Publishers of technology books, eBooks, and videos for creative people

Home > Articles > Design > Adobe Creative Suite

This chapter is from the book

This chapter is from the book

Bullets and Numbering

As the human attention span has grown shorter under the stresses of modern life, lists of one sort or another have come to dominate our texts. Abraham Lincoln could spend several days delivering a single perfect paragraph to an informed audience; we must convey the same information in an executive summary that takes no more than nanoseconds to parse. InDesign aids and abets this diminution of the human intellect by providing the Bullets and Numbering feature, which provides:

  • Bullets.
  • Numbering.

Bullets and Numbering is a paragraph level attribute that applies a bullet character or a numeral to the start of the paragraph. Applying a bullet is straightforward; numbering is a bit more complicated.

Applying Bullets

The simplest way to apply bullets to a selection of paragraphs is to click the Bulleted List button in the Paragraph view of the Control panel (or choose Apply Bullets from the Bulleted & Numbered Lists submenu of the Type menu). Follow the steps below, and you can control the formatting and position of the bullets (see Figure 4-56):

  1. Select a range of text.
  2. Choose Bullets and Numbering from the Paragraph panel or Control panel menu. You can also Option/Alt-click the Bulleted List button in the Paragraph view of the Control panel. InDesign displays the Bullets and Numbering dialog box.
  3. Choose Bullets from the List Type pop-up menu.
  4. Pick from among the choices in the Bullet Character section, which works very much like the Glyphs panel described earlier in this chapter—the dialog contains a short list of characters, but you can click the Add button to choose characters from any of the available fonts and add them then to the list.
  5. If you want the bullet to be followed by a tab, leave the Text After field set to ^. If you’d prefer the bullet followed by something else (such as an en space), you can type it in that field or pick from the flyout menu to the right of the field.
  6. You can apply formatting to the bullet character in the Character Style pop-up menu (assuming you have defined a style).
  7. Adjust the position of the bullet in the Bullet or Number Position section. The Left Indent and First Line Indent fields control the indents for the entire paragraph (overriding any other indents you’ve set). To hang the bullet in the margin, you’d want a positive Left Indent and a negative First Line Indent.
    Figure 4.56

    FIGURE 4-56. Applying Bullets

    If the First Line Indent is set to zero and your Text After is set to a tab character, the position of the text after the bullet is defined by the first tab stop. If you’ve assigned tab stops already, you can ignore this.

    The Alignment pop-up menu lets you control the position of the bullet at the beginning of the paragraph—Left, Right, or Centered—but it only works when your Left Indent is large enough to allow the character to move (InDesign won’t allow the bullet to fall outside the text frame).

  8. Once you’ve got the inserted characters to look the way you want them to (turn on the Preview option), click the OK button to apply the list formatting to the selected paragraphs.

Default Bullets. If you choose a custom bullet character with the Add button in the Bullets and Numbering dialog box, InDesign remembers that bullet in the currently-open document. If you need that same bullet character in other documents, you can add it to the list of default bullets:

  1. Close all documents in InDesign.
  2. Open the Bullets and Numbering dialog box.
  3. Set the Type pop-up menu to Bullets.
  4. Use the Add button to add your desired bullet character.
  5. If you want this character to be the default bullet (the one InDesign gives you if you don’t specify any other), select it.
  6. Set the Type pop-up menu back to None and then click OK.

Applying Numbering

When Adobe first implemented the automatic numbering feature, we complained that it was anemic and useless. They responded in the next version by adding so many features that its now not only extremely useful but also somewhat overwhelming to use. Fortunately, it’s all logical if you take it step by step and understand which parts of the Bullets and Numbering dialog box you can ignore.

The simplest way to apply numbering to one or more selected paragraphs is to click the Numbered List button in the Control panel (when it’s in paragraph mode), or choose Apply Numbers from the Bulleted & Numbered Lists submenu, under the Type menu. This gives you a basic numbered list, starting at 1.

Continuing Numbering. Let’s say you have five paragraphs, but the third paragraph shouldn’t be numbered (that is, the section numbered “2” has two paragraphs). The fastest way to accomplish this is to select all five paragraphs, turn on numbering, then select just the third paragraph and turn numbering off.

Alternately, you could assign numbering to the first two paragraphs and then number the last two paragraphs (which will start at “1” again). Then place the cursor in the fourth paragraph (which is currently numbered “1”) and choose Continue Numbering from either the Context menu or the Bulleted & Numbered Lists submenu, under the Type menu.

Formatting Numbers. The default formatting applied to automatic numbers is dull as rocks: the number—set in the same font, size, color, and styling as the first character of the paragraph—followed by a tab. In order to spice up your numbering, select Bullets and Numbering from the Control panel menu (or Option/Alt-click the Numbered List button in the Control panel). When the List Type pop-up menu is set to Numbers, you can adjust the following settings in the Numbering Style section of the dialog box (see Figure 4-57).

  • Format. You can choose from among normal numerals (such as 1, 2, 3, etc.), Roman numerals (I, II, III, etc.), or alphabet characters (a, b, c, etc.) from the Format pop-up menu. Choose None to omit the number entirely, though it’s rare that you’d want to.
  • Number. You can control how the number appears by typing codes into the Number field. The default value, ^#.^t, means type the current number for this list, followed by a period, then followed by a tab. You don’t have to remember the codes—you can use the pop-up menu associated with the field. If you do use a tab character, it has to be the last code in this field.
    Figure 4.57

    FIGURE 4-57. Applying Numbering

  • You can type pretty much anything in the Number field. For example, you could type Item No. ^#^_ which means type “Item No.” followed by a space, then the number, then an en dash.
  • Character Style. InDesign applies the character style you choose from this pop-up menu to everything in the Number field.
  • Mode. Use this pop-up menu to specify whether the list should Continue from Previous Number or Start At a specific number.

