InDesign CS5 Essential Training
Illustration by John Hersey

Using Find/Change


InDesign CS5 Essential Training

with David Blatner

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Video: Using Find/Change

I'm old enough that I remember manually searching through all the text in a document for one word and replacing it with another all by eye, just hoping I didn't miss one instance and all I can say is thank goodness for InDesign's Find/Change feature which let's me do all of it, with a single click. It never misses a beat. To use Find/Change, I'll go to the Edit menu and choose Fine/Change or press Command+F or Ctrl+F on Windows, up comes the Find/Change dialog box which I almost always move off to this side, so that I can see more of my document page and see what it actually finds.
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  1. 5m 50s
    1. Welcome
      1m 33s
    2. What is InDesign CS5?
      2m 26s
    3. Using the exercise files
      1m 51s
  2. 54m 49s
    1. Understanding the Application window
      6m 0s
    2. Navigating pages
      6m 39s
    3. Zooming and magnifying
      6m 57s
    4. Managing more than one document window
      3m 36s
    5. Setting rulers and measurements
      2m 9s
    6. Positioning panels correctly
      6m 28s
    7. Saving time by making workspaces
      3m 24s
    8. Setting the view quality of artwork
      4m 9s
    9. Adjusting View and Preview settings
      4m 56s
    10. Rotating pages and spreads
      3m 2s
    11. Displaying a new view with the New Window feature
      3m 29s
    12. Setting application and document preferences
      4m 0s
  3. 21m 31s
    1. Using the Tool panel
      8m 1s
    2. Learning and editing keyboard shortcuts
      6m 24s
    3. Working with spring-loaded tool shortcuts
      1m 17s
    4. Using contextual menus
      2m 51s
    5. Choosing menu items with Quick Apply
      2m 58s
  4. 45m 25s
    1. Creating new documents
      7m 28s
    2. Saving and reverting documents
      3m 41s
    3. Using multiple Undo and Revert
      4m 28s
    4. Setting margin and column guides
      5m 16s
    5. Using ruler guides
      8m 10s
    6. Bleeding colors or images off the side of the page
      4m 29s
    7. Saving objects in libraries
      4m 49s
    8. Exporting and importing page snippets
      4m 29s
    9. Saving for CS4 with IDML
      2m 35s
  5. 31m 18s
    1. Inserting, deleting, and moving pages
      7m 23s
    2. Changing page size
      6m 14s
    3. Adding page numbering
      3m 43s
    4. Changing page numbering with sections
      5m 58s
    5. Creating and applying master pages
      5m 20s
    6. Overriding master page items
      2m 40s
  6. 1h 21m
    1. Understanding text frames
      4m 6s
    2. Typing and editing text
      4m 36s
    3. Filling with placeholder text
      2m 38s
    4. Inserting special characters
      4m 43s
    5. Importing text
      7m 49s
    6. Threading text frames
      4m 1s
    7. Setting text frame columns and insets
      6m 32s
    8. Setting vertical justification and first baseline position
      6m 9s
    9. Putting text on a path
      6m 51s
    10. Using the Story Editor
      8m 43s
    11. Checking spelling
      7m 42s
    12. Using Find/Change
      9m 25s
    13. Tracking text changes
      8m 1s
  7. 49m 50s
    1. Importing graphics
      8m 11s
    2. Importing from Mini Bridge
      5m 27s
    3. Using the Links panel
      6m 34s
    4. Embedding links
      2m 37s
    5. Editing graphics in their original app
      3m 14s
    6. Fitting graphics to a frame
      6m 12s
    7. Taking advantage of image transparency and clipping paths
      4m 53s
    8. Adding live captions
      5m 56s
    9. Colorizing images
      2m 1s
    10. Turning image layers on and off
      4m 45s
  8. 46m 15s
    1. Selecting objects
      5m 32s
    2. Applying basic strokes and fills
      8m 18s
    3. Using advanced strokes
      3m 28s
    4. Adjusting transparency
      4m 38s
    5. Adding drop shadows
      6m 41s
    6. Applying feathering
      4m 25s
    7. Copying formatting with the Eyedropper tool
