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ADOBE InCopy CS3
®

USER GUIDE

Adobe InCopy® CS3 User Guide for Windows® and Mac OS
If this guide is distributed with software that includes an end user agreement, this guide, as well as the software described in it, is furnished under license and may be used or
copied only in accordance with the terms of such license. Except as permitted by any such license, no part of this guide may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Adobe Systems Incorporated. Please note that the
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Certain Spelling portions of this product is based on Proximity Linguistic Technology. ©Copyright 1990Merriam-Webster Inc. ©Copyright 1990 All rights reserved. Proximity
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IDE a.s. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1992
Hachette/Franklin Electronic Publishers Inc. ©Copyright 2004 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New
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Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1993-95 Russicon Company Ltd. ©Copyright 1995 All rights reserved. Proximity Technology A
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of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. The Hyphenation portion of this product is based on Proximity Linguistic Technology. ©Copyright 2003
Franklin Electronic Publishers Inc.©Copyright 2003 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA.
©Copyright 1984WilliamCollins Sons & Co. Ltd. ©Copyright 1988 All rights reserved.Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New
Jersey USA. ©Copyright 1990 Munksgaard International Publishers Ltd. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic
Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1997 Van Dale Lexicografie bv ©Copyright 1997 All rights reserved. Proximity Technology A Division of Franklin
Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1984 Editions Fernand Nathan ©Copyright 1989 All rights reserved. Proximity Technology A Division of
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Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 Espasa-Calpe ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic
Publishers, Inc. Burlington,NewJersey USA.©Copyright 1989 C.A. StrombergAB.©Copyright 1989 All rights reserved. Proximity TechnologyADivision of Franklin Electronic
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Dainippon Ink and Chemicals, Inc., licensed to Adobe Systems Incorporated. Portions © The Focoltone Colour Systems, and used under license. This product includes software
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This product contains either BISAFE and/or TIPEM software by RSA Data Security, Inc. Copyright (c) 1994 Hewlett-Packard Company. Permission to use, copy, modify,
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The affirmative action clause and regulations contained in the preceding sentence shall be incorporated by reference.Adobe Systems Incorporated, 345 Park Avenue, San Jose,
California 95110, USA.

iii

Contents
Chapter 1: Getting started
Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Adobe Help

............................................................................... 2

Resources

................................................................................ 5

What’s new

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Chapter 2: Workspace
Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Viewing stories

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Customizing preferences and defaults
Moving through documents
Recovery and undo

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Chapter 3: Working with InCopy documents
Using an InCopy workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Working with stand-alone documents
Saving and exporting

Frames, grids, rulers, and guides
Using layers

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Importing graphics

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Importing options

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Transforming graphics

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Controlling graphics display

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Including metadata in a story

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Chapter 4: Sharing content between InCopy and InDesign
Understanding a basic managed-file workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Sharing content

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Assignment packages

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Working with managed files
Adjusting your workflow

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Chapter 5: Text
Adding text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Editing text

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Glyphs and special characters
Find/Change

Using text macros
Text variables

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Tracking and reviewing changes
Using editorial notes
Footnotes

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Copyfitting text

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Checking spelling

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Using the thesaurus

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Chapter 6: Styles
Paragraph and character styles
Drop caps and nested styles
Working with styles

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Chapter 7: Typography
Formatting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Using fonts
Leading

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

Kerning and tracking

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Formatting characters

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Formatting paragraphs

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Aligning text
Indents
Tabs

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Bullets and numbering
Composing text

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

Chapter 8: Tables
Creating tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Selecting and editing tables
Formatting tables

Table strokes and fills
Table and cell styles

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

Chapter 9: Printing
Setting up a printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Printing stories

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233

Chapter 10: Creating Adobe PDF files
Understanding Adobe PDF
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Exporting to Adobe PDF

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Chapter 11: Creating XML Files
Using XML files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Tagging content for XML

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

Structuring documents for XML
Exporting to XML

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Chapter 12: Keyboard shortcuts
Default keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Index

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

Chapter 1: Getting started
If you haven’t installed your new software, begin by reading some information on installation and other preliminaries. Before you begin working with your software, take a few moments to read an overview of Adobe Help® and
of the many resources available to users. You have access to instructional videos, plug-ins, templates, user communities, seminars, tutorials, RSS feeds, and much more.

Installation
Requirements
❖ To review complete system requirements and recommendations for your Adobe® software, see the Read Me file

on the installation disc.

Install the software
1 Close any other Adobe applications open on your computer.
2 Insert the installation disc into the disc drive, and follow the on-screen instructions.

Note: For more information, see the Read Me file on the installation disc.

Activate the software
If you have a single-user retail license for your Adobe software, you will be asked to activate your software; this is a
simple, anonymous process that you must complete within 30 days of starting the software.
For more information on product activation, see the Read Me file on your installation disc, or visit the Adobe website
at www.adobe.com/go/activation.
1 If the Activation dialog box isn’t already open, choose Help > Activate.
2 Follow the on-screen instructions.

Note: If you want to install the software on a different computer, you must first deactivate it on your computer. Choose
Help > Deactivate.

Register
Register your product to receive complimentary installation support, notifications of updates, and other services.
❖ To register, follow the on-screen instructions in the Registration dialog box, which appears after you install and

activate the software.
If you postpone registration, you can register at any time by choosing Help > Registration.

INCOPY CS3 2
User Guide

Read Me
The installation disc contains the Read Me file for your software. (This file is also copied to the application folder
during product installation.) Open the file to read important information about the following topics:

• System requirements
• Installation (including uninstalling the software)
• Activation and registration
• Font installation
• Troubleshooting
• Customer support
• Legal notices

Adobe Help
Adobe Help resources
Documentation for your Adobe software is available in a variety of formats.
In-product and LiveDocs Help

In-product Help provides access to all documentation and instructional content available at the time the software
ships. It is available through the Help menu in your Adobe software.
LiveDocs Help includes all the content from in-product Help, plus updates and links to additional instructional
content available on the web. For some products, you can also add comments to the topics in LiveDocs Help. Find
LiveDocs Help for your product in the Adobe Help Resource Center, at www.adobe.com/go/documentation.

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User Guide

Most versions of in-product and LiveDocs Help let you search across the Help systems of multiple products. Topics
may also contain links to relevant content on the web or to topics in the Help of another product.
Think of Help, both in the product and on the web, as a hub for accessing additional content and communities of
users. The most complete and up-to-date version of Help is always on the web.
Adobe PDF documentation

The in-product Help is also available as a PDF that is optimized for printing. Other documents, such as installation
guides and white papers, may also be provided as PDFs.
All PDF documentation is available through the Adobe Help Resource Center, at www.adobe.com/go/documentation. To see the PDF documentation included with your software, look in the Documents folder on the installation
or content DVD.
Printed documentation

Printed editions of the in-product Help are available for purchase in the Adobe Store, at www.adobe.com/go/store.
You can also find books published by Adobe publishing partners in the Adobe Store.
A printed workflow guide is included with all Adobe Creative Suite® 3 products, and stand-alone Adobe products
may include a printed getting started guide.

Using Help in the product
In-product Help is available through the Help menu. After you start the Adobe Help Viewer, click Browse to see Help
for additional Adobe products installed on your computer.
These Help features facilitate cross-product learning:

• Topics may contain links to the Help systems of other Adobe products or to additional content on the web.
• Some topics are shared across two or more products. For instance, if you see a Help topic with an Adobe
Photoshop® CS3 icon and an Adobe After Effects® CS3 icon, you know that the topic either describes functionality
that is similar in the two products or describes cross-product workflows.

• You can search across the Help systems of multiple products.
If you search for a phrase, such as “shape tool,” enclose it in quotation marks to see only those topics that include all
the words in the phrase.

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User Guide

C
D

Adobe Help
A. Back/Forward buttons (previously visited links) B. Expandable subtopics C. Icons indicating shared topic D. Previous/Next buttons (topics
in sequential order)

Accessibility features

Adobe Help content is accessible to people with disabilities—such as mobility impairments, blindness, and low
vision. In-product Help supports these standard accessibility features:

• The user can change text size with standard context menu commands.
• Links are underlined for easy recognition.
• If link text doesn’t match the title of the destination, the title is referenced in the Title attribute of the Anchor tag.
For example, the Previous and Next links include the titles of the previous and next topics.

• Content supports high-contrast mode.
• Graphics without captions include alternate text.
• Each frame has a title to indicate its purpose.
• Standard HTML tags define content structure for screen reading or text-to-speech tools.
• Style sheets control formatting, so there are no embedded fonts.
Keyboard shortcuts for Help toolbar controls (Windows)
Back button Alt+Left Arrow
Forward button Alt+Right Arrow
Print Ctrl+P
About button Ctrl+I
Browse menu Alt+Down Arrow or Alt+Up Arrow to view Help for another application
Search box Ctrl+S to place the insertion point in the Search box

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Keyboard shortcuts for Help navigation (Windows)

• To move between panes, press Ctrl+Tab (forward) and Shift+Ctrl+Tab (backward).
• To move through and outline links in a pane, press Tab (forward) or Shift+Tab (backward).
• To activate an outlined link, press Enter.
• To make text bigger, press Ctrl+equal sign.
• To make text smaller, press Ctrl+hyphen.

Resources
Adobe Video Workshop
The Adobe Creative Suite 3 Video Workshop offers over 200 training videos covering a wide range of subjects for
print, web, and video professionals.
You can use the Adobe Video Workshop to learn about any Creative Suite 3 product. Many videos show you how to
use Adobe applications together.

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User Guide

When you start the Adobe Video Workshop, you choose the products you want to learn and the subjects you want
to view. You can see details about each video to focus and direct your learning.

Community of presenters

With this release, Adobe Systems invited the community of its users to share their expertise and insights. Adobe and
lynda.com present tutorials, tips, and tricks from leading designers and developers such as Joseph Lowery, Katrin
Eismann, and Chris Georgenes. You can see and hear Adobe experts such as Lynn Grillo, Greg Rewis, and Russell
Brown. In all, over 30 product experts share their knowledge.
Tutorials and source files

The Adobe Video Workshop includes training for novices and experienced users. You’ll also find videos on new
features and key techniques. Each video covers a single subject and typically runs about 3-5 minutes. Most videos
come with an illustrated tutorial and source files, so you can print detailed steps and try the tutorial on your own.
Using Adobe Video Workshop

You can access Adobe Video Workshop using the DVD included with your Creative Suite 3 product. It’s also available
online at www.adobe.com/go/learn_videotutorials. Adobe will regularly add new videos to the online Video
Workshop, so check in to see what’s new.

Extras
You have access to a wide variety of resources that will help you make the most of your Adobe software. Some of
these resources are installed on your computer during the setup process; additional helpful samples and documents
are included on the installation or content disc. Unique extras are also offered online by the Adobe Exchange
community, at www.adobe.com/go/exchange.

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User Guide

Installed resources

During software installation, a number of resources are placed in your application folder. To view those files, navigate
to the application folder on your computer.

• Windows®: [startup drive]\Program Files\Adobe\[Adobe application]
• Mac OS®: [startup drive]/Applications/[Adobe application]
The application folder may contain the following resources:
Plug-ins Plug-in modules are small software programs that extend or add features to your software. Once installed,

plug-in modules appear as options in the Import or Export menu; as file formats in the Open, Save As, and Export
Original dialog boxes; or as filters in the Filter submenus. For example, a number of special effects plug-ins are
automatically installed in the Plug-ins folder inside the Photoshop CS3 folder.
Presets Presets include a wide variety of useful tools, preferences, effects, and images. Product presets include

brushes, swatches, color groups, symbols, custom shapes, graphic and layer styles, patterns, textures, actions,
workspaces, and more. Preset content can be found throughout the user interface. Some presets (for example,
Photoshop Brush libraries) become available only when you select the corresponding tool. If you don’t want to create
an effect or image from scratch, go to the preset libraries for inspiration.
Templates Template files can be opened and viewed from Adobe Bridge CS3, opened from the Welcome Screen, or
opened directly from the File menu. Depending on the product, template files range from letterheads, newsletters,
and websites to DVD menus and video buttons. Each template file is professionally constructed and represents a
best-use example of product features. Templates can be a valuable resource when you need to jump-start a project.

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Samples Sample files include more complicated designs and are a great way to see new features in action. These files
demonstrate the range of creative possibilities available to you.
Fonts Several OpenType® fonts and font families are included with your Creative Suite product. Fonts are copied to

your computer during installation:

• Windows: [startup drive]\Windows\Fonts
• Mac OS X: [startup drive]/Library/Fonts
For information about installing fonts, see the Read Me file on the installation DVD.

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User Guide

DVD content

The installation or content DVD included with your product contains additional resources for use with your
software. The Goodies folder contains product-specific files such as templates, images, presets, actions, plug-ins, and
effects, along with subfolders for Fonts and Stock Photography. The Documentation folder contains a PDF version
of the Help, technical information, and other documents such as specimen sheets, reference guides, and specialized
feature information.
Adobe Exchange

For more free content, visit www.adobe.com/go/exchange, an online community where users download and share
thousands of free actions, extensions, plug-ins, and other content for use with Adobe products.

Bridge Home
Bridge Home, a new destination in Adobe Bridge CS3, provides up-to-date information on all your Adobe Creative
Suite 3 software in one convenient location. Start Adobe Bridge, then click the Bridge Home icon at the top of the
Favorites panel to access the latest tips, news, and resources for your Creative Suite tools.
Note: Bridge Home may not be available in all languages.

INCOPY CS3 9
User Guide

Adobe Design Center
Adobe Design Center offers articles, inspiration, and instruction from industry experts, top designers and Adobe
publishing partners. New content is added monthly.

You can find hundreds of tutorials for design products and learn tips and techniques through videos, HTML
tutorials, and sample book chapters.
New ideas are the heart of Think Tank, Dialog Box, and Gallery:

• Think Tank articles consider how today’s designers engage with technology and what their experiences mean for
design, design tools, and society.

• In Dialog Box, experts share new ideas in motion graphics and digital design.
• The Gallery showcases how artists communicate design in motion.
Visit Adobe Design Center at www.adobe.com/designcenter.

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User Guide

Adobe Developer Center
Adobe Developer Center provides samples, tutorials, articles, and community resources for developers who build
rich Internet applications, websites, mobile content, and other projects using Adobe products. The Developer Center
also contains resources for developers who develop plug-ins for Adobe products.

In addition to sample code and tutorials, you'll find RSS feeds, online seminars, SDKs, scripting guides, and other
technical resources.
Visit Adobe Developer Center at www.adobe.com/go/developer.

Customer support
Visit the Adobe Support website, at www.adobe.com/support, to find troubleshooting information for your product
and to learn about free and paid technical support options. Follow the Training link for access to Adobe Press books,
a variety of training resources, Adobe software certification programs, and more.

Downloads
Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software. In addition, the Adobe
Store (at www.adobe.com/go/store) provides access to thousands of plug-ins from third-party developers, helping
you to automate tasks, customize workflows, create specialized professional effects, and more.

Adobe Labs
Adobe Labs gives you the opportunity to experience and evaluate new and emerging technologies and products from
Adobe.
At Adobe Labs, you have access to resources such as these:

• Prerelease software and technologies
• Code samples and best practices to accelerate your learning
• Early versions of product and technical documentation

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User Guide

• Forums, wiki-based content, and other collaborative resources to help you interact with like-minded developers
Adobe Labs fosters a collaborative software development process. In this environment, customers quickly become
productive with new products and technologies. Adobe Labs is also a forum for early feedback, which the Adobe
development teams use to create software that meets the needs and expectations of the community.
Visit Adobe Labs at www.adobe.com/go/labs.

User communities
User communities feature forums, blogs, and other avenues for users to share technologies, tools, and information.
Users can ask questions and find out how others are getting the most out of their software. User-to-user forums are
available in English, French, German, and Japanese; blogs are posted in a wide range of languages.
To participate in forums or blogs, visit www.adobe.com/communities.

What’s new
Collaboration enhancements
E-mail-based assignments

Use new e-mail-based assignments to send stories and graphics as a single assignment package to any contributor in
your small workgroup through e-mail. The e-mail package contains all of the information needed to update the
layout with the added or edited content, so it’s easy to assign tasks and integrate contributions without the need for
a shared server. See “Assignment packages” on page 77.
LiveEdit workflow enhancements

Move a story or graphic from one assignment to another, and Adobe® InCopy® LiveEdit Workflow automatically
moves the associated file to the new assignment’s folder. Plus, you can take advantage of dimmed text and graphics
surrounding your stories for context without distraction. See “Understanding a basic managed-file workflow” on
page 64.
Enhanced Assignments panel

View and manage the status of assignments, arrange story order, select multiple items, and unlink stories from the
enhanced Assignments panel. See “Assignments panel overview” on page 72.
Save story order

In Story View or Galley View, change the sequence of stories in an assignment so that you can work on stories in the
order you prefer. See “Reorder InCopy stories” on page 32.

Productivity enhancements
Convenient Glyphs panel

Use the Glyphs panel to locate recently used glyphs, filer and sort glyphs, and save glyph sets for sharing and reuse.
See “Glyphs panel overview” on page 98.

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Expanded Quick Apply

Type a few letters into the Quick Apply panel to access commands, text variables, scripts, and styles instantly without
having to rummage around in different panels. You can also customize Quick Apply searches. See “Use Quick Apply”
on page 163.
Nested style looping

Automatically apply a sequence of character styles within a paragraph with one click instead of manually formatting
each style change. With nested style looping, you can repeat a sequence of nested styles until the end of the
paragraph. See “Define paragraph and character styles” on page 151.
Tables and cell styles

As well as applying styles to characters and paragraphs, apply styles to a table or to table cells. With table styles and
cell styles, you no longer have to manually format tables or individual table cells. See “About table and cell styles” on
page 226.
Enhanced XML

Automate the creation and formatting of documents by integrating in Adobe Design® content into XML workflows
by way of XML rules. The conditional rules automatically adapt formatting and layout depending on content. Apply
XSLT style sheets when importing or exporting XML content to make flowing XML into Adobe® InDesign® pages
easier. See “Using XML files” on page 242.

Editorial enhancements
Text variables

Automate the use of repeating elements such as headers, footers, product names, and date stamps. Running headers
and footers can be generated from the text and dynamically updated as text flows from page to page. See “Text
variables” on page 121.
Advanced bulleted and numbered lists

Create sophisticated lists with hierarchical, outline-style number sequences. Set styles, modes, alignment, indents,
and other advanced options for different levels of bulleted and numbered lists. You can interrupt lists and spread
them across different pages and stories. See “Bullets and numbering” on page 195.
More powerful Find/Change capabilities

Search and replace more efficiently with new find/change features. You can save searches, search across many
documents, enlarge the scope of a search, and use GREP expression in searches. See “Find/Change overview” on
page 104.
Nested style looping

Automatically apply a sequence of character styles within a paragraph with one click instead of manually formatting
each style change. With nested style looping, you can repeat a sequence of nested styles until the end of a paragraph.
See “Define paragraph and character styles” on page 151.
Agate measurement units

Take advantage of agate measurement units for newspaper publishing. See “About measurement units and rulers” on
page 42.

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Expanded Quick Apply

Type a few letters into the Quick Apply panel and be able to access commands, text variables, scripts, and styles
instantly without having to rummage around in different panels. You can also customize Quick Apply searches. See
“Use Quick Apply” on page 163.

Customizable user interface
Customized workspaces

Save panel and menu customizations as personal workspaces you can load at any time. Create different workspaces
for different projects and tasks. See “Save workspaces” on page 20.
Customized menus

Get direct access to commonly used commands or simplify training on new workflows by color-coding or hiding
individual menu items. Save customized menus as part of a workspace. See “Customize menus” on page 21.
Flexible compact panels

Make more room for viewing your document while preserving instant access to your favorite features. View docked
panels as icons to keep them accessible and easily recognizable. See “Workspace basics” on page 14.

Chapter 2: Workspace
The Adobe® InCopy® workspace is arranged to help you focus on writing content. When you first start InCopy, you
see the default workspace, which you can customize to suit your needs.

Workspace basics
Workspace overview
You create and manipulate your documents and files using various elements such as panels, bars, and windows. Any
arrangement of these elements is called a workspace. When you first start an Adobe Creative Suite component, you
see the default workspace, which you can customize for the tasks you perform there. For instance, you can create one
workspace for editing and another for viewing, save them, and switch between them as you work.
You can restore the default workspace at any time by choosing the default option on the Window > Workspace menu.
Although default workspaces vary across Flash, Illustrator, InCopy, InDesign, and Photoshop, you manipulate the
elements much the same way in all of them. The Photoshop default workspace is typical:

• The menu bar across the top organizes commands under menus.
• The Tools panel (called the Tools palette in Photoshop) contains tools for creating and editing images, artwork,
page elements, and so on. Related tools are grouped together.

• The Control panel (called the options bar in Photoshop) displays options for the currently selected tool. (Flash has
no Control panel.)

• The Document window (called the Stage in Flash) displays the file you’re working on.
• Panels (called palettes in Photoshop) help you monitor and modify your work. Examples include the Timeline in
Flash and the Layers palette in Photoshop. Certain panels are displayed by default, but you can add any panel by
selecting it from the Window menu. Many panels have menus with panel-specific options. Panels can be grouped,
stacked, or docked.

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D
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Default Photoshop workspace
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Icons button H. Three palette (panel) groups in vertical dock

For a video on understanding the workspace, see www.adobe.com/go/vid0187.
Hide or show all panels

• (Illustrator, InCopy, InDesign, Photoshop) To hide or show all panels, including the Tools panel and options bar
or Control panel, press Tab.

• (Illustrator, InCopy, InDesign, Photoshop) To hide or show all panels except the Tools panel and options bar or
Control panel, press Shift+Tab.
You can temporarily display panels hidden by these techniques by moving the pointer to the edge of the application
window (Windows) or to the edge of the monitor (Mac OS) and hovering over the strip that appears.

• (Flash) To hide or show all panels, press F4.
Display panel menu options
❖ Position the pointer on the panel menu icon

in the upper-right corner of the panel, and press the mouse

button.
(Illustrator) Adjust panel brightness
❖ In User Interface preferences, move the Brightness slider. This control affects all panels, including the Control

panel.

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Reconfigure the Tools panel

You can display the tools in the Tools panel in a single column, or side by side in two columns.
In InDesign, you also can switch from single-column to double-column display by setting an option in Interface
preferences.
❖ Click the double arrow at the top of the Tools panel.

Customize the workspace
To create a custom workspace, move and manipulate panels (called palettes in Photoshop and in Adobe Creative
Suite 2 components).
A
B

Narrow blue drop zone indicates Color panel will be docked on its own above Layers panel group.
A. Title bar B. Tab C. Drop zone

You can save custom workspaces and switch among them.
In Photoshop, you can change the font size of the text in the options bar, palettes, and tool tips. Choose a size from
the UI Font Size menu in General preferences.
Note: For a video on customizing the workspace in Illustrator, see www.adobe.com/go/vid0032. For a video on customizing the workspace in InDesign, see www.adobe.com/go/vid0065.
Dock and undock panels

A dock is a collection of panels or panel groups displayed together, generally in a vertical orientation. You dock and
undock panels by moving them into and out of a dock.
Note: Docking is not the same as stacking. A stack is a collection of free-floating panels or panel groups, joined top to
bottom.

• To dock a panel, drag it by its tab into the dock, at the top, bottom, or in between other panels.
• To dock a panel group, drag it by its title bar (the solid empty bar above the tabs) into the dock.
• To remove a panel or panel group, drag it out of the dock by its tab or title bar. You can drag it into another dock
or make it free-floating.

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Navigator panel being dragged out to new dock, indicated by blue vertical highlight

Navigator panel now in its own dock

To prevent panels from filling all space in a dock, drag the bottom edge of the dock up so it no longer meets the edge
of the workspace.
Move panels

As you move panels, you see blue highlighted drop zones, areas where you can move the panel. For example, you can
move a panel up or down in a dock by dragging it to the narrow blue drop zone above or below another panel. If you
drag to an area that is not a drop zone, the panel floats freely in the workspace.

• To move a panel, drag it by its tab.
• To move a panel group or a stack of free-floating panels, drag the title bar.
Press Ctrl (Windows) or Control (Mac OS) while moving a panel to prevent it from docking.

Add and remove docks and panels

If you remove all panels from a dock, the dock disappears. You can create new docks by moving panels to drop zones
next to existing docks or at the edges of the workspace.

• To remove a panel, click its close icon (the X at the upper-right corner of the tab), or deselect it from the Window menu.
• To add a panel, select it from the Window menu and dock it wherever you wish.
Manipulate panel groups

• To move a panel into a group, drag the panel’s tab to the highlighted drop zone at the top of the group.

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Adding a panel to a panel group

• To rearrange panels in a group, drag a panel’s tab to a new location in the group.
• To remove a panel from a group so that it floats freely, drag the panel by its tab outside the group.
• To make a panel appear at the front of its group, click its tab.
• To move grouped panels together, drag their title bar (above the tabs).
Stack free-floating panels

When you drag a panel out of its dock but not into a drop zone, the panel floats freely, allowing you to position it
anywhere in the workspace. Panels may also float in the workspace when first selected from the Window menu. You
can stack free-floating panels or panel groups together so that they move as a unit when you drag the topmost title
bar. (Panels that are part of a dock cannot be stacked or moved as a unit in this way.)

Free-floating stacked panels

• To stack free-floating panels, drag a panel by its tab to the drop zone at the bottom of another panel.
• To change the stacking order, drag a panel up or down by its tab.
Note: Be sure to release the tab over the narrow drop zone between panels, rather than the broad drop zone in a title bar.

• To remove a panel or panel group from the stack, so that it floats by itself, drag it out by its tab or title bar.
Resize or minimize panels

• To resize a panel, drag any side of the panel or drag the size box at its lower-right corner. Some panels, such as the
Color panel in Photoshop, cannot be resized by dragging.

• To change the width of all the panels in a dock, drag the gripper

at the top left of the dock.

• To minimize a panel, panel group, or stack of panels, click the Minimize button in its title bar.
You can open a panel menu even when the panel is minimized.

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User Guide

Minimize button

Manipulate panels collapsed to icons

Collapse panels to icons to reduce clutter on the workspace. (In some cases, panels are collapsed to icons in the
default workspace.) Click a panel icon to expand the panel. You can expand only one panel or panel group at a time.

Panels collapsed to icons

Panels expanded from icons

• To collapse or expand all panels in a dock, click the double arrow at the top of the dock.
• To resize panel icons so that you see only the icons (and not the labels), drag the gripper

at the top of the dock
toward the icons until the text disappears. (To display the icon text again, drag the gripper away from the panels.)

• To expand a single panel icon, click it.
• To collapse an expanded panel back to its icon, click its tab, its icon, or the double arrow in the panel’s title bar.
If you select Auto-Collapse Icon Panels from the Interface or User Interface Options preferences, an expanded panel
icon will collapse automatically when you click away from it.

• To add a panel or panel group to an icon dock, drag it in by its tab or title bar. (Panels are automatically collapsed
to icons when added to an icon dock.)

• To move a panel icon (or panel icon group), drag the bar that appears above the icon. You can drag panel icons up
and down in the dock, into other docks (where they appear in the panel style of that dock), or outside the dock
(where they appear as free-floating, expanded panels).

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User Guide

Save workspaces
You can save the current sizes and positions of panels on the screen and menu changes as a custom workspace. The
names of workspaces appear in a Workspace submenu of the Window menu. You can edit the list of names by adding
or deleting a workspace.
❖ Do one of the following:

• To save the current workspace, choose Window > Workspace > Save Workspace. Type a name for the new
workspace, indicate whether you want to include panel locations and customized menus as part of the saved
workspace, and click OK.

• To display a custom workspace, choose it from the Window > Workspace submenu.
• To delete a custom workspace, choose Window > Workspace > Delete Workspace. Select a workspace to delete
and click Delete.

Use toolbars
The basic toolbars contain buttons for many commonly used tools and commands, such as opening, saving, printing,
scrolling, and zooming. Tool tips identify each tool button.
Show or hide a toolbar
❖ Choose the toolbar name from the Window menu. A check mark appears next to the toolbar name if it’s currently

visible.
Customize a toolbar

You can specify which tools appear on a toolbar, change the toolbar orientation, and combine or separate toolbars.
❖ Do any of the following:

• To specify which tools appear on a toolbar, click the triangle at the end of the toolbar, select Customize, and select
tools. The menu contains options specific to the toolbar.

• To move a toolbar, drag its title bar.
• To combine toolbars, click the gripper area of a toolbar, and drag the toolbar on top of another or along the same
edge of the application window (Windows®) or screen (Mac OS®).

Gripper area of the toolbar

Combining toolbars

• To switch a toolbar to a floating panel, click the gripper area of the toolbar and drag the toolbar away from the
edge of the application window (Windows) or screen (Mac OS).

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• To separate a grouped toolbar, click the gripper area of the toolbar, and drag the toolbar away from the group.
Dragging a toolbar out of an existing group creates a new toolbar.

Use context menus
Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the
active tool or selection. You can use context menus as a quick way to choose commonly used commands.
1 Position the pointer over the document, object, or panel.
2 Click the right mouse button.

Note: (Mac OS) If you don’t have a two-button mouse, you can display a context menu by pressing the Control key as
you click with the mouse.

Customize menus
Hiding and colorizing menu commands is a way to remove menu clutter and emphasize commands you frequently
use. Note that hiding menu commands simply removes the menu from view; it doesn’t disable any features. At any
time, you can view hidden commands by selecting the Show All Menu Items command at the bottom of a menu. You
can include customized menus in workspaces you save.
You can customize the main menu, context menus, and panel menus. Context menus appear when you right-click
(Windows) or Control-click (Mac OS) an area. Panel menus appear when you click the triangle icon in the upper
right of a panel.

See also
“Save workspaces” on page 20
Create a custom menu set
1 Choose Edit > Menus.

You cannot edit the default menu set.
2 Click Save As, type the name of the menu set, and click OK.
3 From the Category menu, choose Application Menus or Context & Panel Menus to determine which menus are
customized.
4 Click the arrows to the left of the menu categories to display subcategories or menu commands. For each
command you want to customize, click the eye icon under Visibility to show or hide the command; click None under
Color to select a a color from the menu.
5 Click Save, and then click OK.
Select a custom menu set
1 Choose Edit > Menus.
2 Choose the menu set from the Set menu, and then click OK.
Edit or delete a custom menu set
1 Choose Edit > Menus.
2 Choose the menu set from the Set menu, and then do one of the following:

• To edit a menu set, change the visibility or color of menu commands, click Save, and then click OK.

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• To delete a menu set, click Delete and then click Yes. If you’ve modified the menu set without saving it, you’re
prompted to save the current menu set. Click Yes to save the menu set, or click No to discard changes.
Show hidden menu items
❖ Choose Show All Menu Items at the bottom of the menu that includes hidden commands.

Holding down Ctrl (Windows) or Command (Mac OS) and clicking a menu name temporarily displays any menu
commands you’ve hidden by customizing menus.

Use keyboard shortcut sets
InCopy provides keyboard shortcuts for many menu commands, options, scripts, and controls. You can also define
your own keyboard shortcuts. Using the Keyboard Shortcuts dialog box, you can:

• Choose the set you want to use.
• View existing shortcut commands.
• Generate a complete list of shortcuts.
• Create your own shortcuts and shortcut sets.
• Edit current shortcuts.
The Keyboard Shortcuts dialog box also lists all commands that can accept shortcuts but don’t have shortcuts defined
for them in the default shortcut set.

See also
“Default keyboard shortcuts” on page 260
Change the active shortcut set
1 Choose Edit > Keyboard Shortcuts.
2 Select a shortcut set from the Set menu.
3 Click OK.
View shortcuts
1 Choose Edit > Keyboard Shortcuts.
2 For Set, select a shortcut set.
3 For Product Area, select the area containing the commands you want to view.
4 From Commands, select a command. The shortcut appears in the Current Shortcuts section.
Generate a list of shortcuts
1 Choose Edit > Keyboard Shortcuts.
2 Select a shortcut set from the Set menu.
3 Click Show Set.

A text file opens with all current and undefined shortcuts for that set.
Create a new shortcut set
1 Choose Edit > Keyboard Shortcuts.

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2 Click New Set.
3 Type a name for the new set, select a shortcut set from the Based On menu, and click OK.
Create or redefine a shortcut
1 Choose Edit > Keyboard Shortcuts.
2 For Set, select a shortcut set, or click New Set to create a new shortcut set.

