon and drag it up or down within the master page area of the Document Layout palette.

2 Release the mouse button when the down pointer

+ is displayed in the position you want the master page.

Drag master pages up and down to rearrange them in the Document Layout palette

(View

& Show Document Layout).

10.8

A Guide to QuarkXPress

Formatting and Applying Master Pages

Formatting and Applying Master Pages

You design master pages the same way you design document pages. Once all the contents of a master page are established, you can add pages to a document based on those master pages. You can also change the format of a document page by changing the master page that is applied to it.

Formatting a master page

A master item is any item included on a master page. Adding master items to a master page is performed the same way as adding items to a document page. To add master items to a master page:

1 Display a master page (Page

& Display).

2 Create master items (or retrieve the items from a library) that you want to appear on document pages. Text can be added to any box, except the automatic text box on a master page.

3 Return to a document page. The master item formatting will be applied to all the document pages based on that master page.

Inserting new document pages based on existing master pages

To insert a new document page based on an existing master page using the Document Layout palette:

1 Click and drag a master page icon from the master page area into the document page area.

2 Release the mouse button when the appropriate page icon pointer

(

4, 1, or 2) is displayed in the position for the new page.

S Tips

Commonly included master items

Master items that are commonly included in master pages are headers, footers, sidebars, page numbers, and EPS pictures (corporate logos, artwork, etc.) that appear throughout the document.

Locking items

Lock master items (Item

& Lock) to prevent them from being moved on document pages.

A Guide to QuarkXPress 10.9

Document Layout

S Tips

Changing from facing to nonfacing pages (and vice versa)

You can use the Document Setup dialog box (File menu) to change a nonfacing page document to a facing page document (and vice versa).

To change from a nonfacing-page document to a facing-page document, choose File

& Document

Setup and check Facing Pages.

Then use the

3 icon in the Docu-

ment Layout palette to create facing-page master pages.

To change from a facing-page to a single-page document, first change any facing-page master pages to single-page master pages by dragging the

4 icon on top of them (all formatting on associated document pages will be lost). Then choose

File

& Document Setup and uncheck Facing Pages.

Applying a different master page to a document page

To apply a different master page to an existing document page, drag a master page icon on top of a document page icon until the icon becomes shaded. If you highlight multiple document page icons, press the

ALT key while clicking a master page icon.

• To select one page, click it.

• To select a range of continuous pages, click to highlight the first page, then press the

SHIFT key while clicking the last page in the range.

• To select a range of noncontinuous pages, press the

CTRL key while clicking each page.

Keeping or deleting changes to master items on document pages

When you apply a new or modified master page to a document page, you can control how the document pages are updated using the Master

Page Items drop-down list in the General tab of the Document Prefer-

ences dialog box (Edit

& Preferences & Document).

• To keep master item changes: Choose Keep Changes from the

Master Page Items drop-down list. When you choose this, master page items modified on document pages are not deleted. However, the new master page items, including text and picture boxes, may overlay the modified items on the document page. For example, if you modified the size of a corporate logo on a document page, and reapplied the master page that page was based on, you would end up with two logos on that page.

• To delete changes: Choose Delete Changes from the Master Page

Items drop-down list. When you choose this, both modified and unmodified master page items are deleted and replaced by the new master page items.

10.10

A Guide to QuarkXPress

Formatting and Applying Master Pages

Modifying Master Guides

To modify the margin guides and/or column guides for a master page:

1 Display a master page in the document window by choosing one from the Display submenu (Page

& Display).

2 Choose Page

& Master Guides.

S Tips

Creating ruler guides on master pages

Master pages have master guides by default. You can also create ruler guides on master pages to assist with positioning page elements consistently. See “Using Rulers and

Guides” in Chapter 5, “Layout Tools.”

Adjust Margin Guides or Column Guides using the Master Guides dialog box (Page

&

Master Guides) when a master page is displayed.

3 To modify the column guides, enter new values in the Columns and

Gutter Width fields.

4 To reposition margin guides, enter new values in the Top, Bottom,

Left, and Right fields in the Margin Guides area.

5 Click OK to close the Master Guides dialog box.

6 Choose Page

& Display & Document to return to the document.

