InDesign’s Book feature can be handy! Let’s say you’re working on a book with lots of images and/or chapters. And the file sizes are enormous. In fact, they are so big that you thought it would be smart to divide the book into separate documents for parts or chapters. That’s exactly what we did with Book Design Made Simple. It was more convenient for us to swap smaller sections back and forth than to send the entire book each time. All the parts or chapters were linked together at the end using InDesign’s Book feature. So this blog post explains how to create a Book file, or as we call it, “book” a book.
Getting started with the Book feature
You’ll be gathering several InDesign documents into one Book file to create a book. If you’re just getting started on your chapters, it’s best to design one of your more complex chapters first, then use that chapter as a template for all the remaining ones (i.e., “Save As” Chapter 1, delete all the original chapter’s text, place the Chapter 1 text, and thereby leave the trim size, margins, and styles intact and consistent among all chapters).
If you’ve already created separate InDesign files for your chapters, you can combine them using the Book feature just fine as long as they all have the same trim size. Books look better when margins and styles are consistent throughout, but it’s not a requirement. The Book feature will allow you to synchronize styles throughout all your booked documents, but again, it’s not a requirement, and it doesn’t happen automatically.
Creating a Book file
Now that you have separate InDesign documents for each part or chapter in your book, you’ll combine all the documents using the Book feature. Here’s how:
- In InDesign, click File>New>Book to get the New Book dialog box. Navigate to a place to save your Book file (perhaps in the same folder as your chapters), type a title for your Book file in the File Name box, and click Save. (Note that your Book file has an .indb file extension.)
- Now you’ll see your new Book file within a panel with its file name at the top:
- Click the plus sign at the bottom of the panel to open the Add Documents dialog box. Navigate to your chapter documents and select them all at once (select the first one, press Shift, then select the last one), then click Open. Now the documents will all be shown in your Book file. Save the Book file by clicking the Save the Book icon at the bottom of the panel (second from the left). Here is what our Book Design Made Simple panel looks like:
You’ll see the page numbers for each document to the right. In the example above, the documents are not in the correct order, and the page numbering for Chapter 1 should begin with number 1. Your documents might not be in the correct order or be numbered properly. - To get the documents in your Book file in the right order, simply select a document and drag it up or down to the correct position. And setting up automatic page numbering is explained below. Remember to save your Book file (see Step 3 above) after you make any changes.
Opening documents within the Book file
Each time you work on a document in your Book file, it’s best to open your Book file first, then double-click the document to open it within the Book file. That way, the Book file remains up to date. If you work on a document outside of the Book file, the Book file will show an error symbol next to that document. If that happens, just double-click the document in the Book file to open it and re-save it to get rid of the error. And after you’ve saved your documents, remember to save your Book file too.
Adding the Book file panel to your docked panels
You’ll notice when you’re working on a document in InDesign that your Book file panel will remain in front of the document and it can get in the way. If so, drag the panel over to the dock at the right of your screen to dock it with the other panels.
Using the Book feature
Once your Book file is set up, it’ll dynamically link all the documents in your Book file to easily perform a number of functions. We’ll explain the most useful functions:
- synchronizing page numbers
- synchronizing styles
- generating automatic tables of contents
- packaging the book for print
- creating a single PDF of the whole book
Synchronizing page numbers
There are two ways to number the pages using the Book feature: manually or automatically. If you’ve set the starting page number in each document manually, those page numbers will appear in your Book file. There are, however, advantages to numbering your pages automatically. For example, say you decide to add a few pages to a chapter, or change your mind about the order of the chapters. With automatic page numbering, your Book file will adjust the page numbers accordingly whenever you make changes that affect the page numbering.
Page numbering is set within each document (see Book Design Made Simple, page 245). To set your page numbering to automatic, start by opening the document containing your front matter. Your front matter will have a separate page numbering system from the rest of your book, using lowercase roman numerals. Go to the Pages panel, click on the thumbnail image of the first page to highlight it, then click Numbering & Section Options in the Pages fly-out menu. Select Automatic Page Numbering at the top, and lowercase roman numerals in the Page Numbering Style drop-down menu, as shown below. Click OK, and all the pages in the document will now be numbered with lowercase roman numerals starting with number i.
Next double-click your document for Chapter 1 in the Book file to open it. In your Chapter 1 document, you’ll manually start the page numbering at page 1, and switch from lowercase roman numerals to arabic numerals. So go to the Pages panel, click on the thumbnail image of the first page of the document to highlight it, then click Numbering & Section Options in the Pages fly-out menu. Select Start Page Numbering at, and type 1 in the adjoining box. Then select arabic numerals in the Page Numbering Style drop-down menu, as shown below. Click OK, and all the pages in the document will now be numbered with arabic numerals starting with number 1.
