Converting numbered endnotes to quoted snippets

InDesign has endnote functionality very similar to Microsoft Word. It uses numbered references in text with the corresponding note appearing at the end of the book. One of the special tools in Bookhouse’s digital tool chest is a unique utility which allows us to convert those numbered endnotes into quoted snippets, like this:

These page numbers and text snippets were automatically created. The page numbers are dynamically linked to the body text. Snippet syntax and formatting are completely customisable.

To achieve this, the endnotes are converted to InDesign’s built-in cross-reference system.

The software operates by working through the document from one numbered endnote reference to the next. The words preceding the reference number become the source of the quoted snippet and the target of the cross-reference. This simple algorithm is remarkably effective.

The snippet text is examined to determine if additional processing is required. For example, since the snippet text typically appears surrounded by single quote marks, any quote marks which appear in the snippet are converted to double quotes. This is handled automatically.

It is convenient for the editor to know which snippets require attention – which is typically less than 1% of the endnotes – and the software handles this automatically. Syntax errors are automatically flagged, such as closing parenthesis within the snippet without a matching opening parenthesis. The editor can then simply add more words to the snippet, or select a different part of the sentence to use as the snippet text.

Because the cross-reference is dynamically linked, any changes to the location of the text during proofing will be reflected in the endnotes. There is no need for the proofreader to spend time tracking the movement of the quoted text since the page numbers will update automatically.

To make proofing easier, the software has the ability to highlight the source of the snippet within body text, with a simple adornment such as yellow underline. This underline will be visible in the PDF during proofing phase but, of course, not present in the press proofs. It is a useful feature for quickly locating the referenced snippet.

The faint yellow underline is one example of the many types of highlighting that are possible. Highlighting is a proofing tool which does not appear in the printed book.

Bookhouse’s endnote software allows publishers to convert from simple Microsoft Word endnotes into elegant, dynamic snippets without requiring hours of editorial work. It has been used successfully in books with more than 1,000 endnotes.