Note: You can make changes to the Default shortcut set, but it’s not recommended. Instead, edit a copy of the Default
shortcut set.
3 For Product Area, select the area containing the command you want to define or redefine.
4 In the Commands list, select the command you want to define or redefine.
5 Click inside the New Shortcut box and press the keys for your new keyboard shortcut. If the key sequence is
currently used for another command, InCopy displays that command under Current Shortcuts. You can change the
original shortcut also, or try another shortcut.

Important: Assigning single-key shortcuts to menu commands interferes with entering text. If an insertion point is active
when you type a single-key shortcut, InCopy carries out the command instead of inserting the character.
6 Do one of the following:

• Click Assign to create a new shortcut where none currently exists.
• Click Assign to add another shortcut to the command.
7 Click OK to close the dialog box, or click Save to keep the dialog box open and enter more shortcuts.

Viewing stories
Galley, Story, and Layout view overview
InCopy offers three views of a story: Galley, Story, and Layout. These terms correspond to the terms used in traditional publishing.
Galley view Displays text with line breaks established in the corresponding Adobe InDesign® document. If text

doesn’t fit into the assigned layout space, an overset indicator marks the point at which the InCopy text exceeds the
space. Although you can use InCopy to apply formatting, such as paragraph indents and font size, these formats don’t
appear in Galley view.

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Galley view

Story view Displays text in a continuous stream, wrapping the text at the document window. Story view doesn’t show
accurate line endings, so you can concentrate on content. However, if text doesn’t fit into the assigned layout space,
an overset indicator marks the point at which the InCopy text exceeds the space. In Story view, the information area
displays only paragraph styles. Line numbers aren’t visible in Story view.

Story view

Story view opens by default when you create a new InCopy story.

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To change the default view for new documents, close all documents and select the view you want as the default from
the View menu.
Layout view Displays text as it will print, with all formatting. When you use InCopy to synchronize with an

InDesign layout, you can view text in context with all other page elements in the InDesign document—frames,
columns, graphics, and so on.
In Layout view, you can zoom in and out to inspect different aspects of the layout.

Layout view

See also
“Layout view overview” on page 28
“Keys for navigating through documents” on page 260
Switch between Galley, Story, or Layout view
❖ Do either of the following:

• Choose the view from the View menu.
• Click the Galley, Story, or Layout tab at the top of the editing area.

About Galley view
Galley view provides an environment for efficient text processing; text is easy to read and annotate. You can also use
Galley view to perform copyfitting and other production-related tasks.
When you open an InDesign document in InCopy, working in Galley view is analogous to working with galley proofs
in traditional typesetting. Within the viewing area, the text wraps exactly as it will in the final InDesign layout, and
all text is displayed in one column, regardless of how many columns exist in the layout. Page breaks, frame breaks,
and column breaks are shown by a line with the words “Page break,” “Frame break,” or “Column break” in the center
of the line.

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Note: When multiple breaks are represented by a single boundary, such as a page break coinciding with a frame break,
the break with the highest priority is displayed. Page breaks have the highest priority, and column breaks have the lowest.
Galley view includes the Copyfit break feature, which indicates the point at which the InCopy text exceeds the layout
space assigned for it in InDesign.
By default, Galley view displays text at 12 points. You can change the font, size, or spacing to make text easier to read
or edit. You can also change the background and font colors.
Note: The font display size applies to all stories, rather than individual characters, words, or paragraphs.
The Galley & Story Appearance toolbar at the bottom of the workspace controls several settings that you might want
to change frequently when working on a document. These settings include:

• Display font type and size
• Display leading (single space, 150% space, double space, or triple space)
• Show/hide line number and styles columns
• Customize Galley & Story Appearance controls

See also
“Editing overset text” on page 139

Customize Galley and Story views
You can customize Galley and Story views in a variety of ways.
Change the Galley view display settings
❖ Select an option from the Galley & Story Appearance toolbar. (If the toolbar is hidden, choose Window > Galley

& Story Appearance. The toolbar appears at the bottom of the application window by default.)
Note: It’s important to understand the difference between changing the font display size and applying text formatting.
Both can be done in Galley view. Changing the font display size doesn’t affect the way text looks in a publication, whereas
applying text formatting does change the text appearance in Layout view and in the published document.
Set Galley view display preferences
1 Choose Edit > Preferences > Galley & Story Display (Windows) or InCopy > Preferences > Galley & Story Display

(Mac OS).
2 In the Text Display Options section, specify the following:
Text Color Controls text color in the viewing area. Black is the default text color.
Background Controls the background color of the viewing area. White is the default background color.
Theme Assigns preset text and background colors.
Override Preview Font Enables you to display one additional font using the correct typeface in the Galley and Story

view. InCopy automatically displays the Symbol, Zapf Dingbats, Webdings, and Wingdings® fonts accurately,
overriding the display font you’ve chosen.
Enable Anti-aliasing Smooths the jagged edges of type and bitmap images by softening the color transition between
edge pixels and background pixels. Because only the edge pixels change, no detail is lost. You can choose the level of
anti-aliasing to apply. The Default option uses shades of gray to smooth text. The LCD Optimized option uses colors,

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rather than shades of gray, and works best on light-colored backgrounds with black text. The Soft option uses shades
of gray, but produces a lighter, fuzzier appearance.
Cursor Options Controls the cursor display. Choose from four different cursors. Select or deselect Blink.

Note: Any settings made in the Galley & Story Display section apply to both the Galley and Story views.
Show or hide the information column

The information column appears on the left side of the document window in Galley and Story views. This column
contains read-only information about paragraph styles, line numbers, and the vertical depth of text; you cannot type
in this area.
❖ Do one of the following:

• To change the view in the current document only, choose View > Show Info Column or View > Hide Info Column.
• To change the default view in the application, close all documents, and choose View > Show Info Column or
View > Hide Info Column.
Note: Paragraph styles make it much easier to maintain consistency in your publications. Consult any workflow
documentation your team has adopted concerning in-house guidelines for your project.
Set Story view preferences

Use the Galley & Story Display section of the Preferences dialog box to customize the display of the Story view.
1 Choose Edit > Preferences > Galley & Story Display (Windows) or InCopy > Preferences > Galley & Story Display
(Mac OS).
2 Specify the options you want.
3 Click OK.
Show or hide paragraph break marks

You can show or hide paragraph break marks in Galley and Story view. An arrow symbol indicates the start of a new
paragraph.
❖ Choose View > Show Paragraph Break Marks or View > Hide Paragraph Break Marks.

Use the vertical depth ruler
When you type text, it’s sometimes useful to know the physical depth of a story as it will appear in Layout view, in
addition to the number of lines. The vertical depth ruler draws a ruler along the left edge of the Galley and Story
views. Each tick mark in the ruler aligns to the bottom of a line of text. A value is displayed every five tick marks to
show the total vertical depth of the text to that point. The depth is updated dynamically when layout composition
for the portion of the document is complete.
The depth measurement uses the vertical units setting in Units & Increments preferences.
Note: To aid in copyfitting, the depth of overset text is also calculated and displayed.
1 Click the Galley or Story tab at the top of the editing area.
2 Do either of the following:

• To show or hide the depth ruler, choose View > Show/Hide Depth Ruler.
• To show or hide the information column, choose View > Show/Hide Info Column.

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Layout view overview
In Layout view, you see text and other elements exactly as they are formatted and positioned in an InDesign
document. Stories are laid out in frames, just as they appear in InDesign.
If you work with a linked story—a managed story within an open InDesign document or assignment file—you
cannot modify the story layout with InCopy. You can work only with the text and text attributes.
If you work with a stand-alone InCopy document—an individual InCopy document that isn’t within an open
InDesign document or assignment file—you can work with the text and text attributes, and you can change the page
size using the Document Setup command.
Layout view offers more tools and View-menu commands than the other views. You can use the Hand tool, the Zoom
tool, and the Zoom commands to view a spread at various magnifications. You can also use various layout aids, such
as rulers, document grids, and baseline grids.
Note: These viewing options don’t affect formatting. For example, zooming in to enlarge your view of the page doesn’t
change the way the story appears in InDesign or when printed.

About frames
In the Layout view of a document in progress, you see one or more boxes on the page. These nonprinting boxes might
contain text, graphics, or nothing. The boxes represent frames—spaces in the layout reserved for specific elements.
Each frame is defined to contain either text or a graphic. Non-managed stories in an InDesign document or in an
assignment file are dimmed so that they can be identified easily.
Text frames Control which stories appear where, and how much page area they cover. For linked stories, frames are
defined by the InDesign user. If multiple frames are set aside for a story, the frame configuration determines how the
story text flows through the layout.
Graphics frames Can function as borders and background, and can crop or mask graphics. You can work with

graphics inside frames in InCopy, and you can see the graphics frames from InDesign layouts when you work with
linked documents. You can also work with the frames of inline graphics (embedded in text), but you cannot work
with other graphics frames. (See “Create an inline graphic” on page 49.)
Empty frames Are placeholders. You can distinguish empty text frames from empty graphics frames by their

appearance. An empty box represents an empty text frame; a box with an X across it indicates an empty graphics
frame. You can add text to an empty text frame only if the frame is associated with the story exported to InCopy from
InDesign. You can also import or paste graphics into an empty graphics frame in InCopy.

Empty text frame (left) and empty graphics frame (right)

Show or hide frame edges
Hiding frame edges also hides the X in an empty graphics frame.

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Text and graphics frames with frame edges displayed (left) and hidden (right)

❖ in Layout view, choose View > Show Frame Edges or View > Hide Frame Edges.

View documents
Use the Zoom tool or View options to zoom in on or out of documents.
Zoom in or out

In Layout view, you can magnify or reduce the view of a page. The lower left corner of the document window displays
the zoom percentage.
❖ Do any of the following:

• To magnify a specific area, select the Zoom tool

and click the area you want to magnify. Each click magnifies
the view to the next preset percentage, centering the display around the point you click. At maximum magnification, the center of the Zoom tool appears blank. To zoom out, hold down Alt (Windows) or Option (Mac OS)
to activate the Zoom Out tool
, and click the area you want to reduce. Each click reduces the view to the
previous preset percentage.

• To magnify the view to the next preset percentage, activate the window you want to view, and choose View >
Zoom In. Choose View > Zoom Out to reduce the view to the previous preset percentage.

• To set a specific magnification level, type or choose a magnification level in the Zoom text box at the lower left of
the document window.

• While pressing Alt (Windows) or Option (Mac OS), use the mouse scroll wheel or sensor to zoom in or out.
Magnify by dragging
1 Select the Zoom tool

2 Drag to select the area you want to magnify.

To activate the Zoom In tool while using another tool, press Ctrl+spacebar (Windows) or Command+spacebar
(Mac OS). To activate the Zoom Out tool while using another tool, press Ctrl+Alt+spacebar (Windows) or
Command+Option+spacebar (Mac OS).

Zooming in on selection of text

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Display the document at 100%
❖ Do any of the following:

• Double-click the Zoom tool

• Choose View > Actual Size.
• Type or choose a magnification level of 100% in the Zoom text box at the lower left of the document window.
Fit the page, spread, or pasteboard within the active window
❖ Do any of the following:

• Choose View > Fit Page In Window.
• Choose View > Fit Spread In Window.
• Choose View > Entire Pasteboard.

Customizing preferences and defaults
About preferences
Preferences include settings such as panel positions, measurement options, and display options for graphics and
typography.
The difference between preferences and defaults is the area to which each applies. Preference settings specify the
initial appearance and behavior of certain InCopy features. Default settings apply to InCopy documents.
Note: InCopy preference settings are fully scriptable. To share a consistent set of preferences across user groups, develop
a script to set the preferences, and then have all users in the group run the script on their computers. Don’t copy and paste
one user’s preferences files onto another computer, as doing so might cause application instability. For more information
about scripting, see the InCopy Scripting Guide on the application DVD.

Set interface preferences
1 Choose Edit > Preferences > Interface (Windows) or InCopy > Preferences > Interface (Mac OS).
2 In the General section, choose a display option from the Tool Tips menu. This setting determines how long tool
tips are displayed.
3 For Floating Tools Panel, select a layout option. This setting changes the layout of the toolbox to single column,
double column, or single row.

See also
“Paste text” on page 94

Transpose characters
If you transpose two adjacent characters as you type, you can correct them with the Transpose command. For
example, if you typed 1243 instead of 1234, the Transpose command switches the 4 and the 3.
1 Place the insertion point between the two characters you want to transpose.
2 Choose Edit > Transpose.

Note: The Transpose command applies only to characters and numbers within stories. It cannot move InCopy note
anchors, tables, spaces, or other nonprinting characters. You cannot use Transpose in a locked story.

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See also
“Keys for working with text” on page 262

View hidden characters
When you’re editing text, it’s often useful to see nonprinting characters, such as spaces, tabs, and paragraph symbols.
These characters are visible only in a document window; they won’t output or print.

Growth in production of custom
hand-made guitars by year:

1996

1997

1998

Growth in production of custom
hand-made guitars by year:

1996

1997

1998

Nonprinting characters hidden (top) and visible (bottom)

❖ Do one of the following:

• Choose Type > Show Hidden Characters. A check mark appears next to the menu command.
• Click the Show Hidden Characters button

on the horizontal toolbar.

Edit text on a master page
In InDesign documents, a master page is a kind of template that applies to multiple pages. Master pages typically
specify only common layout elements that appear on all pages of the document, such as the margins, page numbers,
headers, and footers. You can use InCopy to edit the text on an InDesign master page if the text is a linked file.
However, you cannot change any of the frame attributes controlled by the master, and you cannot edit master-page
text from any other (regular) pages in the document.
Note: If you can’t click an insertion point into a nonlocked text frame on a regular page, that text might be on a master
page. Check with the person who set up the frames and with your design team.
1 Choose View > Layout View if your document is not already in Layout view.
2 Choose the master page from the page box at the lower left of the document window.

Selecting the InDesign master page

3 On the master page, select the text that you want to edit, and make the changes.

To edit text on a master page, the master page must include managed stories that are checked out.

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Undo actions
You can undo or redo up to several hundred of the most recent actions. The exact number of actions you can undo
is limited by the amount of RAM available and the kinds of actions you have performed. The record of recent actions
is erased when you save, close, quit, or exit, so they can no longer be undone. You can also cancel an operation before
it completes, or revert to a previously saved version.
❖ Do one of the following:

• To undo the most recent change, choose Edit > Undo [action]. (You cannot undo certain actions, such as
scrolling.)

• To redo an action you just undid, choose Edit > Redo [action].
• To undo all changes made since the last time you saved the project, choose File > Revert Content.
• To stop a change that InCopy hasn’t finished processing (for example, if you see a progress bar), press the Escape key.
• To close a dialog box without applying changes, click Cancel.

Jump to a position marker
A position marker is like a bookmark, and it is used to mark a location in a document. This is useful if you need to
return to that location quickly or frequently. A document can have only one position marker.
1 Place the insertion point where you want to insert the marker.
2 Choose Edit > Position Marker > Insert Marker. (If you’ve already inserted a marker, choose Replace Marker.)

To jump to the marker from anywhere in the document, choose Edit > Position Marker > Go To Marker.
To clear the marker, choose Edit > Position Marker > Remove Marker. The marker is removed automatically when
you close and reopen the document.

Add column, frame, and page breaks
Control column, frame, and page breaks by inserting special break characters in the text.
1 Using the Type tool, click to place the insertion point where you want the break to occur.
2 Choose Type > Insert Break Character, and then choose a break option from the submenu.

You can also create breaks by using the Enter key on the numeric keypad. For a column break, press Enter; for a frame
break, press Shift+Enter; and for a page break, press Ctrl+Enter (Windows) or Command+Return (Mac OS).
To remove a break character, choose Type > Show Hidden Characters so that you can see nonprinting characters,
and then select and delete the break character.
Note: If you create a break by changing paragraph settings (as in the Keep Options dialog box), the break precedes the
paragraph that contains the setting. If you create a break using a special character, the break occurs immediately after
the special character.

See also
“Controlling paragraph breaks” on page 184

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Break options

The following options appear on the Type > Insert Break Character menu:
Flows text to the next column in the current text frame. If the frame has only one column, the text
goes to the next threaded frame.

Column break

Frame break
Page break

Flows text to the next threaded text frame, regardless of the current text frame’s column setup.
Flows text to the next page with a text frame threaded to the current text frame.

Odd page break

Flows text to the next odd-numbered page with a text frame threaded to the current text frame.

Even page break

Flows text to the next even-numbered page with a text frame threaded to the current text frame.

The above break characters do not work in tables.
Forced Line Break

Forces a line to break where the character is inserted.

Paragraph Return

Inserts a paragraph return (the same as pressing Enter or Return).

Related break options are available in the Keep Options dialog box and in the Paragraph Style Options dialog box.

Glyphs and special characters
Glyphs panel overview
Enter glyphs by way of the Glyphs panel. The panel initially shows glyphs in the font where the cursor is located, but
you can view a different font, view a type style in the font (for example, Light, Regular, or Bold), and make the panel
display a subset of glyphs in the font (for example, math symbols, numbers, or punctuation symbols).

Glyphs panel
A. Show subset of glyphs B. Tool tip C. Font list D. Font style

By moving the pointer over a glyph, you can read its CID/GID value, Unicode value, and name in a tool tip.
Open the Glyphs panel
❖ Choose Type > Glyphs or Window> Type & Tables > Glyphs.

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Change the Glyphs panel view

• Click the cycle widget (it’s located to the left of the word “Glyphs” on the Glyphs panel) to change views of the
panel. Clicking the widget presents these views in succession: the collapsed panel, the entire panel, and the panel
without recently used glyphs.

• Click the Zoom In or Zoom Out buttons in the lower right corner of the Glyphs panel.
• Resize the Glyphs panel by dragging the lower right corner.
Filter the glyphs that appear
❖ Do one of the following on the Show list to determine which glyphs appear on the Glyphs panel:

• Choose Entire Font to display all glyphs available in the font.
• Choose an option below Entire Font to narrow the list to a subset of glyphs. For example, Punctuation displays
only punctuation glyphs; Math Symbols narrows the choices to mathematical symbols.
Sort glyphs in the Glyphs panel
❖ Choose By CID / GID or By Unicode to determine how glyphs are sorted in the Glyphs panel.

Insert glyphs and special characters
A glyph is a specific form of a character. For example, in certain fonts, the capital letter A is available in several forms,
such as swash and small cap. You can use the Glyphs panel to locate any glyph in a font.
OpenType fonts such as Adobe Caslon™ Pro provide multiple glyphs for many standard characters. Use the Glyphs
panel when you want to insert these alternate glyphs in your document. You can also use the Glyphs panel to view
and insert OpenType attributes such as ornaments, swashes, fractions, and ligatures.

See also
“OpenType fonts” on page 168
“Glyphs panel overview” on page 98
Insert a glyph from a specified font
1 Using the Type tool, click to place the insertion point where you want to enter a character.
2 Choose Type > Glyphs to display the Glyphs panel.
3 To display a different set of characters in the Glyphs panel, do any of the following:

• Select a different font and type style, if available. From the Show menu, choose Entire Font. Or, if you selected an
OpenType font, choose from a number of OpenType categories.

• Choose a custom glyph set from the Show menu. (See “Create and edit custom glyph sets” on page 101.)
4 Scroll through the display of characters until you see the glyph you want to insert. If you selected an OpenType
font, you can display a pop-up menu of alternate glyphs by clicking and holding the glyph box.
5 Double-click the character you want to insert. The character appears at the text insertion point.

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Insert a recently used glyph

InDesign tracks the previous 35 distinct glyphs you inserted and makes them available under Recently Used in the
first row of the Glyphs panel (you have to expand the panel to see all 35 glyphs on the first row).
❖ Do one of the following:

• Double-click a glyph under Recently Used.
• Choose Recent Glyphs on the Show list to display all recently used glyphs in the main body of the Glyphs panel,
and then double-click a glyph.
Clear recently used glyphs

• To clear a selected glyph from the Recently Used section, right-click (Windows®) or Control-click (Mac OS) a
glyph in the Recently Used section, and then choose Delete Glyph From Recently Used.

• To clear all recently used glyphs, choose Clear All Recently Used.
Replace a character with an alternate glyph

When a character includes alternate glyphs, it appears in the Glyphs panel with a triangle icon in the lower right
corner. You can click and hold the character in the Glyphs panel to display a pop-up menu of the alternate glyphs, or
you can display alternate glyphs in the Glyphs panel.

Selecting alternate glyphs in OpenType font

1 Choose Type > Glyphs to display the Glyphs panel.
2 Select Alternates For Selection from the Show list.
3 Using the Type tool, select a character in your document.
4 Do one of the following to replace the selected character in the document:

• Double-click a glyph in the Glyphs panel.
• Select a glyph on the menu.
Display OpenType glyph attributes in the Glyphs panel

For easy selection, the Glyphs panel allows you to display characters for only the selected OpenType attributes. You
can select various options from the Show menu in the Glyphs panel.

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Show menu options in the Glyphs panel

1 In the Glyphs panel, choose an OpenType font from the font list.
2 Choose an option from the Show menu.

The options displayed vary depending on which font is selected. For information on applying OpenType font
attributes, see “Apply OpenType font attributes” on page 169. For more information on OpenType fonts, see
www.adobe.com/go/opentype.
Highlight alternate glyphs in the text
1 Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS).
2 Select Substituted Glyphs, and then click OK. Substituted glyphs in the text are highlighted in nonprinting yellow.

Create and edit custom glyph sets
A glyph set is a named collection of glyphs from one or more fonts. Saving commonly used glyphs in a glyph set
prevents you from having to look for them each time you need to use them. Glyph sets are not attached to any
particular document; they are stored with other InDesign preferences in a separate file that can be shared.
You can determine whether the font is remembered with the added glyph. Remembering fonts is useful, for example,
when you are working with dingbat characters that may not appear in other fonts. If a glyph’s font is remembered,
but the font is missing, the font’s square appears in pink in the Glyphs panel and the Edit Glyph Set dialog box. If a
font is not remembered with an added glyph, a “u” appears next to the glyph, indicating that the font’s unicode value
determines the appearance of the glyph.
Create a custom glyph set
1 Choose Type > Glyphs.
2 Do one of the following:

• From the Glyphs panel menu, choose New Glyph Set.
• Open the context menu on the Glyphs panel and choose New Glyph Set.
3 Type the name of the glyph set.

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4 Choose the insert order in which glyphs will be added to the glyph set, and click OK:
Insert At Front Each new glyph is listed first in the set.
Append At End Each new glyph is listed last in the set.
Unicode Order All glyphs are listed by the order of their unicode values.

5 To add glyphs to the custom set, select the font containing the glyph at the bottom of the Glyphs panel, click the
glyph to select it, and then choose the name of the custom glyph set from the Add to Glyph Set menu on the Glyphs
panel menu.
View a custom glyph set
❖ Do one of the following on the Glyphs panel:

• Choose the glyph set on the Show list.
• On the Glyphs panel menu, choose View Glyph Set, and then the name of the glyph set.
Edit custom glyph sets
1 Choose Edit Glyph Set from the Glyph panel menu, and then choose the custom glyph set.
2 Select the glyph you want to edit, do any of the following, and then click OK:

• To bind the glyph to its font, select Remember Font With Glyph. A glyph that remembers its font ignores the font
applied to the selected text in the document when the glyph is inserted into that text. It also ignores the font
specified in the Glyph panel itself. If you deselect this option, the unicode value of the current font is used.

• To view additional glyphs, choose a different font or style. If the glyph is not defined with a font, you cannot select
a different font.

• To remove a glyph from the custom glyph set, choose Delete From Set.
• To change the order in which glyphs are added to the set, choose an Insert Order option. Unicode Order is not
available if Insert At Front or Append At End was selected when the glyph set was created.
Delete glyphs from custom glyph sets
1 In the Glyphs panel, choose the Custom Glyph Set from the Show menu.
2 Right-click (Windows) or Control-click (Mac OS) a glyph, and then choose Delete Glyph From Set.
Delete custom glyph sets
1 Do one of the following:

• From the Glyphs panel menu, choose Delete Glyph Set.
• From the context menu, choose Delete Glyph Set.
2 Click the name of a custom glyph set.
3 Click OK to confirm.

Save and load glyph sets
Custom glyph sets are stored in files kept in the Glyph Sets folder, a subfolder of the Presets folder. You can copy
glyph set files to other computers and in so doing make custom glyph sets available to others. Copy glyph set files to
and from these folders to share them with others:
Mac OS Users\[username]\Library\Preferences\Adobe InCopy\[Version]\Presets\Glyph Sets

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Windows XP Documents and Settings\[username]\Application Data\Adobe\InCopy\[Version]\Glyph Sets
Windows Vista Users\[username]\AppData\Roaming\Adobe\InCopy\[Version]\Glyph Sets

Insert special characters
You can insert common characters such as em dashes and en dashes, registered trademark symbols, and ellipses.
1 Using the Type tool, position the insertion point where you want to insert a character.
2 Choose Type > Insert Special Character, and then select an option from any of the categories in the menu.

If special characters that you use repeatedly do not appear on the list of special characters, add them to a glyph set
that you create.

See also
“Create and edit custom glyph sets” on page 101

Use quotation marks
You can specify different quotation marks for different languages. These quotation mark characters appear automatically during typing if the Use Typographer’s Quotes option is selected in the Type section of the Preferences dialog box.
Specify which quotation marks to use
1 Choose Edit > Preferences > Dictionary (Windows) or InCopy > Preferences > Dictionary (Mac OS).
2 Choose a language from the Language menu.
3 Do any of the following, and then click OK:

• For Double Quotes, select a pair of quotation marks, or type the pair of characters you want to use.
• For Single Quotes, select a pair of quotation marks, or type the pair of characters you want to use.
Insert straight quotation marks
❖ Do one of the following:

• Choose Type > Insert Special Character > Quotation Marks > Straight Double Quotation Marks or Straight Single
Quotation Mark (Apostrophe).

• Deselect the Use Typographer’s Quotes option in the Type section of the Preferences dialog box, and then type the
quotation mark or apostrophe.

• Press Shift+Ctrl+Alt+' (Windows) or Shift+Command+Option+' (Mac OS) to switch between turning on and off
the Use Typographer’s Quotes preferences option.

Insert white space characters
A white space character is a blank space that appears between characters. You can use white-space characters for
many different purposes, such as preventing two words from being broken at the end of a line.
1 Using the Type tool, position the insertion point where you want to insert a certain amount of white space.
2 Choose Type > Insert White Space, and then select one of the spacing options (such as Em Space) in the context menu.

Representative symbols of the white-space characters appear when you choose Type > Show Hidden Characters.

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White space options

The following options appear on the Type > Insert White Space menu:
Equal in width to the size of the type. In 12-point type, an em space is 12 points wide.

Em Space
En Space

One-half the width of an em space.
The same flexible width as pressing the spacebar, but it prevents the line from being broken

Nonbreaking Space

at the space character.
A fixed width space prevents the line from being broken at the space character,
but does not expand or compress in justified text. The fixed width space is identical to the Nonbreaking Space
character inserted in InCopy CS2.

Nonbreaking Space (Fixed Width)

One-third the width of an em space.

Third Space
Quarter Space
Sixth Space

One-fourth the width of an em space.
One-sixth the width of an em space.

Adds a variable amount of space to the last line of a fully justified paragraph, useful for justifying
text in the last line. (See “Use a flush space with justified text” on page 207.)
Flush Space

Hair Space

One-twenty-fourth the width of an em space.

Thin Space

One-eighth the width of an em space. You may want to use a thin space on either side of an em dash or

en dash.
Figure Space

Same width as a number in the typeface. Use a figure space to help align numbers in financial tables.

Punctuation Space

Same width as an exclamation mark, period, or colon in the typeface.

Find/Change
Find/Change overview
The Find/Change dialog box contains tabs that let you specify what you want to find and change.

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C
D

Find/Change dialog box
A Find/Change tabs B. Find a tab character C. Replace with an em dash D. Search options E. Metacharacters menu

Text Search for and change specific occurrences of characters, words, groups of words, or text formatted a certain
way. You can also search for and replace special characters such as symbols, markers, and white space characters.
Wildcard options help to broaden your search.
GREP Use advanced, pattern-based search techniques to search for and replace text and formatting.
Glyph Search for and replace glyphs using Unicode or GID/CID values, especially useful to search for and replace

glyphs in Asian languages.
For a video on finding and changing text, objects, and expressions, see www.adobe.com/go/vid0080.

Find and change text
If you want to list, find, and replace fonts in your document, you might want to use the Find Font command instead
of the Find/Change command.

See also
“Find and change fonts” on page 117
Find and change text
1 To search a range of text or a story, select the text or place the insertion point in the story. To search more than

one document, open the documents.
2 Choose Edit > Find/Change, and then click the Text tab.
3 Specify the range of your search from the Search menu, and click icons to include locked layers, master pages,
footnotes, and other items in the search. (See “Search options for finding and changing text” on page 107.)
4 In the Find What box, describe what you want to search for:

• Type or paste the text you want to find.
• To search for or replace tabs, spaces, or other special characters, select a representative character (metacharacter)
from the pop-up menu to the right of the Find What box. You can also choose wildcard options such as Any Digit
or Any Character.

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Use metacharacters to search for special characters, such as a tab.

• Use a predefined query to find and replace text. (See “Find/change using queries” on page 118.)
5 In the Change To box, type or paste the replacement text. You can also select a representative character from the
pop-up menu to the right of the Change To box.
6 Click Find.
7 To continue searching, click Find Next, Change (to change the current occurrence), Change All (a message indicates

the total number of changes), or Change/Find (to change the current occurrence and search for the next one).
8 Click Done.

If you don’t get the search results you expected, make sure that you clear any formatting you may have included in a
previous search. You may also need to expand your search. For example, you may be searching only a selection or a
story instead of the document. Or, you may be searching for text that appears on an item, such as a locked layer or
footnote, that is currently excluded from the search.
If you change your mind about replacing text, choose Edit > Undo Replace Text (or Undo Replace All Text).
To find the next occurrence of a previously searched-for phrase without having to open the Find/Change dialog box,
choose Edit > Find Next. In addition, previous search strings are stored in the Find/Change dialog box. You can
select a search string from the menu to the right of the option.
Find and change formatted text
1 Choose Edit > Find/Change.
2 If the Find Format and Change Format options don’t appear, click More Options.
3 Click the Find Format box, or click the Specify Attributes To Find icon
section.

to the right of the Find Format Settings

4 On the left side of the Find Format Settings dialog box, select a type of formatting, specify the format attributes,

and then click OK.
Some OpenType formatting options appear in both the OpenType Options and Basic Character Formats (Position menu)
sections. For information on OpenType and other formatting attributes, search for the related topic in InCopy Help.
Note: To search for (or replace with) formatting only, leave the Find What and Change To boxes blank.

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5 If you want to apply formatting to the text found, click the Change Format box, or click the Specify Attributes To
Change icon
in the Change Format Settings section. Then select a type of formatting, specify the format
attributes, and click OK.
6 Use the Find and Change buttons to format the text.

If you specify formatting for your search criteria, info icons appear above the Find What or Change To boxes. These
icons indicate that formatting attributes have been set and that the find or change operation will be restricted accordingly.
To quickly remove all formatting attributes in the Find Format Settings or Change Format Settings sections, click the
Clear button.
Common Find/Change techniques
Wildcard searches Specify wildcards, such as Any Digit or Any White Space, to broaden your search. For example,

typing “s^?ng” in the Find What box searches for words beginning with an “s” and ending with “ng,” such as “sing,”
“sang,” “song,” and “sung.” You can either type wildcard characters or choose an option from the Wildcards submenu
in the pop-up menu next to the Find What text field.
Clipboard for metacharacter searches To search for metacharacters such as em dashes or bullet characters, you may

want to select the text first and paste it into the Find What box to spare the trouble of entering metacharacters.
Replace with clipboard contents You can replace search items with either formatted or unformatted content copied

to the clipboard. You can even replace text with a graphic you copied. Simply copy the item, and then, in the
Find/Change dialog box, choose an option from the Other submenu from the pop-up menu to the right of the
Change To box
Find and remove unwanted text To remove unwanted text, define the text you want to remove in the Find What box

and leave the Change To box empty (make sure that no formatting is set in this box).
XML tagging You can apply XML tags to text you search for.

Notes on finding and changing text in InCopy

• If the Track Changes command is turned on when you are changing or replacing text, all added and deleted text
is shown.

• All finding and changing procedures work essentially the same way in Galley, Story, and Layout views, whether
you work with a linked or stand-alone story. If you work with a linked story, you’re limited to character and
paragraph styles defined in InDesign. When you work in Galley or Story view, you cannot see all of the
typographical effects you apply. You can see these effects only in Layout view.

