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Inserting text from Microsoft Word

From: iBooks Author Essential Training

Video: Inserting text from Microsoft Word

In this chapter, we've been importing text documents directly into our Explore California Travel Guide made in iBooks Author. In the last movie, I left you with being able to add the Snowboard California pages document directly into chapter 8. Here's what my solution looked like. I've got my page laid out in here, I have got the image moved into place, and there's the second page. All the text is laid out quite nicely. Now, let's go ahead and turn our attention to importing a Microsoft Word document. And for this case, we're going to use the California Calm chapter.

Inserting text from Microsoft Word

In this chapter, we've been importing text documents directly into our Explore California Travel Guide made in iBooks Author. In the last movie, I left you with being able to add the Snowboard California pages document directly into chapter 8. Here's what my solution looked like. I've got my page laid out in here, I have got the image moved into place, and there's the second page. All the text is laid out quite nicely. Now, let's go ahead and turn our attention to importing a Microsoft Word document. And for this case, we're going to use the California Calm chapter.

Let's go ahead and first take a look at the Word document and here's the Word document up onscreen. If you need to, you can pause the video and copy down the text. What I did differently in this Word document when I was setting it up, is I used the default styles as they're defined here inside of Microsoft Word. So for the first paragraph, where normally our iBooks Author document would be called a Block Quote, this time it simply just called a Quote. You can see the other headings that we've also used here. Instead of Body, we've use the standard Normal definition.

And as we go ahead and scroll down, we have included an image. For our headers, though, they're called Heading 1, very similar to how our headers in iBooks Author are also listed as Heading 1. Let's go ahead and import this document then directly into iBooks Author. So just as what we did before with Pages, you want to make sure that you click on the chapter that we want to import the text under, and we'll go up to the Insert menu and we'll select chapter from Pages or Word document.

The sheet will pull down, and again, we're in the chapter 3 exercise files and we're going to select the CaliforniaCalm.docx document. We'll go ahead and click the Insert button and then a sheet pulls down asking us to choose which layout that we want to use for this text document. We'll go ahead and use the standard chapter layout. We'll make sure we have the check box set for Preserve document paragraph styles on import, and then we'll click Choose. We're then given some warnings to let us know that a font substitution has taken place.

This is fine. We can simply click the button at the bottom that says Clear All, all the warnings go away, and we'll go ahead and close the document. Now, when we brought in our Word document, it did not bring our Word document directly into our California Calm chapter. It created its own chapter instead. And you'll notice that it titled this new chapter, California Calm-1. It picked this name up from the name of our document. We can go ahead and scroll down a little bit further and then go ahead and click on the page. We can also see that it brought in our image just fine, and that's looking good. And our text all came in, and you can see that it tried to apply some styling to it.

Let's go ahead and fix that now. So go ahead and first click inside of one of our paragraphs and then in our Styles panel on the side, we can see that it's got this text designated as Normal. Well, go ahead and click the dropdown next to Normal and choose Select All Uses of Normal. This will select all of the paragraphs in this chapter that have been defined as Normal text. We can then scroll up in our paragraph styles until we find Body and then simply click on Body.

This will redefine all of those paragraphs using the Body heading. But you'll notice that there's a small red arrow next to the Body tag indicating that there's a mismatch in styles. All it did is redefine the name of the style; it didn't actually redefine the style itself. So we'll click the dropdown menu and choose Revert to Defined Style, and now all of our text has the correct style information applied to it. Let's go ahead and do the same thing to the first paragraph, which initially in the Word document was designated as a Quote.

So we'll click inside of there, we'll again click the dropdown menu for Quote and Select All Uses of Quote in case there are some additional locations where it's defined later. We'll scroll up to the top and click Block Quote and then click the dropdown menu and Select Revert to Defined Style. We'll do this one more time on the headers. Go ahead and click inside the heading, and you'll notice that this time the heading, even though it's got the same name, Microsoft Word defined it as heading with a lower case h instead of a capital H. So iBooks Author picked this up as a style mismatch.

We'll go ahead and follow the same procedure. Click the dropdown menu, Select All Uses of Heading 1, click on Heading 1 to change the definition, then click the dropdown menu, Revert to Defined Style, and now all of our text from our Word document is properly defined. We'll go ahead and move the image into place and resize the image, and everything is looking good. We have one more step, though. Because our text is now defined in this new chapter, but we want it to actually be inside of our main chapter, all we need to do is click inside of our text, press Command+A on our keyboard to select all of the text, and then Command+C to copy.

Then click on the California Calm, chapter 3, go up to Add Pages, and go down to the 2 Column layout. We'll then click inside of the text, press Command+A and then Command+V to paste, and then we'll go back to our chapter 4. We'll click one time on the image to select it, copy it using Command+C on our keyboard, then go back up to page 14 in our layout, click anywhere inside of our layout, and paste using Command+V. You'll notice that when the image came in, it's no longer a floating image.

So we're not able to easily drag it around and place it where we want it. So all we need to do is click one time on the image to select it and go up to the Formatting toolbar and select Floating. Now, we can grab the image and we can drag it into place and drop it into the location that we wanted. We can then click on California Calm-1, chapter 4 and simply right-click or Ctrl+Click on that chapter and say Delete chapter, confirm that we want to delete it, and now our California Calm chapter is laid out with the text that we imported directly from Microsoft Word, using the styles that Microsoft Word had defined rather than matching our styles specifically to iBooks Author.

