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Formatting an entire document of text with one click

From: InDesign CS4 Power Shortcuts

Video: Formatting an entire document of text with one click

All right. This next shortcut, it's going to blow you away. If you've never seen it before, it's just unbelievable what you can do with it. The problem is that it's very buried and it takes a little bit of set up to explain. What I want to be able to do is format this entire story, this collection of paragraphs with just one click. Now, the idea here is that when you're creating a document that's going to use repetitive formatting. perhaps it's a monthly newsletter, right, and the newsletter content itself changes, but the formatting is going to be the same from month-to-month until you do a major refresh or a major re-design.

Formatting an entire document of text with one click

All right. This next shortcut, it's going to blow you away. If you've never seen it before, it's just unbelievable what you can do with it. The problem is that it's very buried and it takes a little bit of set up to explain. What I want to be able to do is format this entire story, this collection of paragraphs with just one click. Now, the idea here is that when you're creating a document that's going to use repetitive formatting. perhaps it's a monthly newsletter, right, and the newsletter content itself changes, but the formatting is going to be the same from month-to-month until you do a major refresh or a major re-design.

So that's kind of what I am simulating here. I have got a table of contents, a little page here, and then this is the version for the next month, and I want this to instantly look like this. So to set this up, you have to have Styles already defined, which I already have here. So if I take a look in my Paragraph Styles panel. I am going to go ahead and just have that open here on the right. If it's not opened for you, go to the Window menu, and under Type & Tables, choose Paragraph Styles. Alternatively, you could have the paragraph selected with the Text tool. That's by double-clicking and then switch to the Paragraph mode of the Control panel.

You can see the name of the style here. So if I look at the very first paragraph in my sample over here, it's called Article Title. And the paragraph that comes next after Article Title is Description and then the paragraph that comes after Description is Writer, and then the paragraph that comes after Writer is Photographer. Now, when I defined these styles, I actually took advantage of this special attribute called Next Style. So let's take a look at what I am talking about here. If I double-click on any style in the Paragraph Styles panel here, that will open up that style inside the Paragraph Style Options dialog.

And right here at the very beginning of the definition where it says, Based On, there's another attribute here called Next Style, and what this means is if I am in the middle of typing, and I type a paragraph, when I hit Return, what paragraph style do I want to automatically be applied to the new paragraph that I just created by hitting the Return key? And so you can actually set up these rules in advance by having the styles that just loop after each other. So after the Article Title, I want the next style to be Description. And you may have guessed where I am going here. What do I want to have happened after the Description styles? So, let's right-click on that style so I don't accidentally apply that style to my active text selection.

I am going to right-click on the Description style and say Edit "Description". Well, the next style after Description is Writer. Okay. Great. And then after the Writer style, I'll right-click on Writer, and say Edit "Writer". I want the next paragraph style to be Photographer. Excellent! Go ahead and click OK. And then after Photographer, what do I want to have happen? I want it to start all over again. So the next style - let's Undo that - right-click on Photographer and say Edit "Photographer". Then next style after Photographer it goes back to the very first style, so it loops back and says Article Title.

So if I were to create a new paragraph or a new text box - let's just go ahead and do this - I'll drag out a text frame. I am going to click on my first style to be Article Title. And I'll type in the number. I'll say 27. I'll hit my Tab key and I'll say 'my new article'. So it's automatically picking up the Article Title's style. When I hit Return, it automatically picks up the Description style. Right. Now I need a tab there. So I'll go ahead and delete this a little bit and hit my Tab key, and type my new description. Great.

When I hit Return, it hits the Writer style. When I Return again, it goes back to Photographer, and when I hit Return again, it starts the next style being the Article Title. Now I don't have enough room in that paragraph, text frame there. So I'll make it a little bit bigger and then you guys can see what I'm talking about there. Okay? So I've got this looping set of rules happening automatically, or as I am creating new text, I just want these styles to be applied automatically as I press Return. Okay so that's a little bit of the setup.

But what if you already have the text typed? Right? I am not applying the styles as I type the text, because the paragraph text, that text came in from someone else. I placed it. What I want to be able to do is create this mechanism or this formatting apply automatically to this entire text frame or the threaded text frame. Right? If this was 100 pages of threaded frames that made up one story, I want to create and apply this loop, this style loop to this entire selection. The trick is that you select the text frame with the Selection tool, not the Type tool but the Selection tool.

So that's what I have got here. And then you go to your Paragraph Styles panel. As far as I know, you can only do this from the actual panel. There is nowhere else to do this inside InDesign. And this is what I mean by it's pretty buried. You right-click or Ctrl-click on the name of the first style in your style loop. So I am going to right-click and there it is. There's the secret command. Not just Apply "Article Title", the name of the style, but Apply "Article Title" and then the Next Style. Watch what happens when I choose this menu command. Pow! It instantly applies that style loop to every paragraph in that story. Isn't that cool? So let's Undo it, I'll show it again.

