12. Finalizing a Document
What You’ll Do
Introduction
Finalizing your document is an important thing to do prior to printing. Of course, no document should be printed without first going through the spell checker to check your spelling. You can add personalized names, terms, and company information to a user dictionary, so that when you are using the spell checker, there won’t be unnecessary stops on words that are spelled and used correctly. If you need to make text fit in text frames and on pages, you can adjust the hyphenation, choose to keep lines together, and change justification options to help you finalize your document.
Sometimes you use a certain font in a document, but later you decide to change it. Instead of manually changing each use of the font, you can use the Find Font command to quickly find and change every instance of the font in your document. You can also use the Find/Change dialog box to find and replace elements—including text, GREP expressions, glyphs, and objects—in your document. The dialog box provides powerful features to find and change special characters, including tabs, line breaks, end of paragraph returns, symbols, markers, hyphens and dashes, white space, variables, and wildcards to name a few.
If you want to focus solely on the text in your document, the Story Editor is the tool for you. The Story Editor displays text and tables in a separate window with unformatted sequential columns and rows for easy editing. Any graphics, shapes, text formatting, and other design elements in your document do not appear in the Story Editor.
Using Spell Check
There’s nothing more embarrassing than creating a document that contains misspelled words. InDesign includes a fully functional spell checking system, which lets you make sure all of your words are spelled correctly. Instead of using Spell Check, you can also use dynamic spelling, which displays misspelled or unrecognized words in your document with a red underline as you type. You can right-click (Win) or Control-click (Mac) the word to select a correction on the context menu.
Use Spell Check on a Document
Click the Edit menu, point to Spelling, and then click Check Spelling.
Timesaver
Ctrl+I (Win) or 
+I (Mac).
Click Start, if necessary.
When InDesign encounters a word not in the dictionary, it displays that word, and allows you to choose one of the following options:
♦ Skip. Leaves the word alone and moves on.
♦ Change. Changes the word, based on the selected suggestion.
♦ Ignore All. Ignores all instances of this word in the document.
♦ Change All. Changes all occurrences of the word, based on the selected suggestion.
♦ Dictionary. Opens the Dictionary dialog box.
♦ Add. Adds the word to the selected dictionary. Click the Add To list arrow to select a dictionary.
InDesign continues to highlight misspelled and other incorrectly used words until the document is completely scanned.
When you’re finished, click Done.
Click the Edit menu, point to Spelling, and then click Check Spelling.
Click the Search list arrow, and then select a search option:
♦ All Documents. Checks all open documents.
♦ Document. Checks the active document.
♦ Story. Checks all the linked frames of the selected text.
♦ To End of Story. Checks from the insertion point to the end of the story.
♦ Selection. Checks only the selected text.
Select the Case Sensitive check box to require a match of lower and uppercase characters.
When you’re finished, click Done.
Use Dynamic Spelling
To enable dynamic spelling, click the Edit menu, point to Spelling, and then click Dynamic Spelling.
Right-click (Win) or Control-click (Mac) a word with a red underline, and then select a word correction or an option to Ignore All or Add “Word” To User Dictionary.
Using Custom Dictionaries
InDesign comes with a custom dictionary for the spell checker. If you need to manage dictionary content, you can use the Edit Custom Dictionary dialog box to add, delete, or edit words. The ability to edit the dictionary becomes useful when you accidentally enter a word that you don’t want in the dictionary, or you have some specialty words that you want to enter in all at once. When you add a custom word, name, or phrase to a custom dictionary, all languages treat the item as correctly spelled. InDesign supports the user dictionary to verify spelling and to hyphenate words. In addition, you can find Hunspell dictionaries at Adobe.com from InDesign.
Use a Custom Dictionary
Click the Edit menu, point to Spelling, and then click Dictionary.
♦ You can also click Dictionary in the Check Spelling dialog box.
Click the Target list arrow, and then select the dictionary you want to use.
Click the Language list arrow, and then select the language you want to use.
Click the Dictionary List list arrow, and then click Added Words, Removed Words, or Ignored Words.
