The Ins and Outs of Tex t Editing
In This Chapter
ᮣ Editing text in your layout
ᮣ Searching and replacing words and formats
ᮣ Checking spelling as you type or all at once
ᮣ Customizing the spelling and hyphenation dictionaries
Whether you import text or type it into text frames directly in InDesign, you’ll appreciate the tools that let you edit, search and replace, spellcheck, and hyphenate your text. You can find out all about these capabilities in this chapter.
Editing Text
InDesign offers basic editing capabilities, not unlike those found in a word processor: cutting and pasting, deleting and inserting text, searching and replacing of text and text attributes, and spell-checking. (Cutting, pasting, inserting, and deleting text works just like it does for any standard Mac or Windows program, so I don’t repeat those details for you here.) To do anything with text, you need to use the Type tool. When the Type tool is selected, you can click in any empty frame. (If it’s not already a text frame, it becomes one automatically when you click it with the Type tool.) Or you can click and drag to create a new text frame. You can even click in an existing block of text. From this point, start typing to enter text. Chapter 7 gets into more of the nitty-gritty of creating frames. And you can discover all about importing text in Chapter 11.
214 Part IV: Text Essentials
Controlling text view
In many layout views, the text is too small to work with. Generally, you zoom in around the block of text using the Zoom tool. Select the tool and then click to zoom in. To zoom out, hold the Option or Alt key when clicking. Another way to zoom in is to use the keyboard shortcut Ô+= or Ctrl+=. Each time you use it, the magnification increases. (Zoom out via Ô+–or Ctrl+–.) In addition to seeing the text larger, zooming in also helps you see the spaces, tabs, and paragraph returns that exist in the text. Choose Type➪Show Hidden Characters (Option+Ô+I or Ctrl+Alt+I) to have the nonprinting indicators for those characters display. You can also use the Show Options iconic pop-up menu in the application bar to access this command, as Chapter 1 explains.
Navigating through text
To work at a different text location in your InDesign document, click in a different text frame or another location in the current text frame. You can also use the four arrow (cursor) keys on the keyboard to move one character to the right, one character to the left, one line up, or one line down. Hold Ô
or Ctrl when pressing the arrow keys to jump one word to the right or left, or one paragraph up or down. The Home and End keys let you jump to the beginning or end of a line; hold Ô or Ctrl when pressing those keys to jump to the beginning or end of a story. (A story is text within a text frame or that is linked across several text frames.)
Highlighting text
To highlight (or select) text, you can click and drag. Or you can use some keyboard options. For example, Shift+Ô+→ or Ctrl+Shift+→ highlights the next word to the right. Likewise, Shift+Ô+End or Ctrl+Shift+End highlights all the text to the end of the story.
To highlight a word, double-click (this action doesn’t select its punctuation) and triple-click to select the entire paragraph. If you’re highlighting a word and also want to include the punctuation that follows the word, double-click, and then press Shift+Ô+→ or Ctrl+Shift+→ to extend the selection.
To select an entire story, choose Edit➪Select All (Ô+A or Ctrl+A). To deselect text, choose Edit➪Deselect All (Shift+Ô+A or Ctrl+Shift+A). An even easier way to deselect text is simply to select another tool or click another area of the page.
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Undoing text edits
InDesign makes it easy for you to change your mind about text edits. Choose Edit➪Undo (Ô+Z or Ctrl+Z) and Edit➪Redo (Shift+Ô+Z or Ctrl+Shift+Z) any time you change your mind about edits.
Using the Story Editor
The Story Editor is a window that lets you see your text without the distractions of your layout. In it, you see your text without line breaks or other nonessential formatting — you just see attributes like boldface and italics, as well as the names of the paragraph styles applied in a separate pane to the left (see Figure 12-1). After clicking in a text frame, you open the Story Editor by choosing Edit➪Edit in Story Editor (Ô+Y or Ctrl+Y).
Figure 12-1:
The Story
Editor.
216 Part IV: Text Essentials
In the Story Editor, you use the same tools for selection, deletion, copying, pasting, and search and replace as you would in your layout. The Story Editor isn’t a separate word processor; it’s simply a way to look at your text in a less distracting environment for those times when your mental focus is on the meaning and words, not the text appearance.
The Story Editor also shows you the column depth for text, using a ruler along the left side of the text, just to the right of the list of currently applied paragraph styles. Overset text (text that goes beyond the text frame or beyond the final text frame in a threaded story) is indicated by the word Overset and is furthermore noted with a red line to the right of the text.