• When you search in Galley or Story view, an alert message appears when a table is encountered. For best results,
search tables in Layout view.

• In Galley view or Story view, the Find/Change command omits all tables and collapsed stories. However, if you
choose Change All, tables and collapsed stories are affected. For best results, use Find/Change in Layout View.

• The Include Note Content in Find/Change Operations in Notes preferences determines whether notes are
searched. If this option is selected, you can use the Find/Change command to search notes in Galley and Story
views, not in Layout view. Closed notes are omitted from the search.

Search options for finding and changing text
Search menu Contains options that determine the range of the search.

• Documents Search the entire document or All Documents to search all open documents.

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• Story Search all text in the currently selected frame, including text in other threaded text frames and overset text.
Select Stories to search stories in all selected frames. This option appears only if a text frame is selected or an
insertion point is placed.
• To End Of Story Search from the insertion point. This option appears only if an insertion point is placed.
• Selection Search only selected text. This option appears only if text is selected.
Include Locked Layers
Searches for text on layers that have been locked using the Layer Options dialog box. You
cannot replace text on locked layers.

Searches for text in stories that have been checked out in Adobe Version Cue or as part
of an InCopy workflow. You cannot replace text in locked stories.

Include Locked Stories

Searches for text on layers that have been hidden using the Layer Options dialog box.
When text on a hidden layer is found, you can see highlighting where the text appears, but you cannot see the text.
You can replace text on hidden layers.

Include Hidden Layers

Include Master Pages
Include Footnotes

Searches for text on master pages.
Searches footnote text.

Searches for only the word or words that exactly match the capitalization of the text in the Find
What box. For example, a search for PrePress won’t find Prepress, prepress, or PREPRESS.

Case Sensitive

Disregards search characters if they are part of another word. For example, if you search for any as
a whole word, InDesign disregards many.
Whole Word

Search using GREP expressions
On the GREP tab of the Find/Change dialog box, you can construct GREP expressions to find alphanumeric strings
and patterns in long documents or many open documents. You can enter the GREP metacharacters manually or
choose them from the Special Characters For Search list. GREP searches are case-sensitive by default.
1 Choose Edit > Find/Change, and click the GREP tab.
2 At the bottom of the dialog box, specify the range of your search from the Search menu, and click icons to include
locked layers, master pages, footnotes, and other items in the search. (See “Search options for finding and changing
text” on page 107.)
3 In the Find What box, do any of the following to construct a GREP expression:

• Enter the search expression manually. (See “Metacharacters for searching” on page 112.)
• Click the Special Characters For Search icon to the right of the Find What option and choose options from the
Locations, Repeat, Match, Modifiers, and Posix submenus to help construct the search expression.
4 In the Change To box, type or paste the replacement text.
5 Click Find.
6 To continue searching, click Find Next, Change (to change the current occurrence), Change All (a message

indicates the total number of changes), or Change/Find (to change the current occurrence and search for the next one.

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Tips for constructing GREP searches

Here are some tips for constructing GREP expressions.

• Many searches under the GREP tab are similar to those under the Text tab, but be aware that you need to insert
different codes depending on which tab you’re using. In general, the Text tab metacharacters begin with a ^ (such
as ^t for a tab) and GREP tab metacharacters begin with a \ (such as \t for a tab). However, not all metacharacters
follow this rule. For example, a paragraph return is ^p in the Text tab and \r in the GREP tab. For a list of the
metacharacters used for the Text and GREP tabs, see “Metacharacters for searching” on page 112.

• To search for a character that has symbolic meaning in GREP, enter a backslash (\) before the character to indicate
that the character that follows is literal. For example, a period ( . ) searches for any character in a GREP search; to
search for an actual period, enter “\.”

• Save the GREP search as a query if you intend to run it often or share it with someone else. (See “Find/change
using queries” on page 118.)

• Use parentheses to divide your search into subexpressions. For example, if you want to search for “cat” or “cot,”
you can use the c(a|o)t string. Parentheses are especially useful to identify groupings. For example, searching for
“the (cat) and the (dog)” identifies “cat” as Found Text 1 and “dog” as Found Text 2. You can use the Found Text
expressions (such as $1 for Found Text 1) to change only part of the found text.
GREP search examples

Follow these examples to learn how to take advantage of GREP expressions.
Example 1: Finding text within quotation marks

Suppose you want to search for any word enclosed in quotation marks (such as “Spain”), and you want to remove the
quotation marks and apply a style to the word (so that it becomes Spain instead of “Spain”). The expression
(")(\W+)(") includes three groupings, as indicated by parentheses ( ). The first and third groupings search for any
quotation mark, and the second grouping searches for one or more word characters.
You can use the Found Text expressions to refer to these groupings. For example, $0 refers to all found text, and $2
refers to only the second grouping. By inserting $2 in the Change To field and specifying a character style in the
Change Format field, you can search for a word within quotations marks, and then replace the word with a character
style. Because only $2 is specified, the $1 and $3 groupings are removed. (Specifying $0 or $1$2$3 in the Change To
field would apply the character style to the quotation marks as well.)

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GREP example
A. Finds all word characters enclosed in quotation marks B. Change applies only to the second grouping C. Character style applied

This example searches only for single words enclosed in parentheses. If you want to search for phrases enclosed in
parentheses, add wildcard expressions, such as (\s*.*\w*\d*), which looks for spaces, characters, word characters,
and digits.
Example 2: Phone numbers

InDesign includes a number of search presets that you can choose from the Queries menu. For example, you can
choose the Phone Number Conversion query, which looks like this:
$?(\d\d\d)$?[-. ]?(\d\d\d)[-. ]?(\d\d\d\d)
Phone numbers in the United States can appear in a variety of formats, such as 206-555-3982, (206) 555-3982,
206.555.3982, and 206 555 3982. This string looks for any of these variations. The first three digits (\d\d\d) of the
phone number may or may not be enclosed in parentheses, so a question mark appears after the parentheses: $? and
$?. Note that the backslash \ indicates that the actual parenthesis is being searched for and that it’s not part of a subexpression. The brackets [ ] locate any character within them, so in this case, [-. ] finds either a hyphen, a period, or a
space. The question mark after the brackets indicate that the items within it are optional in the search. Finally, the
digits are enclosed in parentheses, which signify groupings that can be referred to in the Change To field.
You can edit the grouping references in the Change To field to suit your needs. For example, could use these expressions:
206.555.3982 = $1.$2.$3
206-555-3982 = $1-$2-$3
(206) 555-3982 = ($1) $2-$3
206 555 3982 = $1 $2 $3
Additional GREP examples

Experiment with these examples to learn more about GREP searches.

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Expression

Search string

Sample text

Matches (in bold)

Class of characters

[abc] or [abc]

Maria cuenta bien.

Maria cuentabien.

“We saw—or at least we think we
saw—a purple cow.”

—Konrad Yoes

Finds the letter a, b, or c.

[]
Beginning of
paragraph
^

Negative lookahead
(?!pattern)

Positive lookahead
(?=pattern)

^~_.+
This searches the beginning of the paragraph (^) for an em dash (~_) followed by
any character ( . ) one or more times (+).
InDesign (?!CS.*?)
The negative lookahead matches the
search string only if it is not followed by the
specified pattern.
InDesign (?=CS.*?)
The positive lookahead matches the search
string only if it is followed by the specified
pattern.

InDesign, InDesign 2.0, InDesign CS, InDesign, InDesign 2.0, InDesign
and InDesign CS2
CS, and InDesign CS2

Use similar patterns for negative lookbehinds (?

Third Space

Quarter Space

Sixth Space

Flush Space

Hair Space

Nonbreaking Space

Nonbreaking Space (fixed width)

Thin Space

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Character:

Text tab metacharacter:

GREP tab metacharacter:

Figure Space

Punctuation Space

Clipboard Contents, Formatted

Clipboard Contents, Unformatted

Any Double Quotation Mark

Any Single Quotation Mark

Straight Double Quotation Mark

Double Left Quotation Mark

Double Right Quotation Mark

Straight Single Quotation Mark

Single Left Quotation Mark

Single Right Quotation Mark

Standard carriage return

Column Break

Frame Break

Page Break

Odd Page Break

Even Page Break

Discretionary Line Break

Right Indent Tab

Indent to Here

End Nested Style Here

Nonjoiner

Running header (paragraph style)

Running header (character style)

Custom text

Last page number

Chapter number

Creation date

Modification date

Output date

File name

^l (lowercase L)

~l (lowercase L)

*Any Digit

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Character:

Text tab metacharacter:

*Any character that is not a digit

GREP tab metacharacter:
\D

*Any Letter

[\l\u]

*Any Character

. (inserts period in Change To)

* White Space (any space or tab)

\s (Inserts space in Change To)

* Any character that is not a white space

* Any word character

* Any character that is not a word character

* Any uppercase letter

* Any character that is not an uppercase letter

* Any lowercase letter

* Any character that is not a lowercase letter

All Found Text

Found Text 1-9

$1 (specifies the number of the
grouping found, such as $3 for the
third grouping; groupings are
enclosed in parentheses)

* Kanji

Beginning of Word

End of Word

Word Boundary

Opposite of Word Boundary

Beginning of Paragraph

End of Paragraph [location]

Zero or One Time

Zero or More Times

One or More Times

Zero or One Time (Shortest Match)

Zero or More Times (Shortest Match)

One or More Times (Shortest Match)

Marking Subexpression

()

Non-marking Subexpression

(?: )

Character Set

[]

Positive Lookbehind

(?<= )

Negative Lookbehind

(? Find/Change.
2 At the bottom of the dialog box, specify a range from the Search menu, and click icons to determine whether items
such as locked layers, master pages, and footnotes are included in the search. (See “Search options for finding and
changing text” on page 107.)
3 Under Find Glyph, select the Font Family and Font Style in which the glyph is located.

The Font Family menu displays only those fonts that are applied to text in the current document. Fonts in unused
styles do not appear.

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4 Do one of the following to enter the glyph you want to find in the Glyph box:

• Click the button beside the Glyph box, and then double-click a glyph on the panel. This panel works like the
Glyphs panel.

• Choose Unicode or GID/CID, and enter the code for the glyph.
You can use other methods to enter the glyph you want to find in the Glyph box. Select a glyph in the document
window and choose Load Selected Glyph In Find from the context menu, or select a glyph in the Glyphs panel and
choose Load Glyph In Find from the context menu.
5 Under Change Glyph, enter the replacement glyph by using the same techniques you use to enter the glyph you’re
searching for.
6 Click Find.
7 To continue searching, click Find Next, Change (to change the most recently found glyph), Change All (a message

indicates the total number of changes), or Change/Find (to change the current occurrence and search for the next one).
8 Click Done.

Find and change fonts
Use the Find Font command to search for and list the fonts used throughout your document. You can then replace
any fonts (except those in imported graphics) with any other fonts available on your system. You can even replace a
font that’s part of a text style. Note the following:

• A font name is listed once for its use in the layout and listed each time in imported graphics. For example, if you
use the same font three times in the layout and three times in imported graphics, it will be listed in the Find Font
dialog box four times—once for all layout instances, and three more times for each imported graphic. If fonts are
not completely embedded in graphics, the font name may not be listed in the Find Font dialog box.

• Find Font is not available in a Story Editor window.
• The Find Font dialog box displays icons to indicate the kinds of fonts or font conditions, such as Type 1 fonts
imported images

, TrueType fonts

, OpenType fonts

, and missing fonts

• Use the Type > Find Font command to help ensure consistent output by analyzing font usage on pages and in
imported graphics. To find and change specific text attributes, characters, or styles, use the Edit > Find/Change
command instead.
1 Choose Type > Find Font.
2 Select one or more font names in the Fonts In Document list.
3 Do one of the following:

• To find the first occurrence in the layout of the font selected in the list, click Find First. The text using that font
moves into view. The Find First button is unavailable if the selected font is used in an imported graphic or if you
selected multiple fonts in the list.

• To select an imported graphic that uses a font marked in the list by an imported image icon

, click Find Graphic.
The graphic also moves into view. The Find Graphic button isn’t available if the selected font is used only in the
layout or if you selected multiple fonts in the Fonts In Document list.

4 To see details about a selected font, click More Info. To hide the details, click Less Info. The Info area is blank if
you selected multiple fonts in the list.

A font may be listed as Unknown if the file of the selected graphic doesn’t supply information about it. Fonts in
bitmap graphics (such as TIFF images) won’t appear in the list at all because they aren’t true characters.

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5 To replace a font, select the new font you want to use from the Replace With list, and do one of the following:

• To change just one occurrence of the selected font, click Change. This option is not available if multiple fonts are
selected.

• To change the font in that occurrence, and then find the next instance, click Change/Find. This option is not
available if multiple fonts are selected.

• To change all instances of the font selected in the list, click Change All. If you want any paragraph or character
style that includes the font being searched for to be redefined, select Redefine Style When Changing All.
When there are no more occurrences of a font in your file, its name is removed from the Fonts In Document list.
Note: To change fonts in imported graphics, use the program that originally exported the graphic, and then replace the
graphic or update the link using the Links panel.
6 If you clicked Change, click Find Next to locate the next instance of the font.
7 Click Done.

You can open the Find Font dialog box while preflighting a document. In the Preflight dialog box, switch to the Fonts
tab and click Find Font.
To view the system folder in which a font appears, select the font in the Find Font dialog box and choose Reveal In
Explorer (Windows) or Reveal In Finder (Mac OS).

Find/change using queries
You can find and change text, objects, and glyphs by using or constructing a query. A query is a defined find-andchange operation. InDesign offers several preset queries for changing punctuation formats and other useful actions,
such as changing telephone number formats. By saving a query you constructed, you can run it again and share it
with others.
Search using queries
1 Choose Edit > Find/Change.
2 Choose a query from the Query list.

The queries are grouped by type.
3 Specify a range to search on the Search menu.

The search range is not stored with the query.
4 Click Find.
5 To continue searching, click Find Next, Change (to change the most recently found text or punctuation mark),
Change All (a message indicates the total number of changes), or Change/Find (to change text or punctuation marks
and continue your search).

After you select a search query, you can adjust the settings to fine-tune your search.
Save queries

Save a query in the Find/Change dialog box if you want to run it again or share it with others. The names of queries
you save appear in the Query list in the Find/Change dialog box.
1 Choose Edit > Find/Change.
2 Select Text, GREP, or a different tab to undertake the search you want.

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3 Below the Search menu, click icons to determine whether items such as locked layers, master pages, and footnotes
are included in the search. (See “Search options for finding and changing text” on page 107.)

These items are included in the saved query. However the range of the search isn’t saved with the query.
4 Define the Find What and Change To fields. (See “Metacharacters for searching” on page 112 and “Search using
GREP expressions” on page 108.)
5 Click the Save button in the Find/Change dialog box and enter a name for the query.

If you use the name of an existing query, you are asked to replace it. Click Yes if you want to update the existing query.
Delete queries
❖ Select it on the Query list and click the Delete Query button.

Load queries

Customized queries are stored as XML files. The names of customized queries appear in the Query list in the
Find/Change dialog box.
❖ To load a query that was given to you so that it appears in the Query list, copy the query file to the appropriate

location:
Mac OS Users\[username]\Library\Preferences\Adobe InCopy\[Version]\Find-Change Queries\[query type]
Windows XP Documents and Settings\[username]\Application Data\Adobe\InCopy\[Version]\Find-Change
Queries\[query type]
Windows Vista™ Users\[username]\AppData\Roaming\Adobe\InCopy\[Version]\Find-Change Queries\[query type]

Using text macros
Create a text macro
A textmacro is a shortcut for a sequence of keystrokes. A macro can be simple—it can type a word or phrase you use
often—or it can be complex, such as a formatted address. A macro code is the name of the text macro you create. For
example, instead of repeatedly typing “Centers for Disease Control and Prevention,” you can create a macro code
(such as “cdc”) that changes to the full name.
1 Choose Window > Text Macros.
2 If you want to create a text macro from existing text, select the text in the document.
3 Choose New Macro from the Text Macros panel menu, or click the New Macro button

in the Text Macros panel.

4 Enter a macro code in the Macro Code text box. Note that macro codes are case-sensitive.

The code appears in the Text Macros list.
5 For Macro Text, type the text string that you want entered when you activate the text macro.
6 To include text attributes from the existing text when inserting or swapping macro text, select Remember Text
Attributes.

By default, inserted or swapped macro text uses the style attributes of the destination paragraph.
7 To assign a keyboard shortcut for activating the macro, place the cursor in the Macro Key Shortcut text box, and
press the keys you want to use for the shortcut.

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Shortcuts are especially useful if you turn off Automatically Swap Macro Text in the Text Macros panel.
If the keyboard shortcut you want to assign to the macro is already assigned to another function, the alert symbol
appears at the bottom of the dialog box with the message “Currently Assigned To: [function].” If you choose to assign
the keyboard shortcut to the macro, the previous keyboard shortcut function is overridden.
8 Click OK.

You can replace the macro code with macro text automatically while typing, by using a macro key shortcut, or by
choosing Swap Macro Text from the Text Macros panel menu.

See also
“Insert or swap macro text” on page 120

Edit a text macro
1 From the list in the Text Macros panel, double-click the text macro you want to edit, or select it and click the Edit
Text Macro button
in the Text Macros panel.
2 Enter your changes in the text box, and click OK.

Duplicate a macro
Use the Duplicate Macro command to create a copy of an existing macro. The duplicate macro is assigned the same
code as the original, but with a number appended to it, and is listed immediately after the original macro in the Text
Macros panel. For example, duplicating the macro “DOT” creates a copy of the macro, named “DOT1.”
1 Select the text macro you want to duplicate from the list in the Text Macros panel.
2 Choose Duplicate Macro from the Text Macros panel menu.

Delete a text macro
1 Select the text macro you want to delete from the Text Macros panel list.
2 Choose Delete Macro from the Text Macros panel menu.

Important: Once you delete a macro, you cannot undo the deletion.

Insert or swap macro text
You can insert macro text in three different ways: Using the Insert Macro Text command to insert macro text at the
insertion point, having macro text inserted automatically while typing, or swapping existing text with macro text.
Insert macro text automatically

If Automatically Swap Macro Text is selected, macro codes are automatically converted to macro text while you type.
For example, if you created a macro code named CDC, when you type CDC followed by a word-ending character
such a space or period, Center for Disease Control and Prevention appears. The macro code is case-sensitive.
1 Make sure that Automatically Swap Macro Text from the Text Macros panel menu is selected. (A check mark
should appear next to it.)
2 Type the macro code followed by a word-ending character (space, comma, period, or paragraph return).

If you want to restore the macro code text, choose Edit > Undo until the macro code reappears.

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Insert macro text at the insertion point

The Insert Macro Text command places the selected macro text at the current text insertion point.
1 Using the Type tool

, click the location where you want to insert the macro text.

2 Do one of the following:

• Press the macro keyboard shortcut for the macro you want.
• Select the macro you want from the Text Macros panel, and choose Insert Macro Text from the panel menu, or
click the Insert Macro Text button

Swap text with macro text

The Swap Macro Text command searches the text immediately preceding the current text insertion point for any
defined macro code (case-sensitive) and, if one is found, removes the macro code and replaces it with the associated
macro text. For example, you have created a text macro for Centers for Disease Control and Prevention, and the
macro code is CDC. To use the macro, type The CDC, and then with the text insertion point placed immediately
following the macro code, choose Swap Macro Text. InCopy then searches the text immediately preceding the
insertion point and replaces CDC with the macro text Centers for Disease Control and Prevention.
1 Using the Type tool
you want to replace.

, click to the immediate right of the macro code that you want to replace, or select the text

2 Choose Swap Macro Text from the Text Macros panel menu, or choose Edit > Swap Macro Text.

Note: The Swap Macro Text command does not continue to search the entire document for every occurrence of the macro
code. To find and replace all instances of a word or phrase, use the Find/Change command.

Text variables
Create and edit text variables
A text variable is an item you insert in your document that varies according to the context. For example, the Last
Page Number variable displays the page number of the last page of the document. If you add or remove pages, the
variable is updated accordingly.
InCopy includes several preset text variables that you can insert in your document. You can edit the format of these
variables, or you can create your own. Some variables, such as Running Header and Chapter Number, are especially
useful for adding to master pages to ensure consistent formatting and numbering. Other variables, such as Creation
Date and File Name, are useful for adding to the slug area for printing.
Note: Adding too much text to a variable may cause overset or compressed text. Variable text does not break across lines.
Create or edit text variables

The options available for creating the variable depend on the type of variable you specify. For example, if you choose
the Chapter Number type, you can specify text to appear both before and after the number, and you can specify the
numbering style. You can create several different variables based on the same variable type. For example, you can
create one variable that displays “Chapter 1” and another that displays “Ch. 1.”

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Similarly, if you choose the Running Header type, you can specify which style is used as the basis for the header, and
you can select options for deleting end punctuation and changing the case.
1 If you want to create text variables for use in all new documents you create, close all documents. Otherwise, the
text variables you create appear only in the current document.
2 Choose Type > Text Variables > Define.
3 Click New, or select an existing variable and click Edit.
4 Type a name for the variable, such as “Full Chapter” or “Running Title.”
5 From the Type menu, choose a variable type, specify the options for that type, and then click OK.

Different options are available depending on the variable type you select.
Text Before / Text After For all variable types (except Custom Text) you can specify text that will be added before or

after the variable. For example, you can add the word “of ” before the Last Page Number variable and the phrase “total
pages” after the variable to create an “of 12 total pages” effect. You can also paste text into the these boxes, but special
characters such as tabs and auto page numbers are stripped out. To insert special characters, click the triangle to the
right of the text box.
Style For all numbered variable types, you can specify the numbering style. If [Current Numbering Style] is selected,

the variable uses the same numbering style selected in the document’s Numbering & Section Options dialog box.
Variable types
Chapter Number

A variable created with the Chapter Number type inserts the chapter number. You can insert text before or after the
chapter number, and you can specify a numbering style.
If the document’s chapter number is set to continue from the previous document in the book, you may need to
update the book’s numbering in order for the appropriate chapter number to appear.
Creation Date, Modification Date, and Output Date

Creation Date inserts the date or time the document is first saved; Modification Date inserts the date or time the
document was last saved to disk; Output Date inserts the date or time the document starts a print job, exports to PDF,
or packages the document. You can insert text before and after the date, and you can modify the date format for all
date variables.
Date Format You can type date formats directly into the Date Format box, or you can choose format options by

clicking the triangle to the right of the box. For example, the date format “MM/dd/yy” displays as 12/22/07. By
changing the format to “MMM. d, yyyy” the date will display as Dec. 22, 2007.
Date variables use the language applied to text. For example, the creation date may appear in Spanish text as “01
diciembre 2007” and in German as “01 Dezember 2007.”

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Abbreviation

Description

Example

Month number, no
leading zero

Month number, leading
zero

MMM

Abbreviated month
name

Aug

MMMM

Full month name

August

Day number, no leading
zero

Day number, leading zero 05

Weekday name, abbreviated

Fri

EEEE

Full weekday name

Friday

yy or YY

Year number, last two
digits

y or YYYY

Full year number

2007

G or GGGG

Era, abbreviated or
expanded

AD or Anno Domini

Hour, no leading zero

Hour, leading zero

Hour, no leading zero,
24-hour format

Hour, leading zero,
24-hour format

Minute, no leading zero

Minute leading zero

second, no leading zero

second, leading zero

AM or PM, two characters PM

z or zzzz

Time zone, abbreviated
or expanded

PST or Pacific Standard Time

File Name

This variable inserts the name of the current file into the document. It’s commonly added to the slug area of the
document for printing or used in headers and footers. In addition to Text Before and Text After, you can choose the
following options.
Include Entire Folder Path Select to include the full folder path with the file name. The standard path conventions

for either Windows or Mac OS are used.
Include File Extension Select to include the file name extension.

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The File Name variable is updated whenever you save the file with a new name or to a new location. The path or
extension does not appear in the document until it’s saved.
Last Page Number

The Last Page Number type is useful for adding the total number of pages in a document to headers and footers using
the common “Page 3 of 12” format. In this case, the number 12 is generated by the Last Page Number, and it’s updated
whenever pages are added or removed. You can insert text before or after the last page number, and you can specify
a numbering style. From the Scope menu, choose an option to determine whether the last page number in the section
or document is used.
Note that the Last Page Number variable does not count the pages in the document.
Running Header (Paragraph or Character Style)

By default, the Running Headers variables insert the first or last occurrence (on the page) of the text to which the
specified style is applied. See “Create variables for running headers and footers” on page 124 for a description of
Running Header variable options.
Custom Text

This variable is commonly used for inserting placeholder text, or a text string that may need to be changed quickly.
For example, if you’re working on a project that uses a code name for a company, you can create a custom text variable
for the code name. When you are able to use the real company name, you can simply change the variable to update
all the occurrences.
To insert special characters in a text variable, click the triangle to the right of the text box.

Create variables for running headers and footers
By default, the Running Header variables insert the first occurrence (on the page) of the text to which the specified
style is applied.
1 If your content is not already formatted, create and apply the paragraph style or character style for the text you

want to appear in the header (such as a title or heading style).
2 Choose Type > Text Variables > Define.
3 Click New, and then type a name for the variable.
4 From the Type menu, choose Running Header (Paragraph Style) or Running Header (Character Style).
5 Specify the following options:
Style Choose the style to display in your header or footer.
Use Decide whether you want the first or last occurrence of the style that’s applied on the page. First On Page is

defined as the first paragraph (or character) that begins on a page, not one that begins on a previous page and ends
on the current page. If there is no occurrence of the style on the page, the previous occurrence of the applied style is
used. If there is no previous occurrence in the document, the variable is empty.
Delete End Punctuation If selected, the variable displays the text minus any end punctuation (periods, colons, exclamation marks, and question marks).
Change Case Select this option to change the case of the text that appears in the header or footer. For example, you

may want to use sentence case in your footer, even though the heading on the page appears in title case.
6 Click OK, and then click Done in the Text Variables dialog box.

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If a header or footer text frame has been created on the master page of the InDesign document, you can insert the
variable in the header or footer. (See “Edit text on a master page” on page 96.)

Insert text variables
1 Place the insertion point where you want the variable to appear.
2 Choose Type > Text Variables > Insert Variable, and then choose the variable you want to insert.

The variable appears on the page as if you’d typed it in the document. For example, the Creation Date variable might
appear as December 22, 2007. If you choose Type > Show Hidden Characters, the variable instance is surrounded by
a box using the current layer color.

Delete, convert, and import text variables
Use the Text Variables dialog box to delete, convert, and import text variables.
Delete text variables

If you want to delete an instance of text variable inserted in a document, simply select the variable and press
Backspace or Delete. You can also delete the variable itself. When you do so, you can decide how to replace the
variables inserted in the document.
1 Choose Type > Text Variables > Define.
2 Select the variable, and then click Delete.
3 Specify how the variable will be replaced by specifying a different variable, converting the variable instances to
text, or deleting the variable instances altogether.
Convert text variables to text

• To convert a single instance, select the text variable in the document window, and then choose Type > Text
Variables > Convert Variable To Text.

• To convert all instances of the text variable in the document, choose Type > Text Variables > Define, select the
variable, and then click Convert To Text.
Import text variables from another document
1 Choose Type > Text Variables > Define.
2 Click Load, and then double-click the document that has the variables you want to import.
3 In the Load Text Variables dialog box, make sure that a check mark appears next to the variables you want to
import. If any existing variable has the same name as one of the imported variables, choose one of the following
options under Conflict With Existing Text Variable, and then click OK:
Use Incoming Definition Overwrites the existing variable with the loaded variable and applies its new attributes to

all text in the current document that used the old variable. The definition of the incoming and existing variables are
displayed at the bottom of the Load Text Variables dialog box so that you can view a comparison.
Auto-Rename Renames the loaded variable.

4 Choose Done, and then click OK.

You can also copy variables to other documents when you synchronize a book file.

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Tracking and reviewing changes
Track changes
One of the most valuable InCopy features is the ability to track changes made to a story by each contributor in the
writing and editing process. Whenever anyone adds, deletes, or moves text within an existing story, the change is
marked in Galley and Story views. You can see the date and time of each change in the Change Info panel, along with
the contributor’s name and type of change made.
Use the Track Changes toolbar in InCopy to turn Track Changes on or off and to show, hide, accept, or reject changes
made by contributors. Contributors can also make annotations on the screen using the Notes command.
B

A
D

Change tracking shown in Galley view
A. Change bars B. Added text C. Deleted text D. Moved text (from) E. Moved text (to)

See also
“About editorial notes” on page 129
Turn on change tracking
1 Do any of the following:

• Open the story you want to edit, and then choose Changes > Track Changes in Current Story. A check mark
appears next to the option, indicating that it is active.

• Click the Track Changes in Current Story button

in the Track Changes toolbar.

• To enable tracking in all open stories in a multistory document, choose Changes > Enable Tracking in All Stories.
• To change the default for new documents, close all documents, and then choose Changes > Track Changes in
Current Story.
2 Add, delete, or move text within the story as needed.

Note: When Track Changes is turned on, a track changes icon
and Story view.

appears at the right end of the Story bar in Galley view

How change tracking is displayed

When Track Changes is turned on, each change is marked by default as follows in Galley and Story view:

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Preference settings let you choose a color to identify your changes, as well as select which changes (adding, deleting,
or moving text) you want tracked and the appearance of tracking. (See “Set Track Changes preferences” on page 129.)
Added text Highlighted.
Deleted text Highlighted and marked with a strikethrough.
Moved (cut-and-pasted) text Highlighted and marked with a strikethrough in its original location; highlighted and

boxed in the new location.
Note: If you cut text from one InCopy document and paste it into another, it is displayed as deleted text in the document
of its original location and as added text in its new location.
Copied text Highlighted in the new location. The original text is unchanged.
Change bars A change bar is a vertical line that appears to the left of a line of text that has been changed. You can

choose whether to show or hide change bars as you work. You can also specify what color to use for displaying the
change bars.
Show or hide changes

When changes are hidden, the text appears as it would with the change-tracking feature turned off. That is, added
text is visible, deleted text is invisible, and moved or pasted text appears where it has been inserted.
When change-tracking is turned on, editing is tracked regardless of whether you work in Galley, Story, or Layout
view. You can view changes only in the Galley and Story views, not the Layout view. Text edits in InDesign are also
tracked although changes are visible only in InCopy.
❖ Do one of the following:

• Choose View > Show Changes or View > Hide Changes.
• Click the Show/Hide Changes button

in the Track Changes toolbar.

Turn off change tracking
❖ Do any of the following:

• Choose Changes > Track Changes in Current Story. Track Changes is off when no check mark appears next to the
option.

• Click the Track Changes in Current Story button

in the Track Changes toolbar.

• To disable tracking in all open stories in a multistory document, choose Changes > Disable Tracking in All Stories.
Note: If you disable tracking, no further changes will be tracked. Previously tracked changes will not be affected.
View change information in the Change Info panel
1 Choose Window > Change Info.
2 Click the insertion point in a change. The Change Info panel displays the date, time, and other change information.

Accept and reject changes
When changes have been made to a story, whether by you or by others, the change-tracking feature enables you to
review all changes and decide whether to incorporate them into the story. You can accept or reject single changes,
only portions of a tracked change, or all changes at once.

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When you accept a change, it becomes a normal part of the text flow and is no longer highlighted as a change. When
you reject a change, the text reverts to how it was before the change was made. To accept or reject tracked changes,
you can use either the Changes menu or the Change buttons on the Track Changes toolbar.

Track Changes toolbar
A. Enable/Disable Track Changes in Current Story B. Show/Hide Changes C. Previous Change D. Next Change E. Accept Change F. Reject
Change G. Accept All Changes H. Reject All Changes

Review changes using the toolbar
1 In Galley or Story view, position the insertion point at the beginning of the story.
2 Click the Next Change button

3 Do one of the following:

• To accept the highlighted change and incorporate it into the text flow, click the Accept Change button
• To reject the change and revert to the original text, click the Reject Change button
• To move back to the previous change, click the Previous Change button

• To skip over a change and move to the next one, click the Next Change button

Note: If you change your mind about accepting or rejecting a change, you can undo the change by choosing Edit > Undo
or pressing Ctrl+Z (Windows) or Command+Z (Mac OS).
Accept or reject a change
1 In Galley or Story view, click anywhere within the block of changed text.
2 To accept the change, do one of the following:

• Choose Changes > Accept Change.
• Click the Accept Change button

on the Track Changes toolbar.