R When Facing Pages is checked in the New Document dialog box, the Left and Right fields in the Margin Guides area change to

Inside and Outside. The inside margin is along the document’s spine; the outside margin is along the outside edges of the left- and right-facing pages. If the automatic text box touches the margin guides, the automatic text box will be resized when you change the

Master Guides.

A Guide to QuarkXPress 10.11

Document Layout

S Tips

Using pointers

While dragging page icons in the

Document Layout palette, icons will display when the addition of the pages will affect the position of existing pages: Force Down

+, Force

Left

-, and Force Right _.

When page position won’t be affected, three page icons can display. If the document is not a facingpage document the

4 will display. In a facing-page document, the left page icon

1, and the right page icon

2 will display depending on which side of the spine the pages are placed.

Creating Multipage Spreads

The traditional graphic arts or publishing term spread refers to facing pages in a publication such as a book or magazine. Spreads are usually designed so that the layouts of facing pages complement each other. In QuarkXPress, the term spread refers to any two or more continuous pages arranged horizontally in a document. When you insert pages in a facing-page document,

QuarkXPress automatically arranges them in complementary left-facing and right-facing page spreads. Publications like brochures commonly have layouts based on multiple pages arranged side-by-side.

Creating multipage spreads in nonfacing-page documents

To create a multipage, nonfacing-page spread:

1 Choose View

& Show Document Layout (F4). Using the Document

Layout palette, you can arrange pages side-by-side in horizontal rows. You can also arrange single pages one above the other in the palette, or you can create a document that contains both single pages and multipage spreads.

2 Click the blank single-page icon or a master page icon and drag the pointer where you want to insert a page. The single-sided pointer

4 is displayed if the new page will not affect the position of existing pages.

If existing pages are affected, the pointer changes to one of two icons

(

_, or +) indicating where the existing pages will be forced to move.

10.12

A Guide to QuarkXPress

Creating Multipage Spreads

Create multipage, facing-page documents by dragging blank page or master page icons into the lower portion of the Document Layout palette (View

& Show Document Layout). The

Force Right pointer

_ shows that the new page will be placed between pages 6 and 7.

3 Release the mouse when the page is positioned correctly.

Creating multipage spreads in facing-page documents

When you create a new document and check Facing Pages in the New

Document dialog box (File

& New & Document), QuarkXPress arranges automatically inserted pages on alternate sides of the spine. The

Document Layout palette displays a center vertical line between facing pages that indicates the document’s spine.

To create a facing-page spread with two or more pages on the same side of the spine for layouts such as foldout sections:

1 Choose View

& Show Document Layout (F4).

2 To create a facing-page spread, click a blank page or master page icon in the top area of the Document Layout palette.

3 Drag the pointer to where you want to insert a page. The pointer changes to one of six icons (

1, 2, 4, -, _, or +) depending on the page’s placement.

A Guide to QuarkXPress 10.13

Document Layout

S Tips

Creating spreads in Thumbnails view

You can also arrange existing document pages into multipage spreads in

Thumbnails view. Choose View

&

Thumbnails, or press

CTRL

+

ALT

+

V

, to access the View Percent field and enter a “t.” Drag the thumbnails to create multipage spreads.

Spread size

The number of pages you can insert in a spread is limited to the 48" document width. The Document

Layout palette will prevent you from exceeding the limit.

If the

-, _, or + pointer is displayed when you insert a page, other pages will be shuffled (repositioned, reformatted, and renumbered) to maintain the proper left/right facing-page layout.

Create multipage facing-page spreads by dragging blank page or master page icons into the lower portion of the Document Layout palette (View

& Show Document Layout).

4 Release the mouse button when the page is positioned correctly.

R If you have created a spread, QuarkXPress will attempt to copy the spread when pages are inserted. For example, if pages 3-5 are positioned as a spread and you insert six pages after page 5,

QuarkXPress will position the new pages as two, three-page spreads of pages 6–8 and 9–11.

Shuffling pages

When you insert, delete, or move pages in a facing-page document and the Force Left

-, Force Right _, or Force Down + pointer is displayed,

QuarkXPress will reposition and reformat pages, if necessary, to maintain the proper left/right layout. For example, inserting a single page can move the pages thereafter from left-facing to right-facing, and vice versa, throughout the document. This is called shuffling.

