Chapter 18: Flowing Text through a Document 455 Adjusting columns in text frames After you create a text frame and flow text into it, you can still change the number of columns in it. First, select the text frame with a selection tool or the Type tool (or Shift+click to select multiple text frames and change all their columns simultaneously). Then choose Object ➪ Text Frame Options or press Ô+B or Ctrl+B to open the Text Frame Options dialog box (shown earlier in Figure 18.2). You can also use the Control panel to quickly change the number of columns by entering a value in the Columns field when you’ve selected a text frame. The Control panel also has buttons for sev- eral controls found in the Text Frame Options dialog box, as Figure 18.3 shows. Note that these buttons may not appear unless you disable other buttons to make room for them using the Customize option in the Control panel’s flyout menu. Tip Although programs such as InDesign have long offered multiple-column text frames, many designers still draw each column as a separate frame. Don’t do that! Creating individual frames for each column makes it all too easy to have columns of slightly different widths and slightly different positions, so you can wind up with text that doesn’t align properly. Plus, if you use the Text Frame Options feature to create columns, you can easily change the number of columns; there’s no need to resize existing text frames or relink them. n FIGURE 18.3 The Control panel buttons that provide options available in the Text Frame Options dialog box Number of Columns Balance Columns Align Top Align Bottom Gutter Unbalance Columns Align Center Justify Vertically Note that the options in the Text Frame Options dialog box’s Columns area work differently depending on whether Fixed Column Width is selected or deselected: l If it is not selected, InDesign subtracts from the text frame’s width the space specified for the gutters. The program then divides the remaining width by the number of columns to figure out how wide the columns can be. For example, a 10-inch-wide text frame with three columns and a gutter of 1 ⁄ 2 inch ends up with three 3-inch columns and two 1 ⁄ 2 -inch gutters. The math is (10 – (2 × 0.5)) ÷ 3. 28_607169-ch18.indd 45528_607169-ch18.indd 455 4/22/10 7:58 PM4/22/10 7:58 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. Part V: Text Fundamentals 456 l If it is selected, InDesign resizes the text frame to fit the number of columns you selected at the indicated size, as well as the gutters between them. For example, if in a 10-inch- wide text frame you specify a column width of 5 inches and a gutter of 1 ⁄ 2 inch, and you choose three columns, you end up with a 15-inch-wide text frame containing three 5-inch columns and two 1 ⁄ 2 -inch gutters. The math is (5 × 3) + (2 × 2). Select the Preview option to see the effects of your changes before finalizing them. New Feature The Text Frame Options dialog box has a new option, Balance Columns, that if selected tells InDesign CS5 to make the bottom of columns align as evenly as possible, rather than let the text frame end with one column much shorter than the others. n Tip You can also use the Columns field in the Control panel to change the number of columns but not set any other options such as gutter size. The Columns field appears only if you have selected a frame with the Type tool and have the Control panel set to display the Paragraph pane (the ¶ icon is selected). n Placing rules between columns The use of vertical rules (thin lines) between columns — called intercolumn rules — is an effective way to separate columns with small gutters. This is often done in newspapers, in which columns and gutters are usually thin. It can also add visual interest and a sense of old-fashioned authority; it was a common technique for newspapers a century ago and is still used by the august Wall Street Journal, for example. Unfortunately, InDesign does not provide an automatic method for creating intercolumn rules. To get around this lack, you need to draw lines on the page — in the center of the gutters — with the Line tool. Because you might resize text frames or change the number of columns while designing a document, you should add the vertical rules at the end of the process. In a document with a stan- dard layout, such as a newspaper or magazine, you can place the rules between columns in text frames on the master page so that they’re automatically placed on every page. As always with such objects, you can modify them on individual document pages as needed (just be sure to Shift+Ô+click or Ctrl+Shift+click to select them when working in your document pages). When drawing rules between columns, use the rulers to precisely position the