You can dock the Story Editor window into the document tabs so that you can more easily switch in and out of it as needed. Just drag the Story Editor window into the tabs, and InDesign converts it for you. Drag it back out to make it a floating window.
Searching and Replacing Text
InDesign has a handy Find/Change feature (Edit➪Find/Change [Ô+F or Ctrl+F]) that is similar to the search-and-replace features with which you may already be familiar if you’ve used any word processor or page-layout application. With the Find/Change dialog box, you can find and change text, or you can extend the search to include attributes. Before starting a Find/Change operation, first determine the scope of your search:
ߜ
To search within a text selection, highlight the selection.
ߜ
To search from one point in a story to its end, click the cursor at that beginning location.
ߜ
To search an entire story, select any frame or click at any point in a frame containing the story.
ߜ
To search an entire document, simply have that document open.
ߜ
To search multiple documents, open all of them (and close any that you don’t want to search).
Then choose the appropriate search scope — InDesign’s term for range —
using the Search pop-up menu and the scope iconic buttons below it. Figure 12-2 shows the Find/Change dialog box. It can search for much more than just text, including special characters (glyphs) and object attributes (see Chapter 8), plus it lets you save search/replace queries so you can use them repeatedly. (It also lets you use the Unix grep syntax for conducting criteriabased searches; this feature is for experts familiar with grep searching and so is not covered in this book.)
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Figure 12-2:
The Find/
Change
dialog box’s
Text pane
(left), with
its Special
Characters
for Search
pop-up
menu active
(right).
Replacing text
To search for text, follow these steps:
1. Determine the scope of your search, open the appropriate documents, and insert the text cursor at the appropriate location.
2. Choose Edit➪Find/Change (Ô+F or Ctrl+F).
Go to the Text pane if it’s not already displayed.
3. Use the Search pop-up menu, as shown in Figure 12-2, to specify the scope of your search by choosing All Documents, Document, Story, To End of Story, or Selection.
Note that the Search options that display are based on what you’ve selected before going to the Find/Change dialog box. For example, if you didn’t select text, there’ll be no Selection option. Likewise, if no story is selected, the Story and To End of Story options won’t appear.
4. Type or paste the text you want to find in the Find What field.
To use special characters, use the Special Characters for Search pop-up list (the icon to the right of the Find What field) to select from a menu of special characters (see Figure 12-2).
5. Type or paste the replacement text into the Change To field.
To use special characters, use the Special Characters for Replace pop-up list (to the right of the Find What field).
6. Specify any additional parameters for your search by selecting or deselecting the seven iconic buttons at the bottom of the pane: Include Locked Layers, Include Locked Stories, Include Hidden Layers, Include Master Pages, Include Footnotes, Case Sensitive, and Whole Word.
218 Part IV: Text Essentials
If an icon’s background darkens, it’s selected.
7. To search for or replace with specific formatting, use the Find Format and Replace Format areas.
If the Find Format and Replace Format areas don’t display in the dialog box, click the More Options button. (Look for details in the “Replacing formatting” section that comes next.)
8. Click the Find button to start the search.
After the search has begun, click the Find Next button (it changes from the Find button after you start the search) to skip instances of the Find What text and click the Change, Change All, or Change/Find buttons as appropriate. (Clicking the Change button simply changes the found text, clicking the Change All button changes every instance of that found text in your selection or story, and clicking the Change/Find button changes the current found text and moves on to the next occurrence of it — it basically does in one click the actions of clicking Change and then Find Next.)
If you use the Change All feature, InDesign reports how many changes were made. If the number looks extraordinarily high and you suspect the Find/Change operation wasn’t quite what you wanted, remember that you can use InDesign’s undo function (Edit➪Undo [Ô+Z or Ctrl+Z]) to cancel the search and replace and then try a different replace strategy.
9. Click the Done button when you’re finished doing the finding and replacing.
Replacing formatting
To find and change formatting or text with specific formatting, use the expanded Find/Change dialog box. For example, you can find all the words in 14-point Futura Extra Bold and change them to 12-point Bodoni. The expanded dialog box contains two areas where you specify the formatting to search and change: Find Format and Replace Format. If these aren’t visible in the Find/Change dialog box, click the More Options button. To replace text formatting, follow these steps:
1. Use Specify Attributes to Find iconic button (the magnifying-glass- over-a-T icon) to open the Find Format Settings dialog box. (It’s to the right of the Find Format area.)