Shuffling begins from the point where pages are inserted, deleted, or moved, and continues through the document until one of three conditions occurs: (1) two or more pages are on the same side of the spine; (2) a single page is in a facing-page spread; or (3) a section start is encountered.

10.14

A Guide to QuarkXPress

Numbering Pages and Sectioning Documents

Numbering Pages and Sectioning Documents

QuarkXPress helps you perform page-numbering tasks automatically. You can also create individually numbered sections within a document, and you can specify the way pages in each section are numbered.

Using automatic page numbering

With QuarkXPress, page numbers can be automatically inserted on document pages by typing a control character on a master page. To insert an automatic page number:

1 Display a master page in the document window by choosing one from the Display submenu (Page

& Display); then create a text box where you want a page number to appear. Remember, the auto text box on a master page cannot contain text.

2 Press CTRL +3. This creates a page number place holder <#>. Page numbers will automatically be inserted in this place on document pages based on that master page.

3 Highlight the place holder <#> and specify a font size, type style, color, etc.

S Tips

Automatic page numbering

If you use automatic page numbering in a facing-page layout, QuarkXPress will correctly number your left and right pages as even and odd pages, respectively.

Shortcut to the Section dialog box

Select a page in the Document Lay-

out palette; then click the page number area in the bottom left corner to display the Section dialog box.

Creating a document section

A document section is a group of sequentially numbered pages. For example, an appendix could be a section in a document. To specify a document page as the beginning of a section:

1 Make sure the desired document page is displayed. The page number area in the lower left corner of the document window indicates the current page.

In the Document Layout palette, the number of the current page appears in italics format.

A Guide to QuarkXPress 10.15

Document Layout

2 Choose Page

& Section.

3 Check Section Start; the controls in the Page Numbering area become active. The current page becomes the first page of the new section.

4 To specify the characters used as a prefix for automatic page numbers, enter up to four characters in the Prefix field. For example, you might precede the page numbering in a document’s Appendix with App-.

5 To specify the beginning number for the section, enter a number in the Number field.

6 To specify the format used for automatic page numbers in the section, select one of the options from the Format drop-down list: Arabic numerals 1, 2, 3, 4; uppercase Roman numerals I, II, III, IV; lowercase Roman numerals i, ii, iii, iv; uppercase alphabetic A, B, C,

D; or lowercase alphabetic a, b, c, d characters.

Specify the beginning of a document section and the numbering format in the Section dialog box (Page

& Section).

7 Click OK to create the section and format automatic page numbers as specified.

10.16

A Guide to QuarkXPress

Inserting, Deleting, and Moving Pages

Inserting, Deleting, and Moving Pages

QuarkXPress lets you insert, delete, and move document pages by using commands in the Page menu or by dragging page icons in the Document

Layout palette. You can also move pages in Thumbnails view.

Inserting document pages

To insert new document pages:

1 Choose Page

& Insert.

Specify the format and placement of inserted pages using the Insert Pages dialog box

(Page

& Insert).

2 To specify the number of pages to add, enter a value in the Insert

page(s) field.

3 To specify where to place inserted pages, click before page or after page and enter a page number in the field. Or, click at end of document.

4 Click Link to Current Text Chain. Link to Current Text Chain is available only when a text box on the page that precedes the inserted page is active, and you select a master page with an automatic text box.

5 Choose a master page from the Master Page drop-down list to apply its formatting to the inserted pages. See “Inserting pages for text overflow” in “Working with Text Chains” later in this chapter.

6 Click OK to insert the pages.

S Tips

Master pages and master items

If you add, modify, or delete a master page item on a master page, the changes you make are automatically applied to document pages based on that master page. However, if you edit items on document pages that were placed by a master page, those items will not be updated. For example, you might place a header on a master page, then edit the header text on each document page.

If you then change the header text on the master page, the change will not be reflected on associated document pages.

Inserting pages

The maximum number of pages you can insert at one time is 100.

