IntroductionWelcome| 00:00 |
(SOUND).
Hi, I'm Anne-Marie Concepcion, and I'm
| | 00:06 |
thrilled to welcome you to my course,
Using Word and InDesign Together.
| | 00:11 |
We'll start out, by learning how Word and
InDesign work with styles.
| | 00:14 |
You'll learn what I have come to call,
Best practices for flowing and formatting
| | 00:18 |
Word texts into InDesign, including
managing tricky issues like, local
| | 00:22 |
formatting, Indexes, images, and footnotes
and endnotes.
| | 00:27 |
I'll show a number of free scripts and
other third party solutions that can
| | 00:30 |
really save the day.
I share some great solutions I've found
| | 00:34 |
for the most common issues, including a
file full of normal plus styles, and for
| | 00:39 |
what I like to call bizarre formatting
plus, I've got some in-case of emergencies
| | 00:44 |
techniques, for rescuing corrupted files.
Finally, I show some of my favorite Word
| | 00:49 |
alternatives, that you can use hand in
hand with your Word and InDesign workflow.
| | 00:54 |
Now that you're all excited about finally
getting these two monsters to play nicely
| | 00:58 |
with each other, lets get started, with
using Word and InDesign together.
| | 01:02 |
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| Using the exercise files| 00:00 |
If you're a premium member of Lynda.com,
then you have access to these beautiful
| | 00:04 |
Exercise files, that I'm using throughout
the title.
| | 00:07 |
They're laid out according to the chapter
and each chapter has a, sub-folder, for
| | 00:13 |
each lesson.
All of the word files are DOCX files which
| | 00:17 |
should be easily accessible by anybody
with a, fairly recent version of Microsoft
| | 00:22 |
word over the past five to ten years.
But the vast majority of InDesign files
| | 00:26 |
are done in InDesign CC, and knowing that
not everybody will have CC, I've made sure
| | 00:32 |
to export an IDML version of all of these
InDesign files.
| | 00:36 |
An IDML files can be opened in any version
of InDesign from CS4 or later.
| | 00:42 |
So if you don't have CC, just Double-click
the IDML file, and it should open in the
| | 00:47 |
latest version of InDesign you have
installed.
| | 00:49 |
Save the file and proceed from there.
If you're not a premium subscriber to
| | 00:53 |
Lynda.com, then you don't have access to
these Exercise files but, you don't really
| | 00:58 |
need them.
You can follow along from scratch, with
| | 01:01 |
your own files.
| | 01:02 |
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|
|
1. InDesign and Word Formatting EssentialsDiscovering how text styles work in Word| 00:00 |
Whenever you try and make two things work
together like Word and InDesign, it's
| | 00:04 |
important to understand the culture, the
language of each of those things.
| | 00:09 |
I want to spend some time talking about
Microsoft Word and the basics of how it
| | 00:13 |
understands formatting text and working
with styles.
| | 00:16 |
We're going to start out in the Mac
version of Word, the latest version right
| | 00:20 |
now is Word 2011.
And then, halfway through this video I'm
| | 00:23 |
going to jump over to Windows and show
some of the same things only in Windows 2013.
| | 00:28 |
The first thing we want to do is just
start typing in a plain document.
| | 00:32 |
And if I just start typing just some plain
text, you should know that every Word
| | 00:37 |
document already comes with a whole bunch
of styles built into it.
| | 00:41 |
It's based on the Word template.
The styles that it comes with can be seen
| | 00:44 |
in the ribbon, up here, under Styles, and
also in a couple other places.
| | 00:49 |
Now, there is one of these places that I
recommend you keep open all the time
| | 00:52 |
whenever you're working in Word,
especially when you're trying to diagnose
| | 00:55 |
any kind of formatting problems, and that
is the Styles toolbox.
| | 00:59 |
You can open it in two different places on
a Mac.
| | 01:01 |
You can go under the View menu, and go
down to Toolbox, and choose Styles from here.
| | 01:06 |
Or in the ribbon at the right of the list
of styles, there's two icons.
| | 01:11 |
And the one on the bottom with the
paragraph symbol opens up the Styles
| | 01:14 |
toolbox there as well.
The Styles toolbox shows you a list of all
| | 01:17 |
the styles that are recommended to be used
or that are available to you in this
| | 01:23 |
current document, because it's based on
the template.
| | 01:25 |
Or that you're currently using right now.
Or all styles that could possibly be used
| | 01:29 |
ever since the beginning of time.
But we're going to leave it at the
| | 01:32 |
default, which was recommended.
I mentioned that there are two places that
| | 01:36 |
you can use to figure out what's happening
through your styles and formatting.
| | 01:39 |
One is the Styles toolbox, the other one
is sort of on its way out.
| | 01:43 |
It's still available in Word 2011.
For the map, I don't think it's available
| | 01:48 |
in Word 2013 for the PC.
And that is the Formatting toolbar right
| | 01:53 |
here under View > Toolbars > Formatting.
You may remember this, or if you are using
| | 01:57 |
an older version of Word, this may be the
way that you're accustomed to working with formatting.
| | 02:01 |
It does show all of the styles here, but
the problem is that it won't show local formatting.
| | 02:06 |
And local formatting is what we call in
InDesign.
| | 02:09 |
In Word they call it direct formatting and
that's when you double click in a word for
| | 02:13 |
example and you apply some formatting that
has nothing to do with the style.
| | 02:17 |
Just some direct formatting.
Like I'm making this italic.
| | 02:20 |
The Formatting toolbar won't show that.
But the Styles toolbox will show, this is
| | 02:26 |
Normal plus Italic, somewhere in here.
If I click elsewhere in the paragraph, it
| | 02:30 |
just says Normal.
You have to click in the direct formatting
| | 02:33 |
text, to see Normal plus Italic, and
that's exactly how it works in InDesign,
| | 02:38 |
as you see in an upcoming video.
Word does have Paragraph styles and
| | 02:42 |
Character styles.
They're all based on the normal styles.
| | 02:45 |
The Paragraph and Character styles are
conglomerated in one panel.
| | 02:50 |
Right here in the toolbox, if you use
scroll down, you'll see that Character
| | 02:54 |
styles have a lower case a.
The Paragraph styles have the paragraph symbol.
| | 02:59 |
To apply a Character style, you make a
selection and then click on a Character style.
| | 03:04 |
What is a little frustrating is that when
you apply a Character style and your
| | 03:07 |
cursor is blinking in that word that has a
Character style applied, all you can see
| | 03:12 |
is the name of the character style in the
Styles panel.
| | 03:14 |
It doesn't tell you also the name of the
paragraph that's also affecting the
| | 03:18 |
formatting of that word.
To see what makes up a style and to modify
| | 03:22 |
that, the easiest way is right here from
the Styles toolbox.
| | 03:26 |
And when you hover over the field where it
says current style, the icon at the far
| | 03:30 |
right changes to a downward pointing
arrow.
| | 03:33 |
And from there you can choose Modify
Style.
| | 03:36 |
So, this is the style for emphasis.
It says that it's based on the default
| | 03:39 |
paragraph font.
And down here, under format, you can say
| | 03:43 |
let's change the font to another font.
So, I just chose Font, brings you to the
| | 03:48 |
Font dialogue box, you can change the
settings for font.
| | 03:50 |
Should it be aAll caps?
Should there be an Underline?
| | 03:53 |
And so on.
I'm going to cancel out of there and click
| | 03:55 |
on some regular text.
You can go ahead and look at the normal
| | 03:58 |
style as well.
And when we here, Modify Style and you can
| | 04:02 |
see that it's Cambria Body, 12 point, Left
align.
| | 04:04 |
You can come down to here and choose any
of these, and change the settings as you'd like.
| | 04:07 |
Indents and Spacing, Line and Page Breaks,
and so on.
| | 04:10 |
So, there's a lot of formatting power in
Word, but you have to know where to look.
| | 04:20 |
Now, let's jump over to Windows.
Here we are in Windows, looking at Word
| | 04:25 |
2013, the latest version as of this
recording.
| | 04:29 |
And the functionality is the same, it's
just that things are moved around quite a bit.
| | 04:33 |
If you're using an earlier version of Word
for Windows, like 2010 or Word 2007, I
| | 04:39 |
think that might be closer to what I was
just showing on the Mac for Word 2011.
| | 04:44 |
But with Word 2013 they've really gotten
rid of any kind of drop down menus and toolbars.
| | 04:50 |
Everything is ribbonized.
But as I said, the function is still the
| | 04:54 |
same so if I have a new document open,
start typing, some text, the default
| | 05:00 |
formatting is normal.
You can see it here in the ribbon normal
| | 05:03 |
is the default style.
Instead of a Formatting toolbar they have
| | 05:07 |
it as part of the ribbon right here.
See, you could see not the style but the
| | 05:11 |
font and the size and all the other
settings here.
| | 05:14 |
If you want to go to the Font Formatting
dialogue box or the Paragraph Formatting
| | 05:18 |
dialogue box, I didn't show that on the
Mac but that would be under the Format menu.
| | 05:23 |
Here in Windows, you just click right here
on this little tiny guy.
| | 05:26 |
So, this is the Font dialogue box.
This is the Paragraph dialogue box.
| | 05:31 |
And the Styles toolbox is this one right
here and by default it looks quite
| | 05:37 |
different then were we were just looking
at.
| | 05:38 |
So I recommend that you change a couple of
settings, for example I recommend that you
| | 05:41 |
turn on Show Preview so you can see a
preview what these styles look like, you
| | 05:45 |
still have the paragraph symbol in that
lower case a for character styles.
| | 05:50 |
And then you go to Options and be sure to
turn on Paragraph level formatting and
| | 05:56 |
Font formatting so that it will show as
overrides or direct formatting over here
| | 06:01 |
in the Styles box.
Otherwise it doesn't show that.
| | 06:04 |
And turn on, make sure that that applies
to new documents, not just this document.
| | 06:08 |
So I'll say OK and so now if I select a
word, and make it Italic, you see it says
| | 06:14 |
normal italic.
Or let me Clear All this formatting out
| | 06:18 |
and then click in the paragraph and choose
a paragraph style.
| | 06:22 |
This is Heading 2, to see what the style's
made up of, you hover over the style right
| | 06:27 |
here and you'll get a nice big fat tool
tip that tells you what it's made up of.
| | 06:31 |
Or you can click on the downward pointing
arrow and get to that same Modified
| | 06:36 |
dialogue box.
We're looking at, on the Mac side, of the
| | 06:39 |
same Drop-down Format menu, so you can
check settings and change settings.
| | 06:44 |
I'll click Cancel here, and let's take a
look at another document that I have,
| | 06:48 |
under Switch Windows, catalog text.
So you can see that this is course name,
| | 06:53 |
look on the right here, let me move this
over a little bit.
| | 06:56 |
And here is body and here is date and so
on.
| | 07:00 |
So the Styles panel gives you just as much
information in Word 2013 as in other
| | 07:06 |
versions of word you just need to make a
few adjustments to its default settings
| | 07:12 |
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| Understanding the basics of InDesign text styles (for Word users)| 00:00 |
If you're not familiar with Adobe
InDesign, and yet you need to learn how to
| | 00:05 |
combine your Word files with Adobe
InDesign layouts, then this video is for you.
| | 00:10 |
First, I've started up InDesign, and I'm
going to create a text frame.
| | 00:14 |
You can't just start typing in InDesign,
everything has to go into a frame.
| | 00:18 |
I'll zoom in a bit and start typing, here
is some plain text.
| | 00:24 |
So, how can I tell what formatting is
applied to this text and what styles?
| | 00:28 |
Formatting you can see in the control bar
going across the top, the fonts and the
| | 00:33 |
style, the size, and all sorts of settings
of character and paragraph formatting.
| | 00:39 |
The styles by default, when you first
install InDesign, aren't immediately apparent.
| | 00:44 |
They are available to you in two panels.
The Paragraph Styles panel and the
| | 00:49 |
Character Styles panel.
It's a lot easier if you have them always
| | 00:53 |
available over here in the dock.
And you can get to the dock by going to
| | 00:57 |
the work space switcher here, and choosing
Advanced, is the one that I recommend.
| | 01:02 |
So there you see paragraph styles and
character styles.
| | 01:05 |
Paragraph, character, can also get to
those panels right here from the Window menu.
| | 01:09 |
Go down to Styles and you'll see Paragraph
Styles and Character Styles.
| | 01:13 |
Let me open this up, and just let you know
that just as in Microsoft Word, how
| | 01:18 |
everything that you type is in actually in
a style called Normal.
| | 01:22 |
In InDesign, everything that you type is
in a style called Basic Paragraph.
| | 01:27 |
And to see what basic paragraph is made up
of, you select it in the paragraph styles panel.
| | 01:32 |
Go to the Paragraph Styles Panel menu and
choose Style Options, or you can just
| | 01:37 |
double click on the name of the style and
the style options will appear.
| | 01:40 |
And there are many, many settings for
character and paragraph specifications.
| | 01:45 |
Hyphenation, justification, all sorts of
fun stuff.
| | 01:49 |
The default character style is just this,
None.
| | 01:52 |
There are no character styles that come
embedded in every InDesign document like
| | 01:57 |
there are with Word documents.
Let me jump to a document that already has
| | 02:01 |
some paragraph and character styles,
catalog.indd.
| | 02:04 |
And, actually, this is the same text that
we were looking at in a previous video
| | 02:08 |
when I was talking about getting familiar
with how to use styles in Word.
| | 02:12 |
So, here if I click inside this line that
says designing a basic digital character,
| | 02:16 |
you can see the paragraph style is Course
Name.
| | 02:19 |
Again, if I want to see how course name is
created, I could double click it.
| | 02:23 |
And if I want to change the font for
course name, I would look here.
| | 02:26 |
We also have some character styles in this
document, page number, bullet, italic, bold.
| | 02:31 |
If I double-click a word and choose Bold.
Then when I click inside this word, you
| | 02:37 |
can see both in the Paragraph Styles
panel, it shows you the name of the
| | 02:40 |
paragraph style that is associated with
that word, as well as any character style
| | 02:45 |
that has been associated with that text.
A feature that I wish Microsoft Word had.
| | 02:50 |
If you apply direct formatting in
InDesign, what InDesign calls local
| | 02:54 |
formatting or overrides.
Like for example if I double-click in this
| | 02:58 |
word and just make it italic just by
pressing a keyboard shortcut Cmd+Shift+I
| | 03:03 |
or Ctrl+Shift+I on a PC, then you'll see
that you see a plus symbol after the name
| | 03:09 |
of the paragraph style.
Now, a character style is not considered a
| | 03:13 |
local override, or a formatting, so, you
don't see any plus symbol.
| | 03:17 |
But this is.
And the reason I'm bringing this up is
| | 03:19 |
because, local overrides or direct
formatting is the cause of a lot of
| | 03:23 |
gnashing of teeth when you're trying to
maintain the formatting from a Word
| | 03:27 |
document and pour it into InDesign.
And we'll be going over lots of different
| | 03:31 |
techniques and strategies to making sure
that you don't have to do a lot of work to
| | 03:35 |
maintain what somebody already did.
So, that is local formatting.
| | 03:38 |
Now, you don't see right off the bat as in
Word, what exactly is the local formatting
| | 03:43 |
applied here.
But if you hover over the style, then
| | 03:46 |
you'll see overrides and it says the
override is italic.
| | 03:50 |
So, in Word, this would say body plus
italic.
| | 03:53 |
You also get a little tool tip that tells
you how to clear out the override.
| | 03:56 |
You hold down the Option key and you click
on the name of the style, or on a PC you'd
| | 04:00 |
hold down the Alt key.
So, if I Option or Alt clicked, then would
| | 04:03 |
go away and that local override would go
away.
| | 04:06 |
To apply character style, you need to
actually select the text.
| | 04:10 |
Remember in Word, you could just click
inside a word and by default a character
| | 04:14 |
style would be applied to the entire word.
But here in InDesign, you need to actually
| | 04:18 |
select the word and then apply the style.
So, I click on bullets, and it's a pretty
| | 04:23 |
pink bullet.
Both Microsoft Word and Adobe InDesign
| | 04:26 |
offer a lot of formatting power to the
user.
| | 04:29 |
They both have paragraph styles and
character styles.
| | 04:32 |
They both have a default paragraph style.
And they both have a, more or less,
| | 04:36 |
intuitive user interface for working with
those styles and working with the formatting.
| | 04:42 |
| | Collapse this transcript |
| Identifying which formatting attributes transfer and which don't| 00:00 |
Let's look at, what kind of formatting
comes through when you apply through Word
| | 00:04 |
and bring it into InDesign.
The good news is that most of the
| | 00:08 |
formatting will come through.
Here, I have a sample document that's
| | 00:12 |
filled with text that's going to go into a
brochure in InDesign for this olive oil company.
| | 00:17 |
What I've tried to throw at it is as many
crazy formatting things as possible in
| | 00:21 |
addition to regular formatting, like
styles, indents and things like that.
| | 00:25 |
But we start out with some text that has
color applied.
| | 00:28 |
Let me open up the ribbon so we can see
the colors.
| | 00:31 |
This text has had color applied from this
menu.
| | 00:34 |
And then we have some text with small
caps, and text that has, look at this,
| | 00:39 |
open type, old-style numbering.
Did you know that Microsoft Word has some
| | 00:43 |
open type features, like numbering?
Yes it does.
| | 00:45 |
What I did was selected this phone number
and went to Format > Font.
| | 00:49 |
And in the Advanced tab not the default
Font tab but go to advanced, you'll see
| | 00:54 |
under Advanced topography that we have
some open type features here.
| | 00:57 |
All I did was chose Old-style under Number
forms.
| | 01:00 |
This doesn't have open type feature.
You don't see ordinals, you don't see
| | 01:04 |
small caps and so on but it does have
some.
| | 01:06 |
Let's click OK.
Then I typed out a headline and added a
| | 01:11 |
text effect.
And you do that in Word from this
| | 01:14 |
wonderful little Drop down menu and it's
available in a couple other places too.
| | 01:18 |
But you can add all sorts of fun effects
to your type.
| | 01:22 |
We have a paragraph with a box around it
called a border and then the text inside
| | 01:27 |
the paragraph has been highlighted.
You do that right here so highlighting it
| | 01:30 |
kind of like with a highlighter like
you're Taking notes in a textbook, another
| | 01:34 |
color applied to text.
We have a bulletined list with some words
| | 01:38 |
that have an underline.
A paragraph that has word underlined, as
| | 01:42 |
opposed to a regular underlined another
formatting option you can do in work.
| | 01:46 |
And then we have a picture, now I'm not
really going to be talking about things
| | 01:49 |
like pictures and footnotes and indexes in
this video.
| | 01:53 |
I'm mainly concerned with text formatting.
What text formatting makes it through from
| | 01:57 |
Word to InDesign.
The reason I kept this in here is because
| | 01:59 |
I want you to look at this paragraph
symbol to the right of it.
| | 02:02 |
If we select that paragraph symbol, and
then go to Format > Paragraph, you can see
| | 02:06 |
that the spacing has been set to at least
14 points.
| | 02:11 |
At least is Word's way of saying automatic
letting.
| | 02:15 |
Meaning that if the picture gets bigger,
then it's going to increase the amount of letting.
| | 02:19 |
If it gets smaller, it's going to
decrease.
| | 02:21 |
It'll automatically do that.
You could instead change it to Exactly.
| | 02:25 |
Which would be the equivalent of absolute
letting in InDesign.
| | 02:29 |
But normally the default is At least.
And of course for things like placed
| | 02:33 |
images and charts and things like that,
you want it to be At least so that the
| | 02:37 |
program automatically makes enough room
for it.
| | 02:39 |
I'm going to click Cancel, I just changed
it to 12 by accident there.
| | 02:42 |
I want to call your attention to that, and
then further down we have a numbered list
| | 02:46 |
and we have a table.
Alright, so let's jump over to InDesign,
| | 02:50 |
and place this file.
I'm going to File > Place and I'll select
| | 02:54 |
the file and choose Open.
I've turned on Microsoft Word import options.
| | 02:57 |
We'll be going through this quite a bit in
this title, that I just want to point out
| | 03:01 |
that I am going to Preserve Styles and
Formatting we want to bring over all of
| | 03:06 |
the formatting as much as possible.
Click OK, text gets loaded and I'll hold
| | 03:11 |
down the Shift key to auto-flow this
document and there it is in all of its glory.
| | 03:15 |
So, it came through sort of half way.
Remember this is, went through a lot of
| | 03:20 |
formatting in this document.
Let me zoom in and we'll go over some of
| | 03:23 |
the high points here.
The color type did come through just fine.
| | 03:27 |
We had some problems here with the space
above and below but the color comes through.
| | 03:31 |
One thing though is that color comes
through as rgb colors.
| | 03:34 |
In fact, all the colors that came through
come as RGB colors.
| | 03:37 |
Word cannot do CMYK colors.
So that's something that you'd have to fix
| | 03:41 |
in InDesign.
The small caps came through fine, and if
| | 03:45 |
this font had open type small cap,
InDesign would automatically use that font set.
| | 03:50 |
But look at what happened with the
numbers.
| | 03:51 |
For some reasons it just completely forgot
that it was supposed to be using
| | 03:55 |
proportional Old-style.
I don't know why that didn't come through.
| | 03:58 |
But you'll find that that happens
sometimes, the way that word defines or
| | 04:03 |
codes formatting attributes is something
that InDesign doesn't understand.
| | 04:08 |
Now, this thing doesn't understand at all,
(LAUGH) this text.
| | 04:11 |
This was the Word text effect that we
applied from the Drop down menu that, had
| | 04:15 |
them bossing and drop shadows and so on.
So that stuff will never come through.
| | 04:19 |
However, I do have a work around for that,
that I'll cover in a different video on
| | 04:23 |
the title.
Let me move this text down a bit to get
| | 04:26 |
that picture out of the way.
Here is the box surrounding the text, the border.
| | 04:30 |
InDesign does not have that feature,
border around text, but if we look at this
| | 04:35 |
in preview, you can see that what it did
was it added a rule above and rule below.
| | 04:40 |
So InDesign's trying to do it, however it
can't do the text highlighting or it
| | 04:44 |
doesn't convert the text highlighting a
rule above with a weird offset.
| | 04:49 |
It would be nice if it would but it
doesn't.
| | 04:52 |
Before we look at this bullet list let's
take a look at this picture.
| | 04:55 |
And let me turn on invisibles so that we
can see the paragraph marker.
| | 04:59 |
Now, what happened to our auto levy?
This picture should've been offset enough
| | 05:03 |
from the text.
If I select that paragraph marker, take a
| | 05:05 |
look at the levying field, it is an
absolute measure of 14 points.
| | 05:09 |
So in Word, if you use the default At
least, which should be auto letting, it
| | 05:15 |
doesn't translate to InDesign exe/g.
InDesign always takes that number and
| | 05:19 |
gives it an absolute value.
So, you would have to change the
| | 05:22 |
formatting for this picture to get it to
offset correctly.
| | 05:25 |
Let me just delete the picture for now.
Take a look at our bulleted list.
| | 05:28 |
The bulleted list did come through.
If I press Return, we see another bullet.
| | 05:32 |
It's just that the bullet character itself
didn't come through, and I'll be talking
| | 05:36 |
about fixing that in a different video.
The underline for the word came through.
| | 05:40 |
Now, InDesign does not have a different
kind of underline called just word
| | 05:45 |
underline, so it gave one single underline
for that entire phrase.
| | 05:48 |
Scrolling down we can see that the
numbered list came through just fine.
| | 05:52 |
So if I hit Return.
There we go.
| | 05:54 |
So the automatic numbered lists in Word
come through just as automatic numbered
| | 05:59 |
lists in InDesign and that's a good thing.
And the table itself came through, okay
| | 06:03 |
we, as well as the formatted text.
We have some over sets but that's
| | 06:07 |
something that we can take care of.
Tables always do very well when they're
| | 06:10 |
converted from Word to InDesign.
Though I find it fascinating that even
| | 06:14 |
though these two programs come from
completely different backgrounds,
| | 06:18 |
different history, different companies,
they do have some level of overlap.
| | 06:22 |
And InDesign can understand, I'd say,
probably at least 95% of Word's formatting.
| | 06:28 |
Just stay away from Word art, borders and
highlighting and you should be good.
| | 06:32 |
| | Collapse this transcript |
|
|
2. Best Practices for Getting Word Text into InDesignCleaning up text formatting in Word| 00:00 |
Before you even bring your Word document
into InDesign, you might find it actually,
| | 00:05 |
a lot easier to clean up some of the worst
stuff in Microsoft Word.
| | 00:09 |
There are number of macros available if
you are running Word for Windows, and in
| | 00:14 |
the last video in this title, I'll talk
about some of my favorite Word resources.
| | 00:19 |
And I pointed to the, but right now we're
going to imagine that you don't have
| | 00:23 |
access to these macros or can't install
them or you are on a Mac and you want to
| | 00:27 |
be able to clean some stuff up in Word
itself.
| | 00:29 |
So, let me show you how it works in Word
2011 on the Mac and then we're going to
| | 00:34 |
jump over to Word 2013 on the PC.
We're looking at a brochure with some
| | 00:39 |
styles applied to the formatting by the
Word users plus some direct formatting.
| | 00:44 |
The main thing that you want to do as far
as clean up in word is to get rid of the
| | 00:48 |
direct formatting.
I mean things like this word, if you click
| | 00:52 |
inside it and you look inside the Styles
panel, you will see it says body text plus italic.
| | 00:57 |
By the way if you don't see this styles
panel I cover this in an earlier video but
| | 01:00 |
you can just go to the view menu and go
down to Tool Box styles.
| | 01:04 |
Whenever you see a style that has a plus
symbol, that means that there is an override.
| | 01:08 |
And to get rid of it, you can just select
the word, or we're going to select all of
| | 01:13 |
this italic test here when it says body
text plus italics, and then at the very
| | 01:17 |
top of the Styles panel, choose Clear
formatting.
| | 01:20 |
Now the plus symbol is gone and it's just
pure Body text.
| | 01:24 |
In another example here in this paragraph,
the entire paragraph has direct formatting.
| | 01:29 |
This part right here, every month, has
body text plus bold, and this part right
| | 01:33 |
here has body text plus a slightly smaller
size.
| | 01:37 |
If you just click inside of a paragraph,
and you choose Clear formatting, the
| | 01:42 |
entire paragraph resets to the default
Normal style.
| | 01:46 |
That's not quite what we want so let's
undo.
| | 01:49 |
Instead, the best way to clear out this
Direct formatting is to select the entire
| | 01:54 |
paragraph including the final character
tern, and then click on the style name
| | 01:58 |
right here in the Styles panel.
That resets the entire paragraph back to
| | 02:02 |
the Paragraph formatting and then you can
select the Direct formatting, and fix it
| | 02:07 |
like how we did above, by choosing Clear
formatting.
| | 02:09 |
One of my favorite features in Microsoft
Word is this button down here that says,
| | 02:14 |
Show Direct Formatting guides.
Let me undo some of the clean up I have
| | 02:18 |
already done, and turn on Show Direct
Formatting guides.
| | 02:22 |
This is a feature that I really wish
InDesign would have It selects all the
| | 02:26 |
text in the document that has Local
formatting.
| | 02:29 |
Or what they call Direct formatting in
Word.
| | 02:31 |
Not only that, I can click inside one of
these.
| | 02:33 |
Where it says Body text plus underline.
And then from that drop down menu, choose
| | 02:38 |
Select all.
And it selects all of the same kind of
| | 02:42 |
overrides throughout the entire document.
Once i've selected, I could apply a
| | 02:47 |
different style to it, or convert this to
a Character style, which is what you
| | 02:50 |
probably want to do.
So with it all selected, I'm going to
| | 02:53 |
click New style, and I'll call it just
underline for now, I want it to be a
| | 02:58 |
character style, not a paragraph style,
and then click "okay".
| | 03:02 |
Everything is still selected, now it's
kind of hard to tell because it's still
| | 03:05 |
I'll go down to the Character styles list
and find it, but look its not here that's
| | 03:10 |
because I am only seeing styles in use.
I want to see styles in the current
| | 03:13 |
document and now when I go down to the
bottom there is underline.
| | 03:17 |
Now when I click on Underline its applying
that character style to the selection and
| | 03:22 |
I can go through the entire document and
continue in that same way.
| | 03:25 |
So, if I wanted to keep this Direct
formatting, I could say Select all
| | 03:29 |
similar, Select all, and if I had this
smaller body size, it would select it
| | 03:34 |
throughout, and I could create a new style
called Body text smaller.
| | 03:37 |
One other cool feature is Show Styles
guides.
| | 03:41 |
If I turn that on.
On the left hand side, you see a Color
| | 03:44 |
Coded list of all the different styles
that have been applied in this document.
| | 03:48 |
And notice that on the right, every single
style also gets a color code.
| | 03:52 |
So I can scroll through here and quickly
get a visual check of how the formatting
| | 03:57 |
has been applied to this document.
Isn't this cool?
| | 03:59 |
I wish InDesign had this too.
You could go through like entire swaths of
| | 04:03 |
text and make sure that everything's the
same color, and if not, if there's a
| | 04:07 |
different color, like what's this five
doing here, you could come over here and
| | 04:10 |
see what 5 is Oh, that's heading; okay,
yeah, that's supposed to be heading, and
| | 04:13 |
fix it.
These little numbers sticking out to the
| | 04:15 |
right are examples of character style, so
we have a Paragraph style with a Character style.
| | 04:20 |
That was the character style that was just
applied here.
| | 04:22 |
So you can see that using the show direct
formatting guides and then selecting all
| | 04:26 |
and applying character style to those, you
could quickly clean up a document that's
| | 04:29 |
really badly done in a matter of minutes.
Before you ever bring it into InDesign.
| | 04:35 |
Before I wrap this up I wanted to jump
over to Word 2013 in Windows and talk
| | 04:40 |
about where you'd find some of the same
controls.
| | 04:42 |
It's quite different.
If you have earlier versions of Word, it's
| | 04:46 |
much more similar to what I was just
showing you, on the Mac side.
| | 04:49 |
But one thing that you need to do, it's on
by default on the Mac, but I don't think
| | 04:53 |
it's on by default on Windows, is you need
to go to your, Preferences, which they
| | 04:57 |
call Options, and go down to Advanced, and
make sure that Keep Track of Formatting,
| | 05:03 |
is enabled.
I don't turn on Mac Formatting
| | 05:06 |
inconsistencies, because that just adds
more squiggles to an already busy screen,
| | 05:10 |
and it doesn't seem that much, 'cuz it
doesn't mark inconsistencies consistently.
| | 05:15 |
So just leave that turned off.
Click OK, and then, to see the Direct
| | 05:19 |
formatting, you need to click inside the
text that is directly formatted, and
| | 05:24 |
remember you can tell that by opening up
the Styles toolbox.
| | 05:28 |
And when it says body text plus underline
and that'll work.
| | 05:30 |
And by the way, if you want to see
previews of this you can turn on Show
| | 05:34 |
preview so it looks more like how it does
in the Mac and over here under options
| | 05:39 |
makes sure to Enable paragraph and Font
formatting under Select formatting to show
| | 05:44 |
as styles otherwise you're not going to
see the override.
| | 05:46 |
I talked about this in an earlier video.
