Join Anne-Marie Concepción for an in-depth discussion in this video Creating a Word template with InDesign styles, part of Using Word and InDesign Together.
I'm so excited to do this video. Because this is almost the pinnacle of the best possible Word and InDesign workflow. And that is to create a template for your Word users that has all the same styles that you have in InDesign. This only makes sense if you're going to be importing multiple Word files into the same basic InDesign document. Like, let's say a magazine or a newsletter, that has multiple issues, or in this case a student catalog. Because it does take a little bit of upfront work, but after that's done, your work flow will be so streamlined, you'll be done by ten in the morning and wondering what to do for the rest of the day.
Seriously, it's incredible. So, here's what you do. You open up an existing InDesign document that has all of your styles already. So this is a student catelogue and I'm the one who lays it out but I'm not the one who writes the descriptions of the classes or anything like that. And we have paragraph and character styles for just about everything. What you want to do is you want to export this as style text. That we'll be working with in Word. So just click anywhere inside the text. And it needs to contain all the styles. So if I press Cmd or Ctrl+A, you'll see that I've selected a linked story that contains all the styles we want to work with.
If you just have your cursor blinking in the caption and we export it, you're only going to capture the caption style. If you don't have a story that contains all these styles that you want your Word users to have access to, and they don't have to have access to every single style, you know, just the main styles like body and headlines and so on. Then you might want to create a text frame on the side of the page, pour in some place holder text, and go ahead and apply other paragraphing character styles that you want to share with your Word But here, we're lucky because we have a story that contains basically what we want.
So, with my cursor blinking inside the story, I go to File, choose Export, and the format that I want, I save this out on the desktop is RTF. There is no Export as word, you have to Export as RTF. So you can call it whatever you want. They'll just call this. Roux text and click save. So I'm jumping over to Word and let's hide everything else so you can see that we're just in Word. And I'm going to open up that RTF file on the desktop. Now Word doesn't have all of the formatting that InDesign does, like, for example, we're not seeing the text overriding this line.
But it does a passable job, and the most important thing is that when it opens up, we see all those style names here. But it's an RTF file. Now if we want to give this to one of our Word users, they will freak out if you give them an RTF file, so we're going to choose Save As, and we'll save it either as a Word documents, that they can use as a starter or even better would be a Word template. When you give them a Word template, then when they double click it, it creates a new untitled document that is based on that original. So they'll never accidentally change what you gave them.
But for now, I'm just going to keep it a Word doc to keep it simple. And click save and yeah I don't care, if it's a DOCX. Now here is the cool part. Watch this. If I select all and delete, all of our styles remain. So you can just say like, let's start out with, you can give them a starter thing and say this is department, and we'll call that department. And then we'll call this, COURSE NAME, I'm typing COURSE NAME. There you go. So you could give them a starter file, if all of the styles are. Easily worked with.
Now, in this case, we have some problems, as you can see. We have this issue of the white text is not visible. We have a possible issue that we're using fonts that they don't have installed. If I chose one of these other styles, the type is too small, and my editor would prefer something not 9.5, but maybe something more like 14 point. So what you can do for a little bit more work, if you have time, is to modify all these styles. So, for example, if I go back to course name, I can go here and choose modify style and choose a font that I know that they'll have. Like, Calibri, which, comes with every, installation of Word. And maybe I'll make it larger, to 14 points.
As long as you don't change the name of the style, and it has to be exactly the same, including case, then it can look however you want it to look, in Word. But it just has to have the same name. Now, I have already created one. Martha Stewart Style, I have a finished example. In our exercise file, so let me open that up, I've modified all the styles to use built-in fonts with a large size in Word. And I would delete all this text, except for maybe some sample paragraphs, and save it out as a template in Word, and give that to them. But I included all the text just to give you an example of, okay, the author has actually applied the styles correctly, you can see it's called date, course name, and so on, to all of the text.
Now one thing I want to caution you about. Take a look at this and it says, ns which stands for nested style, the designer called a nested style. This is actually a nested style in InDesign. Let's take a look. Zoom in. So, it starts out with a character style that makes it italic and the rest of it is supposed to be Roman. And if I look in paragraph styles, and Edit this style, and go to Nested Styles, you'll see that. Let me give you a clue. Do not bother trying to replicate the nested style. You'll just go crazy, and it doesn't work, so just come up with one format for that paragraph.
When it's brought into indesign, indesign will automatically apply the Nested Style correctly. So in Word, I just gave prerequisite a completely Roman face. So that's catalog text style final. Now let's go to Indesign and I have an example of the next issue for the catalog with empty text here. I'm going to click inside the first frame and check my style so they're set to none and Basic Paragraph (INAUDIBLE). Go to File, Place. And on the desktop, I'll take that Final document, Show Import Options.
Of course, you want to keep all the styles formatting, and now there are a bunch of conflicts, which is exactly what we want to see. We want to see everything has the same name, all the styles in Word have the same name as they do in InDesign. And, we'll just say OK. We don't need to do any mapping. We've already done the mapping. Click. Ba-dah, isnt' that beautiful? Look at that. So these styles didn't look anything like this in Word, but they came in perfectly. If you have Word users who know how to apply style, take a half an hour one day and create a Word template for them with the styles that you use in InDesign, and you'll all be so much happier.
- 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