lines. After you’ve drawn the lines, Shift+click to select all the lines and the text frames, and then choose Object ➪ Group or press Ô+G or Ctrl+G. When the lines are grouped to the text frame, you can move them all as a unit. Doing so also prevents someone from accidentally moving a vertical rule later. Tip Keep the width of intercolumn rules thin: usually a hairline ( 1 ⁄ 4 point) or 1 ⁄ 2 point. Larger than that is usually too thick and can be confused with the border of a sidebar or other boxed element. n 28_607169-ch18.indd 45628_607169-ch18.indd 456 4/22/10 7:58 PM4/22/10 7:58 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. Chapter 18: Flowing Text through a Document 457 Managing Other Text Frame Behaviors The Text Frame Options dialog box lets you control several other key aspects of text placement within a frame, not just the number and size of columns. Three of these controls — all of which are in the General pane — affect the placement of text relative to the frame itself: l Inset Spacing: These options let you bring text in from the frame boundary. Rectangular frames have four options: Top, Bottom, Left, and Right. Other frames just have one option that applies to the entire frame: Inset. You typically use Inset Spacing when you have a stroke around or a background behind the text frame, so the text does not print at the very edge of the frame. Tip Use the Make All Settings the Same iconic button (the chain icon) in the area that contains the Inset Spacing fields in the Text Frames Options dialog box’s General pane to make adjusting common offset values easier. If the chain is unbroken, changing any offset automatically changes the other offsets to the same value. If the chain is broken, you can adjust each offset independently of one another. Click the button to toggle between the two modes. n l Vertical Justification: This section lets you specify how text aligns vertically within the frame. Use the Align popup menu to choose the desired alignment: Top, Center, Bottom, or Justify. If you choose Justify, InDesign spreads the text out so that it fills the frame from top to bottom, adding space between lines and paragraphs as needed to do so. You can control the maximum amount of space allowed between paragraphs by entering a value in the Paragraph Spacing Limit field, but note that doing so could result in InDesign’s adding more space between lines than between paragraphs if that’s what it takes to fill the frame. Note that in a multicolumn text frame, vertical justification applies only to the last column. New Feature In InDesign CS5, the vertical justification capability now works in text frames of all shapes, not just rectangular text frames. n l Ignore Text Wrap: This option is in its own untitled section. If selected, it lets text in the text frame overprint another object, even if text wrap is set for that object. You’ll use this rarely. An example of when you might want to select this option is when you have a head- line that you want to overprint a graphic that body text wraps around. Cross-Reference I cover the Text Frame Options dialog box’s column settings earlier in this chapter. For more details on the baseline grids options in the dialog box’s Baseline Options pane, see Chapter 7. n 28_607169-ch18.indd 45728_607169-ch18.indd 457 4/22/10 7:58 PM4/22/10 7:58 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. Part V: Text Fundamentals 458 Working with Overset Text Even as you add text frames and pages, you can have more text than your layout has room for. Called overset text, this excess text doesn’t appear anywhere in your layout. So how do you find overset text? InDesign provides two ways: l Look at the out port of the last text frame in a story chain. If it is a red cross, that means there is more text in the story that isn’t placed in the layout. (If the out port is an empty black square, no unplaced text remains.) l Open each story in the Story Editor and look at the ruler along the left side of the text, just to the right of the list of currently applied paragraph styles. Overset text is indicated by the Overset indicator and is furthermore noted with a red line to the right of the text. (Chapter 19 explains how to use the Story Editor.) After you’ve identified your overset text, you then can edit the text to fit the space you do have; use tracking controls to tighten the spacing for a line here and there to get rid of widows that take up excess space; reformat text to fit the space you do have; add more space, such as through creating additional pages; or rebalance the space available by making some stories longer and others shorter. You can often use a combination of these techniques, in a process called copyfitting. Summary When text doesn’t