Wile Adobe InDesign CS5 Bible phần 6 pps

Chapter 17: Importing Text Files 425 It’s clear why you’d avoid text-only files in most cases — they carry no formatting. (That can be a useful feature when you have a document full of formatting that you don’t want; saving to text- only format dumps it all.) However, how do you choose between Word and RTF formats? For most InDesign users, they are equivalent, supporting all the formatting you’re likely to want to bring into your InDesign layouts. The real difference involves their capabilities in your word processor. The RTF format supports fewer features than Word; the one that matters to most people is that an RTF file cannot have tracked-changes information, whereas a Word file can. If your editing workflow depends on tracked changes, saving to RTF is not an option. Chances are, though, that if tracked changes is a concern for you, you’re using Microsoft Word anyhow, for which the Word file is native. If you’re using an alternative word processor, chances are very high that you’ll get the same formatting whether you save as RTF or Word. Preserving special features in text files Today’s word processors let you do much more than type and edit text. You also can create special characters, tables, headers and footers, and other document elements. Some of these features work when imported into a publishing program, but others don’t. InDesign imports the following Word formatting (from Mac version 98 and later and from Windows version 97 and later): l All caps l Boldface l Bulleted lists l Color l Column breaks l Condensed/expanded spacing l Double strikethrough l Double underlines l Drop caps l Font l Footnotes and endnotes l Indents l Index and table-of-contents text l Inline graphics (if in an InDesign-supported format) l Italic l Numbered lists 27_607169-ch17.indd 42527_607169-ch17.indd 425 4/22/10 7:58 PM4/22/10 7:58 PM Part V: Text Fundamentals 426 l Outline l Page breaks l Paragraph and character style sheets l Point size l Redlining/revisions tracking (for use in InCopy, not InDesign) l Small caps l Strikethrough l Subscripts and superscripts l Tables l Text boxes, including any follow-me links to them l Underline options l Underlines Cross-Reference Support for automatic bulleted and numbered lists is covered in Chapter 21; support for Word’s various under- line options is covered in Chapters 21 and 22, and support for tracked changes is covered in Chapter 24. n The following formats are partially supported or are converted during import: l Embossed text (made into paper color, usually white) l Engraved text (made into paper color, usually white) l Word-only underline (converted to single underlines, including for spaces and punctuation) The following formats are not supported, and any text using them is imported as plain text: l Highlighting l Shadow l Text effects, such as blinking and Las Vegas Lights The following formats are not supported, and any text using them is removed during import: l Annotations and comments l Hidden text (deleted during import) l Section breaks l Subscribed/OLE items l Text-wrapping breaks 27_607169-ch17.indd 42627_607169-ch17.indd 426 4/22/10 7:58 PM4/22/10 7:58 PM Chapter 17: Importing Text Files 427 Tables Word processors have developed very capable table editors, letting you format tabular information quickly and easily, and often rivaling dedicated spreadsheet programs. InDesign can import tables created in Word or Excel, as well as tables in RTF documents. Cross-Reference Chapter 25 covers tables in depth. n Headers and footers (folios) Headers and footers — called folios in publication layouts @md are a layout issue, not a text issue, so there is no reason to include these elements in your word processor document. Because page numbers change based on your InDesign layout, there’s no point in putting the headers and footers in your word processor document anyway. Note that if you do use them, they do not import into InDesign. Cross-Reference Chapter 5 explains how to add folios to your layout. n Footnotes and endnotes If you use a word processor’s footnote or endnote feature and import the text file, InDesign cor- rectly places footnotes at the bottom of the column and endnotes at the end of the imported text. The superscripted numerals or characters in the notes usually translate properly as well. Hyperlinks Modern word processors, such as Word, let you include hyperlinks in their text, so when you export to HTML or PDF formats, the reader can click the link and jump to a Web page or to another PDF or eBook file. When you import text files with such hyperlinks, InDesign retains their visual formatting — hyperlinks usually appear as blue underlined text — as well as the actual link. Cross-Reference InDesign retains hyperlinks for documents exported as PDF, EPUB, Flash, or HTML files. Part VIII covers such documents in more detail. n Inline graphics and text boxes Modern word processors typically support inline graphics, letting you import a graphic into your word processor document and embed it in text. Word, for example, lets you import graphics, and InDesign, in turn, can import the graphics with your text, as long as InDesign supports their for- mats. But graphics embedded in your word processor document through Mac OS 9’s Publish and Subscribe or through OLE (Object Linking and Embedding, available in both Windows and Mac OS) do not import into InDesign — both technologies are rare these days, so don’t worry about them except for very old documents. 