Finally, open each remaining document in your Book file, go to the Pages panel, click on the thumbnail image of the first page of the document to highlight it, then click Numbering & Section Options in the Pages fly-out menu. Select Automatic Page Numbering at the top, and arabic numerals in the Page Numbering Style drop-down menu, as shown below, and click OK.
When automatic page numbering has been set in all the documents except Chapter 1, the page numbers will show correctly in your Book file. If you move a document within the Book file (by dragging it up or down), you’ll see that the page numbering will adjust accordingly. Remember to save your Book file after making any changes.
Synchronizing styles using the Book feature
You’ll see in the Book file shown below that the left column contains a symbol in one of the rows called Indicates the Style Source. It means that the document in that row contains the styles that govern all the documents in the Book file if you choose to synchronize the styles. Synchronizing styles using the Book feature will synchronize your paragraph styles, character styles, object styles, and color swatches.
Suppose you’ve made some changes to the styles or swatches in your chapter 5 document, and now you want to use those updated styles or swatches throughout your book. Click in the column to the left of chapter 5 to set chapter 5 as your book’s style source. Select all the other documents that you want to synchronize to chapter 5 by pressing Ctrl/Cmd and clicking the documents (they’ll turn blue when selected).
Then click the Synchronize Styles icon at the bottom of the panel (the icon on the left), and InDesign will update all the styles and swatches.
Generating an automatic table of contents
Generating an automatic table of contents is explained in Book Design Made Simple on pages 240–244, and the process is just slightly different when you’re using the Book feature. Your table of contents will be included in your front matter document, so open that document and click Layout>Table of Contents to open your Table of Contents dialog box (see our example below). Note that at the bottom left of the dialog box, the box called Include Book Documents is checked. That is the only difference when working in a Book file!
So set up your Table of Contents dialog box to gather the paragraph styles you want to include (part titles, chapter titles, and perhaps main headings), then make sure the Include Book Documents box is checked, and click OK.
Packaging the book for print
Another great thing about the Book feature is that it enables you to package all your digital files into one folder—InDesign files, linked images, fonts (if you are using any outside of TypeKit), and your Book file. Chapter 71 in Book Design Made Simple walks you step-by-step through packaging your files for print, and there is only a slight difference when you are working with a Book File: you’ll select all the documents in your Book file rather than just packaging one document.
To package your book, first select all the documents in your Book file by clicking the first document, pressing Shift, and clicking the last document. Now click the fly-out menu at the top of the Book panel, and choose Package Book for Print. InDesign will take a moment to gather all the info it needs, then you’ll see a Package dialog box (click Package after resolving any warnings), a Printing Instructions dialog box (click Continue), and finally the Package Publication dialog box (see below), where you’ll choose a file name and place to save your packaged folder, and then click Package.
Once your packaged folder is saved, be sure to close the Book file you’ve been working on right away, and open the new Book file in your packaged folder. That is the Book file you’ll be using now.
Creating a single PDF of the whole book
This is where the Book feature really shines! Instead of having to create a PDF of each document within your Book file and combining them into a single PDF in Acrobat, the Book feature allows you to create a PDF of some or all of the documents in your Book file.
Select documents in your Book file by pressing Ctrl/Cmd and clicking the documents, then click the fly-out menu at the top of the Book panel. If you’ve selected all the documents in your Book file, you’ll see Export Book to PDF in the fly-out menu, and if you’ve only selected some of the documents, you’ll see Export Selected Documents to PDF instead. Click the option you see, and InDesign will present the same Export dialog box you normally get when exporting to PDF in InDesign. Choose your file name and options, click Export, and voila!
We hope this tutorial makes book production easier for you! We welcome all questions and comments, as your input is invaluable and often provides topics for future blog posts.
Read more: InDesign Book Feature: The Good, The Bad, and The Ugly »
Watch InDesign video tutorials about using InDesign »
Read more: Copyright page—everything you need to know »
Book Design Made Simple. You can do it yourself.
Hello, can you tell me the best way to copy, duplicate and/or move a book and not have to deal with the text anchors not working please? I have a book which I have copied to another folder, unfortunately all my text anchors continue to point to the original folder. I have tried relinking and it still does not work. what is the best way to copy a book or get it to relink itself in a new folder. thank you for your time.