In the Find Format Settings dialog box, your options are Style Options (paragraph and character styles), Basic Character Formats, Advanced Character Formats, Indents and Spacing, Keep Options, Bullets and Numbering, Character Color, OpenType Features, Underline Options, Strikethrough Options, Conditions, and Drop Caps and Other. You can change multiple attributes at once by making selections from as many panes as needed. Chapter 12: The Ins and Outs of Text Editing
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Go to each pane whose formatting you want to find and select the desired formatting to search. Click OK when done; InDesign will bring you back to the Find/Change dialog box.
2.
Use
the Specify Attributes to Change iconic button (the magnifying- glass-over-a-T icon) to open the Change Format Settings dialog box. (It’s to the right of the Replace Format area.)
The options in the Change Format Settings dialog box are the same as in the Find Format settings dialog box. Go to each pane whose formatting you want to change and select the desired formatting to replace. Click OK when done; InDesign returns you to the Find/Change dialog box.
3. Click Find Next and then Change to change the next occurrence or click Change All to change all occurrences.
4. Click Done when you’re finished with the search and replace.
To search and replace formatting only — regardless of the text to which it is applied — leave the Find What and Change To fields blank.
Changing special characters
InDesign also lets you replace special characters (glyphs) through a separate Glyph pane in the Find/Change dialog box, shown in Figure 12-3. The Glyphs pane makes it easier to actually enter the desired characters than using the Text pane. The process is mostly straightforward (just ignore the parts of the pane not described in the following steps):
1. In the Find Glyph section, choose the font of the desired character in the Font Family pop-up menu and its style in the Font Style pop-up menu.
2. To choose the character itself, click the unnamed pop-up menu to the right of the Glyph field.
You get a dialog box that mimics the Glyphs panel (see Chapter 15); choose the character from the panel by double-clicking it.
3. Repeat Steps 1 and 2 using the controls in the Change Glyph section to select the replacement glyph.
4. Set the scope of your search using the Search pop-up menu and the Include Locked Layers, Include Locked Stories, Include Hidden Layers, Include Master Pages, and Include Footnotes buttons, as described in the “Replacing text” section, earlier in this chapter.
5. Execute the search and/or replace using the Find, Change, Change All, and Change/Find buttons as described in the “Replacing text” section.
6. Click Done when done.
220 Part IV: Text Essentials
Figure 12-3:
The Find/
Change
dialog box’s
Glyph pane
(left), with
its Glyph
pop-up
menu active
(right).
If you want to quickly wipe out the selected glyphs, click the Clear Glyphs button.
Working with saved queries
If you plan to do the same search and/or replace operation repeatedly, you can save queries in InDesign. After entering the find and search information, click the Save Query iconic button, enter a name in the Save Query dialog box that appears, and click OK. That query now appears in the Query pop-up menu in the Find/Change dialog box.
To run a saved query, just choose it from the Query pop-up menu. (You’ll see those that you saved plus some that came preinstalled with InDesign.) To delete a saved query, choose it from the Query pop-up menu and then click Delete Query iconic button.
That’s all there is to it!
Checking Spelling
The spell-check feature not only helps you eradicate spelling errors, but it also catches repeated words, as well as words with odd capitalization, such as internal capitalization (called intercaps) in words such as InDesign. InDesign also flags words not found in the spelling dictionary. You can customize the spelling dictionary, and you can purchase additional spelling dictionaries.
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The solution to missing fonts
Sometimes, when you open a document, the dialog box and then clicking Change All. If InDesign tells you that it can’t find the fonts selected, the Redefine Style When Changing used in the documents on your computer. You
All check box ensures that any font replaced is
get the option of finding the missing fonts, which
also replaced in any paragraph and character
opens the Find Fonts dialog box. (You can also
styles that used the original font.
open it after opening a document by choosing
Of course, another — often preferable —
Type➪Find Font.) This dialog box shows the solution is to get the fonts installed on your comnames of all missing fonts; if you select one, you puter. After all, the design shouldn’t change just
can change all occurrences of that font to one
because you don’t happen to have the needed
that you do have by selecting a new font family
fonts on your computer.
and font style from the menus at the bottom of
Checking spelling as you type
You can have InDesign check your spelling as you type by simply choosing Edit➪Spelling➪Dynamic Spelling. If that menu option is checked, your spelling will be checked as you type, as will the spelling of any text already in the document. Suspected errors are highlighted with red squiggle underlining so that you can correct them as needed. If you want InDesign to suggest proper spelling, you need to use the Check Spelling dialog box, covered in the next section.