Now that I have some direct formatting
| | 05:50 |
selected, I can come to this drop down
menu right here and choose Select all
| | 05:56 |
instances, and it's nice that it gives you
a little count of how many there are.
| | 05:59 |
I have not been able to find the button
that selects all Direct formatting in the
| | 06:03 |
entire document, but at least it still has
that really cool select all direct
| | 06:07 |
formatting, and then from here you can go
ahead and create a new style or modify
| | 06:11 |
this existing style.
Select all three instances and then come
| | 06:15 |
down here and click on the New Style
button.
| | 06:19 |
I'll go ahead and call this Underline.
We want a character style and we'll just
| | 06:23 |
leave everything as is and there is our
Underline style and we can apply it to the selection.
| | 06:29 |
So now it's no longer Local formatting
it's an actual Character style.
| | 06:31 |
And that's how you go through the entire
document and clean it up.
| | 06:35 |
| | Collapse this transcript |
| Checking paragraph and character defaults in InDesign| 00:00 |
Sometimes it's the little things that
really drive you crazy, and can screw
| | 00:04 |
things up.
And one of those is not having the default
| | 00:08 |
paragraph and character style selected in
InDesign before you start bringing text in.
| | 00:13 |
It's a habit that you need to get into.
Very often, you'll bring in Word text, or
| | 00:17 |
start typing, yourself.
Like I'll do right now, into a document.
| | 00:20 |
And there's something immediately wrong
with the type.
| | 00:23 |
So here, I'm dragging out a text frame,
let me zoom in a bit and start typing.
| | 00:28 |
Can you see what's wrong with this type?
It's in Hobo.
| | 00:31 |
I don't think InDesign has a default Hobo
style.
| | 00:34 |
What's happening?
It should be Basic paragraph.
| | 00:36 |
If I open up the paragraph styles panel,
there's a plus symbol after that.
| | 00:39 |
That is something you never want to see.
You don't want to see an override applied
| | 00:43 |
to Basic paragraph.
And you can see the problem's that hobo
| | 00:46 |
has suddenly become the default font even
though Basic paragraph is the default style.
| | 00:53 |
We have an override.
So how can this happen and how do you get
| | 00:56 |
rid of it.
Well, well, let's take that second
| | 00:58 |
question first.
Going to delete this text frame.
| | 01:01 |
To get rid of the plus symbol, hold down
the Option key on the Mac or the Alt key
| | 01:06 |
on the PC and click on the style.
That clears out any overrides.
| | 01:10 |
Now, when I drag out a text frame, it
appears in the default font of Minion Pro.
| | 01:16 |
The default paragraph style should be
Basic paragraph, and the default character
| | 01:21 |
style should be None.
This is true for a New document that you
| | 01:25 |
create, for an existing document that you
open as well.
| | 01:29 |
So let's jump over to this catalog
document.
| | 01:32 |
And here, I'm zoomed in very closely on a
caption.
| | 01:35 |
And let's say that I want to create
another caption.
| | 01:38 |
So I'm going to go to my Paragraph Styles
panel, it is properly at Basic Paragraph,
| | 01:44 |
and I'll drag this out.
I want to select Caption.
| | 01:47 |
Caption, and now I'll start typing.
Hello how are you.
| | 01:50 |
What the heck?
What's happening here?
| | 01:52 |
Well the last time that I was working, in
this document, I chose the Character
| | 01:57 |
style, reverse number for something.
And remember the Character style, trumps,
| | 02:03 |
the Character settings for the Paragraph
style.
| | 02:05 |
Again, this is the cause of so many
problems with placed and imported Word
| | 02:10 |
text, that there was a default Character
style, or an overridden Paragraph style,
| | 02:14 |
that I really wanted to devote one video
to talking about this important issue.
| | 02:19 |
When you are working in a document, the
reason that those become the default are
| | 02:23 |
because you have selected them with
nothing else selected on the page.
| | 02:28 |
So, with nothing else selected on the
page, if I go to Edit.
| | 02:30 |
I choose deselect all, which I've already
done, or click in a blank area.
| | 02:34 |
And I go to Paragraph style, it should be
Basic paragraph.
| | 02:37 |
In Character style, somehow it became
reverse number, maybe I was editing it and
| | 02:42 |
then forgot to go back to None at the end.
So, make that a habit, that when you are
| | 02:47 |
working with your documents that you
always leave them set to None and Basic paragraph.
| | 02:53 |
When nothing is selected, and in fact, if
you need to edit a style without actually
| | 02:58 |
applying the style, the best way is to go
to that style and Right click on that
| | 03:02 |
style and choose Edit.
That way, Basic paragraph remains the
| | 03:06 |
active default style, while you can go
ahead and edit the other Character styles
| | 03:10 |
and do the same thing with Character
style.
| | 03:13 |
Is to just right click and choose Edit.
Make that your habit that before you close
| | 03:17 |
the document, you deselect all, open the
Paragraph styles panel and make sure that
| | 03:21 |
Basic paragraph is the default.
By the way, it could be Body if you want
| | 03:24 |
the Body style to be the default style
because that's what you're using all the
| | 03:27 |
time, go ahead and leave it at Body, but
Basic paragraph for your most common other
| | 03:32 |
style should be the default.
Paragraph style, and then Character style
| | 03:36 |
should always be None, by default.
Do that your existing documents, and when
| | 03:41 |
you are working on a new document, or
you're about to place or cut and paste
| | 03:46 |
text from Word into a new text frame,
double-check those settings as well.
| | 03:50 |
Select that text frame, drag it out,
double-check this, it's Basic paragraph,
| | 03:54 |
and None, and you'll be good to go.
| | 03:56 |
| | Collapse this transcript |
| Controlling text formatting when cutting and pasting| 00:00 |
I know a lot of InDesign users out there
get texts from Word into InDesign by
| | 00:04 |
copying or cutting and pasting into
InDesign, which is not a best practice.
| | 00:10 |
But, because so many people do it, I'm
going to talk about, why it's not a best
| | 00:14 |
practice, and maybe give you a tip or two
in case you still want to continue doing so.
| | 00:19 |
The better way to get Word texts into
InDesign is by placing or importing the text.
| | 00:24 |
Because you have a lot more control over
what happens with the formatting and other
| | 00:27 |
elements in a word document, but we'll be
covering that in another video.
| | 00:31 |
For now, let's just say that we're working
with this word document that has a bunch
| | 00:35 |
of formatting applied to it.
Now, I'm going to select some text here.
| | 00:39 |
Let's actually select a whole bunch of
text, all the way up from the colored
| | 00:43 |
heading to the numbered list.
And then I'll copy it, and switch over to InDesign.
| | 00:49 |
And we're going to check that paragraphs
style and character style are at the
| | 00:52 |
defaults, yep.
And I'll go ahead and paste it.
| | 00:55 |
Now, by the way, you don't have to create
a text frame, or paste into a text frame.
| | 00:59 |
You can just have the Selection tools
selected, and then choose paste.
| | 01:02 |
And it'll come in on its own text frame,
which I think is kind of cool, a little tip.
| | 01:06 |
We have lost most of the formatting here.
And that is the default behavior of
| | 01:11 |
InDesign, is that when you paste from
another program's document into InDesign,
| | 01:15 |
all the formatting is stripped out.
The formatting that's right now in effect
| | 01:20 |
is the basic paragraph style in the text
frame.
| | 01:23 |
Let me zoom in a bit.
We do have the bullets here, but they are
| | 01:25 |
hard bullets, the kind that you can
select.
| | 01:28 |
If I turn on invisibles, Show Hidden
Characters, you can see it's a actual
| | 01:32 |
bullet with a tab.
If I press Return, and we don't have a bullet.
| | 01:36 |
So, we've lost the automatic bulletedg
list.
| | 01:38 |
And if we looked/g, so, you can see that
we've also lost the picture, and we've
| | 01:43 |
lost the automatic numbered list.
So, there's a lot that you lose when you
| | 01:47 |
copy and paste.
Maybe that's what you want to do.
| | 01:49 |
But let me tell you that you don't have
to.
| | 01:51 |
You can also bring over the formatting if
you wanted to.
| | 01:53 |
Let's delete this, and we still have that
selection in the clipboard.
| | 01:58 |
We're going to change the default setting
in InDesign, by going to Preferences,
| | 02:03 |
which is under the InDesign menu on on a
Mac and under the Edit menu on a PC.
| | 02:07 |
And go down to Clipboard Handling, which
is in our Clipboard memory.
| | 02:11 |
When pasting text and tables from other
applications, you want to paste all the
| | 02:15 |
information including styles, meaning
formatting or text only, text only is the default.
| | 02:20 |
So, I will choose that one, click OK.
And then, let's go ahead and try out text
| | 02:25 |
frame this time, Paste, and it things
about it for a while and then it brings in
| | 02:29 |
all the formatting as though I had placed
it or imported it with all the styles.
| | 02:33 |
You can look in the paragraph styles and
character styles panel, and see that all
| | 02:37 |
that beautifulness came through with all
the overrides.
| | 02:40 |
And lets get rid of this picture here for
a second, we can see what's happening and
| | 02:45 |
zoom in.
So, these are bullets.
| | 02:47 |
There's a problem with the bullet
character itself, but these are still live bullets.
| | 02:51 |
If I hit Return, we have another bullet,
and the same thing with a numbered list.
| | 02:55 |
When you have that setting switched in
preferences to retain the formatting, you
| | 03:00 |
get a little bit more flexibility.
Because if you wanted to, you could still
| | 03:04 |
paste it without formatting.
I don't know if you noticed, but up there
| | 03:08 |
under the Edit menu, there is a command
that says Paste without Formatting.
| | 03:12 |
So, you have your choice.
If you just choose Paste, it's going to
| | 03:14 |
bring in the formatting because you set
your preference.
| | 03:16 |
Or now, you can choose Paste without
Formatting.
| | 03:18 |
If you hadn't had switched that
preference, this would be dimmed.
| | 03:21 |
You wouldn't be able to select it.
When I choose Paste without Formatting,
| | 03:25 |
it's slightly different, than with the
preference.
| | 03:27 |
Notice that we don't even have the hard
bullets anymore.
| | 03:30 |
The bullets are gone.
Which might be what you want.
| | 03:32 |
If you wanted to bring that in, and then
select this text and apply your own bullet
| | 03:36 |
style, then you don't have to worry about
getting rid of those extra bullets.
| | 03:40 |
If that's your plan, then try it.
Turn on the option to include styles when
| | 03:46 |
you paste from other applications.
And then just use the Edit menu of Paste
| | 03:50 |
or Paste Without Formatting to get what
you want in InDesign.
| | 03:54 |
| | Collapse this transcript |
| An overview of placing (importing) Word files into InDesign| 00:00 |
The best way to get texts from Words into
InDesign, is by placing it, which is the
| | 00:06 |
Adobe term for import.
Go to the File Menu, you choose Place or
| | 00:10 |
press Command or Ctrl+D.
Placing is better than pasting because you
| | 00:15 |
have so much more control over what
happens with the components of the word
| | 00:19 |
file and the styling of the word file
before it ever makes it into your layout.
| | 00:24 |
Lets go ahead and place a word document
into this brochure that is waiting and I
| | 00:29 |
am going to make sure that my paragraph
styles are set to the correct defaults
| | 00:33 |
basic paragraph, with no overwrite
character style none, looks beautiful.
| | 00:37 |
For the file place, find the word doc
right here, two trees brochure text, make
| | 00:43 |
sure that show import options is enabled,
because we want to see the options in a
| | 00:47 |
dialogue box.
If this is turned off, which it is by
| | 00:50 |
default, then your cursor just gets loaded
with the text and you really have no clue
| | 00:55 |
what InDesign is going to do.
So, turn on show import options, or you
| | 00:59 |
can hold down the Shift key when you
choose open with the selected file and
| | 01:04 |
import options will automatically open, as
I'm doing now.
| | 01:07 |
This is Microsoft Word import options
dialogue box.
| | 01:10 |
If you're placing an rtf file, as well,
you're going to get a rtf option dialogue
| | 01:15 |
box that looks very similar to this.
Let's look at the three main sections.
| | 01:18 |
At the very top include, if the Word file
has a TOC, had index and so on, do you
| | 01:25 |
want to include it or not?
We're going to be talking about each of
| | 01:27 |
these in other videos in this title.
Under Options Use Topographer's Quotes, I
| | 01:32 |
really don't know when you would not want
to use topographer's quotes unless the
| | 01:36 |
Word user has foot and inch marks, then
you might want to turn that off.
| | 01:40 |
But usually we just keep it on.
But the main business happens down here in
| | 01:44 |
this Formatting section.
You essentially have two choices.
| | 01:47 |
You can preserve the styles in Formatting
from the text and the tables.
| | 01:51 |
That means, referring to the Word file.
Or you can strip them out.
| | 01:55 |
You could remove the styles in Formatting
from text and tables.
| | 01:58 |
We're going to look at each of these
options in upcoming videos.
| | 02:01 |
When you preserve styles and formatting
from text and tables then you get a whole
| | 02:05 |
bunch more options.
You can choose what happens with the page breaks.
| | 02:09 |
You can choose to include, or not include
any images they pasted in there.
| | 02:13 |
You can choose to include track changes.
You can convert their bullets and numbers
| | 02:17 |
to hard-coded bullets and numbers if for
some reason that's what you want.
| | 02:21 |
You can choose what happens if there are
styles that have the same name in the Word
| | 02:26 |
doc and the InDesign doc.
Who wins?
| | 02:28 |
And you can map styles from Word to
InDesign.
| | 02:32 |
So if you have a style called Headline in
Word, you can say hey, InDesign, when you
| | 02:37 |
place this, for every Headline style, I
want you to replace it with the InDesign
| | 02:41 |
style that I've created, called Heading
one.
| | 02:43 |
All sort of control you can get from this
Microsoft Word import options dialogue box.
| | 02:49 |
Now you may be saying, but wait, what if I
only want a paragraph or two paragraphs?
| | 02:54 |
I don't want to bring the whole Word
document.
| | 02:56 |
Well still you can get the control from
here.
| | 02:58 |
You can do your style mapping.
Or you can say strip out the styles but
| | 03:01 |
keep the local overrides.
We'll talk about that more in a different video.
| | 03:05 |
And then, when you bring it in, and it
loads up your cursor, just put it on the
| | 03:08 |
paste bar.
Stick it over here on the side.
| | 03:11 |
And then you can copy and paste from here
into your document.
| | 03:14 |
If you just want a couple paragraphs, grab
them from here.
| | 03:17 |
It's a much better way to bring in Word
text into InDesign, by using File Place
| | 03:21 |
than any other method.
Because with File Place you get the option
| | 03:25 |
to set a whole bunch of settings before
the text ever touches your layout.
| | 03:29 |
| | Collapse this transcript |
| Stripping out Word styles when importing text| 00:00 |
In many cases as an InDesign user, you're
going to receive a Word file that has some
| | 00:05 |
styles applied to it, character and
paragraph.
| | 00:08 |
And some local formatting applied to it,
and maybe it's just one big holy mess.
| | 00:12 |
When you place that into InDesign, you'll
have the option to strip out all that
| | 00:17 |
formatting, but keep the local overrides.
And that is something that you cannot do
| | 00:22 |
by cutting and pasting.
So, another reason to place.
| | 00:25 |
Let me show you how that works.
We're looking at a Word document that's
| | 00:28 |
not really a holy mess.
It's actually not that bad at all.
| | 00:30 |
But it does have styles like these
headings are heading 1, and this is
| | 00:34 |
heading 2.
The paragraph style are all normal, though
| | 00:38 |
they don't look quite normal.
We do have, if I zoom in here a little
| | 00:42 |
bit, some overrides.
Or direct formatting as they call it in
| | 00:46 |
Microsoft Word is/g.
Normal plus bold, I'm looking over up here.
| | 00:50 |
Normal plus italic, Normal plus bold and
italic.
| | 00:55 |
And we have a character style too.
So, the Maria Ann Vitalia signature is an
| | 01:01 |
actual character style called Signature.
The document has other beautiful things
| | 01:06 |
like page breaks and footnotes, and a
bulleted list and so on.
| | 01:11 |
So, we want to place this into InDesign,
and we want to get rid of the formatting
| | 01:15 |
to apply our own body styles and headline
styles.
| | 01:18 |
But what we don't want to get rid of are
the local overrides.
| | 01:22 |
Because this is the nightmare that I see
all the time.
| | 01:25 |
That users place a Word document and they
strip out all the styles.
| | 01:29 |
And then they have to have a printout or
PDF of the Word document open to refer to,
| | 01:34 |
and they reapply all the local overrides.
All the bolds, all the bolds italic.
| | 01:38 |
That is crazy, man.
That is a very last resort.
| | 01:41 |
So, let's do this instead.
I'm going to jump back over to InDesign,
| | 01:44 |
and we're going to place that Word
document.
| | 01:46 |
I can leave it open by the way on a
Macintosh, but if you're on a PC, you're
| | 01:49 |
going to get an alert if you try to place
a Word doc that you've left open.
| | 01:53 |
So, you'll have to close it if you're
following along with these files.
| | 01:56 |
I go to File >Place.
Here is my Word doc.
| | 02:00 |
Remember to turn on Show Import Options,
or Shift+Open to get to this dialog box.
| | 02:06 |
This is the option that we want.
Remove styles and formatting from text and
| | 02:09 |
tables, but keep the local overrides.
Let's see what happens if we turn that off first.
| | 02:15 |
And we're going to leave tables at
unformatted tables, there's no tables
| | 02:17 |
here, so, we don't care.
We're going to click OK, and it's loaded.
| | 02:21 |
I'm going to hold down the shift key to
place all the text, adding additional
| | 02:25 |
pages as necessary.
That's called autoflow.
| | 02:27 |
So, it all comes in, in the default style
basic paragraph, but we've lost all of the
| | 02:34 |
local formatting.
So, we would have to refer to the original
| | 02:37 |
word document and reapply the bold, and
reapply the character styles and everything.
| | 02:41 |
we don't want to do that.
So, let me revert this documents back to
| | 02:45 |
the original, and let's place again.
This time I'll just press Cmd+D or Ctrl+D
| | 02:50 |
on a PC.
This is the document, Show Import Options.
| | 02:53 |
This time we are going to place it, but
preserve the local overrides.
| | 02:57 |
Click OK.
Hold down the Shift key and place, and
| | 03:02 |
look at that.
Let's zoom in here a bit.
| | 03:04 |
With Cmd and Ctrl+Plus, we have this local
override.
| | 03:08 |
We have the italic and the bold italic.
Zoom out.
| | 03:12 |
We have this.
Now, let's take a look at what's happening
| | 03:15 |
here in paragraph and character styles.
So, everything has come in as basic
| | 03:19 |
paragraph, which is what we want.
That's the default style in InDesign.
| | 03:22 |
And when you import a file and say, remove
all the styles and formatting, it will
| | 03:27 |
come in as basic paragraph.
But we said keep override.
| | 03:30 |
So, when I click inside here, you can see
it says basic paragraph with a plus symbol.
| | 03:34 |
And if I hover, it says it's been bolded.
Yeah, that's what we want.
| | 03:38 |
This is also an override.
And interestingly, this character style,
| | 03:43 |
remember this is not direct formatting in
Words, this is a character style, comes
| | 03:47 |
through as a local override.
Which I kind of think it's a feature.
| | 03:51 |
Maybe it's a bug, but I kind of like it.
Now, if I apply a style to this paragraph,
| | 03:56 |
let's say that this is supposed to be
body, I'm able to maintain the local formatting.
| | 04:02 |
So, this stays bold, this stays italic,
this stays bold italic.
| | 04:06 |
This is not ideal.
Ideally, this would be character styles,
| | 04:09 |
and I'll show you in other videos in this
title, how to convert your local
| | 04:14 |
formatting into character styles But what
is good is that it's being maintained even
| | 04:18 |
after I apply my InDesign styles.
It's only that Microsoft Word import
| | 04:22 |
options dialog box that will give you the
option to strip out all the bad stuff but
| | 04:27 |
keep the local overrides, saving you tons
of time in the long run.
| | 04:30 |
| | Collapse this transcript |
| Preserving Word styles when importing text| 00:00 |
In an early video, we strip out all the
Word styles when we brought it into InDesign.
| | 00:05 |
Now, let's see what happens when we keep
all the Word styles.
| | 00:08 |
Let's live dangerously.
Here we are, looking at the same text that
| | 00:12 |
says that product brochure text or an
olive oil company done in Microsoft Word.
| | 00:15 |
It has a mix of paragraph and character
styles, you can see over here on the right.
| | 00:22 |
And, some overrides as well, and some
things that won't translate.
| | 00:26 |
But we're going to go ahead and bring the
whole thing in anyway.
| | 00:30 |
So jump over to InDesign, if you're on a
PC you have to close the Word file before
| | 00:34 |
you place it, I never bother because the
Mac, you don't have to do that.
| | 00:38 |
Before we place it, let's take a look at
our styles and make sure that we are at
| | 00:41 |
the default style for Paragraph Cnd
character.
| | 00:44 |
And Paragraph style is Basic Paragraph.
You can see we have a bunch of other
| | 00:47 |
styles in here.
Ready to go.
| | 00:49 |
They are differently named than the ones
in Word, and Character Styles is none.
| | 00:54 |
So that's all good to go.
Excellent.
| | 00:56 |
Now, let's go ahead and file Place.
And find our brochure text.
| | 01:02 |
Now, the default is to replace selected
item.
| | 01:04 |
I have nothing in here, so I don't really
care but I usually turn that off.
| | 01:08 |
And I want to turn on Show Import Options.
By the way, in this dialog box, these
| | 01:13 |
settings are called sticky.
So that means that during this session of
| | 01:16 |
InDesign, until I quit it, whatever
settings I put here, these will be the
| | 01:20 |
settings the next time I go to the Place
dialog box.
| | 01:23 |
In other words, from now on, Show Import
Options will always be enabled, and
| | 01:26 |
Replace Selected Item will always be
turned off.
| | 01:29 |
That's really what I want.
So I'll click Open.
| | 01:32 |
So this time, instead of Remove Styles and
Formatting, we're going to choose Preserve
| | 01:36 |
Styles and Formatting from Text and
Tables.
| | 01:39 |
Let's take a look at the options.
What does that mean exactly.
| | 01:41 |
Well, the default for Page Breaks, for
example, is to preserve the page breaks.
| | 01:47 |
If the Word user added, you know, Insert >
Page Break, it's going to actually make a
| | 01:51 |
page break in InDesign.
You can have it ignore the breaks or
| | 01:55 |
convert them and I'll be talking about
that in a different video.
| | 01:58 |
By default, it will import any inline
graphics and any track changes mark up.
| | 02:04 |
It's not going to convert bullets and
numbers to text or import unused styles.
| | 02:09 |
Hallelujah!
And the it says there's one conflict.
| | 02:12 |
What's a style name conflict?
It's a weird term for just, you know, the
| | 02:16 |
same style name appears in both the Word
file and in the receiving InDesign document.
| | 02:22 |
The exact same style name.
They're talking about case matters as well.
| | 02:25 |
So there is one style name that is exactly
the same that's when a conflict is.
| | 02:30 |
It doesn't tell you, which one conflicts,
it just says it's a paragraph style.
| | 02:34 |
And in the case of conflicting styles,
what happens?
| | 02:38 |
Well, by default the InDesign style
definition for that style trumps, if you
| | 02:43 |
have two styles named body, one in the
Word document and one in the InDesign document.
| | 02:47 |
When you bring it in the attributes that
you set for the InDesign version of the
| | 02:52 |
body style will be applied to that text.
So that's what use InDesign style
| | 02:57 |
definition means.
Your other choices are to redefine the
| | 03:01 |
InDesign style to match the incoming Word
style, I have no clue who would ever
| | 03:07 |
choose that but it is there available to
you.
| | 03:09 |
Or you can automatically rename any
conflicting styles.
| | 03:13 |
We'll leave it at Use InDesign Style
Definition.
| | 03:16 |
If you want to see which style name
conflicts, here's a little tip.
| | 03:20 |
We're going to cover this in detail in
another video but customized style import.
| | 03:24 |
If you click Style Mapping, in this list
under InDesign Style of the one that
| | 03:29 |
doesn't say New Paragraph Style, that is
the conflicting style.
| | 03:32 |
So Tagline if the same in Microsoft Word
and InDesign.
| | 03:36 |
We'll see what happens with the
conflicting style in a second.
| | 03:40 |
I'll click Cancel.
Alright?
| | 03:41 |
So we're going to preserve all the styles
in formatting.
| | 03:44 |
We're just going to leave everything at
the default settings and click OK.
| | 03:48 |
The cursor loads with all the text.
I'm going to hold down the Shift key so we
| | 03:52 |
can place all the text at once, adding
pages if necessary to the document and
| | 03:56 |
there it is.
We've got two pages worth of text.
| | 04:00 |
The reason that the text stops right here
even though there's plenty of room is
| | 04:04 |
because there's a page break.
If I zoom in really closely, you can see
| | 04:08 |
the character that InDesign uses to denote
a page break.
| | 04:13 |
And that would be under type, Insert Break
Character > Page Break.
| | 04:16 |
Because the Word user, I guess, wanted the
picture to appear at the top of the second page.
| | 04:21 |
All the styles came through, you can see
them in the Paragraph Styles panel, they
| | 04:25 |
appear with this little icon on the right.
In earlier versions of InDesign you'll see
| | 04:30 |
a little disk icon, like a floppy disk
icon.
| | 04:32 |
They finally updated that in CC.
But essentially it works exactly the same
| | 04:36 |
throughout every version of InDesign, that
I've ever worked with.
| | 04:39 |
That is how the Word files import when you
include styles.
| | 04:43 |
Now, this first one, this line right here
that looks quite different.
| | 04:46 |
Lets jump back to Word.
Olive oil products made from the heart.
| | 04:49 |
Doesn't quite look right.
That's because that's the conflicting style.
| | 04:53 |
That's the tagline.
The attributes for tagline, were quite
| | 04:56 |
different than the ones in Word.
And we accepted the default behavior that,
| | 05:00 |
InDesign wins, in the fight to the finish
over which attributes are applied.
| | 05:04 |
What would be the next step from here?
Assumably, you'd want to apply your own styles.
| | 05:09 |
So if I zoomed in here, this style is
called Body Text.
| | 05:13 |
I would probably just apply Body.
the local overrides are maintained in this case.
| | 05:17 |
Sometimes they aren't.
We'll be talking about that in a different video.
| | 05:20 |
So you cold go through the entire document
and select all of the Word styles and
| | 05:25 |
replace with InDesign styles.
Though there's probably smarter ways to
| | 05:30 |
format your document, which is what the
whole point of this video title is about.
| | 05:34 |
I do have other videos that show you how
to do that quickly, if you wanted to.
| | 05:38 |
But also if you think about it, an
interesting work flow would be if all of
| | 05:42 |
the word styles had conflicts with
InDesign styles, then the InDesign styles
| | 05:46 |
would trump the Word styles.
And I have a video in the title all about
| | 05:50 |
that, about creating a Word template with
the same styles.
| | 05:53 |
Of course things that are not transferable
from Word to InDesign as I covered
| | 05:57 |
previously, they don't magically appear
just because you say maintain the styles.
| | 06:01 |
Like we're not seeing highlighting behind
the detail as it is in Microsoft Word
| | 06:06 |
because InDesign doesn't have highlight as
a formatting attribute.
| | 06:10 |
You can fake it with an underline or a
rule above or below but the highlighting
| | 06:14 |
style itself just gets dropped.
If it makes sense in your workflow to
| | 06:18 |
maintain the Word styles when you bring
them into InDesign, just choose that
| | 06:21 |
option in the Options dialog box when you
place it.
| | 06:24 |
| | Collapse this transcript |
| Mapping Word styles to InDesign styles| 00:00 |
Now, here's a great workflow if the Word
doc that you're using has styles fairly
| | 00:06 |
consistently applied throughout it.
Yet they don't match the style names in
| | 00:10 |
the InDesign file into which you're going
to flow this Word file.
| | 00:14 |
In that case, you can make use of the
Style Mapping feature.
| | 00:18 |
Let's see how that works.
Here is the Word document, a Brief History
| | 00:22 |
of San Francisco.
Not very short at all.
| | 00:24 |
It's actually quite lengthy.
And the writer did use some styles.
| | 00:29 |
The headline is heading one, I'm looking
at my Style panel here, which you can open
| | 00:34 |
from the View > Toolbox > Styles or in the
ribbon, click this little button down here.
| | 00:40 |
On the Mac and on the PC, it's a little
button down here.
| | 00:42 |
This paragraph is called First Paragraph,
the style for this one is called
| | 00:47 |
Paragraph, as are the rest.
Looks like we might have some character
| | 00:51 |
styles here, see where is says Miwok.
That says location Nova Albian location.
| | 00:58 |
There is looks like a drop cap yep called
initial here, and so on.
| | 01:03 |
Now, let's look at the receiving document.
I'm going to jump over to InDesign.
| | 01:07 |
This is a new document I haven't worked
with before and this title, a Brief
| | 01:10 |
History of San Francisco.
And if I look at the Pages panel, it's
| | 01:14 |
kind of like, a brochure all about San
Francisco.
| | 01:17 |
The images are missing, you know, all the
links are missing, but don't worry about
| | 01:20 |
that because we're not concerned with the
images.
| | 01:21 |
We're just going to place the text.
So, here I'm going to go to where I'm
| | 01:25 |
going to start the text, right here.
And if I select this frame, and turn on
| | 01:29 |
View > Extras > Show Text Threads, you can
see that, I already have a bunch of frames
| | 01:35 |
into, which this text is going to flow
automatically.
| | 01:38 |
We're in a design, I'm going to click
inside this frame and make sure the best
| | 01:42 |
practice is that it's Basic Paragraph,
Character Style is None and there's no
| | 01:46 |
overrides, good.
We'll go to File > Place and navigate to
| | 01:52 |
our folder containing SF history.
Remember you want to Show Import Options,
| | 01:56 |
you want to see this dialog box otherwise
you won't be able to do the mapping.
| | 01:59 |
So Map styles you have to turn on Preserve
Styles and Formatting and then you go past
| | 02:06 |
this part about style name conflicts and
chose Customize Style Import.
| | 02:11 |
That's when you see Style Mapping.
That should say Mapping here.
| | 02:13 |
I don't know why it doesn't.
Click Style Mapping and what happens is
| | 02:16 |
that all of the Word file styles appear on
the left, and all of the ones that you
| | 02:21 |
have available appear on the right.
Now, by default it will just say New
| | 02:24 |
Paragraph Style.
But if you click, you'll see that it's a
| | 02:27 |
Drop down menu that lists all of your
Paragraph style.
| | 02:30 |
And if you're looking at the Character
style in Words, a, then over here, it
| | 02:35 |
shows you a list of all your Character
styles.
| | 02:37 |
So for example, remember paragraphs was
what they were using for basically all the
| | 02:42 |
body in the Word document.
So I want to map the Paragraph style to my
| | 02:46 |
Body style.
And what they call first paragraph, I'm
| | 02:49 |
going to map to body first.
There is no rule, by the way that says you
| | 02:53 |
have to map everyone single of these
styles.
| | 02:55 |
If you can just do a few that will save
you so much time in the end.
| | 02:59 |
Then you can go through and fix the one's
that weren't mapped manually.
| | 03:02 |
But let's go ahead and do a few more.
Heading 1, I believe I want to be Title.
| | 03:09 |
What I usually do with normal is if
they're not really using it for any other
| | 03:13 |
body text.
