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Using Find/Change

From: Up and Running with InCopy CS5

Video: Using Find/Change

Fine change is nothing new. Almost every program has a basic fine change feature, but InCopy takes it to the next level by allowing you to apply formatting at the same time. I'm beginning this video with InCopy open on my computer, and I'm going to come up to the command bar and click the Open Document button. And I am going to navigate to the tools folder in my project files folder and then to the find change folder. And I am going to open the file called flowers_1.indd.

Using Find/Change

Fine change is nothing new. Almost every program has a basic fine change feature, but InCopy takes it to the next level by allowing you to apply formatting at the same time. I'm beginning this video with InCopy open on my computer, and I'm going to come up to the command bar and click the Open Document button. And I am going to navigate to the tools folder in my project files folder and then to the find change folder. And I am going to open the file called flowers_1.indd.

I am going to switch to layout view and I am going to come down to the lower left corner of my screen and I am going to click on the drop down menu and navigate to page four. In my document and when we go ahead and click on that page and when I go to my assignments panel and I am going to checkout this story so even though there is really nothing here for me to see I am actually going to place content from a Word document that was supplied to me by an outside author. And this is common in many In Copy workflows because you actually need to have that Word document because the author doesn't use In Copy.

So to bring the text in here I'm going to go to the File menu and I'm going to choose Place... And I'm going to navigate to my Find Change folder, and I'm going to select the word document called worm composting.docx. I'm going to click the open button, and this is going to flow my text into this document. I'm going to go ahead and click okay. And what I'm going to do is zoom in on this document, because it's hard to see right now because of the fact that I'm missing the fonts.

But if I click inside of this text inside of these parentheses, you're going to see that it's supposed to be Cambria italic. Now it's tempting for me to just select all the text. Come over to my paragraph styles formatting and click on flower body, but there is a good chance that I could lose this italicized formatting in my document. So what I'm going to do is, I'm going to undo that, and I want to somehow make sure that this text remains italic even after I apply the formatting.

So what I'm going to do is I'm going to come up to the Edit menu, and I'm going to chose Find Change. And I'm going to search in the current story and end copy's standard fine change works like any other. So, you tell it what you want to find, what you want to change to and the rest is history. But what I'm going to do is point you down here to this really powerful section called find format and change format. What this allows me to do is search for formatting in this document.

So what I'm going to do is click on the Specify attributes to find button, and I am going to go to basic character formats, and I am going to look for the font style of Italic. So, I am going to click okay, and, if I click the find button, you are going to notice that it is finding both of those instances of Italic. And it is exactly what I wanted to do. Now down here in the change format section, what I'm going to do is click on this specify attributes to change button. And from the character style drop-down menu, I'm going to choose italic. Now click Okay.

And so essentially what I'm doing is I'm saying find the italic style, and when you do, apply the character style italic to that text. So, I am going to click Change All, and it's going to replace both of those instances. If I click of off this, nothing really seems to change, and that is because it is still trying to format it, using Cambria Italic. But when I click done and go to my character styles panel We can see that italic, is applied to that text. What that does, is ensures that when I apply my paragraph style that I don't lose any of that formatting.

I'm going to press Command+a on Mac, Control+a on Windows, and I'm going to come up to my Paragraph Styles panel, and I'm going to click on, Flower Body, to apply that formatting. Now you'll notice that there's an override, a plus sign, and I don't know what else has been done to this, so I want to strip that out. So when I option click on Mac or alt click on Windows, that's going to strip out any local overrides, but notice that these are still being maintained as italic.

So this is quite a powerful feature and it really insures. That you're not going to lose any of that italic or bold when you replace that text, and I do encourage you to when you input this word content, do a fine change like we just did on italic and bold to make sure that that gets maintained. Now another way that we can use this fine change, I'm actually going to switch over to galley view only because we don't actually have enough room in the layout to see our content. But I want to point out here that I have, several listings of phone numbers in here.

And unfortunately, when somebody plugged in these phone numbers, they forgot to format them consistently. This is where it gets really powerful. I'm going to highlight these items so that I'm only searching within this area. I'm going to come up here to the Edit menu and choose Find change And I'm going to switch over to the grep tab. Now grep is a very, very powerful version of the standard find change. What grep allows me to do is import logic into my searches. So what I'm going to do to demonstrate Grep, instead of building one from scratch, we're going to come up to the query menu and we're going to utilize a saved search. And one of the searches is phone number conversion to the dot format. Now, this looks a lot more complicated than it really is, but essentially what Grep does for us is it saying find an open parenths that may or may not be there.

This is the difference between grep and a normal fine change, is that it can import logic and deal with it in different ways. Then it says find 3 digits followed by a closing parenths that may or may not be there. Followed by a hyphen, period, or space that may or may not be there. You get the rest of them, and when these digits are in parentheses, what it will do is it'll change it back to whatever number it originally found. So let's see what happens when I perform this operation on these numbers.

I'm going to click Change all, click Okay. You'll notice all the phone numbers are now in the exact same format. Well you say, what if I don't want the dot format. Well you can customize this any way you want. In the change to field all I have to do is modify these characters between the dollar sign and number. So, for instance, I'm going to get rid of that last period and put a hyphen, and for this one, I'm going to remove the period.

And I'm going to wrap that first dollar sign one, in perens, and put a space there when I click change all. Notice that they all change to the exact same format, and it looks like I missed the one on the bottom because I didn't have it all selected, let's do that again. Change all, and there we go. So as you can see, InCopy takes the standard find change to a whole new level, which will save you tons of time when working with stories in your own project.

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Up and Running with InCopy CS5

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Chad Chelius
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