FrameMaker 9.0 Tutorial:
Book Building

 

Developed for advanced documentation students by
David A. McMurrey  
Jill Brockmann
Spring 2010
Jana Owens
Spring 2004
Jacqueline J. Pulido
Fall 2000
Thomas A. Moore
Spring 1998
For additional study materials, refer to the FrameMaker resource page.


This tutorial is provided for advanced documentation students on a free, as-is basis, without guarantee of accuracy. If you find any errors or think we should include other tasks, let us know!

This tutorial discusses the following topics:

If you require information about advanced FrameMaker topics, refer to the Adobe FrameMaker User Guide or Adobe FrameMaker Classroom in a Book for the current version of FrameMaker.

Note: For the sake of brevity, we use an abbreviated style for menu commands throughout this lesson. For example, "Select File > New" means "Select New from the File menu."

Introduction

A book is a FrameMaker file that joins several files together to form one document. The book file includes the filenames of the individual documents, as well as any generated files. (For more information about indexes as generated files, see Indexes.)

The files in a book can be numbered continuously throughout the book, or they can contain their own number settings and pagination. When you update a book, the generated files, as well as cross-references and variables, are updated across all documents.

Downloading and Saving the Source Documents

To download the source documents:

  1. Select each of the following links and save them on your computer:

    When the Opening headings.mif dialog box opens, choose to open the file with FrameMaker 9 Appication (default).

    The Opening headings.mif dialog box should appear as follows:



    Note: If you receive a message that states a .mif file cannot be saved as a FrameMaker 9 file, then save the file as FrameMaker 8 instead. (Once you open the file in FrameMaker 8 you can then choose Save As a FrameMaker 9 file.)


    The FrameMaker error message, referred to above, may appear as follows:



    If you receive this error message, click Yes to save as a .mif file instead.
  2. Select the folder in which to save the file, and click Save. For this exercise, the files have been saved in a folder named FM9 BookBuild. You may wish to save your files in a similar manner for future reference.

    Note: If you were able to save the files as a .fm file, skip to the section Adding Automated Chapter Numbers and Footers to Files. If you were not able to save the files as a .fm file and had to choose .mif format, (as shown in the error message above) then proceed to the steps below.


    If you were not able to open the .mif files as .fm files because you received an error message, your only option is to save the files as .mif files first. Then, save them in an older version of FrameMaker (version 8 or earlier). FrameMaker 9 will allow you to save these files as FrameMaker 8 files. (You can save them as FM9 files later.)

    After you have opened all three .mif files, the document window should appear as follows:

The three source files have been opened as .mif files. (Notice the names of the files in the document window.) To save the source documents as .fm files:

  1. Open FrameMaker, and select File > Open.

  2. Change to the folder in which you saved the three source documents.

  3. Open each .mif file, and select File > Save As.

  4. Select the directory in which to save each file.

  5. In the Save As Type box, change the file extension from .mif to .MIF 8.0 (*.mif).

  6. Select File > Save As. Choose Document 8.0 (*.fm).



    You may receive a message that states that saving a file in a previous version of FrameMaker might cause formatting changes. Click OK to proceed.

  7. Click Save. The three files are now saved as an older version of FrameMaker (version 8).

  8. Once the files have been saved as FrameMaker 8 files, FrameMaker 9 will allow the three files to be saved as FrameMaker 9 files. Repeat the steps above but choose Document 9.0 (*.fm) instead of Document 8.0 (*.fm). FrameMaker 9 will now assign the .fm file extension to these files.

    The three files will now appear in the Save Document window as follows:

Adding Automated Chapter Numbers and Footers to Files

Modify the three files so that their chapter numbers and footers will increment and update automatically:

  1. Open headings.fm.

  2. With your cursor located in the text at the top of the document (either a Heading1 or Title tag), open the Paragraph Designer.

  3. In the Autonumber Format field of the Numbering tab, type Chapter <$chapnum> . Leave a space after the > symbol.

  4. Click Update All. The Paragraph Designer will appear as follows:



  5. Click Format > Page Layout > Pagination and select Double Sided and Make Page Count Even. Click Set. The Pagination dialog box will appear as follows:



  6. A message that states the changes cannot be undone will appear. Click OK to proceed.

  7. Switch to view master pages and set a left-aligned page number in the footer of the left page.

  8. In that same footer, add a space, an em dash (Ctrl+q, Shift+q), and type the book title to the right of the page number. The result should look similar to the following:




  9. The contents of the right page footer will be right-aligned. Place your cursor in the right page footer and type the word Chapter. Leave a space after the word Chapter.