Correcting mistakes on the fly
If you use a word processor, chances are it’s one that corrects mistakes as you type. Microsoft Word, for example, has a feature called AutoCorrect that lets you specify corrections to be made as you type, whether those be common typos you make or the expansion of abbreviations to their full words (such as having Word replace tq with thank you). InDesign offers much of the same functionality, which it calls Autocorrect. Unlike Word, you can’t use this feature to replace symbols, such as having InDesign convert (R) to the ® symbol as you type. Note that — like Word —
Autocorrect works only for text entered in InDesign after Autocorrect is turned on; it doesn’t correct imported or previously typed text.
222 Part IV: Text Essentials
You enable Autocorrect in the Autocorrect pane of the Preferences dialog box. Choose InDesign➪Preferences➪Autocorrect (Ô+K) on the Mac or choose Edit➪Preferences➪Autocorrect (Ctrl+K) in Windows. If you want InDesign to automatically fix capitalization errors, check the Autocorrect Capitalization Errors check box. Typically, this feature finds typos involving capitalizing the second letter of a word in addition to the first. For example, InDesign replaces FOrmat with Format.
To add your own custom corrections, click the Add button. You see the Add to Autocorrect List dialog box, where you can enter the typo text or code that you want InDesign to be alert for in the Misspelled Word field, as well as the corrected or expanded text you want InDesign to substitute in the Correction field.
You can’t use special characters in autocorrect, such as to automatically replace two hyphens (--) with an em dash (—).
Using the Check Spelling dialog box
The Check Spelling dialog box not only lets you choose what part of the document to spell-check, but it also provides suggestions on correct spelling. Plus, you can use the dialog box to add correctly spelled words to InDesign’s spelling dictionary. Even if you use the new dynamic spell-checking feature, you’ll still want to do a final spell-checking pass with the Check Spelling dialog box.
Specifying the text to check is a two-step process: First set up the spellcheck’s scope in the document (in other words, exactly what text you want to be checked). Second, specify the scope in the Search menu. Here’s how:
1. To set up the scope for the spell-check, highlight text, click in a story to check from the cursor forward, select a frame containing a story, or open multiple documents.
2. Open the Check Spelling dialog box (Edit➪Spelling➪Check Spelling
[Ô+I or Ctrl+I]) and choose an option from the Search pop-up menu: Document, All Documents, Story, To End of Story, and Selection.
Figure 12-4 shows the dialog box.
You may not see all the options in the Search pop-up menu; the list of options depends on how you set up the scope. For example, if you didn’t highlight text, the Selection option isn’t available. However, you can change the scope setup in the document while the Check Spelling dialog box is open — for example, you can open additional documents to check. You can also make the spell-check case-sensitive by checking the Case Sensitive check box.
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Figure 12-4:
In the Check
Spelling
dialog box,
use the
Search popup menu
to specify
which text
to spellcheck.
Note that when you first open the Check Spelling dialog box, if text is selected or the text cursor is active, it immediately begins checking the spelling, going to the first suspect word. Otherwise, the dialog box displays Ready to Check Spelling at the top.
3. To begin checking the text, click Start.
4. As InDesign finds suspect words and phrases, it displays that text to you and provide several options to fix them.
When the spell checker encounters a word without a match in the dictionary or a possible capitalization problem, the dialog box displays Not in Dictionary at the top and shows the word. When the spell checker encounters a duplicate word, such as of of, the dialog box displays Duplicate Word and shows which word is duplicated. Use the buttons along the right side of the dialog box to handle flagged words as follows:
• Click the Skip button (it appears only after the spell-check has started) to leave the current instance of a Not in Dictionary word or Duplicate Word unchanged. To leave all instances of the same problem unchanged, click the Ignore All button.
• To change the spelling of a Not in Dictionary word, click a word in the Suggested Corrections list or edit the spelling or capitalization in the Change To field. To make the change, click the Change button.
• To correct an instance of a Duplicate Word, edit the text in the Change To field, and then click the Change button.
• To change all occurrences of a Not in Dictionary word or a
Duplicate Word to the information in the Change To field, click the Change All button.
224 Part IV: Text Essentials
• To add a word flagged as incorrect — but that you know is correct —
to InDesign’s spelling dictionary, click the Add button. (If you have multiple dictionaries, first choose the dictionary to add it to using the Add To pop-up menu.)