Select the Case Sensitive check box to specify a match of lower and uppercase characters.
Type the word you want to add or select the word you want to remove or be ignored by the spell checker.
Click Add or Remove.
If you want to export or import dictionary entries, click Export to name and save the file or click Import to locate and open (import) the file.
When you’re finished, click Done.
Finding and Changing Fonts
Say you create some text using a certain font. After customer or client reviews, you’re asked to change it. Instead of manually changing each use of the font, you can use the Find Font command to quickly find and change every instance of the font in your document. If you’re not sure what fonts are used in your document, the Find Font dialog box gives you a list.
Find or Change a Font
Click the Type menu, and then click Find Font.
The fonts in the top list are the ones currently used in your document. The list at the bottom displays fonts in your document or on your computer, depending on your setting.
To find a specific font, select it in the top list.
To replace the font in the top list, click the Font Family and Font Style list arrows, and then select a replacement font and style.
Select the Redefine Style When Changing All check box to redefine the replaced style for Change All.
Click Find Next to display the first instance of the font, and then click Change to replace it, or click Change All to replace all uses of the font in your document.
When you’re done, click Done.
Did You Know?
You can make fonts available for a document. If you store any fonts in a Document Fonts folder in the same location as an InDesign document, the fonts in the folder are available in the opened InDesign document.
Using Find and Change
The Find/Change command on the Edit menu allows you to find and change text, font characters, or object attributes in a document. You can use tabs to search for specific elements in a document, including text, GREP patterns, glyphs, and objects. I’ll focus on the basics of using the Find/Change dialog box in this topic. Other topics in this chapter go into specifics for each search type. After you create a search, you can save it as a query for later use. InDesign also comes with some built-in queries that you can use.
Use Find and Change
Click the Edit menu, and then click Find/Change.
Timesaver
Ctrl+F (Win) or +F (Mac).
To use a search query, click the Query list arrow, and then select a built-in or custom query.
Click one of the following tabs to specify the type of search you want to perform:
♦ Text. Finds and changes text and text formatting.
♦ GREP. Finds and changes search expressions for patterns within text.
♦ Glyph. Finds and changes glyphs using unicode or GID/CID values.
♦ Object. Finds and changes objects with specific formatting.
Specify what you want to find. The method varies depending on the search type.
Specify what you want to change the find item to. The method varies depending on the search type.
Click the following buttons, which toggle on and off, to allow or not allow a search in the specified area:
♦ Locked Layer. Searches on locked layers. You can’t make changes on a locked layer.
♦ Locked Stories. Searches in locked stories. You can’t make changes in locked stories.
♦ Hidden Layers. Finds and changes in hidden layers.
♦ Master Pages. Finds and changes in master pages.
♦ Footnotes. Finds and changes in footnotes.
To display more options, if available, click More Options.
The button toggles to Fewer Options.
Use the following buttons to find or change the search items:
♦ Find. Starts the search for the specified find items.
♦ Change. Changes the selected find item to the specified change.
♦ Change All. Changes all find items to the specified change.
♦ Change/Find. Changes the selected find item to the specified change, and then continues the search for the next find item.
To save a search as a query for use in the future, click the Save Query button, enter a name, and then click OK.
To delete a custom query, select it, and then click the Delete Query button.
When you’re finished, click Done.
Searching for Text
The Find/Change command on the Edit menu allows you to find and change text, text formatting, and special characters in a document. The special characters, known as metacharacters, include tabs, line breaks, end of paragraph returns, symbols, markers, hyphens and dashes, white space, variables, and wildcards to name a few. Wildcards allow you to create more general searches. You can select special characters from a menu in the Find/Change dialog box. The special characters appear in the Find/Change dialog box as a character code. In addition to text, you can also find and change text formatting. You can specify the same formatting find and change options as the ones for creating styles.
Search for Text
To find and change text in a specific text frame, click to place the insertion point in the text.
Click the Edit menu, and then click Find/Change.