27_607169-ch17.indd 42727_607169-ch17.indd 427 4/22/10 7:58 PM4/22/10 7:58 PM Part V: Text Fundamentals 428 InDesign does import text boxes from a Word file (these are usually used for sidebars, captions, and pull-quotes) as separate text frames. If those Word text boxes are tied to a specific piece of text so that they flow with that text, InDesign honors those follow-me links and lets you adjust them. Cross-Reference Chapter 13 covers follow-me links and related anchoring features in more detail. n Avoiding text-file pitfalls Sometimes, issues not related to the contents of a word processor file can affect how files are imported into InDesign. Fast save Several programs (notably Microsoft Word) offer a fast-save feature, which adds information to the end of a word processor document. The added information notes what text has been added and deleted and where the changes occurred. You can use this feature to save time because the pro- gram doesn’t have to write the entire document to disk when you save the file. When you use the fast-save feature, however, text import into publishing programs — including InDesign — becomes problematic. I suggest that you turn off fast save, at least for files you import into InDesign. With today’s speedy hard drives, the time you gain by using fast save is barely noticeable anyway. The vast majority of file corruption problems and bugs in Word are related to the fast-save feature, and its use makes file recovery in the event of a crash problematic at best. To disable fast save in most versions of Word, choose Word ➪ Preferences on the Mac or Tools ➪ Options in Windows, go to the Save pane, and deselect the Allow Fast Saves option. Microsoft Word has a default setting that converts two hyphens to an en dash (–) rather than an em dash (—), which is simply wrong typographically. To solve this problem, I recommend that you turn off Word’s automatic conversion of two hyphens to a dash (choose Tools ➪ AutoCorrect ➪ AutoFormat as You Type and then deselect the Symbols option). Instead of using the incorrect automatic conversion, go to the AutoCorrect pane, type two hyphens in the Replace field, put an em dash (shortcut Option+Shift+– [hyphen] on the Mac or Alt+0151 in Windows) in the With field, and then click Add. This causes Word to substitute the correct dash when you type two consecutive hyphens. Fixing Microsoft Word’s Bad Dashes 27_607169-ch17.indd 42827_607169-ch17.indd 428 4/22/10 7:58 PM4/22/10 7:58 PM Chapter 17: Importing Text Files 429 Software versions Pay attention to the version number of the word processor you use. This caution may seem obvious, but the issue still trips up a lot of people. Usually, old versions (two or more revisions old) or new versions (newer than the publishing or other importing program) cause import problems. The import filters either no longer recognize the old format (something has to go to make room for new formats) or were written before the new version of the word processor was released. InDesign supports Microsoft Word for Windows versions 97, 2000, 2002/XP, 2003, and 2007, and Microsoft Word for Mac versions 98, 2001, X, 2004, and 2008, as well as the same-numbered versions of Excel. Adding Text No matter where your text originates — in your mind, in e-mail, on the Web, or in a word proces- sor — you can add it to an InDesign publication easily. You can type text directly in InDesign, paste it, drag and drop it, or import it. InDesign works with text inside frames — holders for the copy — that you can create in advance or let InDesign create for you when you import text. (Chapter 18 covers these frames in detail.) Caution If you click a frame that holds text or a graphic when importing text, the text replaces the existing text or graphic. n Cross-Reference All the text you import may not fit in the selected text frame. Chapter 18 explains how to make it flow to other text frames. n Using the Type tool You can’t do anything with text without the Type tool. After you select the Type tool, you can click in an existing block of text or click and drag to create a new text frame. You can even click in any empty graphics frame or unassigned frame with the Type tool to convert it to a text frame. You can’t click in master text frames — text frames placed on the page by the master page in use — and simply start typing. To select a master text frame and add text to it, Shift+Ô+click or Ctrl+Shift+click it. (For more on master pages, see Chapter 7.) Note What you can’t do is simply click in your document and begin typing; any text must be in a frame. Fortunately, you can create that frame just by clicking and dragging with the Type tool. n From this point, start typing to enter text, or bring text in from other programs (as covered in the following sections). If you want to add placeholder text — random text that you might use to try 27_607169-ch17.indd 42927_607169-ch17.indd 429 4/22/10 7:58 PM4/22/10 7:58 PM Part V: Text Fundamentals 430 out formatting on, for example — choose Type ➪ Fill with Placeholder Text. InDesign adds fake Latin text to the text frame until it is filled. When you type new text, it takes on whatever style attributes