3 To reject the change, do one of the following:

• Choose Changes > Reject Change.
• Click the Reject Change button

on the Track Changes toolbar.

Partially accept or reject a change
1 Using the Type tool , select the portion of the text you want to accept.
2 To accept the selected portion of the change, do one of the following:

• Choose Changes > Accept Change.
• Click the Accept Change button

on the Track Changes toolbar.

3 To reject the selected portion of the change, do one of the following:

• Choose Changes > Reject Change.
• Click the Reject Change button

on the Track Changes toolbar.

Accept or reject all changes without reviewing
1 In Galley or Story view, click anywhere within the block of changed text.

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2 Choose Changes > Accept All Changes or Reject All Changes.
3 In the message that appears asking whether you want to accept or reject all changes, click OK.

To display Accept All Changes and Reject All Changes buttons on the Track Changes toolbar, choose Customize from
the toolbar menu, select Accept All/Reject All, and then click OK.

Set Track Changes preferences
Preference settings let you control many tracking options. You can choose a color to identify your changes and select
what changes you want tracked: adding, deleting, or moving text. You can also set the appearance of each type of
tracked change, and you can have changes identified with colored change bars in the margins.
1 Choose Edit > Preferences > Track Changes (Windows) or InCopy > Preferences > Track Changes (Mac OS).
2 Select each type of change that you want to track.
3 For each type of change, specify the text color, background color, and marking method.

By default, all three types of change use the text color and background user color. Deleted text is marked with a
strikethrough, and moved text is marked with an outline. Added text is marked with the user color. (For information
on changing the user color, see “Change the user name and color” on page 129.)
4 To show change bars, select the Change Bars option. Choose a color from the Change Bar Color menu, and specify
whether you want change bars to appear in the left or right margin.
5 Select Include Deleted Text When Spellchecking if you want to spell-check text marked to be deleted.

This option affects only the spell-checking of deleted text in Galley View or Story View. You cannot find deleted text
in Layout View.
6 Click OK.

Change the user name and color
1 Close all open stories.
2 Choose File > User.
3 Specify the user name and color to be used for change-tracking and notes, and then click OK.

Using editorial notes
About editorial notes
Editorial notes are brief comments or annotations for yourself or other contributors. In Galley and Story views, all
notes are displayed inline (within the text), and the content of the note is displayed between note bookends
. In
Layout view, each note is indicated by a note anchor . The content of the note is displayed in the Notes panel and
can be color-coded for each user.

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Note bookends shown in Galley view (left) and Note anchor shown in Layout view (right)

See also
“Specify note preferences” on page 134

Notes panel overview
The Notes panel contains the name of the note’s author, the date and time it was last modified, the story label, the
page number, the note number out of total notes, the number of characters and words, and the content of the note.

Notes panel
A. User color B. Show/Hide notes C. Go to note anchor D. Go to previous note E. Go to next note F. New note G. Delete note

Note: Regardless of which view you are using, the content of the Notes panel appears the same.

See also
“Specify note preferences” on page 134

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Open the Notes panel
❖ Do one of the following:

• Choose Window > Notes.
• In Layout view, choose Notes > New Note.

Use Notes Mode
Notes Mode is a convenient way to add, split, or delete notes, depending on where the insertion point is located or
what text is selected.
1 Do any of the following:

• To create a new note, place the insertion point in text.
• To convert text to a note, select the text.
• To split a note, place the insertion point inside a note.
• To convert the note to text, select the note bookends (in Galley view or Story view).
• To move the insertion point out of a note, place the insertion point at the beginning or end of the note.
2 Choose Notes > Notes Mode.

See also
“Keys for working with text” on page 262

Add a note
1 Do either of the following:

• Using the Type tool

click where you want to place the note, and choose Notes > New Note.

• Using the Note tool

, click where you want to place the note.

Adding a note in Layout view opens the Notes panel if it is not already open.
2 In Galley or Story view, type your note between the note bookends. In Layout view, type your note in the Notes
panel.

You can add as many notes as you want in any location. However, you cannot create a note within another note.
You can also add a note using Notes Mode. (See “Use Notes Mode” on page 131.)

Convert text to a note
1 Select the text that you want to move into a new note.
2 Choose Notes > Convert to Note.

A new note is created. The selected text is removed from the body of the story and pasted into the new note. The
note anchor or bookend is located where the text you selected was cut.
If you add notes to a linked InCopy story, they also appear in the story in InDesign, and can be edited in InDesign.
You can also convert text to a note using Notes Mode. (See “Use Notes Mode” on page 131.)

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You can assign keyboard shortcuts to convert a word, line, paragraph, or story to a note. Choose Edit > Keyboard
Shortcuts, and then choose Notes Menu from the Product Area menu. Add a shortcut to the command, and then
click OK.

Convert notes to text
1 Open the Notes panel.
2 Select the text in the Notes panel that you want to add to the text of the document. Or, in Galley view, select the
text in the inline note.
3 Choose Notes > Convert to Text.

You can also convert notes to text using Notes Mode. (See “Use Notes Mode” on page 131.)
Note: If you select only a portion of the note contents when you convert the contents to text, the original note will be
divided into two separate notes, and the portion of the note contents that is converted to text will appear between the
two new notes.

Navigate between notes
When you navigate through notes, the active text insertion point moves from the current note anchor to the anchor
of the next or previous note. When navigating between notes in Layout view, click the Go to Note Anchor button
to view the note anchor associated with the note displayed in the Notes panel.
1 Click anywhere within the contents of a story.
2 Do one of the following:

• Choose Notes > Previous Note or Notes > Next Note.
• Select Previous Note or Next Note from the Notes panel menu.
• Click the Go to Previous Note button

or the Go To Next Note button in the Notes panel.

Note: In the Galley and Story views, you can use the Find/Change command to locate a note. The Notes section of the
Preferences dialog box contains a setting to include notes in Find/Change searches.

Split a note
1 In the Notes panel or in the note itself, place the insertion point where you want to split the note.

You cannot split a note if the insertion point is at the beginning or end of the note, or if the note is empty.
2 Do one of the following:

• Choose Notes > Split Note.
• Choose Split Note from the Notes panel menu. The active text insertion point is placed between the two split
notes.
You can also split a note using Notes Mode. (See “Use Notes Mode” on page 131.)

Expand or collapse notes
When expanded, the content of the note appears between the bookends. As you enter the content of the note, the
bookends move apart to accommodate the text. You can collapse the bookends to hide the content of the note.
1 Select the Type tool

, and then click the begin-note bookend

or the end-note bookend

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2 If the insertion point is in a note container, choose Notes > Collapse Note.

To expand or collapse all notes in the active story, choose Notes > Expand/Collapse Notes in Story.

Select and open a note in Layout view
A note anchor marks the location of a note in Layout view. The Notes panel displays the contents of the note, along
with specific information about the note.
1 Select the Type tool

or Note tool

2 Move the pointer over the note anchor until the pointer appears as a pointing hand.
3 Do one of the following:

• Click the note anchor.
• Choose Notes > Previous Note or Notes > Next Note.

Edit a note
• In Galley view or Story view, select the Type tool

, and then click between the bookends of the note you want

to edit, and make your changes.

• In Layout View, select the Type tool

, click the note anchor to open the note in the Notes panel, and make your

changes.

Check spelling or find/change text in notes
1 Select the Galley or Story view tab.
2 Expand the notes you want to spell-check or search. Choose Notes > Expand/Collapse Notes in Story to expand
all notes.
3 Choose Edit > Spelling > Check Spelling or Edit > Find/Change.

Note: If you choose Change All while spell-checking or finding text, text in collapsed notes is ignored in Galley View or
Story View, but all occurrences of the text are replaced in Layout View.

See also
“Specify note preferences” on page 134

Move or duplicate notes
You can move or duplicate notes.
Move or duplicate notes in Galley and Story views
1 Shift+Alt-click (Windows) or Shift+Option-click (Mac OS) the start-note or end-note bookend to select the note.
2 Do one of the following:

• Drag the selected note to move it.
• Shift-drag the selected note to duplicate it.

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Duplicate a note anchor in Layout view
❖ Do one of the following:

• Using the Type tool

, drag across the note anchor to highlight it, and then choose Edit > Copy. Paste it in a

different location.

• Using the Note tool or Type tool, hold down Shift, and drag the anchor to where you want to place it in the text.

Delete notes
• To delete a single note, Shift+Alt-click (Windows) or Shift+Option-click (Mac OS) the start-note or end-note
bookend to select the note, and then choose Notes > Delete Note.

• To delete all notes in the active story, choose Notes > Remove Notes from Story.
• To delete all notes in the document, choose Notes > Remove All Notes.

Printing and exporting notes
When you print an InCopy document, you can print any notes that are included in the document at the same time.
You can also export notes from InCopy as PDF annotations.

See also
“Printing with InCopy” on page 232
“Export an InCopy document to Adobe PDF” on page 238

Specify note preferences
Preferences settings let you set the color for note anchors, bookends, and backgrounds when inline in the Galley and
Story views. You can also choose to display note info as a tool tip, as well as choose whether to include note content
in Find/Change operations and spell checking in the Galley and Story views.
1 Choose Edit > Preferences > Notes (Windows) or InCopy > Preferences > Notes (Mac OS).
2 Select a color for note anchors and note bookends from the Note Color menu. Select [User Color] to use the color

specified in the User dialog box. This is especially useful if more than one person is working on the file.
3 Select Show Note Tool Tips to display note information and some or all of the note content as a tool tip when the
mouse pointer hovers over a note anchor in Layout view or a note bookend in Galley or Story view.
4 Specify whether you want to include inline note content when using the Find/Change and Spell Check commands
(in Galley and Story views only).

Note: In Layout view, you cannot use the Find/Change and Spell Check commands to search for the contents of notes,
regardless of the settings in the Preferences dialog box. However, Change All does edit the contents of notes.
5 Select either [None] or [Note Color] (the color you chose in step 2) to use for the background color of an inline note.
6 Click OK.

See also
“Change the user name and color” on page 129

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Footnotes
Create footnotes
A footnote consists of two linked parts: the footnote reference number that appears in text, and the footnote text that
appears at the bottom of the column. You can create footnotes or import them from Word or RTF documents.
Footnotes are automatically numbered as they are added to a document. Numbering restarts in each story. You can
control the numbering style, appearance, and layout of footnotes. You cannot add footnotes to tables or to footnote text.
For a video on creating footnotes, see www.adobe.com/go/vid0218.
1 Place the insertion point where you want the footnote reference number to appear.
2 Choose Type > Insert Footnote.
3 Type the footnote text.

Footnote added to document
A. Reference number B. Footnote text

As you type in Layout view, the footnote area expands while the text frame remains the same size. The footnote area
continues to expand upward until it reaches the line with the footnote reference. At that point, the footnote is split
to the next page, if possible. If the footnote cannot be split, and if more text is added than can fit in the footnote area,
the line containing the footnote reference is moved to the next page, or an overset icon appears. In such a case, you
should considering changing the text formatting.
When the insertion point is in a footnote, you can choose Type > Go To Footnote Reference to return to where you
were typing. If you use this option frequently, consider creating a keyboard shortcut.

See also
“Work with footnote text” on page 137
“Place (import) text” on page 90

Change footnote numbering and layout
Changes you make to footnote numbering and layout affect existing footnotes and all new ones.
Note: In InCopy, change footnote numbering and layout options only for standalone documents. The InDesign
document’s footnote settings will override any changes you make to a linked (managed) file in InCopy.
1 Choose Type > Document Footnote Options.
2 In the Numbering and Formatting tab, select options that determine the numbering scheme and formatting
appearance of the reference number and footnote text.

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3 Click the Layout tab, and select options that control the look of the footnote section on the page.
4 Click OK.
Footnote numbering and formatting options

The following options appear in the Numbering and Formatting section of the Footnote Options dialog box:
Numbering Style Choose the numbering style for footnote reference numbers.
Start At Specify the number used for the first footnote in the story. Each story in a document begins with the same

Start At number. If you have multiple documents in a book with continued page numbering, you may want to start
the footnote numbering in each chapter to continue where the last chapter left off.
Restart Numbering Every If you want numbering to restart within the document, select this option and choose Page,

Spread, or Section to determine when footnote numbering is restarted. Some numbering styles, such as asterisks (*),
work best when reset every page.
Show Prefix/Suffix In Select this option to show prefixes or suffixes in the footnote reference, the footnote text, or

both. Prefixes appear before the number (such as [1) and suffixes appear after the number (such as 1]). This option
is especially useful for placing footnotes within characters, such as [1]. Type a character or characters or select an
option for Prefix, Suffix, or both. To select special characters, click the icons next to the Prefix and Suffix controls to
display a menu.
If you think the footnote reference number is too close to the preceding text, adding one of the space characters as a
prefix might improve the appearance. You can also apply a character style to the reference number.
Position This option determines the appearance of the footnote reference number, which is superscript by default.

If you prefer to format the number using a character style (such as a character style that includes OpenType superscript settings), choose Apply Normal, and specify the character style.
Character Style You may want to choose a character style to format the footnote reference number. For example,
instead of using superscript, you might want to use a character style at a normal position with an elevated baseline.
The menu displays the character styles available in the Character Styles panel.
Paragraph Style You may want to choose a paragraph style that formats the footnote text for all footnotes in the

document. The menu displays the paragraph styles available in the Paragraph Styles panel. By default, the [Basic
Paragraph] style is used. Note that the [Basic Paragraph] style may not have the same appearance as the default font
settings for the document.
Separator The separator determines the white space that appears between the footnote number and the start of the
footnote text. To change the separator, first select or delete the existing separator, and then choose a new separator.
You can include multiple characters. To insert white space characters, use the appropriate metacharacter, such as ^m
for em space.

Footnote layout options

The following options appear in the Layout section of the Footnote Options dialog box:
Minimum Space Before First Footnote This option determines the minimum amount of space between the bottom

of the column and the first footnote line. You cannot use a negative value. Any Space Before setting in the footnote
paragraph is ignored.
Space Between Footnotes This option determines the distance between the last paragraph of one footnote and the

first paragraph of the next footnote in a column. You cannot use a negative value. The Space Before/Space After
values in a footnote’s paragraph apply only if the footnote includes multiple paragraphs.

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First Baseline Offset This option determines the distance between the start of the footnote area (where the footnote

divider appears by default) and the first line of footnote text.
Place End of Story Footnotes at Bottom of Text Select this option if you want the last column’s footnotes to appear

just below the text in the last frame of the story. If this option is not selected, any footnote in the last frame of the
story appears at the bottom of the column.
Allow Split Footnotes Select this option if you want footnotes to break across a column when the footnote exceeds
the amount of space available for it in that column. If splitting is not allowed, the line containing the footnote
reference number moves to the next column, or the text becomes overset.

Footnote split across column.

If Allow Split Footnotes is turned on, you can still prevent an individual footnote from splitting by placing the
insertion point in the footnote text, choosing Keep Options from the Paragraph panel menu, and selecting the Keep
Lines Together and All Lines In Paragraph options. If the footnote contains multiple paragraphs, use the Keep With Next
X Lines option in the first paragraph of the footnote text. You can choose Type > Insert Break Character > Column Break
to control where the footnote is split.
Rule Above Specify the location and appearance of the footnote divider line that appears above the footnote text and
the divider line that appears above any footnote text continued in a separate frame. The options you select apply to
either the First Footnote in Column or Continued Footnotes, whichever is selected in the menu. These options are
similar to those that appear when you specify a paragraph rule. If you don’t want a rule to appear, deselect Rule On.

Delete footnotes
❖ To delete a footnote, select the footnote reference number that appears in text, and then press Backspace or Delete.

If you delete only the footnote text, the footnote reference number and footnote structure remain.

Work with footnote text
As you edit footnote text, note the following:

• When the insertion point is in footnote text, choosing Edit > Select All selects all the footnote text for that
footnote, but no other footnote or text.

• Use the arrow keys to navigate among footnotes.
• In Galley view or Story view, you can click the footnote icon to expand or collapse footnotes. You can expand or
collapse all footnotes by right-clicking (Windows) or Ctrl-clicking (Mac OS) a footnote and choosing Expand All
Footnotes or Collapse All Footnotes.

• You can select and apply character and paragraph formatting to footnote text. You can also select and change the
appearance of the footnote reference number, but the recommended method is using the Document Footnote
Options dialog box.

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• When you cut or copy text that includes the footnote reference number, the footnote text is also added to the
clipboard. If you copy the text to a different document, the footnotes in that text use the characteristics of the new
document’s numbering and layout appearance.

• If you accidentally delete the footnote number at the start of the footnote text, you can add it back by placing the
insertion point at the beginning of the footnote text, right-clicking (Windows) or Control-clicking (Mac OS), and
choosing Insert Special Character > Markers > Footnote Number.

• Text wrap has no effect on footnote text.
• If you clear overrides and character styles on a paragraph that includes a footnote reference marker, the footnote
reference numbers lose the attributes you applied in the Document Footnote Options dialog box.

Copyfitting text
Copyfitting text
InCopy keeps track of several text statistics and makes this data available in the Copyfit Info toolbar. As you write
your story, the Copyfit Info toolbar automatically displays the number of lines, words, and characters, and the
vertical depth at the bottom of the work area for both linked and stand-alone stories in Galley and Layout views.
Note: You can make the Copyfit Info toolbar a floating panel. (See “Use toolbars” on page 20.)
For linked InCopy documents or for stand-alone documents with a Depth setting, the Copyfit Progress Info box
indicates the precise amount by which a story is too long or too short. If the story doesn’t fill the frames assigned to
it, the copyfit box turns blue and displays a count. The length of the blue bar indicates roughly what percentage of
the frame is currently filled with text. The shorter the blue bar, the more text you need to add to fill the space.

Copyfit Info toolbar

If the text overflows the assigned frame space, a copyfit line indicates where overset text begins, and the Copyfit
Progress Info box turns red and displays the amount you need to cut to fit copy into the frame. (See “Editing overset
text” on page 139.)
Note: The red bar is always the same length. It does not reflect any percentage of the space available.

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Copyfit Info as a floating panel

The Copyfit Info toolbar also includes options for displaying the number of lines, words, and characters, and the
vertical depth in the current selection, from the beginning of the current story to the current insertion point, or from
the current insertion point to the end of the current story. (See “Customize Copyfit Info settings” on page 139.)
When you show hidden characters (choose Type > Show Hidden Characters), InCopy displays a hash mark (#) at the
end of the last character to indicate the end of the text flow for a story. (See “View hidden characters” on page 96.)

Customize Copyfit Info settings
• To add Copyfit Info controls, click the triangle on the right side of the Copyfit Info toolbar, choose Customize,
select which items you want to appear in the toolbar, and then click OK.

• To include footnote text in text statistics, choose Include Footnotes in Text Statistics from the Copyfit Info toolbar menu.
• To define word count based on a specified number of characters rather than actual words, choose Define Word
Count from the Copyfit Info toolbar menu, select Count Every, specify the number of characters, and click OK.

• To stop updating text statistics while you type, turn off Update Info Automatically from the Copyfit Info toolbar menu.

Editing overset text
If a story is linked to an InDesign layout, the story is limited to the frames the designer specifies. If you specified a
Depth setting when creating a stand-alone InCopy document, the story is limited to that depth. When you type more
than the allowed length of text, the text is overset. When the story is underset, there is space available to be filled with
text. As you write and edit, you can tell when your story fits perfectly into the InDesign layout. You can still edit
overset text.
In Galley view or Story view, overset text is set apart from the rest of the story by a copyfit break line. You use the
same procedures to write and edit the text, whether it is above or below the copyfit break line.
In Layout view, overset text is not visible, but the Copyfit Progress Info box indicates the number of overset lines in
the document.
If you’re writing or editing a threaded story in Layout view, you don’t need to do anything special when you reach
the end of a frame. The insertion point automatically follows the story thread from frame to frame as you type.

Show or hide the depth ruler
❖ In Galley or Story view, choose View > Show Depth Ruler or Hide Depth Ruler.

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To change the units of measurement used for the depth ruler, change the Vertical setting in Units & Increments
Preferences.

Checking spelling
Check spelling
You can check the spelling in a document or in all open stories. InCopy highlights misspelled or unknown words,
repeated words (such as “the the”), uncapitalized words, and uncapitalized sentences. When performing a spell
check, InCopy checks all XML content and expanded inline notes.
When you check spelling, InCopy uses the dictionary for the languages you assigned to the text in your document.
InCopy uses the Proximity language dictionaries for both spelling and hyphenation. Each dictionary contains
hundreds of thousands of words with standard hyphenation breaks.
For stand-alone stories (stories not linked to an InDesign layout), you can customize language dictionaries to ensure
that any unique vocabulary you use is recognized and treated correctly. For example, when you run a spelling check
(Edit > Check Spelling), you can click Add and enter the settings you want.

See also
“Assign a language dictionary to selected text” on page 143
Set spelling preferences
1 Choose Edit > Preferences > Spelling (Windows) or InCopy > Preferences > Spelling (Mac OS).
2 Do any of the following:

• Select Misspelled Words to find words that do not appear in the language dictionary.
• Select Repeated Words to find duplicate words such as “the the.”
• Select Uncapitalized Words to find words (such as “germany”) that appear in the dictionary only as capitalized
words (“Germany”).

• Select Uncapitalized Sentences to find uncapitalized words following periods, exclamation marks, and question
marks.
3 Select Enable Dynamic Spelling to underline potentially misspelled words while you type.
4 Specify the underline color of misspelled words (words not found in the user dictionaries), repeated words (such
as “the the”), uncapitalized words (such as “nigeria” instead of “Nigeria”), and uncapitalized sentences (sentences that
don’t begin with a capital letter).

Note: To spell-check notes, make sure that Include Note Content When Checking Spelling is selected in Notes preferences.
Check spelling
1 If your document includes foreign-language text, select the text and use the Language menu on the Character

panel to specify the language for that text.
2 Choose Edit > Spelling > Check Spelling.

Spell-checking begins.

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Important: The Check Spelling command does not check collapsed stories in a multistory file. However, when you select
Change All or Ignore All, all collapsed stories and tables are affected.
3 If you want to change the range of your spell-checking, do any of the following, and then click Start to begin
checking the spelling:

• Select Document to check the entire document. Select All Documents to check all open documents.
• Select Story to check all text in the currently selected frame, including text in other threaded text frames and
overset text. Select Stories to check stories in all selected frames.

• Select To End Of Story to check from the insertion point.
• Select Selection to check only selected text. This option is available only if text is selected.
4 When unfamiliar or misspelled words or other possible errors are displayed, choose an option:

• Click Skip to continue spell-checking without changing the highlighted word. Click Ignore All to ignore all occurrences of the highlighted word, until InCopy is restarted.

• Select a word from the Suggested Corrections list or type the correct word in the Change To box, and then click
Change to change only that occurrence of the misspelled word. You can also click Change All to change all occurrences of the misspelled word in your document.

• To add a word to a dictionary, select the dictionary from the Add To menu, and click Add.
• Click Dictionary to display the Dictionary dialog box, where you can specify the target dictionary and language,
and specify hyphenation breaks in the added word.

Correct spelling errors as you type
By turning on Autocorrect, you can allow capitalization errors and common typing mistakes to be replaced while
you type. Before Autocorrect will work, you must create a list of commonly misspelled words and associate them
with the correct spelling.
1 Choose Edit > Preferences > Autocorrect (Windows) or InCopy > Preferences > Autocorrect (Mac OS).
2 Choose Enable Autocorrect. (You can also choose Edit > Spelling > Autocorrect to turn this feature on or off

quickly.)
3 From the Language menu, choose which language the autocorrections are applied to.
4 To correct capitalization errors (such as typing “germany” instead of “Germany”), select Autocorrect Capitalization Errors. You don’t need to add the capitalized words to the list of autocorrections.
5 To add a word that you commonly misspell, click Add, type the misspelled word (such as “teh”), type the

correction (such as “the”), and then click OK.
6 Continue to add words that you commonly misspell, and then click OK.

When you type any misspelled word you added to the list, the word is automatically replaced by the word you entered
as the correction.

See also
“Use dynamic spelling” on page 142

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Use dynamic spelling
When dynamic spelling is enabled, you can correct spelling errors by using the context menu. Potentially misspelled
words are underlined (based on the dictionary associated with the language of the text). If you type words in a
different languages, select the text and assign the correct language.
1 To enable dynamic spelling, choose Edit > Spelling > Dynamic Spelling.

Potentially misspelled words are underlined in your document.
2 Right-click (Windows) or Control-click (Mac OS) the underlined word, and do one of the following:

• Select a suggested correction. If a word is repeated or needs to be capitalized, you can choose Delete Repeated
Word [word] or Capitalize [word].

• Select Add [word] To User Dictionary. This automatically adds the word to the current dictionary without opening
the Dictionary dialog box. The word remains unchanged in the text.

• Select Dictionary. This opens the Dictionary dialog box where you can select the Target dictionary and Language,
change hyphenation breaks, and then click Add. The word is added to the selected dictionary and remains
unchanged in the text.

• Select Ignore All to ignore occurrences of this word in all documents. When InCopy is restarted, the word is
flagged again as a misspelling.
Note: If you select Ignore All and then decide that you don’ t want to ignore that word after all, Choose Ignored Words
from the Dictionary List menu in the Dictionary dialog box and remove the word from the list.

See also
“Assign a language dictionary to selected text” on page 143
“Correct spelling errors as you type” on page 141
“Check spelling” on page 140

Hyphenation and spelling dictionaries
InCopy uses Proximity dictionaries for most languages to verify spelling and to hyphenate words. You can add words
to each dictionary to customize it. You can assign different languages to text, and InCopy uses the appropriate
dictionary to handle spelling and hyphenation. You can create additional user dictionaries, and you can import or
export word lists saved in a plain text file.
When you customize the words in a dictionary, you actually create lists of added words (words that aren’t already in
the dictionary) and removed words (existing dictionary words that you want to be flagged as a potential misspelling).
The Dictionary dialog box lets you display and edit added words, removed words, and ignored words (words that are
ignored for the current session because you clicked Ignore All).
If you want to use the language dictionaries from a previous version of InDesign or InCopy, use your system Find
command to locate the user dictionary files (.udc), and then add them to your list of dictionaries in Dictionary
preferences.
Where dictionary words are stored

By default, hyphenation and spelling exceptions are located in user dictionary files stored outside the document on
the computer where InCopy is installed (dictionary file names end with a .udc or .not extension). However, you can
also store exception lists inside any InCopy document. In addition, you can store word lists in an external user
dictionary, in the document, or in both. The location of existing dictionaries appears in the Dictionary preferences.

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Applying languages to text

You can use the Language menu in the Control panel or Character panel to apply a language to selected text. You can
also specify a default language for an entire document, or for all new documents. (See “Assign a language to text” on
page 179.)
Exception word lists

You can exclude words from being considered. For example, if you want to use an alternate spelling for a common
word such as “bicycle,” which you may need to spell in a different way for your company name or for a specific
document, add the word to the list of excluded words so that it will be flagged during a spell check. InCopy can
maintain a separate set of added and removed words for each installed language.

Assign a language dictionary to selected text
If you use more than one language in a stand-alone story (stories not linked to an InDesign layout), you can tell
InCopy which language dictionary to use for spell checking and hyphenating words in a particular language. You can
assign different language dictionaries to the various parts of your document down to a single character of text.
A

Different hyphenation breaks depending on the language dictionary
A. Glockenspiel in English B. Glockenspiel in Traditional German C. Glockenspiel in Reformed German

1 Select the text to which you want to assign a dictionary.
2 Choose Type > Character to open the Character panel.
3 At the bottom of the Character panel, choose a dictionary from the Language menu. (If the Language menu doesn’t

appear in the Character panel, choose Customize from the Character panel menu, select Language, and click OK.)
Note: If the InCopy story is linked to an InDesign layout with an embedded hyphenation list, the embedded list governs
spell checking and hyphenation.

Create or add user dictionaries
You can create a user dictionary, or you can add user dictionaries from previous InDesign or InCopy versions, from
files that others have sent you, or from a server where your workgroup’s user dictionary is stored. The dictionary you
add is used for all your InCopy documents.
Note: You cannot associate user dictionaries with languages that do not use Proximity dictionaries. These languages
include Czech, Greek, Hungarian, Polish, Russian, and Slovak.
1 Choose Edit > Preferences > Dictionary (Windows) or InCopy > Preferences > Dictionary (Mac OS).
2 From the Language menu, choose the language with which you want to associate the dictionary.
3 Do one of the following:

• To create a new dictionary, click the New User Dictionary icon

below the Language menu. Specify the name
and location of the user dictionary (which includes a .udc extension), and then click Save.

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• To add an existing dictionary, click the Add User Dictionary icon

, select the user dictionary file, which includes

a .udc or .not extension, and then click Open.
Note: If you can’t find the dictionary file, you might want to use your system Find command to locate the .udc files (try
using *.udc), note the location, and then try again.
The dictionary is added to the list under the Language menu. You can add words to the dictionary using the
Dictionary dialog box.

See also
“Using dictionaries in a workgroup” on page 147

Remove, relink, and reorder user dictionaries
1 Choose Edit > Preferences > Dictionary (Windows) or InCopy > Preferences > Dictionary (Mac OS).
2 From the Language menu, choose the language to which the dictionary belongs.
3 Do any of the following:

• To remove a dictionary from the list, select it and click the Remove User Dictionary icon

. You must have at least

one dictionary per language.

• If the language dictionary includes a question mark icon next to it, select the dictionary, click the Relink User
Dictionary icon

, and then locate and open the user dictionary.

• To change the order of the user dictionaries, drag and drop them. The order of the dictionaries in the list is the
order in which the dictionaries are checked.

Add words to dictionaries
For stand-alone stories (stories not linked to an InDesign layout), you can add words to the language dictionaries.
Customizing your dictionaries ensures that any unique vocabulary you use is recognized and treated correctly.
1 Choose Edit > Spelling > Dictionary.
2 In the Language menu, choose a language. Each language contains at least one dictionary.
3 In the Target menu, choose the dictionary where you want to store the word. The Target menu lets you store the
changes in an external user dictionary or in any open document.
4 In the Dictionary List menu, choose Added Words.
5 Click Hyphenate to see the word’s default hyphenation. Tildes (~) indicate possible hyphenation points.
6 In the Word box, type or edit the word to be added to the word list.
7 If you don’t like the hyphenation points, follow these guidelines to indicate your preferred hyphenation of the word:

• Type one tilde (~) to indicate the best possible hyphenation points, or the only acceptable hyphenation point, in
the word.

• Type two tildes (~~) to indicate your second choice.
• Type three tildes (~~~) to indicate a poor but acceptable hyphenation point.
• If you want the word never to be hyphenated, type a tilde before its first letter.
If you need to include an actual tilde in a word, type a backslash before the tilde (\~).

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8 Click Add, and then click Done. The word is added to the currently selected Dictionary List.

Note: Remember that hyphenation points interact with the hyphenation settings in your documents. As a result, the
word might not break where you expect it to. Control these settings by choosing Hyphenation in the Paragraph panel
menu. (See “Hyphenate text” on page 205.)

Remove or edit words in dictionaries
1 Choose Edit > Spelling > Dictionary.
2 In the Language menu, choose a language.
3 In the Target menu, choose the dictionary from which you want to remove the word. The Target menu lets you
choose an external user dictionary or any open document.
4 In the Dictionary List menu, do one of the following:

• To modify the list of additions to the selected Target word list, choose Added Words.
• To modify the list of words that are flagged as misspelled, choose Removed Words.
• To modify the list of words that are being ignored during the current InCopy session, choose Ignored Words. This
list includes all the words for which you’ve chosen Ignore All.
5 In the word list, edit the word, or select the word and click Remove.
6 Click Done.

Import and export word lists
You can export word lists to a text file (.txt) and then import that list of words into a user dictionary in InCopy. The
words in the text file must be separated by a space, tab, or paragraph return. You can export added words and
removed words, but you cannot export ignored words, which are used only in the current session.
Export a word list
1 Choose Edit > Spelling > Dictionary.
2 Choose the language from the Language menu and the dictionary from the Target menu that contains the list of
words you want to export.
3 Click Export, specify the file name and location, and then click Save.

The list of words is saved in a text file. You can edit this list of words in any text editor, and then import the word list.
You can also send the word list to others, who can import it into their user dictionaries.
Import a word list
1 Choose Edit > Spelling > Dictionary.
2 Choose the language from the Language menu and the dictionary from the Target menu.
3 Click Import, locate the text file containing your list of spelling exceptions, and then click Open.

