Join David Blatner for an in-depth discussion in this video Use Find/Change for text formatting, part of InDesign CC 2018 Essential Training.
- [Instructor] I showed you the find change feature back in an earlier chapter. But I focused just on finding and changing text throughout your document, or even across multiple documents. But now I want to take it farther. I want to talk about adding text formatting to the mix. For example, I have my magazine document opened here and I'm going to jump to the next spread by pressing Option or Alt + Page Down. Then I'm going to zoom in on this text down in the lower right corner. Now I can see, right in the middle here I have my company name, Pixelford.
My designer told me that I need to format every instance of that word in a certain way, but it would be really tiresome to have to go in there and select each one of those words throughout the entire document. No, there's got to be a better way and, of course, there is. I'm going to double click on this text frame to switch to the type tool and then I'm going to double click on the word to select it. Then I'll copy it to the clipboard by pressing Command or Control + C. Next, I'll go to the edit menu and choose Find/Change or of course, you could press Command or Control + F.
Now here in the Find what field of the Find/change dialogue box I'm simply going to paste that word, Command or Control + V. Of course, I could have just typed it myself but this was a little faster. So, I want to find everywhere that that word shows up and I want to apply formatting the word. How do I do that? Well I do that by changing the Find Format and Change Format fields down here at the bottom of the dialogue box. If you don't see these fields then you need to click the More Options button. For example, I'll click Fewer Options and they hide.
Now, I'll click more options and I can see them again. You really want to make sure those are visible. Now, to apply the formatting I'm going to click anywhere inside the change format field. When I do that, up comes the Change Format Settings dialogue box and this lets me specify exactly what I want the text to look like. I'll click on basic character formats here, and I'm going to come over here to the Font Style field and type Bold. I'll just type BOL and it guesses that I want Bold. Notice that I don't have to fill out the font family, or size, or any of these other fields if I don't want to.
It'll only apply the formatting for the fields that I do fill in. Now lets go ahead and change the color too. I'll click on Character Color and I'll choose a character like this bright pink, then I'll click the okay button and you can see that all that formatting is listed down here in the Change Format area. Now before you click Change All, make sure the scope is set up the way you want. For example, in the Search pop-up menu, make sure you choose document, or story, or just your selection. In this case, I'm going to search the entire document. So that looks good, lets go ahead and click Change All and you'll see it went through the entire document and made the change.
Right now it looks green instead of pink, but that's only because the text is highlighted. If I click out here you can see it really did apply the bold and pink formatting. Okay, so now what if my art director told me I shouldn't use bright pink on any text, I should use a different color instead. So in that case I want to delete the text out of the Find What field in here. I'm just pressing the delete key on my keyboard to delete it. When the Find what and the Change to fields are blank then InDesign is only going to find and change the formatting.
It'll completely ignore the text itself so any pink text will change. Now to find the pink text I'm going to click in the Find Format area, just anywhere inside this rectangle will work. Now I'm going to click on Character Color and choose my pink color. Now I'll click down in the Change Format area. I'll click on Basic Character Formats and I'm going to remove the text Bold from this field. Remember, whenever you have an empty field it means don't pay attention to that at all, don't apply formatting to those things.
Once again I'll go to character color, and lets go ahead and choose a different color, like this more muted pink. Then I'll click okay. Once again the Find Format is set up, the Change Format is set up, my scope is set up, so I can click Change All and it'll go through the entire document to change it. Oh, I want to point out one more thing about the dialogue box. Whenever you choose Format in the Find Format or the Change Format areas, you get this little i-icon next to the Find what and Change to fields. It almost looks like a little information sign.
But this i-icon means that some formatting has been applied to either Find what or Change to. Now if you wanted to clear out all that formatting all you have to do is click on this little trash can icon in the lower right corner. When you click on that it simply strips away all the formatting and leaves it blank. Using Find Change is one way to apply this kind of formatting but I should point out that InDesign has more advanced features that can do this kind of formatting automatically such as nested styles and GREP styles and I cover those in my title here in the online trending library called InDesign: Beyond the Essentials.
- Creating a new layout
- Inserting pages
- Adding text
- Inserting graphics
- Applying color and transparency
- Drawing and editing frames and paths
- Formatting objects
- Formatting text
- Creating styles for uniform formatting
- Building tables
- Adding links and interactivity
- Printing and exporting InDesign documents