fit within a single text frame — as is the case in almost any multipage publica- tion — you need to link (or thread) the text frames. You can do this manually, threading one text frame to the next, or you can have InDesign automatically add pages containing threaded text frames. After frames are threaded, you can still reflow text by breaking text threads and rerouting the threads. In addition to flowing text through the threaded frames, you can flow it through multiple columns within each frame. You can change the number of columns or their widths within a frame at any time. To distinguish columns more visually, you can draw vertical lines between columns and group them with the text frames. To control when text starts at the top of a column, frame, or page, InDesign offers both local and style-based options to force breaks. When your story has more text than you have room for in your layout — something you can iden- tify by looking at a story’s last text frame’s out port or by using the Story Editor — you need to use a combination of editing, formatting, and layout techniques to make everything fit. The Text Frame Options dialog box lets you control vertical spacing between paragraphs in a text frame, the text’s inset amount relative to the frame edges, and whether the frame’s text honors text- wrap settings in overlapping objects. 28_607169-ch18.indd 45828_607169-ch18.indd 458 4/22/10 7:58 PM4/22/10 7:58 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. 459 CHAPTER Editing, Spell-checking, and Replacing Text IN THIS CHAPTER Editing text, including highlighting, cutting and pasting, and deleting Using the Story Editor Correcting mistakes as you type Checking spelling as you type or all at one time Customizing the spelling and hyphenation dictionaries Searching and replacing words and formats Placing notes in text M ost users do the bulk of their writing and editing in a word processor before bringing the files into InDesign for layout. That doesn’t mean you shouldn’t perform word processor functions in InDesign, however. It makes a lot of sense to write captions, headlines, and other elements that need to fit a restricted area, as well as to take care of copy editing and minor revisions. InDesign lets you do such writing and editing in the actual layout or in a built-in text editor that mimics TextEdit for the Mac or WordPad for Windows, except it does layout-specific things for you as well, such as tracking line counts. Either way, you’ll extensively use InDesign’s editing and search-and-replace functions, as well as the spell-checker, to refine your content. Editing Text When you’re working in a layout in InDesign, you have the basic editing capabilities found in a word processor: cutting and pasting, and deleting and inserting text. These capabilities work very much like other text editors and word processors, so you should be able to use the techniques you already know to edit text within InDesign. Controlling text view Before you begin to edit text, you need to see it. 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. For quick access to the tool, press Z. (Except when 29_607169-ch19.indd 45929_607169-ch19.indd 459 4/22/10 7:59 PM4/22/10 7:59 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. Part V: Text Fundamentals 460 the cursor is in a block of text! In that case, you need to click the Zoom tool.) Then click to zoom in. To zoom out, press and hold Option or Alt 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 by pressing Ô+– [hyphen] or Ctrl+– [hyphen]. It’s best to use the Ô+= or Ctrl+= method when your text cursor (text-insertion pointer) is already on or near the text you want to zoom into; the cursor location is the center point for the zoom. Use the Zoom tool when your pointer is not near the text you want to magnify, and then move the Zoom pointer to the area you want to magnify and click once for each level of desired magnification. In addition to seeing the text at a larger size, it also helps you see the spaces, tabs, and paragraph returns that exist in the text. Choose Type ➪ Show Hidden Characters, choose Hidden Characters from the View Options iconic popup menu in the application bar, or press Option+Ô+I or Ctrl+Alt+I (refer to Figure 19.1). FIGURE 19.1 To help you see spaces, breaks, and other control characters, special symbols can appear on-screen (they do not print). Top row, from left to right: regular space, nonbreaking space, fixed-width nonbreaking space, em space, en space, thin space, hair space, punctuation space, quarter space, third space, figure space, and flush space. Second row: tab and right tab. Third row: discretionary hyphen and nonbreaking hyphen. Fourth row: forced line break (new line), discretionary line