Any tips for Long, mostly text-based reports in inDesign?

[EmbraceEnigma]

Hi there!

I am learning InDesign on my own for work, and we have a large text based report coming up that I will be putting together in InDesign. It will be mostly text, however there will be tables and graphics throughout as well. Previously, I have made some strategic reports, which were very graphics heavy.

Are there any tips for the following:

• Long text input (likely coming from google docs, but it can be turned into a word document as well if needed)--I've noticed a lot of great ways to input the entire document, but what if I don't want it all to be connected to the same text box? Do I just need to copy+paste each section as I go, or is that too tedious?
• Do you find that it's better to have the content/text as complete as possible (minimal edits to content) before placing it, or do you work with edits as they come in? Any tips for updating content when edits come in? I've just been copy and pasting sections as I go, to make sure I don't miss anything
• For Tables, I haven't found a way to import a table--I've had to go in and copy+paste each box in the table itself. Is there a way to import a table's content without the tedious copy+paste?

Any tips and tricks would be so helpful and appreciated!! I'm learning on the fly.

[Barb Binder · Accepted solution]

Hi @EmbraceEnigma:

Some ideas to explore:

1. Define primary frames on the parent pages, convert the google docs to Word and import with File > Place. If the tables are embedded in the Word file, they will import with the text. (InDesign doesn't work with google files directly.)
2. It's usually advantageous to put all the content into a single flow, but of course you can break it up if you want to. I'm just not sure why you would unless you have sidebars supporting the content.
3. Ask for all edits to be completed prior to importing the text—you can make minor edits in InDesign but there's no reason the files can't be fully edited prior to import where the writers/authors can do the work for you.
4. Create paragraph and character styles to format the text (don't format manually)
5. File > Place is also used to import spreadsheets files (like Excel) and graphics. 
6. You can work in one long InDesign .indd file or break it up into sections/chapters and pull them together in an InDesign .indb book file. 
7. Long documents usually include a Table of Contents. InDesign can make the TOC for you, by generating a list of headings, based on the assigned paragraph styles. Don't forget step 3 in this list or you can't generate it.

Long document layout is a not as straightforward as those new to it want it to be. You might want to watch a course on long document layout before moving forward. There's one on LinkedIn learning: https://www.linkedin.com/learning/indesign-creating-long-documents-13887227. It will be well worth the 3.5 hour time investment.

~Barb

[EmbraceEnigma]

Thank you so much for your help, Barb!! I am going to give that linkedin learning a go and see what I can do with it!

[Dave Creamer of IDEAS · Accepted solution]

Here is an outline for some of the topics you may need to learn:

https://www.ideastraining.com/classOutlines/InDesign_LongDocs.html

(Not a sales pitch, but showing the amount of topics possible. Barb and I both teach online classes.)

[Dave Creamer of IDEAS · Accepted solution]

I also recommend saving your Google Docs and Sheets to Word and Excel respectively. Then open them up, clean them up, and do a save-as. 

Word tips: https://www.ideastraining.com/TutorialsAndTips/MS_OfficeTips.html

It's possible to link to Excel files, which is handy if the data is constantly updating.