Again, I've selected the text frame with my Selection tool, not the Text tool. I have already created my styles, in which each style has the next style that comes after it defined in it's style definition. You right-click or Ctrl+Click on the first style you want to apply, and then you choose the Apply that style and then the Next Style menu command from the contextual menu. And when you choose that, you get all the magic. Pretty darn cool. You'll impress your friends. Just don't tell your boss, because you will save so much time with this ultimate power shortcut.

My problem is that I probably should have made this a top-20. If you're following along with this whole title, there is a top-20 chapter at the very beginning, but it does require a lot of set up. So that's why I didn't ultimately make the top-20. But if you're committed to styles, you just have to go that extra step and take advantage of this really powerful feature of InDesign.

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This video is part of

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InDesign CS4 Power Shortcuts

171 video lessons · 8921 viewers

Michael Ninness
Author

 
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  1. 2m 12s
    1. Welcome
      1m 11s
    2. Using the exercise files
      1m 1s
  2. 55m 6s
    1. The Make Better key
      1m 44s
    2. Tool shortcuts
      1m 33s
    3. Toggling between frame and frame content
      2m 45s
    4. The Escape key
      1m 31s
    5. Zooming
      3m 36s
    6. The Control panel
      4m 9s
    7. Hiding panels
      2m 59s
    8. Fill and Stroke shortcuts
      3m 51s
    9. Smart Guides
      5m 38s
    10. Scaling a frame and its content at the same time
      1m 58s
    11. Proportional Place
      2m 30s
    12. Multi-File Place
      1m 56s
    13. Preview mode
      1m 37s
    14. Selecting through page items
      2m 35s
    15. Context menus
      2m 16s
    16. Redefine Style
      3m 48s
    17. Quick Apply
      2m 48s
    18. What's new in CS4
      2m 25s
    19. Resetting preferences when opening InDesign
      1m 36s
    20. Changing the default settings
      3m 51s
  3. 18m 11s
    1. Changing the workspace
      3m 21s
    2. Recommended changes to preferences
      4m 51s
    3. Customizing keyboard shortcuts
      2m 50s
    4. Viewing menus in alphabetical order
      56s
    5. Where's that feature?
      1m 52s
    6. Patient and Impatient User modes
      2m 10s
    7. Measurement system overrides
      2m 11s
  4. 14m 27s
    1. The application frame
      2m 16s
    2. Tabbed documents
      1m 36s
    3. Cycling through open documents
      51s
    4. The Arrange Documents widget
      2m 43s
    5. Stop tabbing my documents!
      2m 19s
    6. Closing all documents
      49s
    7. Saving all open documents
      42s
    8. Skipping the new document dialog
      1m 7s
    9. Preview modes
      2m 4s
  5. 10m 53s
    1. Switching pages via the document window widgets
      1m 29s
    2. Switching pages via the Pages panel
      2m 43s
    3. Scrolling one screen at a time
      1m 15s
    4. Scrolling one page at a time
      1m 50s
    5. Scrolling one spread at a time
      1m 53s
    6. Jumping to a specific page
      43s
    7. Jumping between two pages
      1m 0s
  6. 6m 35s
    1. Fitting the entire Pasteboard in the window
      1m 27s
    2. Seeing two views of the same document
      1m 26s
    3. Switching to the Hand tool while editing text
      1m 31s
    4. Using Power Zoom
      2m 11s
  7. 8m 38s
    1. Panel management options
      3m 32s
    2. Using multiple panel docks
      1m 51s
    3. Creating panel flotillas
      3m 15s
  8. 9m 52s
    1. Changing the Tools panel
      1m 6s
    2. The Temporary Selection tool
      1m 14s
    3. Repositioning while creating page items
      1m 17s
    4. Constraining page item creation tools
      1m 45s
    5. Specifying the size as you create page items
      1m 14s
    6. Eyedropper tool shortcuts
      1m 38s
    7. Polygon tool shortcuts
      1m 38s
  9. 32m 23s
    1. Multi-File Place
      2m 12s
    2. Canceling a loaded Place cursor
      58s
    3. Seeing file names for items in the Place cursor
      1m 37s
    4. Grid Place
      2m 44s
    5. Adjusting Grid Place spacing
      2m 13s
    6. Placing via drag-and-drop from the desktop
      3m 11s
    7. Placing via drag-and-drop from Bridge
      4m 45s
    8. Placing InDesign files into another InDesign file
      5m 16s
    9. Placing multipage AI and PDF files
      4m 24s
    10. Creating links when placing text and spreadsheet files
      5m 3s
  10. 19m 6s
    1. The Selection tool vs. the Direct Selection tool
      3m 44s
    2. Selecting and moving items that are behind other items
      3m 8s
    3. How to deselect everything
      1m 28s
    4. Select all items on a layer
      1m 35s
    5. Group and Ungroup shortcuts
      2m 9s
    6. Selecting items in a group
      4m 41s
    7. What does Lock mean in InDesign?
      2m 21s
  11. 41m 48s
    1. Scale vs. Resize
      2m 1s