break, paragraph return, column break, frame break, page break, even page break, and odd page break. Fifth row: note, indent to here, end nested style here, non-joiner, and end-of-story marker. Navigating text To work at a different text location, 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. Add Ô or Ctrl to the arrow keys 29_607169-ch19.indd 46029_607169-ch19.indd 460 4/22/10 7:59 PM4/22/10 7:59 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. Chapter 19: Editing, Spell-checking, and Replacing Text 461 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; add Ô or Ctrl 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, as described in Chapter 18.) Note that if your story begins or ends in a text frame on another page, InDesign brings you to that page. Highlighting text To highlight text, you can always use the old click-and-drag method, or you can add the Shift key to the navigation commands in the previous section. For example, while Ô+→ or Ctrl+→ moves the cursor one word to the right, 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. For precise text selections, double-click to select a word and its trailing space (punctuation is not selected) and triple-click to select a paragraph. If you need the punctuation trailing a word, double-click and then press Shift+Ô+→ or Ctrl+Shift+→ to extend the selection. To select an entire story, choose Edit ➪ Select All or press Ô+A or Ctrl+A. To deselect text, choose Edit ➪ Deselect All, or press Shift+Ô+A or Ctrl+Shift+A. More simply, you can select another tool or click another area of the page. Cutting, copying, and pasting text After you’ve highlighted text, you can press Ô+X or Ctrl+X to remove it from its story and place it on the Clipboard for later use. Use Ô+C or Ctrl+C to leave the text in the story and place a copy on the Clipboard. Click anywhere else in text — within the same story, another story, or another document — and press Ô+V or Ctrl+V. If you’re menu-driven, the Edit menu provides the equiva- lent Cut, Copy, and Paste commands as well. The Paste without Formatting command (choose Edit ➪ Paste without Formatting or press Shift+Ô+V or Ctrl+Shift+V) is handy when you have formatted text from another document or application that you want in your InDesign document without all that formatting applied. What you get is the raw text pasted with the current InDesign paragraph or character style applied to it — with current meaning whatever style is applied where you insert the text. Deleting and replacing text To remove text from a document, you can highlight it and choose Edit ➪ Clear or press Delete or Backspace. You can also simply type over the highlighted text or paste new text on top of it. If text is not highlighted, you can delete text to the right or left of the cursor. On the Mac, press Delete to delete to the left. To delete to the right, if you have a Mac keyboard with a numeric key- pad, press Clear, Del, or Delete→ (the key name has changed over the years). In Windows, press Backspace to delete to the left and Delete to delete to the right. 29_607169-ch19.indd 46129_607169-ch19.indd 461 4/22/10 7:59 PM4/22/10 7:59 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. Part V: Text Fundamentals 462 Tip If you double-click a text frame with any tool other than a drawing or frame tool, InDesign automatically switches to the Type tool and places the insertion point where you double-clicked. (This also works for text paths and table cells.) You can switch back to a selection tool by pressing Esc. n Cross-Reference InDesign CS5 lets you track changes in your layout, as Chapter 24 explains. n Undoing text edits Remember to take advantage of InDesign’s multiple undos while editing text. Choose Edit ➪ Undo and Edit ➪ Redo any time you change your mind about edits. The Undo and Redo keyboard com- mands are definitely worth remembering: Ô+Z and Shift+Ô+Z or Ctrl+Z and Ctrl+Shift+Z. Using the Story Editor Editing in a layout can be difficult, such as having to scroll up and down through multiple col- umns or change zoom levels based on the current text size. To let you get around that problem, InDesign offers the Story Editor. This window, shown in Figure 19.2, lets you edit text without the distractions of your layout. It presents your text without line breaks or other nonessential format- ting. You just see attributes such as boldface and italics and, in a separate pane to the left, the names of the styles that have been applied. FIGURE 19.2 The Story Editor 29_607169-ch19.indd 46229_607169-ch19.indd 462 4/22/10 7:59 PM4/22/10 7:59 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. Chapter 19: Editing, Spell-checking, and Replacing Text 463 New Feature When you open the Story Editor window, InDesign