Import Text & Mapping Styles
So why do we do that? Because then when we change something, and we can actually, just have it change throughout the board. In fact, do I have, let's see, I have mapping styles. Let's see if I do that... So I have this one with chapter heads and subtitles and all that, again, I can just fill that out, and I can say this one is body text, this one is subtitle, this one is, I have something called first journal entry, and that's because it's supposed to be Dracula. He's got all these, you know, letters, bunch of letters. So what does that do for us? Well every time I make a change it ripples down everywhere. Again, trying to organize that can be a little bit difficult but you can make groups, so I might have a bunch of groups here I come down to the groups, style group here, and I create a whole new style group and just drag that in. And now I can keep them kind of organized. I have one that says body text, and I'll have my eight different types of body text in there because frankly I'm ...
gonna get confused what's what. And I have body text with more space afterwards. Body text that follows a subheader, because maybe it needs a little bit of extra room. So I'll have a body text style and every time I create something new, what I don't wanna see, is when I open this up and every bit of text has that little plus next to it. I don't want that because the whole point of using the style is so that you don't have to manually style everything. But I get that from designers all the time and I'm like but the whole point was so that I can update it all in one place, now you're headers are all slightly different, you noticed, cause if I make a little change here and then somebody else works on it or I open it up next year and I think I'll just make it a little bit bigger and I then don't change the style, and next year I'll just make it a little bigger and by the third year and I go to put everything at a trade show all side by side, each years text is a little bit bigger or a little bit different, or a different shade or something like that, so I'm just huge with styles. For me, and because then again if I want to make a change I change it in one place, or if I've got styles based on other styles, everything ripples down through there. But let's come in here really quick. We'll do this little bit of styles here. I want to import these styles, so I have a word file, and I'm gonna go out and see if I can actually open this file, and we can actually look at it. I'm not actually gonna open up Word, don't worry about it. I would not do that to you guys. (chuckles) I'm gonna come in here to my text files, and I have a DOCX file, I said Dracula styled and I think if just preview it, we should be able to see it. So it is styled. I've used styles in Word for that. So here's that, like the journal header, the journal entry. So I've got so italic here, and I've got the header, and I think this was journal headers or entries, whatever we called it. So I've got that style document. So when I come in here I've already got this in design file set up with styles. And for the most part I think those are the same styles that we had, someone else is working on the Word and they're like yeah I used this thing called first journal entry and letter cig, and okay great, I got all that set up and I'm ready to go and I'm ready to map this in, and so I'm gonna place this text, and I'm gonna chose the text file that we just had, the Dracula one, I'm gonna say show import options, and instead of stripping it out like I said I normally do, I'm gonna go ahead and tell it customize the style import and I'm gonna click style mapping. It's gonna show me all the styles that are in the incoming document versus the in-design document. Most of them are pretty good, it says okay here's body text centered, body text centered, first journal entry, great it knows what to do with it. Now it says subtitle, I think I'm sure I had one called subtitled in my in-design file, if I click on this again this is a menu it doesn't look like it, it is, but if you notice it's capitalized. It sees that as a different style, because capitalization counts here. So I basically need to map everything. You notice I have this one called normal? Normal comes in with every Word file. Even if you've created a file, in in-design, sent it to Word, it comes back, suddenly there's one called normal, normal gets wedged into the base of every style in World. So what I wanna do is assume they didn't use normal, but if they did let's assign body style. So I'm telling it what incoming styles get mapped to existing styles. So I make sure everything lines up, small caps, good, looks good, and I'm just gonna say okay. And now when I do that, this text is gonna come in I'm just gonna click and it's already formatted for me. So I didn't lose the formatting from Word. However, that rarely happens. So I'm actually gonna just bring in a different font. I'm gonna bring in, I'm sorry a different file. I'm gonna use the Tale of Two Cities here. And I'm gonna say remove styles and formatting from text and tables, but I wanna click preserve local overrides. Because chances are, people at least did the keyword shortcut for italic, and bold, I know they probably did that right, so I wanna keep that, but I wanna make sure it's a style in the end. So even though they manually did italic or bold, I wanna make sure I assign a character style to it. So let's say preserve the local overrides. And I'm gonna click here, and let's actually zoom in on that I know it's kinda hard to see it's really small text. So it came in here and I said great, this is body. I want to make sure actually everything's body. I'm gonna select all that and say I wanna assign body to that, so I have that assigned, but it has overrides in some points, this does not, so that's body. But I can see it's italic here and it says italic is applied, well I want to apply the italic only character style to it. That's a long way to do that if there's a lot of styling that's in here. So I'm gonna teach you one automated way to do that. Do the find and change panel. Command or control F, for find/change, and I'm gonna come in here and I'm gonna look at text, and I'm not gonna say find what specific text, I'm gonna come down to the formatting, I'm gonna click once in this window down here, and I'm gonna say find basic character formatting italic. Alright it's not gonna let me just type that in there. We're gonna use the pull-down menu, oops, alright let's do italic, I want to find wherever there's italic formatting, and change the formatting, I know this is gonna sound weird we're gonna change it to italic. But we're gonna change it to our character style called italic, so anytime there was any manual italic applied now we're applying the character style. We'll say okay, I want to make sure it's looking at the whole document, let's do change all, six replacements made. Now when I say done, and I look at this, when we say select all, I have no more plus on there. Because it says okay, this is body, but as soon as I hit this, it's body and it applied that character style. There's the one where applied it automatically. So that makes sense? So we can have it find that so they put it in there, and that's great, but we wanna actually automate that as well. Alright, styles pretty good, there's tons more I could talk about styles but we're not going to, I just wanted to get you started on that and see where the automation happens. I want to make one change, all these changes ripple down. You notice I have body, body text centered, I have something else called body text, I'm not really sure why I have body and body text, but probably because of the import that came in there.