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Adding Generated Files to the Book File

When you add a TOC or an index to the book, you add a placeholder filename, which contains some information about the file itself. But these generated files are not populated until you update the book.

To add a TOC to a book and set it up:

  1. In the book window, select a file next to where you want to add the TOC (Figure 13.16).

    Figure 13.16Figure 13.16 Select a file in the book next to where you want to add the TOC.


  2. Choose Add > Table of Contents. The Set Up Table of Contents dialog box appears.

  3. To add the TOC before the selected file in the book window, from the Add File pop-up menu, choose Before (Figure 13.17).

    or

    Figure 13.17Figure 13.17 Specify where to add the file, what paragraphs to include, and whether to add hypertext links to the TOC entries.

    To add the TOC after the selected file in the book window, from the Add File pop-up menu, choose After.

  4. To include the text from a type of paragraph in the TOC, select the paragraph tag in the Don't Include list and click the left arrow button. The selected paragraph tag moves to the Include Paragraphs Tagged list. or To remove a paragraph from the TOC, select the paragraph tag in the Include list and click the right arrow button.

  5. To add hypertext links from the TOC entry to the source of the paragraph in the book, select Create Hypertext Links. Adding hypertext links in a generated file means that you can use a keyboard shortcut to click an entry and will FrameMaker take you to the source (see page 301). If you create a PDF file of the book, users will be able to click any entry and go to the source.

  6. Click Add.

    The Update Book dialog box appears (Figure 13.18). By default, all options are selected except Apply Master Pages, and generally these are the ones you should use.

    Figure 13.18Figure 13.18 The Update Book dialog box with the default options selected. At this point you can choose to populate the TOC or to wait until later.


  7. TO generate the TOC, that is, to populate with text from the included paragraphs, Update.

    As files in the book are opened and closed, status messages appear in the small white area at the bottom of the book window (Figure 13.19). When the new, generated file opens on the screen, save and close it.

    Figure 13.19Figure 13.19 When a book is updating, FrameMaker opens, closes, and saves the files in the book.

    Or

    To add the TOC filename without generating the book and populating the click Cancel.

    The TOC is added to the book and appears in the book window (Figure 13.20).

    Figure 13.20Figure 13.20 The generated TOC appears in the book window.

Tips

  • If you try to open a generated file from a book window and the file has not been updated at least once, a message appears Figure 13.21). Click OK and update the (see page 287).

    Figure 13.21Figure 13.21 This message appears if you try to open a generated file that hasn't been updated for the first time from the book window.

  • To toggle display of files in the book window between the filename and the text the first paragraph of the main text flow, the Toggle icon (Figure 13.22). Toggling to text from the files in a book window is a good way to remind yourself of the chapter numbers, if chapter numbers are the first paragraph in each chapter.

    Figure 13.22Figure 13.22 Click the Toggle icon to switch between the filename and the text of the first paragraph.

To add a standard index to the book and set it up:

  1. In the book window, select a file next to where you want to add the index, and from the Add menu, choose Standard Index (Figure 13.23).

    Figure 13.23Figure 13.23 Choose Add > Standard Index.

  2. In the Set Up Standard Index dialog box, from the Add File pop-up menu, specify whether to add the index file before or after the selected file (Figure 13.24). For a standard index, Index will appear in the Include Markers of Type list. You don't need to do anything further.

    Figure 13.24Figure 13.24 Specify where to add the file, what marker text to include, and whether to add hypertext links to the index entries.

  3. To add hypertext links from the index entry to the source of the entry in the book, select Create Hypertext Links.

  4. Click Add.

    The Update Book dialog box appears.

  5. To generate the index, that is, to populate it with index marker text, click Update. When the new, generated file opens on the screen, save and close it.

    or

    To add the index filename without generating the book and populating the file, click Cancel. The index is added to the book and appears in the book window (Figure 13.25).

    Figure 13.25Figure 13.25 The generated index appears in the book window.


About Indexes

Standard indexes are generated using the text from index markers, which is then sorted alphabetically. You insert index markers manually in source documents and add text in the Marker window as shown in Figure 13.28. Entries with the same text are merged into a single entry, with multiple page references.

You can specify multiple levels for entries; even though for most books you'll use only first- and second-level index entries. You can add special building blocks to marker text to format index entries. Using building blocks, you can specify page ranges, suppress display of page numbers for cross-reference entries, or apply character formats.

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