      4m 35s
    8. Finding and changing object formatting
      4m 50s
    9. Making polygons and starbursts
      3m 48s
  9. 22m 56s
    1. Making interactive documents
      2m 6s
    2. Adding hyperlinks
      5m 52s
    3. Building bookmarks
      3m 38s
    4. Creating buttons
      8m 57s
    5. Animating an object
      2m 23s
  10. 23m 15s
    1. Creating color swatches
      5m 52s
    2. The danger and power of unnamed colors
      4m 33s
    3. Building tint swatches
      2m 18s
    4. Creating gradient swatches
      3m 56s
    5. Applying gradients
      6m 36s
  11. 50m 0s
    1. Positioning objects with the Page Gap tool
      2m 53s
    2. Stacking objects
      2m 13s
    3. Creating and controlling layers
      3m 53s
    4. Managing objects in the Layers panel
      3m 37s
    5. Nesting objects
      2m 46s
    6. Editing frame and path shapes
      4m 6s
    7. Adding rounded corners and other corner options
      3m 57s
    8. Grouping objects
      3m 14s
    9. Locking objects
      2m 39s
    10. Aligning and distributing
      5m 43s
    11. Understanding text wrap
      8m 13s
    12. Using anchored objects
      6m 46s
  12. 18m 49s
    1. Duplicating objects
      5m 39s
    2. Rotating objects
      3m 3s
    3. Scaling objects
      3m 57s
    4. Mirroring objects
      3m 46s
    5. Using the Transform Again feature
      2m 24s
  13. 25m 52s
    1. Applying basic character styling
      7m 8s
    2. Applying advanced character formatting
      4m 54s
    3. Changing case
      2m 51s
    4. Understanding OpenType features
      3m 19s
    5. Using Find/Change for text formatting
      3m 18s
    6. Using Find Font
      4m 22s
  14. 45m 27s
    1. Applying formatting to a paragraph
      4m 14s
    2. Spanning a paragraph across multiple columns
      3m 5s
    3. Splitting a paragraph into multiple columns
      2m 1s
    4. Using drop caps
      3m 16s
    5. Adjusting text hyphenation
      3m 21s
    6. Fine-tuning justified text
      4m 19s
    7. Setting tabs
      5m 54s
    8. Aligning to a baseline grid
      4m 24s
    9. Controlling orphans and widows with Keep Options
      2m 39s
    10. Adding rules (lines) above or below a paragraph
      3m 14s
    11. Adding automatic bullets
      4m 39s
    12. Working with numbered lists
      4m 21s
  15. 31m 3s
    1. Creating and applying paragraph styles
      6m 34s
    2. Using character styles
      5m 43s
    3. Applying styles automatically with Nested Styles
      7m 19s
    4. Using object styles
      3m 27s
    5. Using Quick Apply with styles
      2m 49s
    6. Cleaning up a local formatting mess
      5m 11s
  16. 37m 0s
    1. Creating a table
      5m 54s
    2. Adjusting rows and columns
      6m 35s
    3. Formatting a table
      8m 5s
    4. Adding headers and footers
      1m 58s
    5. Applying table styles
      5m 32s
    6. Adding Microsoft Word and Excel tables
      8m 56s
  17. 10m 14s
    1. Checking your document with the Preflight panel
      2m 54s
    2. Creating a custom preflight profile
      4m 45s
    3. Checking color with the Separations Preview
      2m 35s
  18. 31m 6s
    1. Packaging for output
      4m 12s
    2. Using the Print dialog box
      10m 22s
    3. Exporting a PDF
      8m 47s
    4. Exporting an interactive PDF
      3m 59s
    5. Exporting text
      1m 36s
    6. Exporting SWF files
      2m 10s
  19. 1m 32s
    1. Finding more information and help
      1m 12s
    2. Goodbye

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Watch the Online Video Course InDesign CS5 Essential Training
10h 33m Beginner Apr 30, 2010

Viewers: in countries Watching now:

Author David Blatner provides in-depth training on InDesign CS5, the print and interactive page layout application from Adobe, in InDesign CS5 Essential Training. The course shows how to create new documents with strong and flexible master pages, precisely position text and graphics, prepare documents for print, and export designs as interactive PDF or Flash SWF files. Exercise files are included with the course.