A Guide to QuarkXPress 10.17

Document Layout

S Tips

Deleting linked pages

When QuarkXPress deletes pages that contain text boxes with links to pages that are not being deleted, it will reflow the text from the deleted boxes through the remaining linked boxes.

Remaining pages renumbered

When you delete pages, remaining pages are automatically renumbered within each section.

Deleting a “blank” page

If a blank page will not delete, it probably is linked to the previous page.

Delete all spaces or paragraph returns that appear on the blank page and try to delete the blank page again.

Deleting document pages

To delete document pages:

1 Choose Page

& Delete.

Delete a page or a range of pages using the Delete Pages dialog box (Page

& Delete).

2 To delete a single page, enter the page number in the first field.

To delete a range of pages, enter the first page number in the Delete

page(s) field. Enter the number of the last page in the range in the

thru field.

3 Click OK to delete the pages.

R If Auto Page Insertion is enabled in the General tab of the Docu-

ment Preferences dialog box (Edit

& Preferences & Document) when you delete pages, QuarkXPress automatically replaces the deleted pages as needed to contain overflow text. The layout of the inserted pages is based on the master page applied to the preceding page in the document.

Specify how pages are automatically inserted using the Auto Page Insertion drop-down list in the General tab of the Document Preferences dialog box (Edit

&

Preferences

& Document).

10.18

A Guide to QuarkXPress

Inserting, Deleting, and Moving Pages

Moving document pages

When you move pages, QuarkXPress renumbers them. For example, if you move page 3 to a position before pages 1 and 2, the original page 3 becomes the new page 1, while the original pages 1 and 2 become pages

2 and 3, respectively. QuarkXPress does not change links between text boxes, so a story that previously began on page 1 now begins on page 2.

Moving pages using a dialog box

To move document pages using the Move Pages dialog box:

1 Choose Page

& Move.

Move a page or a range of pages using the Move Pages dialog box (Page

& Move).

2 To move a single document page, enter the document page number in the Move page(s) field.

To move a range of pages, enter the first number in the Move page(s) field. Enter the number of the last page in the range in the thru field.

3 To specify where to place moved pages, click before page or after page and enter a page number in the field, or click to end of document.

4 Click OK.

Moving document pages in Thumbnails view

To move document pages by dragging reduced thumbnail representations of those pages:

1 Choose View

& Thumbnails (

SHIFT

+F6); the document window shows a thumbnail view of document pages.

S Tips

Specifying page numbers

In fields that require you to enter page numbers (for example the

Insert Pages, Delete Pages, and

Move Pages dialog boxes), you must enter the complete page number, including any prefix, or an absolute page number.

An absolute page number reflects a page’s actual position relative to the first page of a document, regardless of the way in which the document is sectioned. To specify an absolute page number in a dialog box, precede the number you enter with a plus (+) sign. For example, to display the first page in a document, enter “+1.”

A Guide to QuarkXPress 10.19

Document Layout

S Tips

Shortcut to Thumbnails view

You can change to Thumbnails view by pressing

CTRL

+

ALT

+

V to access the

View Percent field, entering “thumb” or “t,” and pressing

ENTER

.

Editing pages in Thumbnails views

Although you cannot edit pages in

Thumbnails view, you can edit pages in views as low as 10%.

2 Click page icons to select them. To move a range of pages, press the

SHIFT key while clicking the first and last thumbnail page you want to move. To move noncontinuous pages, press the

CTRL key while clicking to select individual pages.

3 Drag the thumbnails to new locations. When you drag a thumbnail page to a different location, the pointer indicates where the page will be inserted and the way in which adjoining pages will be affected.

• A page icon pointer (

4, 1, or 2) indicates that inserting the page at that location will not affect existing document pages. The Force

Left pointer

- indicates that the existing pages in the spread will be forced to the left. The Force Right pointer

_ indicates that existing pages in the spread will be forced to the right.

• To move a thumbnail page between two spreads, drag the thumbnail and release the mouse button when the Force Down

+ pointer is displayed. Spreads that follow the inserted pages are forced down.

4 When you are finished moving pages, return the document to a percentage view.

Move a page or range of pages in Thumbnails view (View

& Thumbnails).