Hi Kayvon, I’m so sorry to tell you this, but you can’t move or rename book files and still have all the text anchors, hyperlinks, and images remain linked properly. You can relink the images automatically, but I don’t know of any way to automatically relink text anchors or hyperlinks. Glenna and I had the same thing happen to us when we created the Second Edition of Book Design Made Simple. We duplicated our folder and files and renamed them to include “2nd-ed” and realized too late that none of the hyperlinks worked. We changed the file names back but the hyperlinks still didn’t work. So we had to relink thousands of hyperlinks manually (the whole index, all tables of contents, and all “see page xx”). I wrote a blog post about this Book feature problem called InDesign Book Feature: The Good, The Bad, and The Ugly. This issue is included in the UGLY section! If any other readers know of a way to avoid relinking manually, please share with us! Fiona
Thank you very much for this article, it’s been very helpful!
I’m helping my father out with a book about plants species in our area and I would like to have your opinion on this matter.
The book includes more than 800 species (4-5 pages each, including a page with 5-6 pictures). I’ve been doing some tests and the PDF file for each species would be 2 mb o more, so the entire book (including some sections other than plant species) would be around 2000 mb.
He plans to release the book in a DVD, pen drive or via a link for digital download (free of charge in any case). Do you think it would be feasible to create a 2000 mb PDF file or this would be too big for some PCs to open it?
Do you have any other suggestions on how to do it?
Thanks in advance!
Hello Dani,
I’m glad you found the article helpful. But if my suggestions to shrink the file size don’t work for you, and your file size is still enormous, you might not want to use the Book feature.
I have three suggestions that might shrink your file size. If you haven’t already tried these, they will definitely help you.
2. Group your photos in Photoshop before placing them in InDesign whenever it’s practical, such as when you’re planning to arrange them all on one page anyway. This will reduce the number of photos from 5 or 6 on that page to 1. You can arrange the pictures in InDesign just the way you want them, then make a PDF of that page. Open the PDF in Photoshop and put it on a lower layer, then use it as your guide as you redo the grouping. Delete the PDF layer, then save. If there will be captions, simply place the one big photo on the page and then put the captions in the white space(s) in InDesign. (That way you can change the captions later if necessary without going back into Photoshop.)
3. If you have the full Adobe Acrobat program (not just the Reader), you can save any PDF at a smaller size.
If your PDF is still going to be 2000 MB in the end, my best advice would be to divide it into sections for distribution. Sending and receiving such a massive file would be too time-consuming for most people, no matter what kind of computer they’re using.
I hope this helps. Best of luck with your big plant book!
Glenna Collett, coauthor
Thank you Glenna and Fiona for such wonderful tutorials and posts.
I am using the Book Feature on a 2020 copy of InDesign. I discovered that the Book panel indicates the page numbers unique to each document in the Book, but the numbers are not consecutive. I’m using it with a Mac and running under Mojave. I followed your tutorial on setting up page numbers but the documents are not responding according to procedure. Has anyone else had page numbering problems in InDesign 2020?
Hi Edward, thanks for your kind words! I’m wondering whether all the documents in your Book are showing the wrong page numbers, or just one or two? If just one, I suggest moving it to a different position in the Book file, and then returning it to its proper position. Sometimes that sorts out the numbering. Also, if it’s just one or two documents that aren’t numbered properly, check that those individual documents have the Automatic Page Numbering option selected.
There are a number of InDesign 2020 bugs that were fixed in the recent update, so double-check that you have that update.
And if any of our other readers have experienced a similar issue with the Book feature, please comment and let us know!
Hi Fiona, I checked and I am using the latest version if InDesign 2020 (V 15.0.1)
I tried repositioning and returning a few of the documents in the book but there was no change in the numbering.
The Book file displays the number of pages for each document individually. i.e. i-vi, 1-30, 1-16, 1-36, etc. but they are not consecutive. i.e. i-vi, 7-37, 38-54, 55-91, etc.
Front Matter is numbered correctly. Chapter 1 is numbered correctly. So is Chapter 2. But Chapter 3 (set automatically, like Chapter 2) starts numbering at 17 rather than the 47 it should be.
I think I will use manual numbering.
Best regards
Hi Edward, how frustrating! I can’t think of a reason why your numbering isn’t automatic, and why it stops working at Chapter 3. In this case, manual numbering is probably your best workaround. Fiona
Great article Fiona and Glenna! I’ve been working on a difficult project and the book feature has been a life saver!
Linda, we’re so glad the article helped. The book feature is pretty awesome!
I’ve tried creating a book from Indesign files but some of the files ‘cannot be added as they are locked and cannot be added to book file!’
Any idea how to unlock?
Hello Jo,
I have never encountered a locked InDesign file before, so I had to look this one up. If the file extension is “idlk” it simply means that the file is in use at the moment. Are you working with a network of people? Someone else might have the file open.