are set for [Basic Paragraph Style], a predefined style in InDesign. You can modify this predefined style as you can any style you create. Cross-Reference Chapter 19 covers styles in more detail. n Pasting text When text is on the Mac or Windows Clipboard and the Type tool is active in InDesign, you can paste the text at the location of the cursor (text-insertion pointer) or replace highlighted text with it. If no text frame is active, InDesign creates a new rectangular text frame to contain the pasted text. InDesign uses standard menu commands and keyboard commands for cutting and copying text to the Clipboard and for pasting text. On the Mac, press Ô+X to cut, Ô+C to copy, and Ô+V to paste. In Windows, press Ctrl+X to cut, Ctrl+C to copy, and Ctrl+V to paste. If you’re new to professional publishing, you have a few things to learn about the difference between typing on a typewriter or into a word processor and entering text for a high-end publication: l Remember that you don’t need to type two spaces after a period or colon (in either your word processor or InDesign). In fact, doing so causes awkward spacing and perhaps even text-flow issues. So get out of the two-space habit. l Don’t enter extra paragraph returns for space between paragraphs, and don’t enter tabs to indent paragraphs — you accomplish both more consistently with paragraph attributes (see Chapter 21). l When you need to align text in columns, don’t enter extra tabs; place one tab between each column and then align the tabs (see Chapter 25). To see where you have tabs, paragraph breaks, spaces, and other such invisible characters, use the command Option+Ô+I or Ctrl+Alt+I, or choose Type ➪ Show Hidden Characters, or choose Hidden Characters from the View Options iconic popup menu in the application bar. Chapter 23 shows the icons for each character. Keep Characters to a Minimum 27_607169-ch17.indd 43027_607169-ch17.indd 430 4/22/10 7:58 PM4/22/10 7:58 PM Chapter 17: Importing Text Files 431 By default, pasted text retains any formatting, such as boldface and font size, that it had in InDesign and in most other programs. (A few programs don’t preserve that formatting when you paste text from them.) However, InDesign lets you control whether pasted text retains its format- ting as follows: l When pasting text from InDesign, you can strip out its formatting by choosing File ➪ Paste without Formatting (or pressing Shift+Ô+V or Ctrl+Shift+V). l When pasting text from outside InDesign, you have the same Paste without Formatting option as when pasting text from InDesign and an option to always strip formatting auto- matically. To enable this automatic formatting removal, go to the Clipboard Handling pane of the Preferences dialog box (choose InDesign ➪ Preferences ➪ Clipboard Handling or press Ô+K on the Mac, or choose Edit ➪ Preferences ➪ Clipboard Handling or press Ctrl+K in Windows) and select the Text Only radio button for the Paste setting. l To ensure that formatting is retained in text copied from other applications, select the All Information (Index Marker, Swatches, Styles, and so on.) radio button. Also, when you paste text, InDesign is smart enough to know to remove extra spaces or add them around the pasted text. You can disable this by deselecting the Adjust Spacing Automatically When Cutting and Pasting Words option in the Type pane of the Preferences dialog box. Dragging and dropping text You can also drag and drop text selected in another frame or document into a text frame in your current document. If you press and hold Option or Alt while dragging, you drag a copy of the selected text rather than move the original text. By default, InDesign allows drag and drop within the Story Editor. To enable drag and drop in your layout, go to the Type pane of the Preferences dialog box (choose InDesign ➪ Preferences ➪ Type or press Ô+K on the Mac, or choose Edit ➪ Preferences ➪ Type or press Ctrl+K in Windows) and select the Enable in Layout View option. You can also drag and drop within the Story Editor by selecting the Enable in Story Editor option. Cross-Reference The Story Editor is covered in Chapter 19. n You can also drag text from external sources into InDesign: l You can drag the icon of a text file or a supported word processing file directly from the Windows Explorer (desktop or folder) or from the Mac Finder (desktop or folder) onto an InDesign page. l You can drag highlighted text from a document created with another program (Microsoft Word, for example) into an InDesign document window. 27_607169-ch17.indd 43127_607169-ch17.indd 431 4/22/10 7:58 PM4/22/10 7:58 PM Part V: Text Fundamentals 432 In both cases, a new text frame is created, and any styles in the source files are also brought into InDesign. Unlike importing a file through the Place command (covered later in this chapter), you have no control over how this formatting is imported; instead, all formatting is imported or none of it is, based on your InDesign preference settings. Note You can drag in only files that are in one of the supported formats (Word, Excel, InCopy, RTF, and text-only). n As with copy and paste, InDesign lets you control whether formatting is retained in dragged text: l When dragging text within InDesign, press and hold Shift to remove the text’s formatting. The text then takes on the formatting of the text