Topics include:
  • Navigating and customizing the workspace
  • Managing documents and pages
  • Rotating pages and spreads
  • Adjusting and mixing page sizes
  • Overriding master page items
  • Putting text on a path
  • Threading text frames
  • Applying strokes, fills, and other formatting effects
  • Nesting, grouping, and locking objects
  • Formatting: character-level and paragraph-level
  • Packaging, printing, and exporting
David Blatner

Using Find/Change

I'm old enough that I remember manually searching through all the text in a document for one word and replacing it with another all by eye, just hoping I didn't miss one instance and all I can say is thank goodness for InDesign's Find/Change feature which let's me do all of it, with a single click. It never misses a beat. To use Find/Change, I'll go to the Edit menu and choose Fine/Change or press Command+F or Ctrl+F on Windows, up comes the Find/Change dialog box which I almost always move off to this side, so that I can see more of my document page and see what it actually finds.

Now in this case my Editor has told me that in this document, I have a couple of instances of the word Californios, so I'll type that in the Find What. I want to find that Californios, but it should be the word Californians. I don't even know where Californios came from. Californians, there we go. So now I'm going to search for the word Californios and replace it with Californians just like that. Now I have a number of options in this dialog box here including the Search popup menu.

Right now, it's going to search the entire document but I have various controls here. For example if I had more than one document open at the same time, I could search all the open documents. This is not all of the documents on your hard drive. This is just all the documents that are currently opened. I could do all of them at once with the Find/Change dialog-box by choosing that. Alternately, if I have a text frame selected, I just double-clicked on this text frame over here. It will give me several other options in here including Story or To the End of Story. Story means to the entire story from the beginning to the end.

To the End of Story means just search from where the cursor is currently flashing to the end of the story. Now in this case, I still want to search the entire document not just that one Story. So I'm going to start the search by clicking Find. I click Find and it jumps right to the first instance in this page here. Now the good news is I can use my keyboard shortcuts like Command+Plus or Ctrl+Plus on Windows to zoom in on it and I can actually see to make sure that I've got it right. That's good. Now I have several options here.

I could just skip that one Find Next. I could change this one instance and just stay where I am by clicking Change. That's very rarely useful. I don't use that very much or I could click Change All, which would go through the entire document and change all instances of Californios to Californians. Or, the final option would be Change/Find, which is simply a combination of clicking Change and then clicking Find Next. So this will change this one instance and then jump to the next one.

In this case, I'm pretty sure that I've got it right and I want to change all of them so I'm just going to click Change All and you can see that it says that Search is completed. 5 replacements were made, all right, I'll click OK. Now, let's find another example. My Editor told me that in several places the abbreviation Ca should be CA capitalized. It shouldn't be a lowercase A. It should be capital A. Okay, well, let's go and try to find one. I'll click Find and it jumps to, oops that's not right, I wanted to find Ca, uppercase C, lowercase A and only when this is a whole word as an abbreviation.

So how can I tell InDesign to just search for that exactly, not just any Ca that it finds. Well, to do that I need to limit the scope and to limit the scope, I need to use these various buttons along the middle of the Find/Change dialog box. Now the problem is that these little icons here are very cryptic. I honestly almost never could tell what these things do. So in order to figure out what they are, just move your cursor on top of them and hover it just for a movement until you see a tool Tip.

So this one has include Locked Layer and Locked Objects. This one is Include Locked Stories, This o ne is Include Hidden Layers and Hidden Objects, so you just go through these various ones and that will remind you what those are. The one we're looking for is Case Sensitive. We want our search to be case sensitive. We wanted to pay attention to uppercase, lowercase Ca, right? And then the other we want here is Whole Word. That's the last button in this list, Whole Word, so only search whole words. Don't search for Ca inside of a word, like it found here.