At any rate, here are links to some help articles that might solve your problem. I notice that they are all rather old, though. Let us know if these don’t address your problem.
https://indesignsecrets.com/can-i-open-an-indesign-lock-idlk-file.php
http://www.justskins.com/forums/indesign-locked-files-help-239298.html
https://filext.com/file-extension/IDLK
Glenna
Hi,
Is it possible to share books with other teammates in the office and be able to work on different pieces of the book at once?
We often work on large submittals together and have to make copies of each other’s ID files in order to work on them at the same time, then try to figure out which pages are updated and drop those pages into our files.
It seems this tool could be useful so that we can each own a section and it auto populates in one large book. Can you explain how this would work, if at all possible?
Hi Krystal, good question. Glenna and I wrote Book Design Made Simple by working on different sections of the book at the same time, and it worked really well. But we couldn’t work on the same section at the same time. That is apparently possible if you use InCopy but we never tried it. When we finished working on a section, we’d save it with today’s date at the end of the file name, and that way we’d always know which was the latest version. We couldn’t compile all the sections into a book file until the very end, because the file names can’t be changed once the book file is made and that meant we’d no longer be able to keep track of the latest versions.
So, yes, it’s possible for your team to work on different sections of a book at the same time, but you’ll need to copy the latest file and save it in a way that the team knows which is the latest version. And two of you can’t work on the same file at the same time. I hope this helps!
Really love this site, so helpful for those of us working ‘out here on our own’.
My question is whether it’s best to create and package (fonts and images etc) all your individual chapters and keep them separate until nearer the end of the process when they can be brought together in Book and the order of contents finalised.
Any thoughts on this? Whichever I can see the absolute logic of consistent and clear file names and dates.
Hello Barbara,
I hope you will first read our other, cautionary, article about the Book feature. That might answer your question right away.
If you are still okay with using the Book feature after reading about some of its limitations, then I’d say the answer to your question depends quite a bit on the length and complexity of your book. If it is a novel, for instance, keep it all as one file. If you have lots of illustrations and lots of chapters, feel free to use the Book feature.
Personally, I never, ever used the Book feature until I teamed up with Fiona on Book Design Made Simple, and I did just fine with all sorts of long, complicated books. On the other hand, Fiona used it all the time in her work.
I hope that answers your question. Basically, it’s up to you! Let us know if you run into any snags along the way, and good luck with your book!
Glenna
Thanks so much Glenna. I have a number of chapters, each with colour images, and will be working in the first instance to manage the size of images I am dropping in so each one is not too unwieldy.
The key thing re using the Book function is being able to alter the order of chapters at the end, with the contributors making such decisions right near the end!!!!! Like the idea that page numbers will automatically self correct if I move chapters around in the ‘Book’.
This has been a life-saver! Thank you!
Glad you found it helpful, Sally!
Hello thanks for the tutorial. I’d like to know, how do you print a booklet from the book feature?
Hi John, I don’t know of any way to print a booklet from the book feature. As you’ve probably discovered, the Print Booklet dialog box can only be accessed from the File menu and is not available in the regular Print dialog box. I don’t know of any workaround either. Printers, print shops, and copy stores can print booklets, and they use special software to do that from PDFs.
I have heard that it takes time to generate a package. Is it true? What is the normal time required to generate a package? Is there any dependency for generating the package. Can you help with this?
Hi Rohan, it can take some time to generate a package. It depends on (1) how many documents and images are in your Book package, (2) how large the file sizes are, and (3) how fast your computer is. You’ll see a status bar showing progress, so that’ll help you judge how long it will take.
Does that answer your question? If not, please feel free to ask further questions.
Do you know if there is a limit to the number of files that can be added to a book. Or if there is a limit to the total number of pages in a book?
Thanks.
Hello Betsy, I have never heard of any kind of limit on the number of pages in a book. However, once a book gets too big it’s harder to find a good binding to hold it together, and it’s harder to pick the book up. If you’re thinking of anything longer than maybe 3000 pages, you should talk with a printer about proper binding, good thin paper, etc. to make it usable. And consider dividing it all into separate volumes.
Also, if you have huge numbers of files (images, I’m assuming), your InDesign file will get bigger and bigger, of course. In that case, you’ll want to divide the project into separate sections and use the Book feature to combine them at the end.
The point is to keep your InDesign file and your book from becoming unwieldy. Just think what would happen if your gigantic InDesign file somehow got lost or corrupted. It would be easier to deal with if that happened to only one section, right?
I hope this answers your question, Betsy. Good luck with your big project!
Thanks, you guys, for another really helpful post! I’m sure I’ll be referring often to this one!
L
Lyle, InDesign’s Book feature will be perfect for your upcoming history book. You’ll be able to work on the chapters independently and then combine them into a book at the end. It’s a great feature!