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In Collaborative Workflows with InDesign and InCopy Anne-Marie Concepción shows how Adobe InCopy and InDesign work together, helping editors and designers collaborate on publications, and save time and money, with no additional hardware, software, or expensive publication management systems. This course shows how to set up for the workflow, how to address cross-platform Mac and Windows issues when working in a mixed environment, how to work with remote writers and designers, and how to integrate with Microsoft Word. Exercise files are included with the course.
Any text editing program worth its salt needs a Find/Change utility, right? Also known as Search & Replace, it's called Find/Change in InDesign and InCopy. And of course InCopy has a fantastic Find/Change dialog box. Now, up here in the Command bar, this little toolbar up here, there is a shortcut for Find/Change, that's this little guy here, but normally you just go to the Edit menu and choose Find/Change. Now, initially, whenever you use Find/ Change, it opens up to the Text panel.
There are two other kinds of Find/Change searches you can do. Here you enter what it is that you want to Find, and then here you enter what it is that you want to Change To. If I say find the word "Snow," and say, okay, find it. It says it's not in here. But I know for sure, because I can see it. It says "California Snow" here. Why isn't it finding it because I have not checked out the story. This is considered a Locked Story. So if you're going to be doing a Find/ Change, or even just a Find, you have to realize that InCopy will not even find instances, even though we are searching the entire document, unless you've checked out the story, unless - there is one more unless - you turn on this option right here.
This little box means find and locked stories. So now if I say, okay, find the word "Snow" in the document and include Locked Stories in addition to Unlocked Stories, then aha. It finds that word Snow. Now, of course it can't change it, so even if we had some characters in here, like rain, it's not going to change it because we have not yet checked it out. So let's delete all this and actually checkout all the stories. Now, Find/Change, like the Check Spelling dialog box, is part panel, part dialog box, so you can still do some editing in the document and open and close panels even with the Find/Change dialog box open, which is a great help. Okay.
So we'll use our normal method of selecting the category and clicking the Checkout icon at the bottom. So we don't need to include Locked Stories. The other options down here are Find in Locked layers or Locked Objects, Find in Master Pages, Find Hidden Items, Find in Footnotes, Footnotes is turned on by default, Case-Sensitive and Whole Word. It's like if we said, Find snow, all lowercase and turned on case- sensitive, and then said Find, it would not be able to find it.
But if we turned it off and said Find, then it finds that word Snow, case insensitive. So makes no difference what the case is of the word. So let's actually change something like let's change shrubs to bushes, so we'll do that. Find shrub, change to bush, and choose Find. And it found shrub inside of subshrubs. So if you only want to find the word "shrub" by itself, you have to remember to turn on Whole Word. So let's try that.
I am going to click off of this to deselect it, click down on the Whole Word button, and now it will only find it when the word is shrub, Find. It found it there. Find Next. It found it there, but see it bypassed subshrubs. So get to know these little icons of how the Find/Change can assist you in filtering or limiting what you're finding and changing to. Other things you should know about Find/ Change here is under the Search dropdown menu, you have the ability to search all the checked out stories in this Document and then above that was All Documents. Not all documents known to mankind, sorry about that, but it's all the documents that you currently have opened in InCopy, and of course the stories that you've checked out within those.
So like if you have nine chapters for a book, you can open them all up as individual files here and then checkout all the stories and then just do one Find/Change in any one of those, and then it can do a Find/Change throughout the entire set of open documents. Often by default you will see that it's limited to Story. So be careful if you do a Find/Change and it says, oh, I couldn't find anything, or I just found one, make sure that it doesn't say story if you are actually trying to do a document-wide Find/Change. And then you can also do from your cursor location to the end of the story. Finally, if you make a selection first and then you come over here to the Search dropdown menu, you'll see that another option called Selection is available to you.
So it will constrain the Find/Change to the characters in that selection, which is extremely useful. Let's go back to Document. To the right of the Find/Change fields, there is a dropdown menu with your most recent Find/Changes, which is easy to overlook. And then to the right of that, at this little at sign is a dropdown list that can automatically put in special characters for you. So if you want to find the word "shrub" followed by a paragraph return, for example, you would just choose end of paragraph and it will put that code in there.