Change dictionary preferences
Use Dictionary preferences to specify how InCopy handles hyphenation and spelling dictionaries. Most languages
in InCopy use Proximity dictionaries to verify spelling and to hyphenate words. If you have installed hyphenation or
spelling components from a different company, you can select a different vendor for each installed language.

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Note: The Dictionary Preferences dialog box does not enable you to specify the language dictionary used for spell
checking or hyphenating text. This dialog box is used to specify which hyphenation and spelling plug-ins InCopy uses for
the language specified in the Language field. If you use only the default hyphenation and spelling plug-in, you don't need
to change any settings in the Dictionary Preferences dialog box. If you install a different spelling or hyphenation plug-in
provided by a third-party developer, it appears as an option in the Hyphenation Vendor and Spelling Vendor menus in
this dialog box. This would let you select one vendor's hyphenation or spelling engine for some languages and another
vendor's hyphenation or spelling engine for other languages.
1 Choose Edit > Preferences > Dictionary (Windows) or InCopy > Preferences > Dictionary (Mac OS).
2 For Language, specify the language for which you want to edit settings or change the hyphenation or spelling
vendor.
3 Create, add, or remove user dictionaries. (See “Create or add user dictionaries” on page 143.)
4 If you have installed a hyphenation component from a company other than Adobe, select it in the Hyphenation
menu.
5 If you have installed a spelling dictionary component from a company other than Adobe, select it in the Spelling menu.
6 In the Compose Using menu in the Hyphenation Exceptions menu, do one of the following:

• To compose text using the hyphenation exceptions list stored in the external user dictionary, choose User
Dictionary.

• To compose text using the hyphenation exceptions list stored inside the document, choose Document.
• To compose text using both lists, choose User Dictionary and Document. This is the default setting.
7 To add the exceptions list stored in the external user dictionary to the exceptions list stored within the document,
select Merge User Dictionary Into Document.

Note: If you work with many different partners or clients, you might want to deselect the Merge User Dictionary Into
Document option. For example, if you’re a service provider, you probably don’t want your user dictionary merged with
every customer’s file.
8 To recompose all stories when certain settings are changed, select Recompose All Stories When Modified.
Selecting this option recomposes stories when you change the Compose Using settings (see step 6) or when you use
the Dictionary command to add or remove words. Recomposing all stories can take some time, depending on the
amount of text in the document.
9 Click OK.

Change the default language
You can apply language to the selected text by using the Language drop-down list in the Character panel. In addition,
you can specify the default language for an entire document or newly created documents. Existing text frames or
documents are not affected when the default language is changed. Changing the default language also changes the
sort order for the table of contents.
1 Do one of the following:

• To specify the default language for individual documents, make sure the Selection tool is active and no objects are
selected in the document.

• To specify the default language for new documents, close all documents.
2 Choose Type > Character to display the Character panel.

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3 Select the language from the Language drop-down list. If the Language menu is not shown, select Show Options
from the Character panel menu.

Using dictionaries in a workgroup
Make sure that each station in your workgroup has the same customized user dictionaries installed and added, so
that a document uses the same spelling and hyphenation rules regardless of who is working on it. You can either
make sure that everyone adds the same dictionaries to their computer, or you can share a user dictionary over the
network server.
A lock icon indicates that a dictionary is locked and can be used, but not edited. When a user dictionary is stored
on a server, the first user to load the dictionary locks the file; all subsequent users see that the dictionary is locked.
Files can also be locked through the operating system, when the file is made read-only. If you share a user dictionary
over the network server, you may want to lock the file so that it’s read-only for all users, allowing only the administrator to add words.
Make sure that everyone in the workgroup uses the customized user dictionary installed on the common network
workstation, and not the dictionary stored with a document. However, before you take a document to a service
provider, you might want to merge the user dictionary into the document. (See “Change dictionary preferences” on
page 145.)
If you don’t share a customized user dictionary on a common network workstation, use your system Find command
to locate user dictionary files and copy them from one workstation to another. (You might need to search for system
folders.) If you use the Proximity dictionaries installed by InCopy, you can recognize the user dictionary file for each
language by its .udc file name extension (such as eng.udc).
After you update a shared workstation’s user dictionary, the changes don’t appear in individual workstations until a
user restarts InCopy or presses Ctrl+Alt+/ (Windows) or Command+ Option+/ (Mac OS) to recompose all text.

Using the thesaurus
About the thesaurus
The thesaurus lets you look up synonyms, related words, and antonyms for words you specify. For example, if you
specify “figment,” the InCopy thesaurus provides synonyms such as “fiction” and “fable,” related words such as
“concoction” and “fantasy,” and antonyms such as “fact.”
The search for a word doesn’t need to end with the first set of synonyms, related words, and antonyms you find. You
can look up any one of the suggested words and display its synonyms, related words, and antonyms. You can quickly
go back to any of the last 10 words you looked up.

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A
B
C
D
E

Thesaurus panel
A .Lookup B .Change To C .Language menu D . Current Lookup Word E . Meanings menu F .Definition G .Category men H .Result list
I .Load Word J .Lookup Word K .Change Word

InCopy provides the following categories for looking up words:
Synonyms Words having the same or nearly the same meaning as the lookup word.
Antonyms Words having the opposite or nearly the opposite meaning as the lookup word.
See Also Words that are conceptually related to the lookup word, although neither a synonyms nor antonyms.
Near Synonyms Words having a somewhat similar meaning as the lookup word.
Near Antonyms Words having a meaning that is somewhat akin to the opposite meaning of the lookup word.

Look up words in the thesaurus
You can use the Thesaurus to look up synonyms, antonyms, and brief definitions of words.
Look up a word visible in the document window
1 Choose Window > Thesaurus to open the Thesaurus panel.
2 Using the Type tool

, select the word you want to look up, and do one of the following:

• Copy and paste the word into the Lookup text box.
• Click the Load Word button

3 Select the language you want to use.
4 Click the Lookup Word button

A brief definition of the word is displayed in the Definition area of the Thesaurus panel. The Result list displays
related words based on the selections you made from the Meanings and Category menus.
Note: You can drag the vertical bar that separates the Definition area and the Result list from side to side to adjust the
relative width of the two areas.
5 Select the part of speech you want to look up from the Meanings menu. For example, if you want the noun

meaning for the word, select noun. If you want the verb meaning, select verb. Not all meanings are available for all
words.
6 Select the category (such as Synonyms or Antonyms) you want to look up from the Categories menu. Not all
categories are available for all words.

To replace the word in the Lookup field, Alt-click (Windows) or Option-click (Mac OS) a word in the Result list, and
then click the Lookup Word button. To replace the word in the Change To field, Ctrl-click (Windows) or Commandclick (Mac OS) a word in the results list.

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Look up a word not visible in the document window
1 Choose Window > Thesaurus to open the Thesaurus panel.
2 Type the word you want to look up in the Lookup text box.
3 Click the Lookup Word button

Look up a word again
1 Choose Window > Thesaurus to open the Thesaurus panel.
2 Choose the word from the Lookup pop-up menu in the Thesaurus panel. This menu lists the last 10 words you
looked up.
3 Click the Lookup Word button

Insert a word from the Thesaurus panel
You can use the Thesaurus panel to add or replace words in your document. When replacing a selected word in your
document with a word from the Thesaurus panel, you replace only the selected word—not all occurrences of the
word. To replace all occurrences, use the Find/Change command.
Note: If the thesaurus cannot find a matching entry for the string of text in the Lookup text box, all other text boxes in
the Thesaurus panel remain empty.
1 Do one of the following:

• To add the word, place the insertion point in the document where you want to add the word.
• To replace a word in the document, select the word.
2 Select a word from the Result list in the Thesaurus panel.
3 Click the Change Word button

, or double-click a word in the Result list.

150

Chapter 6: Styles
A style is a collection of formatting that can be applied to items throughout a document. You can create styles for
paragraphs, characters, tables, and cells in a table.

Paragraph and character styles
About character and paragraph styles
A character style is a collection of character formatting attributes that can be applied to text in a single step. A
paragraph style includes both character and paragraph formatting attributes, and can be applied to a paragraph or
range of paragraphs. Paragraph styles and character styles are found on separate panels.
When you change the formatting of a style, all text to which the style has been applied will be updated with the new
format.
You can create, edit, and delete styles in stand-alone Adobe InCopy documents or in InCopy content that is linked
to an Adobe InDesign CS3 document. When the contents are updated in InDesign, new styles are added to the
InDesign document, but any style modifications made in InCopy will be overridden by the InDesign style. For linked
content, it is usually best to manage your styles in InDesign.
[Basic Paragraph] styles

By default, each new document contains a [Basic Paragraph] style that is applied to text you type. You can edit this
style, but you can’t rename or delete it. You can rename and delete styles that you create. You can also select a different
default style to apply to text.
Character style attributes

Unlike paragraph styles, character styles do not include all the formatting attributes of selected text. Instead, when
you create a character style, InDesign makes only those attributes that are different from the formatting of the
selected text part of the style. That way, you can create a character style that, when applied to text, changes only some
attributes, such as the font family and size, ignoring all other character attributes. If you want other attributes to be
part of the style, add them when editing the style.
Next Style

You can automatically apply styles as you type text. If, for example, your document’s design calls for the style “body
text” to follow a heading style named “heading 1,” you can set the Next Style option for “heading 1” to “body text.”
After you’ve typed a paragraph styled with “heading 1,” pressing Enter or Return starts a new paragraph styled with
“body text.”
If you use the context menu when applying a style to two or more paragraphs, you can cause the parent style to be
applied to the first paragraph and the Next Style to be applied to the additional paragraphs. (See “Apply styles” on
page 154.)
To use the Next Style feature, choose a style from the Next Style menu when you’re creating or editing a style.
For a video on using text styles, see www.adobe.com/go/vid0076.

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Styles panel overview
Use the Character Styles panel to create, name, and apply character styles to text within a paragraph; use the
Paragraph Styles panel to create, name, and apply paragraph styles to entire paragraphs. Styles are saved with a
document and display in the panel each time you open that document.
When you select text or position the insertion point, any style that has been applied to that text is highlighted in
either of the Styles panels, unless the style is in a collapsed style group. If you select a range of text that contains
multiple styles, no style is highlighted in the Styles panel. If you select a range of text to which multiple paragraph
styles are applied, the Paragraph Styles panel displays “(Mixed).”
Open the Paragraph Styles panel
❖ Choose Type > Paragraph Styles, or click the Paragraph Styles tab, which appears by default on the right side of

the application window.
Open the Character Styles panel
❖ Choose Type > Character Styles, or click the Character Styles tab on the right side of the application window.

Define paragraph and character styles
If the styles you want already exist in another InDesign, InCopy, or word-processing document, you can import
those styles for use in your current document. If you are working with a stand-alone story, you can also define
character and paragraph styles in InCopy.
1 If you want to base a new style on the formatting of existing text, select that text or place the insertion point in it.

If a group is selected in the Styles panel, the new style will be part of that group.
2 Choose New Paragraph Style from the Paragraph Styles panel menu, or choose New Character Style from the
Character Styles panel menu.
3 For Style Name, type a name for your new style.
4 For Based On, select which style the current style is based on.

Note: The Based On option lets you link styles to each other, so that changes in one style ripple through the styles that
are based on it. By default, new styles are based on [No Paragraph Style] or [None], or on the style of any currently
selected text.
5 For Next Style (Paragraph Styles panel only), specify which style is applied after the current style when you press
Enter or Return.
6 To add a keyboard shortcut, position the insertion point in the Shortcut box, and make sure Num Lock is turned

on. Then hold down any combination of Shift, Alt, and Ctrl (Windows), or Shift, Option, and Command (Mac OS),
and press a number on the numeric keypad. You cannot use letters or non-keypad numbers for defining style
shortcuts.
7 If you want the new style to be applied to the selected text, select Apply Style To Selection.
8 To specify the formatting attributes, click a category (such as Basic Character Formats) on the left, and specify the
attributes you want to add to your style.

When specifying a Character Color in the Style Options dialog box, you can create a new color by double-clicking
the fill or stroke box.

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9 For character styles, attributes you do not specify are ignored; when the style is applied, text will retain the
paragraph style formatting for that attribute. To remove an attribute setting from a character style:

• From a setting’s menu, choose (Ignore).
• In a text box, delete the option text.
• In a check box, click until you see a small box (Windows) or a hyphen (-) (Mac OS).
• For a character color, hold down Ctrl (Windows) or Command (Mac OS) and click the color swatch.
10 When you’ve finished specifying the formatting attributes, click OK.

Styles you create appear only in the current document. If no document is open, the styles you create will appear in
all new documents.

See also
“Group styles” on page 164
“Create nested styles” on page 159

Base one paragraph or character style on another
Many document designs feature hierarchies of styles sharing certain attributes. The headings and subheads, for
example, often use the same font. You can easily create links between similar styles by creating a base, or parent, style.
When you edit the parent style, the child styles will change as well. You can then edit the child styles to distinguish it
from the parent style.
To create a style that’s nearly identical to another style, but without the parent-child relationship, use the Duplicate
Style command and then edit the copy.
1 Create a new style.
2 In the New Paragraph Style or New Character Style dialog box, select the parent style in the Based On menu. The

new style becomes the child style.
By default, new styles are based on [No Paragraph Style] or [None], or on the style of any currently selected text.
3 Specify formatting in the new style to distinguish it from the style on which it’s based. For example, you might

want to make the font used in a subheading slightly smaller than the one used in the heading (parent) style.
If you make changes to the formatting of a child style and decide you want to start over, click Reset to Base. That
restores the child style’s formatting to be identical to the style on which it’s based. Then you can specify new
formatting. Similarly, if you change the Based On style of the child style, the child style definition is updated to match its
new parent style.

See also
“Apply styles” on page 154
“Duplicate styles or style groups” on page 163

Import styles from other documents
You can import paragraph styles and character styles from an InDesign or InCopy document into a stand-alone
InCopy document or InCopy content that is linked to InDesign. You can determine which styles are loaded, and
what should occur if a loaded style has the same name as a style in the current document.

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Note: If you import styles into linked content, new styles are added to the InDesign document when the content is
updated, and any style with a name conflict is overridden by the InDesign style with the same name.
1 In the Character Styles or Paragraph Styles panel, do one of the following:

• Choose Load Character Styles or Load Paragraph Styles in the Styles panel menu.
• Choose Load All Text Styles in the Styles panel menu to load both character and paragraph styles.
2 Double-click the InDesign document containing the styles you want to import.
3 In the Load Styles dialog box, make sure that a check mark appears next to the styles you want to import. If any
existing style has the same name as one of the imported styles, choose one of the following options under Conflict
With Existing Style, and then click OK:
Use Incoming Style Definition Overwrites the existing style with the loaded style and applies its new attributes to all

text in the current document that used the old style. The definitions of the incoming and existing styles are displayed
at the bottom of the Load Styles dialog box so that you can view a comparison.
Auto-Rename Renames the loaded style. For example, if both documents have a Subheading style, the loaded style
is renamed “Subheading copy” in the current document.

See also
“Adobe Version Cue” on page 40

Convert Word styles to InDesign styles
While importing a Microsoft Word document into InDesign or InCopy, you can map each style used in Word to a
corresponding style in InDesign or InCopy. By doing so, you specify which styles format the imported text. A disk
icon
appears next to each imported Word style until you edit the style in InDesign or InCopy.
1 Do one of the following:

• To add the Word document to existing text in InDesign or InCopy, choose File > Place. Select Show Import
Options, and then double-click the Word document.

• To open the Word document in a stand-alone InCopy document, start InCopy, choose File > Open, and then
double-click the Word file.
2 Select Preserve Styles and Formatting From Text and Tables.
3 Select Customized Style Import, and then click Style Mapping.
4 In the Style Mapping dialog box, select the Word style, and then select an option from the menu under InDesign
style. You can choose the following options:

• If there is no style name conflict, choose New Paragraph Style, New Character Style, or choose an existing
InDesign style.

• If there is a style name conflict, choose Redefine InDesign Style to format the imported style text with the Word
style. Choose an existing InDesign style to format the imported style text with the InDesign style. Choose Auto
Rename to rename the Word style.
5 Click OK to close the Style Mapping dialog box, and then click OK to import the document.

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See also
“Place (import) text” on page 90
“Paste text” on page 94

Apply styles
By default, applying a paragraph style won’t remove any existing character formatting or character styles applied to
part of a paragraph, although you have the option of removing existing formatting when you apply a style. A plus
sign (+) appears next to the current paragraph style in the Styles panel if the selected text uses a character or
paragraph style and also uses additional formatting that isn’t part of the applied style. Such additional formatting is
called an override.
Character styles remove or reset character attributes of existing text if those attributes are defined by the style.

See also
“Use Quick Apply” on page 163
“Override character and paragraph styles” on page 156
Apply a character style
1 Select the characters to which you want to apply the style.
2 Do one of the following:

• Click the character style name in the Character Styles panel.
• Select the character style name from the drop-down list in the Control panel.
• Press the keyboard shortcut you assigned to the style. (Make sure that Num Lock is on.)
Apply a paragraph style
1 Click in a paragraph, or select all or part of the paragraphs to which you want to apply the style.
2 Do one of the following:

• Click the paragraph style name in the Paragraph Styles panel.
• Select the paragraph style name from the menu in the Control panel.
• Press the keyboard shortcut you assigned to the style. (Make sure that Num Lock is on.)
3 If any unwanted formatting remains in the text, choose Clear Overrides from the Paragraph Styles panel.
Apply sequential styles to multiple paragraphs

The Next Style option specifies which style will be automatically applied when you press Enter or Return after
applying a particular style. It also specifies which styles will be applied when you select multiple paragraphs and
apply a style using the context menu. If you select multiple paragraphs and apply a style that has a Next Style option,
the style specified as the next style will be applied to the second paragraph. If that style has a Next Style option, the
next style will be applied to the third paragraph, and so on.

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For example, suppose you have three styles for formatting a newspaper column: Title, Byline, and Body. Title uses
Byline for Next Style, Byline uses Body for Next Style, and Body uses [Same Style] for Next Style. If you select an
entire article, including the title, the author’s byline, and the paragraphs in the article, and then apply the Title style
using the context menu, the article’s first paragraph will be formatted with the Title style, the second paragraph will
be formatted with the Byline style, and all other paragraphs will be formatted with the Body style.

Before and after applying a style with Next Style.

1 Select the paragraphs to which you want to apply the styles.
2 In the Paragraph Styles panel, right-click (Windows) or Control-click (Mac OS) the parent style, and then choose

Apply [Style Name] Then Next Style.
If the text includes formatting overrides or character styles, the context menu also lets you remove overrides,
character styles, or both.

Edit character and paragraph styles
One of the advantages of using styles is that when you change the definition of a style, all of the text formatted with
that style changes to match the new style definition.
Note: If you edit styles in InCopy content that’s linked to an InDesign document, the modifications are overridden when
the linked content is updated.
1 Do one of the following:

• If you don’t want the style to be applied to selected text, right-click (Windows) or Control-click (Mac OS) the style
name in the Styles panel, and choose Edit [style name].

• In the Styles panel, double-click the style name, or select the style and choose Style Options in the Styles panel
menu. Note that this applies the style to any selected text or text frame or, if no text or text frame is selected, sets
the style as the default style for any text you type in new frames.
2 Adjust settings in the dialog box, and then click OK.

Redefine a style to match selected text
After you apply a style, you can override any of its settings. If you decide you like the changes you made, you can
redefine the style so that it matches the formatting of the text you changed.

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Note: If you redefine styles in InCopy content linked to an InDesign document, the modifications are overridden when
the linked content is updated.
1 Using the Type tool

, select the text formatted with the style you want to redefine.

2 Make changes to the paragraph or character attributes as necessary.
3 Choose Redefine Style in the Styles panel menu.

See also
“Override character and paragraph styles” on page 156

Delete character or paragraph styles
When you delete a style, you can select a different style to replace it, and you can choose whether to preserve the
formatting. When you delete a style group, you delete all styles within the group. You are prompted to replace each
style in the group one at a time.
1 Select the style name in the Styles panel.
2 Do one of the following:

• Choose Delete Style in the panel menu or click the Delete icon

at the bottom of the panel.

• Right-click (Windows) or Control-click (Mac OS) the style, and then choose Delete Style. This method is
especially useful for deleting a style without applying it to text.
3 In the Delete Paragraph Style dialog box, select the style to replace it.

If you select [No Paragraph Style] to replace a paragraph style or [None] to replace a character style, select Preserve
Formatting to keep the formatting of text to which the style is applied. The text preserves its formatting but is no
longer associated with a style.
4 Click OK.

To delete all unused styles, choose Select All Unused in the Styles panel menu, and then click the Delete icon. When
you delete an unused style, you are not prompted to replace the style.

See also
“Group styles” on page 164

Override character and paragraph styles
When you apply a paragraph style, character styles and other previous formatting remain intact. After you apply a
style, you can override any of its settings by applying formatting that’s not part of the style. When formatting that is
not part of a style is applied to text with that style applied, it is called an override. When you select text with an
override, a plus sign (+) appears next to the style name. In character styles, an override is displayed only if the applied
attribute is part of the style. For example, if a character style only changes text color, applying a different font size to
the text does not appear as an override.
You can clear character styles and formatting overrides when you apply a style. You can also clear overrides from a
paragraph to which a style has been applied.
If a style has a plus sign (+) next to it, hold the mouse pointer over the style to view a description of the override
attributes.

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See also
“Redefine a style to match selected text” on page 155
Preserve or remove overrides when applying paragraph styles

• To apply a paragraph style and preserve character styles, but remove overrides, hold down Alt (Windows) or
Option (Mac OS) as you click the name of the style in the Paragraph Styles panel.

• To apply a paragraph style and remove both character styles and overrides, hold down Alt+Shift (Windows) or
Option+Shift (Mac OS) as you click the name of the style in the Paragraph Styles panel.
Right-click (Windows) or Control-click (Mac OS) the style in the Paragraph Styles panel, and then choose an option
from the context menu. You can then clear overrides, character styles, or both while applying the style.
Clear paragraph style overrides
1 Select the text containing the overrides. You can even select multiple paragraphs with different styles.
2 In the Paragraph Styles panel, do any of the following:

• To remove paragraph and character formatting, click the Clear Overrides icon

, or choose Clear Overrides

from the Paragraph Styles panel.

• To remove character overrides, but preserve paragraph formatting overrides, hold down Ctrl (Windows) or
Command (Mac OS) as you click the Clear Overrides icon.

• To remove paragraph-level overrides, but preserve character-level overrides, in the Paragraph Styles panel, hold
down Shift+Ctrl (Windows) or Shift+Command (Mac OS) as you click the Clear Overrides icon.
Note: When you clear overrides, paragraph-level overrides are removed from the entire paragraph, even if only part of
the paragraph is selected. Character-level overrides are removed only from the selection.
Clearing overrides does not remove character style formatting. To remove character style formatting, select the text
containing the character style, and then click [None] in the Character Styles panel.

Break the link between text and its style
When you break the link between text and its style, the text retains its current formatting. However, future changes
to that style will not be reflected in the text that was separated from the style.
1 Select the text that is marked with the style that you want to break from.
2 Choose Break Link To Style from the Styles panel menu.

If no text is selected when you choose Break Link To Style, any new text you type uses the same formatting as the
selected style, but no style is assigned to that text.

See also
“Override character and paragraph styles” on page 156

Convert style bullets and numbering to text
When you create a style that adds bullets or numbering to paragraphs, these bullets and numbers may be lost if the text
is copied or exported to a different application. To avoid this problem, convert the style bullets or numbering to text.

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Note: If you convert style bullets in an InCopy story linked to an InDesign layout, the change may be overridden when
the content is updated in InDesign.
1 In the Paragraph Styles panel, select the style that contains the bullets and numbering.
2 In the Paragraph Styles panel menu, choose Convert “[style]” Bullets and Numbering to Text.

If you convert bullets and numbering to text in a style on which another style is based (a parent style), the bullets and
numbering in the child style are also converted to text.
After you convert numbering to text, you may need to update numbers manually if you edit the text.

See also
“Create a paragraph style for running lists” on page 200

Find and replace character and paragraph styles
Use the Find/Change dialog box to find all instances of a particular style and replace it with another.
1 Choose Edit > Find/Change.
2 For Search, select Document to change the style throughout the document.
3 Leave the Find What and Change To options blank. If the Find Format and Change Format boxes don’t appear at
the bottom of the dialog box, click More Options.
4 Click the Find Format box to display the Find Format Settings dialog box. Under Style Options, select the
character or paragraph style you want to search for, and then click OK.
5 Click the Change Format box to display the Change Format Settings dialog box. Under Style Options, select the
replacement character or paragraph style, and then click OK.
6 Click Find, and then use the Change, Change/Find, or Change All buttons to replace the style.

See also
“Find and change text” on page 105
“Find and change fonts” on page 117

Drop caps and nested styles
There are two main ways to use Drop Caps and Nested Styles feature: to apply a character style to a drop cap or to
apply a nested style to text at the beginning of a paragraph.

Apply a character style to a drop cap
You can apply a character style to the drop-cap character or characters in a paragraph. For example, if you want a
drop-cap character to have a different color and font than the rest of the paragraph, you can define a character style
that has these attributes. Then you can either apply the character style directly to a paragraph, or you can nest the
character style in a paragraph style.
Note: You cannot create new styles in InCopy content linked to an InDesign layout.

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hat you don’t feel,
you will not grasp by art,
Unless it wells out of your soul
And with sheer pleasure takes control,
Compelling every listener’s heart.
But sit – and sit, and patch and knead,
Drop cap formatted automatically by nested character style

1 Create a character style that has the formatting you want to use for the drop-cap character.
2 Do one of the following:

• To apply the drop cap to a single paragraph, choose Drop Caps and Nested Styles from the Paragraph panel menu.
• To nest the character style in a paragraph style, double-click the paragraph style, and then click Drop Caps and
Nested Styles.
3 Specify the number of drop-cap lines and characters, and then choose the character style.
4 If the drop cap is aligned too far away from the left edge, select Align Left Edge.

Selecting this option uses the original left side bearing of the drop-cap character rather than the larger value. It’s
particularly useful for drop caps formatted in sans serif fonts.
5 If the drop cap character overlaps the text below it, select Scale For Descenders.
6 Click OK.

If you want to apply a different nested style to any characters after the drop cap, use the New Nested Style option.
(See “Create nested styles” on page 159.)

See also
“Use drop caps” on page 182

Create nested styles
You can specify character-level formatting for one or more ranges of text within a paragraph. You can also set up two
or more nested styles to work together, one taking over where the previous one ends. For paragraphs with repetitive
and predictable formatting, you can even loop back to the first style in the sequence.
Nested styles are especially useful for run-in headings. For example, you can apply one character style to the first
letter in a paragraph and another character style that takes effect through the first colon (:). For each nested style,
you can define a character that ends the style, such as a tab character or the end of a word.
Note: You can create new styles in a stand-alone InCopy document, but not in content linked to an InDesign layout.

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In this example, the Number character style formats the first word, and the Run-in character style formats text through the first colon.

Create one or more nested styles
1 Create one or more character styles that you want to use to format text.
2 Do one of the following:

• To add nested styles to a paragraph style, double-click the paragraph style, and then click Drop Caps and Nested
Styles.

• To add nested styles to a single paragraph, choose Drop Caps and Nested Styles from the Paragraph panel menu.
Note: For best results, apply nested styles as part of paragraph styles. If you apply nested styles as local overrides to a
paragraph, subsequent editing or formatting changes in the nested style can produce unexpected character formatting in
the styled text.
3 Click New Nested Style one or more times.
4 Do any of the following for each style, and then click OK:

• Click the character style area, and then select a character style to determine the appearance of that section of the
paragraph.

• Specify the item that ends the character style formatting. You can also type the character, such as a colon (:) or a
specific letter or number. You cannot type a word.

• Specify how many instances of the selected item (such as characters, words, or sentences) are required.
• Choose Through or Up To. Choosing Through includes the character that ends the nested style, while choosing
Up To formats only those characters that precede this character.

• Select a style and click the up button

or down button
to change the order of the styles in the list. The order
of the styles determines the order in which the formatting is applied. The formatting defined by the second style
begins where the formatting of the first style concludes. If you apply a character style to the drop cap, the dropcap character style acts as the first nested style.

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Loop through nested styles

You can repeat a series of two or more nested styles throughout a paragraph. A simple example would be to alternate
red and green words in a paragraph. The repeating pattern remains intact even if you add or remove words in the
paragraph.
1 Create the character styles you want to use.
2 Edit or create a paragraph style, or place the insertion point in the paragraph you want to format.
3 In the Drop Caps and Nested Styles section or dialog box, click New Nested Style at least twice and choose settings
for each style.
4 Click New Nested Style again, choose [Repeat] in the character style area, and specify how many nested styles will
be repeated.

In some cases, you may want to skip the first style or styles. For example, an events calendar paragraph may include
“This Week’s Events” followed by days of the week and their events. In this case, you could create five nested styles:
one for “This Week’s Events,” one each for the day, event, and event time, and a final style with a [Repeat] value of 3,
thereby excluding the first nested style from the loop.

Looping through nested styles

5 Click OK.

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Nested style character style options

To determine how a nested character style ends, select any of the following:
If you don’t want the character to be included in the nested style formatted, choose Up To instead of Through when
you define the nested style.
Sentences Periods, question marks, and exclamation marks indicate the end of a sentence. If a quotation mark

follows the punctuation, it is included as part of the sentence.
Words Any space or white space character indicates the end of a word.
Characters Any character other than zero-width markers (for anchors, index markers, XML tags and so on) is

included.
Note: If you select Characters, you can also type a character, such as a colon or a period, to end the nested style. If you
type multiple characters, any of those characters will end the style. For example, if your run-in headings may end with
a hyphen, colon, or question mark, you can type -:? to end the nested style ends where any of these characters appears.
Letters Any character that does not include punctuation, white space, digits, and symbols.
Digits The Arabic numerals 0–9 are included.
End Nested Style Character Extends the nested style up to or through the appearance of the End Nested Style

character you insert. To insert this character, choose Type > Insert Special Character > Other > End Nested Style Here.
Tab Characters Extends the nested style up to or through the tab character (not the tab setting).
Forced Line Break Extends the nested style up to or through the forced line break. (Choose Type > Insert Break

Character > Forced Line Break.)
Indent To Here Character Extends the nested style up to or through the Indent To Here character. (Choose Type >
Insert Special Character > Other > Indent To Here.)
Em Spaces, En Spaces, or Non-breaking Spaces Extends the nested style up to or through the space character.

(Choose Type > Insert White Space > [space character].)
Inline Graphic Marker Extends the nested style up to or through an inline graphic marker, which appears where an
inline graphic is inserted.
Auto Page Number / Section Marker Extends the nested style up to or through the page number or section name

marker.

End a nested style
In most cases, a nested style ends where the condition of the defined style is met, such as after three words or where
a period appears. However, you can also end a nested style before the condition is met using the End Nested Style
Here character.
1 Place the insertion point where you want the nested style to end.
2 Choose Type > Insert Special Character > Other > End Nested Style Here.

This character ends the nested style at that point, regardless of the nested style definition.

Remove the formatting of a nested style
• In the Drop Caps and Nested Styles dialog box, or in the Drop Caps and Nested Styles section of the Paragraph
Style Options dialog box, select the nested style and click Delete.

• Apply a different paragraph style.

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Working with styles
Duplicate styles or style groups
❖ Right-click (Windows) or Control-click (Mac OS) a style or style group in the Styles panel, and then choose

Duplicate Style.
A new style or group appears in the Styles panel, with the same name followed by “copy”. If you duplicated a group
of styles, the style names within the new group remain the same.
You can also duplicate styles by copying them to another group.

Use Quick Apply
In documents that include many styles, it can be difficult to find the style you want without scrolling through a long
list. Use Quick Apply to locate a style quickly by typing part of its name. You can also use Quick Apply to find and
apply menu commands, scripts, variables, and most other commands that can be found in the Keyboard Shortcuts
dialog box.
1 Select the text or frame to which you want to apply the style, menu command, script, or variable.
2 Choose Edit > Quick Apply, or press Ctrl+Enter (Windows) or Command+Return (Mac OS).
3 Start typing the name of the item you want to apply.

The name you type doesn’t need to be an exact match. For example, typing he will locate styles such as Head 1,
Head 2, and Subhead, as well as Help menu commands such as Help Menu > InDesign Help.

Use QuickApply to find styles, menu commands, scripts, and variables.