And I can always skip back here and take a
| | 03:16 |
look, this is something we can do on the
Mac, not really on Windows.
| | 03:19 |
You'd have to close the Word file whenever
you jump to InDesign before you place it.
| | 03:24 |
But over here, I can take a look and, just
double check the names of these styles.
| | 03:28 |
Okay, that's the first paragraph.
Sometimes the Word users will use normal
| | 03:32 |
for all the body stuff or it'll say normal
plus.
| | 03:35 |
In this case, they're not.
So now, I think that any time that they
| | 03:38 |
use normal, I'm just going to map to the
default style in InDesign.
| | 03:41 |
Basic Paragraph.
Word is a little strange in that, it will
| | 03:44 |
sometimes list styles that aren't really
used in the document like Balloon Text I
| | 03:48 |
know is not use in that document.
And so, I'll just leave those alone.
| | 03:52 |
I'm not going to even bother with them.
And I have another video, in this title,
| | 03:56 |
that talks about how to reduce the number
of styles here when, Word shows too many,
| | 04:00 |
which is, often the case.
But I do know that initial should be drop
| | 04:06 |
cap and location should be place name,"
and I think I've got them all.
| | 04:11 |
Then I'll click OK.
Now, here's another tip.
| | 04:14 |
Whenever you do Style Mapping, do yourself
a favor and save that as a preset.
| | 04:20 |
Usually, things that you save as a preset
are things that you're going to use over
| | 04:23 |
and over again.
Like if I was going to get a different
| | 04:25 |
Word document from the same writer and
place it into the same receiving document,
| | 04:30 |
then I wouldn't have to do the mapping
over again.
| | 04:32 |
But even if this is the one time (LAUGH)
that I'm doing the mapping, I've learned
| | 04:36 |
to always save it.
So I'll just call this new mapping.
| | 04:39 |
Because, if something goes wrong, and I
want to undo and replace this thing, then
| | 04:44 |
I can choose this and it's going to
remember all of these settings here, and I
| | 04:47 |
don't have to redo it.
So do yourself a favor, it doesn't cost
| | 04:50 |
anything, just click at Save Preset and
give it a name that you'll remember.
| | 04:53 |
Then you can just choose it from the
Preset Drop down menu.
| | 04:56 |
So we're done, I'm going to click OK.
Click inside this frame and boom, look at that.
| | 05:03 |
The headline style, which I mapped the
title is large enough to automatically
| | 05:08 |
jump to the next frame.
Here are our Character styles and I
| | 05:11 |
colored them that garish blue color, so
you can see it on purpose.
| | 05:14 |
Now, we're having some sort of issue with
overrides and that it's bold.
| | 05:18 |
So, there are ways to clean that up.
But at least we have the character style
| | 05:23 |
in place and we can go through the rest of
the document.
| | 05:25 |
Here is the Subhead.
That worked out well.
| | 05:29 |
And here is the body, yep, so there we go.
There will always be some glitches and
| | 05:34 |
things that you need to fix up afterwards,
but if you get a chance to do Style
| | 05:37 |
Mapping, then I would say go for it.
| | 05:39 |
| | Collapse this transcript |
| Creating a Word template with InDesign styles| 00:00 |
I'm so excited to do this video.
Because this is almost the pinnacle of the
| | 00:05 |
best possible Word and InDesign workflow.
And that is to create a template for your
| | 00:10 |
Word users that has all the same styles
that you have in InDesign.
| | 00:16 |
This only makes sense if you're going to
be importing multiple Word files into the
| | 00:21 |
same basic InDesign document.
Like, let's say a magazine or a
| | 00:25 |
newsletter, that has multiple issues, or
in this case a student catalog.
| | 00:29 |
Because it does take a little bit of
upfront work, but after that's done, your
| | 00:33 |
work flow will be so streamlined, you'll
be done by ten in the morning and
| | 00:36 |
wondering what to do for the rest of the
day.
| | 00:38 |
Seriously, it's incredible.
So, here's what you do.
| | 00:41 |
You open up an existing InDesign document
that has all of your styles already.
| | 00:45 |
So this is a student catelogue and I'm the
one who lays it out but I'm not the one
| | 00:49 |
who writes the descriptions of the classes
or anything like that.
| | 00:52 |
And we have paragraph and character styles
for just about everything.
| | 00:56 |
What you want to do is you want to export
this as style text.
| | 00:59 |
That we'll be working with in Word.
So just click anywhere inside the text.
| | 01:04 |
And it needs to contain all the styles.
So if I press Cmd or Ctrl+A, you'll see
| | 01:09 |
that I've selected a linked story that
contains all the styles we want to work with.
| | 01:13 |
If you just have your cursor blinking in
the caption and we export it, you're only
| | 01:17 |
going to capture the caption style.
If you don't have a story that contains
| | 01:21 |
all these styles that you want your Word
users to have access to, and they don't
| | 01:25 |
have to have access to every single style,
you know, just the main styles like body
| | 01:29 |
and headlines and so on.
Then you might want to create a text frame
| | 01:34 |
on the side of the page, pour in some
place holder text, and go ahead and apply
| | 01:38 |
other paragraphing character styles that
you want to share with your Word But here,
| | 01:44 |
we're lucky because we have a story that
contains basically what we want.
| | 01:47 |
So, with my cursor blinking inside the
story, I go to File, choose Export, and
| | 01:51 |
the format that I want, I save this out on
the desktop is RTF.
| | 01:55 |
There is no Export as word, you have to
Export as RTF.
| | 01:59 |
So you can call it whatever you want.
They'll just call this.
| | 02:02 |
Roux text and click save.
So I'm jumping over to Word and let's hide
| | 02:07 |
everything else so you can see that we're
just in Word.
| | 02:10 |
And I'm going to open up that RTF file on
the desktop.
| | 02:14 |
Now Word doesn't have all of the
formatting that InDesign does, like, for
| | 02:17 |
example, we're not seeing the text
overriding this line.
| | 02:20 |
But it does a passable job, and the most
important thing is that when it opens up,
| | 02:24 |
we see all those style names here.
But it's an RTF file.
| | 02:28 |
Now if we want to give this to one of our
Word users, they will freak out if you
| | 02:32 |
give them an RTF file, so we're going to
choose Save As, and we'll save it either
| | 02:37 |
as a Word documents, that they can use as
a starter or even better would be a Word template.
| | 02:43 |
When you give them a Word template, then
when they double click it, it creates a
| | 02:46 |
new untitled document that is based on
that original.
| | 02:50 |
So they'll never accidentally change what
you gave them.
| | 02:53 |
But for now, I'm just going to keep it a
Word doc to keep it simple.
| | 02:56 |
And click save and yeah I don't care, if
it's a DOCX.
| | 03:00 |
Now here is the cool part.
Watch this.
| | 03:01 |
If I select all and delete, all of our
styles remain.
| | 03:06 |
So you can just say like, let's start out
with, you can give them a starter thing
| | 03:09 |
and say this is department, and we'll call
that department.
| | 03:13 |
And then we'll call this, COURSE NAME, I'm
typing COURSE NAME.
| | 03:18 |
There you go.
So you could give them a starter file, if
| | 03:20 |
all of the styles are.
Easily worked with.
| | 03:23 |
Now, in this case, we have some problems,
as you can see.
| | 03:26 |
We have this issue of the white text is
not visible.
| | 03:29 |
We have a possible issue that we're using
fonts that they don't have installed.
| | 03:34 |
If I chose one of these other styles, the
type is too small, and my editor would
| | 03:39 |
prefer something not 9.5, but maybe
something more like 14 point.
| | 03:43 |
So what you can do for a little bit more
work, if you have time, is to modify all
| | 03:49 |
these styles.
So, for example, if I go back to course
| | 03:54 |
name, I can go here and choose modify
style and choose a font that I know that
| | 03:59 |
they'll have.
Like, Calibri, which, comes with every,
| | 04:03 |
installation of Word.
And maybe I'll make it larger, to 14 points.
| | 04:08 |
As long as you don't change the name of
the style, and it has to be exactly the
| | 04:11 |
same, including case, then it can look
however you want it to look, in Word.
| | 04:16 |
But it just has to have the same name.
Now, I have already created one.
| | 04:20 |
Martha Stewart Style, I have a finished
example.
| | 04:22 |
In our exercise file, so let me open that
up, I've modified all the styles to use
| | 04:28 |
built-in fonts with a large size in Word.
And I would delete all this text, except
| | 04:34 |
for maybe some sample paragraphs, and save
it out as a template in Word, and give
| | 04:38 |
that to them.
But I included all the text just to give
| | 04:41 |
you an example of, okay, the author has
actually applied the styles correctly, you
| | 04:45 |
can see it's called date, course name, and
so on, to all of the text.
| | 04:50 |
Now one thing I want to caution you about.
Take a look at this and it says, ns which
| | 04:53 |
stands for nested style, the designer
called a nested style.
| | 04:56 |
This is actually a nested style in
InDesign.
| | 04:58 |
Let's take a look.
Zoom in.
| | 05:01 |
So, it starts out with a character style
that makes it italic and the rest of it is
| | 05:05 |
supposed to be Roman.
And if I look in paragraph styles, and
| | 05:08 |
Edit this style, and go to Nested Styles,
you'll see that.
| | 05:12 |
Let me give you a clue.
Do not bother trying to replicate the
| | 05:15 |
nested style.
You'll just go crazy, and it doesn't work,
| | 05:19 |
so just come up with one format for that
paragraph.
| | 05:23 |
When it's brought into indesign, indesign
will automatically apply the Nested Style correctly.
| | 05:28 |
So in Word, I just gave prerequisite a
completely Roman face.
| | 05:34 |
So that's catalog text style final.
Now let's go to Indesign and I have an
| | 05:39 |
example of the next issue for the catalog
with empty text here.
| | 05:42 |
I'm going to click inside the first frame
and check my style so they're set to none
| | 05:47 |
and Basic Paragraph (INAUDIBLE).
Go to File, Place.
| | 05:50 |
And on the desktop, I'll take that Final
document, Show Import Options.
| | 05:55 |
Of course, you want to keep all the styles
formatting, and now there are a bunch of
| | 05:59 |
conflicts, which is exactly what we
want to see.
| | 06:01 |
We want to see everything has the same
name, all the styles in Word have the same
| | 06:05 |
name as they do in InDesign.
And, we'll just say OK.
| | 06:08 |
We don't need to do any mapping.
We've already done the mapping.
| | 06:10 |
Click.
Ba-dah, isnt' that beautiful?
| | 06:13 |
Look at that.
So these styles didn't look anything like
| | 06:16 |
this in Word, but they came in perfectly.
If you have Word users who know how to
| | 06:20 |
apply style, take a half an hour one day
and create a Word template for them with
| | 06:25 |
the styles that you use in InDesign, and
you'll all be so much happier.
| | 06:29 |
| | Collapse this transcript |
| Linking to Word files for automatic updating| 00:00 |
Did you know that when you place a Word
file that you can have InDesign
| | 00:03 |
automatically link to the original Word
file.
| | 00:06 |
So that when the Word user updated or
modified that Word file and saved the
| | 00:10 |
changes you could automatically suck in
the changes into InDesign?
| | 00:15 |
Yes, it's true.
It has a couple of big gotcha's though,
| | 00:17 |
which is why it's off by default.
But if you are one of the few people in
| | 00:22 |
the world, who can work around the gotchas
/g, or to whom they don't apply, then this
| | 00:28 |
is a slick workflow and let me show you
how it works.
| | 00:31 |
It is primarily for people who have
created a Word template for their authors.
| | 00:37 |
I talked about that in a previous video.
And that is a word file that has the same
| | 00:42 |
exact style names as the InDesign one into
which it is going to be flowed.
| | 00:46 |
Typical for a magazine, or a newspaper, or
a newsletter.
| | 00:50 |
Any kind of publication that has multiple
issues.
| | 00:52 |
Or like the student catalog that we're
going to do.
| | 00:55 |
Linking is not turned on by default.
When you place a Word file it is embedded
| | 00:59 |
in the InDesign file.
It's not linked.
| | 01:00 |
And let me show you why that is true.
But first let's demo linking when the file
| | 01:06 |
is not really a candidate for this kind of
work flow.
| | 01:08 |
You need to turn on linking.
And you turn on linking in the Preferences
| | 01:12 |
Dialogue box.
Go to the InDesign menu, and choose
| | 01:16 |
Preferences, File Handling, on a Mac, on
Windows, InDesign preferences is under the
| | 01:21 |
Edit menu.
And in this bottom section right here
| | 01:23 |
you'll see there's one Check box that's
not enabled, turn that on.
| | 01:27 |
Create links when placing text and
Spreadsheet Files.
| | 01:29 |
After you place this file, and we'll take
a look at the Links panel, to show you the
| | 01:33 |
link, you need to remember to go back to
preferences and turn this off, otherwise
| | 01:37 |
every other single one of your Word files,
from them on, in this document, will be
| | 01:40 |
linked, and that might cause problems down
the road.
| | 01:43 |
But we'll turn it on, on a case by case
basis, and now we're going to go ahead and
| | 01:46 |
place a Word file.
The one I'm going to place, by the way, is
| | 01:49 |
right here in Word It doesn't have the
same style names as the InDesign file
| | 01:54 |
does, it just has like Normal and Heading
and so on.
| | 01:56 |
So I'll go ahead and place that one, and
that is on the desktop, and that is called
| | 02:01 |
Normal style.
We're going to show the import options,
| | 02:04 |
we're going to use just Custom setting,
Preserve styles and formatting, import the
| | 02:09 |
style automatically and place it.
So you've placed this Word file.
| | 02:13 |
You can see there's little link icons,
this is the link badge that they added in CS6.
| | 02:17 |
To the frames so you can also see it in
the links panel that we have a link to the
| | 02:23 |
DOC X file on the desktop.
But this is not using the correct styles,
| | 02:27 |
right so I need to go in here and I need
to apply the correct styles so this one I
| | 02:31 |
might choose Animation and this one might
be Heading 1 and this one is body.
| | 02:39 |
And so on, so I imagine that I have gone
through the entire place document and
| | 02:42 |
applied my write styles.
And now the Word user says, hey I have a change.
| | 02:47 |
Let's change creating to designing and
save our change, which prompts InDesign to
| | 02:55 |
say, hey this is out of date.
You can see, it's out of date in the links
| | 02:58 |
panel too.
So, we'll update the file, and we get a
| | 03:02 |
warning, because we have edited something
inside the linked story, and this is
| | 03:06 |
telling us we are going to lose those
edits.
| | 03:08 |
So this is the main problem, is that, if
you need to edit anything the linked Word
| | 03:13 |
story, should you ever need to update it,
you're going to lose your edits.
| | 03:17 |
Let's just see what happens, update
anyway.
| | 03:20 |
Alone, we've lost all of our edits.
So that's not what we want to do.
| | 03:23 |
Instead, let's try this other document,
and here we are, it's the same document,
| | 03:28 |
just saved a copy.
I'm going to turn on linking, saved on a
| | 03:31 |
document by document basis.
This time we're going to place a different
| | 03:35 |
document, and one that I was using in a
previous video in the title.
| | 03:40 |
That uses the same exact style names.
Department animation.
| | 03:44 |
Course name.
Date.
| | 03:46 |
Body.
As the InDesign file.
| | 03:48 |
As I explained in that video, they don't
have to look exactly the same.
| | 03:51 |
You see this is all using a different
font.
| | 03:53 |
But they have to be named exactly the
same.
| | 03:55 |
So this is a custom Word template using
the InDesign style.
| | 03:58 |
Let's go ahead and place that guy.
File place, or Command and Control+D.
| | 04:02 |
This one was root text, final.
Show import options.
| | 04:07 |
Why is that the preset, I don't know, but
we want to make sure preserve styles and
| | 04:11 |
formatting, and import styles
automatically, is enabled.
| | 04:14 |
Click OK, and place it.
And because we did that work up front,
| | 04:18 |
this text comes in style perfectly.
As long as I don't to touch or edit the
| | 04:22 |
contents, I can edit things with the
selection tool.
| | 04:25 |
I can change column width, I can move
columns around.
| | 04:27 |
But as long as I don't need to edit the
content of the story, this is a really
| | 04:30 |
cool workflow.
Let's go back to Word and change Creating
| | 04:34 |
to let's say Designing and save our
change.
| | 04:38 |
Go back to InDesign, it says it's out of
date, let's update it, boom, there you go.
| | 04:43 |
So this workflow should work beautifully.
If you're able to resist the temptation to
| | 04:49 |
edit the linked Word files, you get no
warning that you are editing something
| | 04:53 |
that's linked and you may lose those links
should you update it.
| | 04:56 |
That is difficult.
Now that's not true, should you use
| | 05:00 |
something like WordsFlow, which is another
plugin I'll demo later, or if you're using
| | 05:04 |
InCopy, that's another way to work with
linked text files.
| | 05:07 |
But if you can keep your mitts off the
contents, then this should work.
| | 05:11 |
Now by the way, should ever really need to
edit the contents, then you can easily do
| | 05:15 |
so, and have your changes saved
permanently, but unlinking this story.
| | 05:19 |
So after you have placed a Word file, if
the Word users says, Okay, I'm done with
| | 05:24 |
final changes, I'm not going to be sending
you any updates anymore, or, if they agree
| | 05:28 |
that from then on any updates they'll have
to tell you by hand, written down on a
| | 05:32 |
piece of paper what needs to be changed.
Then, you can go ahead and unlink the
| | 05:36 |
file, so just select the file and the
Links panel, go to the Links Panel menu,
| | 05:39 |
and then choose Unlink.
And now it's embedded in here, and you
| | 05:42 |
don't have to worry about accidentally
losing all your edits should you update
| | 05:47 |
the file.
| | 05:47 |
| | Collapse this transcript |
|
|
3. Importing Other Word Elements into InDesignImporting Word tables of contents (TOCs)| 00:00 |
Getting just regular text that's styled
and formatted from Word into InDesign is
| | 00:04 |
one thing, but getting some other elements
like TOC's and footnotes an so on, that
| | 00:09 |
Word can generate into InDesign is another
matter entirely.
| | 00:13 |
The best workflow is to not generate those
in Word, if you can possibly avoid it.
| | 00:19 |
Bring in just the text if you can, and
generate the TOC in index at least in InDesign.
| | 00:24 |
A footnotes and end-notes obviously are
better done in Word, because somebody is
| | 00:28 |
writing it and knows where the footnotes
and end-notes should go.
| | 00:31 |
Those also have problems though in,
InDesign and I"ll be covering all of these
| | 00:35 |
in this chapter.
But first, let's talk about table of contents.
| | 00:39 |
We're looking at a fairly long Word
document that is from an old book called
| | 00:44 |
BT Barnums humbug.
That looks pretty good, I'd like to read this.
| | 00:47 |
And it includes one of Word's, which is to
generate an automatic table of contents.
| | 00:53 |
And it's done.
This is not a video on how to create TOCs,
| | 00:55 |
but I just want to show you where it's
coming from.
| | 00:56 |
And by the way, I'm using Word 2011 on a
Mac to show you this, but this feature is
| | 01:01 |
obviously available in Windows too.
Might be in a slightly different location,
| | 01:04 |
depending on your version.
But here in your Document Elements ribbon,
| | 01:07 |
you can see the different styles for table
of contents.
| | 01:10 |
And the options for what's included and
how many levels, and so on.
| | 01:14 |
So, if I changed something here.
If I changed publisher's notes to author's
| | 01:19 |
notes, and then saved my change and came
back up here, I could chose update and it
| | 01:24 |
will update to authors note.
That's a live table of contents.
| | 01:31 |
Now, we're going to place this document
into InDesign.
| | 01:34 |
And I have a great little place holder
document that we can use.
| | 01:37 |
It has some paragraph and character
styles, should you want to play with those.
| | 01:40 |
We're not going to in this video.
I'm going to File > Place and locate that
| | 01:46 |
document, Barnum's humbug.
Remember to turn on Show Import Options.
| | 01:50 |
Click Open, and the part that we're
talking about is up here in the include section.
| | 01:55 |
It's interesting the arrangement that
Adobe put these in.
| | 01:58 |
You'll see that table of contents has the
word text appended to it.
| | 02:02 |
So, does index.
But footnotes and end-notes don't.
| | 02:04 |
And I've puzzled over this, why?
Because they all are text.
| | 02:08 |
It's not like these two are treated
different than these two.
| | 02:12 |
If you want to get technical about it,
it's really only index text and footnotes
| | 02:16 |
that come in live.
Table of contents text and end notes text
| | 02:21 |
get turned into static text when they're
placed in InDesign.
| | 02:24 |
I think they should be arranged
differently.
| | 02:25 |
But.
No matter, we're going to look at table of
| | 02:28 |
contents text, and of course you want to
turn it on so that it gets included.
| | 02:33 |
I'm going to preserve styles and
formatting from text and tables turned on,
| | 02:36 |
so that we can quickly generate a live TOC
when I import it, but it's not really necessary.
| | 02:41 |
This text comes in as static unlinked text
as I mentioned before.
| | 02:45 |
So, even if you remove styles, it's still
going to come in.
| | 02:49 |
And you can use it as a reference for what
should be in the TOC.
| | 02:53 |
Click OK.
Hold down the Shift key to place the whole thing.
| | 02:56 |
And you can see that the TOC is part of
the main text flow, but it's just regular
| | 03:01 |
all live text.
A proper TOC in InDesign should never be
| | 03:05 |
part of the main text flow.
It has to be in its own text frame.
| | 03:08 |
But what we can do is use this as a
reference to create our live TOC.
| | 03:12 |
If I look at the paragraph styles panel
though, it's not going to give me a lot of
| | 03:16 |
help because it's just telling me the name
of the style that's used to format the TOC entry.
| | 03:20 |
It's not telling me the name of the style
that it is pulling to create the TOC,
| | 03:24 |
which is what we need to know.
So, hop back to your Word document, open
| | 03:28 |
it up if you had it close it.
And scroll down and look at the names of
| | 03:32 |
the styles, or look in the TOC options to
figure out what is the style name.
| | 03:37 |
Let me come over here and click this guy,
heading 1.
| | 03:41 |
What is the style name that's being used?
And I could have found that here as well.
| | 03:44 |
If I click on author's note, it's heading
1.
| | 03:47 |
So, you would delete this.
In fact, I'm just going to shove this down
| | 03:52 |
a bit, and then we're going to generate
our own TOC from the Layout menu.
| | 03:56 |
Go to Table of Contents, you want to find
Heading 1, bring that over.
| | 04:01 |
I'm not going to go through all the
different options here, but just to give
| | 04:04 |
you an idea of how it works.
And you'd place the TOC in your own text
| | 04:08 |
frame, and you'd apply the proper
formatting to it and so on.
| | 04:11 |
So, now you have a live TOC.
I have looked but I have not found any way
| | 04:15 |
to convert a placed word TOC into a live
InDesign TOC.
| | 04:20 |
In the meantime, you're going to have to
recreate the TOCs after you bring them in
| | 04:24 |
to InDesign.
| | 04:25 |
| | Collapse this transcript |
| Converting a Word index into an InDesign one| 00:00 |
The good news is that InDesign can import
word indexes as live text.
| | 00:05 |
So, the page number references would get
updated after it refloat into the InDesign document.
| | 00:11 |
The bad news is that, if you create an
index that is beyond anything as simple as
| | 00:15 |
individual words and phrases with page
references as we have here in word
| | 00:20 |
automatically generated index, then
InDesign starts to fall apart.
| | 00:24 |
It will not support indexes for page
ranges for example.
| | 00:28 |
It doesn't support ones that have
subtopics like down here.
| | 00:32 |
If you start using cross-references in
your InDesign index, here we're using Word
| | 00:38 |
2011 for the Mac, but essentially, indexes
work the same in most recent versions of Word.
| | 00:43 |
So, if I go down to Index and Tables, you
can see that you can mark entries and
| | 00:47 |
choose your formats, and do all sorts of
modifications.
| | 00:51 |
I'm not going to go ahead and do this, but
let's just go ahead and Mark Entry, so,
| | 00:54 |
you can see all the different options.
The ones that work is Current Page with a
| | 00:58 |
name, which we mostly have here.
So, this is a live index.
| | 01:02 |
If I added another word to be indexed
you/g, and then we updated the index here,
| | 01:06 |
you would see it added here.
That's what we want to happen in InDesign,
| | 01:09 |
and it is possible to do.
I'm going to close this document and jump
| | 01:12 |
over to InDesign, and let's go ahead and
place that word file.
| | 01:16 |
And it's important that when you place a
word file and you want to bring over a
| | 01:20 |
live index, right here, that you turn on
show import options and make sure that
| | 01:26 |
you're preserving styles and formatting
from text and tables.
| | 01:29 |
Yes, of course, you have to have index
text, this check box here turned on.
| | 01:33 |
But if you choose to remove the styles and
formatting, you're just going to get dead text.
| | 01:37 |
You're going to have to redo the index in
InDesign.
| | 01:40 |
So, you have to turn on preserve styles
and formatting.
| | 01:42 |
You can do something clever with the same
name styles or with style mapping.
| | 01:46 |
And if you're going to cut and paste, by
the way, from Word into InDesign.
| | 01:50 |
Boo, but if you need to, remember that
video where I talked about turning on the
| | 01:54 |
preference for maintaining and formatting
and indexes when cutting and pasting.
| | 01:58 |
You know, in the Clipboard Preferences.
So, turn that on.
| | 02:00 |
Anyway, so, we have all of our index
loaded in our cursor along with the rest
| | 02:05 |
of the document.
I'm going to Shift+click to autoflow this
| | 02:08 |
Word file and generate additional pages as
necessary.
| | 02:12 |
We'll jump down to the end to the index.
There it is.
| | 02:16 |
I don't know why Word puts a page break
between the header for index and the
| | 02:19 |
actual index.
But you can see that it's part of the same
| | 02:22 |
flow of the entire file.
If I select all, all the text has been
| | 02:27 |
selected including the index text, which
is usually not a good thing, but we're
| | 02:31 |
going to fix that in a second.
You want the index to be in its own stand
| | 02:34 |
alone frame.
This is a live index, and if you want to
| | 02:37 |
see for yourself, open up the index panel,
which is available under the window menu
| | 02:41 |
under Type &Tables > Index.
And see all of the entries have come in.
| | 02:45 |
So, there is Barnum, and I twirl it open
and then we get this bizarreness.
| | 02:49 |
And I don't know if that's just because
that's how CC is working at this point,
| | 02:52 |
but to fix it, you can just double-click
these entries and then close them again,
| | 02:55 |
and then it populates it with the page
numbers.
| | 02:59 |
It's not really that big of a deal.
But lets say once you update this index, I
| | 03:02 |
want to go ahead and add another entry.
So, I'll select Davenports and add an
| | 03:07 |
index entry for Davenports, okay, and
close this.
| | 03:12 |
And you can see that Davenports has been
added on page 29, but it's not here.
| | 03:16 |
And that's because we need to update the
index.
| | 03:19 |
But we cannot update the index until we
have placed an InDesign index, a little
| | 03:24 |
tricky there.
So, this guy would update the index, but
| | 03:27 |
there's no preview for the index.
So, we have to actually first generate the index.
| | 03:32 |
Let's go ahead.
I'll zoom out a bit, so, we can see what's happening.
| | 03:34 |
I'll choose Generate Index.
I'm just going to accept all of these defaults.
| | 03:37 |
You can see these are all the really geeky
index things that you can do in InDesign.
| | 03:42 |
Click OK, and now we place this in a new
story.
| | 03:44 |
And this is what can get updated.
Now we can delete this, and we'll look at
| | 03:49 |
this index.
And this we would move over onto the page.
| | 03:51 |
And there's Davenports, and there are all
of our settings.
| | 03:55 |
If you want to do something more
complicated, if you have a complicated
| | 03:58 |
index coming in from Word.
Or you're having an issue with bringing
| | 04:02 |
over the index entries.
Let me show you a couple resources that
| | 04:06 |
you might want to look into.
First, check out the editorium.
| | 04:09 |
And I'm going to be talking about my
favorite Word/ InDesign resources in the
| | 04:13 |
very last video.
So, I'll go on at length about how
| | 04:16 |
wonderful Jack Lyon is the guy who runs
the editorium.
| | 04:19 |
Jack Lyon has a whole bunch of extra
goodies that you can add to Word to make
| | 04:23 |
it more InDesign friendly, and to fix
things having to do with indexes.
| | 04:28 |
A lot of these require that you have a
copy of Word that can run a macro.
| | 04:32 |
But go ahead and visit this site and
contact Jack if you have any questions.
| | 04:36 |
Another great resource on the other side
for InDesign users is Peter Karls, who's a
| | 04:41 |
wonderful scripter, has written a whole
bunch of free scripts for InDesign users.
| | 04:46 |
And he has a whole bunch of them just
having to with indexes and concordances,
| | 04:50 |
which are similar to indexes.
And you might find this useful, if you're
| | 04:54 |
trying to create an index yourself in
InDesign.
| | 04:57 |
In general, I recommend that neither
authors nor designers create indexes, that
| | 05:00 |
instead you a hire a professional indexer
to do this do this the old fashion way.
| | 05:04 |
But if you need to retain all those index
entries from Word, the good news is that
| | 05:08 |
it is quite possible to do so.
| | 05:11 |
| | Collapse this transcript |
| Working with footnotes| 00:00 |
A lot of Word documents have footnotes,
and luckily footnotes are pretty easy to
| | 00:04 |
bring into InDesign and any version I
think post CS4.
| | 00:08 |
We're looking at a Word document in Word
2011 on the Mac, and it may work the same
| | 00:13 |
regardless of platform or version.
This document has a few footnotes right up here.
| | 00:18 |
And you insert a footnote in Word, in case
you're wondering if you're not a Word
| | 00:22 |
user, in the ribbon.
Look for wherever (UNKNOWN) elements are,
| | 00:25 |
and you can insert footnote right here by
clicking this little guy.
| | 00:28 |
I'm going to undo, or you can go to Insert
Footnote and enter the footnote there.
| | 00:34 |
There are also a lot of extra features
that you can use with footnotes in Word.
| | 00:38 |
Unfortunately, all the bells and whistles
are mostly stripped out when you bring it
| | 00:43 |
into InDesign.
Like for example, if you change the format
| | 00:46 |
for the numbering to something else,
that's ignored.
| | 00:48 |
And it's always reset back to 1, 2, 3 in
InDesign.
| | 00:51 |
Same thing for starting at and custom
marks.
| | 00:54 |
So, don't even bother trying to maintain
that.
| | 00:56 |
So, that's our Word document, let's bring
that into InDesign.
| | 01:00 |
I have a generic document ready to accept
this file.
| | 01:03 |
More good news is that when we place it,
and I'l go to File > Place to import this
| | 01:08 |
file, and that is the file that we want.
Remember, always turn on Show Import Options.
| | 01:13 |
That you can remove the styles and
formatting, or you can preserve the styles
| | 01:17 |
and formatting.
Either way, the footnotes will be placed
| | 01:21 |
intact as long as you have checked off
Footnotes up here in the Include section.
| | 01:25 |
That is unlike indexes.
With indexes, if you watch that video, the
| | 01:30 |
only way to get the index terms as a live
index into InDesign is to preserve the
| | 01:35 |
styles and formatting.
Not true with the footnotes.
| | 01:38 |
But we're going now go ahead and leave the
styles and formatting intact, and we'll go
| | 01:42 |
ahead and place this.
Hold down the Shift key to autoflow the
| | 01:46 |
text into multiple pages, and there you
can see those lovely footnotes.
| | 01:51 |
I'll zoom in with Cmd or Ctrl plus.
