Join Anne-Marie Concepción for an in-depth discussion in this video Cleaning up text formatting in Word, part of Using Word and InDesign Together.
Before you even bring your Word document into InDesign, you might find it actually, a lot easier to clean up some of the worst stuff in Microsoft Word. There are number of macros available if you are running Word for Windows, and in the last video in this title, I'll talk about some of my favorite Word resources. And I pointed to the, but right now we're going to imagine that you don't have access to these macros or can't install them or you are on a Mac and you want to be able to clean some stuff up in Word itself. So, let me show you how it works in Word 2011 on the Mac and then we're going to jump over to Word 2013 on the PC. We're looking at a brochure with some styles applied to the formatting by the Word users plus some direct formatting.
The main thing that you want to do as far as clean up in word is to get rid of the direct formatting. I mean things like this word, if you click inside it and you look inside the Styles panel, you will see it says body text plus italic. By the way if you don't see this styles panel I cover this in an earlier video but you can just go to the view menu and go down to Tool Box styles. Whenever you see a style that has a plus symbol, that means that there is an override. And to get rid of it, you can just select the word, or we're going to select all of this italic test here when it says body text plus italics, and then at the very top of the Styles panel, choose Clear formatting.
Now the plus symbol is gone and it's just pure Body text. In another example here in this paragraph, the entire paragraph has direct formatting. This part right here, every month, has body text plus bold, and this part right here has body text plus a slightly smaller size. If you just click inside of a paragraph, and you choose Clear formatting, the entire paragraph resets to the default Normal style. That's not quite what we want so let's undo. Instead, the best way to clear out this Direct formatting is to select the entire paragraph including the final character tern, and then click on the style name right here in the Styles panel. That resets the entire paragraph back to the Paragraph formatting and then you can select the Direct formatting, and fix it like how we did above, by choosing Clear formatting.
One of my favorite features in Microsoft Word is this button down here that says, Show Direct Formatting guides. Let me undo some of the clean up I have already done, and turn on Show Direct Formatting guides. This is a feature that I really wish InDesign would have It selects all the text in the document that has Local formatting. Or what they call Direct formatting in Word. Not only that, I can click inside one of these. Where it says Body text plus underline. And then from that drop down menu, choose Select all. And it selects all of the same kind of overrides throughout the entire document. Once i've selected, I could apply a different style to it, or convert this to a Character style, which is what you probably want to do. So with it all selected, I'm going to click New style, and I'll call it just underline for now, I want it to be a character style, not a paragraph style, and then click "okay".
Everything is still selected, now it's kind of hard to tell because it's still I'll go down to the Character styles list and find it, but look its not here that's because I am only seeing styles in use. I want to see styles in the current document and now when I go down to the bottom there is underline. Now when I click on Underline its applying that character style to the selection and I can go through the entire document and continue in that same way. So, if I wanted to keep this Direct formatting, I could say Select all similar, Select all, and if I had this smaller body size, it would select it throughout, and I could create a new style called Body text smaller.
One other cool feature is Show Styles guides. If I turn that on. On the left hand side, you see a Color Coded list of all the different styles that have been applied in this document. And notice that on the right, every single style also gets a color code. So I can scroll through here and quickly get a visual check of how the formatting has been applied to this document. Isn't this cool? I wish InDesign had this too. You could go through like entire swaths of text and make sure that everything's the same color, and if not, if there's a different color, like what's this five doing here, you could come over here and see what 5 is Oh, that's heading; okay, yeah, that's supposed to be heading, and fix it. These little numbers sticking out to the right are examples of character style, so we have a Paragraph style with a Character style.
That was the character style that was just applied here. So you can see that using the show direct formatting guides and then selecting all and applying character style to those, you could quickly clean up a document that's really badly done in a matter of minutes. Before you ever bring it into InDesign. Before I wrap this up I wanted to jump over to Word 2013 in Windows and talk about where you'd find some of the same controls. It's quite different. If you have earlier versions of Word, it's much more similar to what I was just showing you, on the Mac side. But one thing that you need to do, it's on by default on the Mac, but I don't think it's on by default on Windows, is you need to go to your, Preferences, which they call Options, and go down to Advanced, and make sure that Keep Track of Formatting, is enabled. I don't turn on Mac Formatting inconsistencies, because that just adds more squiggles to an already busy screen, and it doesn't seem that much, 'cuz it doesn't mark inconsistencies consistently.
So just leave that turned off. Click OK, and then, to see the Direct formatting, you need to click inside the text that is directly formatted, and remember you can tell that by opening up the Styles toolbox. And when it says body text plus underline and that'll work. And by the way, if you want to see previews of this you can turn on Show preview so it looks more like how it does in the Mac and over here under options makes sure to Enable paragraph and Font formatting under Select formatting to show as styles otherwise you're not going to see the override.
I talked about this in an earlier video. Now that I have some direct formatting selected, I can come to this drop down menu right here and choose Select all instances, and it's nice that it gives you a little count of how many there are. I have not been able to find the button that selects all Direct formatting in the entire document, but at least it still has that really cool select all direct formatting, and then from here you can go ahead and create a new style or modify this existing style. Select all three instances and then come down here and click on the New Style button.
I'll go ahead and call this Underline. We want a character style and we'll just leave everything as is and there is our Underline style and we can apply it to the selection. So now it's no longer Local formatting it's an actual Character style. And that's how you go through the entire document and clean it up.
- Understanding the differences between InDesign and Word styles
- Identifying which formatting attributes transfer and which don't
- Controlling text formatting when cutting and pasting
- Placing Word files in InDesign with the Import Options dialog box
- Linking to Word files for automatic updating
- Working with footnotes, hyperlinks, and tracked changes
- Learning best practices for fixing text formatting
- Extracting embedded images and converting Word art
- Converting local formatting to character styles with free scripts
- Round-tripping to InDesign RTF to clear out file corruption
- Syncing Google Docs with InDesign via DocsFlow
- Converting Word docs to InCopy for fast and accurate formatting