This article explores the process of using the note feature in InDesign. It further explains how to add new contacts to a list and how to update the said contact list while working on a project.
Key Insights
- The article emphasizes the use of notes in InDesign which can be particularly beneficial when working with a team. Notes help to highlight certain aspects of the work without overwriting or altering the original content.
- Adding a user is an important step in utilizing notes. The article gives a step-by-step guide on how to add a user, indicating who is making the notes and changes in the document.
- Updating the contact list is another important part of the process. The article details how to add a new contact and subsequently update the data source in InDesign. This process is useful for continuous updates and changes in contact information.
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Now that we've finalized our postcard, let's talk about how this might look if we were working with a team. In this case, we might use something called Notes, and we may also want to update the actual contact list.
So let's go over how to do each of these things. The first thing we'll go over is Notes. Notes can be accessed by using the Note Tool within the Toolbar, or we can open up the panel by going to Window > Editorial > Notes.
Here, we see that we have Notes. Notes can be especially helpful when we're adding comments that we want other InDesign users to see. They're a way to bring attention to a certain part of the document without altering or covering up the original content.
In order to use Notes, one of the first things we should do is add a user name so we can track who is making the comments. To add a user, go to File, scroll to the bottom, and select User. From here, enter your name and feel free to choose a color.
I'll choose light blue and click OK. Next, let's go over how Notes work. A Note essentially marks an area we want to draw attention to.
So in this case, I'm going to add a Note right here in the text, and we'll see the blue triangle icon—this indicates a Note. From here, I can type whatever I'd like into the Note. For example, if I’m reviewing and want to say something like “Use a different word here, ” I’ve now created a Note to highlight that part of the content.
I can also go to the first line and type something like “Too bold, ” and finally, go down to the bottom and write “Add www dot.” Once finished, we can close out the Notes panel. If we use the Selection Tool, we’ll still see indicators for each Note in the text. Now, if we save the document by hitting CTRL+S on the keyboard and send it back, the next reviewer will be able to see our Notes.
To view them, they'll open the Notes panel. Clicking on the first Note will display “Use a different word here, ” then “Too bold, ” and “Add www dot.”
In addition, if the Notes are distracting, we can hide them from view. The Notes panel also allows us to see who authored each Note, when it was created, and if it was modified—this is especially helpful when working in teams.
Let’s hide the Notes now. For our second task, we want to update the contact list. To do this, let’s open the project folder and navigate to the CSV file.
Inside, let’s add a new contact. We'll type in “Parks and Dwell.” Feel free to add any name you like. I’m going to add “Sarah Smith, ” and be sure to use commas to separate fields. We’ll make up an address—something like “Road, Apartment 10.” Perfect. Now, save the file by hitting CTRL+S on the keyboard to save the CSV file, then close it.
Going back into InDesign, open up the Data Merge Panel. To update it, click the menu icon in the top-right and select Update Data Source.
Now, if we preview and go all the way to the end, we’ll see the new contact we just created. From here, we can go through the same process to create a merged document, or just go into Range and select the last record (e.g., number 12) to generate only that new entry.
This feature is especially useful when you have constantly changing contact data and need to collaborate with others. These tools help keep your content current and organized.
Let’s now save our work by hitting CTRL+S on the keyboard. In the next video, we’re going to begin working on our second piece for Domus—our digital display.
See you there!