You can narrow the search to only a single category by typing the appropriate prefix at the beginning of the search,
such as m: for menu or p: for paragraph styles. To view a list of prefixes, click the down arrow to the left of the Quick
Apply text box. You can deselect categories in this list that you don’t want to appear.
4 Select the item you want to apply, and then:

• To apply a style, menu command, or variable, press Enter or Return.
• To apply a paragraph style and remove overrides, press Alt+Enter (Windows) or Option+Return (Mac OS).
• To apply a paragraph style and remove overrides and character styles, press Alt+Shift+Enter (Windows) or
Option+Shift+Return (Mac OS).

• To apply an item without closing the Quick Apply list, press Shift+Enter (Windows) or Shift+Return (Mac OS).
• To close the Quick Apply list without applying an item, press Esc or click anywhere else in the document window.
• To edit a style, press Ctrl+Enter (Windows) or Command+Enter (Mac OS).

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When the Quick Apply list is displayed, press the left and right arrow keys to scroll through the edit field; press the
up and down arrow keys to scroll through the list of items.

Group styles
You can organize styles by grouping them into separate folders in the Character Styles, Paragraph Styles, Object
Styles, Table Styles, and Cell Styles panels. You can even nest groups within groups. Styles do not need to be in a
group; you can add them to a group or to the root level of the panel.
Create a style group
1 In the Styles panel:

• To create the group at the root level, deselect all styles.
• To create a group within a group, select and open a group.
• To include existing styles in the group, select the styles.
2 Choose New Style Group from the Styles panel menu, or choose New Group From Styles to move the selected
styles into the new group.
3 Type the name of the group and click OK.
4 To move a style into the group, drag the style over the style group. When the style group is highlighted, release the

mouse button.
Copy styles to a group

When you copy a style to a different group, the styles are not linked. Even though they have the same name, editing
one style does not change the attributes of the other style.
1 Select the style or group you want to copy.
2 Choose Copy To Group from the Styles panel menu.
3 Select the group (or [Root] level) that you want to copy the styles or group to, and then click OK.

If the group already contains style names identical to those being copied, incoming styles are renamed.
Expand or collapse style groups

• To expand or collapse only one group, click the triangle icon next to it.
• To expand or collapse the group and all its subgroups, Ctrl-click (Windows) or Command-click (Mac OS) the
triangle icon.
Delete style groups

Deleting a style group deletes the group and everything inside it, including styles and other groups.
1 Select the group you want to delete.
2 Choose Delete Style Group from the Styles panel menu, and then click Yes.
3 For each style in the group, specify a replacement style or choose [None], and then click OK.

If you want to use the same replacement style for all styles, select Apply To All.
If you cancel the replacement of any style, the group is not deleted. You can recover deleted styles by choosing Edit >
Undo Delete Styles.

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Move and reorder styles
By default, styles you create appear at the bottom of the style group or panel.

• To alphabetize all groups and styles within groups, choose Sort By Name from the Styles panel menu.
• To move a single style, drag it to a new location. A black line indicates where the style will be moved to; a
highlighted group folder indicates that the style will be added to that group.

166

Chapter 7: Typography
Typography gives visual form to language. Adobe InDesign CS3 gives you the tools you need to set type that suits
your content. The fonts you choose and the settings you select for leading and kerning are examples of decisions you
can make about the appearance of the text in your document.

Formatting text
Format text
Use the Character panel and Paragraphs panel to change the appearance of text. In InDesign, you can also use the
Control panel to format text. The Control panel is not available in InCopy.
Note the following methods of formatting text:

• To format characters, you can use the Type tool

to select characters, or you can click to place the insertion
point, select a formatting option, and then begin typing.

• To format paragraphs, you don’t need to select an entire paragraph—selecting any word or character, or placing
the insertion point in a paragraph will do. You can also select text in a range of paragraphs.

• To set the formatting for all future text frames that you’ll create in the current document, make sure that the
insertion point is not active and that nothing is selected, and then specify text formatting options.

• Select a frame to apply formatting to all text inside it. The frame cannot be part of a thread.
• Use paragraph styles and character styles to format text quickly and consistently.
For a video on working with text, see www.adobe.com/go/vid0075.
1 Select the Type tool

2 Click to place an insertion point, or select the text that you want to format.
3 Choose Type > Paragraph or Type > Character to display the Paragraph or Character panel.
4 Specify formatting options.

Using fonts
About fonts
A font is a complete set of characters—letters, numbers, and symbols—that share a common weight, width, and style,
such as 10-pt Adobe Garamond Bold.
Typefaces (often called type families or font families) are collections of fonts that share an overall appearance, and are
designed to be used together, such as Adobe Garamond.
A type style is a variant version of an individual font in a font family. Typically, the Roman or Plain (the actual name
varies from family to family) member of a font family is the base font, which may include type styles such as regular,
bold, semibold, italic, and bold italic.

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In addition to the fonts installed on your system, you can also use the fonts installed in these folders:
Windows Program Files/Common Files/Adobe/Fonts
Mac OS Library/Application Support/Adobe/Fonts

If you install a Type 1, TrueType, OpenType, or CID font into the local Fonts folder, the font appears in Adobe applications only.

Installing fonts
You can make fonts available in InCopy by copying the font files into the Fonts folder inside the Adobe® InCopy® CS3
folder on your hard drive. However, fonts in this Fonts folder are available only to InCopy.
For information on installing and activating fonts to be used in all applications, see your system documentation or
your font manager documentation.
If two or more fonts are active in InCopy and use the same family name but have different Adobe PostScript names,
the fonts are available in InCopy. Duplicate fonts are listed in the menus with their font technologies abbreviated in
parentheses. For example, a Helvetica TrueType font appears as “Helvetica (TT),” a Helvetica PostScript Type 1 font
appears as “Helvetica (T1),” and a Helvetica OpenType font appears as “Helvetica (OTF).” If two fonts have the same
PostScript name and one includes .dfont in its name, the other font is used.

Apply a font to text
When you specify a font, you can select the font family and its type style independently. When you change from one
font family to another, InCopy attempts to match the current style with the style available in the new font family. For
example, Arial Bold would change to Times Bold when you change from Arial to Times.
When you apply a bold or italic style to type, InCopy applies the typeface style specified by the font. In most cases,
the specific version of bold or italic are applied as expected. However, some fonts may apply a bold or italic variation
that isn’t exactly labeled bold or italic, respectively. For example, some font designers specify that when you apply
bold to a font, the semibold variation is applied.
1 Select the text you want to change.
2 Do any of the following:

• In the Character panel or Control panel, select a font in the Font Family menu or a style in the Type Style menu.
(In Mac OS, you can select type styles in the Font Family submenus.)

• In the Character panel or Control panel, click in front of the font family name or type style name (or double-click
its first word) and type in the first few characters of the name you want. As you type, InCopy displays font family
or type style names that match the characters you’ve typed.

• Choose a font in the Type > Font menu. Note that you choose both a font family and a type style when you use
this menu.

Specify a typeface size
By default, typeface size is measured in points (a point equals 1/72 of an inch). You can specify any typeface size from
0.1 to 1296 points, in 0.001-point increments.
1 Select the characters or type objects you want to change. If you don’t select any text, the typeface size applies to

new text you create.

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2 Do one of the following:

• In the Character panel or Control bar set the Font Size option.
• Choose a size from the Type > Size menu. Choosing Other lets you type a new size in the Character panel.
You can change the unit of measurement for type in the Preferences dialog box.

Previewing fonts
You can view samples of a font in the font family and font style menus in the Character panel and other areas in the
application from where you can choose fonts. The following icons are used to indicate different kinds of fonts:

• OpenType
• Type 1
• TrueType
• Multiple Master
• Composite
You can turn off the preview feature or change the point size of the font names or font samples in Type preferences.

OpenType fonts
OpenType fonts use a single font file for both Windows® and Macintosh® computers, so you can move files from one
platform to another without worrying about font substitution and other problems that cause text to reflow. They may
include a number of features, such as swashes and discretionary ligatures, that aren’t available in current PostScript
and TrueType fonts.
OpenType fonts display the

icon.

When working with an OpenType font, you can automatically substitute alternate glyphs, such as ligatures, small
capitals, fractions, and old style proportional figures, in your text.
A

Regular (left) and OpenType (right) fonts
A. Ordinals B. Discretionary ligatures C. Swashes

OpenType fonts may include an expanded character set and layout features to provide richer linguistic support and
advanced typographic control. OpenType fonts from Adobe that include support for central European (CE)
languages include the word “Pro,” as part of the font name in application font menus. OpenType fonts that don’t
contain central European language support are labeled “Standard,” and have an “Std” suffix. All OpenType fonts can
also be installed and used alongside PostScript Type 1 and TrueType fonts.
For more information on OpenType fonts, see www.adobe.com/go/opentype.

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Installing OpenType fonts
InCopy includes fonts from various OpenType families, including Adobe Garamond Pro, Adobe Caslon Pro, Trajan
Pro, Caflisch Script Pro, Myriad Pro, Lithos, and Adobe Jenson Pro.
OpenType fonts are installed automatically when you install InCopy or Adobe Creative Suite 3. Additional
OpenType fonts are located in the Adobe Fonts folder in the Goodies folder on the application DVD. For information
on installing and using OpenType fonts, browse the application DVD or see the Adobe website.

Apply OpenType font attributes
Use the Character panel or Control panel to apply OpenType font attributes, such as fractions and swashes to text.

See also
“Insert glyphs and special characters” on page 99
“OpenType fonts” on page 168
Apply OpenType font attributes
1 Select text.
2 In the Character panel or Control panel, make sure that an OpenType font is selected.
3 Choose OpenType from the Character panel menu, and then select an OpenType attribute, such as Discretionary
Ligatures or Fractions.

Features not supported in the current font appear in square brackets, such as [Swash].
You can also select OpenType font attributes when defining a paragraph or character style. Use the OpenType
Features section of the Style Options dialog box.
OpenType font attributes

When you use an OpenType font, you can select specific OpenType features from the Control panel or Character
panel menu when formatting text or when defining styles.
Note: OpenType fonts vary greatly in the number of type styles and kinds of features they offer. If an OpenType feature
is unavailable, it’s surrounded in square brackets (such as [Swash]) in the Control panel menu.
Discretionary Ligatures Font designers may include optional ligatures that shouldn’t be turned on in all circum-

stances. Selecting this option allows these additional optional ligatures to be used, if they are present. For more information on ligatures, see “Apply ligatures to letter pairs” on page 177.
Fractions Numbers separated by a slash (such as 1/2) are converted to a fraction character, when fractions are

available.
Ordinal Ordinal numbers such as 1st and 2nd are formatted with superscript letters (1st and 2nd) when ordinals are

available. Letters such as the superscript a and o in the Spanish words segunda (2a) and segundo (2o) are also typeset
properly.
Swash When available, regular and contextual swashes, which may include alternate caps and end-of-word alternatives, are provided.
Titling Alternatives When available, characters used for uppercase titles are activated. In some fonts, selecting this

option for text formatted in both uppercase and lowercase letters can yield undesired effects.

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Contextual Alternatives When available, contextual ligatures and connecting alternates are activated. Alternate

characters are included in some script typefaces to provide better joining behavior. For example, the letter pair “bl”
in the word “bloom” can be joined so that it looks more like handwriting. This option is selected by default.
All Small Caps For fonts that include real small caps, selecting this option turns characters into small caps. For more

information, see “Change the case of type” on page 179.
Slashed Zero Selecting this options displays the number 0 with a diagonal slash through it. In some fonts (especially

condensed fonts), it can be difficult to distinguish between the number 0 and the capital letter O.
Stylistic Sets Some OpenType fonts include alternate glyph sets designed for esthetic effect. A stylistic set is a group

of glyph alternates that can be applied one character at a time or to a range of text. If you select a different stylistic
set, the glyphs defined in the set are used instead of the font’s default glyphs. If a glyph character in a stylistic sets is
used in conjunction with another OpenType setting, the glyph from the individual setting overrides the character set
glyph. You can see the glyphs for each set using the Glyphs panel.
Positional Forms In some cursive scripts and in languages such as Arabic, what a character looks like can depend on
its position inside a word. The character may change form when it appears at the start (initial position), middle
(medial position), or end (final position) of a word, and it may change form as well when it appears alone (isolated
position). Select a character and choose a Positional Forms option to format it correctly. The General Form option
inserts the common character; the Automatic Form option inserts a form of the character according to where the
character is located in the word and whether the character appears in isolation.
Superscript/Superior & Subscript/Inferior Some OpenType fonts include raised or lowered glyphs that are sized
correctly relative to the surrounding characters. If an OpenType font doesn’t include these glyphs for non-standard
fractions, consider using the Numerator and Denominator attributes.
Numerator & Denominator Some OpenType fonts convert only basic fractions (such as 1/2 or 1/4) to fraction glyphs,
not non-standard fractions (such as 4/13 or 99/100). Apply Numerator and Denominator attributes to these nonstandard fractions in such cases.
Tabular Lining Same widths are provided for full-height figures. This option is appropriate in situations where
numbers need to line up from one line to the next, as in tables.
Proportional Oldstyle Varying-height figures with varying widths are provided. This option is recommended for a
classic, sophisticated look in text that doesn’t use all caps.
Proportional Lining Full-height figures with varying widths are provided. This option is recommended for text that

uses all caps.
Tabular Oldstyle Varying-height figures with fixed, equal widths are provided. This option is recommended when

you want the classic appearance of old-style figures, but you need them to align in columns, as in an annual report.
Default Figure Style Figure glyphs use the default figure style of the current font.

Composite fonts
In InDesign, you can mix parts of different fonts and use them as a composite font in InDesign or Adobe InCopy®.
Normally this technique is used to mix parts of a roman font and a Japanese font. Composite fonts that you’ve created
in InDesign are displayed at the beginning of the font list in InCopy. You can apply these fonts to text, but you cannot
create or edit composite fonts in InCopy. For details, see InDesign Help.

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Work with missing fonts
When you open or place documents that include fonts not installed on your system, an alert message appears,
indicating which fonts are missing. If you select text that uses a missing font, the Character panel or Control panel
indicates that this font is missing by displaying it in brackets in the font style pop-up menu.
InCopy substitutes missing fonts with an available font. When this happens, you can select the text and apply any
other available font. Missing fonts for which others have been substituted will appear at the top of the Type > Font
menu in a section marked “Missing Fonts.” By default, text formatted with missing fonts appears in pink
highlighting.
If a TrueType font is installed and the document contains a Type 1 (T1) version of the same font, the font is displayed
as missing.
You can choose Type > Find Font to find and change missing fonts. If a missing font is part of a style, you can update
the font in that style by changing its style definition.

See also
“Find and change fonts” on page 117
“Installing fonts” on page 167
Make missing fonts available
❖ Do any of the following:

• Install the missing fonts on your system.
• Place the missing fonts in the Fonts folder, which is located in the InCopy application folder. Fonts in this folder
are available only to InCopy. For Mac OS, fonts can be installed to the Library\Application Support\Adobe\Fonts
folder. Fonts installed here can be used only by Adobe products.

• Activate the missing fonts using a font-management application.
If you don’t have access to the missing fonts, use the Find Font command to search for and replace missing fonts.

Highlight substituted fonts in your document

If the Select Substituted Fonts preferences option is selected, text formatted with missing fonts appears in pink
highlighting so that you can easily identify text formatted with a missing font.
1 Choose Edit > Preferences > Composition (Windows®) or InCopy > Preferences > Composition (Mac OS®).
2 Select Substituted Fonts, and then click OK.

Multiple master fonts
Multiplemaster fonts are customizable Type 1 fonts whose typeface characteristics are described in terms of variable
design axes, such as weight, width, style, and optical size.
Some multiple master fonts include an optical size axis, which lets you use a font specifically designed for optimal
readability at a particular size. Generally, the optical size for a smaller font, such as 10 point, is designed with heavier
serifs and stems, wider characters, less contrast between thick and thin lines, taller x height, and looser spacing
between letters than the optical size for a larger font, such as 72 point.
1 Choose Edit > Preferences > Type (Windows) or InCopy > Preferences > Type (Mac OS).

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2 Select Automatically Use Correct Optical Size, and click OK.

Leading
About leading
The vertical space between lines of type is called leading. Leading is measured from the baseline of one line of text
to the baseline of the line above it. Baseline is the invisible line on which most letters—that is, those without
descenders—sit.
The default auto-leading option sets the leading at 120% of the type size (for example, 12-point leading for 10-point
type). When auto-leading is in use, InCopy displays the leading value in parentheses in the Leading menu of the
Character panel.

A
B

officers take them away: good
guard,Until their greater
pleasures first be known That
are to censure them.
CORDELIA: We are not the
first Who, with best meaning,
have incurr'd the worst.

Leading
A. Leading B. Text height C. Larger text size of one word increases leading for that one line.

Change leading
By default, leading is a character attribute, which means that you can apply more than one leading value within the
same paragraph. The largest leading value in a line of type determines the leading for that line. However, you can
select a preferences option so that leading applies to the entire paragraph, instead of to text within a paragraph. This
setting does not affect the leading in existing frames.
Change leading of selected text
1 Select the text you want to change.
2 Do any of the following:

• In the Character panel or Control panel, choose the leading you want from the Leading menu

• Select the existing leading value and type a new value.
• While creating a paragraph style, change the leading using the Basic Character Formats panel.
You can also adjust vertical space by aligning text to the baseline grid. When baseline grid is set, the baseline grid
setting takes precedence over the leading value.
Change the default leading percentage
1 Select the paragraphs that you want to change.
2 Choose Justification from the Paragraph panel menu or from the Control panel menu.
3 For Auto Leading, specify a new default percentage. The minimum value is 0%, and the maximum value is 500%.

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Apply leading to whole paragraphs
1 Choose Edit > Preferences > Type (Windows) or InCopy > Preferences > Type (Mac OS).
2 Select Apply Leading To Entire Paragraph, and then click OK.

Note: When you use a character style to apply leading to text, the leading affects only the text to which the style is applied,
not the entire paragraph, regardless of whether the Apply Leading To Entire Paragraph option is selected.

Kerning and tracking
About kerning and tracking
Kerning is the process of adding or subtracting space between specific pairs of characters. Tracking is the process of
loosening or tightening a block of text.
Types of kerning

You can automatically kern type using metrics kerning or optical kerning. Metrics kerning uses kern pairs, which are
included with most fonts. Kern pairs contain information about the spacing of specific pairs of letters. Some of these
are: LA, P., To, Tr, Ta, Tu, Te, Ty, Wa, WA, We, Wo, Ya, and Yo.
InCopy uses metrics kerning by default so that specific pairs are automatically kerned when you import or type text.
To disable metrics kerning, select "0".
Optical kerning adjusts the spacing between adjacent characters based on their shapes. Some fonts include robust
kern-pair specifications. However, when a font includes only minimal built-in kerning or none at all, or if you use
two different typefaces or sizes in one or more words on a line, you may want to use the optical kerning option.

Before applying the optical kerning option to the “W” and “a” pair (top), and after (bottom)

You can also use manual kerning, which is ideal for adjusting the space between two letters. Tracking and manual
kerning are cumulative, so you can first adjust individual pairs of letters, and then tighten or loosen a block of text
without affecting the relative kerning of the letter pairs.
Word kerning isn’t the same as the Word Spacing option in the Justification dialog box; word kerning changes the
kerning value only between a specific word’s first character and the word space preceding that character.

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Kerning and tracking
A. Original B. Kerning applied between “W” and “a” C. Tracking applied

How kerning and tracking are measured

You can apply kerning, tracking, or both to selected text. Tracking and kerning are both measured in 1/1000 em, a
unit of measure that is relative to the current type size. In a 6-point font, 1 em equals 6 points; in a 10-point font,
1 em equals 10 points. Kerning and tracking are strictly proportional to the current type size.
Tracking and manual kerning are cumulative, so you can first adjust individual pairs of letters, and then tighten or
loosen a block of text without affecting the relative kerning of the letter pairs.
When you click to place the insertion point between two letters, InCopy displays kerning values in the Character
panel and the Control panel. Metrics and optical kerning values (or defined kern pairs) appear in parentheses.
Similarly, if you select a word or a range of text, InCopy displays the tracking values in the Character panel and
Control panel.

Apply kerning to text
You apply either of two types of automatic kerning: metrics kerning or optical kerning, or you can adjust the spacing
between letters manually.

See also
“Keys for working with type” on page 263
Use metrics kerning
1 Set the text insertion point between the characters you want to pair kern, or select text.
2 In the Character panel or Control panel, select Metrics in the Kerning

menu.

To avoid using the built-in kerning information of a font for selected text, choose “0” in the Kerning

menu.

Note: If you use font metrics kerning in a Japanese OpenType font, it is recommended that you choose OpenType > Use
Proportional Metrics from the Control panel menu. That way, you can avoid making unnecessary manual kerning
adjustments.
Use optical kerning
1 Set the text insertion point between characters you want to pair kern or select the text you want to kern.
2 In the Character panel or Control panel, select Optical in the Kerning

menu.

Adjust kerning manually
1 Using the Type tool
, click to place an insertion point between two characters.

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Note: If a range of text is selected, you can’t manually kern the text (you can choose only Metrics, Optical, or 0). Instead,
use tracking.
2 Do any of the following:

• In the Character panel or the Control panel, type or select a numeric value in the Kerning menu.
• Press Alt+Left/Right Arrow (Windows) or Option+Left/Right Arrow (Mac OS) to decrease or increase the
kerning between two characters.
The amount of the word kerning adjustment is the same as the Kerning value in the Units & Increments Preferences
dialog box. When you press the shortcut and hold down the Ctrl or Command key, the kerning amount is the
Kerning preferences value multiplied by 5.
Change the default kerning increment value
❖ In the Units & Increments section of the Preferences dialog box, type a new value for the Kerning option and

click OK.
Turn off kerning for selected text
1 Select text.
2 In the Character panel or Control panel, type or choose 0 in the Kerning menu.

You can also press Alt+Ctrl+Q (Windows) or Option+Command+Q (Mac OS) to reset kerning and tracking. When
you do so, kerning is set to Metrics regardless of which kerning option was previously applied.

Highlight text containing custom kerning and tracking
In some instances, you’ll want to be aware of text that has custom tracking and kerning applied. If you select the
Custom Tracking/Kerning preferences option, green highlighting appears over text with custom tracking or kerning.
1 Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS).
2 Select Custom Tracking/Kerning, and then click OK.

Adjust kerning between words
❖ With the Type tool

, select a range of text and do one of the following:

• To add space between selected words, press Alt+Ctrl+\ (Windows) or Option+Command+\ (Mac OS).
• To remove space between selected words, press Alt+Ctrl+Backspace (Windows) or Option+Command+Delete
(Mac OS).

• To multiply the kerning adjustment by 5, hold down Shift as you press the keyboard shortcut.

Adjust tracking
1 Select a range of characters.
2 In the Character panel or Control panel, type or select a numeric value for Tracking

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Formatting characters
Apply baseline shift
Use Baseline Shift to move a selected character up or down relative to the baseline of the surrounding text. This
option is especially useful when you’re hand-setting fractions or adjusting the position of inline graphics.

10th 1/2

10 th 1/2

Baseline shift values applied to text

1 Select text.
2 In the Character panel or Control panel, type a numeric value for Baseline Shift . Positive values move the
character’s baseline above the baseline of the rest of the line; negative values move it below the baseline.

To increase or decrease the value, click in the Baseline Shift box, and then press the Up or Down Arrow key. Hold
down Shift while you press the Up or Down Arrow key to change the value in greater increments.
To change the default increment for baseline shift, specify a value for Baseline Shift in the Units & Increments section
of the Preferences dialog box.

Make characters superscript or subscript in a non-OpenType font
1 Select text.
2 Choose Superscript or Subscript in the Character panel menu or in the Control panel.

When you choose Superscript or Subscript, a predefined baseline shift value and type size are applied to the selected
text.
The values applied are percentages of the current font size and leading, and are based on settings in the Type Preferences dialog box. These values do not appear in the Baseline Shift or Size boxes of the Character panel when you
select the text.
Note: You can change the default size and position of superscripts and subscripts using Advanced Type preferences.

See also
“Apply OpenType font attributes” on page 169

Apply underline or strikethrough
1 Select text.
2 Choose Underline or Strikethrough in the Character panel menu or the Control panel.

The default weight of an underline and strikethrough depends on the size of the type.

Change underline or strikethrough options
Creating custom underlining is especially useful when you want to create an even underline below characters of
different sizes, or for creating special effects, such as background highlighting.

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Before and after adjusting underlines

1 From the Character panel menu or the Control panel menu, choose Underline Options or Strikethrough Options.
2 Do any of the following, and then click OK:

• Select Underline On or Strikethrough On to turn on underline or strikethrough for the current text.
• For Weight, choose a weight or type a value to determine the thickness of the underline or strikethrough line.
• For Type, select one of the underline or strikethrough options.
• For Offset, determine the vertical position of the line. The offset is measured from the baseline. Negative values
move the underline above the baseline and the strikethrough below the baseline.

• Select Overprint Stroke when you want to make sure that the stroke doesn’t knock out underlying inks on a
printing press.

• Choose a color and tint. If you specified any line type other than solid, choose a gap color or gap tint to change
the appearance of the area between dashes, dots, or lines.

• Select Overprint Stroke or Overprint Gap if the underline or strikethrough will be printed over another color, and
you want to avoid errors that can occur with printing misregistration.
To change the underline or strikethrough options in a paragraph or character style, use the Underline Options or
Strikethrough Options section of the dialog box that appears when you create or edit the style.

Apply ligatures to letter pairs
InDesign can automatically insert ligatures, which are typographic replacement characters for certain letter pairs,
such as “fi” and “fl,” when they are available in a given font. The characters that InDesign uses when the Ligature
option is selected appear and print as ligatures, but are fully editable, and do not cause the spell checker to flag a word
erroneously.

Individual characters (top) and ligature combinations (bottom)

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With OpenType fonts, when you choose Ligatures from the Character panel menu or Control panel menu, InDesign
produces any standard ligature defined in the font, as determined by the font designer. However, some fonts include
more ornate, optional ligatures, which can be produced when you choose the Discretionary Ligatures command.
1 Select text.
2 Choose Ligatures from the Character panel menu or the Control panel menu.

See also
“OpenType fonts” on page 168

Change the color and gradient of text
You can apply colors and gradients to the stroke and fill of characters with the Swatches panel. For a linked story, you
can apply any colors or gradients defined by the linked InDesign layout. For a stand-alone story, you can apply any
of the default colors or new colors you create for the document.
Note: You cannot create gradients in InCopy. Gradients only appear when imported from InDesign.
A

Swatches
A. Swatch affects fill or stroke B. Swatch affects container or text C. Tint percentage

Change the color of text
1 Using the Type tool , select the text you want to color.
2 In the Swatches panel (choose Window > Swatches), click a color or gradient swatch.

Note: You can apply colors to text in either Galley, Story, or Layout view; however, color changes are visible only in
Layout view.
Specify the type of swatches to display
1 Choose Window > Swatches to open the Swatches panel.
2 At the bottom of the panel, specify one of the following:

• To see all color, tint, and gradient swatches, click the Show All Swatches button.
• To see only process color, spot color, and tint swatches, click the Show Color Swatches button.
• To see only gradient swatches, click the Show Gradient Swatches button.

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Assign a language to text
Assigning a language to text determines which spelling and hyphenation dictionary is used. Assigning a language
does not change the actual text.
1 Do any of the following:

• To apply the language only to selected text, select the text.
• To change the default dictionary used in InDesign, choose the language with no documents open.
• To change the default dictionary for a specific document, choose Edit > Deselect All, and then choose the
language.
2 In the Character panel or Control panel, choose the appropriate dictionary in the Language menu.

InDesign uses Proximity language dictionaries for both spelling and hyphenation. These dictionaries let you specify
a different language for as little as a single character of text. Each dictionary contains hundreds of thousands of words
with standard syllable breaks. Changing the default language does not affect existing text frames or documents.
You can customize language dictionaries to ensure that any unique vocabulary you use is recognized and treated
correctly.
A

How dictionaries affect hyphenation
A. “Glockenspiel” in English B. “Glockenspiel” in Traditional German C. “Glockenspiel” in Reformed German

See also
“Hyphenation and spelling dictionaries” on page 142

Change the case of type
The All Caps or Small Caps commands change the appearance of text, but not the text itself. Conversely, the Change
Case command changes the case setting of selected text. This distinction is important when searching or spellchecking text. For example, suppose you type “spiders” in your document and apply All Caps to the word. Using
Find/Change (with Case Sensitive selected) to search for “SPIDERS” will not find the instance of “spiders” to which
All Caps was applied. To improve search and spell-check results, use the Change Case command rather than All Caps.
Change text to All Caps or Small Caps

InDesign can automatically change the case of selected text. When you format text as small caps, InDesign automatically uses the small-cap characters designed as part of the font, if available. Otherwise, InDesign synthesizes the
small caps using scaled-down versions of the regular capital letters. The size of synthesized small caps is set in the
Type Preferences dialog box.

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Before (top) and after (bottom) setting BC and AD in small caps to complement old-style numerals and surrounding text

If you select All Caps or Small Caps in an OpenType font, InDesign creates more elegant type. If you’re using an
OpenType font, you can also choose All Small Caps from the Character panel menu or the Control panel. (See “Apply
OpenType font attributes” on page 169.)
1 Select text.
2 Choose All Caps or Small Caps in the Character panel menu or in the Control panel. If the text was originally
typed in all caps, selecting Small Caps will not change the text.
Specify the size for small caps
1 Choose Edit > Preferences > Advanced Type (Windows) or InCopy > Preferences > Advanced Type (Mac OS).
2 For Small Caps, type a percentage of the original font size for text to be formatted as small caps. Then click OK.
Change capitalization
1 Select text.
2 Choose one of the following in the Type > Change Case submenu:

• To change all characters to lowercase, choose Lowercase.
• To capitalize the first letter of each word, choose Title Case.
• To change all characters to uppercase, choose Uppercase.
• To capitalize the first letter of each sentence, choose Sentence Case.
Note: The Sentence Case command assumes that the period (.), exclamation point (!), and question mark (?) characters
mark the ends of sentences. Applying Sentence Case may cause unexpected case changes when these characters are used
in other ways, as in abbreviations, file names, or Internet URLs. In addition, proper names may become lowercase when
they should be uppercase.

Scale type
You can specify the proportion between the height and width of the type, relative to the original width and height of
the characters. Unscaled characters have a value of 100%. Some type families include a true expanded font, which is
designed with a larger horizontal spread than the plain type style. Scaling distorts the type, so it is generally preferable
to use a font that is designed as condensed or expanded, if one is available.

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Scaling fonts horizontally
A. Unscaled type B. Unscaled type in condensed font C. Scaled type in condensed font

Adjust vertical or horizontal scaling
1 Select text you want to scale.
2 In the Character panel or Control panel, type a numeric value to change the percentage of Vertical Scaling
Horizontal Scaling .

Scale text by resizing the text frame in InDesign
❖ Do any of the following:

• Using the Selection tool, hold down Ctrl (Windows) or Command (Mac OS), and then drag a corner of the text
frame to resize it.

• Using the Scale tool

, resize the frame.

Skew type
1 Select text.
2 In the Character panel, type a numeric value for Skewing
slant type to the left.

. Positive values slant type to the right; negative values

Note that applying an angle to type does not produce true italic characters.

Formatting paragraphs
Adjust paragraph spacing
You can control the amount of space between paragraphs. If a paragraph begins at the top of a column or frame,
InCopy does not insert extra space before the paragraph. In such a case, you can increase the leading of the first line
of the paragraph or increase the top inset of the text frame in InDesign.
1 Select text.
2 In the Paragraph panel or the Control panel, adjust the appropriate values for Space Before

and Space After

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To ensure formatting consistency, change paragraph spacing in the paragraph styles you define.

See also
“Define paragraph and character styles” on page 151

Use drop caps
You can add drop caps to one or more paragraphs at a time. The drop cap’s baseline sits one or more lines below the
baseline of the first line of a paragraph.
You can also create a character style that can be applied to the drop-cap characters. For example, you can create a tall
cap (also called a raised cap) by specifying a 1-line, 1-character drop cap and applying a character style that increases
the size of the first letter.

fter breakfast I wan
man and guess out
but Jim didn’t want
bad luck; and besides, he
ha’nt us; he said a man th
likely to go a-ha'nting a
planted and comfortab
reasonable, so I didn’t sa

After

breakfast
guess out
want to. He said it would fe
come and ha'nt us; he said
to go a-ha'nting around th
That sounded pretty reaso
keep from studying over i
and what they done it for.