There they are.
| | 01:53 |
And if I added another footnote to this
page, I'll click right after 18th century
| | 01:58 |
and go to Type > Insert Footnotes, And it
adds number 3 and it increments all the
| | 02:04 |
other ones.
I think it was the 18th century.
| | 02:07 |
Now, the only issues that we have here
have to do with formatting.
| | 02:11 |
First of all, the type looks really dumb.
And that's because there was a style foot,
| | 02:15 |
footnote text in word.
And we did say to include the style, and
| | 02:20 |
the style did come through in Paragraph
Styles, Footnote Text, it wasn't applied.
| | 02:25 |
And that's because for some reason,
InDesign just turns up its nose at
| | 02:29 |
whatever you try to do in Word, and it
wants you to redo that in Document
| | 02:33 |
Footnote Options.
So, go to Type > Document Footnote Options.
| | 02:37 |
And here under Formatting, under Paragraph
Style, if you want to use that Word style,
| | 02:41 |
this is where you would choose it.
Or if you already have a different
| | 02:44 |
paragraph style that you've created for
footnotes for your InDesign document,
| | 02:48 |
choose it here.
Same thing with the Separator, which is a
| | 02:50 |
tab by default.
Let's just leave that as it.
| | 02:53 |
Click OK.
And now this is a little better.
| | 02:55 |
Footnote text should really be smaller
than the body text in my opinion.
| | 02:59 |
There's this other oddity too, that it
always adds an additional space mark.
| | 03:04 |
You see that, after the tab.
So, you're going to want to clean this up
| | 03:08 |
by removing all the spaces after a tab,
and you can do that with fine change.
| | 03:13 |
I'll open up fine change, make sure you're
in text.
| | 03:16 |
You want to search for a tab followed by a
space.
| | 03:20 |
I just tapped a space, so, there is a
space there.
| | 03:22 |
Here we go, and change it to just a tab.
I just type ^t, that's the character right
| | 03:28 |
above the 6.
Search in the story, and you want to make
| | 03:31 |
sure that Include Footnotes is selected.
And let's find the first one.
| | 03:36 |
And it found that one, let's change it.
And it cleaned it up, and then you can
| | 03:39 |
just say Change All.
And there is just one more hanging in there.
| | 03:41 |
That's kind of, a little bit strange.
And you're probably going to want to
| | 03:44 |
change more of this footnote text
paragraph style, because it, by default,
| | 03:48 |
doesn't hang.
Some people like footnotes to be hanging.
| | 03:51 |
But the good news is that the footnotes
come in intact, and live, and that's a
| | 03:55 |
good thing.
| | 03:56 |
| | Collapse this transcript |
| Converting static endnotes into dynamic endnotes| 00:00 |
A lot of Word users and readers prefer to
see Endnotes rather than Footnotes.
| | 00:05 |
So as somebody wants us to call out a
reference with more information or the
| | 00:10 |
source of what they're quoting.
They'll insert a number and then that
| | 00:13 |
doesn't appear until the end of the
section or the chapter or the book as a
| | 00:18 |
series of numbered end notes.
And then Microsoft Word it is easy to
| | 00:22 |
insert an Endnote as it is a Footnote and
their dynamics.
| | 00:25 |
So if I clicked somewhere, like let's say
right here, and I wanted to insert another
| | 00:29 |
Endnote, I could do so from Document
Elements > Endnotes.
| | 00:34 |
Or I could go to the Insert menu and
choose Footnote, which is where Endnotes
| | 00:38 |
are also hiding.
And choose one more Endnote and then type
| | 00:42 |
something like Residential or not.
And they're all automatically numbered.
| | 00:47 |
Let me zoom in a bit so you can see better
here.
| | 00:50 |
Just like a Footnote is and then they're
all automatically renumbered up here so
| | 00:53 |
they're what we call dynamic Endnotes.
The problem is that there is no way for
| | 00:58 |
InDesign to understand this.
It doesn't understand dynamic Endnotes at all.
| | 01:02 |
It does understand dynamic Footnotes not
Endnotes.
| | 01:05 |
If you wanted to, you could open up the
Word file and if it's okay with the
| | 01:12 |
editor, or the writer, you could go to the
Insert menu choose Footnote.
| | 01:16 |
And choose to Convert all the endnotes to
footnotes and bring that in.
| | 01:20 |
But once you do that there's no way to
convert the, Footnotes to Endnotes in
| | 01:24 |
InDesign easily.
There are a couple scripts that might help
| | 01:27 |
you, but That would be kind of crazy to
do.
| | 01:29 |
I am going to show you one script in this
video that will help you convert the
| | 01:34 |
static Endnote to dynamic Endnotes in
InDesign after the fact.
| | 01:39 |
And if you've never used the script
before, it is as complicated as double
| | 01:42 |
clicking, (LAUGH) so don't worry about it.
Anyway, we have our document here with the
| | 01:46 |
Endnotes and I'm going to save my changes.
And jump over to InDesign where I have a
| | 01:51 |
waiting beautiful 1-page document, and I
will import this file.
| | 01:56 |
While Place in my in note, make sure that
you turn on Show Import Options because if
| | 02:01 |
you want to use the script solution I'm
going to show you, it relies on Paragraph
| | 02:06 |
and Character style already been applied
to the Endnotes and the Endnote references.
| | 02:11 |
Which if you choose to preserve styles and
formatting when you import, it will bring
| | 02:15 |
along Word's Paragraph and Character style
formatting, which is good enough in our case.
| | 02:20 |
If you remove styles and formatting, if
you need to do it that way, you're going
| | 02:23 |
to have to hand apply a paragraph style to
all the Endnotes and a Character style to
| | 02:27 |
all the Endnote references before you run
the script.
| | 02:30 |
So we're going to choose to Preserve
Styles in this case, and of course,
| | 02:33 |
remember to keep end notes checked on.
Click OK.
| | 02:36 |
I'm missing a font, I'm not going to worry
about it.
| | 02:38 |
Hold on the Shift key to auto flow the
entire story, and adding pages as necessary.
| | 02:43 |
And we'll go to the bottom and here are
our Endnotes.
| | 02:46 |
Lets zoom in a bit.
Again this is just static text.
| | 02:49 |
So like here is a reference, and since
there's absolutely no way to insert
| | 02:54 |
another Endnote, if I wanted to I could do
one manually but then I'd have to renumber
| | 02:59 |
all these.
And if I was adding an Endnote in the
| | 03:02 |
middle of the document I'd have to
renumber all the references afterwards.
| | 03:05 |
What a pain.
If you don't want to use the script this
| | 03:07 |
is as far as you'll be able to go.
You could tell the writers we cannot
| | 03:10 |
change anything about the Endnotes and
then just leave them as is and then you
| | 03:14 |
format the Endnotes and the references as
you'd like.
| | 03:17 |
These came in with Paragraph styles
remember so the Paragraph style for the
| | 03:21 |
Endnote is Endnote text and the Character
style for the reference let me select that
| | 03:26 |
little guy up there is Endnote reference.
Just like with Footnotes it comes in with
| | 03:30 |
a tab and a space so you might want to run
find change to clear those out.
| | 03:34 |
And I don't know why it add to empty
return in between each of these but its
| | 03:38 |
not going to ruin anything.
So I'm just going to leave them turned on
| | 03:41 |
for now.
You can go ahead and delete this Endnotes
| | 03:43 |
style if you want.
So what about that script?
| | 03:47 |
The script is here in my friend Peter
Kahrel's web site.
| | 03:50 |
I've referred to him a few times in this
title.
| | 03:52 |
And will a few times more.
He's just a wonderful man who provides
| | 03:55 |
free scripts, and takes donations by
PayPal if you want to use them.
| | 03:58 |
So go to kahrel.plus.com and click on Free
Scripts.
| | 04:02 |
And in this section on free InDesign
scripts, I talked about a couple of them
| | 04:06 |
already, but scroll down until you see the
section on notes.
| | 04:10 |
Here's various Foot and Endnote that you
might want to explore on your own but the
| | 04:15 |
one that we are going to use is called
static endnotes to dynamic endnotes.
| | 04:19 |
And if you go to that page, it said it
works in CS4 and layer and I just tested
| | 04:24 |
it in CC and it seems to do the trick so
that's good news.
| | 04:27 |
It got a lot of instructions for how to
use it step by step and how to add
| | 04:31 |
additional Endnotes and keep them linked.
I'm not going to go through all the details.
| | 04:35 |
I'm going to refer you to this website and
his instruction and at the bottom of the page.
| | 04:40 |
If you have questions about running the
script, get in touch with Peter.
| | 04:44 |
But let's see how that works.
I've already installed a script and if
| | 04:47 |
you've installed a script just open
scripts from your Utilities menu under Window.
| | 04:52 |
Right click on where it says User and it
will say Reveal and Finder or Reveal or in
| | 04:56 |
Explorer, and then put the .jsx file that
he provides as the download link inside
| | 05:02 |
that folder.
You don't need to restart InDesign or anything.
| | 05:05 |
Just come back to InDesign and you'll see
it appear.
| | 05:07 |
Double-click the script, remember I said
it's as easy as double-clicking, it's
| | 05:10 |
called end_to_end.jsx, and you get a
dialog box.
| | 05:14 |
You wants to know, what is the character
style that, the script should look for or
| | 05:18 |
the Endnote reference.
And because we brought it in with styles,
| | 05:22 |
we're going to use the Word one.
Paragraph style > Endnote text and then he
| | 05:27 |
says OK.
And there it goes, and it's run.
| | 05:29 |
Now, these are all live.
Now, I noticed there's one glitch.
| | 05:32 |
I don't know if it's because this is CC or
not, but all the numbers here are the same.
| | 05:37 |
However, if you select, in paragraph
style, you see that there's plus symbol,
| | 05:41 |
and the override is for some reason
continue from previous number has been set
| | 05:45 |
to off.
So I need to clear out the overrides so
| | 05:48 |
that it always continues from the previous
number and to remove overrides from a
| | 05:52 |
Paragraph style you Option+click on the
name of the style or Alt+click on Windows.
| | 05:57 |
So I'll Option+click here, click on this
one, Option+click you see all the numbers
| | 06:01 |
are now incrementing correctly.
So that just might be a CC thing I'm not sure.
| | 06:05 |
Something to email Peter about.
Now, that we've updated these numbers, we
| | 06:09 |
need to update their references as well.
Like, do you see here how it still says 1
| | 06:13 |
and it's probably the last reference,
residential or not, is the fourth one.
| | 06:17 |
As Peter explains in his step by step,
what we've done is we've actually created
| | 06:21 |
cross references.
So, if you open up the Cross References
| | 06:24 |
panel down here under Type & Tables cross
references, you'll see that we now have a
| | 06:29 |
tone of cross references.
And they are saying that they've been
| | 06:32 |
updated, so if I just Shift+click all
these and update then all the numbers get
| | 06:36 |
updated, there it is and it is for.
If you want to add another Endnote and
| | 06:40 |
have all the other ones increment, you
need to do so by using the cross
| | 06:44 |
references feature.
And Peter explains in very clear detail
| | 06:48 |
how to insert a new Endnote and then get
all the numbers to increment correctly.
| | 06:52 |
I don't know why InDesign has never added
an Endnote feature.
| | 06:55 |
It is a great feature request.
But until they do, Peter Crowley script
| | 07:01 |
does the trick.
| | 07:01 |
| | Collapse this transcript |
| Managing inline images and photos| 00:00 |
InDesign is usually pretty smart about
importing all of the kind of crazy
| | 00:05 |
graphics that a Word user might
automatically flow in.
| | 00:08 |
And there are always ongoing debates among
designers themselves.
| | 00:12 |
Would you rather, if a Word document has a
lot of pictures.
| | 00:15 |
Would you rather the Word user insert them
where they should be.
| | 00:18 |
Or give you all of the images on the side
and then you place them where you want
| | 00:23 |
them to go?
And actually you can have your cake and
| | 00:26 |
eat it too.
Let me show you how.
| | 00:28 |
We're looking at a Word document with a
bunch of different images in it.
| | 00:30 |
I've scrolled down to page 2 just to show
you the easiest kind of image to deal with.
| | 00:35 |
And this is just an external JPEG or PDF
or EPS graphic that the Word user has
| | 00:42 |
brought in by going to the Insert command.
Wherever the Insert command may be in
| | 00:46 |
their version of Word here in Word 2011 on
the Macintosh, it's right here.
| | 00:51 |
And we went to actually, Insert File,
which will insert any file inside here.
| | 00:57 |
Or you could go to Photo and choose
Picture From File.
| | 01:01 |
Then it comes in and you can scale it.
However you'd like and center it and so on.
| | 01:06 |
But there are other kinds of images which
I have put here hiding on page1 for
| | 01:11 |
example you like clip Art, we got you
covered.
| | 01:14 |
There are all sorts of Clip Art that the
word user might embed from this Insert menu.
| | 01:19 |
They can go to Clip art and look through
the Clip Art gallery that comes with Word.
| | 01:24 |
Some are pictures, some are drawings,
apparently there's a few things that have
| | 01:28 |
nothing in them.
Most of the file formats are PNGs or EPSs.
| | 01:34 |
Then there's also Charts.
If you have Excel installed, because it
| | 01:39 |
requires Excel.
You can go the Charts section of Microsoft
| | 01:42 |
Word and place a chart someplace in the
document.
| | 01:45 |
There's also something called WordArt.
So let's go back to Home and select some
| | 01:51 |
text like you like Clip Art.
Let's go back to Home, click here and
| | 01:55 |
let's insert some WordArt.
Isn't that lovely?
| | 01:59 |
Your text here.
So I select that and we'll put it up over here.
| | 02:02 |
And if I double click it, then I get all
these wonderful formatting commands like
| | 02:07 |
change the shape.
That looks kind of cool.
| | 02:10 |
And let's change the color of the lines.
That's all we need to do right now.
| | 02:14 |
So that's called WordArt, and all sorts of
interesting effects that you can get from
| | 02:18 |
your users.
And then these kind of things which I find
| | 02:21 |
fun, Insert A Shape.
Like if we want to insert a little call
| | 02:24 |
out balloon.
We just drag it out like that.
| | 02:28 |
And then, it's a little text frame that
you can type in.
| | 02:31 |
Say what?
Here is our work of art with a few extra
| | 02:34 |
added elements.
Let's save this and place it into InDesign.
| | 02:38 |
I've jumped over to InDesign with a test
document to flow this into.
| | 02:42 |
When you place it, it was this one, you
have to make sure and turn on Preserve
| | 02:47 |
Styles And Formatting.
because that's the only time that you'll
| | 02:49 |
be able to import the inline graphics.
If you choose Remove Styles and
| | 02:53 |
Formatting, and then place it, you don't
get anything except for the embedded text frames.
| | 02:59 |
Though there's no art really at all.
And why is this type so large?
| | 03:04 |
Class, do you know why?
Yes teacher, we do here.
| | 03:07 |
It's because I forget to check Paragraph
Styles, and look, It's got an override of
| | 03:12 |
bold, 20 point.
So let me Option or Alt click.
| | 03:15 |
This time let's place that same file with
Preserve Styles and Formatting, making
| | 03:19 |
sure that import inline graphics is
enabled.
| | 03:22 |
I'll Shift click to flow the whole file
in.
| | 03:25 |
Some things got in intact.
And you can see that all of the elements
| | 03:29 |
came in as inline graphics so you can
select these guys.
| | 03:33 |
And cut 'em and then paste 'em, if you
want them to be regular graphics.
| | 03:37 |
This piece of Clip Art came out fine.
The balloon art didn't come out fine at
| | 03:42 |
all, and WordArt is completely gone.
Your text here, that didn't make it
| | 03:47 |
through at all.
However on the other page, our little
| | 03:50 |
olive picture came through fine.
Now are these good links?
| | 03:54 |
Well actually yes they are, look under the
Links panel.
| | 03:56 |
All of these came through, they're all
embedded.
| | 03:58 |
So if you want to have them loose, if you
want to have your cake and eat it too.
| | 04:01 |
Shift click all of them and then go to the
Links panel menu and choose Unembed Link.
| | 04:08 |
It'll ask you, do you know where these
original images are and you just say no.
| | 04:12 |
And it says where do you want me to export
these to.
| | 04:15 |
I'll put them on the desktop.
And now they're regular images that you
| | 04:18 |
could open up in any program that would
edit any of these formats.
| | 04:21 |
And even this JPEG.
Let me select it.
| | 04:24 |
Notice that it remembers that it was
originally 300 pixels per inch and then it
| | 04:29 |
was scaled here.
So it's remembering the original dimensions.
| | 04:33 |
You don't have to worry about Word
stepping it down or sub-sampling it.
| | 04:37 |
In another video in this title I show a
couple methods for converting what
| | 04:42 |
InDesign didn't understand into actual art
that you can place into the layout.
| | 04:48 |
But in the mean time if most of your Word
users are simply placing images and Clip
| | 04:52 |
Art, you're good to go.
| | 04:53 |
| | Collapse this transcript |
| Working with page breaks| 00:00 |
What about those page breaks?
So many Word files have page breaks.
| | 00:04 |
When you import a word file into InDesign,
or at least when I do, I almost always
| | 00:08 |
say, ignore the page breaks.
because what makes sense in Word as a
| | 00:13 |
place to break a page, might not make
sense at all in Indesign when it's a
| | 00:17 |
completely different page size and area
for life text, and maybe it's in multiple
| | 00:22 |
columns, and so on.
I usually just say ignore, but sometimes
| | 00:25 |
they come in handy.
So let's take a closer look at page breaks
| | 00:29 |
and how they work with Word in InDesign.
I have here, our catalog text.
| | 00:33 |
Right now there are no page breaks at all,
and in case you're wondering how to insert
| | 00:37 |
a page breaks in Word.
You just click somewhere, wherever you
| | 00:40 |
want to insert it, like oh, I want to
insert it right after this paragraph and
| | 00:44 |
in Word 2011 on the Mac, that I'm using,
go to Insert > Break > Page Break.
| | 00:49 |
There's other breaks here that we'll look
at in a second, but let's just choose a
| | 00:52 |
Page Break and that forces the text to the
next page, let's do that a couple more times.
| | 00:58 |
Let's do that right here and you see a
little Page Break thing and this is
| | 01:02 |
actually a character you could cut or
copy.
| | 01:05 |
I'm just copying it right now and you can
click somewhere else and paste it.
| | 01:08 |
If we zoom out you can see sort of like
how these breaks are working.
| | 01:11 |
So we will save the changes to this Roux
catalog.
| | 01:16 |
And jump over to InDesign where I have set
up a simple document.
| | 01:20 |
Now, it is important to note though that
in this document there are no master page
| | 01:24 |
text frames.
We're just using a two column layout under
| | 01:28 |
Margins and Columns.
There's nothing coming from the Master
| | 01:31 |
pages at all just want to keep things
simple.
| | 01:33 |
And, you know, that when you flow text
into the live text area, InDesign will
| | 01:39 |
automatically create threaded frames
adhering to each column and margins.
| | 01:43 |
So that's how we are going to work, its
going to be a two column layout that
| | 01:47 |
InDesign will create on the file.
I will go to File > Place and navigate to
| | 01:52 |
my Page breaks.
We just want the regular one that we just
| | 01:54 |
saved with page breaks.
Show the import options because you only
| | 01:58 |
get the choice with what happens with page
breaks if you Preserve Styles and Formatting.
| | 02:02 |
If you chose to remove Styles and
Formatting all the page breaks are
| | 02:05 |
completely ignored.
So we want to preserve the page breaks and
| | 02:09 |
see what happens.
I'll Shift+click to flow the entire file
| | 02:13 |
and Page one did fine and now here is Page
two and three.
| | 02:18 |
So you see the page break did convert to
an actual page break character in InDesign.
| | 02:23 |
If I zoom in here it's really hard to see
these things are so tiny.
| | 02:27 |
That little guy, that's a page break
character.
| | 02:30 |
So that forced the text to the next page.
Now, sometimes during the conversion,
| | 02:34 |
InDesign needs throw in a couple extra
paragraph returns, I don't know why.
| | 02:38 |
But that's something you'll just have to
clean up after the fact.
| | 02:41 |
But all of those breaks worked fine.
Let's Revert and try another file.
| | 02:46 |
Back in Word, I have another file
available called PB style mean page break
| | 02:51 |
with styles because you can also create a
page break in word with an attribute for
| | 02:57 |
its paragraph style just like you can in
InDesign.
| | 03:00 |
And a lot of people know that.
But here, I've already set its so that
| | 03:04 |
like if I click inside the Graphic Design
style and I go to Modify Style.
| | 03:08 |
So you can see it here, under Paragraph in
Line and Page Breaks, I have Page breaks
| | 03:14 |
before turned on.
And that's why there is a page break
| | 03:17 |
before in Word.
And there's a page break before all of
| | 03:20 |
those department heads.
Go back to InDesign and Place.
| | 03:24 |
We want page break with styles.
We will Preserve the page breaks.
| | 03:30 |
And I'll Shift+click.
And you can see they work just like the
| | 03:33 |
other ones and maybe a little bit neater.
We don't have those empty returns, so
| | 03:36 |
that's kind of nice.
I want to show you something interesting.
| | 03:39 |
I'm going to Revert this and then we'll go
back to the Play Style dialog box.
| | 03:44 |
The same file pb styles.
This time I'm going to say No Breaks
| | 03:50 |
because notice this says Manual Page
Breaks.
| | 03:53 |
So what it should do is still maintain
these page breaks because they're not
| | 03:58 |
manual page breaks, they're part of the
style, they're not ones that we inserted manually.
| | 04:02 |
Let's go ahead and try that.
I'll Shift+click and it ignored them, how
| | 04:06 |
about that?
So, I think that, InDesign should remove
| | 04:09 |
the word manual and just say, page breaks,
should you ignore or keep.
| | 04:12 |
Or this is a bug that needs to be
reported.
| | 04:15 |
So FYI, ignore page breaks means ignore
all page breaks.
| | 04:18 |
Let's Revert and take a look at a couple
other kind of breaks back here in Word.
| | 04:23 |
What about Section breaks.
You see this up here, that there are
| | 04:26 |
Section Breaks and you can say, start on
Next Page, continue as Odd Page, Even Page.
| | 04:31 |
I put in a couple here.
Maybe just one.
| | 04:34 |
Section Break, Even Page.
That means that the next time that this
| | 04:38 |
text flows, it should be on an
even-numbered page.
| | 04:41 |
And it's working fine here, it's on page
four of six.
| | 04:45 |
Let's go ahead and place that in InDesign.
That was section we want to Preserve the
| | 04:51 |
page breaks.
Shift+click and nope, didn't work.
| | 04:56 |
It's on page three here.
So, section breaks from Word, no matter
| | 04:59 |
how fancy they are for starting on a
particular page, are converted to just
| | 05:03 |
plain old page breaks, if you maintain
them when you flow them into InDesign.
| | 05:07 |
Let's Revert just a couple more things.
I want to place the same saved manual page breaks.
| | 05:14 |
Remember we saved them this file but this
time under Preserve Page Breaks I'm going
| | 05:19 |
to say Convert to Column Breaks because
that's another option you could do if
| | 05:22 |
you're flowing text into multiple column
layouts.
| | 05:25 |
Either multiple column with columns and
margins like we are or a multi-column text
| | 05:30 |
frame that you have created and set up.
And sometimes it makes more sense to have
| | 05:35 |
that text break to the top of the next
column rather than the top of the next
| | 05:38 |
page and skip entire columns.
Let's give that a shot.
| | 05:41 |
I'll Shift+click and there you can see it
is working just great!
| | 05:45 |
The text is starting at the top of the
next column rather than the next page.
| | 05:49 |
Now, Word itself has an option to create a
column break.
| | 05:53 |
Under Insert > Break you can say Column
Break or use this keyword shortcut, and
| | 05:57 |
that inserts this line here saying Column
Break.
| | 05:59 |
Because you can create multiple column
Word documents, if you're that kind of person.
| | 06:04 |
Let's see what happens here in InDesign.
I'm going to Revert and place the one that
| | 06:10 |
I saved with column break.
See what it'll be.
| | 06:12 |
We want to maintain, preserve the page
breaks, we don't care about column breaks
| | 06:17 |
right, because it should already be set.
Shift+click and it's maintained.
| | 06:22 |
So the Column Breaks are also maintained
in, InDesign.
| | 06:25 |
And I think we just went through every
single kind of page break that you could
| | 06:28 |
do in Word and you can see that if you
apply them intelligently in Word, you can
| | 06:33 |
use them to your advantage in InDesign.
| | 06:35 |
| | Collapse this transcript |
| Working with tracked changes| 00:00 |
Not a lot of people know that InDesign can
understand Word's track changes markup.
| | 00:05 |
I don't know why the InDesign user would
ever want to see the track changes markup (LAUGH).
| | 00:09 |
I'm going to show you how that's done.
But more importantly, I've heard from a
| | 00:14 |
few different people that when Word files
start acting weirdly in InDesign.
| | 00:19 |
That the cause could be that there are
track changes in the document that need to
| | 00:23 |
be accepted or rejected and then reflowed.
I'll be talking more about that in the
| | 00:27 |
upcoming videos when I talk about fixing
Word problems.
| | 00:30 |
But FYI I'll be referring people back to
this video to show how to view the track
| | 00:35 |
changes and how to turn them off.
That is accept or reject them.
| | 00:38 |
It doesn't look like there's any track
changes going on in this Word document,
| | 00:41 |
right, oh, but yes, there is.
You have to go to the view that lets you
| | 00:45 |
see them.
And depending on the version of Word that
| | 00:48 |
you have, you'll find that command in
different places.
| | 00:51 |
Right now we're using Word 2011 for the
Macintosh.
| | 00:54 |
And we have to look under the Review
ribbon.
| | 00:57 |
And in the Review ribbon, what you want to
look for is Tracking.
| | 01:00 |
Right now Tracking is on, but we are not
viewing the track changes markup because
| | 01:04 |
we're just viewing final.
This is how the Word user saved it.
| | 01:07 |
But if you want to see all the markup that
happening, choose Final Showing markup or
| | 01:11 |
Original Showing markup.
Word puts a bar on the left wherever there
| | 01:15 |
is a change somewhere in the line and then
depending on the user whose worked on this file.
| | 01:21 |
because very often the same Word file will
be passed around different editors and the
| | 01:25 |
author and the writers to make edits.
This person whose in red, who is Ann
| | 01:30 |
Marie, deleted some words, changed some
words, like right here she deleted the
| | 01:34 |
word design.
Can't really see what is says over at the
| | 01:37 |
right, let me scroll to the right.
Deleted designing and deleted the creation
| | 01:42 |
and then the word username Joe Schmoe
because in Word you give yourself a username.
| | 01:48 |
Deleted basic, deleted this and somebody
added a comment.
| | 01:51 |
And if I change it to original showing
markup.
| | 01:54 |
Then you see where they inserted words, so
actually this is a more complete view.
| | 01:58 |
So, Ann Marie deleted designing and
inserted creating and then right here
| | 02:03 |
someone just added a note, Ann Marie added
a note.
| | 02:06 |
Are you sure there's no track changes
here?
| | 02:07 |
They just, she just selected a word and
added a comment.
| | 02:10 |
Now, if I save this and then place this
directly into InDesign, most times there
| | 02:15 |
is not going to be a problem.
And as I said you can see that track
| | 02:19 |
changes markup.
So if I go to File > Place and navigate to
| | 02:22 |
that file at Roux catalogue.docx.
Make sure that Show Import Options is
| | 02:27 |
turned on.
You'll only be able to see that track
| | 02:29 |
changes markup is if you preserved styles
and formatting.
| | 02:32 |
And Track Changes is checked on by
default.
| | 02:35 |
So if you are having problems with a Word
document, jump into Word and see if
| | 02:39 |
there's a bunch of track changes there.
And maybe turn off track changes next time
| | 02:43 |
you bring it in.
That could help.
| | 02:44 |
But let's go ahead and just place it as
is.
| | 02:46 |
We don't see anything special here, let me
zoom in but the only place to view Track
| | 02:51 |
Changes in InDesign if you know about this
is in the Story Editor.
| | 02:55 |
InDesign has had its own Track Changes
feature for a couple versions now.
| | 03:01 |
But even with InDesign's Track Changes
feature, you have to turn it on and you
| | 03:05 |
can only view the markup in the Story
Editor.
| | 03:07 |
Notice that it isn't automatically turning
on Track Changes just because Word had it
| | 03:11 |
turned on, which is something to keep in
mind.
| | 03:13 |
But the Story Editor is here under the
Edit menu.
| | 03:16 |
Go down to Edit in Story Editor and you
can see it's using a different kind of markup.
| | 03:23 |
It's putting a vertical line next to lines
that contain markup and it is showing
| | 03:29 |
deletions with a strike through it.
It's really hard to tell additions and
| | 03:33 |
then the note is just indicated by this
little marker.
| | 03:36 |
But if you want to see like who made what
change you could open up the Track Changes
| | 03:40 |
panel in InDesign.
Go to the Window menu, down to Editorial
| | 03:44 |
and chose Track Changes.
And now when I click inside of a change,
| | 03:48 |
it says Joe Schmoe deleted this text.
When I chose something that somebody added
| | 03:53 |
and I click in here, it says Joe Schmoe
added the text but we know Anne Marie
| | 03:57 |
deleted this and added this.
InDesign is not really meant to be a
| | 04:01 |
complete round trip with Word track
changes.
| | 04:03 |
It's just remembering the last person who
did something with track changes turned on
| | 04:07 |
and it's saying that person made all of
these track changes.
| | 04:10 |
One more little tip about working with
track changes here.
| | 04:13 |
You can view the track changes a little
better if you go to In Design's preferences.
| | 04:17 |
On a Mac under the InDesign menu on a PC
under the Edit menu and choose the Track
| | 04:21 |
Changes panel in Preferences.
Under added text, change it from Text
| | 04:26 |
color which is just black to something
really easy to spot like Forest.
| | 04:31 |
We don't have to worry about deleted text
because we can always see the strike-through.
| | 04:34 |
But normally, InDesign shows added text
with the background of the user color.
| | 04:38 |
But it's not reading the user color in the
Word file.
| | 04:41 |
Now I can see everything that was added to
the file.
| | 04:44 |
Even though Track Changes isn't really
keeping track that well.
| | 04:47 |
Look at it under simple.
It doesn't know who did that.
| | 04:50 |
So it's kind of half-baked but it is
possible to see.
| | 04:53 |
However, this is not the best practice.
The best practice, let's revert this file,
| | 04:59 |
is in Microsoft Word.
To ask your editors to give you a document
| | 05:03 |
that has all the tracked changes removed.
Either they've accepted them all or they
| | 05:07 |
rejected them all.
If they give you a file and say, oh now
| | 05:09 |
that's final.
You can just go up to the Accept menu and
| | 05:13 |
choose Accept All Changes in the document.
And delete the comment by clicking the
| | 05:17 |
Delete button and doing a Save As.