  10. Immediately following the space, insert the variable named <$chapnum>. Click Special > Variable and select <$chapnum>. You may need to scroll down to find this variable. Click Insert. Type a colon ( : ) after the inserted variable.

    The Edit System Variable dialog box should appear as the following:

     

  11. In that same footer, add the variable for the chapter title. Select Special > Variable and select Running H/F 1. Click Edit Definition, change the name of the paragraph tag in brackets to Heading1 or Title, depending on which paragraph tag is assigned to the title of the chapter. Click Edit and then Insert. The result should look similar to the following:

  12. Following the Running H/F 1 variable, add an em dash (Ctrl+q, Shift+q) and a space.

  13. Set a right-aligned page number ( #) in the footer of the right page.

    Note: You will need to create a new paragraph tag to change the page number tag (#) for the right page footer. (The paragraph tag for page number (#) is set to left-aligned. This will not work for the right page footer.) For this exercise, a new paragraph tag was created and named RtPgNum. You may wish to name your paragraph tag in a similar manner.

  14. In the master pages view, the right page footer should appear as follows:



  15. Select View > Body Pages. The right page footer should appear as follows:



    Click the right arrow at the bottom of the document window to move to page 2 of the document. The left page footer should appear as follows:



  16. Open lists.fm and notices.fm.

  17. With lists.fm as the current file, click File > Import > Format. From the Import from Document drop-down menu, choose headings.fm. In the Import and Update area, choose Select All. Click Import to import all formats from headings.fm into the file lists.fm. Follow the same steps to import all formats in to the notices.fm file.

    The Import Formats dialog box should appear as follows:


  18. You have just imported the formats from the chapter named Headings in to the chapter named Lists. All of the formatting will look the same even though they are two different chapters. Notice the right page footer shown below and see the similarity between the two chapters.



    Notice the right page footer in the chapter named Special Notices. The formatting for the right page footer is exactly the same as the formatting for the chapter named Headings.


    The chapter numbers will be changed later in this tutorial.

Building Book Files

Next, you will add all three source files to a .book file.

To build a book file:

  1. Select Open > headings.fm to view the headings.fm file.

  2. Select File > New > Book. A message will appear that asks if you want to add headings.fm to the new book. Click OK.

    The new book file now contains one document. The new .book file will be named UntitledBook1.book automatically. The document window should appear similar to the following:

    New Book window

  3. Select File > Save Book. In the File Name: field, type myBook and click save. The Save Book dialog box should appear similar to the following:

    New Book window

    The name of the one file in your book is now truncated and is shown as follows:

    New Book window

  4. Click on the icon for the book file to highlight the book. The .book file should appear as follows:

    New Book window

  5. With the book file active, select Add > Files (or click the Add File icon as shown in the above graphic.)

  6. Select the file named lists.fm, and click Add.

    The file is added to the book underneath the file headings.fm. The .book file now appears similar to the following:

    New Book window

  7. Repeat the previous steps to add notices.fm to your book.

    When you have added all three source files to your .book file, the book should look similar to the following:

    Book file

    Tip: You can rearrange files within the book window by selecting the file and dragging it to a new location. To delete a file from the book, select the file and click the delete icon located at the top of the book window.

Setting up Page Numbering and Pagination

After you the add documents to your book file, you can set up page numbers and pagination to be consistent across all documents in the book.

To set up page numbering:

  1. In the book window, select the file headings.fm, and then select Format > Document > Numbering.

  2. From the Chapter tab, select the Chapter # radio button, and type 1 in the text box.

    The Chapter Tab of the Numbering Properties dialog box should appear similar to the following:

    Note: As alternate method, select Continue Numbering From Previous File in Book for both the Chapter and Page tabs. This way, if chapter 1 is shifted later in the book, its numbering will resolve properly. But be sure to delete numbers in the blank above in these two tabs (in the example below, the 1 after Chapter #).

    Numbering dialog box

  3. From the Page tab, select the First Page # option, and type 1 in the text box.

    The Page tab of the Numbering Properties dialog box should appear similar to the following:

    Numbering dialog box

  4. From the Format: pull-down menu, select Numeric [14].

  5. Click Set.

  6. Return to the book window and select lists.fm, and then select Format > Document > Numbering. You will now change the chapter and page numbering for the second chapter of the book.