So that you can practice this, I've included another Word document inside of the exercise files called Cycle California.docx. This is what the document looks like. You'll notice that there's an image inside of it. I've included text and laid them out using the same style information of Quote, Heading 1, and Normal. Go ahead and do the import on your own. So I've gone ahead and added that document in. You'll notice how my layout looks. I've got my block quote defined here. I've got all my text redefined as Body.

My image is floating right here in place. And then if I go ahead and scrub over, you can see my headings have been redefined properly as well. So the Cycle California chapter now begins with our nice layout, goes into our collage, and then has the text document here.

Show transcript

This video is part of

Image for iBooks Author Essential Training
iBooks Author Essential Training

89 video lessons · 20536 viewers

Chris Mattia
Author

 
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  1. 4m 48s
    1. Welcome
      48s
    2. Using the exercise files
      4m 0s
  2. 53m 58s
    1. Installing iBooks Author
      1m 47s
    2. Installing iBooks on an iPad
      1m 9s
    3. Creating a new document
      3m 25s
    4. Understanding the interface
      4m 48s
    5. Creating a book cover
      9m 26s
    6. Adding an intro video
      1m 48s
    7. Creating chapters
      8m 2s
    8. Creating sections
      3m 52s
    9. Creating pages
      2m 15s
    10. Adding visual interest
      4m 54s
    11. Customizing the table of contents
      5m 44s
    12. Creating a glossary
      2m 57s
    13. Previewing your work on an iPad
      3m 51s
  3. 27m 22s
    1. Understanding templates
      3m 18s
    2. Creating a blank layout
      3m 42s
    3. Modifying existing layouts
      5m 13s
    4. Creating a custom layout
      3m 57s
    5. Defining placeholder media
      1m 1s
    6. Defining placeholder text
      50s
    7. Adding auto-updating text
      1m 18s
    8. Creating a photo collage layout
      3m 25s
    9. Sharing a custom template
      1m 55s
    10. Creating a portrait-only book
      2m 43s
  4. 19m 25s
    1. Dragging and dropping plain text
      3m 16s
    2. Inserting text from Pages
      6m 51s
    3. Inserting text from Microsoft Word
      7m 11s
    4. Creating linked text boxes
      2m 7s
  5. 52m 13s
    1. Understanding how to format text
      2m 5s
    2. Formatting text
      8m 6s
    3. Creating lists
      5m 29s
    4. Creating custom styles
      9m 34s
    5. Controlling tabs
      5m 54s
    6. More on text control
      12m 37s
    7. Embedding equations with LaTeX
      3m 53s
    8. Embedding equations with MathType
      4m 35s
  6. 29m 14s
    1. Understanding objects
      7m 33s
    2. Adding objects
      2m 26s
    3. Manipulating objects on a page
      3m 24s
    4. Layering objects together
      1m 36s
    5. Changing an object's appearance
      7m 15s
    6. Adding titles, labels, captions, and descriptions
      5m 25s
    7. Adding accessibility text to objects
      1m 35s
  7. 21m 45s
    1. Adding images
      5m 33s
    2. Removing parts of photos with Instant Alpha
      3m 54s
    3. Cropping and masking images
      4m 0s
    4. Controlling image settings
      3m 0s
    5. Spanning an image across two pages
      5m 18s
  8. 16m 12s
    1. Understanding shapes
      2m 29s
    2. Adding shapes
      2m 29s
    3. Editing shapes
      3m 24s
    4. Drawing shapes
      3m 31s
    5. Creating a custom shape mask
      4m 19s
  9. 25m 57s
    1. Understanding tables
      2m 22s
    2. Creating tables
      2m 9s
    3. Adding and importing data into tables
      3m 3s
    4. Formatting table cells and data
      8m 37s
    5. Performing calculations
      3m 57s
    6. Using conditional formatting
      2m 52s
    7. Sorting table data
      1m 15s
    8. Adding a custom table description
      1m 42s
  10. 22m 33s
    1. Understanding charts
      2m 30s
    2. Adding charts
      3m 59s
    3. Editing chart data
      3m 51s
    4. Formatting charts
      5m 24s
    5. Changing the chart type
      5m 48s
    6. Adding chart descriptions
      1m 1s
  11. 45m 53s
    1. Understanding widgets
      4m 18s
    2. Creating an image gallery
      5m 18s
    3. Adding a movie
      4m 4s
    4. Adding a Keynote presentation
      5m 32s
    5. Adding a 3D object
      4m 24s
    6. Adding an interactive image
      7m 54s
    7. Adding custom HTML
      7m 57s
    8. Creating a scrolling sidebar
      3m 45s
    9. Creating a popover effect
      2m 41s
  12. 17m 4s
    1. Understanding review questions
      2m 26s
    2. Adding a review section
      2m 27s
    3. Creating multiple-choice questions
      7m 16s
    4. Creating matching questions
      4m 55s
  13. 27m 1s
    1. Preflighting on an iPad
      6m 21s
    2. Exporting a book in iBooks format
      2m 26s
    3. Exporting a book as a PDF
      2m 33s
    4. Exporting a book as a text document
      1m 49s
    5. Emailing a book
      2m 24s
    6. Getting ready to publish to the iBookstore
      4m 44s
    7. Publishing to the iBookstore
      6m 44s
  14. 32s
    1. Goodbye
      32s

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