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

Home > Articles

Tools of the Trade

  • Print
  • + Share This
This chapter is from the book

This chapter is from the book

Libraries

QuarkXPress lets you keep libraries full of items: picture boxes, text boxes, lines, groups of objects, and so on. These libraries are saved as external files on disk. For example, while writing this book, I placed each piece of artwork in a library, grouped with figure numbers, captions, and callouts. The artwork was later dragged out of the library by the production team onto the QuarkXPress pages. This increased the chance that nothing too weird would happen when making pages, and decreased the time it took to produce a chapter.

Note that a library holds page items, plus their contents. For example, you could place a text box with a particular headline in a particular style in a library. However, picture boxes in libraries don't fully embed their pictures. If a picture was imported using Get Picture, the library only remembers the link to the external file, rather than the file itself. So, although my artwork could be stored in a library, I still had to move all of my EPS and TIFF files from disk to disk (if you are lost, don't worry; I talk about all these issues in Chapter 9, Pictures).

You can have more than 10 libraries open at a time (I haven't found an upper limit yet), and each library can hold up to 2,000 entries. You can even label each library entry for quick access. Let's look at how all of this is done.

Manipulating Libraries

Libraries are, in many ways, just like QuarkXPress documents. Putting an item in a library is like putting it on a separate page of a document. The analogy follows in creating and opening libraries, as well. You can create a new library by selecting Library from the New submenu in the File menu (or by pressing Command-Option-N or Ctrl-Alt-N). And to open a library, you select it in the Open dialog box (the program recognizes it as a library automatically, so you don't have to do anything special). Once you choose a library, QuarkXPress brings it up on your screen as a palette.

As I mentioned back in the last chapter, palettes work much like other windows (in fact, I often call them windoids). For example, you close a palette like a window, by clicking the Close box in the upper-left corner (upper-right in Windows). The palette floats, so you can move the palette wherever you like on your screen. You also can expand the palette by clicking the Zoom box in the upper-right corner of the window. Note that this type of zooming doesn't have anything to do with a percentage scaling view. The first time you click on it, the palette fills your screen. The second time, it decreases back to "normal" size. You also can resize the windoid by clicking and dragging the lower-right resizing box, just like a normal window.

Adding and Moving Library Entries

You'll hardly believe how easy it is to add and remove library entries. To add a page item to an open library, just click on the item with the Item tool (or hold down the Command (Ctrl) key to get a temporary Item tool), and drag the item across into the library. When you're in the library, your mouse cursor turns into a pair of glasses (don't ask me why; all the librarians I know wear contacts), and two triangular arrows point to your position in the library. When you let go of the mouse button, the item you're dragging is inserted in the library at the location these pointers indicate. That is, you can position your page item (or an existing library item) anywhere in the library by dragging it into place.

You also can add an item to a library by using Cut or Copy and Paste. You need to use the Item tool to cut or copy an item from the page, but you can use either the Item or Content tool to paste it in a library. Just click in the position where you want the item to go, then press Command-V (or Ctrl-V; or select Paste from the Edit menu). When picking a place to paste the item, click between two items, so that you can see the positioning arrows. If you click on an item in the library before pasting, you are telling QuarkXPress to replace that item with this new one.

Note that although I'm saying you can add "an item" to the library, that one item can contain a number of page items. If you want, you can select picture boxes, text boxes, and lines—whether grouped or not—and put them all into the same library item.

After you add an item to a library, then you can see a thumbnail-size representation of it (see Figure 3-92). This representation is highlighted, and you won't be able to do any work on your page until you click someplace other than the library.

3_92_adding_to_library.jpg

Figure 3-92 Adding an item to a library

You can move an item in a library from one position to another by clicking on it and dragging it to a new position. If you have more items in your library than will fit in the palette, you may have some difficulty, because the library doesn't automatically scroll as you drag. I use one of two methods to get around this. First, you can cut and paste items, as I described above. Second, you can click the Zoom box to expand the size, reposition the item, and rezoom the box down to a small palette.

Removing Library Items

To take an item from an open library and place it on a page, click on it with either the Item or Content tool and drag it onto your page. This doesn't remove the item from the library; it makes a copy of it on your page. It's similar to dragging something from one document to another. If you want to delete an item from a library, click on it, then select Clear from the Edit menu (or press the Delete key). You also can use Cut from the Edit menu (Command-X or Ctrl-X), which removes the item and places it on the Clipboard. QuarkXPress always warns you before totally removing something from a library, because you can't Undo afterward.

Labeling Library Items

Imagine having 150 different items in a library and trying to find just the ones that are pictures of baby seals. Remember that all you can see on the screen is a tiny thumbnail representation of the items. Luckily, you have labeled each library item with a foolproof system, and you are just a popup menu item away from finding those baby seals.

Every item in a library may be labeled either for identification purposes or to group items together (or both). With your library items labeled, you can access the library items by a single label, multiple labels, and more.

To assign a label to a library item, double-click on its thumbnail representation. Up comes the Library Entry dialog box. In this dialog box, there is only one field in which you can type the label. After you add one label to an item, the popup menu in this dialog box is enabled (see Figure 3-93). This popup menu lists each of the previous labels you've assigned (see "Tip: Grouping Library Items," below).

3_93_library_entry_box.jpg

Figure 3-93 The Library Entry dialog box

After you have labeled items in your library, you can select from among them with the popup menu at the top of the Library palette (see Figure 3-94). This acts as a kind of electronic card catalog. There are always two items in this popup menu: All and Unlabeled. Selecting All shows you every item in the library. Selecting Unlabeled displays only the items that have not yet been labeled. Any other labels that you have assigned to library items also appear on this popup menu. If you select one of these, you only see items that have been assigned that label.

3_94_subcategory.jpg

Figure 3-94 Selecting a subcategory in the library

Then, if you select a second label from the popup menu, that label is added to the category you're already looking at. The name on the popup menu changes to Mixed Labels, which tells you that more than one label is being displayed. You can deselect one label category by rechoosing it from the popup menu (that is, these labels in the popup menu act as on-and-off toggle switches). You can deselect all the subcategories by choosing All from the popup menu.

Saving Libraries

No matter how hard you try, you won't find a command to save the library file. This can be disconcerting, to say the least. What happens to all those items if you can't save them?

In previous versions of XPress, QuarkXPress would save a library only when you quit the program or closed your current document. This is generally unacceptable, because people work for long periods without quitting or closing a document (during the production of the first edition of this book, one person lost over an hour's worth of work because of a system crash before the library was saved).

Fortunately, you can turn on the Auto Library Save feature in the Preferences dialog box. This feature, which is on by default, forces QuarkXPress to save a library every time you place a new item in it. This may slow down your work a little if you're adding a number of items, but it could also save you lots of time if something should go wrong.

Once a library is saved on disk, you can move it from one computer to another. However, note that you cannot move it from a Macintosh to a PC or vice versa. This is an unfortunate limitation due to the way QuarkXPress saves the thumbnail images.

  • + Share This
  • 🔖 Save To Your Account

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