10.20

A Guide to QuarkXPress

Working with Text Chains

Working with Text Chains

You can control the flow of text through a document by linking text boxes. When you link two or more text boxes, you create a text chain. In

QuarkXPress, text contained in a single text chain is called a story. When you add or edit the text in one of the boxes in the chain, the story reflows through the rest of the chain.

You can establish two types of text chains in a document: a single automatic text chain, as well as any number of manual text chains. Manual text chains are often used in magazines, newspapers, or newsletters, where a story jumps among pages. Text in an automatic text chain flows through automatic text boxes, which you can specify when you create a new document or edit a master page. Automatic text chains are useful for documents that contain a single, long story — such as a book.

S Tips

Working with stories

You can use the Spell Check and

Find/Change features with a specific story or with an entire document.

Multiple-selecting linked boxes

To cut, copy, or paste all the boxes containing a story, select all the boxes at once. To multiple-select text boxes, press the

SHIFT key while clicking on the boxes with the Item tool e.

Creating automatic text boxes for a new document

When you create a new document and check Automatic Text Box,

QuarkXPress creates an automatic text box for the master page and first document page. Automatic text boxes ensure that you can begin typing immediately in a new document and that text will automatically flow into subsequent document pages. The presence of an automatic text box is indicated by an Intact Chain Icon u in the upper left corner of a master page. To establish automatic text flow when creating a document:

A Guide to QuarkXPress 10.21

Document Layout

S Tips

Manually linking text boxes

To manually link a text box to the last text box in an automatic chain, select the Linking tool u and click within the last text box in the automatic text chain; it becomes marqueed.

Click within the box you want to add to the automatic text chain.

1 Choose File

& New & Document (

CTRL

+

N

).

2 Check Automatic Text Box. The size and position of this box is determined by the values in the Margin Guides field.

3 Enter Margin Guide values to specify the size and position of the automatic text box.

4 Enter values in the Column Guides area to specify the number of text Columns and their Gutter Width. These settings will be applied to the document’s first page, as well as the master page and the pages based on it.

5 Click OK.

Creating automatic text boxes on master pages

Automatic text boxes ensure that text will automatically flow into subsequent document pages. If the document doesn’t have an automatic text box, you can create one without having to create a new document. To create an automatic text box on a master page that doesn’t have one:

1 Display a master page in the document window by choosing one from the Display submenu (Page

& Display).

2 Create a text box that will be the automatic text box.

3 Select the Linking tool u.

4 Click the Broken Chain Icon

U in the upper left corner of the master page; a marquee (moving dotted line) is displayed around the icon.

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A Guide to QuarkXPress

Working with Text Chains

Creating an automatic text box on a master page.

5 Click the text box; a Linking Arrow indicates that automatic text flow has been established and the text box becomes marqueed.

Inserting pages for text overflow

The Auto Page Insertion drop-down list in the General tab of the

Document Preferences dialog box (Edit

& Preferences & Document) lets you determine whether pages are automatically inserted, and where they will be placed when you enter or import more text than a text box can display.

Text overflow causes pages to be automatically inserted only if: (1) Auto

Page Insertion is enabled; (2) the master page has an automatic text chain (as indicated by the Intact Chain Icon u in the upper left corner of the master page); (3) the overflow is from the text box defined on the master page as the automatic text chain box or from a chain of at least two text boxes. To enable Auto Page Insertion:

1 Choose Edit

& Preferences & Document (

CTRL + Y ).

2 Choose an option from the Auto Page Insertion drop-down list.

• Choose End of Story to automatically place inserted pages right after the linked text box that overflows.

• Choose End of Section to automatically place inserted pages after the last page of the section.

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Document Layout

S Tips

Format for inserted pages

When QuarkXPress automatically inserts pages, the layout of the inserted pages is based on the master page applied to the preceding page in the document.

• Choose End of Document to automatically place inserted pages after the last page of the document.

• Choose Off to disable Auto Page Insertion.

3 Click OK.

Linking pages to automatic text chains

When you insert pages in a document, you choose whether they will link with the current text chain. To do so:

1 Display the page to add pages after. The page number area in the lower left corner of the document window indicates the current page.