CS5 now remembers the Story Editor window location and dimensions from the last time you used it. n After clicking in a text frame, you open the Story Editor by choosing Edit ➪ Edit in Story Editor or by pressing Ô+Y or Ctrl+Y. The Story Editor displays all text in that story (all the frames that threaded to the one you selected). Tip The Story Editor can appear in its own tab, making it easy to switch between the Story Editor and your layout views — just click the desired tab. (Chapter 2 explains the tabbed display for the document window.) Just drag the default, free-floating Story Editor window into the tabs at the top of the document window, and InDesign converts it into a tabbed window. (Drag it out to make it free-floating again.) n In the Story Editor, you use the same tools for selecting, deleting, copying, pasting, and searching and replacing as you would in your layout. The Story Editor is not a separate word processor but is simply a way to look at your text in a less distracting environment for those times when your focus is on the meaning and words, not the text appearance. You set preferences for text size and font in the Story Editor Display pane of the Preferences dialog box (choose InDesign ➪ Preferences ➪ Story Editor Display or press Ô+K on the Mac, or choose Edit ➪ Preferences ➪ Story Editor Display or press Ctrl+K in Windows), as detailed in Chapter 3. You can also set whether drag and drop is allowed for text within the Story Editor by using the Drag and Drop Text Editing controls in the Preference dialog box’s Type pane. (By default, InDesign allows drag and drop within the Story Editor.) The Story Editor can also identify overset text, as explained in Chapter 18. Correcting Spelling Mistakes Whether you’re entering text directly in InDesign or importing text files from elsewhere, there are bound to be spelling mistakes. After all, we’re all human. Fortunately, InDesign offers a few ways to take care of these misspellings. InDesign’s spell-check features flag three types of possible editorial problems: repeated words such as an an, words with odd capitalization such as the internal capitalization (called intercaps) in soft- ware and company names (such as InDesign), and words not found in the spelling dictionary that may be spelled incorrectly. You can customize the spelling dictionary, and you can purchase other companies’ spelling dictionaries to add words from disciplines such as law and medicine, as well as add dictionaries for other languages. 29_607169-ch19.indd 46329_607169-ch19.indd 463 4/22/10 7:59 PM4/22/10 7:59 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. Part V: Text Fundamentals 464 Fixing spelling on the fly I’ve long taken it for granted that on my word processor, text can be corrected as I type. Microsoft Word, for example, has a feature called AutoCorrect that lets you specify corrections to be made as you type, whether they are common typos or the expansion of abbreviations to their full words (such as having Word replace tq with thank you). InDesign offers the same functionality, which it calls Autocorrect (with a lowercase c). You enable Autocorrect in the Autocorrect pane of the Preferences dialog box (choose InDesign ➪ Preferences ➪ Autocorrect or press Ô+K on the Mac, or choose Edit ➪ Preferences ➪ Autocorrect or press Ctrl+K in Windows). Note Autocorrect works only for text you type in InDesign after you’ve turned Autocorrect on; it does not correct imported or previously typed text. n It’s easy to configure Autocorrect: 1. In the Autocorrect pane, select the Enable Autocorrect option to turn on this feature. Tip You can also enable Autocorrect by choosing Edit ➪ Spelling ➪ Autocorrect. n 2. If you want InDesign to automatically fix capitalization errors, select the Autocorrect Capitalization Errors option. Typically, this finds typos involving capital- izing the second letter of a word in addition to the first. For example, InDesign would replace FOrmat with Format. 3. Choose the dictionary whose spelling and capitalization rules you want InDesign to use from the Language popup menu. The default is based on the language you selected when you installed InDesign. 4. To add your own custom corrections, click Add. This opens the Add to Autocorrect List dialog box. Type the typo text or code you want InDesign to watch for in the Misspelled Word field and the corrected or expanded text you want InDesign to substi- tute in the Correction field. Click OK or press Enter when done, or click Cancel or press Esc to close the dialog box without adding anything. Note Oddly, you cannot use special symbols such as — or ™, not even InDesign’s symbol codes (such as entering the ^+ code for an em dash), in the Correction field. n 5. Click OK to close the Preferences dialog box when done. To remove an autocorrection, just select it in the Autocorrect pane’s Misspelled Word list and click Remove. 