• To add a word flagged as incorrect to a specific dictionary, click the Dictionary button. A Dictionary dialog box appears, which lets you choose the dictionary to which you want to add the word, as well as what language to associate it with.
5. After you finish checking spelling, click the Done button to close the Check Spelling dialog box.
Changing the spelling and
hyphenation dictionaries
The spelling dictionary that comes with InDesign is pretty extensive, but you’ll likely need to add words to it. For example, your company may use words that are company-specific terms. Or you may use some product or individuals’ names that wouldn’t typically be found in the dictionary. Additionally, you may have some words that you prefer not to hyphenate or others that you want to hyphenate in a specific manner. To address these issues, you can customize InDesign’s spelling and hyphenation dictionaries. InDesign handles both spelling and hyphenation in one dictionary for each language so that you use the same controls to modify both spelling and hyphenation.
If you’re in a workgroup, be sure to share the edited dictionary file so that everyone is using the same spelling and hyphenation settings. (The file is located in the Dictionaries folder inside the Plug-ins folder inside your InDesign folder.) You can copy it for other users, who must then restart InDesign or press Option+Ô+/ or Ctrl+Alt+/ to reflow the text according to the new dictionary’s hyphenation.
Customizing the spelling dictionary
When you add a word to the spelling dictionary, this word won’t be flagged any more when you check spelling.
When you add words to the dictionary, you can specify their capitalization. For example, InDesign’s dictionary prefers E-mail. You can add e-mail if you prefer a lowercase e or email if you prefer to skip the hyphen. To add words to the dictionary, follow these steps:
1. Choose Edit➪Spelling➪Dictionary.
The Dictionary dialog box, shown in Figure 12-5, appears.
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225
Figure 12-5:
Use the
Dictionary
dialog box
to add
words to
the spelling
dictionary
and to
customize
how words
are
hyphenated.
2. Choose whether the addition to the dictionary affects just this docu- ment or all documents.
The Target pop-up menu lists the current document name as well as the name of the user dictionary.
3. Choose the dictionary that you want to edit from the Language pop-up menu.
4. Type or paste a word in the Word field.
The word can have capital letters if appropriate, and it can include special characters, such as accents and hyphens.
5. To have the added word accepted as being spelled correctly only with the capitalization specified in the Word field, check the Case Sensitive check box.
6. To edit the hyphenation of the word, click the Hyphenate button.
I cover hyphenation in the next section.
7. Click the Add button.
8. To import a word list or export one for other users to import into their copies of InDesign, click the Import or Export button.
You then navigate to a folder and choose a filename in a dialog box. Note that when you click the Export button, InDesign exports all selected words from the list. If no words are selected, it exports all the words in the list.
226 Part IV: Text Essentials
9. When you’re finished adding words, click the Done button. To delete a word that you added to the dictionary, select it in the list and click the Remove button. To change the spelling of a word you added, delete it and then re-add it with the correct spelling. You can see all deleted words — just those deleted since you opened the dialog box — by selecting Removed Words from the Dictionary List pop-up menu so that you can add back any deleted by error.
Customizing hyphenation points
People can be particular about how to hyphenate words. Fortunately, InDesign lets you modify the hyphenation dictionary by specifying new, hierarchical hyphenation points. Follow these steps to specify hyphenation points:
1. Choose Edit➪Spelling➪Dictionary.
2. In the Language pop-up menu, pick the dictionary that you want to edit.
3. Type or paste the word in the Word field.
You can also double-click a word in the list.
4. To see InDesign’s suggestions for hyphenating the word, click the Hyphenate button.
If you want to change the hyphenation, continue on to Step 5.
5. Type a tilde (~, obtained by pressing Shift+`, the open single keyboard quote at the upper left of the keyboard) as your first preference for a hyphenation point in the word.
If you don’t want the word to hyphenate at all, type a tilde in front of it.
6. To indicate an order of preference, use two tildes for your second choice, three tildes for your third choice, and so on.
InDesign first tries to hyphenate your top preferences (single tildes), and then it tries your second choices if the first ones don’t work out, and so on.
7. Click the Add button.
8. Continue to add words until you’re finished.
9. Click the Done button.
To revert a word to the default hyphenation, select it in the list and click the Remove button. To change the hyphenation, double-click a word in the list to enter it in the Word field, change the tildes and then click the Add button. When you’re adding variations of words, you can double-click a word in the list to place it in the Word field as a starting place.