2 Select its automatic text box.

3 Choose Page

& Insert.

Check Link to Current Text Chain in the Insert Pages dialog box (Page

& Insert) to flow text into new document pages.

4 Check Link to Current Text Chain. Link to Current Text Chain is available only when a text box on the page that precedes the inserted page is active, and you choose a master page with an automatic text box.

5 Choose a master page with an automatic text box from the Master

Page drop-down list.

6 Click OK.

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Working with Text Chains

Establishing manual text chains

To link text boxes and create a manual text chain:

1 Select the Linking tool u to add one text box to a chain.

2 Click the text box you want to begin the text chain; it becomes marqueed.

Link boxes together using the Linking u tool. The Linking Arrow indicates the box on top is linked to the text box below.

3 Click the text box you want to be second in the chain. After you do this, the second text box is linked and the Linking tool automatically deselects.

Breaking text box links

To break links between text boxes:

1 Select the Unlinking tool

U.

2 Click a text box that is part of a text chain to display the arrow(s) that indicate links.

3 Click the Unlinking pointer

U on an arrow’s head or tailfeathers.

R To remove a text box from a text chain of three or more text boxes, and reroute the links around it, select the Unlinking tool

U and press the SHIFT key while clicking the box.

S Tips

Text overflow

If text overflows from a manual text chain of two or more boxes, and Auto

Page Insertion is enabled (Edit

&

Preferences

& General &

Document tab), QuarkXPress inserts pages to contain the overflow text.

Linking multiple boxes

If you press the

ALT key when you select the Linking tool u, you can add more than one text box to a chain without having to reselect the Linking tool u after each link. When you have finished adding boxes to a text chain, deselect the Linking tool u by selecting another tool.

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Document Layout

S Tips

Editing the text in a story

When “continued on” and “continued from” references are contained in separate text boxes (grouped within other linked text boxes), editing the text in a story won’t cause the “continued” references to reflow.

Creating “Continued” References

In newspapers and magazines, you often see “continued on” and “continued from” references where a story jumps from one page to another. These are called jump lines. QuarkXPress can automatically place the correct page number with the “continued on” and “continued from” text in jump lines. When creating a “continued” reference, you need at least two text boxes for each section of the story. One box will contain the story, and the other box will contain the reference text. The reference text can be formatted in any fashion, and can have any wording.

1 Select or create two or more linked text boxes.

2 Create smaller text boxes to contain “continued on page” and “continued from page” references. Enter the wording you prefer and apply styles to the text.

3 Select the Item tool e; place these boxes within the original text boxes where the references should go. For example, place the “continued on page” at the bottom of the first text box and “continued from page” at the top of the next text box.

Create “continued on page” and “continued from page” references that update automatically using a combination of grouped text boxes and keyboard commands.

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Creating “Continued” References

4 Multiple-select the text box containing the beginning of the story and the text box containing the “continued on page” reference. To do this, select the Item tool e or the Content tool E and press the

SHIFT key while clicking the boxes.

5 Choose Item

& Group (

CTRL

+

G

). This groups both boxes so they remain together when moved to a different location in the document.

6 Repeat steps four and five to group the text box containing the remainder of the story and the text box containing the “continued from page” reference.

7 After the “continued on page” reference, enter the Next Box Page

Number character by pressing

CTRL

+4. The Next Box Page Number character displays the page number for the next linked box.

8 After the “continued from page” reference, enter the Previous Box

Page Number character by pressing

CTRL

+2. The Previous Box Page

Number character displays the page number for the previous linked box.

9 Move the grouped text boxes to separate pages; the page numbers in the “continued” references will automatically update.

R If a text box that contains the Previous Box Page Number character or the Next Box Page Number character does not contain the necessary links to other text boxes, <None> is displayed instead of the page number. However, if a Previous Box Page Number or Next Box

Page Number character is not linked to another text box, but overlaps a text box that is linked to other boxes, page number references are determined by that box’s links.

S Tips

Multiple “continued” references

If a story jumps to different pages more than once, you can create a chain of “continued” references. For example, if your story starts on page 1, is continued to page 17, and ends on page 18, you’ll need two

“continued on” and “continued from” references. To create the additional

“continued” references, follow the same steps used to create the initial references.