  7. From the Chapter tab, select Continue Numbering From Previous File in Book. The Chapter Tab of the Numbering Properties dialog box should appear similar to the following:

    Numbering dialog box

  8. From the Page tab, select Continue Numbering From Previous Page in Book, and click Set. The Chapter Tab of the Numbering Properties dialog box should appear similar to the following:

    Numbering dialog box

    Follow the same steps to change the numbering for Chapter 3 (notices.fm) From the Chapter tab, select Continue Numbering From Previous File in Book. From the Page tab, select Continue Numbering From Previous Page in Book, and click Set.

  9. Now that Chapter 2 (lists.fm) and Chapter 3 (notices.fm) have sequential chapter and page numbering the .book file must be updated. Click on the Update Book icon. The Update Book dialog box will appear. Check all boxes except the box marked Generate Table of Contents, Lists, and Indexes. The Table of Contents will be covered in the next tutorial.

    The document window will appear similar to the following:

    Numbering dialog box

    If the numbering properties are inconsistent throughout the three files, FrameMaker will attempt to correct the issue for you. If you have set numbering properties for the .book file, then these properties will override any other settings that may exist in the individual chapter files.

    To keep the numbering properties that have been established in the .book file (and override any other numbering properties), click Continue to allow FrameMaker to use those properties as a default.

    Numbering dialog box


    To set up pagination that will continue from one chapter to the next in proper sequence, do the following to each of the three files:
  1. Open the file that contains the first chapter of your book. In this exercise, that is the file headings.fm.

  2. Select Format > Page Layout > Pagination.

  3. From the Pagination dialog box, select Double Sided.

  4. From the 1st Page Side pull-down menu, select Right.

  5. In the Before Saving and Printing drop-down menu, select Make Page Count Even. Click Set. If you receive a message that these changes cannot be undone, click OK.

  6. Open headings.fm (the first chapter of the book) and scroll down to the fourth page of the file. Notice that this page is completely blank and there is no right page footer.

    Numbering dialog box

    This page is blank because the first page of Chapter 2 (lists.fm) must fall on a right-hand page. Since the text for Chapter 1 (headings.fm) ends on page three, FrameMaker forces a blank page to appear at the end of Chapter 1. This blank page enables Chapter 2 to start on a right-hand page.

Now that the chapter and page numbers have been formatted to run sequencially and the book file has been updated to reflect these changes, you can observe the change in the footers for each file. Before proceeding it is a good idea to check all three files to see that the footers appear correctly.

Chapter 1 (headings.fm) has a total of four pages of content. These four pages start on page one of the book.

Chapter 1, page three, now has the following right page footer:

Numbering dialog box



Chapter 2 (lists.fm) has a total of six pages of content. These six pages follow Chapter 1 and start on page five of the book. Chapter 2, page five, now has the following right page footer:

Numbering dialog box



Chapter 3 (notices.fm) has a total of six pages of content. These six pages follow Chapter 2 and start on page 11 of the book. Chapter 3, page 11, now has the following right page footer:

Numbering dialog box

Rearranging Chapter Sequence

The previous exercise ordered the chapter in the file myBook.book as follows:

Chapter 1: Headings
Chapter 2: Lists
Chapter 3: Notices

There are times when the sequence of chapters must be changed. To rearrange the sequence of the chapters, follow these steps:

  1. Open the chapter file that will be moved. For this exercise, the chapter known as notices.fm will be moved from the position of Chapter 3 to the position of Chapter 2. Place your cursor in the first line of text of the file named notices.fm.

  2. Select Format > Document > Numbering. Under the Chapter tab, change the Chapter #: field to 2 and click the Continue Numbering From Previous Chapter in Book radio button. Click Set.

    The Numbering Properties dialog box should appear as follows:

    Numbering dialog box

  3. Click the Update Book icon. When the Update Book dialog box opens, click Update. Save the .book file. Click File > Save Book.

  4. Open notices.fm (now known as Chapter 2) and scroll down to the bottom of the first page in the chapter. The right page footer on page five will appear as follows:
    Numbering dialog box

  5. Open lists.fm (now known as Chapter 3) and scroll down to the bottom of the first page in the chapter. The right page footer on page 11 will appear as follows: Numbering dialog box

Experiment with changing the order of the chapters and watch the page numbers change. Keep in mind that there are often changes to the textual content of book files. Place some additonal text or graphics in to each of the three source files and see how the page numbers increase. Sometimes this will cause a blank page like the one that appears on page four (Chapter 1) of the book.

Save the book file after completing any changes chapter numbers or pagination. This book file will be used in the next tutorial to create the Table of Contents.


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