    2. Resizing or scaling multiple objects at the same time
      1m 38s
    3. Resizing or scaling multiple objects without grouping
      3m 56s
    4. Keeping stroke weights from scaling
      1m 11s
    5. Scaling a frame and its content to specific dimensions
      1m 23s
    6. Transform Again vs. Transform Again Individually
      1m 54s
    7. Transform Sequence Again
      2m 3s
    8. Transform and create a copy
      2m 15s
    9. Scaling by 1% and 5%
      3m 14s
    10. Nudging with the arrow keys
      1m 39s
    11. Arrange shortcuts
      1m 19s
    12. Aligning and distributing to selections margins page or spread
      3m 6s
    13. Aligning to a specific object
      1m 15s
    14. Distributing objects with a specific amount of space
      1m 19s
    15. Fitting frame to content
      2m 36s
    16. Frame Fitting buttons
      3m 5s
    17. Setting Frame Fitting options in advance
      3m 41s
    18. Fitting content to a specific percentage when placing
      4m 13s
  12. 14m 29s
    1. Pasting in the center of the page or spread
      1m 13s
    2. Paste in Place
      1m 31s
    3. Pasting a duplicate
      1m 59s
    4. Paste Into
      3m 1s
    5. Pasting an image into text
      3m 16s
    6. Pasting editable paths from Illustrator
      1m 58s
    7. Pasting text without formatting
      1m 31s
  13. 19m 21s
    1. Customizing the Pages panel
      5m 28s
    2. Inserting a new page
      2m 3s
    3. Duplicating pages
      2m 32s
    4. Moving pages between documents
      3m 10s
    5. The Rotate Spread view
      3m 4s
    6. Starting with a double-page spread
      3m 4s
  14. 7m 12s
    1. Jumping to a master page
      1m 17s
    2. Naming master pages
      1m 28s
    3. Overriding master page items
      2m 34s
    4. Applying a master page to range of pages
      1m 53s
  15. 8m 39s
    1. Creating a new layer above or below the active layer
      1m 2s
    2. Moving an item between layers
      1m 42s
    3. Moving a copy of an item to another layer
      1m 11s
    4. Converting a layer to be non-printing
      2m 36s
    5. Seeing more layers in the Layers panel list
      1m 13s
    6. Hiding all layers but one
      55s
  16. 17m 21s
    1. Changing the order of swatches
      1m 45s
    2. Preventing accidental registration
      2m 39s
    3. Sharing swatch libraries
      2m 27s
    4. Adding colors from kuler
      2m 52s
    5. Deleting unused colors
      1m 9s
    6. Saving a tint as a swatch
      2m 27s
    7. Choosing a different color model ramp
      1m 40s
    8. Saturating or desaturating a color
      2m 22s
  17. 10m 40s
    1. Toggling Link Info visibility
      3m 4s
    2. Customizing the Links panel
      3m 44s
    3. Relink to Folder
      3m 52s
  18. 10m 17s
    1. Flowing text into frames automatically
      4m 7s
    2. Filling with placeholder text
      1m 1s
    3. Custom placeholder text
      1m 42s
    4. Text Frame options
      59s
    5. Fit Frame to Text
      2m 28s
  19. 11m 29s
    1. Calculating word and character counts
      2m 28s
    2. Selecting text with the mouse
      1m 37s
    3. Navigating text with the keyboard
      1m 42s
    4. Navigating between frames of a threaded story
      2m 53s
    5. Editing text in the Story Editor
      2m 49s
  20. 22m 38s
    1. Toggling between Character and Paragraph in the Control panel
      1m 20s
    2. Better font previews
      2m 39s
    3. Jumping directly to the font you want
      2m 10s
    4. Smart Bold and Smart Italic
      2m 2s
    5. Type Size keyboard shortcuts
      2m 24s
    6. Kerning/Tracking keyboard shortcuts
      2m 30s
    7. Word space shortcuts
      1m 15s
    8. Resetting kerning tracking and word space back to zero
      1m 36s
    9. Leading keyboard shortcuts
      2m 49s
    10. The Auto Leading shortcut
      1m 38s
    11. All Caps and Small Caps shortcuts
      55s
    12. Checking spelling
      1m 20s
  21. 15m 36s
    1. Alignment keyboard shortcuts
      1m 39s
    2. Toggling Hyphenate on and off
      53s
    3. Align Left Edge for drop caps
      3m 25s
    4. The Paragraph Rules shortcut
      3m 14s
    5. Cleaning up text with saved Find/Change queries
      6m 25s
  22. 13m 19s
    1. Formatting an entire document of text with one click
      6m 7s
    2. Applying a style as you create it
      1m 22s
    3. Naming your styles as you create them
      1m 55s
    4. Removing local formatting
      1m 14s
    5. Creating a new character style on the fly
      2m 41s
  23. 11m 1s
    1. Toggling the rulers guides grid and frame edges
      2m 25s
    2. Snapping guides to ruler marks
      1m 21s
    3. Changing the ruler origin point
      1m 54s
    4. Two guides for the price of one
      55s
    5. Duplicating and moving guides with the Control panel
      3m 4s
    6. Selecting all guides on a spread
      1m 22s
  24. 6m 54s
    1. View Document History
      1m 50s
    2. Butterfly Game
      2m 9s
    3. noallcaps
      1m 27s
    4. Reduce file size!
      1m 28s
  25. 30s
    1. Goodbye
      30s

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