Now let's try it out, I'll click Find and it finds Ca, uppercase C, lowercase a, whole word that should be all uppercase CA, so let's go ahead and Change All. Here we go. It made four replacements in the document, much better. Now I'm seeing another problem here right away and that is somebody typed two dashes right next to each other, where there should be Em Dashes. That is so frustrating when I see people do that. You need to type a real Em Dash in there. So we're going to use Find/Change to find all of those double dashes and replace it with an Em Dash.

So it's easy enough to type two dashes into the Find What field, but what do we type into the Change to field. I've just deleted that but what am I supposed to type? Well, you might remember what the keyboard shortcut is for an Em Dash or you might not and if don't, don't panic. It's not a big problem because you want to pay attention to this little @ sign popup menu here. This is the Special characters popup menu and inside here, there're all kinds of goodies that you may not know how to type. For example, you can type a Tab or a Force Line Break.

Let me just choose Tab here, just for a moment to show you see what happens. You get a little code. That code (^t) means a tab inside the Find/Change dialog-box. So you don't have to try to memorize that code, just pull it out of the popup menu. I'm going to delete that again and look for what I meant to look for, which is an Em Dash, so I'll come down here until I see Hyphens and Dashes and pop out Em Dash, there we go. That's the one I want and you see the code (^_), all right. That is apparently what InDesign believes I should type for an Em Dash. Let's try it out.

I'll click Change All. It goes through, made lots of changes and I can see that I now how Em Dashes in all the right places. When you've set up the Find/Change dialog box just the way you wanted and you think you're going to be using at a number of times, you should think about saving your Find/Change Query. This is called the Query Find What, Change To. Save this Query and you can do that by clicking on this little floppy disk icon. I think it's very funny that they still have a floppy disk icon, like who uses floppy disks anymore. But anyway, it's a floppy disk icon which means Save this Query and if you click on that, it'll ask you to give it a name and I'm going to call this dashes to em dash, click OK.

It then shows up in the query popup menu, right here in the list. Now actually there already was one there, Dash, Dash to Em-dash, but you get the idea. Once you've set up a query, you can save it in this popup menu and there's a bunch of cool things in here already. For example one of the searches that I do all the times is find Multiple Spaces and change it to a Single Space. You know sometimes people put two spaces after a sentence or they put like 5 spaces in a row or someplace. So I can choose that Query and what happens is I get this really weird set of codes.

No, that's not a mistake. It's really okay. Also notice that it switch to the GREP tab of the Find/Change dialog box. Now GREP is an advanced topic, it's outside the scope of this essential training title but it is really cool. So I encourage you to check out one of the other GREP titles in the Online Training Library. This will search for a whole bunch of different types of spaces that might be inside of this document and it'll change them all to an individual space. So you don't need to know about the codes, all you need to know is that you can pull it out of this Query popup menu, which is as simple as that and then click Change All and it went through up, there's no problems in this one but you get the idea.

It will find multiple spaces if they're there. There is lots of other stuff going on inside this Find/Change dialog box, I'll switch back to the Text tab here, so you can see that, this is what we were working on. We were to looking for basic text and changing it to other basic text that really crazy thing was in the GREP tab, but note that there is two other tabs here as well Glyph, so you can Find/ Change a Glyph and you can find/change Object formatting and I'm going to be covering Object formatting and also Text formatting in a later chapter in this title.

So it's important to note that there're four different tabs inside this Find/Change dialog box, Text, which is the one we were working on originally. That's just the basic text Find/Change. GREP, which let's you do all as kind of crazy codes, which is advanced geeky stuff. Glyph, that's you find and change individual characters when you have a very specific character that you're trying to find. That's kind of an advanced topic and Object for Find/Change, which let's you find and change object formatting, like find all my text frames that have a one point black stroke and change them into a three point cyan stroke, something like that.