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Document Layout

S Tips

Guides vs. columns

In the Column Guides area of the

New Document dialog box (File menu) you specify the number of columns on your page. If you check

Automatic Text Box, the box will be divided into the specified columns. If you do not check Auto-

matic Text Box, the page will only show the column guides. The default color for the column guides is blue.

Working with Columns

Columns are vertical divisions of a text box in QuarkXPress. You can place columns in a new or existing document. You can also adjust the size of columns and the width between them (the gutter width). Columns are used to divide text boxes for easier reading, as in a magazine or newspaper article.

Creating columns for new documents

When you create a new document and specify the number of columns, that specification applies to both the default master page and the document pages based on that master page. To specify the number of columns on the default master page and the first page of a new document:

1 Choose File

& New & Document (

CTRL + N ).

2 Enter a value in the Columns field.

3 Enter a value in the Gutter Width field to specify the space between columns.

4 Check Automatic Text Box to create an automatic text box with the specified number of columns on the document page.

5 Click OK.

Editing columns in existing documents

You can make global changes to Column Guides in existing documents by editing the Master Guides for any master page. If you change the columns for an automatic text box that contains text, the text is reflowed automatically. See “Modifying Master Guides” in the “Formatting and

Applying Master Pages” section earlier in this chapter.

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Working with Columns

Dividing a text box into columns

You can change the number of columns in any text box at any time.

1 Select the text box to modify.

2 Choose Item

& Modify (

CTRL

+

M

); then click the Text tab.

Modify the columns in a text box using the Text tab in the Modify dialog box (Item

&

Modify

& Text tab).

3 Enter a new value in the Columns field.

4 To modify the amount of space between columns, enter a value in the Gutter Width field.

5 Click OK. Any text in the box will reflow automatically into the new columns.

S Tips

Next Column and Next Box characters

To force text to flow into the next column, enter the Next Column character 3 by pressing the

ENTER key on the keypad. To force text to flow into the next text box, skipping any columns in between, enter the Next

Box b character by pressing

SHIFT

+

ENTER on the keypad.

Dividing a master page text box into columns

You can also divide any selected text box on a master page into columns using the Text tab of the Modify dialog box (Item menu) or the Cols field on the Measurements palette.

Changing the number of columns in a text box causes the text to reflow automatically.

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Document Layout

S Tips

Starting with a new template

If you resize the pages in a long document, it may be time consuming to reposition all the page items manually. You may want to start with a new template and paste the existing text and pictures into it.

Changing Page Size and Facing-Pages Status

When you create a document, you define the document’s size, the position of its margin guides and column guides, whether it is a facing-page document, and whether the program places an automatic text box on the first page and on the original master page. These are document attributes. You can use the Document Setup dialog box (File menu) to change a document’s page size and whether it has facing pages. But after you change these document attributes, you may need to reposition items.

Using Document Setup

To change document attributes:

1 Choose File

& Document Setup (

CTRL + ALT + SHIFT + P ). (The Document

Setup command is not available when a master page is displayed in the document window.)

Adjust a document’s page size and whether it has facing pages using the Document Setup dialog box (File menu).

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Changing Page Size and Facing-Pages Status

2 To change a document’s page size, click a different predefined page size from the Page Size area, or enter values in the Width and/or

Height fields.

3 To specify either portrait or landscape orientation, click the appropriate button. Portrait orientation is the default.

4 To change a nonfacing-page document to a facing-page document, check Facing Pages. To change a facing-page document to a nonfacing-page document, uncheck Facing Pages.

5 Click OK.

R If Facing Pages is checked but unavailable in the Document Setup dialog box, the document contains facing-page master pages. To change from a facing-page to a single-page document, first change any facing-page master pages to single-page master pages by dragging the

4 icon on top of them in the Document Layout palette

(all formatting on associated document pages will be lost). Then choose File

& Document Setup and uncheck Facing Pages.

Repositioning page items

When you change a document’s page size, items retain their position relative to the upper left corner of the page. If you decrease the page size to the point where an item no longer fits entirely within a document page, the item will extend onto the pasteboard. You may need to reposition some page items after resizing a document. You cannot reduce a document’s page size to the point that items won’t fit on the pasteboard.