it is dragged into. l When dragging text from outside InDesign, use the Text Only option in the Clipboard Handling pane of the Preferences dialog box, as described in the previous section, to strip out formatting for all dragged text. Importing text with the Place dialog box The Place dialog box (choose File ➪ Place, or press Ô+D or Ctrl+D) gives you the most control over how text is imported. Text imported via the Place dialog box is placed according to your current selection: l If the cursor (text-insertion pointer) is active within text in a text frame, the text is inserted at that location. l If a text frame is selected but you have not clicked within the frame’s text, the text is imported into the frame, replacing any existing text. l If two or more text frames are selected, a loaded-text icon appears. Chapter 18 explains the various forms this icon can take, but the basic form is of a paragraph icon with the first few words of the text shown under it. l If no text frames are selected, a loaded-text icon lets you draw a rectangular text frame to contain the text, click in an existing empty frame, or click any empty area in your layout to create a text frame there with the text. To place text, follow these steps: 1. Choose File ➪ Place or press Ô+D or Ctrl+D. 2. Locate the text files you want to import. 3. Determine the desired import options for the text files. l If you want to specify how to handle current formatting in the file, select the Place dia- log box’s Show Import Options option and click Open. Doing so opens the appropri- ate Import Options dialog box for the text file’s format. Then click OK to import the graphic. (The Import Options dialog box is covered a little later in this section.) If you 27_607169-ch17.indd 43227_607169-ch17.indd 432 4/22/10 7:58 PM4/22/10 7:58 PM Chapter 17: Importing Text Files 433 don’t select the Show Import Options option, clicking Open imports the graphic using default settings. l If you have selected a text frame or have selected a range of text and want to replace it with the placed text, select the Replace Selected Item option. l Ignore the Create Static Captions option; it applies only to graphics, and is explained in Chapter 13. Tip If you prefer memorizing keyboard commands to selecting boxes, press Shift while you open the file to display the import options. n 4. If you had not selected a frame before starting the text import, specify where to place the text by clicking and dragging the loaded-text icon to create a rectangular text frame, clicking in an existing frame, or clicking in any empty frame. You can select multiple files — text and/or graphics — in the Place dialog box by Shift+clicking a range or by Ô+clicking or Ctrl+clicking multiple files one by one. InDesign lets you place each file in a separate frame. Just click once for each file imported, or Shift+Ô+click or Ctrl+Shift+click to have InDesign place all files on the page in separate frames. If you place more than one file at the same time, the loaded-text icon displays the number of files to be placed, as well as a mini-preview of each file, as Chapter 18 details. Tip When you place multiple files at one time, you can place them in any order. Just move among them using the keyboard ← and → keys. You can also place them in a grid of text frames, as Chapter 18 explains. n To cancel the entire text import, just select a different tool. To cancel a specific file in a multiple- file import, press Esc when that file’s mini-preview appears. (The other files are still available to be placed.) Import options for Microsoft Word and RTF files InDesign offers a slew of options for controlling how Word and RTF files are imported through the Place dialog box. There are so many options that you can actually save your import preferences as a preset file for repeat use. Figure 17.1 shows the Import Options dialog box for Microsoft Word. It has four groups of options. (The import options for RTF files are identical.) At the top of the pane is the Preset pop-up menu, which lets you select from saved sets of import options. If you change any options in this dialog box, the popup menu shows [Custom], so you know that any selected preset’s settings have been altered for this specific file import. You can save settings by clicking Save Preset, and you can set a preset as the default import behavior by clicking Set as Default; these settings are used for all Word file imports unless you choose a new default or make changes in this dialog box. This feature lets you avoid using the Import Options dialog box for your routine imports. 27_607169-ch17.indd 43327_607169-ch17.indd 433 4/22/10 7:58 PM4/22/10 7:58 PM Part V: Text Fundamentals 434 FIGURE 17.1 The Microsoft Word Import Options dialog box The next section, Include, lets you strip out specific types of text from the Word file: Table of Contents Text, Index Text, Footnotes, and Endnotes. Any selected items are imported. It’s com- mon not to import table of contents or index text because you typically create your table of con- tents and indexes in InDesign. The third section, Options, has just one option: Use Typographer’s Quotes. If selected, it converts keyboard quotation marks (' and ") to the curly typographer quotation marks (‘, ’, “, and ”). Note that InDesign does not convert two consecutive hyphens into an em dash, as some other programs do. The fourth section, Formatting, is fairly complex. To remove text formatting during import so that you have fresh text to which you can apply your InDesign styles, select the Remove Styles and Formatting option from Formatting section. Two additional controls become available if you select this option: l Preserve Local Overrides: Selecting this option retains local formatting such as italic and boldface while ignoring the paragraph style attributes. You’d usually want this selected so that meaning-related formatting is retained. 