Timesaver
Ctrl+F (Win) or +F (Mac).
Click the Text tab.
Specify what you want to find in the Find What box, and then specify what you want to change the find item to in the Change To box.
♦ Include Special Characters. Click the @ menu, and then use the menus to select the special characters you want to add to the find. A character code appears for the special character in the Find What and Change To boxes.
♦ Include Wildcards. Click the @ menu, point to Wildcards, and then click Any Digit, Any Letter, Any Character, or Any White Space.
Click the Search list arrow, and then select a search option:
♦ All Documents. Searches all open documents.
♦ Document. Searches the active document.
♦ Story. Searches all the linked frames of the selected text.
♦ To End of Story. Searches from the insertion point to the end of the story.
♦ Selection. Searches only the selected text.
Click the Case Sensitive button to require a match of lower and uppercase characters.
Click the Whole Word button to ignore text contained within other words.
To display more options, if available, click More Options.
The button toggles to Fewer Options.
To find and change formatting, click the Format button for Find or Change, select the formatting options that you want, and then click OK.
♦ To delete a formatting search, click the Delete button.
Use the Find and Change buttons to perform the search and make changes.
See Also
See “Using Find and Change” on pages 328 for information on common Find/Change dialog box options.
Searching Using GREP
GREP stands for Global Regular Expression and Print. The Find/Change command on the Edit menu allows you to to find and replace text and special characters, such as tabs, end of paragraph, white space, variables, and wildcards. In the Find What and Change To boxes, you can build GREP search expressions for patterns within text. For example, you could build a search to find any text variable, and then change the formatting to bold. You can select a character or paragraph style in the Find/Change and GREP Styles dialog boxes and create a style without having to exit the dialog box.
Search Using GREP
Click the Edit menu, and then click Find/Change.
Timesaver
Ctrl+F (Win) or +F (Mac).
Click the GREP tab.
Specify what you want to find in the Find What box, and then specify what you want to change the find item to in the Change To box.
Click the @ menu for Find What and Change To, and then use the menus to select the special characters you want to add to the find. A character code appears for the special character in the Find What and Change To boxes.
Specify the other text search options. See “Searching for Text” on pages 330-331 for details on text search options.
Use the Find and Change buttons to perform the search.
See Also
See “Using Find and Change” on pages 328 for information on common Find/Change dialog box options.
Searching for Glyphs
A glyph is a style variation—such as ligatures, ordinals, swashes, and fractions—for a given character in an OpenType font. For example, you can change fractions with numerals and slashes to properly formatted fractions. You can automatically insert alternate glyphs with the OpenType panel or insert them manually with the Glyphs panel to extend the font format. In the Find/Change dialog box, you can search for alternate glyphs using special ID codes or symbols.
Search for Glyphs
Click the Edit menu, and then click Find/Change.
Timesaver
Ctrl+F (Win) or +F (Mac).
Click the Glyph tab.
Specify the following options for Find Glyph and Change Glyph:
♦ Font Family. Select a font typeface.
♦ Font Style. Select a font style.
♦ ID. Select the Unicode or GID/CID numbering system, and then enter a code for the glyph you want to find or change.
♦ Glyph. Select a glyph symbol from the display panel.
Specify the other search options.
To clear all the information from the glyph field, click Clear Glyphs.
Use the Find and Change buttons to perform the search.
See Also
See “Using Find and Change” on pages 328-329 for information on common Find/Change dialog box options.
Searching for Objects
In addition to text-related searches, you can also use the Find/Change dialog box to search for objects with certain formatting and then apply other attributes. You can specify the formatting that you want to find for all or specific types of objects, such as text frames, graphic frames, or unassigned frames.
Search for Objects
Click the Edit menu, and then click Find/Change.
Timesaver
Ctrl+F (Win) or +F (Mac).
Click the Object tab.
To find and change formatting, click the Format button for Find or Change, select the formatting options that you want, and then click OK.
♦ To delete a formatting search, click the Delete button.
Click the Search list arrow, and then select a search option.