And now you have a clean document that
| | 05:21 |
when you bring it into InDesign, you don't
have to worry about any hidden track
| | 05:24 |
changes causing problems.
| | 05:26 |
| | Collapse this transcript |
|
|
4. Fixing Common Problems with Imported Word TextRemoving extra returns, tabs, spaces, and other deadwood| 00:00 |
This kind of work in a Word file should
look pretty familiar to most of you.
| | 00:04 |
Whether you are a Word user or an InDesign
user.
| | 00:07 |
And that is, the Word user is trying to
make things look nice in Word and they're
| | 00:12 |
doing so by adding many returns and spaces
and tabs to line things up.
| | 00:17 |
See if I turn off the non-printing
characters, it looks pretty good.
| | 00:20 |
Look at how nicely these things centered
in this column.
| | 00:23 |
But it's only when you reveal the sordid
underbelly, you can see the multiple tabs,
| | 00:28 |
and so on.
And this problem has been with us as long
| | 00:31 |
as I can remember.
And the issue is that people who are not
| | 00:34 |
working in the layout program, don't
understand that this makes much more work
| | 00:37 |
for them, to clean up, because I will have
created a style that has tab stops for
| | 00:43 |
these three things.
But they assume that there's only going to
| | 00:46 |
be one tab in between everything.
So I need to go through here and any time
| | 00:50 |
there are two or more tabs, I need to
reduce it to one tab.
| | 00:53 |
Same thing with double spaces after
periods, inverting two hyphens to em
| | 00:57 |
dashes, converting multiple returns to a
single return because we use space above
| | 01:01 |
and below instead of empty carriage
returns to add white space.
| | 01:04 |
All these things need to be cleaned up.
I want to show you that the answer to your
| | 01:08 |
problem is, Find Change.
Now you may already be doing some simple
| | 01:12 |
Find Changes, but I'm going to show you
two really powerful ways to automate that
| | 01:16 |
in InDesign.
Let's jump over to InDesign, and we're
| | 01:19 |
going to go ahead and place this file.
And that was called manual-messy.
| | 01:24 |
Show import options.
It really makes no difference if you're
| | 01:27 |
going to preserve styles or not.
We don't care about the styles.
| | 01:30 |
We are concerned with those extra
characters.
| | 01:32 |
In this case, I'm going to leave it at
remove styles but keep the local
| | 01:35 |
overrides, and then I'll shift click to
pour in the entire story, and there it is
| | 01:40 |
in all of its lovely glory.
So Find Change works simply by going to
| | 01:46 |
the Find Change dialog box making sure
that you're in the text panel.
| | 01:51 |
Making sure that you're searching the
story and then executing what are called
| | 01:54 |
Find Change queries.
Like, I want to find any instance of two
| | 01:59 |
returns in a row.
So I'll come over here and say End of
| | 02:01 |
Paragraph, End of Paragraph and replace it
with one paragraph in a row throughout the
| | 02:06 |
entire story.
I need to give it of all these character
| | 02:09 |
turn runs, so I am going to say find and
it found something and then I will say
| | 02:14 |
change and it change that find next, lets
just do change all 55 instances were fixed.
| | 02:21 |
We still have some problems though,
because we're just searching for two and
| | 02:24 |
replacing with one, so we have to run this
multiple times or if we are smart, we can
| | 02:28 |
use a GREP Find Change.
A GREP Find Change let's you search for
| | 02:32 |
patterns, like two or more returns in a
row.
| | 02:35 |
And then in fact, there are some built in
GREP Find Change queries here in the query menu.
| | 02:41 |
If you click on this menu and yours might
look a little different than mine because
| | 02:44 |
I have saved some custom queries here
already.
| | 02:47 |
You can see that we already have one
called Multiple Return to Single Return.
| | 02:51 |
Anything below this separator line is a
grip query, anything above is a regular
| | 02:56 |
text fine change.
So if choose this one, there's some
| | 02:58 |
strange code.
We want to make sure we choose Search a
| | 03:01 |
Story, not just a selection.
And let's just run this thing, say Change
| | 03:06 |
All and it's fixed.
And it would have been fixed in one step
| | 03:09 |
had we would started with that in the
first place.
| | 03:11 |
So that's the essential way of automating
some of this clean up, is to create a fine
| | 03:16 |
change queries and if you use them over
and over again to save them, so back here
| | 03:21 |
in the text one, if I have been doing this
a lot, I might want to click this little
| | 03:24 |
icon, looks like a floppy disk in earlier
versions of InDesign and save it.
| | 03:28 |
So, fix returns, for example.
Then those saved queries are saved with
| | 03:34 |
your copy of InDesign and available to you
in any document that you create from then on.
| | 03:40 |
Just choose them from the query drop down.
So after a while, you're going to be
| | 03:44 |
choosing the same set of four or five or
ten queries to clean up Word files.
| | 03:49 |
If you're smart, right, you are saving
these queries.
| | 03:52 |
Now here is where those two ways of
automating that come in.
| | 03:55 |
First of all, there is a commercial plug
in, that is really worth its wait in gold
| | 04:00 |
called Multi-Find/Change.
And I'm going to jump over to Safari where
| | 04:05 |
I have pulled up the company page called
Automatication.
| | 04:08 |
It's actually one very nice guy named
Martino de Gloria, in Europe, who is
| | 04:12 |
behind Automatication.
He's got some of the world's best plugins.
| | 04:15 |
One of them Multi-Find/Change.
Lets you take those saved queries that you
| | 04:20 |
created, and string them together in a
friendly little panel.
| | 04:23 |
And then run all of them at once.
Boom, boom, boom.
| | 04:25 |
And you can have many sets of these
strings of Find-Change queries.
| | 04:29 |
There's a great video that I found on
YouTube.
| | 04:32 |
Lemme click over there.
That's not Martino /g.
| | 04:34 |
Laughs That's actually really well done,
and explains how to use find-change, save
| | 04:39 |
queries, and then use them for
MultiFindChange.
| | 04:44 |
In one very nicely done video.
I like this, so keep an eye on that.
| | 04:47 |
The, that is commercial.
Like I said, it's $40.00, she does have a
| | 04:51 |
free trial.
Now, if you don't mind getting your hands
| | 04:53 |
dirty in a text file, there's something
free that's built into Indesign called,
| | 04:57 |
Find Change By List.
David Blatner covers the Find Change By
| | 05:01 |
List script in quite a bit of detail in
InDesign CS4: 10 Free Must-Have Scripts.
| | 05:07 |
It says CS4, but it applies for CS4 and
forward.
| | 05:11 |
They have not changed the Find Change By
List script since then.
| | 05:14 |
They really don't need to change it.
Let me show you what that's all about.
| | 05:17 |
We are going to revert.
This file, and, place that document one
| | 05:23 |
more time, in all of its lovely glory.
Shift, Click.
| | 05:27 |
So let's say that you're starting from
scratch.
| | 05:28 |
Rather than into Find Change, open up the
script.
| | 05:32 |
And you get to it by finding the Scripts
panel, which is under the Utilities menu - Scripts.
| | 05:37 |
You might find it under Automation at the
top of the Window menu, if you have an
| | 05:42 |
earlier version of InDesign.
And I've already twirled it open but
| | 05:45 |
essentially there's a folder there called
Application, and then you want to twirl
| | 05:48 |
open samples.
And inside there, twirl open Javascript.
| | 05:52 |
In here, you'll see Find Change By List.
Now watch what happens.
| | 05:55 |
Let me zoom in a bit.
I'm just going to double click on the script.
| | 05:58 |
Nothing up my sleeves.
I want to say yes, I want you to run this
| | 06:02 |
on the story.
Damn, it is done, son.
| | 06:06 |
Look it, they've changed the hyphens to em
dashes, this is an en dash, double spaces
| | 06:12 |
after the period are single space.
They've gotten rid of the runs of tabs,
| | 06:15 |
and returns, all with that free script.
Use this guy, as much as you can.
| | 06:19 |
Now, if it's not doing everything for you,
if there's other kind of oddity that
| | 06:24 |
happens in your Word files, that you'd
also like to add to it, you can easily
| | 06:28 |
edit this.
There's a little text file here, and if I
| | 06:30 |
right click on it, this works on Mac or
Windows, you would see reveal in finder or
| | 06:35 |
reveal in Explorer.
Choose that, and it jumps over to the OS,
| | 06:40 |
and it selects that text file.
If you double click it, it opens up in
| | 06:44 |
whatever's your default text editor.
You can read the instructions on top and
| | 06:48 |
you can see all the Find Changes that it
does.
| | 06:50 |
And you can edit these and add your own.
I have a word doc that I've actually
| | 06:54 |
cleaned up from this file to show you the
list, the 9 things that the Find Change By
| | 07:00 |
List script does.
And I'll let you just pause the video here
| | 07:03 |
while you read it.
But remember that the script exists, it's
| | 07:06 |
right here in the JavaScript folder, in
the applications samples folder.
| | 07:11 |
You can assign it a keyboard shortcut from
edit keyboard shortcuts.
| | 07:14 |
This is going to be your best friend in
cleaning up word files.
| | 07:17 |
| | Collapse this transcript |
| Converting "tagged" Word docs to styled InDesign text with Find/Change| 00:00 |
Does this kind of Word document look
familiar to you?
| | 00:03 |
For a surprising number of people, this is
the way that they work.
| | 00:06 |
They call these tagged word documents,
it's what I often here.
| | 00:10 |
Oh yeah, the designers say, the editors
give us tagged word documents.
| | 00:14 |
And the first time I heard that, I thought
they were talking about XML tags or HTML tags.
| | 00:19 |
No, they're talking about these things.
These are tags.
| | 00:22 |
Rephrase.
Over the years apparently this has been
| | 00:24 |
the uneasy compromise between designers
and editors.
| | 00:27 |
The editors do not apply any formatting
other than the occasional Italic or Bold.
| | 00:32 |
Everything is normal.
Normal plus for everything.
| | 00:35 |
But when something's supposed to be a
byline or headline or a section name.
| | 00:39 |
Or here, this is like the contents for a
school catalog.
| | 00:42 |
So the department, the name of the class,
the location, so on.
| | 00:46 |
They precede it with what they call tags.
And they have a list of tags that
| | 00:50 |
everybody uses.
Now sometimes every single paragraph is tagged.
| | 00:54 |
Sometimes only the ones that are not the
default style are tagged.
| | 00:57 |
And that's what's happening here.
In other words, they're not going to say,
| | 01:00 |
this is body, this is body, this is body.
It's just that anything else other than
| | 01:04 |
Body is tagged.
I want to show you how you can use Find
| | 01:07 |
Change to speed up the formatting of this
in InDesign.
| | 01:10 |
So just leave this as is and I just want
you to know that bascially everything here
| | 01:14 |
is the normal style.
I'm going to jump over to InDesign where
| | 01:17 |
we have the waiting document with text
frames ready to go.
| | 01:21 |
We have paragraph and character styles
that we'll be applying in a bit.
| | 01:24 |
Well let me make sure that I have the
right paragraph style and character style
| | 01:27 |
is None.
Yes, very good.
| | 01:28 |
Okay, now, let's go ahead and place that
document.
| | 01:31 |
File > Place.
And it is tag text.
| | 01:34 |
Show Import Options.
We are not going to bring in the normal style.
| | 01:38 |
We're just going to remove styles and
formatting from text and tables, but
| | 01:42 |
preserve the local overrides.
Click OK and click.
| | 01:44 |
And it comes in.
Let me zoom in a bit with Cmd or Ctrl +.
| | 01:48 |
So what I've heard that designers do is
that they'll say, OK this is Class.
| | 01:52 |
They deleter Class.
They come over here to Paragraph Styles.
| | 01:56 |
There's no Class Style.
They actually calling it Course Name.
| | 02:00 |
They apply Course Name.
And they do this over and over again for
| | 02:04 |
the entire document.
Bluh, let me undo.
| | 02:06 |
Let me show you a better way to do this.
Okay, so here's how it came in originally.
| | 02:10 |
First, select all of the story and apply
the most commonly used style.
| | 02:15 |
Especially if you are working with a
document like this where they don't tag
| | 02:19 |
the most commonly used style.
So this is supposed to be Body.
| | 02:21 |
I'm just going to choose Select All, or
press Cmd or Ctrl+A and apply the Body style.
| | 02:25 |
It says plus because I'm getting all sorts
of overrides in my selection.
| | 02:30 |
It's not a problem.
Then use Find Change.
| | 02:33 |
You can use Find Change to get rid of the
tag and apply the style at the same time.
| | 02:38 |
Let's do it with the Class one.
So I'll go up to Edit > Find Change.
| | 02:43 |
We're going to search for that tag.
So I'll type in Class.
| | 02:48 |
And we want to change it to nothing.
We just want to change the format of any
| | 02:54 |
paragraph that has that in there to the
paragraph style called course name.
| | 02:59 |
Got it?
So under Change Format, the very first
| | 03:03 |
panel it asks you which character or
paragraph style you want to apply.
| | 03:07 |
We want to choose the paragraph style
called course name.
| | 03:10 |
Let's try this.
I'll click, let's just go (INAUDIBLE) for
| | 03:13 |
broke and choose Change All but we don't
want the document we just want this story.
| | 03:16 |
So let's choose Story.
And I clicked in the story first to make
| | 03:20 |
sure it knows which story we're talking
about.
| | 03:22 |
Change All.
Search is completed, eight changes made.
| | 03:26 |
What happened?
It kept Class.
| | 03:29 |
Well, the problem is that if you actually
want InDesign to delete something, like we
| | 03:35 |
want it to delete Class, we have to put
something in Change to.
| | 03:38 |
So let's undo, and in change to, I'm just
going to add a space.
| | 03:43 |
Let's try that one more time, change all
-- there you go.
| | 03:46 |
Now, we do have two spaces, after a
paragraph symbol, so we could run Fine
| | 03:52 |
Change By List to clean that up.
Or we could do it right here, if we wanted
| | 03:55 |
to, I would just type...
Find two spaces or find a paragraph symbol
| | 04:00 |
by two spaces.
Change to just the paragraph symbol.
| | 04:05 |
Search the story.
We don't want any formatting change.
| | 04:08 |
So I'll just click the trash can and
change all.
| | 04:10 |
And that cleaned it up.
And we can scan through the rest of the
| | 04:14 |
document and makes sure that it worked.
And it did work.
| | 04:16 |
You see Designing a basic digital
character 1 and 2 and then we would repeat
| | 04:21 |
the process for the other tags.
I probably saved the step of replacing the
| | 04:25 |
paragraph followed by two spaces to just a
paragraph for the very end.
| | 04:30 |
And if I were doing this over and over
again, I would save each of these as a
| | 04:33 |
query so I can just pull open the query
and it would automatically populate it.
| | 04:37 |
I'm hoping that this method will save you
a ton of time.
| | 04:40 |
But if this something that you do
everyday.
| | 04:43 |
Be sure to watch the other video in this
chapter about using the free script Find
| | 04:48 |
Change by List to change all your tags to
styles in one fell swoop.
| | 04:52 |
| | Collapse this transcript |
| Converting "tagged" Word docs to styled InDesign text with a script| 00:00 |
We're looking at an InDesign spread that
needs some formatting.
| | 00:03 |
going to zoom in to the story that needs
the formatting, with Cmd or Ctrl+plus, and
| | 00:08 |
I'll select all with Cmd or Ctrl+A, so,
you can see the story that I'm talking about.
| | 00:12 |
It's this story, that was prepared in Word
using what they call tag text.
| | 00:18 |
And it's not tag text like a programmer
might think of it.
| | 00:21 |
We're not talking about XML or HTML tags,
or even InDesign tags.
| | 00:26 |
We're talking about the use of this phrase
in brackets in front of paragraphs.
| | 00:30 |
And I talked about this at length in the
previous video in this chapter, about how
| | 00:35 |
to use fine change to apply styles to this
kind of tagged text.
| | 00:40 |
I want to go one step further in this
video, talk about using a free script that
| | 00:44 |
comes with InDesign, Find Change By List,
that will help you automate this process,
| | 00:49 |
so that you can do all of these find
changes in one fell swoop.
| | 00:53 |
Now, this only applies if you need to do
this more than once or twice.
| | 00:57 |
If your job is laying out this catalog for
example, and every two months or every
| | 01:02 |
quarter, you get a whole bunch of these
tagged word files from your brethren, you
| | 01:06 |
will love this video.
So, the idea is that you are going to be
| | 01:11 |
using Find Change to search for this tag.
And then you want that Find Change to not
| | 01:16 |
just delete the tag like that, but also to
apply the correct paragraph style.
| | 01:23 |
In this case, it would be course name.
And we want to do that for all of these
| | 01:27 |
tags, applying the correct style.
Let me undo what I just did.
| | 01:31 |
Notice though, that not every paragraph
has a tag.
| | 01:33 |
This is typical of a lot of this kind of
workflow where the writers don't bother
| | 01:37 |
tagging the basic style, meaning the body
style.
| | 01:41 |
This is just a style that's normal,
every/g, everything is styled as normal in
| | 01:44 |
Word, but they haven't bothered applying
the tag.
| | 01:47 |
So, as you would for any time you'd place
this kind of a file, you'd being it in
| | 01:51 |
without any styles.
You just want to retain any local
| | 01:54 |
formatting like we retain the italics
here.
| | 01:56 |
You select all with Cmd or Ctrl+A, and
apply that style that is implied, the
| | 02:01 |
default style.
In this case, it's Body.
| | 02:03 |
So, everything should be styled Body that
doesn't have a tag.
| | 02:06 |
We're going to fix all the tagged
paragraphs right now.
| | 02:09 |
For the other paragraphs that have tags
that need to apply styles, we're going to
| | 02:13 |
edit the source file that this free script
uses.
| | 02:17 |
First, we need to open up the Scripts
panel to find that file.
| | 02:20 |
Go to the Window menu, go to Utilities,
and choose Scripts.
| | 02:24 |
If you have an earlier version of
InDesign, you'll find it in an automation
| | 02:28 |
flyout up here.
But here, we're using Utilities > Scripts.
| | 02:32 |
When it opens up and I want to make it a
little bit larger.
| | 02:35 |
Go to the application folder and twirl
that open, go to Samples and twirl it
| | 02:39 |
open, and JavaScript, which is
cross-platform.
| | 02:41 |
This applies to both Mac and Windows
users.
| | 02:44 |
This is the script that I've talked about
a few times already, especially in the
| | 02:47 |
clean up your files in InDesign video in
this chapter.
| | 02:50 |
And Find Change By Lists, follows the
instructions in this text file and Find
| | 02:55 |
Change support.
Now, I've already duplicated this and
| | 02:58 |
called it original, and modified this one.
And I have instructions on how to do
| | 03:02 |
everything I'm showing you in a Word file
that comes with the exercise files.
| | 03:06 |
So, I'll show you that in a sec.
But essentially, you want to modify this
| | 03:09 |
FindChangelist.txt file.
If you right click, it'll reveal it in
| | 03:13 |
your OS.
Double-click it, it opens up.
| | 03:16 |
And you can see that at the bottom, I have
added Find Changes.
| | 03:20 |
It says find this tag and change to a
space which you need to do, so that it
| | 03:25 |
actually deletes this.
And then, look at this wonderful thing,
| | 03:28 |
applied paragraph style, apply the correct
paragraph style.
| | 03:31 |
Two important things here.
In find what in between these quotes here,
| | 03:36 |
you want to make sure that you are
including the exact tag that you want to
| | 03:39 |
to find, otherwise, it's not going to
work.
| | 03:42 |
You can copy and paste from your InDesign
file, or even a better thing would be to
| | 03:46 |
test it in with the regular Find Change
dialog box in InDesign.
| | 03:49 |
Enter what you want to find.
If it finds it correctly, including the
| | 03:53 |
surrounding brackets or parenthesis, or
whatever you guys use, then that's what
| | 03:57 |
you want to use here.
The other important item is that the same
| | 04:00 |
is true for the paragraph style.
Make sure that you get the exact right
| | 04:03 |
paragraph style including case.
Easiest way to do that would be to open up
| | 04:07 |
the paragraph styles panel, and actually
grab the name of the paragraph style by
| | 04:12 |
clicking slowly on it, so it gets selected
and then copying it here and then pasting it.
| | 04:16 |
Especially for those long and intricate
ones with lots of underscores and hyphens.
| | 04:21 |
I've done that for the four tags that we
have.
| | 04:23 |
Now, imagine how much time this is going
to save if you have like 20 of these
| | 04:27 |
things that come in twice a week.
All we are doing is saying find that tag,
| | 04:32 |
delete it and change it to a space, and
apply this paragraph style to the entire paragraph.
| | 04:37 |
Well, you going to be applying the
paragraph style to this, but its a
| | 04:40 |
paragraph style, so, it applies it to the
entire paragraph.
| | 04:42 |
We are going to clean up that extra space
in a second.
| | 04:45 |
That's all, save your changes you don't
need to click or restart InDesign by the
| | 04:48 |
way here is that (UNKNOWN) that including
any exercise files.
| | 04:51 |
How to find it, how to name it.
What to do after.
| | 04:55 |
Move this off to the side.
How do you run the script?
| | 04:58 |
Just double click it.
So, click inside your story, double-click
| | 05:01 |
the script.
You want it to be applied to the selected story.
| | 05:04 |
Click OK.
Bam!
| | 05:06 |
We are done, son.
Take a look.
| | 05:08 |
Now, for some reason InDesign takes a few
seconds to do this first one.
| | 05:13 |
I'm not sure why.
And then we have the issue of multiple
| | 05:15 |
spaces in front of these paragraphs
because that's what we had to do.
| | 05:18 |
What's the answer?
Just run the script again, and the same story.
| | 05:22 |
You might need to run it a couple of
times, and now it's done.
| | 05:25 |
This story is clean.
There you go.
| | 05:28 |
Use the Fine Change By List script to
automate styling your tagged documents.
| | 05:34 |
| | Collapse this transcript |
| Replacing Word styles with InDesign ones after importing| 00:00 |
Let's look at a very common problem with
flowed Word text and that is how to
| | 00:05 |
convert the word styles to InDesign styles
safely.
| | 00:09 |
We'll start by importing a Word file into
this empty document that currently has styles.
| | 00:15 |
Remember to always check Paragraph and
Character Styles to make sure they're set
| | 00:19 |
to the defaults.
That looks good.
| | 00:20 |
Close that up.
File > Place.
| | 00:23 |
And the file that we want is inside the
exercise folder.
| | 00:28 |
I have Show Import Options enabled because
I want to make sure to include the styles.
| | 00:33 |
If it all possible it's a good idea to
include the styles whenever you are
| | 00:38 |
importing Word files.
I know, I know, you're thinking, no, no,
| | 00:41 |
no, that's the nightmare.
But it's the only way that you're going to
| | 00:44 |
be able to distinguish what is supposed to
be a headline from what is supposed to be
| | 00:48 |
body copy easily.
So let me show you a few tricks in this
| | 00:51 |
video that could help.
Click OK.
| | 00:54 |
I'm going to hold down the Shift key to
place this entire file and it came in.
| | 00:58 |
All right.
So let's take a look at what we have here
| | 01:00 |
in Paragraph styles.
At the bottom of the Paragraph Styles
| | 01:03 |
panel, you can easily identify any styles
that came from Word because they'll have
| | 01:07 |
an icon next to them.
There's the dreaded Normal, I hate Normal
| | 01:10 |
along with the other styles.
In earlier versions of InDiesign, you'll
| | 01:14 |
see a floppy disc icon instead of this
guy.
| | 01:16 |
And to see if we have any from Character
Styles we have something called Intense Reference.
| | 01:21 |
Okay let's click inside one of these.
Let's do this one first.
| | 01:25 |
I'm going to zoom in a bit.
This paragraph looks not so scary and it
| | 01:29 |
says its body text first indent/g.
So you want to start by just doing a quick
| | 01:33 |
inspection to see where these styles are
used.
| | 01:36 |
We don't have that really cool Word
feature of saying Select All that would
| | 01:41 |
highlight all instances of where the style
is used.
| | 01:45 |
I'm sure there's some scripts available
for InDesign that could do that but the
| | 01:48 |
idea is that you want to automate this as
much as possible.
| | 01:52 |
What you don't want to do is click in
every single paragraph and say, oh this
| | 01:55 |
should be body, and this should be body,
and so on.
| | 01:59 |
You want to do it faster.
I'm going to undo both of those.
| | 02:02 |
Let's take a look at this paragraph right
here.
| | 02:05 |
because I want to caution you about
something.
| | 02:07 |
Here we have this wonderful paragraph that
is body text first indent, and this should
| | 02:11 |
be body.
It also has some overrides.
| | 02:15 |
I click inside that word Mewok, it says
it's bold-italic and I'm sure this is also
| | 02:19 |
an override.
If I click inside this paragraph and I
| | 02:22 |
choose the style that I want, my InDesign
style, it works.
| | 02:27 |
I retain this local override.
This is the biggest pain in the butt thing
| | 02:32 |
about working with Word and InDesign.
Is that sometimes you lose the overrides
| | 02:37 |
and you have to reapply them.
You have to work against a PDF of the Word
| | 02:41 |
file or something to remind you what was
supposed to be italic.
| | 02:43 |
So what we're trying to do here is retain
all of that extra formatting.
| | 02:47 |
Now, I have other videos in this title
that will show you different ways using
| | 02:51 |
scripting to convert these to character
styles and so on.
| | 02:54 |
Or you could have converted them to
character styles back in Word which is
| | 02:57 |
what I talked about in the previous
chapter.
| | 03:00 |
Anyway, why am I going on about this?
Because there is a method that some people
| | 03:04 |
use that won't work.
And they think that's the only option they have.
| | 03:07 |
Let me show you that method I'm going to
undo.
| | 03:09 |
And I'll say, okay well, anytime there's
the body text first indent, I want it to
| | 03:13 |
be body.
And the fastest way to do that would with
| | 03:16 |
Find Change.
Right?
| | 03:17 |
So they go into Find Change > Edit > Find
Change.
| | 03:20 |
And you can say I've already been
experimenting here.
| | 03:22 |
You leave Find what and change to Alone,
you don't put anything in there.
| | 03:27 |
All you're going to do is changing format.
So under Find Format, I've selected Body
| | 03:32 |
Text First Indent.
And under Change Format, I've selected
| | 03:37 |
Body, the InDesign one.
I really wish that, at InDesign will put
| | 03:40 |
the little icons here.
It will make it a lot easier to
| | 03:43 |
distinguish Word style from InDesign
style.
| | 03:45 |
But they do not so.
Make sure you have that noted or memorized.
| | 03:49 |
And then if I just say Change All, watch
this paragraph, and that was nice and fast.
| | 03:55 |
But look we lost the local overrides.
That is not good.
| | 03:58 |
So it is actually a feature/bug that
whenever you're using Find Change to find
| | 04:06 |
and change paragraph styles.
You will lose any local formatting in
| | 04:12 |
those paragraphs.
So it's a feature in that if you ever want
| | 04:15 |
to strip out the local formatting, that's
a fast way to do it.
| | 04:17 |
And we might use that in a different
video.
| | 04:19 |
But in this case that is not what we want.
So we're going to close this and undo Yay
| | 04:25 |
for undo.
Our friend undo.
| | 04:26 |
And instead, the faster way to replace a
Word style with an InDesign style
| | 04:31 |
throughout the document is simply to
delete the Word style.
| | 04:34 |
So with this Word style selected, I'm
going to click the trash can.
| | 04:37 |
And you'll see that you get a dialog box,
an alert if that paragraph style that
| | 04:42 |
you're about to delete is used anywhere in
the document.
| | 04:45 |
If it's not used anywhere in the document,
it'll just delete without, without a whisper.
| | 04:49 |
But it's saying, hey it's used, what do
you want to use instead, right?
| | 04:52 |
Ahah!
Yes.
| | 04:53 |
We want you to use Body and in that
instance it keeps the local overrides.
| | 05:00 |
So that's what you want to do.
You want to go through your documents and
| | 05:03 |
every time you see a Word style, delete it
and replace it with the style that you
| | 05:09 |
want to use instead.
In this case Heading 2, you want to use Subhead.
| | 05:13 |
And that does it through the entire
document.
| | 05:14 |
You don't have to worry about doing it
paragraph by paragraph, and you're able to
| | 05:18 |
retain your local overrides.
Get rid of all of these styles and the
| | 05:22 |
engine should be able to get rid of normal
without an issue and you're done.
| | 05:26 |
| | Collapse this transcript |
| Diagnosing and fixing bizarrely formatted text| 00:00 |
Now, let's talk about our favorite kind of
Word file.
| | 00:03 |
One that has a really bizarre formatting.
What we're looking at is a Word file that
| | 00:07 |
I have ofiscated somewhere.
This is an actual file from a client from
| | 00:11 |
a few years ago that I saved because it
was such a great example of a strange Word file.
| | 00:16 |
So I've just replaced some words and some
letters to protect the innocent.
| | 00:21 |
But it looks very innocent.
Doesn't it?
| | 00:23 |
As I scroll through it?
So, let's go ahead and place this into an
| | 00:26 |
InDesign file.
We have a two-column document that has
| | 00:30 |
some Paragraph styles.
And Character styles.
| | 00:33 |
That we'll go ahead and we want to format
this with.
| | 00:36 |
So choose File > Place.
And locate that file there.
| | 00:40 |
Show Import Options is turned on.
I want to preserve the Styles and
| | 00:44 |
Formatting, Import Styles Automatically.
There are 0 conflicts.
| | 00:48 |
There's no same-name styles.
That's what I want.
| | 00:51 |
And then I Shift+click to to place it and
have it flow, adding pages as necessary.
| | 00:57 |
Okay, so it comes in looking fairly
decent, I would say.
| | 01:01 |
Now, let's go ahead and apply our styles.
So this is the headline.
| | 01:04 |
Let me go to Paragraphs style.
Let me zoom in a bit so we can see better
| | 01:07 |
what we're doing here.
It's Normal plus and that is true for so
| | 01:11 |
many of these documents.
I want this to be Heading 1.
| | 01:16 |
That looks pretty good.
I need to turn off hyphenation for Heading 1.
| | 01:20 |
Let's zoom out a bit and, let's apply body
style to all this, so we just want Body.
| | 01:27 |
That's a little strange, that body turned
Bold, right, and there's no plus symbol.
| | 01:33 |
Hm.
So this is what happened with my client is
| | 01:36 |
that, she flowed this into her publication
and could not figure out what was
| | 01:40 |
happening with the styles.
And sent me the Word file and the InDesign
| | 01:44 |
file to see if I could help her out.
Here's what's fun.
| | 01:46 |
Watch.
I select all of this and let's say that
| | 01:48 |
all this needs to be body.
And I click Body and there is a plus
| | 01:53 |
symbol and do you see that some stuff is
bold and some stuff is not bold?
| | 01:57 |
Alright, fine.
I will select everything that I had
| | 02:00 |
selected before.
It was just everything on that page and I
| | 02:03 |
will hold down the Option+Alt key to get
rid of the overrides.
| | 02:07 |
And now this is pure body but look, it
still stays.
| | 02:10 |
Some of it is bold and some of it is not
bold.
| | 02:13 |
No matter what she tried, she could not
figure out what was happening here.
| | 02:16 |
Let's make this side bar text.
Hm, let's undo that.
| | 02:21 |
She could not get it to work right.
Well here, if you come up with this kind
| | 02:24 |
of situation, if you're trying to apply a
style, and it's just not working right.
| | 02:29 |
And when you apply the same style, some
text looks one way and some text looks the
| | 02:33 |
other way and InDesign insists.
That there is no override on that
| | 02:37 |
paragraph style.
Here's what you need to do, you need to
| | 02:40 |
look at Character styles.
Look at the Character Style panel and you
| | 02:44 |
can see, what the heck?
The Character style called Strong, which
| | 02:48 |
came in from Word, there's the evidence
has been applied to all of this text.
| | 02:53 |
Well, not all of it.