One-character, three-line drop cap (left), and five-character, two-line drop cap (right)

See also
“Drop caps and nested styles” on page 158
“Apply a character style to a drop cap” on page 158
Create a drop cap
1 With the Type tool

selected, click in the paragraph where you want the drop cap to appear.

2 In the Paragraph panel or Control panel, type a number for Drop Cap Number Of Lines
of lines you want the drop cap to occupy.
3 For Drop Cap One Or More Characters

to indicate the number

, type the number of drop cap characters you want.

4 To apply a character style to the drop cap character, choose Drop Caps And Nested Styles from the Paragraph

panel menu or the Control panel menu, and then choose the character style you created.
You can also use the Drop Caps And Nested Styles dialog box to align the drop cap to the text edge, reducing the
amount of space on the left side of the drop cap, and adjust for drop cap letters with descenders, such as “g” and “y.”
If you want to resize, skew, or change the typeface of the drop cap letter for added effect, select the letter or letters and
make the formatting changes.
Remove a drop cap
1 With the Type tool

selected, click in the paragraph where the drop cap appears.

2 In the Paragraph panel or Control panel, type 0 for Drop Cap Number Of Lines or Drop Cap Number Of
Characters.

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Add rules (lines) above or below paragraphs
Rules are paragraph attributes that move and are resized along with the paragraph on the page. If you’re using a rule
with headings in your document, you may want to make the rule part of a paragraph style definition. The width of
the rule is determined by the column width.
The offset for a rule above a paragraph is measured from the baseline of the top line of text to the bottom of the rule.
The offset for a rule below a paragraph is measured from the baseline of the last line of text to the top of the rule.

Placement of rules
A. Rule above paragraph B. Rule below paragraph

Add a rule above or below a paragraph
1 Select text.
2 Choose Paragraph Rules from the Paragraph panel menu or Control panel menu.
3 At the top of the Paragraph Rule dialog box, select Rule Above or Rule Below.
4 Select Rule On.

Note: If you want both a rule above and below, make sure that Rule On is selected for both Rule Above and Rule Below.
5 Select Preview to see what the rule will look like.
6 For Weight, choose a weight or type a value to determine the thickness of the rule. For Rule Above, increasing the
weight expands the rule upwards. For Rule Below, increasing the weight expands the rule downward.
7 Select Overprint Stroke when you want to make sure that the stroke doesn’t knock out underlying inks on a
printing press.
8 Do one or both of the following:

• Choose a color. The available colors are those listed in the Swatches panel. Select the Text Color option to make
the rule the same color as the first character in the paragraph for Rule Above and the last character for Rule Below.

• Choose a tint or specify a tint value. The tint is based on the color you specified. Note that you can’t create tints of
the built-in colors None, Paper, Registration, or Text Color.

• If you specified any line type other than solid, choose a gap color or gap tint to change the appearance of the area
between dashes, dots, or lines.
9 Choose the width of the rule. You can choose either Text (from the left edge of text to the line end) or Column
(from the left edge of the column to the right edge of the column). If the left edge of the frame has a column inset,
the rule begins at the inset.
10 To determine the vertical position of the rule, type a value for Offset.

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11 To make sure that the rule above text is drawn within the text frame, select Keep Within Frame. If this option

isn’t selected, the rule can appear outside the text frame.
12 Set left or right indents for the rule (not for text) by typing values for Left Indent and Right Indent.
13 Select Overprint Stroke if the paragraph rule will be printed over another color and you want to avoid errors that

can occur with printing misregistration. Then click OK.
Remove a paragraph rule
1 Using the Type tool
, click in the paragraph containing the paragraph rule.
2 Choose Paragraph Rules from the Paragraph panel menu or Control panel menu.
3 Deselect Rule On and click OK.

Controlling paragraph breaks
You can eliminate orphans and widows, words or single lines of text that become separated from the other lines in a
paragraph. Orphans fall at the bottom of a column or page, and widows fall at the top of a column or page. Another
typographic problem to avoid is a heading that stands alone on a page with the following paragraph on the next page.
You have several options for fixing widows, orphans, short exit lines, and other paragraph break problems:
Discretionary hyphens A discretionary hyphen (Type > Insert Special Character > Hyphens And Dashes > Discretionary Hyphen) appears only if the word breaks. This option prevents the common typographic problem of
hyphenated words, such as “care-giver,” appearing in the middle of a line after text reflows. Similarly, you can also
add a discretionary line break character.
No Break Choose No Break from the Character panel menu to prevent selected text from breaking across a line.
Nonbreaking spaces Insert a nonbreaking space (Type > Insert White Space > [nonbreaking space]) between words
you want to keep together.
Keep Options Choose Keep Options from the Paragraph panel menu to specify how many lines in the following

paragraph remain with the current paragraph.
Start Paragraph Use Start Paragraph in the Keep Options dialog box to force a paragraph (usually a title or heading)
to appear at the top of a page, column, or section. This option works especially well as part of a heading paragraph
style.
Hyphenation Settings Choose Hyphenation from the Paragraph panel menu to change hyphenation settings.
Edit text Editing text may not be an option depending on the kind of document you work with. If you have license

to rewrite, then subtle rewording can often create a better line break.
Use a different composer In general, use Adobe Paragraph Composer to let InDesign compose paragraphs automat-

ically. If a paragraph isn’t composed the way you’d like, choose Adobe Single-line Composer from the Paragraph
panel menu or Control panel menu and adjust selected lines individually.

Control paragraph breaks using Keep Options
You can specify how many lines of the following paragraph remain with the current paragraph as it moves between
frames—a convenient way to ensure that headings don’t become isolated from the body text they introduce.
InDesign can highlight the paragraphs that sometimes break in violation of your settings.
You may not want to use Keep Options if your document does not require your columns to share the same last
baseline.

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To highlight paragraphs that violate Keep Options, choose Edit > Preferences > Composition (Windows) or InCopy >
Preferences > Composition (Mac OS), select Keep Violations, and click OK.
1 Select the paragraph or paragraphs you want to affect.
2 Choose Keep Options in the Paragraph panel menu or Control panel menu. (You can also change keep options
when creating or editing a paragraph style.)
3 Select any of these options and then click OK:

• For Keep With Next _ Lines, specify the number of lines (up to five) of the subsequent paragraph that the last line
of the current paragraph stays with. This option is especially useful for making sure that a heading stays with the
next few lines of the paragraph that follows it.

• Select the Keep Lines Together option and select All Lines In Paragraph to prevent the paragraph from breaking.
• Select the Keep Lines Together option, select At Start/End of Paragraph, and specify the number of lines that must
appear at the beginning or ending of the paragraph to prevent orphans and widows.

• For Start Paragraph, choose an option to force InDesign to push the paragraph to the next column, frame, or page.
If Anywhere is selected, the start position is determined by the Keep Line Settings option. For other options, they
will be forced to start from these positions.
When you create paragraph styles for headings, use the Keep Options panel to make sure that your headings remain
with the paragraph that follows them.

See also
“Add column, frame, and page breaks” on page 97

Create hanging punctuation
Punctuation marks and letters such as “W” can make the left or right edges of a column appear to be misaligned.
Optical Margin Alignment controls whether punctuation marks (such as periods, commas, quotation marks, and
dashes) and edges of letters (such as W and A) hang outside the text margins, so that the type looks aligned.

Before (left) and after (right) applying Optical Margin Alignment

1 Select a text frame, or click anywhere in the story.
2 Choose Type > Story.
3 Select Optical Margin Alignment.
4 Select a font size to set the appropriate amount of overhang for the size of type in your story. For optimal results,
use the same size as the text.

To turn off Optical Margin Alignment for an individual paragraph, choose Ignore Optical Margin from the
Paragraph panel menu or Control panel menu.

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Aligning text
Align or justify text
Text can be aligned with one or both edges (or insets) of a text frame. Text is said to be justified when it is aligned
with both edges. You can choose to justify all text in a paragraph excluding the last line (Justify Left or Justify Right),
or you can justify text in a paragraph including the last line (Justify All). When you have only a few characters on the
last line, you may want to use a special end-of-story character and create a flush space.

Justify Left (left) and Justify All (right)

Note: When you justify all lines of text and you are using the Adobe Paragraph Composer, InDesign shifts text to ensure
that the paragraph has consistent text density and is visually appealing. You can fine-tune spacing in justified text.
1 Select text.
2 Click one of the Alignment buttons (Align Left, Align Center, Align Right, Left Justify, Center Justify, Right Justify
and Full Justify) in the Paragraph panel or Control panel.
3 (Optional) Click Align Towards Spine or Align Away From Spine.

When you apply Align Towards Spine to a paragraph, text on a left-hand page is right-aligned, but when the same
text flows onto (or if the frame is moved to) a right-hand page, it becomes left aligned. Similarly, when you apply
Align Away from Spine to a paragraph, text on a left-hand page is left-aligned, while text on a right-hand page is
right-aligned.
If you want the left side of a line of text to be left-aligned and the right side to be right-aligned, position the insertion
point where you want to right-align the text, press Tab, and then right-align the rest of the line.

See also
“Use a flush space with justified text” on page 207
“Adjust word and letterspacing in justified text” on page 206

Align paragraphs to a baseline grid
The baseline grid represents the leading for body text in a document. You can use multiples of this leading value for
all elements of the page to ensure that text always lines up between columns and from page to page. For example, if
the body text in your document has 12-point leading, you could give your heading text 18-point leading and add 6
points of space before the paragraphs that follow the headings.
Using a baseline grid ensures consistency in the location of text elements on a page. You can adjust the leading for
the paragraph to ensure that its baselines align to the page’s underlying grid. This is useful if you want the baselines
of text in multiple columns or adjacent text frames to align. Change settings for the baseline grid by using the Grids
section of the Preferences dialog box.

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User Guide

You can also align only the first line of a paragraph to the baseline grid, allowing the rest of the lines to follow the
specified leading values.
To view the baseline grid, choose View > Grids & Guides > Show Baseline Grid.
Note: The baseline grid is visible only if the document zoom level is greater than the view threshold setting in Grids
Preferences. You may need to zoom in to view the baseline grid.

See also
“Set up a baseline grid” on page 45
Align paragraphs to the baseline grid
1 Select text.
2 In the Paragraph panel or Control panel, click Align to Baseline Grid

To ensure that the leading of your text does not change, set the baseline grid leading to the same leading value as your
text, or to a multiple thereof.
Align only the first line to the baseline grid
1 Select the paragraphs you want to align.
2 Choose Only Align First Line to Grid from the Paragraph menu or Control panel menu.
3 In the Paragraph panel or Control panel, click Align to Baseline Grid

Create balanced headline text
You can balance ragged aligned text across multiple lines. This feature is especially useful for multiline headings,
pull-quotes, and centered paragraphs.

Before and after applying Balance Ragged Lines to the title

1 Click in the paragraph you want to balance.
2 In the Paragraph panel or Control panel, choose Balance Ragged Lines from the menu.

This feature takes effect only when the Adobe Paragraph Composer is selected.

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Indents
Set indents
Indents move text inward from the right and left edges of the frame. In general, use first-line indents, not spaces or
tabs, to indent the first line of a paragraph.
A first-line indent is positioned relative to the left-margin indent. For example, if a paragraph’s left edge is indented
one pica, setting the first-line indent to one pica indents the first line of the paragraph two picas from the left edge
of the frame or inset.
You can set indents using the Tabs dialog box, the Paragraph panel, or the Control panel. You can also set indents
when you create bulleted or numbered lists.
Set an indent using the Tabs dialog box
1 Using the Type tool
, click in the paragraph you want to indent.
2 Choose Type > Tabs to display the Tabs dialog box.
3 Do one of the following to the indent markers

in the Tabs dialog box:

• Drag the top marker to indent the first line of text. Drag the bottom marker to move both markers and indent the
entire paragraph.

First-line indent (left) and no indent (right)

• Select the top marker and type a value for X to indent the first line of text. Select the bottom marker and type a
value for X to move both markers and indent the entire paragraph.
For more information on using the Tabs dialog box, see “About tabs” on page 191.
Set indents using the Paragraph panel or the Control panel
1 Using the Type tool
, click in the paragraph you want to indent.
2 Adjust the appropriate indent values in the Paragraph panel or Control panel. For example, do the following:

• To indent the entire paragraph one pica, type a value (such as 1p) in the Left Indent box

• To indent only the first line of a paragraph one pica, type a value (such as 1p) in the First Line Left Indent box

• To create a hanging indent of one pica, type a positive value (such as 1p) in the Left Indent box and type a negative
value (such as -1p) in the First Line Left Indent box. (See “Create a hanging indent” on page 189.)
Reset indents
1 Click in the paragraph in which you want to reset indents to the zero mark.
2 Choose Reset Indents from the Tabs dialog box menu.

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Create a hanging indent
In a hanging indent, all the lines in a paragraph are indented except for the first line. Hanging indents are especially
useful when you want to add inline graphics at the beginning of the paragraph.

No indent (left) and hanging indent (right)

1 Using the Type tool

, click in the paragraph you want to indent.

2 In the Tabs dialog box or the Control panel, specify a left indent value greater than zero.
3 To specify a negative first-line left indent value, do one of the following:

• In the Control panel, type a negative value for the first-line left indent

• In the Tabs dialog box, drag the top marker to the left, or select the marker and type a negative value for X.
In most cases you’ll specify the negative equivalent of the value you entered in step 2; for instance, if you specified a
left indent of 2 picas, your first-line left indent will typically be –2 picas.

See also
“Create bulleted or numbered lists” on page 195

Right-indent the last line of a paragraph
You can use the Last Line Right Indent option to add a hanging indent on the right side of the last line in a paragraph.
This option is especially useful for right-aligning prices in a sales catalog.

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Last line right indent

1 Type your paragraphs. In the last line of each paragraph, place the insertion point before the text to be indented,
and choose Type > Insert Special Character > Other > Right Indent Tab.
2 Select the paragraphs.
3 To create a right indent for paragraphs, specify a value (such as 2p) in the Right Indent field of the Paragraph panel
or Control panel.
4 To offset the right indent value for the text that follows the tab, type a negative value (such as -2p) in the Last Line
Right Indent field of the Paragraph panel or Control panel.

Use Indent To Here
You can use the Indent To Here special character to indent lines in a paragraph independently of a paragraph’s left
indent value. The Indent To Here special character is different from the paragraph’s left indent in the following ways:

• Indent To Here is part of the text flow, as if it were a visible character. If text reflows, the indent moves with it.
• When you choose Type > Show Hidden Characters, the Indent To Here character

is visible.

• Indent To Here affects all lines after the line where you’ve added its special characters, so you can indent just some
of the lines in a paragraph.

• When you choose Type > Show Hidden Characters, the Indent To Here character

Indent To Here special character

1 Using the Type tool

, click the insertion point where you would like to indent.

is visible.

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User Guide

2 Choose Type > Insert Special Character > Other > Indent To Here.

See also
“Right-indent the last line of a paragraph” on page 189

Tabs
About tabs
Tabs position text at specific horizontal locations in a frame. The default tab settings depend on the Horizontal ruler
units setting in the Units & Increments preferences dialog box.
Tabs apply to an entire paragraph. The first tab you set deletes all default tab stops to its left. Subsequent tabs delete
all default tabs between the tabs you set. You can set left, center, right, and decimal or special-character tabs.

Tabs dialog box overview
You set tabs using the Tabs dialog box.
A

Tabs dialog box
A. Tab alignment buttons B. Tab position C. Tab leader box D. Align On box E. Tab ruler F. Snap above frame

Open the Tabs dialog box
1 Using the Type tool, click in the text frame.
2 Choose Type > Tabs.

If the top of the frame is visible, the Tabs dialog box snaps to the current text frame and matches its width to the
current column.
Align the Tabs dialog box ruler with your text
1 In Layout View, scroll through your document to display the top of the content.
2 Click the magnet icon on the Tabs dialog box. The Tabs dialog box snaps to the top of the column that includes
the selection or the insertion point.

Set tabs
You can set left, center, right, and decimal or special-character tabs. When you use the special-character tab, you can
set a tab to align to any character you choose, such as a colon or a dollar sign.
1 To see the effect of changing tab settings, choose View > Layout View.
2 Using the Type tool

, click an insertion point in the paragraph.

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User Guide

3 Press the Tab key. Add tabs in the paragraphs where you want to add horizontal space. (You can also add tabs after
you create your tab settings.)
Act 1
Scene 1: King Lear’s palace.
Scene 2: The Earl of Gloucester’s castle.
Scene 3: The Duke of Albany’s palace.
Scene 4: A hall in the same.
Scene 5: Court before the same.
Act 2
Scene 1: Gloucester’s castle
Scene 2: Before Gloucester’s castle.
Scene 3: A wood.
Using tabs to align text

4 To specify which paragraphs will be affected, select a paragraph or a group of paragraphs.

Note: In Galley view and Story view, adding a tab at the beginning of the paragraph indents the text the same amount,
regardless of the tab position. Layout view shows the actual distance of the tab.
5 For the first tab, click a tab-alignment button (left, right, center, or decimal) in the Tabs dialog box to specify how
text will align to the tab’s position.
6 Do one of the following:

• Click a location on the tab ruler to position a new tab.

Adding a new tab setting

• Type a position in the X box and press Enter or Return. If the X value is selected, press the up or down arrow key
to increase or decrease the tab value by 1 point, respectively.
7 For subsequent tabs with different alignments, repeat steps 3 and 4.

The first tab setting is right-aligned; the second tab setting is left-aligned.

To insert a tab character in a table, choose Type > Insert Special Character > Other > Tab.

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Repeat tabs
The Repeat Tab command creates multiple tabs based on the distance between the tab and the left indent or the
previous tab stop.
1 Click an insertion point in the paragraph.
2 In the Tabs panel, select a tab stop on the ruler.
3 Choose Repeat Tab from the panel menu.
C
A
B

Repeated tabs
A. Tab-alignment buttons B. Tab stop on the ruler C. Panel menu

Move, delete, and edit tab settings
Use the Tabs dialog box to move, delete, and edit tab settings.
Move a tab setting
1 Using the Type tool

, click an insertion point in the paragraph.

2 In the Tabs dialog box, select a tab on the tab ruler.
3 Do one of the following:

• Type a new location for X and press Enter or Return.
• Drag the tab to a new location.
Delete a tab setting
1 Click an insertion point in the paragraph.
2 Do one of the following:

• Drag the tab off the tab ruler.
• Select the tab, and choose Delete Tab from the panel menu.
• To return to the default tab stops, choose Clear All from the panel menu.
Change a tab from one alignment to another
1 In the Tabs dialog box, select a tab on the tab ruler.
2 Click a tab-alignment button.

You can also hold down Alt (Windows) or Option (Mac OS) while clicking the tab setting to cycle through the four
alignment options.

Specify characters for decimal tabs
You use decimal tabs to align text with a character you specify, such as a period or a dollar sign.
1 In the Tabs panel, create or select a decimal tab

on the tab ruler.

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2 In the Align On box, type the character to which you want to align. You can type or paste any character. Make sure
that the paragraphs you’re aligning contain that character.

Text aligned using a decimal tab

Add tab leaders
A tab leader is a repeated pattern of characters, such as a series of dots or dashes, between a tab and the following text.
1 In the Tabs panel, select a tab stop on the ruler.
2 Type a pattern of as many as eight characters in the Leader box, and then press Enter or Return. The characters
you entered repeat across the width of the tab.
3 To change the font or other formatting of the tab leader, select the tab character in the text frame, and use the
Character panel or Type menu to apply formatting.

Insert right indent tabs
In one step, you can add a right-aligned tab at the right indent, making it easier to prepare tabular text that spans an
entire column. Right indent tabs are slightly different from regular tabs. A right indent tab:

• Aligns all subsequent text to the right edge of the text frame. If the same paragraph includes any tabs after the right
indent tab, those tabs and their text are pushed to the next line.

• Is a special character located in the text, not in the Tabs dialog box. You add a right indent tab using a context
menu, not the Tabs dialog box. As a result, a right indent tab can’t be part of a paragraph style.

• Is different from the Right Indent value in the Paragraph panel. The Right Indent value keeps the entire right edge
of the paragraph away from the right edge of the text frame.

• Can be used with a tab leader. Right indent tabs use the tab leader of the first tab stop past the right margin, or, if
there isn't one, the last tab stop before the right margin.
1 Using the Type tool

, click on the line where you want to add the right indent tab.

2 Choose Type > Insert Special Character > Other > Right Indent Tab.

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Bullets and numbering
Create bulleted or numbered lists
In bulleted lists, each paragraph begins with a bullet character. In numbered lists, each paragraph begins with an
expression that includes a number or letter and a separator such as a period or parenthesis. The numbers in a
numbered list are updated automatically when you add or remove paragraphs in the list. You can change the type of
bullet or numbering style, the separator, the font attributes and character styles, and the type and amount of indent
spacing.
You cannot use the Type tool to select the bullets or numbers in a list. Instead, edit their formatting and indent
spacing using the Bullets And Numbering dialog box, the Paragraph panel, or the Bullets And Numbering section
of the Paragraph Styles dialog box (if the bullets or numbers are part a style).

Filling Ingredients

Cooking Instructions

• 4 cups pitted red cherries

1. Mix the cherries, sugar,
corn starch and orange in
a large saucepan.

• 2/3 cup sugar
• 2 tablespoons corn starch
• 2 tablespoons orange juice

2. Cook on medium heat
until the mixure comes
to a full boil, then let it
stand for about 10 minutes
to thicken, stirring a couple
of times during the cooling.
3. Transfer to a shallow baking
dish.

Bulleted list and numbered list

Note: Automatically generated bullet and number characters aren’t actually inserted in the text. Therefore, they cannot
be found during a text search or selected with the Type tool unless you convert them to text. In addition, bullets and
numbering don’t appear in the story editor window (except in the paragraph style column).
For a video on creating bulleted and numbered lists, see www.adobe.com/go/vid0077.
1 Select the set of paragraphs that will become the list, or click to place the insertion point where you want the list
to begin.
2 Do any of the following:

• Click the Bulleted List button

or the Numbered List button
in the Control panel (in Paragraph mode).
Hold down Alt (Windows) or Option (Mac OS) while clicking a button to display the Bullets and Numbering
dialog box.

• Choose Bullets And Numbering from the Paragraph panel or Command panel. For List Type, choose either
Bullets or Numbers. Specify the settings you want, and then click OK.

• Apply a paragraph style that includes bullets or numbering.
3 To continue the list in the next paragraph, move the insertion point to the end of the list and press Enter or Return.
4 To end the list (or list segment, if the list is to be continued later in the story), click the Bulleted List or Numbered
List button in the Control panel again, or choose Bullets and Numbering from the Paragraph panel menu.

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See also
“Create a paragraph style for running lists” on page 200
“Create multi-level lists” on page 200

Format a bulleted or numbered list
1 Using the Type tool

, select the bulleted or numbered paragraphs you want to reformat.

2 Do any of the following to open the Bullets And Numbering dialog box:

• Choose Bullets And Numbering from the Control panel menu (in Paragraph mode) or the Paragraph panel menu.
• Alt-click (Windows) or Option-click (Mac OS) either the Bulleted List button
button

or the Numbered List

3 In the Bullets And Numbering dialog box, do any of the following:

• Change the bullet character.
• Change the numbered list options.
• Choose a style for the numbers or bullets from the Character Style list.
4 To change the position of the bullet or number, specify any of the following:
Alignment Left-aligns, centers, or right-aligns the bullets or numbers within the horizontal space allotted for

numbers. (If this space is narrow, the difference between the three options is negligible.)
Left Indent Specifies how far the lines after the first line are indented.
First Line Indent Controls where the bullet or number is positioned.
Tab Position Activates the tab position to create space between the bullet or number and the start of the list item.
Cooking Instructions

Cooking Instructions

1. Mix the cherries, sugar,
corn starch and orange in
a large saucepan.

2. Cook on medium heat
until the mixure comes
to a full boil, then let it
stand for about 10 minutes
to thicken, stirring a couple
of times during the cooling.

Position settings
A. Hanging indent B. Left-aligned list

Note: The Left Indent, First Line Indent, and Tab Position settings in the Bullets And Numbering dialog box are
paragraph attributes. For that reason, changing these settings in the Paragraph panel also changes bulleted and
numbered list formats.
By default, bullets and numbers inherit some of their text formatting from the first character in the paragraph to
which they’re attached. If the first character in one paragraph is different from the first characters in other
paragraphs, the numbering or bullet character may appear inconsistent with the other list items. If this is not the
formatting you desire, create a character style for numbers or bullets and apply it to your list by using the Bullets And
Numbering dialog box.

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Cooking Instructions
1. Mix the cherries, sugar, corn starch
and orange in a large saucepan.
2. Cook on medium heat until
the mixure comes to a full boil,
then let it stand for about 10
minutes to thicken, stirring a
couple of times during the cooling.
3. Transfer to a shallow baking dish.
Italicized first word of step 3 causes numbering to be italicized as well, unless you create character style for numbers and apply it to list.

Change bullet characters
If you don’t want to use one of the existing bullet characters, you can add other bullet characters to the Bullet
Character grid. A bullet character that is available in one font may not be available in another font. You can choose
whether the font is remembered with any bullet character you add.
If you want to use a bullet found in a specific font (such as the pointing hand from Dingbats), be sure to set the bullet
to remember that font. If you use a basic bullet character, it’s probably best not to remember the font, because most
fonts have their own version of that bullet character. Depending on whether you select the Remember Font With
Bullet option, a bullet you add can reference either a Unicode value and a specific font family and style, or just a
Unicode value.
Note: Bullets that reference only the Unicode value (without a remembered font) appear with a red “u” indicator.

Bullets And Numbering dialog box
A. Bullet without remembered font B. Bullet with remembered font

Change the bullet character
1 On the Control panel menu or Paragraph panel menu, select Bullets And Numbering.
2 In the Bullets And Numbering dialog box, select Bullets from the List Type menu.
3 Select a different bullet character, and then click OK.
Add a bullet character
1 In the Bullets And Numbering dialog box, select Bullets from the List Type menu, then click Add.
2 Select the glyph that you want to use as the bullet character. (Different font families and font styles contain
different glyphs.)

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3 If you want the new bullet to remember the currently chosen font and style, select Remember Font With Bullet.
4 Click Add.

Note: The list of bullet characters is stored in the document, like paragraph and character styles. When you paste or load
paragraph styles from another document, any bullet character used in those styles appears in the Bullets And Numbering
dialog box, along with the other bullets defined for the current document.
Remove a bullet character
1 In the Bullets And Numbering dialog box, select Bullets from the List Type menu.
2 Select the bullet character you want to remove, and click Delete. (The first preset bullet character cannot be
deleted.)

Change numbered list options
In a numbered list, the numbers are updated automatically when you add or remove paragraphs in the list.
Paragraphs that are part of the same list are numbered sequentially. These paragraphs do not have to be consecutive
to one another as long as you define a list for the paragraphs.
You can also create a multi-level list, in which list items are numbered in outline form and are indented by different
degrees.
1 Open the Bullets And Numbering dialog box.
2 Under Numbering Style, select the type of numbering you want to use from the Format menu.
3 In the Number box, use the default expression—period (.) and tab space (^t)—or construct a number expression
of your own. To enter a number expression, delete the period after the number metacharacter (^#) and do one of the
following:

• Type a character (such as a closing parenthesis) or more than one character in place of the period.
• Choose an item (such as Em Dash or Ellipses) from the Insert Special Character menu.
• Type a word or character before the number metacharacter. For example, to number questions in a list, you can
type the word Question.
4 Choose a character style for the expression. (The style you choose applies to the entire number expression, not
just to the number.)
5 For Mode, choose one of the following options:
Continue From Previous Number Numbers lists sequentially.
Start At Starts numbering at a number or other value that you enter in the text box. Enter a number, not a letter, even

if your list uses letters or Roman numerals for numbering.
6 Specify any other options, and then click OK.

Defining lists
A defined list can be interrupted by other paragraphs and lists, and can span different stories and different
documents in a book. For example, use defined lists to create a multi-level outline, or to create a running list of
numbered table names throughout your document. You can also define lists for separately numbered or bulleted
items that are mixed together. For example, in a list of questions and answers, define one list for numbering the
questions and another for numbering the answers.

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Defined lists are often used to track paragraphs for numbering purposes. When you create a paragraph style for
numbering, you can assign the style to a defined list, and paragraphs are numbered in that style according to where
they appear in the defined list. The first paragraph to appear is given number 1 (“Table 1”), for example, and the next
paragraph is given number 2 (“Table 2”), even if it appears several pages later. Because both paragraphs belong to the
same defined list, they can be numbered consecutively no matter how far apart they are in the document or book.
Define a new list for each type of item you want to number—step-by-step instructions, tables, and figures, for example.
By defining multiple lists, you can interrupt one list with another and maintain number sequences in each list.

Defined lists let you interrupt one list with another.

For a video on creating bulleted and numbered lists, see www.adobe.com/go/vid0077.
Define a list
1 Choose Type > Bulleted and Numbered Lists > Define Lists.
2 Click New in the Define Lists dialog box.
3 Enter a name for the list, choose whether you want to continue numbering across stories, and continue numbering
from previous documents in your book.
4 Click OK twice.

After you define a list, you can use it in a paragraph style, such as a style for tables, figures, or ordered lists, as well as
apply it by way of the Control panel and Paragraph panel.

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Note: Some lists are defined automatically. For example, when you import a numbered list from a Microsoft Word
document, InDesign defines a list automatically for your document.
Edit a defined list
1 Choose Type > Bulleted And Numbered Lists > Define Lists.
2 Select a list and click Edit.
3 Enter a new name for the list or change your selection of Continue Numbers options.

Paragraph styles that are assigned to the list are reassigned to the list under its new name.
Delete a defined list
1 Choose Type > Bulleted And Numbered Lists > Define Lists.
2 Select a list.
3 Click Delete, and then select a different list or the [Default] list to replace your list with.

Create a paragraph style for running lists
To create a running list—a list that is interrupted by other paragraphs or that spans multiple stories or documents—
create a paragraph style and apply the style to paragraphs that you want to be part of the list. For example, to create
a running list of the tables in your document, create a paragraph style called Tables, make a defined list part of the
style, and then apply the Tables paragraph style to all paragraphs you want in your Table list.
1 Choose New Paragraph Style from the Paragraph Styles panel menu.
2 Enter a style name.
3 On the left side of the New Paragraph Style dialog box, click Bullets And Numbering.
4 For List Type, select Bullets or Numbering.
5 If you are creating a style for numbered lists, choose a defined list from the List menu, or choose New List and
define the list.
6 Specify the bullet or numbering characteristics.
7 Use the Bullet or Number Position section of the New Paragraph Style dialog box to change the indent spacing.
For example, to create a hanging indent, type 2p for Left Indent and -2p for First Line Indent.
8 Specify other paragraph style attributes for the style, and then click OK.

See also
“Define paragraph and character styles” on page 151

Create multi-level lists
A multi-level list is a list that describes hierarchical relationships between the list paragraphs. These lists are also
called outline lists because they resemble outlines. The list’s numbering scheme (as well as indentations) show rank
as well as how items are subordinate to one another. You can tell where each paragraph fits in the list with respect to
the paragraphs before and after it. You can include up to nine levels in a multi-level list.

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Multi-level list with numbers and letters marking hierarchy levels

To create a multi-level list, define the list and then create a paragraph style for each level you want. For example, a
list with four levels requires four paragraph styles (each one assigned the same defined list). As you create each style,
you describe its numbering format and paragraph formatting.
For more information on creating outlines and multi-levels lists, visit www.adobe.com/go/learn_id_numbered_lists.
1 Choose New Paragraph Style from the Paragraph Styles panel menu.
2 Enter a style name.
3 If you already created a style for your multi-level list, choose the style you will assign to levels above this one from
the Based On menu; otherwise, choose No Paragraph Style or Basic Paragraph.
4 On the left side of the New Paragraph Style dialog box, click Bullets And Numbering.
5 Choose Numbers from the List Type menu.
6 Choose a list you defined from the List menu. If you haven’t yet defined your list, you can choose New List from
the menu and define it now.
7 In the Level box, enter a number that describes which level of the multi-level list you’re creating a style for.
8 From the Format menu, choose the type of numbering you want to use.
9 In the Number box, enter metacharacters or select metacharacters from the menus to describe the number
formatting you want for list items at this level.