Click the Type list arrow, and then select a frame option: All Frames, Text Frames, Graphic Frames, or Unassigned Frames.
Use the Find and Change buttons to perform the search.
See Also
See “Using Find and Change” on pages 328-329 for information on common Find/Change dialog box options.
Working with Hyphenation
When you select the Hyphenate check box in the Paragraph panel, InDesign automatically adds hyphenation as you need it based on the options set in the Hyphenation dialog box. If you want to manually set hyphenation, deselect the check box. The Hyphenation options allow you to specify how long a word needs to be before hyphenation takes place, the maximum number of hyphens you can use, and what balance you want between better spacing and fewer hyphens.
Change Hyphenation Options
Click in the text frame where you want to enable hyphenation.
Select the Paragraph panel.
To enable hyphenation, select the Hyphenate check box.
Click the Options button, and then click Hyphenation.
Specify the following options:
♦ Words With At Least. Enter the minimum number of characters in a word before hyphens are added.
♦ After First. Enter the minimum number of characters that can occur before a hyphen.
♦ Before Last. Enter the minimum number of characters that can occur after a hyphen on the next line.
♦ Hyphen Limit. Enter the maximum number of hyphens in a row (0-25).
♦ Hyphenation Zone. Drag the slider to adjust the balance of hyphenation between better spacing and fewer hyphens.
♦ Hyphenate Capitalized Words. Select to hyphenate capitalized words.
♦ Hyphenate Across Column. Select to hyphenate across columns.
♦ Hyphenate Last Word. Select to hyphenate the last word.
Click OK.
Keeping Lines Together
With Keep Options from the Paragraph panel, you can have InDesign automatically keeps paragraphs together based on the number of lines that you want, instead of allowing them to break naturally into other columns or on to other pages. The Keep Lines Together options allow you to specify the number of lines in a paragraph that you want to stay in the same column or page, and where you want paragraph lines to move, such as Anywhere, In Next Column, In Next Frame, or On Next Page. Keep options are applied to paragraphs that span or split columns.
Change Keep Options
Click in the text frame for which you want to set keep options.
Select the Paragraph panel.
Click the Options button, and then click Keep Options.
Select the Keep with Previous check box to keep the first line of the current paragraph with the last line of the previous paragraph.
Enter a Keep with Next value to force the last line in a paragraph to stay in the same column or page with a specified number of lines.
Select the Keep Lines Together check box.
Click the All Lines in Paragraph option to keep all paragraph lines together or click the At Start/End of Paragraph option to specify the number of lines that you want to remain with the paragraph.
Click the Start Paragraph list arrow, and then select an option to indicate where the lines appear.
Click OK.
Did You Know?
You can balance uneven line breaks. Select the text, select the Paragraph panel, click the Options button, and then select Balance Ragged Lines.
Changing Justification Options
When you use Justify buttons on the Control panel or Paragraph panel, you can further adjust settings in the Justification dialog box. The justification settings allow you to specify how lines fit between margins in a document. In InDesign, there are three justification controls: word spacing, letter spacing, and glyph spacing. For each control, you can set a minimum, desired, and maximum percentage to specify the justification levels you want. The default percentages are recommended for most uses. However, if you need to make information fit on a page, you can change the percentage values. The best way to adjust justification settings is to use the Preview option to view your changes in the document window.
Change Justification Options
Click in the text frame for which you want to set justification options.
Select the Paragraph panel.
Click the Options button, and then click Justification.
Select the Preview check box to view your results in the document window.
Specify the following options:
♦ Word Spacing. Specifies the spacing between words.
♦ Letter Spacing. Specifies the spacing between characters.
♦ Glyph Scaling. Specifies the horizontal scaling for glyphs.
♦ Auto Leading. Specifies how much space to use between lines for the Auto Leading option.
♦ Single Word Justification. Select an option to specify how you want to justify a single word on a line.
♦ Composer. Select an option to specify the best way to justify text, either as a line or an entire paragraph.
Click OK.