This is mixed apparently.
| | 02:56 |
Because I have a Footnote reference.
That's strong but what about this one?
| | 03:00 |
This one has none.
So they are both the Body style but one
| | 03:05 |
has this Character style.
Now, how did this happen?
| | 03:08 |
Go back to Word.
And this is what I was able to piece together.
| | 03:11 |
And it felt like I was in InDesign CSI.
Let me open this up.
| | 03:15 |
And open up our Styles panel.
Okay.
| | 03:18 |
You're the Word writer.
You're starting to write the headline and
| | 03:22 |
you want it to be bold.
So do you choose B for bold?
| | 03:25 |
No, you come to the Styles panel because
your designer said use styles for everything.
| | 03:30 |
And you're looking for something that
looks bold and there's something called Strong.
| | 03:34 |
Strong is actually a style for a website.
Strong is a code that you add to make a
| | 03:40 |
word bold in HTML.
But Word does not distinguish between
| | 03:44 |
stuff that's for web and stuff that's for
print.
| | 03:47 |
It just lists them all here.
Okay, fine.
| | 03:48 |
It should be strong.
So they formatted it strong, and it's strong.
| | 03:52 |
And then they hit Return a couple times.
And they said, oh I don't want this to be bold.
| | 03:57 |
So, although it's still strong the
Character style, they turned off bold.
| | 04:02 |
So it's Strong plus Not Bold and that
really is the only reason for being for
| | 04:06 |
Strong is to make things Bold.
And that's what they did throughout the
| | 04:09 |
entire document except for a few
instances, the entire thing is strong but
| | 04:14 |
not bold.
And in a few cases, where they actually
| | 04:17 |
cut and pasted, like here, this normal,
plus first line, they may have cut and
| | 04:22 |
pasted from a good part of the document.
Or maybe from another document, into here.
| | 04:26 |
So this did not get the strong but not
bold Character style.
| | 04:30 |
It's just normal plus first line, which is
why here, in InDesign, your'e going to get
| | 04:35 |
mixed results when you apply the Paragraph
style.
| | 04:38 |
So the lesson here is, if you are
paragraph style isn't behaving normally,
| | 04:43 |
do not spend one more second trying to
figure out what's wrong.
| | 04:46 |
Immediately select the problem child text.
And look in the Character Styles panel.
| | 04:51 |
In 80% of the cases of badly behaving Word
files that I have received since then from clients.
| | 04:56 |
This is the cause is that there is an
underlying Character style that nobody
| | 05:00 |
thinks about that was applied on purpose
or accidentally by the Word user.
| | 05:06 |
Check the Character styles.
To fix this problem then, you need to make
| | 05:09 |
sure that the Character style is none.
And then we get the normal-looking body
| | 05:15 |
style that we were after in the first
place.
| | 05:16 |
| | Collapse this transcript |
| Deleting Word hyperlinks and/or their formatting| 00:00 |
Let's talk about getting rid of these
hyperlinks.
| | 00:02 |
I know that a lot of InDesign users don't
see these hyperlinks in imported Word
| | 00:07 |
files until it's too late, until it's
already placed in the InDesign file.
| | 00:10 |
And I'm going to talk about that in a
minute.
| | 00:12 |
But if at all possible, if you don't want
these hyperlinks to ever appear in your
| | 00:17 |
InDesign files, Hie thee over to your
editors, and your writers who are working
| | 00:23 |
in Word, and ask them to do something.
Ask them to turn off the preference that's
| | 00:28 |
on by default, that formats it this way.
If I am just typing, and I say, and I
| | 00:33 |
enter my e-mail address, as soon as I type
a space it automatically appears.
| | 00:39 |
So it's not really the Word user's fault.
They're not really doing this to torture
| | 00:43 |
their InDesign colleagues.
Sometimes it just happens that way.
| | 00:47 |
Now, in other cases they actually did add
a hyperlink, like up here where it says my great-grandparents.
| | 00:52 |
So, like, I could select United States and
then right click and choose Hyperlink.
| | 00:57 |
And enter a Hyperlink.
So that's what happened to this instance
| | 00:59 |
right here, is that somebody deliberately
created a Hyperlink.
| | 01:02 |
But otherwise, whenever Word detects an
email address or a web site, it's
| | 01:07 |
automatically going to format it this way.
And how you turn it off, is to find the
| | 01:12 |
options for.
Auto format as you type.
| | 01:15 |
Microsoft keeps putting this dialogue box
in different places in different versions
| | 01:19 |
of Word, but usually, it's under the Tools
menu or in Preferences.
| | 01:25 |
In some versions, in Windows, Preferences
are called "Options".
| | 01:30 |
But, you need to track down wherever you
set up Autocorrect, and it's one of these
| | 01:35 |
things that's called AutoFormat as You
Type.
| | 01:37 |
Find AutoFormat as You Type, and look for
this option, Internet and Network Paths
| | 01:42 |
With Hyperlinks, then it will replace,
whenever you type Internet, meaning URLs,
| | 01:47 |
and networks paths, with a hyperlink, turn
that off.
| | 01:50 |
And then, it doesn't get rid of any
existing Hyperlinks, but then if I typed
| | 01:55 |
in joe@lynda.com, nothing happens, it's
just regular text.
| | 02:01 |
So, get your writers to do that with no
documents open in Word, so that, that
| | 02:05 |
becomes the default for all new documents
they create from then on and have them
| | 02:09 |
turn it off for their existing documents.
That's, really, to stop it from the source.
| | 02:14 |
The other thing, is that, have them open
up this file in Word, or if you have Word,
| | 02:18 |
open up the file, before you place it into
InDesign, and do this wondrous little trick.
| | 02:23 |
Select All, go to the Edit menu, and
choose Select All, or press Cmd, or Ctrl+A
| | 02:28 |
on Windows, and press, on the Macintosh,
Cmd+6.
| | 02:32 |
That's the 6 in the number line.
Like, above the T and the Y key, not the 6
| | 02:37 |
on the keypad.
And Windows it would be Ctrl+6, bam, look
| | 02:42 |
at that.
It gets rid of the hyperlink.
| | 02:44 |
It gets rid of the hyperlink, and the
hyperlink formatting.
| | 02:46 |
Far easier to do it in, Word, than it is
to do in InDesign.
| | 02:51 |
But if you've already placed, this file
into InDesign, and you've already done
| | 02:55 |
some formatting, then you can't use this
trick.
| | 02:57 |
And, let me show you how you can clean it
up then.
| | 02:59 |
First let me Undo, so we have our, links
back.
| | 03:02 |
And Save.
And then back here in InDesign I'm going
| | 03:06 |
to, go to File > Place, and Place, the
hyperlink's document.
| | 03:12 |
Showing Import Options.
The only way that you can completely get
| | 03:15 |
rid of that hyperlink formatting when you
place a word document, is to turn on,
| | 03:19 |
Remove Styles and Formatting, and turn off
Preserve Local Overrides.
| | 03:24 |
This is very seldom, the option that you
want.
| | 03:27 |
That means that you loose every incidence
of bold or italic or super scripts or any
| | 03:32 |
other kind of local override the Word user
might have done.
| | 03:34 |
It's going to come in as just basic
paragraph, the whole thing and you're
| | 03:38 |
going to have to re-apply all of that
special formatting.
| | 03:42 |
Usually, you always want to keep this
turned on, but the problem is, that if you
| | 03:45 |
remove styles and formatting, and preserve
local overrides, those lovely things still
| | 03:49 |
come in.
They're not hyperlinks, they're just
| | 03:51 |
formatted to look like hyperlinks.
It counts it as a local override, which I
| | 03:56 |
think is so dumb, because it is not a
local override, it is actually a character style.
| | 04:00 |
If you open up the document in Word, and
go to Styles, and let me sort of use my
| | 04:06 |
arrow keys to get over here, so I don't
actually link in anything, you see it's a
| | 04:10 |
hyperlink character style.
So I don't know why it comes through as
| | 04:14 |
local formatting but it does and of course
if that's the case you'll need to, select
| | 04:20 |
the text.
Let me zoom in here.
| | 04:21 |
I want to keep that italic but I don't
want to keep this horribleness/g.
| | 04:26 |
So I could go to Paragraph styles and
chose to, this button down here, clear
| | 04:30 |
overrides in the selection.
This button right down here will only
| | 04:33 |
clear the overrides in the selected text,
not in the entire paragraph.
| | 04:37 |
That's kind of a pain to do one by one but
you could use Find Change and get rid of
| | 04:42 |
them that way.
I actually think it's easier to clean up
| | 04:45 |
hyperlinks when you're bringing them in
with styles.
| | 04:47 |
So let me revert this file and we'll place
this same Word file.
| | 04:52 |
I'm pressing Cmd or Ctrl+D.
This time in options I'm going to say
| | 04:56 |
preserve the styles and formatting, we
don't need the page breaks, I will turn
| | 05:00 |
that off, click OK.
I'm just going to hold down the Shift key
| | 05:03 |
to place the entire file.
Now, we have the styles and we can use any
| | 05:08 |
of the techniques you've learnt so far to
format this correctly.
| | 05:12 |
But the reason I like to bring it in as
styles, is because now all these things
| | 05:15 |
are tagged with the hyperlinks style, from
Word.
| | 05:19 |
And I could redefine the hyperlinks style,
to not use the horrid RGB Blue, to not be
| | 05:25 |
underlined, if I want to keep the
hyperlink.
| | 05:28 |
Or, I could delete the hyperlinks style
and replace it with my existing hyperlink style.
| | 05:34 |
Perhaps you do want to use hyperlinks but
you don't like that style of them.
| | 05:38 |
So you have your own character style and
here is the style that we're using here.
| | 05:41 |
So that gives you that option.
I'm going to undo.
| | 05:44 |
You could delete the hyperlink style by
selecting it and clicking the trashcan and
| | 05:50 |
replacing it with None and turning off
preserve formatting.
| | 05:54 |
That clears it out.
So, if you bring it in with styles, you
| | 05:57 |
have a lot more options than without
styles.
| | 05:59 |
Now, we're just talking about formatting
here, we're not actually talking about
| | 06:02 |
getting rid of the hyperlinks.
The hyperlinks are still here.
| | 06:05 |
Let me Undo, so we can see this color.
The hyperlinks exist in the hyperlinks panel.
| | 06:10 |
If you go down to Window Interactive
hyperlinks.
| | 06:13 |
The hyperlinks come through live.
Like Hyperlink 1 is twotreesoliveoil.com,
| | 06:19 |
that's this guy.
You can use the go to source, to see where
| | 06:22 |
all these are located.
So even if you do change the styles so
| | 06:27 |
that it doesn't look like hyperlinks,
they're still there.
| | 06:29 |
I don't know if that's good for you, or
bad for you, but if you completely want to
| | 06:32 |
get rid of the hyperlinks, themselves,
maybe they're causing problems in your
| | 06:35 |
work flow.
Then you need to shift click all of them
| | 06:38 |
and they're easy to distinguish if you're
already had existing hyperlinks because
| | 06:42 |
they come named like this, hyperlinke 1 2
3.
| | 06:43 |
And then click the trash can.
So, it does delete hyperlinkededness but
| | 06:49 |
the text remains, now we're just left with
the formatting to clean up.
| | 06:52 |
The final lesson here, two things.
If at all possible clear out the
| | 06:56 |
hyperlinks in Word first before you bring
them in.
| | 07:00 |
And 2, if you're going to have to clean
them up in InDesign, make sure to include
| | 07:05 |
the styles when you import the Word file.
That gives you the most options for
| | 07:10 |
seeking and destroying.
| | 07:11 |
| | Collapse this transcript |
| Fixing missing glyphs (empty squares, pink highlighting)| 00:00 |
One of the peskiest problems with working
with Word and InDesign together is when
| | 00:05 |
you import a Word file into InDesign.
And suddenly you get fonts and missing
| | 00:09 |
glyphs meaning missing characters.
Like the little rectangular boxes and the
| | 00:12 |
dreaded pinking even though the file looks
perfectly fine in Word.
| | 00:16 |
So let's investigate that a bit in this
video and talk about some solutions.
| | 00:20 |
Now this is our wonderful Two trees glyph
problem child that basically looks okay.
| | 00:24 |
We have a bulleted list.
We have some check boxes.
| | 00:27 |
We have some interesting little wing dings
and regular text.
| | 00:32 |
We'll jump over to InDesign where we have
a waiting document and go to File > Place.
| | 00:35 |
And there is our glyph document.
We have show Import Options.
| | 00:40 |
And what we want to do is preserve the
styles and formatting because we want to
| | 00:45 |
see what happens when we bring over the
actual styles and formatting.
| | 00:48 |
Do we have those fonts and so on.
When I click OK, you can see immediately
| | 00:51 |
that we're missing some fonts.
Which I think is interesting, since we
| | 00:55 |
weren't missing them in Word (LAUGH) and
this is the same computer.
| | 00:58 |
But, what the heck.
Let's just click OK.
| | 01:00 |
And place this.
So what are the issues?
| | 01:04 |
Well, first of all, we have this dreaded
pinking which you may know comes from the
| | 01:10 |
preferences in InDesign.
If I go to preferences by pressing Cmd or
| | 01:13 |
Ctrl+K under composition.
Anytime that there's a substituted font,
| | 01:17 |
it's going to highlight it in that
horrible flesh tone.
| | 01:21 |
So it's saying that this font is missing.
And you can look up here in the Control panel.
| | 01:26 |
Any font or style that has brackets around
it means that it's missing.
| | 01:29 |
It's missing Ellis bold.
How is this Ellis bold.
| | 01:32 |
Let's go back here to Word, click inside
this paragraph, go to Font, it's Trebuchet
| | 01:38 |
Bold, it should be fine.
Why does it say that it's a different font?
| | 01:42 |
The only thing that's added, the only
direct formatting is bold.
| | 01:46 |
Well actually, Word kind of lies to people
because it will fake many fonts.
| | 01:50 |
It will make italic bold wingdings that
don't exist.
| | 01:54 |
If you cut and paste with something that
is formatted with a font that it doesn't
| | 01:57 |
have it will fake that font and it won't
tell you.
| | 02:00 |
Unlike InDesign.
As I showed you, this is actually it says Trebuchet.
| | 02:04 |
But if instead, if I double click on one
of these words and go to Font Format, it
| | 02:09 |
says it's Ellis bold there.
It doesn't say that it's missing, but it
| | 02:12 |
tells us the actual font there.
Let's come back to InDesign.
| | 02:15 |
Why is this missing?
What is that supposed to be?
| | 02:20 |
Well we look up here and it says Euro
style italic.
| | 02:23 |
Well, if this was a style that was same
named in both Word file and here so the
| | 02:29 |
InDesign attributes trumped.
And the InDesign attributes are to use
| | 02:33 |
this font that does not have an italic
style.
| | 02:37 |
So the italic style is missing.
And you would have to go through the
| | 02:40 |
document with Find Change.
Let me zoom in with Cmd+plus and change
| | 02:45 |
this to a style that you do have or to a
different font altogether.
| | 02:49 |
Here we have some weird looking effects.
I don't know why this is happening.
| | 02:55 |
Back in Word, this is just regular type.
Body text.
| | 03:00 |
There's no plus symbol anywhere.
But we're getting this happening.
| | 03:03 |
So I'm going to swipe over all this and
then just click on this wonderful little
| | 03:09 |
guy down here.
Clear Overrides and Selection.
| | 03:12 |
I don't want to get rid of the symbol
boxes that came through perfectly fine.
| | 03:15 |
I just want to normalize this selection.
So I'll click here.
| | 03:20 |
there we go.
And I'll click there and I'll do the same
| | 03:23 |
one there.
The symbols came through fine from Insert Symbols.
| | 03:27 |
Zoom out abit.
But we are missing the boxes for the bullets.
| | 03:32 |
And the problem here is that Word, for
it's automatic bullets.
| | 03:36 |
Uses a bullet from the symbol font that
for some reason InDesign does not recognize.
| | 03:40 |
You could either change the font for the
bullet here in Word by going to Bullets
| | 03:46 |
and Numbering Options.
And changing the font for the bullet from
| | 03:49 |
symbol to something like myriad.
But that's too much of a pain just apply
| | 03:52 |
your own bullets style here in InDesign
hopefully you've already created one.
| | 03:56 |
So I 'm going to select over all three
here in, in my paragraph Styles panel.
| | 04:00 |
I do have a bullet style and there it is
and I'll Option click to get rid of the
| | 04:04 |
overrides which is just the underlining
and there we go.
| | 04:07 |
So nice clean bullets.
I think that Word used to use a regular
| | 04:10 |
font for bullets once upon a time.
But suddenly it stopped and so I often see
| | 04:14 |
those boxes whenever I bring in bulletted
text.
| | 04:17 |
But it's a simple fix.
As I mentioned in the beginning, there's
| | 04:20 |
no one easy fix but there are a bunch of
little fixes.
| | 04:23 |
And unfortunately, picking things apart
manually and doing a lot of investigation.
| | 04:28 |
And individual fix-ups is what you're
going to have to do when you come up with
| | 04:32 |
missing glyph problems with a Word file.
| | 04:34 |
| | Collapse this transcript |
| Converting local formatting to character styles with Find/Change| 00:00 |
I think that we've looked at some very
nicely formatted and designed Word
| | 00:04 |
documents in this title, from time to
time.
| | 00:07 |
But now we get down to the brass tax, and
look at a unfortunately more typical
| | 00:12 |
document in Word.
This entire thing has been done with our
| | 00:16 |
friend Normal.
Normal plus all this formatting.
| | 00:19 |
How do you deal with a file like this?
It has so much direct formatting, if I
| | 00:23 |
turn on this little handy-dandy Check-box,
Show Direct Formatting guides.
| | 00:27 |
That's local formatting.
Just about everything is locally formatted.
| | 00:31 |
Let me show you a good method.
Not the fastest method, but the good
| | 00:34 |
method of getting this to work in
InDesign.
| | 00:37 |
Going to jump over to InDesign, where we
have a document waiting, with some
| | 00:41 |
existing Paragraph and Character Styles.
going to make sure that the Basic
| | 00:45 |
paragraph, and None is set, and then place
that document.
| | 00:49 |
We want to import this document, turn on
Show Import options.
| | 00:53 |
With Remove Styles and Formatting,
preserve local overrides.
| | 00:57 |
We don't need Normal, we're going to be
applying InDesign styles to this, but we
| | 01:02 |
do want to save all those local overrides,
those italics, bold-italics and small caps
| | 01:06 |
if you can.
So click OK, and then place it.
| | 01:10 |
All right, now, let's apply Paragraph
Style, and see what happens.
| | 01:13 |
If I click here in this paragraph, let me
zoom in a bit, and I apply the Body style,
| | 01:19 |
well there's something strange going on.
It did retain the local override of small
| | 01:25 |
caps and italics and bold italics, but
there's larger type here and smaller type here.
| | 01:31 |
And this is just one example of how often
you encounter completely messed up Word documents.
| | 01:39 |
Probably the best way to deal with this
would be to get rid of all of the local
| | 01:44 |
formatting in this paragraph, by Option or
Alt clicking on the name of the style.
| | 01:49 |
But then you lose the italics and the bold
italics, and you have to go and apply that manually.
| | 01:54 |
And you probably have gotten by now, that
that is the one thing that I'm trying to
| | 01:58 |
avoid when I'm working in InDesign, is
having to re-apply the bolds and bold
| | 02:02 |
italics and all that other kind of
formatting, from Word.
| | 02:05 |
Let's Undo.
What we need to do is we need to Save the
| | 02:10 |
local formatting that we want to keep, and
get rid of the local formatting that we
| | 02:14 |
don't want.
The best way to do that is to convert the
| | 02:17 |
local formatting that we want to keep into
Character Styles, then we can Option or
| | 02:22 |
Alt click on the styles with impunity,
because that just gets rid of local
| | 02:27 |
overrides, it doesn't delete Character
Styles.
| | 02:29 |
How do we do that?
Lets start by making a Character Style for italic.
| | 02:34 |
So we go to the Character Style panel, I
am going to Option or Alt click on new
| | 02:39 |
Character Style, and I'll call this
Italic.
| | 02:41 |
And the only thing that we want it to do,
is to apply Italic.
| | 02:45 |
Well interesting that I've picked it up,
maybe because my cursor was blinking
| | 02:48 |
there, that's all.
And then we apply Italic to this text.
| | 02:54 |
And now we can click anywhere in the
paragraph, where there is override.
| | 02:58 |
Right now the problem is that the size is
different in this sentence than this.
| | 03:02 |
We'll just option or Alt click.
And we're able to maintain our Italic.
| | 03:08 |
I forgot to get that capital T.
While normalizing the rest of the
| | 03:11 |
paragraph to match the Body Style.
That is the, slowest way you can do it,
| | 03:15 |
but that is one of the best ways.
Now, there's a way to speed it up a little
| | 03:19 |
bit, that I'm going to show you in this
video, and then a way to really speed it
| | 03:21 |
up with scripts, that I'm going to show
you in the next video.
| | 03:25 |
The way to speed it up here is to use fine
change.
| | 03:28 |
Now I've undone.
And let me Undo one more time, so that we
| | 03:31 |
have the Italic Character Style but we
haven't applied it yet.
| | 03:35 |
You take a note of this text.
It's Caslin Pro Italic 10 and 12.
| | 03:39 |
And then assuming that this kind of
formatting happens quite frequently,
| | 03:43 |
elsewhere in the document, you'd want to
use Find Change.
| | 03:47 |
Makes no sense to do it, if it only
happens once.
| | 03:49 |
But let's go to Find Change, and clear out
any existing formatting instructions that
| | 03:54 |
were here.
We want to find this local formatting, and
| | 03:58 |
replace with this Character Style.
We don't want to Find and Change any text.
| | 04:03 |
We just want to change, find and change
format.
| | 04:06 |
So we want to find Adobe Caslon Pro,
Italic.
| | 04:11 |
Now if all Italic Adobe Caslon Pro
qualifies, we can just leave it like this.
| | 04:16 |
But in my experience, sometimes there are
larger or smaller sizes, or somewhat
| | 04:22 |
different variations that I don't want
this Character Style applied to.
| | 04:25 |
So I'll be very specific.
And go ahead and say 10 on 12, and then we
| | 04:31 |
want to replace that with the Character
Style that we created called Italic.
| | 04:36 |
If you haven't created the Character style
yet, like I just created it now, you can
| | 04:39 |
always chose New Character style here, and
create it on the Fly.
| | 04:43 |
You don't have to back out of all of these
dialog boxes and start over.
| | 04:46 |
Which is nice.
Click OK.
| | 04:48 |
And now let's find the first instance.
Finds that.
| | 04:51 |
Change it.
Find next.
| | 04:53 |
Found that bit.
Change it.
| | 04:54 |
Find next.
That's it.
| | 04:56 |
So it was only that one sentence.
Then you can imagine if this one a 100
| | 04:58 |
page document.
How easy that would be to do.
| | 05:01 |
So the idea is that you need to use, Find
Change to find the local formatting, and
| | 05:05 |
replace it with a Character Style.
After you have done that to all of the
| | 05:10 |
important instances of local formatting;
the Bolds, the Italics, the Bold Italics,
| | 05:15 |
Small Caps, Super Scripts, that kind of
thing.
| | 05:19 |
Then you can go ahead and swipe over piles
of paragraphs, and then Option or Alt
| | 05:24 |
click on the style that you want to apply,
to clear out all of that other horrible
| | 05:29 |
local overrides from Word.
And end up with nicely formatted
| | 05:34 |
paragraphs using the styles that you want,
and retaining the Italics and Bolds, and
| | 05:38 |
so on.
| | 05:38 |
| | Collapse this transcript |
| Converting local formatting to character styles with a script| 00:00 |
When you're confronted with a Word
document that has lots of local overrides,
| | 00:05 |
the one thing you want to do is to save
the local overrides that you want by
| | 00:09 |
converting them to character styles.
And then, that way it's a lot easier to
| | 00:13 |
get rid of the overrides that you don't
want with all sorts of different methods
| | 00:17 |
in InDesign.
In a previous video in this chapter, I
| | 00:19 |
showed how to do that manually with Fine
Change.
| | 00:22 |
Now I want to show you a couple scripts
that will help, and these scripts are free!
| | 00:25 |
Yay!
I'm including, some of them in the,
| | 00:28 |
exercise files, and I'll show you, a
webpage where you can download them as
| | 00:33 |
well, if you don't have the exercise
files.
| | 00:36 |
Here is our Word document, you can see
that everything is done in Normal.
| | 00:40 |
With overrides.
And if I turn on Show Direct Formatting
| | 00:43 |
Guides, oh my goodness, look at all that,
overrides.
| | 00:47 |
Let's jump to InDesign, where we have a
waiting document with some paragraph,
| | 00:51 |
styles, and some character styles, and
will flow in this document.
| | 00:56 |
So, I go to File place, go down to the
document that we want, is the one that is
| | 01:03 |
normal, normal meaning normal formatting,
normal style.
| | 01:07 |
We want to remove the styles and
formatting but preserve the local overrides.
| | 01:11 |
But unfortunately, in this case, that
means all sorts of overrides, like type
| | 01:16 |
size differences and font differences.
Now, let's look at the script that I
| | 01:20 |
wanted to use and you can find your
scripts by going to the Window menu, going
| | 01:26 |
down to Utilities and choosing Scripts.
Earlier versions of InDesign, have that
| | 01:30 |
under the Automation file menu toward the
top.
| | 01:33 |
And the scripts I'm going to show you, I'm
in CC.
| | 01:36 |
As far as I know they work from CS4 or 5
all the way to CC.
| | 01:40 |
I didn't write these scripts, I got them
elsewhere with their free, and the ones
| | 01:44 |
that I'm looking at are preptext, and then
a couple called PerfectPrepText and one
| | 01:50 |
called ShowTextOverrides.
The one that you use for an instance like
| | 01:54 |
this, where you have text that you have
not yet styled in InDesign, or that has no
| | 01:59 |
paragraph styles that you want to retain.
It's all normal.
| | 02:02 |
The one script that you run is called
preptext.
| | 02:05 |
And this has been around for a few years.
It was written by John Weir/g.
| | 02:09 |
And all it does is it goes through the
document and it finds everything that's
| | 02:13 |
bold, italic, bold italic, superscript and
so on and it creates character styles for
| | 02:18 |
you and it applies them, yes!
Let me make this larger so you can see
| | 02:22 |
what's about to happen and we'll click
inside here and double click preptext the end.
| | 02:28 |
Is that fast or what?
See up here, this has bold character style
| | 02:32 |
applied to it, and this has the italic
character style applied to it.
| | 02:37 |
Notice that it ignored the existing italic
character style.
| | 02:40 |
If there were one that had a capital I, it
would have used that one.
| | 02:44 |
It created one for bold italic, it
created, look at this!
| | 02:47 |
It created one for bold, underline plus
small caps.
| | 02:51 |
Now it did not include the color.
It just left the color as is.
| | 02:56 |
If you take a look under character color,
it doesn't specify a color, which is interesting.
| | 03:02 |
It just specifies, the case.
But it also, I had a little guy right
| | 03:06 |
here, here it is.
I have a little superscript, it made one
| | 03:09 |
for the superscript as well.
Now what you can do is click in any
| | 03:12 |
paragraph and if I just click Body, you
see that we have some other local
| | 03:17 |
formatting that we don't want, but we can
easily just Option or Alt+click on body
| | 03:22 |
style and it will get rid of all the local
overrides but keep our character styles.
| | 03:27 |
Yay!
So you can do this to the whole document.
| | 03:30 |
No more fine changing just use preptext.
Now, what about the other one?
| | 03:34 |
Let me, Revert.
And talk about one you'd want to use PerfectPrepText.
| | 03:40 |
I'm going to, show you this other document
that I have, it is the same content except
| | 03:44 |
that somebody has gone to the trouble of
applying Styles.
| | 03:47 |
So we have body text, we have heading two,
and so on.
| | 03:51 |
The problem with preptext is that it's
meant to be run on un-styled text.
| | 03:58 |
It will sometimes do too good of a job
with styled text, and will apply character
| | 04:01 |
styles, on top of, paragraph styles, that
are unnecessary.
| | 04:05 |
So, in that case, let's go ahead and, flow
the, styles text.
| | 04:09 |
We'll click Open, and this time you
want to Preserve Styles and Formatting.
| | 04:13 |
And Shift > Click, to pour it all in.
And see, if we ran preptext here, and by
| | 04:18 |
the way, before you run any of these
scripts, you should always save.
| | 04:22 |
That way, if something goes blooey, you
can revert back to it.
| | 04:25 |
'Cuz some of these scripts, especially the
free ones, they do like 300 steps, and in
| | 04:30 |
order to undo, you'd have to undo each of
those 300 steps.
| | 04:33 |
So, let's go ahead and do that, I'm
going to do a Save As to this document.
| | 04:36 |
And we'll call it "2".
Watch what happens when I double-click "preptext".
| | 04:42 |
Oop, I didn't have an insertion point, so
I have to click inside here and then
| | 04:45 |
double-click, there we go.
So it did create character styles, small
| | 04:50 |
caps and super, but look at this paragraph
style, it also applied a character style
| | 04:54 |
called "Bold".
Right, so we don't want Heading 2 plus a
| | 04:57 |
character style, that's kind of crazy.
It's not really meant for this, it'll do
| | 05:00 |
the job but it might bite you in the end,
let's put it that way.
| | 05:04 |
So I'm going to Revert.
Okay.
| | 05:06 |
And now this time instead of running,
(INAUDIBLE) we don't have the character
| | 05:09 |
style applied.
But what we do want to do is we want to
| | 05:12 |
create character styles for things like,
me walk, up here and that's when we use
| | 05:16 |
this other script written by a friend of
mine named Peter Carl, called PerfectPrepText.
| | 05:20 |
There is one called Do and one called Ask.
I can show you a webpage that explains the
| | 05:25 |
difference but essentially, just use the
one that says Do.
| | 05:28 |
So click inside the text frame.
Double-click the one that says Do.
| | 05:31 |
The end.
But basically, if you were watching it
| | 05:34 |
tore it apart, removing all of the styles.
Created and applied the character styles
| | 05:38 |
it needed to and then put the paragraph
styles back.
| | 05:42 |
And what's nice is that it didn't apply
the bold character style to this heading
| | 05:47 |
because it was already bold.
That's whats so perfect about PerfectPrepText.
| | 05:52 |
I explain the differences between these in
my InDesign secrets post from last year
| | 05:57 |
called; PerfectPrepText: a smart way to
style local formatting and explain the
| | 06:01 |
difference and have download links for
you.
| | 06:03 |
And if you don't know how to install
scripts our website at
| | 06:06 |
www.InDesignsecrets.com will also tell
you.
| | 06:09 |
By the way, I have this one other script
that's wonderful called; Show Text
| | 06:13 |
Overrides, and I've already installed it
and watch what it does.
| | 06:16 |
Let me Revert.
You don't want to undo.
| | 06:19 |
And if I go to the Type menu, you see it
added a menu item called Show Text Override.
| | 06:23 |
And if I select it, it's really great.