29_607169-ch19.indd 46429_607169-ch19.indd 464 4/22/10 7:59 PM4/22/10 7:59 PM Please purchase PDF Split-Merge on www.verypdf.com to remove this watermark. [...]... capitalization errors InDesign assumes you are fixing capitalization if you use any capital letters in these fields Thus, if you type indesign in the Misspelled Word field and InDesign in the Correction field, InDesign converts the indesign, Indesign, inDesign, and other miscapitalized variations to the properly capitalized InDesign However, if you type Indesign in the Misspelled Word field and InDesign in the... User Dictionary, which has InDesign ignore the hyphenation override settings that a user has made to this document (a great way to override someone’s incorrect hyphenation changes); Document, which uses only the hyphenations specified in the document; and User Dictionary and Document, which uses hyphenation settings from the dictionary as well as any hyphenation specified in the document This last setting... addition to the dictionary affects just this document or all documents To do so, use the Target popup menu, which lists the current document name as well as User Dictionary (to change the dictionary file) The advantage of making the spelling specific to the document is that all users, such as service bureaus, have the same spellings; the disadvantage is that other documents won’t share this spelling 3 Choose... before the user dictionary was modified or added 9 Click OK Tip If you change Dictionary Preferences with no documents open, the new dictionary becomes a program default and applies to all new documents If a document is open, the change applies only to that document n Searching and Replacing InDesign s Find/Change dialog box (choose Edit ➪ Find/Change or press Ô+F or Ctrl+F) lets you do everything from,... select a frame containing a story; or open multiple documents Just as in search and replace, what you choose to open and select determines what scope options InDesign has for spell-checking Then, open the Check Spelling dialog box (choose Edit ➪ Spelling ➪ Check Spelling or press Ô+I or Ctrl+I) and choose an option from the Search popup menu: Document, All Documents, Story, To End of Story, and Selection... Indesign in the Misspelled Word field and InDesign in the Correction field, InDesign corrects only Indesign, not indesign and other miscapitalized variations Therefore, get in the habit of entering your text in lowercase in these fields For example, if you type portino in the Misspelled Word field and portion in the Correction field, InDesign corrects portino, Portino, POrtino, and so on If you want to fix... the story l To search an entire document, simply have that document open l 474 To search within a text selection, highlight it l To search multiple documents, open all of them (and close any that you don’t want to search) Chapter 19: Editing, Spell-checking, and Replacing Text To search for text: 1 Determine the scope of your search, as just described, open the needed documents, and insert the text... whole document, or a group of open documents as you prefer You can customize the spelling and hyphenation dictionary to include industry-specific words or proper nouns and to specify your preferences for how certain words are hyphenated InDesign provides dictionaries for many languages to support international publishing, and it lets you create your own dictionaries 485 Part V: Text Fundamentals InDesign s... Checking spelling as you type You can have InDesign check your spelling as you type by simply choosing Edit ➪ Spelling ➪ Dynamic Spelling You can also choose Spelling ➪ Dynamic Spelling from the contextual menu if you are using the Type tool If that menu option is selected, InDesign checks the spelling as you type, as well as the spelling of any text already in the document Suspected errors are highlighted... Merge User Dictionary into Document If selected, this option copies the user dictionary into the document, so if the file is used by someone else who doesn’t have that user dictionary, the spelling and hyphenation rules are nonetheless retained l Recompose All Stories When Modified If selected, this option rehyphenates and changes quotation mark settings for all stories in the document, even those created . ized InDesign. However, if you type Indesign in the Misspelled Word field and InDesign in the Correction field, InDesign corrects only Indesign, not indesign. indesign in the Misspelled Word field and InDesign in the Correction field, InDesign converts the indesign, Indesign, inDesign, and other miscapitalized variations