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Document Layout

S Tips

Storing items in libraries

Copying items between documents is useful when you occasionally need to reuse an item. However, if you need to use an item often, it may be more convenient to store it in a library. See Chapter 17, “Libraries.”

Copying Items and Pages Between Documents

In QuarkXPress, you can copy items and entire pages between documents by dragging them. This is useful if you have similar information in two different documents. To copy items between documents, you simply position two document windows on-screen and drag items from one to the other. To copy pages between documents, you must be in Thumbnails view. The document you are dragging pages from is referred to as the

“source document”; the document you are dragging pages to is referred to as the “target document.”

Copying items between documents

You can drag any selected items between documents — as long as they fit within the target document’s page size and pasteboard.

1 Arrange the documents on-screen so part of each document is showing. The documents can be displayed in any view except Thumbnails.

2 Display the pages containing the items and the pages the items will be moved to.

3 Select the items to be moved from the source document. Select the

Item tool e and click an item. Or, select the Item tool e or the

Content tool

E and press the

SHIFT key while clicking multiple items.

4 Drag the items from the source document to the target document.

Position the items in the target document. The items should now appear in both documents.

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Copying Items and Pages Between Documents

Dragging thumbnails

To drag pages between documents, both documents must be open.

The target document must have the same page size, or a larger page size, than the source document. If the pages you want to drag are facing-pages, the target document must be a facing-page document. If the source document is a nonfacing-page document, the target document should be a nonfacing-page document. To drag thumbnails between documents:

1 Choose Window

& Tile Horizontally or Tile Vertically so that both document windows are visible.

2 Activate each document window and display as Thumbnails

(View

& Thumbnails).

3 Select any tool and click the pages you want to move in the source document. To move a range of pages, click the first page then press the

SHIFT key while you click the last page you want to move. To move noncontinuous pages, press the

CTRL key while clicking to select individual pages.

4 Drag the thumbnails to the target document. When you drag a thumbnail page to a different location, the pointer indicates where the page will be inserted and the way in which adjoining pages will be affected.

• A page icon pointer (

4, 1, or 2) indicates that inserting the page at that location will not affect existing document pages. The Force

Left pointer

- indicates that the existing pages in the spread will be forced to the left. The Force Right pointer

_ indicates that existing pages in the spread will be forced to the right.

• To move a thumbnail page between two spreads, drag the thumbnail and release the mouse button when the Force Down

+ pointer is displayed. Spreads that follow the inserted pages are forced down.

S Tips

Dragging in Thumbnails view

Dragging thumbnails is also helpful for recovering pages of damaged documents.

Dragging linked text boxes

If you drag a page that has linked text boxes, all the text of the story will be added to the new document.

The Overflow symbol p will display to show that this has occurred.

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Document Layout

S Tips

Editing in Thumbnails view

In Thumbnails view, you can rearrange pages and drag pages between documents, but you can’t edit items on document pages. If you need to edit thumbnail-sized pages, change the view percent to a small size such as 10 or 20 percent.

5 When you’re finished moving pages, return the document to a percentage view. You cannot edit pages in Thumbnails view.

6 If you dragged thumbnails to recover pages in a damaged document, delete the blank page that was the original page 1 of the target document (Page

& Delete). This page is no longer needed.

R When you drag-copy pages between documents in Thumbnails view, subsequent pages in the target document are repositioned and renumbered accordingly.

The effect on document defaults and preferences

When you drag items and pages between documents, certain defaults and preferences are affected as follows:

• Any style sheets, colors, dashes & stripes, lists, or H&Js used in any items in the source document are added to the target document.

If any of the source document’s specifications have the same name as a specification in the target document, the target document specification is used. (For example, if a color has the same name but is defined differently, the item will change color from the source document to the target document.)

• If the XPress Preferences used in the source document are different from those used in the target document, text may reflow.

• When you drag pages between documents, any master pages used on pages in the source document are added to the target document. If any of the source document’s master pages have the same name as a master page in the target document, the new master pages are automatically renamed.

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