'Getting You Started' guide to
Pagemaker 6.5

Section 10    Book lists

Book lists

A PageMaker 'book' can consist of a number of publications joined together by means of a book list. This can help in several ways:

• Where the entire book is too big to fit on to a single floppy disc, it can be easily split to fit on to several.
• It makes it possible to have different page numbering schemes for different sections of the final book.
• The response time is improved by opening a smaller file - it is not necessary to open the whole book at once.

Typically, if PageMaker is being used to produce a book, each chapter will be a separate publication.

Making a book list

A book list cannot be created until all the publications (p65 files) which are to go into it actually exist, so it is best to create these first as if they were completely separate publications, and leave the book list until later. Do not worry about page number duplication for now - this will be sorted out when the book list is made. When all the necessary publications have been done, open one (it doesn't really matter which) and select 'Book...' from the 'Utilities' menu.

This opens a dialogue box as shown above, allowing you to select which publications are to make up your 'book'. To include a particular publication, select it from the list on the left and click 'Insert', which will copy it into the box on the right. Notice that the order of publications in the actual 'book list' (on the right) is significant - this will be the order in which they will appear in the actual book, so make sure you arrange them in the order you want. Then click 'OK'.

It is best if this 'book list' is copied into all of the publications which will form part of that book. To do this, select the 'Utilities' menu again. Then hold down the <Ctrl> key (PC) or <Command> key (MAC) whilst you click on 'Book...'. The book list you have just created will then be copied to all other publications on the list.

NB: You will need to repeat this procedure if you alter the list at any time e.g. add a new chapter to a book.

Page numbering in books

For each publication in the book, you will want the page numbering to do one of two things:

1. Continue from where the previous publication left off
   OR
2. Restart, possibly using a different format, such as Roman numerals.

To ensure you get the page numbering you require, you have to set options in two places:

• First select the 'Utilities', 'Book..' menu again and choose the required 'Auto renumbering' option. You are advised to choose 'Next page' even if your page numbering is going to be a bit different. Then copy this alteration to the other book publications as detailed above.
• Secondly, select 'File', 'Document setup' and the options you require. This must be done separately for each publication in the list.

In each publication, if you want page numbers to run on consecutively from the previous publication, make sure the 'Restart page numbering' box is unticked. If you want the publication to have new numbering, tick this box and enter a starting number in the 'Start page #' box. The page numbering style can be altered by selecting the 'Numbers...' option.

Notice that page numbers in a book will only be updated when you carry out an action which affects the whole book, such as printing, creating a TOC, or creating an Index.

Tables of Contents and Indexes in a book

In most cases, TOCs and Indexes will need to cover the whole contents of a book, rather than just one section or chapter. To accomplish this, there are option boxes available when creating both TOCs and Indexes to allow you to 'Include book publications'.

A note on drives and directories

When working on a book, it is helpful to have all the necessary files in the same working directory. If not, when creating a TOC or Index, the system will require frequent changes of floppy disc as it scans the pages of each publication. To avoid this, at the beginning of a session copy all the relevant files from the floppies on to a working area on the hard disc, using 'Windows Explorer' or a similar utility. Do all your work on the hard disc (including printing if possible) and copy the files back to the floppies at the end of the session. Alternatively, use a larger capacity medium such as a 'Zip' drive if one is available.

Exercise

Open the document you created in earlier exercises using guide.txt. Delete the second half of the document and save the first half under a new name, say, guide1 (Make sure you use 'Save As..' and not 'Save'!). Close this, re-open the original, delete the first half and save the second half under a new name (guide2). Now use the 'Book list' feature to make a complete book from these two publications. Set up a suitable page numbering system for the book. Re-construct the Table of Contents in guide1 and the Index in guide2.