It goes through the document and it puts
| | 06:28 |
this non-printing highlighting on
everything that it overridden.
| | 06:31 |
So it's an easy way for you to check to
see if you've gotten all of the direct
| | 06:35 |
formatting and replace them with character
styles, a nice little clean up thing.
| | 06:40 |
That is a free script that I've
downloaded, I can't really distribute it,
| | 06:43 |
from a friend of mine named Harbz /g, who
runs a company called "in-tools.com," and
| | 06:48 |
if you go to in-tools.com, just look for
"Scripts".
| | 06:52 |
And he's got one called Showing Text
Formatting Overrides with a download link
| | 06:56 |
and that also works in earlier versions of
InDesign as well as CC.
| | 07:00 |
So when you're confronted with either a
very messy Word document with lots of
| | 07:03 |
local overrides or one that's perfectly
styled, but you still want to apply
| | 07:09 |
character styles to the local overrides.
Be sure to check out and work with these
| | 07:14 |
wonderful scripts, and they're free!
| | 07:17 |
| | Collapse this transcript |
| Merging text from inline text frames in Word into the main text flow| 00:00 |
You know Word is actually a pretty
incredible program.
| | 00:03 |
And it can do some neat things but those
neat things can really make life difficult
| | 00:08 |
for the person who needs to flow the text
into another program like InDesign.
| | 00:12 |
One of the neatest things it can do is
that it can make text frames just like
| | 00:15 |
InDesign can.
And the user can set the text frames to
| | 00:17 |
float the text or they can be anchored in
the text, with things floating around them.
| | 00:22 |
These are called, surprise, surprise, text
frames.
| | 00:24 |
And we're looking at a Word document right
now with a text frame with a background
| | 00:28 |
color over here, and a couple of text
frames with pull quotes over here.
| | 00:32 |
In case you're wondering how are these
made in Word, we look for wherever there
| | 00:36 |
is an insert menu or command, and you can
choose Insert Text Box here in Word 2011,
| | 00:42 |
but most Windows versions, you do it from
one of the ribbons, like right here under
| | 00:45 |
Insert Text Box.
You can even do vertical text boxes.
| | 00:49 |
How do these come into InDesign and how
can we extract the text out of them quickly?
| | 00:54 |
That's what I want to show you in this
video.
| | 00:56 |
I'm jumping over to Indesign CC and will
just create a new document and really make
| | 01:01 |
no difference what kind of document.
It is, and will place that word file here,
| | 01:05 |
so I go to File Place, inline text frames,
this is it right here, inline
| | 01:09 |
textframe.doc going to show import
options.
| | 01:12 |
Whether you choose to preserve styles and
formatting or remove the styles and
| | 01:17 |
formatting, those anchored frames are
going to come in.
| | 01:19 |
Let's try the preserve style and
formatting first.
| | 01:23 |
I'll click OK and click.
And there they are.
| | 01:26 |
So we did lose the background fill behind
the one on top.
| | 01:30 |
But the rest of the formatting came
through.
| | 01:32 |
And then these frames here are anchored
frames.
| | 01:35 |
So you can see the anchor icon in them.
Look at this one.
| | 01:38 |
And if you go to the view menu.
Go down to extras and chose show text threads.
| | 01:43 |
It'll show where they're anchored to.
So lower left hand corner of this frame is
| | 01:48 |
anchored right in the beginning of this
paragraph in front of in some year.
| | 01:52 |
And if we jump back to Word and see that
actually it was anchored to right here and
| | 01:56 |
we can see the anchor there.
It's not as precise.
| | 01:59 |
As it is, in InDesign.
But that's essentially where it is.
| | 02:02 |
Now the question is, how do we get this
text outta here?
| | 02:04 |
because this is a big pain, you probably
already have a Pull Quote style, and you
| | 02:08 |
want the Pull Quote to be part of the main
text flow.
| | 02:11 |
There's a manual way to do it, and there's
a wonderful script way to do it, and it's
| | 02:14 |
a free script, that I am including with
the exercise files.
| | 02:17 |
You're not getting the exercise files,
I'll be writing about it and linking to it
| | 02:21 |
in an upcoming post on
InDesignSecrets.com.
| | 02:24 |
So, I'll get to that in a second, but
first, let me show you the manual way.
| | 02:28 |
You would have to select all the text in
here, or just press Cmd+A or Ctrl+A, cut
| | 02:33 |
to the clipboard, zoom in to where you
wanted to go, turn on invisibles.
| | 02:39 |
And if I turn on invisibles, that is the
hidden characters, show and hide hidden
| | 02:43 |
characters, you can see the yin symbol,
which indicates the position of the anchor.
| | 02:47 |
And I'm going to make sure I'm right
before the I, there we go and then paste,
| | 02:52 |
so that text came in.
And how do you get rid of the anchored
| | 02:55 |
frame, you just Select it with the
Selection Tool and delete it, kind of a
| | 03:00 |
pain, you'd have to do that to every text
frame.
| | 03:02 |
I mentioned earlier, I have a free script
that I want to tell you about, but
| | 03:05 |
actually come to think of it, I have two
scripts; one of them is a VBScript and
| | 03:09 |
that's kind of like the scripting language
of Word.
| | 03:13 |
I'm going to jump over to Safari and I've
mentioned this wonderful web site,
| | 03:17 |
Editorium, a few times.
This is the place that I go to when I
| | 03:21 |
want to learn more about how Word works
for publishing.
| | 03:24 |
In the Editorium blog the editor, Jack
Lyon, wrote just about this very topic,
| | 03:29 |
Converting Text Boxes to Text and he
includes a VB script that you can run in Word.
| | 03:36 |
Now VBScript to my knowledge only runs on
the PC or early versions of Microsoft Word
| | 03:42 |
for the Mac or the very latest one I'm
pretty sure Word 2011 can run VBScript.
| | 03:48 |
He has instructions for how to install the
script a link to different log posts, but
| | 03:52 |
this script if you run this macro in Word
will merge all the text frames in Word and
| | 03:58 |
it will highlight where that text was
placed in the main text flow with a
| | 04:02 |
character style that you can turn on and
off.
| | 04:05 |
So that's nice.
But, what if you can't do that, or you'd
| | 04:08 |
rather do it in InDesign?
Then the script that I have, is called, Unanchor.
| | 04:13 |
Unanchor was written by Loicaigon, he is
from France but he dose a English version
| | 04:22 |
and a French version of his website and if
you go to his scripting page you will find
| | 04:28 |
the script un-anchored along with a few
other scripts.
| | 04:30 |
He's a wonderful nice man who wrote the
script actually for me for this course.
| | 04:35 |
If you ever need a custom script written,
please go visit or talk to Loic, he's a
| | 04:39 |
wonderful guy.
Anyway, let me show you what this script does.
| | 04:41 |
Unanchor, let's go ahead and select the
text frame and double click the unanchor script.
| | 04:46 |
The end.
Isn't that wonderful?
| | 04:48 |
So, he wrote this script that
automatically merges the text.
| | 04:52 |
At the point where it was anchored, what
we just did manually but I told them after
| | 04:56 |
it merges it would be nice to be able to
see where that text ended up in case I
| | 05:01 |
want to move it elsewhere.
So he included this extra feature of
| | 05:04 |
highlighting the text that came from those
anchored frames that he just merged.
| | 05:08 |
So how do you turn this highlighting off
an on?
| | 05:10 |
This is actually something that will never
print.
| | 05:13 |
It is a conditional text markup.
If you go to the Window menu, go down to
| | 05:18 |
Type and Tables, and choose Conditional
Text, you can see that this script
| | 05:22 |
automatically applies a condition to that
text called unembed.
| | 05:27 |
And, you can select this condition, and
under indicators choose Hide, and then it
| | 05:32 |
goes away.
Or, if you're positive that everything has
| | 05:34 |
been merged into the correct location in
the text flow, you can simply select all
| | 05:38 |
your text and then choose Unconditional,
and then you don't have to worry about
| | 05:42 |
un-imbed condition ever showing up again.
So now you know three ways to merge the
| | 05:47 |
text, from anchor text frames in Word.
Into, the main text flow in InDesign.
| | 05:52 |
And to Jack Lion, who wrote the VB script
for Word, and Luik Igan, who wrote the
| | 05:57 |
Unanchor script for InDesign, our deepest
appreciation.
| | 06:01 |
| | Collapse this transcript |
| Extracting embedded art from a Word file| 00:00 |
Isn't this a lovely work of art?
(LAUGH).
| | 00:03 |
I had a lot of fun putting this together.
This Word file may look a little familiar
| | 00:07 |
because I talked about this a couple of
chapters ago in an earlier video in this
| | 00:11 |
title about working with embedded images.
Though I have gussied it up a bit with a
| | 00:16 |
few more things.
What we have in here is we have a piece of
| | 00:19 |
clip art because Word has a pretty robust
clip art collection.
| | 00:23 |
And I made the chicken nice and fat.
He was actually skinnier.
| | 00:26 |
I added a little balloon for him to talk
to.
| | 00:28 |
I just add one of these shapes here, I
inserted one of these call outs and then
| | 00:32 |
it automatically puts a little text thing
inside, so you can write down what you
| | 00:36 |
want to say.
And I love this little yellow diamond
| | 00:38 |
here, so we can point it at the chicken.
Why doesn't InDesign have this?
| | 00:41 |
This is wonderful!
We have more clip art, this is an EPS graphic.
| | 00:45 |
We inserted a chart because we have Excel
running and it lets us install it insert a
| | 00:50 |
chart from the charts ribbon.
Lot's of fun charts to play with.
| | 00:53 |
Some text effects and then an actual image
that I imported by going to the Insert
| | 00:59 |
menu and choosing from insert a file and
this is an image that was on the hard drive.
| | 01:03 |
So, let's say that we need to get this art
into our InDesign document.
| | 01:07 |
Let's see what happens.
I'm going to jump over to InDesign and
| | 01:10 |
just create any new document.
And we're going to place it File > Place.
| | 01:15 |
This one happens to be on a desktop right
here.
| | 01:17 |
Embedded_images.docx.
Show the import options because the only
| | 01:21 |
way you're going to get those images, is
by turning on Import Inline Graphics and
| | 01:26 |
that means you'll have to preserve the
styles and formatting.
| | 01:28 |
If the styles and formatting is all
screwy, you might as well just create
| | 01:32 |
another temporary InDesign document and
import it with it just to grab the graphics.
| | 01:36 |
And then you can save out the graphics
separately and drag them over or place
| | 01:40 |
them over into your good InDesign document
that you just styled from plain text.
| | 01:45 |
Anyway, I'm going to go ahead and
Shift+Click to place this work of art and
| | 01:51 |
now as I've mentioned from the previous
video now all the art makes it through.
| | 01:55 |
We're missing our balloon.
We're missing the chart.
| | 01:59 |
Only a few things came in.
What came in?
| | 02:02 |
Here, in the links panel, we have image
323, image 329 and image 375, clear as mud.
| | 02:09 |
They're all embedded images, that's what
this icon means.
| | 02:12 |
Now that doesn't mean that these are low
rent images.
| | 02:14 |
If you select it, you can see down here
that this chicken.
| | 02:17 |
Is a ping, and with a resolution of 300
pixels per inch.
| | 02:23 |
The globe is an EPS file, and the olives,
we're familiar with, is 300 PPI as well.
| | 02:29 |
If you want to edit these images, you
want to take them out of here, to use in
| | 02:33 |
another project or to open up and modify
in Illustrator or Photoshop, you simply
| | 02:38 |
select these three embedded images.
Go to the Links panel menu and choose
| | 02:43 |
Unembed Link.
It's going to ask if you know where the
| | 02:46 |
originals are.
We don't, so we'll say no.
| | 02:48 |
Then it says, okay well, where do you want
me to export these to?
| | 02:50 |
Because the entire image has been stored
inside the indesign file, and it was
| | 02:55 |
stored in the Word file, I'm going to put
them on the desktop and I'll, I'll make a
| | 02:59 |
new folder called extracted images.
And we'll save them there.
| | 03:04 |
And we'll jump over to the finder to take
a look.
| | 03:07 |
There are our extracted images.
The chicken in its original form before we
| | 03:11 |
stretched it.
And the EPS graphic which has no preview.
| | 03:14 |
I'd probably open this in Illustrator and
fix it.
| | 03:17 |
And then the olives, which as you can see
is 803 k, it's the original file.
| | 03:20 |
So, Word did not compress, or downsample
any of these things.
| | 03:24 |
They came through really well.
If I exported this file to a print ready
| | 03:29 |
PDF, and in the export I said convert the
colors according to my color definition,
| | 03:34 |
it'll convert all these to CMYK, if that's
what I said to do.
| | 03:38 |
And it'll maintain the good resolution.
So they're perfectly fine.
| | 03:41 |
But the question here is, what about the
one's that we left behind?
| | 03:45 |
What could we do with those?
I have a couple different methods, that I
| | 03:49 |
have tried on various occasions because
sometimes I really want one particular
| | 03:53 |
piece of art.
One thing you can do is export this to PDF
| | 03:57 |
from Word.
Just go to the File menu.
| | 04:00 |
If you have Windows, it's much better you
get a much better PDF than you do with
| | 04:05 |
Macintosh because they have an actual
plugin that exports it to PDF presets.
| | 04:10 |
But either way, here I will just chose
print and then I will chose save as PDF
| | 04:14 |
from down here.
And I've already done that and I've
| | 04:17 |
exported two of them, they're on the
desktop.
| | 04:19 |
Right here.
So, it came through in Acrobat,
| | 04:23 |
unfortunately, they're still sort of like,
in pieces and they're not easy to select
| | 04:27 |
or edit.
Instead what I would do, would be to open
| | 04:30 |
up these PDFs in Illustrator, which I have
already done.
| | 04:33 |
Illustrator can only open up one page at a
time, that's why I made two copies.
| | 04:37 |
Looks like the chicken is swearing.
But this is how the text translated.
| | 04:42 |
And here's page two, same thing here.
Something strange about the way Word
| | 04:46 |
handles text in these embedded graphics,
but this one came out fine.
| | 04:50 |
So here is some art that I could use.
I could save as an ai file, in place.
| | 04:54 |
And then the balloon, which was over here,
I could grab as well.
| | 04:58 |
It's sort of separated from its little
shadow, but I could group them both.
| | 05:02 |
And if you look at Outline, looks fine.
So, that's another way that you can get
| | 05:06 |
them out, but a third way that I've been
forced to tell you about just because my
| | 05:10 |
friends here say, "show them that trick
about renaming the DOCX files to zip" I
| | 05:14 |
don't think it's useful that much at all.
But you can rename, here, let me do it to
| | 05:19 |
a duplicate of this.
You can rename the DOCX to zip on a Mac or PC.
| | 05:24 |
And you'll get yelled at, but you say yes,
Use .zip.
| | 05:27 |
And then after you zip it, you can double
click it and it will unzip into a folder.
| | 05:34 |
So a DOCX file has all these things as
components.
| | 05:36 |
And you can see basically it's like an
anatomy of a DOCX file.
| | 05:40 |
And one of these folders, the Word folder
has a folder called media, where you can
| | 05:44 |
extract all of the images in a Word file
in media but look at the images, they're
| | 05:49 |
the same ones we got in InDesign.
So I don't see what the big deal is and
| | 05:52 |
worse the EPS has turned into this weird
emf thing.
| | 05:55 |
To me one of the best ways to extract
those images from Word is to save the Word
| | 06:00 |
file as a webpage.
Just go to the File menu and choose Save
| | 06:04 |
As, or go to your ribbon, choose Home,
Save As.
| | 06:08 |
You want to save it as a webpage or save
it as an HTM or an HTML file.
| | 06:11 |
Whatever the menu item is, that's what you
want to do.
| | 06:14 |
Save this thing as a webpage.
I'm going to save on my desktop, I'll call
| | 06:18 |
it word as a webpage.
And save it there and give it a second to
| | 06:24 |
process, now this is what it looks like in
Word but we don't care about the HTM file
| | 06:28 |
at all, we're going to task that.
Lets jump over to the finder and here is
| | 06:32 |
word is a webpage that's the HTM page we
don't care about.
| | 06:35 |
But look, embedded image files and you can
frequently extract what's you want from
| | 06:40 |
here, look there's that cluck that got
reversed out a bit, and something happened
| | 06:44 |
with the clipping group, but we got that.
There's the original chicken, there's the
| | 06:47 |
fatty chicken.
I dunno what that is, there is the EPS
| | 06:50 |
graphic, there's the chart, as a PNG file,
there's the, our sales are blooming.
| | 06:55 |
So all these can be placed.
There's the big olives, and then after
| | 06:58 |
resizing, 57K olives.
So this is the original file, and the PNG file.
| | 07:03 |
This is great, I use this all the time.
When you place a Word file into InDesign
| | 07:08 |
and you need to get more graphics than
what came through, consider exporting to
| | 07:12 |
PDF and opening in Illustrator or saving
that Word file as an HTML file and
| | 07:17 |
grabbing the PNGs and JPGs that it
creates.
| | 07:21 |
| | Collapse this transcript |
|
|
5. Troubleshooting and Repairing Word Files"Maggying" the Word file to remove internal corruption| 00:00 |
If you've ever place a Word document into
InDesign and it just starts acting weird,
| | 00:06 |
I mean like, I have had Word documents
that can't replicated here, where I would
| | 00:11 |
swipe over a paragraph.
But this paragraph wouldn't become selected.
| | 00:15 |
Something else up here would become
selected or when I was doing a fine change
| | 00:19 |
in the story, it would crash.
Or any of those kind of like weird occurrances.
| | 00:24 |
If you can replicate that by placing that
Word file into another InDesign document
| | 00:28 |
and the same problem occurs then buddy you
got a problem with that Word file.
| | 00:32 |
I want to show you the one technique that
I picked up a few years ago that I thought
| | 00:36 |
was an old wise tail but it turns out it's
actually endorsed by Microsoft.
| | 00:40 |
And that's called Maggying the Word file.
You're going to have to start over.
| | 00:44 |
You're going to have to remove that story
from InDesign and open up the original
| | 00:48 |
Word document.
So I have this original Word document
| | 00:51 |
opened up here.
Maggying the file means selecting all the text.
| | 00:56 |
Just click inside the file and choose
Select All.
| | 00:59 |
Except for the final carriage return.
So I'll make sure that you're viewing them
| | 01:04 |
so you can see them.
That's this paragraph marker up here,
| | 01:06 |
actually called a pilcrow.
You do not want to select that final
| | 01:10 |
paragraph return.
So I'm going to hold down the Shift key
| | 01:12 |
and tap the Left arrow here.
You would do the same kind of maneuver in
| | 01:17 |
Windows version of Word.
Select All.
| | 01:19 |
And then deselect the final character
term.
| | 01:23 |
You can click here and then drag to the
top of the document if you wanted to.
| | 01:26 |
Then copy this, copy the selection, then
create a new blank document in your
| | 01:32 |
regular template here and paste it in.
That is all.
| | 01:36 |
Save it as a new document and place that
into InDesign.
| | 01:41 |
I can tell you that about 80% of the time,
this solves the problem.
| | 01:44 |
Suddenly I can select the paragraphs,
nothing's crashing, everything's working normally.
| | 01:49 |
So why is it called Maggying, and why does
that help?
| | 01:52 |
The legend has it that Maggie was a
copywriter on a listserv, and I actually
| | 01:56 |
was a member of this listserv.
It's like a old fashioned bulletin board,
| | 02:00 |
a mailing list on a copy writing listserv,
and she said that this was the way that
| | 02:05 |
they fix a problem child word documents.
She can't remember where she had learned
| | 02:09 |
it, and her name was Maggie, so from then
on, whenever a new member would mention
| | 02:14 |
that were having a problem with a Word
file.
| | 02:16 |
Other members of the listserv would chime
in, did you Maggie it.
| | 02:20 |
Well, that's what I always referred to it
and that's what I teach.
| | 02:22 |
And that's what we use in my office and it
just works fantastic.
| | 02:26 |
I'm not quite sure why until I read about
it on the Microsoft Help page.
| | 02:31 |
So I pulled that up here.
There is a document called How to
| | 02:35 |
troubleshoot damaged Word documents put
out by Microsoft.
| | 02:38 |
It's a knowledge-base article.
This is really only for Word users, all
| | 02:42 |
different ways that you can recover a
damaged Word file.
| | 02:44 |
But take a look here.
One of their Methods to fix a file is copy
| | 02:49 |
everything expect the last paragraph mark
to new document.
| | 02:52 |
And the reason is because that last
paragraph mark in a document contains the
| | 02:56 |
history of the entire file.
I always knew that the paragraph markers
| | 03:00 |
contained a lot of information in word the
other programs didn't seem to carry but
| | 03:05 |
its the final one that often contains
corruptions or problems.
| | 03:08 |
And it's saved there.
So if you copy everything except for the
| | 03:11 |
last paragraph mark and paste it into a
new document.
| | 03:14 |
You will often clear out any of the
badness in that Word file.
| | 03:17 |
Specially if it's an old Word file.
A long Word file with lots of extra
| | 03:22 |
goodies in it.
Like indexes and pictures and tables of contents.
| | 03:26 |
Or if it's been saved over and over again.
Like maybe it was originally created in
| | 03:29 |
Microsoft Word 2003.
Try that.
| | 03:32 |
I think it's a really good preventative
medicine.
| | 03:35 |
You know, sometimes when I've done that,
the last paragraph looks completely
| | 03:39 |
different than what it did before.
And I think that was a symptom of that
| | 03:42 |
paragraph marker and the end was
containing some information that was being
| | 03:46 |
applied to the document.
I've even used this method successfully
| | 03:50 |
when I have a problem-child paragraph, is
that I'll go to the original Word document
| | 03:54 |
and then copy the paragraph.
Except for the last paragraph marker and
| | 03:58 |
paste it into a new doc and save it, and
place that into InDesign and copy and
| | 04:03 |
paste it.
One caveat is that if your document has
| | 04:06 |
section breaks, like this one does,
Maggy2.docx.
| | 04:11 |
The final paragraph before the section
break marker has this same issue.
| | 04:14 |
So, you don't want to select everything in
a document that has sections, you want to
| | 04:18 |
do it section by section.
So you would select everything in this one
| | 04:21 |
section, up until the last paragraph
marker, this guy, copy and paste it into
| | 04:25 |
new document, and so on.
That is maggying the document and I'm
| | 04:29 |
going to tell you, I would love to hear
from you.
| | 04:30 |
If this method helped you out because I
just think it's a miracle.
| | 04:34 |
| | Collapse this transcript |
| Round-tripping to InDesign RTF to clean up unnecessary information| 00:00 |
There are a couple times when saving your
word doc as a rtf file makes a lot of
| | 00:06 |
sense, and one of them is when it just
starts acting weird.
| | 00:09 |
Even Microsoft recommends that if the file
starts acting a little bizarrely in Word,
| | 00:13 |
you can do File > Save as in Word, and
save it as a RTF file that's Rich Text Format.
| | 00:19 |
You're going to lose a lot of the extras
that are in Word, but it does retain the
| | 00:23 |
formatting and all the text.
Then you can always update the text, I'll
| | 00:29 |
call this wordfile.rtf.
And then you would open that RTF again,
| | 00:35 |
right in Word, and then save it as a Doc
file.
| | 00:38 |
But I've actually found that that doesn't
really do much good, because Word RTF
| | 00:43 |
files are just as full of crud as a Word
Doc or DocX file.
| | 00:47 |
Instead, I found that it's much better to
place the Word file into InDesign, export
| | 00:53 |
out as RTF from InDesign, and then use
that RTF as the clean version.
| | 00:58 |
Let me show you how we would do that.
And here is an example of how I would
| | 01:01 |
actually use this in production, not just
because the Word file is damage, but
| | 01:06 |
because it actually does a fantastic job
of cleaning out the unused styles.
| | 01:11 |
Now, you may remember in a previous video,
I talked about one of the best practices
| | 01:15 |
workflows is to map your Word styles to
your InDesign styles.
| | 01:21 |
Here we're going to bring them into this
history of San Francisco document that has
| | 01:25 |
a waiting text frame.
Don't worry about the missing images,
| | 01:27 |
we're not really concerned about images
here.
| | 01:29 |
And here in InDesign, we have a bunch of
paragraph and a few character styles.
| | 01:34 |
The idea is that we would want to place
that Word file into InDesign and map there
| | 01:41 |
styles to the InDesign style.
So, I have here in this RTF folder a doc
| | 01:46 |
file called RTF-before.
And we're going to turn on Show Import
| | 01:50 |
Options, turn off Replace Selected Item.
The problem with mapping, this happens to
| | 01:55 |
me about 80% of the time with Word docs,
is that if you give it a shot, turn on
| | 02:00 |
Preserve Styles and Formatting, customize
style import, and click Style Mapping,
| | 02:05 |
look at all these styles!
Look at all these!
| | 02:07 |
Now I know that my Word document does not
use all those styles.
| | 02:11 |
I'm going to click Cancel here.
I did not say Import Unused Styles.
| | 02:15 |
Honest to Pete's, I do not know why that
happens.
| | 02:18 |
But here is the fix.
Create a new temporary InDesign document.
| | 02:22 |
You're not going to save this, so, don't
worry about any settings.
| | 02:24 |
Place that same file, so, this is
RTF-before.
| | 02:28 |
You want to place it with all the styles.
You don't want to customize style import.
| | 02:32 |
Just preserve the styles.
You don't need the flow the thing, you
| | 02:35 |
just want to create one frame then click
inside that story and export it.
| | 02:39 |
So, go to File > Export and Export as an
RTF out of InDesign.
| | 02:44 |
InDesign does a far better job than Word
does for some reason.
| | 02:48 |
We'll call this, from Indesign RTF.
Now, let's go back to our original
| | 02:53 |
document, and I'm going to choose File >
Place, and go to the desktop.
| | 02:59 |
From InDesign.rtf show the import options.
We're going to go down here to customize
| | 03:05 |
style import.
Huh!
| | 03:06 |
Check that out.
These are the styles that are actually
| | 03:09 |
being used in that Word doc.
Now, it's much easier for me to map
| | 03:13 |
Heading 1, 2, Title and Normal to body and
so on, a lot faster.
| | 03:20 |
What you see here, what this process of
exporting from InDesign to RTF did, is it
| | 03:26 |
cleaned out a lot of the unnecessary
information inside the Word file.
| | 03:30 |
And even if I wasn't planning on doing any
kind of style mapping, if a Word doc is
| | 03:35 |
giving me trouble, I will often bring it
through this process.
| | 03:38 |
So, you clean it up and have a healthier
Word file to use in other documents.
| | 03:42 |
| | Collapse this transcript |
| Using the Divide and Conquer method in either program| 00:00 |
There is a tried and true method of
diagnosing a problem file, and that is
| | 00:05 |
called dividing and conquering, also known
as the binary method.
| | 00:09 |
The idea being that, if you have a problem
file that extends over a number of pages
| | 00:15 |
or screens, you divide in a half.
Create two files where they were one, and
| | 00:20 |
then test each half.
One half will be good, the other half will
| | 00:23 |
be bad, usually.
Because it's usually especially with the
| | 00:26 |
word file, it is one character, or one
paragraph, or one return that is
| | 00:30 |
corrupted, a missing footnote reference,
an index entry that got messed up, a table
| | 00:36 |
cell that is splitting incorrectly.
It's usually one thing in a file.
| | 00:40 |
But it's really hard to tell if you've
already poured it in to InDesign, and your
| | 00:43 |
running into problems with crashing, or it
won't print, or it won't export to PDF, or
| | 00:48 |
Find and Change isn't working.
If you suspect it might be something
| | 00:51 |
inside the Word file, you want to try
dividing and conquering.
| | 00:56 |
You can divide and conquer either in the
original Word file or in the InDesign file.
| | 01:00 |
I have here the original Word file
divide.docx, which is this sort of long
| | 01:05 |
extract from a book.
If you're going to divide and conquer a
| | 01:09 |
Word file, you want to try and split it in
between sections or page breaks.
| | 01:14 |
Specially if you have a section break.
Even Microsoft Word's, how to repair word
| | 01:19 |
files page, recommends that, if you wanted
to divide and conquer this file that you
| | 01:24 |
don't include a section break in the
middle of one of your files.
| | 01:28 |
So, here, I would take this section right
here and then cut it and create a new Doc
| | 01:35 |
and paste it.
And then, it's having a freak-out about
| | 01:38 |
the Table of Contents.
But maybe there's a problem with the
| | 01:41 |
headline, maybe there's a problem with the
page break.
| | 01:43 |
I would try here to just pour this half
into my InDesign document and see if that
| | 01:48 |
solved the problem.
More typically, you're going to not have
| | 01:52 |
any section breaks, so, you can do a
search and replace to get rid of section breaks.
| | 01:56 |
And then you would select everything from
the beginning of the file to about half way.
| | 01:59 |
And I just dragged the scroll bar down to
a good point.
| | 02:02 |
I think actually right above here would be
good.
| | 02:05 |
Shift+click.
Love the page break to the beginning of
| | 02:09 |
the file.
Cut to create a new document.
| | 02:11 |
Paste, save it as first half.
Place that first half into InDesign, see
| | 02:16 |
if I'm still having a problem.
In that way, it might take you 15 minutes
| | 02:20 |
or half an hour, but you can often isolate
it to one problem child paragraph, one bad
| | 02:25 |
index entry.
Fix that and then you're good to go.
| | 02:28 |
Now, if you've already place the entire
file into InDesign, maybe you don't have
| | 02:31 |
the original Word doc, what I would do
would first be to isolate that story in InDesign.
| | 02:37 |
If it's surrounded by lots of pictures and
sidebars, and so on, I would cut and paste
| | 02:43 |
this entire thing into a new InDesign
document.
| | 02:45 |
And let's say that's exactly what I've
done here.
| | 02:47 |
I have a new InDesign document into which
I've (UNKNOWN) the story.
| | 02:50 |
I will test to see if the problem is still
occurring.
| | 02:53 |
Assuming it is, whatever the problem might
be, you divide and conquer this InDesign file.
| | 02:58 |
The easiest way to do that, is to use this
wonderful command from the Pages panel
| | 03:01 |
menu, right out here, called Move Pages.
This will let you delete pages from this
| | 03:06 |
document, and insert them into another
file.
| | 03:10 |
One problem about move pages is that, it
doesn't have new document as a choice here.
| | 03:15 |
So, I always forget that.
You need to create a new document on your
| | 03:19 |
own, I'll press Cmd or Ctrl+N.
I don't care what my settings are here,
| | 03:23 |
you don't need to worry about that.
We're not going to actually print this or anything.
| | 03:27 |
You don't even need to save it.
Now, go back to your original document,
| | 03:30 |
and let's see, you can see down here that
it's 30 pages long.
| | 03:33 |
So, I'm going to select from page 1 to 15,
and then go to the Pages Panel menu and
| | 03:38 |
choose Move Pages.
My selection is repeated here, and I want
| | 03:43 |
to set the destination to before page 1,
meaning before the beginning, move to untitled.
| | 03:49 |
That nice that at least it's fine with
untitled documents.
| | 03:52 |
You don't need to delete the pages after
moving if you don't want to, but it might
| | 03:56 |
make it go a little faster if you said
yes.
| | 03:58 |
because that way you'd have two halves to
test, rather than having to export one
| | 04:02 |
half, then export the second half.
I'll say OK, you'll get a warning if the
| | 04:06 |
page sizes don't match, don't worry about
it.
| | 04:08 |
Now, here is the new doc and it goes from
page one all the way to the end.
| | 04:13 |
Page 15, 16, there's nothing on there.