27_607169-ch17.indd 43427_607169-ch17.indd 434 4/22/10 7:58 PM4/22/10 7:58 PM [...]... in InDesign layouts and with InDesign s text-formatting tools is simply too much to justify using Buzzword You’re better off sharing a Word or RTF file among collaborators 439 Part V: Text Fundamentals Import options for Tagged Text files InDesign offers a text-file format of its own: Adobe InDesign Tagged Text Tagged Text actually is ASCII (text-only) text that contains embedded codes to tell InDesign. .. Unfortunately, you can’t export text from InDesign into the Word word processor format Your only options are RTF, InDesign Tagged Text, InCopy Document, InDesign Markup Language (IDML), and text-only formats The best option is RTF if you want to send the file to someone using a word processor, and it’s Tagged Text if you want to send it to another InDesign user with all InDesign settings retained After you... like any other text file in InDesign (In the Access CS Live panel, you can also export an InDesign story to the Buzzword service so others can work on it.) However, I don’t recommend using Buzzword with InDesign Why? Because it does not support styles, so all your text formatting is applied as local formatting Worse, if you transfer a story from InDesign to Buzzword, all InDesign styles are stripped... Conflicts) The Use InDesign Style Definition menu item preserves the current InDesign styles and applies them to any text in Word that uses a 435 Part V: Text Fundamentals style sheet of the same name This is the most common option because it lets your editors indicate what styles to use in InDesign but relies on InDesign s more precise typographic settings If you choose the Redefine InDesign Style menu... services (covered in Chapter 1), InDesign CS5 can place files from Adobe s Buzzword shared-editing service To place a file from Buzzword, first be sure you have an active Internet connect, then choose File ➪ Place from Buzzword If you’re not already signed in via the Access CS Live panel, a dialog box appears, asking you to sign in to your CS Live account using your Adobe ID Once signed in, you can... compatible with InDesign Even if your word processor format is not compatible with InDesign, chances are it can save in one that is InDesign provides a variety of methods for getting text into your documents, including importing files through the Place dialog box, dragging and dropping files generated in a word processor, and pasting text from other sources You can export text from InDesign for use... Shift+click within a few pixels of the upper-left corner of that column so that InDesign knows you want to place text in it; otherwise, InDesign creates a new text frame and places the text there instead of in your desired column InDesign adds all the necessary text frames and pages, and flows in the entire story Tip To have InDesign flow text only into existing (blank) pages, press and hold Option+Shift... tables but format them in InDesign, choose Unformatted Tables To retain text formatting during import so that the InDesign document at least starts out using the settings done in Word, select the Preserve Styles from Text and Tables option There are two reasons to select this option The most common reason is that you are using style sheets in Word with the same names as in InDesign Doing so saves your... formatting permanently replaces that of InDesign s style If you choose the Auto Rename menu item, the Word file’s style sheet is renamed and added to the Paragraph Styles or Character Styles panel This preserves your existing InDesign styles while also preserving the ones imported from the Word file l If you select the Customize Style Import option, you can decide what specific InDesign styles override same-name... sheets into InDesign, rather than just the ones you actually applied to text in the file You normally would not want to import all of Word’s styles because the program has dozens of predefined styles that could clog up your InDesign Paragraph Styles and Character Styles panels l Track Changes: This option, if selected, saves all changes tracked by Word and makes them available to InCopy and InDesign users . export text from InDesign for use in a word processor or another InDesign user. Your options are RTF, InDesign Tagged Text, InCopy, and text-only. 27 _60 7 169 -ch17.indd 44127 _60 7 169 -ch17.indd 441. import) l Section breaks l Subscribed/OLE items l Text-wrapping breaks 27 _60 7 169 -ch17.indd 4 262 7 _60 7 169 -ch17.indd 4 26 4/22/10 7:58 PM4/22/10 7:58 PM Chapter 17: Importing Text Files 427 Tables Word. InDesign page. l You can drag highlighted text from a document created with another program (Microsoft Word, for example) into an InDesign document window. 27 _60 7 169 -ch17.indd 43127 _60 7 169 -ch17.indd