Join Anne-Marie Concepción for an in-depth discussion in this video Converting tagged Word docs to styled InDesign text with a script, part of Using Word and InDesign Together.
We're looking at an InDesign spread that needs some formatting. going to zoom in to the story that needs the formatting, with Cmd or Ctrl+plus, and I'll select all with Cmd or Ctrl+A, so, you can see the story that I'm talking about. It's this story, that was prepared in Word using what they call tag text. And it's not tag text like a programmer might think of it. We're not talking about XML or HTML tags, or even InDesign tags. We're talking about the use of this phrase in brackets in front of paragraphs.
And I talked about this at length in the previous video in this chapter, about how to use fine change to apply styles to this kind of tagged text. I want to go one step further in this video, talk about using a free script that comes with InDesign, Find Change By List, that will help you automate this process, so that you can do all of these find changes in one fell swoop. Now, this only applies if you need to do this more than once or twice. If your job is laying out this catalog for example, and every two months or every quarter, you get a whole bunch of these tagged word files from your brethren, you will love this video. So, the idea is that you are going to be using Find Change to search for this tag. And then you want that Find Change to not just delete the tag like that, but also to apply the correct paragraph style.
In this case, it would be course name. And we want to do that for all of these tags, applying the correct style. Let me undo what I just did. Notice though, that not every paragraph has a tag. This is typical of a lot of this kind of workflow where the writers don't bother tagging the basic style, meaning the body style. This is just a style that's normal, every/g, everything is styled as normal in Word, but they haven't bothered applying the tag. So, as you would for any time you'd place this kind of a file, you'd being it in without any styles. You just want to retain any local formatting like we retain the italics here.
You select all with Cmd or Ctrl+A, and apply that style that is implied, the default style. In this case, it's Body. So, everything should be styled Body that doesn't have a tag. We're going to fix all the tagged paragraphs right now. For the other paragraphs that have tags that need to apply styles, we're going to edit the source file that this free script uses. First, we need to open up the Scripts panel to find that file. Go to the Window menu, go to Utilities, and choose Scripts. If you have an earlier version of InDesign, you'll find it in an automation flyout up here. But here, we're using Utilities > Scripts.
So, I'll show you that in a sec. But essentially, you want to modify this FindChangelist.txt file. If you right click, it'll reveal it in your OS. Double-click it, it opens up. And you can see that at the bottom, I have added Find Changes. It says find this tag and change to a space which you need to do, so that it actually deletes this. And then, look at this wonderful thing, applied paragraph style, apply the correct paragraph style. Two important things here. In find what in between these quotes here, you want to make sure that you are including the exact tag that you want to to find, otherwise, it's not going to work.
You can copy and paste from your InDesign file, or even a better thing would be to test it in with the regular Find Change dialog box in InDesign. Enter what you want to find. If it finds it correctly, including the surrounding brackets or parenthesis, or whatever you guys use, then that's what you want to use here. The other important item is that the same is true for the paragraph style. Make sure that you get the exact right paragraph style including case. Easiest way to do that would be to open up the paragraph styles panel, and actually grab the name of the paragraph style by clicking slowly on it, so it gets selected and then copying it here and then pasting it.
Especially for those long and intricate ones with lots of underscores and hyphens. I've done that for the four tags that we have. Now, imagine how much time this is going to save if you have like 20 of these things that come in twice a week. All we are doing is saying find that tag, delete it and change it to a space, and apply this paragraph style to the entire paragraph. Well, you going to be applying the paragraph style to this, but its a paragraph style, so, it applies it to the entire paragraph. We are going to clean up that extra space in a second. That's all, save your changes you don't need to click or restart InDesign by the way here is that (UNKNOWN) that including any exercise files.
How to find it, how to name it. What to do after. Move this off to the side. How do you run the script? Just double click it. So, click inside your story, double-click the script. You want it to be applied to the selected story. Click OK. Bam! We are done, son. Take a look. Now, for some reason InDesign takes a few seconds to do this first one. I'm not sure why. And then we have the issue of multiple spaces in front of these paragraphs because that's what we had to do. What's the answer? Just run the script again, and the same story.
You might need to run it a couple of times, and now it's done. This story is clean. There you go. Use the Fine Change By List script to automate styling your tagged documents.
- 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