But what I like about this is that if I
| | 04:19 |
select the last frame, you can see it's
not pulling in all that extra text.
| | 04:24 |
So, I can truly just test the first half
of this file.
| | 04:27 |
However, I noticed in the source document
that we still have the entire story.
| | 04:31 |
So, you're probably going to have to
export each half at a time.
| | 04:35 |
Anyway, so, you'll test this to see if the
same problem occurs.
| | 04:38 |
And if it doesn't, then the problem has to
do with pages 16 through 30 in that document.
| | 04:43 |
And you'd go on testing like that.
Once you find the problem in pages 16
| | 04:47 |
through 30, then you'd repeat this so that
you have half of that, test that half and
| | 04:53 |
so on, until you're able to narrow it down
to like a couple pages or just one page.
| | 04:57 |
Then you can solve the problem right
there, and your whole file is good to go.
| | 05:01 |
That is dividing and conquering, a time
tested method of solving problems with
| | 05:06 |
computer files.
| | 05:07 |
| | Collapse this transcript |
| Rescuing the text from a damaged Word file| 00:00 |
Sometimes a Word file is so messed up that
all you want, is to get the text out of there.
| | 00:06 |
You don't care about the TOC, you are
willing to give up the Index, or the
| | 00:11 |
Footnotes even, or the Endnotes, or the
Embedded images.
| | 00:14 |
You just really want the text, all that
other stuff can be redone in InDesign.
| | 00:19 |
I'll show you how you can do that with
Microsoft Word, in a little known feature
| | 00:23 |
that Word has had forever for both
Macintosh and Windows.
| | 00:26 |
It's the ability to rescue text, however,
you should know that it only works with
| | 00:30 |
.doc files.
You have a doc x file, there's not much
| | 00:34 |
you can do with that.
Well there are many services that you can
| | 00:36 |
find if you just do a search on the
internet, that are designed to Repair or
| | 00:40 |
Rescue a Word file.
So you might try one of those.
| | 00:42 |
But if your file is a .doc file, then what
you can do is you can go to Word.
| | 00:47 |
There's my .doc file here.
On the Desktop, choose Open.
| | 00:51 |
Navigate to that file.
And instead of just double-clicking or
| | 00:55 |
choosing Open, under Enable, scroll all
the way almost down to the bottom and
| | 00:59 |
chose Recover Text From Any File.
Choose that, and you're going to point it
| | 01:03 |
right at the .doc file.
Now it'll also be enabled for doc x files,
| | 01:07 |
but in my experience it doesn't pull any
text.
| | 01:09 |
It just pulls gibberish.
Maybe you'll have better luck.
| | 01:11 |
But with a .doc file if I click Open, this
is that Barnum file that we've been
| | 01:15 |
working with.
It has a TOC and an Embedded index.
| | 01:18 |
I click Open, you'll get a warning saying;
hey man if you downloaded this from the
| | 01:22 |
internet and its just some unknown file,
it could damage your computer, maybe
| | 01:26 |
there's a virus, well we don't need to
worry about that.
| | 01:28 |
So, we'll just say, I am sure it is a
trusted source.
| | 01:32 |
There you go.
So, your going to get some gibberish, like
| | 01:34 |
here's the page reference, the TOC's, we
really don't want that.
| | 01:38 |
But we have all of the text.
We don't have any of the formatting, we
| | 01:41 |
don't have actual working indexes.
We do have the words that were marked for
| | 01:46 |
an index.
You can see that, but you can always do a
| | 01:48 |
Search and Replace to get rid of that.
But here at least we've been able to
| | 01:51 |
Rescue the text, and we can do a Save As
and call it Text from Barnum's book.
| | 01:56 |
And then we can start by formatting that
text, and figuring out how to do the rest
| | 02:00 |
of it.
A lot better than having to sit down and
| | 02:02 |
rewrite the book, in other words.
| | 02:03 |
| | Collapse this transcript |
|
|
6. Exploring Alternatives to Word-Only Editorial/Design WorkflowsLinking to Word files with the WordsFlow plugin| 00:00 |
If your workflow involves a lot of placing
Word files into InDesign that aren't quite
| | 00:06 |
final yet, and your editors and writers
are still updating a Word file.
| | 00:10 |
You might be very much interested in this
plug-in I want to show you from EM
| | 00:13 |
Software called WordsFlow.
I did show in an earlier video in this
| | 00:18 |
title, how you can turn on the preference
in InDesign to link to Word files.
| | 00:23 |
However, I also showed that it only works
for about 2% of the population.
| | 00:26 |
Because usually, whenever you update the
Word file, you lose any formatting or
| | 00:30 |
changes you had made to the text in the
linked story.
| | 00:33 |
WordsFlow fixes both of those problems.
It does something that they call a link merge.
| | 00:39 |
So, it merges the changes in the Word file
with the changes that you made in InDesign.
| | 00:45 |
It's very cool.
Let me show you how it works.
| | 00:47 |
Here's our Word file.
And it's something that we've been working
| | 00:50 |
with before, it's got some styles in it.
And I'm going to place it into this
| | 00:54 |
brochure that we've worked with before, A
brief History of San Francisco.
| | 00:58 |
By the way, if the interface looks
different, it's because I'm using InDesign CS6.
| | 01:02 |
In other videos, I was using CC.
EM Software is still working on updating
| | 01:06 |
this for CC, they said it should be out by
mid summer of 2013.
| | 01:11 |
I'm going to place that file into this
storage, just as I would normally place.
| | 01:15 |
Except I'm not going to go the the Place
dialog box, I'm going to go to the
| | 01:18 |
WordsFlow flyout menu which appears after
you install the plugin.
| | 01:22 |
If you want to place something using the
WordsFlow linking, you choose this.
| | 01:27 |
If you want to place a Word file, or an
Excel file by the way, it also works with
| | 01:30 |
Excel files, without the linking, then you
choose this command.
| | 01:34 |
So, I'm going to choose Place With
WordsFlow, and select the story.
| | 01:38 |
I'm going to show Import options, because
I want to make sure to bring in the styles.
| | 01:42 |
So, it's the same exact Import Options
dialog box, and everything works the same
| | 01:46 |
with the plugin.
I'll click OK.
| | 01:49 |
And I'll just click right inside this
story, and it flows through the rest of
| | 01:51 |
the document.
Now, let's say that I want to apply some
| | 01:54 |
styles to this.
So, I'll open up Paragraph Styles, I
| | 01:57 |
want to apply the Title to that paragraph.
And then maybe I'll select these
| | 02:02 |
paragraphs and apply body and so on.
You may have noticed that there is a link
| | 02:07 |
icon on these text frames.
That's the link badge that CS6 and later show.
| | 02:12 |
You can also see that this file is
actually linked to this InDesign file.
| | 02:17 |
It appears here in the Links panel.
And so, when I update the Word file, it's
| | 02:21 |
going to appear out of date in InDesign.
I'll change A Brief History of San
| | 02:25 |
Francisco to A Brief History of Chicago.
And I'll save my changes in Word.
| | 02:31 |
This could be on a server or something, or
Dropbox.
| | 02:34 |
InDesign sees that it's out of date, and I
can update it the normal way.
| | 02:38 |
I'll just update it, just click this icon
here.
| | 02:40 |
And here we go.
My formatting remains intact, but the Word
| | 02:44 |
changes made it through.
That's what they call update and merge.
| | 02:48 |
Now, I can even change text.
If I change let's say, San Francisco here
| | 02:54 |
to Chicago, and then back in Word I
deleted something.
| | 02:59 |
Lets just say, I delete this phrase here.
Save my change.
| | 03:03 |
Come back here.
Update.
| | 03:06 |
That text is gone but my change to Chicago
remains.
| | 03:10 |
It's not just formatting but also text
changes.
| | 03:13 |
Go to EM software, you can download a free
trial, that's what I'm using right here.
| | 03:17 |
It works with CS5, 5 and 6, soon CC as
well.
| | 03:22 |
As of this recording, it's $200.00.
It's not the cheapest plugin.
| | 03:26 |
But if your designers are spending hours
updating the InDesign files with the
| | 03:30 |
additional edits that the Word users are
doing, it's going to pay for itself in no time.
| | 03:34 |
| | Collapse this transcript |
| Syncing Google Docs with InDesign via the DocsFlow plugin| 00:00 |
Are you a fan of Google Docs?
I am.
| | 00:02 |
I just love it.
If I were signed into my actual Google
| | 00:06 |
docs account, you would see hundreds of
files here.
| | 00:08 |
I'm signed in instead as Olivia.
Google docs is a fantastic solution if
| | 00:12 |
your writers want to collaborate and they
are not in the same office.
| | 00:17 |
For example I can create a new document
and then start editing and doing some
| | 00:21 |
simple formatting right here.
And multiple people could be logged in and
| | 00:25 |
editing at the same time.
I can see there are little flags as they
| | 00:28 |
are editing.
Or of course we could just take turns.
| | 00:30 |
You can share docs with one or more people
and then you can sync them to your hard
| | 00:35 |
drive and do all sorts of great stuff.
What I want to show you in this video is a
| | 00:39 |
excellent plugin that integrates Google
Docs with InDesign.
| | 00:43 |
It's from emsoftware and I did show in a
previous video their solution for
| | 00:48 |
integrating Word files with InDesign.
In a much better way than right out of the
| | 00:52 |
box that InDesign does Called WordsFlow.
But this is DocsFlows and it's for Google Docs.
| | 00:57 |
Right now, it only works for CS5 through
CS6, but they are working on a version for
| | 01:02 |
CC, it should be out in mid to late
summer.
| | 01:04 |
But for now, let me just show you how it
works in CS6.
| | 01:08 |
I have already installed it, and when I
want to place a document from my Google
| | 01:12 |
Docs, I go to File and then down to
DocsFlow.
| | 01:16 |
This appears after you install the Google
Docs plug in.
| | 01:19 |
I've already signed in to my account.
There a little sign in dialog box that you
| | 01:23 |
can do right here.
So after you've signed in, then you can
| | 01:25 |
choose place From Google Docs and you'll
get a dialog box that shows all of your
| | 01:29 |
Google docs.
Now right now it just works for documents
| | 01:33 |
and I think it also works for spreadsheets
that you have up on Google Docs.
| | 01:36 |
I'm going to choose that Florence by Car,
that document that we were just looking at
| | 01:40 |
and I'll make sure and turn on link to
document.
| | 01:42 |
But I want to show you these Import
options anyway.
| | 01:46 |
When I click Place, look at all these
options I can do for general options about
| | 01:50 |
what to ignore and what to support.
And then under Paragraph, I can do all
| | 01:55 |
this kind of mapping because a Google doc
is actually an HTML file.
| | 01:58 |
And the kind of formatting you can do are
all HTML formats like Heading, levels 1
| | 02:03 |
through 6 and Bulleted and Numbered.
But I can map that stuff to my styles
| | 02:07 |
right here in InDesign if I wanted to.
Let's see if I can do one, actually.
| | 02:11 |
I'll do headline, for heading one.
I don't even know if that thing was
| | 02:14 |
formatted as heading one, or not.
Same thing for characters.
| | 02:18 |
Now there's no such thing as Character
Styles in Google Docs.
| | 02:20 |
But you can link Plain and Bold, and so on
to your characters styles, and Colors,
| | 02:26 |
Tables, Cells, and objects.
If you have object styles can also be mapped.
| | 02:31 |
Very cool and then you can save these as a
preset.
| | 02:34 |
Let's go ahead and click OK.
And then I'll place this file.
| | 02:37 |
I'm going to Shift + click.
So now it's linked, you see a link badge
| | 02:40 |
here because we're in CS6.
But you can also see it in the Links panel
| | 02:44 |
that we are linked to the Google Doc.
And I'm going to go ahead and apply some formatting.
| | 02:48 |
I'll take this here.
Let me switch to my advanced work space.
| | 02:51 |
So I can get my Paragraph Styles panel.
That is the headline, oh good.
| | 02:55 |
It did map right.
I didn't know what the headline looked like.
| | 02:57 |
Let's actually, I'm going to edit the
headline to make it more obvious and
| | 03:01 |
change the character color to let's say
blue.
| | 03:04 |
And then what you have here are styles
that came in from DocsFlow.
| | 03:09 |
Right now it's just paragraph.
But I'm going to select all these and make
| | 03:13 |
it body copy, and then I'm going to zoom
in a little bit and change some text.
| | 03:17 |
So I'll call this, I'll say Chicago
instead of Florence.
| | 03:21 |
I'm going to go to Google Docs and change
something here.
| | 03:25 |
So here I'll say, is the best city in the
world.
| | 03:29 |
And as you can see it says saving up here
because Google Docs saves constantly as
| | 03:35 |
your going.
So all the changes were saved.
| | 03:36 |
So I change that to best city in the
world.
| | 03:38 |
I come back to InDesign and it says it's
out of date.
| | 03:42 |
So it's constantly pinging the server to
see if it's up to date or not.
| | 03:45 |
Let me close this.
Look at the Links panel.
| | 03:47 |
See that?
Now I click Update and let's scroll.
| | 03:50 |
Is the best city in the world.
It downloaded those changes from Google
| | 03:54 |
Docs and it maintained our formatting.
That is the beauty of it.
| | 03:58 |
It maintained our formatting and if we
made changes in the text here, it would
| | 04:01 |
maintain those text changes here, just
like WordsFlow does.
| | 04:05 |
In the upcoming version of Google Docs,
they tell me, there's going to be two-way updating.
| | 04:09 |
So changes that you make here, you'll be
able to go to the Links panel in the
| | 04:13 |
DocsFlow flyout menu, which right now
apparently isn't working.
| | 04:17 |
You'll be able to upload your changes to
the Google Doc, which is kind of cool.
| | 04:21 |
But by default, it works with one way,
what they call Updating and Merging.
| | 04:24 |
Now if you want to give it a shot, go to
emsoftware.com, and download the trial,
| | 04:30 |
it's free.
The software itself is not free, it's $200
| | 04:34 |
but it could be just the ticket to
streamline your workflow.
| | 04:37 |
| | Collapse this transcript |
| Converting Word docs to InCopy for fast and accurate formatting| 00:00 |
I am so happy, I'm able to do another
video at lynda.com on InCopy.
| | 00:05 |
I am a big fan of InCopy and InDesign
workflows, and that's part of the reason
| | 00:09 |
why I know words so intimately well.
Because InCopy solves so many of those
| | 00:14 |
problems that I've talked about in this
title.
| | 00:16 |
It is additional software that you have to
purchase.
| | 00:19 |
But Incopy CC, comes with the creative
cloud, the subscription plan.
| | 00:24 |
So at least, you get one copy that you can
download and legitimately installed, but
| | 00:28 |
usually it's one designer with InDesign
and many InCopy users.
| | 00:33 |
So, you need to buy stand alone or
subscribe to just InCopy for those
| | 00:38 |
additional users.
I can't really teach the entire InDesign
| | 00:41 |
InCopy workflow.
I can give you an idea of it in this video
| | 00:45 |
and in the next video.
This one I'm going to talk about using
| | 00:47 |
InCopy as a word processor.
But next one, I'll talk about really
| | 00:51 |
sharing, editing of an InDesign file
between the two programs.
| | 00:54 |
But I wanted to point you to some
resources, before I actually jump there.
| | 00:58 |
First of all, if you go to
products/incopy, you'll arrive at the
| | 01:02 |
InCopy page on Adobe's web site.
You can learn more about it.
| | 01:06 |
It has some interesting explanations down
here.
| | 01:08 |
And here's an InCopy and InDesign workflow
guide, which by the way, I wrote.
| | 01:13 |
And if you log in to creative cloud,
you'll be able to download a trial of
| | 01:18 |
InCopy CC.
Earlier versions of InCopy or InCopy CS6,
| | 01:23 |
will also be available on their website as
downloads, because they're also going to
| | 01:26 |
be selling InDesign CS6 for the near
future.
| | 01:31 |
Or you can go to this website which most
people go to, which is prodesigntools.com.
| | 01:35 |
And I think it's partially sponsored by
Adobe, where you can download CS6 trials
| | 01:40 |
directly from here.
Just follow the instructions and you can
| | 01:43 |
see that you can download InCopy CS6 trial
for Windows and Mac right from here.
| | 01:46 |
And then of course, I need to point you to
my title here at lynda.com, Collaborative
| | 01:51 |
Workflows with InDesign and InCopy.
Which is nine, count them 9 hours that
| | 01:56 |
goes through the entire workflow of how
things work with InDesign and how editors
| | 02:02 |
are able to edit that text in InCopy.
And the idea is that, you can start in
| | 02:06 |
Word, of course, but you can also start in
InCopy.
| | 02:09 |
Or you can convert word documents to
InCopy.
| | 02:13 |
Let's say for example, that we had this
file.
| | 02:16 |
This is going to be the text that's going
into our Roux Art Academy brochure.
| | 02:20 |
It's a doc file right now, and it's not
using the right styles.
| | 02:24 |
I'm going to close this, go to InCopy, go
to File > Open, and open that Word doc.
| | 02:31 |
Doing so, will open up our friend the
Microsoft Word Import Options dialogue box.
| | 02:36 |
I'm going to go ahead and preserve styles
and formatting, and it opens up in InCopy.
| | 02:40 |
Now, why would I want to do that?
A bunch of reasons.
| | 02:43 |
First of all, InCopy has the same type
engine as InDesign.
| | 02:47 |
It shares the same specs for the paragraph
composer, for character and paragraph
| | 02:52 |
styles, and so on.
I can zoom in in this view and I can Apply
| | 02:56 |
or Create paragraph styles from here.
I also have two other views that are
| | 03:00 |
kind of like Word's normal view or draft
view depending on your version.
| | 03:05 |
That I can use if the editor is not a fan
of seeing major formatting.
| | 03:11 |
More important is that, I can actually
create an InCopy template, which I've
| | 03:15 |
already done, that has the styles that are
in the InDesign file.
| | 03:20 |
So, I can write or paste right in here.
I'm going to grab this, let me grab just
| | 03:24 |
this paragraph here, Copy and Paste.
They could also import the styles into
| | 03:29 |
that InCopy file.
And then here in the Paragraph Styles I
| | 03:32 |
can say, this is the animation department
and this is the course name.
| | 03:40 |
Assuming more, we see what we were doing.
This is Body, and then these are the
| | 03:46 |
prerequisite formatting.
The same fonts I can do track changes, I
| | 03:51 |
can insert notes I have the same powerful
find change expect for objects that
| | 03:56 |
InDesign does.
If anybody has ever tried words find
| | 03:59 |
change or search and replace, this is a
revelation.
| | 04:02 |
Lets say that I want to had and style
this, I am going to save this file and
| | 04:07 |
I'll just call it Roux Final Copy.
Of course, it's only a couple paragraphs,
| | 04:11 |
ICML and I'll save it on the desktop, and
close the file.
| | 04:16 |
And now, when I go over to InDesign and I
want to place the file, I don't place the
| | 04:20 |
Word file, I place the ICML file.
Let's the InCopy the file format.
| | 04:24 |
I go to File > Place, go to the Desktop,
right there.
| | 04:28 |
Even if you turn on show import options,
nothing's going to happen by the way.
| | 04:31 |
It automatically always loads all the
styles.
| | 04:34 |
I'm going to place it right in this series
of threaded frames.
| | 04:38 |
And this icon notes that it is linked to
the InCopy file automatically.
| | 04:42 |
The styles come in perfectly, because
again it's the same formatting as we had before.
| | 04:47 |
If I go back to InCopy and I Open up that
file, and I change something here, like
| | 04:54 |
designing, instead of creating, and I save
my changes.
| | 04:57 |
I go back to InDesign, and it says it's
out of date.
| | 05:00 |
And I can update the link as normal, and
it updates immediately.
| | 05:04 |
We're seeing a pencil with a slash through
it, because the InCopy user is currently
| | 05:08 |
editing it, it's open.
So, there's a built in system for
| | 05:10 |
preventing more than one person from
editing the same shared slash linked file
| | 05:14 |
at the same time, which is great.
I'll close this up.
| | 05:18 |
Back in InDesign it goes away.
And now, if I want to turn it back into a
| | 05:22 |
regular InDesign story, I can just go to
the Links panel and select that linked
| | 05:27 |
story and chose Unlink.
The end, there we go.
| | 05:31 |
I know a number of publications that are
using and copying just the way that I
| | 05:34 |
showed you.
They have one, or two, or three editors
| | 05:38 |
whose job it is to take the word files and
whip them into shape for placing into
| | 05:41 |
InDesign from InCopy.
It saves so much time.
| | 05:45 |
It's really incredible.
| | 05:46 |
| | Collapse this transcript |
| Collaborating with an InDesign-InCopy workflow| 00:00 |
You know what, my guess is that you ended
up somewhere in the middle of this course,
| | 00:05 |
and you threw your hands up and said okay,
I can't take it.
| | 00:07 |
I can't take word anymore.
Does she talk about any alternatives?
| | 00:11 |
So, you scroll through the TOC and you
arrived at this video.
| | 00:13 |
Yes, you are my people.
I am a huge fan of Adobe InCopy and
| | 00:18 |
InDesign Workflows.
I teach it, I do a blog about it, I write
| | 00:22 |
white papers for Adobe about it, so let me
give you a little preview in this video.
| | 00:26 |
But even before I jump there, let me show
you some resources that you can use for
| | 00:30 |
your own study.
First of all yes, InCopy is a product that
| | 00:33 |
Adobe sells, I know they hardly ever talk
about it, but it is going to be part of
| | 00:37 |
the Creative Cloud, so that is new.
Though it was always named Creative
| | 00:41 |
Suites, it was never part of the suite.
If you have subscription to the Creative
| | 00:45 |
Cloud, you will be able to download
InCopy.
| | 00:48 |
And you will probably want your editors to
each have a copy, so they will need to
| | 00:52 |
subscribe to InCopy on their own, it's far
cheaper than buying InDesign for them or
| | 00:59 |
subscribing to the entire cloud.
Come to the InCopy product page and learn
| | 01:03 |
more about it, there is a white paper down
here that I wrote that you might find useful.
| | 01:07 |
If you have an earlier version of InDesign
and you want to trail the InCopy Workflow.
| | 01:11 |
You can download earlier trails from
Adobe's website or until they get them put
| | 01:15 |
up, you can go to this website ProDesign
Tools that most everybody I know goes to
| | 01:19 |
the download CS 6 trails, download InCopy
ones directly from here.
| | 01:23 |
And on lynda.com I have a title
Collaborative Workflows with InDseign and
| | 01:28 |
InCopy with close to 100 movies I believe.
It might be over 100 movies, that explains
| | 01:33 |
every single detail.
How to use InCopy for your editors, how to
| | 01:36 |
use InDesign for the designers, how the
workflows back and forth.
| | 01:41 |
In a previous video, I showed you how you
can use InCopy upfront as a word
| | 01:45 |
processor, as a way to prep your files for
inclusion in InCopy.
| | 01:49 |
But the real power of the work flow comes
when writers, editors, and designers are
| | 01:53 |
collaborating on the same layout.
InCopy allows all of you to work at the
| | 01:58 |
same time on the same layout and it has
built-in safeties to prevent more than one
| | 02:02 |
person from editing the same story at the
same time.
| | 02:05 |
The story being the contents of a text
frame.
| | 02:08 |
How does it work?
Well, it starts out in InDesign, the
| | 02:10 |
InDesign users have all control and InCopy
users that they can open an InDesign
| | 02:15 |
layout will not be able to change anything
in the layout, unless the designer has
| | 02:21 |
prepped it.
We're going to prep one story, we are
| | 02:24 |
going to just export this one story to
InCopy format.
| | 02:27 |
In the real world, you would go to Edit >
InCopy > Export > All Stories in the
| | 02:32 |
entire document, so that the InCopy user
can open up the layout, which is sitting
| | 02:36 |
on a sever usually or in DropBox.
And they can check out stories and edit it.
| | 02:40 |
We're just going to do this one.
So, I have this selected and I'm going to
| | 02:43 |
go to Edit > InCopy > Export > Selection.
It's going to export an InCopy version of
| | 02:49 |
the contents of that text frame and it's
going to link that InCopy file to this
| | 02:53 |
text frame at the same time.
Usually, this is done on the server, we're
| | 02:57 |
just going to do it in this Exercise
Folder.
| | 02:59 |
I'm going to export it to little stories
sub folder, just to keep things nice and clean.
| | 03:04 |
I'll click OK, and then we get a little
icon indicating that this is a linked file.
| | 03:09 |
And if you look in the Links panel, you'll
see that it's linked, there.
| | 03:12 |
There's also a complete Assignments panel,
that's essentially an InCopy, InDesign
| | 03:18 |
Workflow panel, that shows all the link
stories, in the layout.
| | 03:21 |
I'm going to leave it open, jump over to
InCopy, and open up that layout.
| | 03:25 |
Remember, this is like on a server, and
we're both editing and working on the same
| | 03:29 |
document concurrently.
I'll open up the layout.
| | 03:32 |
It opens up in layout view and I have a
couple other views that I can look at.
| | 03:37 |
Just about everything is sort of screen
back indicating that these are not
| | 03:40 |
editable, but I can see it at full force
if I go to the View Menu > Screen Mode Preview.
| | 03:44 |
So, you can see its just like it is in
InDesign I can print or export the PDF
| | 03:48 |
from here.
I have the same kind of panels that we
| | 03:51 |
have in InDesign, I can apply paragraph
and character styles, I can do tables, I
| | 03:56 |
have a table menu, I do not have a
selection tool, so I can't resize frames
| | 04:01 |
or move frames around.
All I can do is edit the contents of
| | 04:04 |
frames, that the designer prepped for me
by exporting it.
| | 04:08 |
Let me go back to screen mode normal, and
let's say that I want to work on this frame.
| | 04:13 |
I'm going to zoom in a bit with Cmd and
Ctrl + Plus, same keyboard shortcuts.
| | 04:17 |
By the way, it works great across platform
too.
| | 04:19 |
So, I'm going to write something, let's
say that I want to write something, so
| | 04:23 |
I'll start typing, and it says, hey, you
gotta check it out, this is the built-in
| | 04:26 |
safety feature that I mentioned.
It unlocks it for me, and then locks the
| | 04:30 |
story to other people.
And all I'm going to do here, I'm not even
| | 04:33 |
going to bother writing anything, I just
want to apply a paragraph style.
| | 04:36 |
All the paragraph styles come from
InDesign.
| | 04:39 |
They are the ones created and saved by the
InDesign user, which makes it really easy
| | 04:44 |
for the editors to format text if they
need to.
| | 04:47 |
You don't have to worry about the
formatting nightmares between Word and
| | 04:50 |
InDesign, because we're all using the same
type engine.
| | 04:53 |
InCopy and InDesign share the same type
features, paragraph composer all that good stuff.
| | 04:58 |
I'm going to chose intro.
Yeah, that looks good, and Save.
| | 05:04 |
I'll jump back into InDesign, where I can
still have it open.
| | 05:07 |
There is a little indicator here saying,
that somebody else is using this file, but
| | 05:11 |
if I want to update to see what they did,
because it says it's out of date, I can
| | 05:14 |
update it in the usual way, and tada,
there it is.
| | 05:17 |
It has been updated with any text,
changes, whatever.
| | 05:21 |
Back in InCopy, I'm going to close this
up.
| | 05:24 |
Let's say that I'm done working.
It prompts me to make the stories
| | 05:27 |
available again to anybody else.
In InDesign it's once again available.
| | 05:31 |
Let le do a final update, and this happens
to all the stories.
| | 05:35 |
One or more InCopy users can be editing
the same InDesign document at the same
| | 05:40 |
time, while one InDesign user has it open.
So, it's parallel workflow, everybody's
| | 05:45 |
working with the same type engine.
It's just a thing of beauty.
| | 05:48 |
When I'm done, I can just select this and
Unlink it from the Links panel.
| | 05:52 |
And I'm returned back to my previous
channel, there it is that I have a regular
| | 05:58 |
InDesign document.
So, that's how the InDesign and InCopy
| | 06:00 |
Workflow work.
Check out those resources that I mentioned
| | 06:03 |
and if you did jump here from an earlier
point and the title well you jumped to the
| | 06:08 |
right place, because this is a great
solution
| | 06:10 |
| | Collapse this transcript |
|
|
ConclusionResources for Word and InDesign help| 00:00 |
I threw a ton of information at you in
this title, but there is more to learn.
| | 00:05 |
I hope that what you learned will solve
85% of your problems.
| | 00:09 |
But there's always that pesky 15%.
And there's always the need to keep up to
| | 00:13 |
date with the new versions of InDesign and
Word.
| | 00:16 |
So here are some of my favorite resources.
First of all, InDesign Secrets.
| | 00:19 |
This is the blog that I run with my
partner David Blatner.
| | 00:23 |
We talk a lot about dealing with placed
Word files.
| | 00:26 |
I'll probably be talking a lot about the
lessons that I taught in this video as
| | 00:30 |
posts on InDesign secrets.
We have about 12 different contributors
| | 00:34 |
who come from all different workflows and
backgrounds.
| | 00:37 |
And like I said, a lot of it has to do
with formatting and sharing files with editors.
| | 00:41 |
Check out InDesign Secrets, sign up for
the InDesign tip of the week, and just
| | 00:46 |
follow us there.
And the other site that I brought up a few
| | 00:50 |
times during this title is the Editorium.
This is run by a friend of mine, Jack Lyon
| | 00:55 |
who is a book editor and he's been running
this site for years.
| | 00:59 |
He has a ton of fantastic resources on his
site for people who live and breathe
| | 01:05 |
Microsoft Word.
He's got program add-ins.
| | 01:07 |
He's got a lot of VB scripts.
He's got a blog and a newsletter.
| | 01:12 |
He even has something called InDesign
converter.
| | 01:15 |
That will convert Word files to tagged
InDesign documents.
| | 01:19 |
I didn't really talk about InDesign
tagging because I don't know anybody who
| | 01:22 |
uses it but he's got it there.
And he's got a lot of other things that
| | 01:25 |
you might find useful for Microsoft Word.
But be sure to check out The Editorium,
| | 01:30 |
especially subscribe to his newsletter,
excellent newsletter and check out the freebies.
| | 01:35 |
One site that I used a lot in the
development of this title was Alan Wyatt's
| | 01:39 |
Word Tips.
Because he seemed to discuss the kind of
| | 01:42 |
the things that my clients were having
issues with.
| | 01:44 |
The one problem that I have with his site
is that it's not really updated enough.
| | 01:49 |
Even though this is updated 2010, he's
talking very often about Word 2003.
| | 01:54 |
See down here.
This applies to Word versions 97 through
| | 01:57 |
2003, that's really out of date.
But often the tips and comments at the
| | 02:02 |
bottom from his readers bring it up to
date.
| | 02:05 |
So I don't know anywhere else where they
talk about disappearing footnotes.
| | 02:09 |
But this was an issue that I heard a lot
from some of my clients and this post
| | 02:13 |
itself really helped a lot.
So check out word.tips.net.
| | 02:18 |
And then of course on Lynda.com there's a
bunch of fantastic InDesign and Word videos.
| | 02:23 |
But the one Word video that I think that
goes deepest into styles.
| | 02:26 |
Which is the, really crux of the issue
between InDesign and Word is this one,
| | 02:31 |
Word 2010: Styles in Depth with Mariann
Siegert.
| | 02:34 |
Follow this course and I think that once
you know how styles work in Microsoft word.
| | 02:39 |
It is a lot easier to diagnose issues when
converting that formatting to InDesign formatting.
| | 02:43 |
I want to thank you for sticking with me
throughout this course and I hope to see
| | 02:48 |
you again soon
| | 02:49 |
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