Anyway, I'm going to be covering object formatting and special text formatting in Find/Change in a later chapter. But for right now, I just wanted to give you an introduction to the Find/Change dialog box and how incredibly powerful it is when you take the time to dial-in exactly what you're looking for and exactly what you want to change it to.

Find answers to the most frequently asked questions about InDesign CS5 Essential Training .

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Q: In the “Exporting to PDF” video, the author states "The flattener, and how to control it, is an advanced topic that I cover in a later title."
Is this “later title” available on yet?
A: Unfortunately that title is still in development. However, the features are exactly the same in CS4, so please see Chapter 11 in InDesign CS4 Beyond the Basics.
Q: Can an image be placed into a cell in InDesign?
A: Yes,  but only as an anchored (inline) object. Cut the frame with the Selection tool, switch to the Type tool, click in the cell, and Paste.
Q: Is it possible to load or import pages from one document to another in InDesign CS5?
A: Pages cannot be “loaded”, but they can be "pushed" from one document to another by choosing Layout > Pages > Move Pages.
Q: When I place an image, it is distorted or pixilated to the point of not being able to use it. I can place or open those same images in Photoshop or Illustrator and they are fine.
A: You are likely seeing the low-resolution preview. To see high resolution or vector artwork, choose View > Display Performance > High Quality.
Q: When I place an image, it is distorted or pixilated to the point of not being able to use it. I can place or open those same images in Photoshop or Illustrator and they are fine.
A: You are likely seeing the low-resolution preview. To see high resolution or vector artwork, choose View > Display Performance > High Quality.
Q: I'm looking for a tutorial that will allow me to use InDesign to create files that can be emailed. I guess they have to be converted to HTML first? Is that possible?
A: If you are trying to make an HTML email, then InDesign really isn't the tool for you. It's HTML abilities are extremely limited. Look toward Dreamweaver for that. Alternatively, you could create a layout in InDesign, then export the page as a JPEG image and put that in the email.
Q: Since I upgraded to the new version of InDesign, when I click the "edit original" button in the Links panel, the pictures open in Preview instead of Photoshop
A: "Here are two articles about this problem: 
Q: I cannot see files on the desktop when in InDesign.
A: If you are using the Mac OS, you may need to turn off Window > Application Frame in order to see files behind InDesign (such as those on the Finder Desktop). If you are on Windows, you are seeing a difference between Mac and Windows. In Windows, the application is always living inside the application frame. If you un-maximize the windows frame, you can drag it smaller so you see the desktop and drag to or from it.
Q: I am currently working on an InDesign document originally created in Spanish. I am translating it to English and I need to change the language preference to be able to use the spell check in English. I have changed it in Preferences, but when I go to do the spell check on the document it is still in Spanish. How can I change the spell check to English?
A: Changing the language in preferences does not change the document or text language. You need to change the langauge in the paragraph style or the character style or in the Character panel or the Control panel (select the text first).
Q: In the movie, "Inserting, deleting, and moving pages" the author claims you can Shift-click text and the red overset symbol (a plus sign) will disappear. This isn't working for me.
A: Shift-clicking to make text automatically flow to the next text box or boxes only works when you place text from a loaded cursor. Shift-clicking existing text will not affect it.
Instead, if the overset text symbol appears in an existing text frame, choose the Selection tool and click the symbol to load the text in your cursor. Then Shift-click inside the next text frame to start it auto-flowing from there.
Q: I want to add a 2-page spread following a 1-page spread, but when I insert two new pages, InDesign creates a 3-page spread. How do I solve this?
A: If you're seeing 3-page spreads, turn on Allow Document Pages to Shuffle (and Allow Selected Spread to Shuffle) from the Pages panel menu.
Q: The keys used for navigating to the previous or next spread in a layout (Command+Page Up/Command+Page Down) don't appear on my laptop keyboard and the arrow keys don't work. What keys should I use?
A: Most laptop keyboards don't have these keys anymore. Look for a "modifier" key (such as the Alt or Fn keys) to press to access these keys. For example, on a Macbook Pro, you'd press Command and then Fn+Up Arrow to invoke Next Spread.
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