Using the Story Editor
If you want to focus solely on text in your document, the Story Editor is the tool for you. The Story Editor displays text and tables in a separate window with unformatted sequential columns and rows for easy editing. Any graphics, shapes, text formatting, or other design elements in your document do not appear in the Story Editor. The left side of the Story Editor displays the paragraph style, while the right side displays the editable text. You don’t have to close the Story Editor to work in layout view. You can switch back and forth by clicking in the layout window. When you close and reopen a Story Editor window, the window opens to its previous width, height, and location on the screen. You can change the display of the Story Editor window by showing or hiding elements—such as track changes, Style Name column, depth ruler, paragraph break markers, and footnotes—using the Story Editor submenu on the View menu or changing Story Editor Display preferences.
Edit Text and Tables in the Story Editor
Click in the text frame that you want to edit using Story Editor.
Click the Edit menu, and then click Edit in Story Editor.
Drag the pointer to highlight the text, or click in the document to place the insertion point where you want to make a change.
Perform one of the following editing commands:
♦ To replace text, type your text.
♦ To delete text, press the Backspace key or the Delete key.
♦ Drag the selection to a new location.
Click the Close button.
Show or Hide Elements in the Story Editor
Click in the text frame that you want to edit using Story Editor.
Click the Edit menu, and then click Edit in Story Editor.
Click the View menu, point to Story Editor.
Click any of the following commands:
♦ Hide/Show Changes. Hides or shows track changes.
♦ Hide/Show Style Name Column. Hides or shows the column on the left that displays style names and depth ruler.
♦ Hide/Show Depth Ruler. Hides or shows the depth ruler in the Style Name column.
♦ Hide/Show Paragraph Break Marks. Hides or shows paragraph break marks.
♦ Expand All Footnotes. Expands all footnotes to display them.
Click the Close button.
See Also
See “Setting Story Editor Display Preferences” on page 498 for more information on setting Story Editor preferences.
Adding Footnotes
A footnote is a note placed at the bottom of a text frame to cite a reference in the text. Footnote reference marks appear as numeric characters (1, 2, 3, etc.). InDesign provides you with various options in order to customize the reference marks. If you’d like to change your footnotes to alpha characters (a, b, c, etc.) or Roman numerals (i, ii, iii, etc.), you can do that through the Footnote Options dialog box. You can also have InDesign renumber your footnotes after each page, section, or spread in your document, and change the style and other formatting for reference marks.
Add Footnotes
Click to place the insertion point where you want the footnote reference to appear.
Click the Type menu, and then click Insert Footnote.
Type or paste the text for the footnote.
Did You Know?
You can import footnotes and endnotes from Microsoft Word. When you place a Word document with footnotes and endnotes into an InDesign document, you can include them when importing the text by using the Import Options dialog box. Footnotes from Word are converted to InDesign footnotes, while endnotes are converted to normal text.
Click the Numbering and Formatting tab.
Select the various options you want to use:
♦ Numbering. Specify a style, start number, and select options to restart numbering and show and specify prefix or suffix characters.
♦ Footnote Reference Number in Text. Specify a position and character style.
♦ Footnote Formatting. Specify a paragraph style and special character separator.
Click the Layout tab.
Select the various options you want to use:
♦ Spacing Options. Specify options for spacing before the first footnote and between footnotes.
♦ First Baseline. Specify an offset for the baseline shift.
♦ Placement Options. Specify options to place end of story footnotes at bottom of text and allow split footnotes in different columns.
♦ Rule Above. Specify options to create a rule line above the footnote.
Click OK.
Changing Case
If there are paragraphs with inconsistent use of capitalization in your document, you can use change case options to fix them. You can set options to create text as UPPERCASE, lowercase, Title Case, or Sentence case. Title Case capitalizes each word in a title, while Sentence case capitalizes the first word in the sentence.
Change Case
Select the type for which you want to change case.
Click the Type menu, and then point to Change Case.
Select one of the following:
♦ UPPERCASE.
♦ lowercase.
♦ Title Case.
♦ Sentence case.