Now, if you are very familiar with Microsoft Word Find/Change, you will see a lot of the code is the same. So an end of paragraph mark is a caret p, just like in Microsoft Word. You can actually type this in from your keyboard too, if you've memorized it, but you can see there's all sorts of things you can search for and replace. All the different kinds of white spaces, those special characters that you can insert, break characters, even different variables and special wildcards. You can also change formats. So let's say that every time that the word "shrub" appears, I want it to be in a specific color, or maybe more likely in a character style.
Maybe every time that you type the name of your company, you want it to appear in a character style that you have created, such as Bold and Red or something. So what you can do is say Find what, enter whatever it is that you want to find and then click the little magnifying glass next to Find Format and/or Change Format. So if we want to find all instances of shrub, we don't want to limit it to any formats. We'll just ignore the Find Format. But we want to change the format of whenever it finds shrub, and then you can apply any of these things. It's extremely powerful here to be able to quickly find and apply formatting via Find/Change.
So, for example, you might want to apply the Bold character style to every instance of the word "shrub" in this case, or you can even say that you want to change the color of the character, or you want to change the indent and spacing of the paragraph wherever it finds this word, and all these kinds of things are available to you. I would say most often you're going to be doing things with the styles, either a character or paragraph style or the actual character formatting. But let's just click OK here and you'll see that you get a little reminder of what it's going to be doing, and when you see the little I icon above Find what or Change to, that means that formatting is going to be applied. So let's try it.
I'll click Find. I found shrub. We'll say Change and you can see it applied the character style Bold to it. If I open up the Character Styles panel, get this guy out of the way, you can see that it applied the style. It didn't just make it bold. All right. So if you're dealing with a document where you need to do a lot of formatting, repetitive formatting, you don't have to do the formatting yourself. You can use Find/Change to do that. Now, let's say that you're doing this all the time to various documents. You can save your Find/Change queries. I would love to see this in other programs.
InDesign and InCopy are the only programs I know that let you do that. What you do is you click this cool little old-school disk icon at the top and then give it a name, like Make shrub, use Bold character style, and then click OK. So that's your saved query. Now, this query will be available to you in any document that you open on this computer. It's not just saved with this particular document. And there are some built-in queries as well that ship with the program. So the ones above the separator line are the ones that you use with the text Find/Change and then the ones below the separator lines are the ones that you use with GREP Find/Change.
Now, there are some excellent titles on lynda.com on using GREP and the GREP Find/Change in Adobe InDesign, and everything that you learn there is immediately applicable to the InCopy title. But we really don't have time to go into GREP in that much detail, but just in general, in case you are curious what does this mean, GREP is an acronym. You don't even want to know what it is an acronym for, something programming gobbledygook. Basically what it does is it does pattern searches and pattern replaces.
So you could search for say anything in between parenthesis and apply a character style to whatever it finds in the parenthesis. Or say search for any URL, no matter what the URL is, search for any URL, because you can say it's a pattern of three letters followed by a period, followed by any number of letters, followed by a period, followed by any number of letters. So you define the pattern and then you can change it to something else, and you can also use it to find formatting and change formatting. Let's say that you have a list of staff members, first name and last name. You can use GREP Find/Change to find those and then flip them so that it is last name, first name.
It's really magical what you can do with GREP. It takes a little bit of getting used to. The special characters are somewhat different, like end of paragraph mark is this, rather than a little caret p, and there is on indesignsecrets.com the blog, we have a whole section on working with GREP and cool GREP codes that you can use. So I'm not going to say too much more about it, except to remind you that the built-in queries underneath the separator line are for GREP. So, for example, if you have a text file that has some paragraphs are separated by two returns, some by five, some by three, you want to change them all, so that there is only one return in between paragraphs, this GREP Find/Change query will do that for you.
The last Find/Change is a glyph. It's not really used that often. If you watched my video on inserting special characters, I spoke for a little bit about using the Glyphs panel, and the Glyphs panel lists every character in a certain typeface. If you hover over each glyph in that panel, you will see a little tooltip with the glyph xode. You can use that code here to do a Find/Change on certain glyphs. It's really only useful in very specialized cases, but if you ever need to use it, sometimes you can only do something by find changing the Glyph code as opposed to a regular character in Find/Change.
It's good to know it's there. So that's about it with Find/Change. It's a very powerful feature. Just remember that you check out the stories first if you want to actually change anything in them, and also remember that you have all these little icons at the bottom to help you customize exactly what it is you are finding and changing.
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