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In this series, David Blatner and Anne-Marie Concepción, co-hosts of the web's top resource for InDesign tips and tricks, InDesignSecrets.com, share some hidden and sometimes surprising workflow tips that will make working in InDesign more efficient and more fun. The course covers built-in timesaving features such as Quick Apply and auto-expanding text, but also little-known tricks, such as using the eyedropper to copy and paste character and paragraph text attributes and making accurate selections by selecting through or even into objects.
New techniques will be added to the collection every other week, so check back early and often. Find more tips and tricks at indesignsecrets.com.
Here we have a lovely Word document, a brief history of San Francisco. That a writer has written. And here in, InDesign we have a brief history of San Francisco, the layout document. Into which I as the designer want to import that Word file into these waiting text frames. Right? Very common scenario, let's go back to Word. I want to to show you a way that you can get those Word files into your InDesign layouts with a minimum of fuss and maintaining all of your formatting in InDesign.
Because I see so often designers who, every time they place a Word file, they strip out all of the formatting, because it's just easier for them to start from scratch and sometimes that might be the best solution. But if the Word user applies styles fairly consistently, not perfectly but just fairly consistently and you have styles in your InDesign document ready to go then you can do something called mapping styles, as you import the Word file it will automatically take on the correct styles in InDesign.
So let me show you how to do that. First, you have to open up the Word file. You can't just take the DOC or DOCX file that gets emailed to you and flow it in. You have to open it up and take a look at what the styles look like to see if it's a candidate for mapping styles. In recent versions of Microsoft Word for PCs and for Macs, you see the styles in two different places. One in the formatting tool bar, which I don't have open. It's not open by a default. And the other place in the styles toolbox, and this is the better way to look at styles.
You can open this up from the view menu, go down to toolbox styles or in the ribbon here, in the home ribbon to the right of styles, the bottom right icon will open and close the styles thing. So here we see that their headline they called heading 1 and their body copy they're calling paragraph and this one is first paragraph. Often this will say normal They'll be using normal for their body copy style. They have some local formatting, it looks like if I click on this California, it's first paragraph plus italic.
This is how Word tells you there's local formatting. And this one though, where it says Miwok, is not local formatting. It is instead a character style. So you can see where it says location with a little, lower case a means that's a character style. Paragraph Styles have the normal pilcrow symbol, the paragraph symbol. And then this L, see this is local formatting, and this is also a character style called initial. So this is all good information to know. Now, you don't have to memorize this, just keep it open in Word. And go over to InDesign and let's place this document.
I'm going to go to File, Place and there is our Word document. You want to make sure you're going to show Import options. It's not turned on by default. But the last time that I imported a file, during this session I had to turn down so it's remembering that. Or you can just hold down the Shift key whenever you double click on a file in the Place dialog box and that will always open up that intermediary dialog box that gives you some options. Now this is the one that most people use, remove styles and formatting, but we're not going to use that we're going to preserve the styles, but we're going to map them.
I wish that this option down here said map styles, but it doesn't you have to turn on customize style import to see the Word Style mapping. Click that and it shows you all the Word styles on the left and your InDesign styles on the right. There is one case where they had a style called subhead and so do we and that automatically gets mapped. That's what they call the style name conflict. But the other ones you have to say when, whenever Word is used in the normal style, watch it InDesign use. I usually use basic paragraph format or basic paragraph right here, if I know that they're not using normal for like the body style or something.
But I know that they're are using paragraph. They're using that for body style, so I'm going to map paragraph style In Word to body style in InDesign. And I have a style for first paragraph as well called body first. For heading, I think I'm going to use title. There's nothing, you know, horrible if you get it wrong. You can always change this later after you've imported the Word document. You might need to go back and apply some different styles, but you're trying to get the basics done here. And don't forget about the Character Styles.
Initial, the use of that capital L, I have one called drop cap here. And location I have one called place name. I'm ignoring these ones called balloon text or heading one character, because I didn't see that right off the bat in Word and I'll just deal with those manually after I import it. But that the idea is that you map most of the styles that you can, just to save yourself a ton of work down the line. Click OK. By the way, if you're going to consistently get files from the same author all the time and they use a same kind of formatting, might as well choose save preset.
In fact, I almost always choose save preset after I've mapped styles, because that way I don't have to go through every single style and map them again in case I change my mind and redo it, so I'll just call this first import. So it remembers your style mapping, click OK. I'm going to click right here in the first frame which are already threaded. Oh, look at that, how beautiful it automatically threaded down here. And we have our Character Styles replace names, we have our subheads, we have our drop cap, excellent.
If you look in the Paragraph Style's panel, we don't have any pesky Word-imported styles. Everything has been mapped to InDesign Paragraph Styles and Character Styles. Mapping styles, it's a beautiful thing.
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