Positioning Numbers. You can adjust the position of your number in the same ways we discussed positioning bullets. You can make the right edge of the numbers align by choosing Right from the Alignment pop-up menu and setting the Left Indent to a positive number.

Multi-Level Numbering. What if you need a sub-list? For example, after number 4, you might have 4a, 4b, 4c, and so on. Or in a long technical document, you might have sections numbered 1.1.1, then 1.1.2, then 1.1.3, then 1.2.1, and so on. To pull off this kind of numbering, you need to assign levels in the Bullets and Numbering dialog box, then—optionally—adjust the Number field’s codes (see Figure 4-58).

Figure 4.58

FIGURE 4-58. Multi-Level Numbering

This can get confusing, so let’s focus on that 4a, 4b, 4c example. After you select the paragraphs you want to affect (in this case, the three paragraphs after paragraph 4), open the dialog box and change the Level field to 2. This defines a sub-list inside the main numbered list. Now choose the lower-case alphabet from the Format pop-up menu and change the Number field to ^1^#.^t (which means “type the most recent level 1 number, then the current number in this sublist, then a period and a tab”). You may also want to adjust the Left Indent in the Position section so that the sub-list is further indented.

Creating Named Lists. Numbering isn’t just for a few paragraphs in a single story. You can create far more complex kinds of numbered lists that continue across multiple text frames, or even across multiple documents in a book. You can also have multiple numbered lists in parallel, for example, figure numbering and table numbering. The key to all these tricks is to define named lists. (InDesign just calls these “lists,” but we call them “named lists” to avoid confusion with the generic “lists” that we’ve been discussing.)

You can define a named list by choosing Define Lists from the Bulleted & Numbered Lists submenu (under the Type menu) and then clicking the New button in the Define Lists dialog box. Or, if you already have the Bullets and Numbering dialog box open, you can choose New List from the List pop-up menu. In either case, you get the New List dialog box, in which you can type the list’s name and choose whether you want this numbered list to continue across multiple stories (that is, across more than one unthreaded text frame) and/or across more than one document in a book (see Figure 4-59).

Figure 4.59

FIGURE 4-59. Named Lists

Once you have a named list defined, you can assign it to a paragraph by choosing it from the List pop-up menu in the Bullets and Numbering dialog box.

However, the order in which paragraphs are numbered may be confusing to you. Here are the rules:

  • In general, numbering follows page order. For example, if you have an unthreaded text frame on page 1 and another on page 2, InDesign will number paragraphs on page 1 first—just as you’d expect.
  • If you have more than one frame on a page (and those frames aren’t threaded), numbering in the frames is based on the order in which the frames were created—not the order on which they appear on the page.
  • All the numbers in a single story (including multiple threaded text frames) are numbered at the same time—starting with the first frame in the thread—even if they’re on different pages. For example, if you have a story that jumps from page 1 to page 5, and you have an unthreaded text frame on page 2, the numbered paragraphs on page 5 would be smaller than those on page 2 because InDesign is numbering the threaded story first.

    Even stranger, if for some reason that story was instead threaded from page 5 to page 1, the numbering would start on page 2, then continue on page 5, then end on page 1.

  • Paragraphs inside anchored text frames are numbered along with the story they’re in. Let’s say you’re numbering your figures and some of your figure numbers are anchored inside a text story that spans from page 1 to 100—but one figure number is sitting in an unthreaded, unanchored text frame on page 2. InDesign will number all 100 pages, including anchored frames, before it gets around to numbering page 2.

    This means that you should either keep all your text frames anchored or keep them unanchored—mixing and matching will cause you heartache.

If you want a numbered list to continue from one document to the next in a book panel, your named list has to be present in all the documents—fortunately, the book panel’s Synchronize feature can copy named lists for you (see Chapter 8, “Long Documents”).

Removing Bullets and Numbering

To remove bullets or numbering, select the paragraphs in question and then click once on the Bulleted List or Numbered List button in the Control panel (whichever is currently highlighted). Alternately, you could choose Remove Bullets or Remove Numbering from the Bulleted & Numbered Lists submenu, under the Type menu. Or you could display the Bullets and Numbering dialog box and choose None from the List Type pop-up menu. Whichever you choose, the bullets and numbers are gone, baby, gone.

Converting Bullets and Numbers to Normal Text

To change the characters inserted by the Bullets and Numbering feature to normal text (i.e., text you can select with the Type tool and format using InDesign’s typesetting features), select the paragraphs and choose Convert Numbering to Text or Convert Bullets to Text from the Context menu. You can also find this command in the Paragraph panel menu, the Control panel menu, and the Bulleted & Numbered Lists submenu, under the Type menu. If you select a range of text that contains both bulleted and numbered paragraphs, choose Convert Bullets and Numbering to Text.

Bullets and Numbering in Paragraph Styles

We’ve been talking about applying numbering or bullets directly to paragraphs as local formatting, but in the real world we’d virtually never do this. Instead, we’d first create a paragraph style that includes the bullet or numbering, and then apply that paragraph style to the paragraphs in question. We talk about styles below, but suffice it to say that we often work with two or three paragraph styles for each type of list. For example, in this book, we use a “numbered list” style that includes both numbering and a little Space After; and we use a “numbered list first” (which we apply to the first item in the list) that is based on “numbered list” but also includes a little Space Before. Plus, we use a “numbered list last” (which we apply to the last item in the list), which includes a little Space After.

Peachpit Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from Peachpit and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about Peachpit products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites; develop new products and services; conduct educational research; and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email ask@peachpit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by Adobe Press. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.peachpit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020