• To include numbering prefixes from higher levels, enter text or click at the start of the Number box and choose
Insert Number Placeholder and then select a Level option (for example, Level 1), or enter ^ and then the list level
(for example, enter ^1). In a list with first levels numbered 1, 2, 3, and so on, and second levels numbered a, b, c,
and so on, including the first-level prefix in the second level renders second-level numbers as 1a, 1b, 1c; 2a, 2b, 2c;
3a, 3b, 3c.

• To create a number expression, enter punctuation, enter metacharacters, or select options on the Insert Special
Character list.
10 Select Restart Numbers At This Level After to renumber beginning at 1 when a paragraph at this level appears

after a paragraph at a higher level; deselect this option to number paragraphs at this level consecutively throughout
the list without regard for where the paragraphs appear in the list hierarchy.

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To restart numbers after a specific level or range of levels, type the level number or range (such as 2-4) in the Restart
Numbers At This Level After field.
11 In the Bullet or Number Position area, choose Indent or Tab Position options to indent list items at this level

farther than list items at higher levels. Indenting helps subordinate items in lists stand out.
12 Click OK.

Create running captions for figures and tables
Running captions number figures, tables, and other items consecutively in a document. For example, the first figure
caption starts with the words “Figure 1,” the second with “Figure 2,” and so on. To make sure that figures, tables, or
similar items are numbered consecutively, define a list for the item, and then create a paragraph style that includes
the list definition. You can also add descriptive words such as “Figure” or “Table” to the numbering scheme of the
paragraph style.
1 Create a new paragraph style and, in the Bullets and Numbering section of the Paragraph Style Options dialog
box, choose Numbers from the List Type menu.
2 Choose a defined list from the List menu (or choose New List to define a list).
3 Under Numbering Style, select the type of numbering you want to use from the Format menu.

For example, select the A, B, C, D... option to create a list for “Figure A,” “Figure B,” and so on.
4 In the Number box, enter a descriptive word and any spacing or punctuation (as needed) along with the
numbering metacharacters.

For example, to create a “Figure A” effect, enter the word “Figure” and a space before the numbering metacharacters
(such as Figure ^#.^t). This adds the word “Figure” followed by a sequential number (^#), a period, and a tab (^t).
Note: To include chapter numbers in running captions, choose Insert Placeholder From Chapter Number from the
Number list, or enter ^h where you want the chapter number to appear in the number scheme.
5 Finish creating the style and click OK.

After you create the style, apply it to text figure captions or table titles.
You can use the Table Of Contents feature to generate a list of tables or figures.

Restart or continue numbering for a list
InDesign offers commands for restarting a list and continuing a list:
Restarting a numbered list Place the insertion point in the paragraph and choose Restart Numbering from the

context menu or choose Type > Bulleted And Numbered Lists > Restart Numbering. In normal lists, this command
assigns the number 1 (or letter A) to a paragraph and makes it the first paragraph in a list. In multi-level lists, this
command assigns the first lower-level number to a nested paragraph.
Continuing a numbered list Choose Continue Numbering from the context menu or choose Type > Bulleted And
Numbered Lists > Continue Numbering. This command resumes numbering a list that was interrupted by
commentary, graphics, or nested list items. InDesign also offers commands for numbering lists that begin in one
story or book and cross into the next story or book.

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Number a list from the previous or current story

Whether a list resumes numbering from the previous story or starts numbering anew in the current story depends
on how the list is defined.
1 Choose Type > Bulleted And Numbered Lists > Define Lists.
2 Select a list and click the Edit button.

Don’t choose the Default list because it can’t run across stories.
3 Select Continue Numbers Across Stories to resume numbering the list from the previous story, or deselect this
option to start the list in the current story at 1 (or A).
4 Click OK twice.
Number a list from the previous or current document in a book

Whether a list resumes numbering from the previous document in a book or starts numbering anew in the current
document depends on how the list is defined.
1 Choose Type > Bulleted And Numbered Lists > Define Lists.
2 Select a list and click the Edit button.
3 Select Continue Numbers From Previous Document In Book to resume numbering the list from the previous
document (you must choose Continue Numbers Across Stories to activate this option), or deselect this option to start
the list in the current document at 1 (or A).
4 Click OK twice.

Convert list bullets or numbers to text
1 Select the paragraphs containing the bulleted or numbered list.
2 Do one of the following:

• From the Paragraph panel menu, choose Convert Numbering To Text or Convert Bullets To Text.
• Right-click (Windows) or Command-click (Mac OS) the selection, and then choose Convert Numbering To Text
or Convert Bullets To Text.
Note: To remove the list numbers or bullets, click the Numbered List button or Bulleted List button to unapply list
formatting to the selected text.

See also
“Convert style bullets and numbering to text” on page 157

Composing text
About text composition
The appearance of text on your page depends on a complex interaction of processes called composition. Using the
word spacing, letterspacing, glyph scaling, and hyphenation options you’ve selected, InCopy composes your type in
a way that best supports the specified parameters.

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InCopy offers two composition methods: Adobe Paragraph Composer (the default) and Adobe Single-line
Composer (both are available from the Control panel menu). You can select which composer to use from the
Paragraph panel menu, the Justification dialog box, or the Control panel menu.
For a video on working with text, see www.adobe.com/go/vid0075.

Composition methods
InCopy offers two composition methods: Adobe Paragraph Composer (the default) and Adobe Single-line
Composer. Both composition methods evaluate possible breaks, and choose those that best support the hyphenation
and justification options you’ve specified for a given paragraph.
The Adobe Paragraph Composer

Considers a network of breakpoints for an entire paragraph, and thus can optimize earlier lines in the paragraph in
order to eliminate especially unattractive breaks later on. Paragraph composition results in more even spacing with
fewer hyphens.
The Paragraph Composer approaches composition by identifying possible breakpoints, evaluating them, and
assigning a weighted penalty to them based on such principles as evenness of letterspacing, word spacing, and
hyphenation.
You can use the Hyphenation dialog box to determine the relationship between better spacing and fewer hyphens.
(See “Hyphenate text” on page 205.)
The Adobe Single-line Composer

Offers a traditional approach to composing text one line at a time. This option is useful if you want to restrict composition changes from late stage edits.

Choose a composition method for a paragraph
❖ Do any of the following:

• From the Paragraph panel menu, choose Adobe Paragraph Composer (the default) or Adobe Single-line
Composer.

• From the Paragraph panel menu or the Control panel menu, choose Justification, and then choose an option from
the Composer menu.
Note: Additional composition engine plug-ins from other companies may be available, along with interfaces that let you
customize an engine’s parameters.

Set composition preferences
1 Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS).
2 To use on-screen highlighting to identify compositional problems, select Keep Violations and H&J Violations
(hyphenation and justification).
3 To justify text that wraps around an object, select Justify Text Next To An Object.
4 Click OK.

See also
“Highlight lines that are too loose or tight” on page 208

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Hyphenate text
The settings you choose for hyphenation and justification affect the horizontal spacing of lines and the aesthetic
appeal of type on your pages. Hyphenation options determine whether words can be hyphenated and, if they can,
which breaks are allowable.
Justification is controlled by the alignment option you choose, the word spacing and letterspacing you specify, and
whether or not you have used glyph scaling. You can also justifying single words in narrow columns of fully justified text.

See also
“Adjust word and letterspacing in justified text” on page 206
“Hyphenation and spelling dictionaries” on page 142
Adjust hyphenation manually

You can hyphenate words manually or automatically, or you can use a combination of the two methods. The safest
way to hyphenate manually is to insert a discretionary hyphen, which is not visible unless the word needs to be broken
at the end of a line. Placing a discretionary hyphen at the beginning of a word prevents it from being broken.
1 Using the Type tool

, click where you want to insert the hyphen.

2 Do one of the following:

• Choose Type > Insert Special Character > Hyphens and Dashes > Discretionary Hyphen.
• Press Ctrl+Shift+- (Windows) or Command+Shift+- (Mac OS) to insert a discretionary hyphen.
Note: Entering a discretionary hyphen in a word does not guarantee that the word will be hyphenated. Whether or not
the word breaks depends on other hyphenation and composition settings. However, entering a discretionary hyphen in
a word does guarantee that the word can be broken only where the discretionary hyphen appears.
Adjust hyphenation automatically

Hyphenation is based on word lists that can be stored either in a separate user dictionary file on your computer, or
in the document itself. To ensure consistent hyphenation, you may want to specify which word list to refer to,
especially if you will be taking your document to a service provider or if you work in a workgroup.
❖ To turn automatic hyphenation on or off for a paragraph, in the Paragraph panel or Control panel, select or

deselect the Hyphenation option. (You can also include this option in a paragraph style.)
When you set automatic hyphenation options, you can determine the relationship between better spacing and fewer
hyphens. You can also prevent capitalized words and the last word in a paragraph from being hyphenated.
Set automatic hyphenation options for a paragraph
1 Click in a paragraph or select the range of paragraphs you want to affect.
2 Choose Hyphenation from the Paragraph panel menu.
3 Select the Hyphenate option.
4 Make changes to the following settings as needed, and then click OK:
Words With At Least _ Letters Specify the minimum number of characters for hyphenated words.
After First _ Letters and Before Last _ Letters Specify the minimum number of characters at the beginning or end of

a word that can be broken by a hyphen. For example, by specifying 3 for these values, aromatic would be hyphenated
as aro- matic instead of ar- omatic or aromat- ic.

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Hyphen Limit Specify the maximum number of hyphens that can appear on consecutive lines. Zero means unlimited

hyphens.
Hyphenation Zone Specify the amount of white space allowed at the end of a line of unjustified text before hyphenation begins. This option applies only when you’re using the Single-line Composer with nonjustified text.
Better Spacing / Fewer Hyphens To alter the balance between these settings, adjust the slider at the bottom of the

dialog box.
Hyphenate Capitalized Words To prevent capitalized words from being hyphenated, deselect this option.
Hyphenate Last Word To prevent last words in paragraphs from being hyphenated, deselect this option.
Hyphenate Across Column To prevent words from being hyphenated across a column, frame, or page, deselect this

option.

Prevent unwanted word breaks
By using nonbreaking hyphens, you can prevent certain words from breaking at all—for example, proper names or
words which, when broken, become unattractive fragments. By using nonbreaking spaces, you can also keep
multiple words from breaking—for example, clusters of initials and a last name (P. T. Barnum). If you apply the
no-break attribute to text longer than a line, InDesign compresses the text so that it fits on one line.
Prevent text from breaking
1 Select the text you want to keep on the same line.
2 Choose No Break from the Character panel menu or the Control panel menu.

Another way to prevent a word from breaking is to place a discretionary hyphen at the beginning of the word. Press
Ctrl+Shift+- (Windows) or Command+Shift+- (Mac OS) to insert a discretionary hyphen.
Create a nonbreaking hyphen
1 Using the Type tool
, click where you want to insert the hyphen.
2 Choose Type > Insert Special Character > Hyphens And Dashes > Nonbreaking Hyphen.
Create a nonbreaking space
1 Using the Type tool
, click where you want to insert the space.
2 Choose Type > Insert White Space> Nonbreaking Space (or any other white space character).

The Nonbreaking Space varies in width depending on point size, the justification setting, and word space settings,
whereas the Nonbreaking Space (Fixed Width) character maintains the same width regardless of context.

Adjust word and letterspacing in justified text
You can precisely control how Adobe applications space letters and words and scale characters. Adjusting spacing is
especially useful with justified type, although you can also adjust spacing for unjustified type.
1 Insert the cursor in the paragraph you want to change, or select a type object or frame to change all of its
paragraphs.
2 Choose Justification from the Paragraph panel menu.

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3 Enter values for Word Spacing, Letter Spacing, and Glyph Spacing. The Minimum and Maximum values define a
range of acceptable spacing for justified paragraphs only. The Desired value defines the desired spacing for both
justified and unjustified paragraphs:
Word Spacing The space between words that results from pressing the spacebar. Word Spacing values can range

from 0% to 1000%; at 100%, no additional space is added between words.
Letter Spacing The distance between letters, including kerning or tracking values. Letter Spacing values can range

from -100% to 500%: at 0%, no space is added between letters; at 100%, an entire space width is added between
letters.
Glyph Spacing The width of characters (a glyph is any font character). Glyph Spacing values can range from 50% to

200%; at 100%, the height of characters is not scaled.
Spacing options are always applied to an entire paragraph. To adjust the spacing in a few characters, but not an entire
paragraph, use the Tracking option.
4 Set the Single Word Justification option to specify how you want to justify single-word paragraphs.

In narrow columns, a single word can occasionally appear by itself on a line. If the paragraph is set to full justification,
a single word on a line may appear to be too stretched out. Instead of leaving such words fully justified, you can center
them or align them to the left or right margins.

Set glyph scaling
1 Click an insertion point in a paragraph or select the paragraphs you want to affect.
2 Choose Justification from the Paragraph panel menu.
3 Type values for Glyph Scaling Minimum, Desired, and Maximum. Then click OK.

Before (top) and after (bottom) glyph scaling in justified text

Glyph scaling can help in achieving even justification; however, values more than 3% from the 100% default value
may result in distorted letter shapes. Unless you’re striving for a special effect, it’s best to keep glyph scaling to subtle
values, such as 97–100–103.

Use a flush space with justified text
Using a flush space character adds a variable amount of space to the last line of a fully justified paragraph—between
the last word and an end-of-story character from a decorative font. Used with nonjustified text, the flush space
appears as a normal word space. In justified text, it expands to absorb all available extra space on the last line. Using
a flush space can make a dramatic difference in the way the entire paragraph is formatted by the Adobe Paragraph
Composer.

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Before and after adding a flush space character

1 Using the Type tool

, click directly in front of the end-of-story character.

2 Choose Type > Insert White Space > Flush Space.

Note: The effect of a flush space isn’t apparent until you apply the Justify All Lines option to the paragraph.

Highlight lines that are too loose or tight
Because composing a line of type involves factors in addition to word spacing and letterspacing (hyphenation preferences, for example), InDesign cannot always honor your settings for word spacing and letterspacing. However,
compositional problems in lines of text can be highlighted in yellow; the darkest of three shades indicates the most
serious problems.
1 Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS).
2 Select H&J Violations and click OK.

209

Chapter 8: Tables
A table consists of rows and columns of cells. A cell is like a text frame in which you can add text, anchored frames,
or other tables. Create tables in Adobe InDesign CS3 or export them from other applications.
Note: To create, edit, and format tables in Adobe InCopy, make sure you are in Layout view.

Creating tables
About tables
A table consists of rows and columns of cells. A cell is like a text frame in which you can add text, inline graphics, or
other tables.
When you create a table, the new table fills the width of the container text frame. A table is inserted on the same line
when the insertion point is at the beginning of the line, or on the next line, when the insertion point is in the middle
of a line.
Tables flow with surrounding text just as inline graphics do. For example, a table moves through threaded frames
when the text above it changes in point size or when text is added or deleted. However, a table cannot appear on a
text-on-path frame.
Important: You can create and edit tables and table cells only in Layout view. In Galley and Story views, the table
character appears indicating where the table is located within the text. The table character is drawn in the galley text
color.

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Table in Layout view (above) and in Galley view (below)

Create tables
You can create tables from scratch or by converting them from existing text. You can also embed a table within a
table.
For a video on creating and formatting tables, see www.adobe.com/go/vid0081.

See also
“Importing tables from other applications” on page 211
“Formatting tables” on page 218
Create a table from scratch

The table you create fills the width of the text frame.
1 Using the Type tool

, place the insertion point where you want the table to appear.

2 Choose Table > Insert Table.
3 Specify the numbers of rows and columns.
4 If your table contents will continue on more than one column or frame, specify the number of header or footer
rows in which you want the information to be repeated.
5 (Optional) Specify a table style.
6 Click OK.

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The row height of a table is determined by the specified table style. For example, a table style may use cell styles to
format different parts of the table. If any of these cell styles include paragraph styles, the leading value of the
paragraph styles determines the row height of that area. If no paragraph style is used, the document’s default slug
determines the row height. (The slug is based on the leading value. In this context, a slug is the approximate height
of the highlighting in selected text.)
Create a table from existing text

Before you convert text to a table, make sure that you set up the text properly.
1 To prepare the text for conversion, insert tabs, commas, paragraph returns, or another character to separate
columns. Insert tabs, commas, paragraph returns, or another character to separate rows. (In many instances, text can
be converted to a table without having to be edited.)
2 Using the Type tool

, select the text you want to convert to a table.

3 Choose Table > Convert Text To Table.
4 For both Column Separator and Row Separator, indicate where new rows and columns should begin. Choose Tab,
Comma, or Paragraph, or type the character, such as a semicolon (;), in the Column Separator and Row Separator
field. (Any character you type appears in the menu the next time you create a table from text.)
5 If you specify the same separator for columns and rows, indicate the number of columns you want the table to
include.
6 (Optional) Specify a table style to format the table.
7 Click OK.

If any row has fewer items than the number of columns in a table, empty cells fill out the row.
Embed a table within a table
1 Do one of the following:

• Select the cells or table you want to embed, and then choose Edit > Cut or Copy. Place the insertion point in the
cell where you want the table to appear, and then choose Edit > Paste.

• Click inside the table, choose Table > Insert Table, specify the number of rows and columns, and then click OK.
2 Adjust the cell inset as necessary. (See “Change cell inset spacing” on page 220.)

If you create a table within a cell, you cannot use the mouse to select any part of the table that oversets the cell
boundary. Instead, expand the row or column; or place the insertion point in the first part of the table, and use
keyboard shortcuts to move the insertion point and select text.

Importing tables from other applications
When you use the Place command to import a Microsoft Word document that includes tables, or a Microsoft Excel
spreadsheet, imported data is an editable table. You can use the Import Options dialog box to control the formatting.
You can also paste data from an Excel spreadsheet or a Word table into an InDesign or InCopy document. The
Clipboard Handling preference settings determine how text pasted from another application is formatted. If Text
Only is selected, the information appears as unformatted tabbed text, which you can then convert to a table. If All
Information is selected, the pasted text appears in a formatted table.
If you’re pasting text from another application into an existing table, insert enough rows and columns to accommodate the pasted text, select the Text Only option in Clipboard Handling preferences, and make sure that at least
one cell is selected (unless you want to embed the pasted table into a cell).

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If you want more control over formatting the imported table, or if you want to maintain a link to the spreadsheet
formatting, use the Place command to import the table.

See also
“Place (import) text” on page 90

Add text to a table
You can add text, anchored objects, XML tags, and other tables to table cells. The height of a table row expands to
accommodate additional lines of text, unless you set a fixed row height. You cannot add footnotes to tables.
❖ Using the Type tool

, do any of the following:

• Position the insertion point in a cell, and type text. Press Enter or Return to create a new paragraph in the same
cell. Press Tab to move forward through cells (pressing Tab in the last cell inserts a new row). Press Shift+Tab to
move backwards through cells.

• Copy text, position the insertion point in the table, and then choose Edit > Paste.
• Position the insertion point where you want to add text, choose File > Place, and then double-click a text file.

See also
“Resize columns, rows, and tables” on page 218
“Work with overset cells” on page 222

Add graphics to a table
To add a graphic to a table in a standalone InCopy document, make sure that you’re in Layout view. To add a graphic
to a table in a linked InDesign document, use InDesign so that you have more control over resizing the text frame.
For a video on placing images into a table, see www.adobe.com/go/vid0083.
❖ Do any of the following:

• Position the insertion point where you want the graphic, choose File > Place, and then double-click the graphic’s
filename.

• Copy a graphic or a frame, position the insertion point, and then choose Edit > Paste.
When you add a graphic that is larger than the cell, the cell height expands to accommodate the graphic, but the
width of the cell doesn’t change—the graphic may extend beyond the right side of the cell. If the row in which the
graphic is placed is set to a fixed height, a graphic that is taller than the row height causes the cell to be overset.
To avoid an overset cell, you may want to place the image outside the table, resize the image, and then paste it into
the table cell.

See also
“Work with overset cells” on page 222

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Change the alignment of a table within a frame
A table assumes the width of the paragraph or table cell in which it is created. However, you can change the size of
the text frame or table so that the table is wider or narrower than the frame. In such a case, you can decide where you
want the table to be aligned within the frame.
1 Place the insertion point to the right or left of the table. Make sure that the text insertion point is placed on the
table paragraph and not inside the table. The insertion point becomes as tall as the table in the frame.
2 Click an alignment button (such as Align Center) in the Paragraph panel or Control panel.

See also
“Resize columns, rows, and tables” on page 218

Convert tables to text
1 Using the Type tool

, place the insertion point inside the table, or select text in the table.

2 Choose Table > Convert Table To Text.
3 For both Column Separator and Row Separator, specify the separators you want to use.

For best results, use a different separator for columns and rows, such as tabs for columns and paragraphs for rows.
4 Click OK.

When you convert a table to text, the table lines are removed and the separator you specify is inserted at the end of
each row and column.

Combine tables
Use the Paste command to merge two or more tables into a single table.
1 In the target table, insert at least as many blank rows as you’ll be pasting from the other tables. (If you insert fewer
rows than are copied, you cannot paste.)
2 In the source table, select the cells you want to copy. (If you copy more column cells than are available in the target

table, you cannot paste.)
3 Select at least one cell where you want the incoming rows to be inserted, and then choose Edit > Paste.

If the pasted rows use different formatting than the rest of the table, define one or more cell styles, and then apply the
cell styles to the pasted cells. Hold down Alt (Windows) or Option (Mac OS) while clicking the cell style to override
existing formatting.

See also
“Cut, copy, and paste table contents” on page 218
“Define table and cell styles” on page 228

Move within a table
Use the Tab or arrow keys to move within a table. You can also jump to a specific row, especially useful in long tables.

See also
“Keys for tables” on page 264

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Move within a table using Tab

• Press Tab to move to the next cell. If you press Tab in the last table cell, a new row is created. For information on
inserting tabs and indents in a table, see “Format text within a table” on page 220.

• Press Shift+Tab to move to the previous cell. If you press Shift+Tab in the first table cell, the insertion point moves
to the last table cell.
Move within a table using arrow keys

• Press the arrow keys to navigate within and between table cells. If you press the Right Arrow key when the
insertion point is at the end of the last cell in a row, the insertion point moves to the beginning of the first cell in
the same row. Similarly, if you press the Down Arrow key when the insertion point is at the end of the last cell in
a column, the insertion point moves to the beginning of the first cell in the same column.
Jump to a specific row in a table
1 Choose Table > Go To Row.
2 Do any of the following:

• Specify the row number you want to jump to, and then click OK.
• If a header or footer row is defined in the current table, choose Header or Footer from the menu, and then
click OK.

Add table headers and footers
When you create a long table, the table may span more than one column, frame, or page. You can use headers or
footers to repeat the information at the top or bottom of each divided portion of the table.
You can add header and footer rows when you create the table. You can also use the Table Options dialog box to add
header and footer rows and change how they appear in the table. You can convert body rows to header or footer rows.

Header rows repeated once per frame

To number tables sequentially, such as Table 1A, Table 1B, and so on, add a variable to the table header or footer.
(See “Create running captions for figures and tables” on page 202.)
For a video on creating table headers and footers, see www.adobe.com/go/vid0082.

See also
“Create tables” on page 210
“Break tables across frames” on page 220
“Create variables for running headers and footers” on page 124
Convert existing rows to header or footer rows
1 Select the rows at the top of the table to create header rows, or at the bottom of the table to create footer rows.

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User Guide

2 Choose Table > Convert Rows > To Header or To Footer.
Change header or footer row options
1 Place the insertion point in the table, and then choose Table > Table Options > Headers And Footers.
2 Specify the number of header or footer rows. Blank rows may be added to the top or bottom of the table.
3 Specify whether the information in the header or footer appears in every text column (if text frames have more

than one column), once per frame, or only once per page.
4 Select Skip First if you don’t want the header information to appear in the first row of the table. Select Skip Last if
you don’t want the footer information to appear in the last row of the table.
5 Click OK.
Remove header or footer rows
❖ Do any of the following:

• Place the insertion point in the header or footer row, and then choose Table > Convert Rows > To Body.
• Choose Table > Table Options > Headers And Footers, and then specify a different number of header rows or
footer rows.

Selecting and editing tables
Select table cells, rows, and columns
When you select part or all of the text in a cell, that selection has the same appearance as would text selected outside
a table. However, if the selection spans more than one cell, the cells and their contents are both selected.
If a table spans more than one frame, holding the mouse pointer over any header or footer row that is not the first
header or footer row causes a lock icon to appear, indicating that you cannot select text or cells in that row. To select
cells in a header or footer row, go to the beginning of the table.

See also
“Keys for tables” on page 264
Select cells
❖ Using the Type tool

, do any of the following:

• To select a single cell, click inside a table, or select text, and then choose Table > Select > Cell.
• To select multiple cells, drag across a cell border. Be careful not to drag the column or row line so that you don’t
resize the table.
To switch between selecting all of the text in a cell and selecting the cell, press Esc.

Select entire columns or rows
❖ Using the Type tool

, do any of the following:

• Click inside a table, or select text, and then choose Table > Select > Column or Row.

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User Guide

• Move the pointer over the top edge of a column or the left edge of a row so that the pointer becomes an arrow
shape (

), and then click to select the entire column or row.

Before and after selecting Row

Select all header, body, or footer rows
1 Click inside a table, or select text.
2 Choose Table > Select > Header Rows, Body Rows, or Footer Rows.
Select the entire table
❖ Using the Type tool

, do any of the following:

• Click inside a table, or select text, and then choose Table > Select > Table.
• Move the pointer over the upper left corner of the table so that the pointer becomes an arrow shape

, and then

click to select the entire table.

Before and after selecting table

• Drag the Type tool across the entire table.
You can also select a table in the same way you select an anchored graphic—place the insertion point immediately
before or after a table, and then hold down Shift while pressing the Right Arrow key or Left Arrow key, respectively,
to select the table.

Insert rows and columns
You can insert rows and columns using a number of different methods.
Insert a row
1 Place the insertion point in a row below or above where you want the new row to appear.
2 Choose Table > Insert > Row.
3 Specify the number of rows you want.
4 Specify whether the new row or rows should appear before or after the current row, and then click OK.

The new cells have the same formatting as the text in the row in which the insertion point was placed.
You can also create a new row by pressing Tab when the insertion point is in the last cell.

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User Guide

Insert a column
1 Place the insertion point in a column next to where you want the new column to appear.
2 Choose Table > Insert > Column.
3 Specify the number of columns you want.
4 Specify whether the new column or columns should appear before or after the current column, and then click OK.

The new cells have the same formatting as the text in the column in which the insertion point was placed.
Insert multiple rows and columns
1 With the insertion point in the table, choose Table > Table Options > Table Setup.
2 Specify a different number of rows and columns, and then click OK.

New rows are added to the bottom of the table; new columns are added to the right side of the table.
You can also change the number of rows and columns using the Table panel. To display the Table panel, choose
Window > Type & Tables > Table.
Insert a row or column by dragging

When adding columns, if you drag more than one and one-half times the width of the column being dragged, new
columns are added that have the same width as the original column. If you drag to insert only one column, that
column can have a narrower or wider width than the column from where you dragged. The same behavior is true of
rows, unless the Row Height for the row being dragged is set to At Least. In this case, if you drag to create only one
row, InDesign will resize the new row, if necessary, so that it’s tall enough to contain text.
1 Position the Type tool

over the border of a column or row so that a double-arrow icon(

or ) appears.

2 Hold down the mouse button, and then hold down Alt (Windows) or Option (Mac OS) while dragging down to
create a new row, or to the right to create a new column. (If you press Alt or Option before holding down the mouse
button, the Hand tool appears—so make sure you begin dragging before you press Alt or Option.)

Note: Dragging to insert rows or columns doesn’t work at the top or left edges of a table. These fields are used to select
rows or columns.

Delete rows, columns, or tables
• To delete a row, column, or table, place the insertion point inside the table, or select text in the table, and then
choose Table > Delete > Row, Column, or Table.

• To delete rows and columns by using the Table Options dialog box, choose Table > Table Options > Table Setup.
Specify a different number of rows and columns, and then click OK. Rows are deleted from the bottom of the table;
columns are deleted from the right side of the table.

• To delete a row or column by using the mouse, position the pointer over the border of the bottom or right side of
the table so that a double-arrow icon (
or ) appears; hold down the mouse button; and then hold down Alt
(Windows) or Option (Mac OS) while dragging either up to delete rows, or to the left to delete columns.
Note: If you press Alt or Option before holding down the mouse button, the Hand tool will appear—so press Alt or Option
after you begin dragging.

• To delete cell contents without deleting cells, select the cells containing the text you want to delete, or use the Type
tool

to select the text within the cells. Press Backspace or Delete, or choose Edit > Clear.

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Cut, copy, and paste table contents
When text is selected within a cell, cutting, copying, and pasting actions are the same as for text selected outside a
table. You can also cut, copy, and paste cells and their contents. If the insertion point is in a table when you paste,
multiple pasted cells appear as a table within a table. You can also move or copy the entire table.
1 Select the cells you want to cut or copy, and then choose Edit > Cut or Copy.
2 Do any of the following:

• To embed a table within a table, place the insertion point in the cell where you want the table to appear, and then
choose Edit > Paste.

• To replace existing cells, select one or more cells in the table—making sure that there are sufficient cells below and
to the right of the selected cell—and then choose Edit > Paste.

See also
“Select table cells, rows, and columns” on page 215

Move or copy a table
1 To select the entire table, place the insertion point in the table and choose Table > Select > Table.
2 Choose Edit > Cut or Copy, move the insertion point where you want the table to appear, and then choose Edit >
Paste.

Formatting tables
Formatting tables
Use the Control panel or Character panel to format text within a table—just like formatting text outside a table. In
addition, two main dialog boxes help you format the table itself: Table Options and Cell Options. Use these dialog
boxes to change the number of rows and columns, to change the appearance of the table border and fill, to determine
the spacing above and below the table, to edit header and footer rows, and to add other table formatting.
Use the Table panel, the Control panel, or the context menu to format the table structure. Select one or more cells
and then right-click (Windows) or Control-click (Mac OS) to display a context menu with table options.
For a video on creating and formatting tables, see www.adobe.com/go/vid0081.

See also
“About table strokes and fills” on page 222

Resize columns, rows, and tables
You can resize columns, rows, and tables using a number of different methods.

See also
“Change the alignment of a table within a frame” on page 213

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User Guide

Resize columns and rows
1 Select cells in the columns and rows you want to resize.
2 Do one of the following:

• In the Table panel, specify Column Width and Row Height settings.
• Choose Table > Cell Options > Rows And Columns, specify Row Height and Column Width options, and then
click OK.
Note: If you select At Least to set a minimum row height, rows increase in height as you add text or increase the point
size. If you select Exactly to set a fixed row height, the row height does not change when you add or remove text. A fixed
row height often results in an overset condition in the cell. (See “Work with overset cells” on page 222.)

• Position the pointer over the edge of a column or row so that a double-arrow icon(

Name

or ) appears, and then
drag left or right to increase or decrease the column width, or drag up or down to increase or decrease row height.

Before and after dragging to resize rows

By default, row height is determined by the slug height of the current font. Thus, row height also changes if you
change the point size of type for entire rows of text, or if you change the row height setting.
Resize rows or columns without changing the table width

• Hold down Shift while dragging an inside row or column edge (not the table boundary). One row or column gets
bigger as the other gets smaller.

• To resize rows or columns proportionally, hold down Shift while dragging the right table border or bottom table edge.
Holding down Shift while dragging the right table edge will resize all the columns proportionally; holding down Shift
while dragging the bottom table edge will resize all rows proportionally.
Resize the entire table
❖ Using the Type tool

, position the pointer over the lower right corner of the table so that the pointer becomes
an arrow shape , and then drag to increase or decrease the table size. Hold down Shift to maintain the table’s
height and width proportions.
Note: If the table spans more than one frame in a story, you cannot use the pointer to resize the entire table.
Distribute columns and rows evenly
1 Select cells in the columns or rows that should be the same width or height.
2 Choose Table > Distribute Rows Evenly or Distribute Columns Evenly.

Change the spacing before or after a table
1 Place the insertion point in the table and choose Table > Table Options > Table Setup.
2 Under Table Spacing, specify different values for Space Before and Space After, and then click OK.

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Note that changing the spacing before the table does not affect the spacing of a table row that falls at the top of a
frame.

Break tables across frames
Use Keep options to determine how many rows should remain together, or to specify where a row breaks, such as at
the top of a column or frame.
When you create a table that is taller than the frame in which it resides, the frame is overset. If you thread the frame
to another frame, the table continues in that frame. Rows move into threaded frames one at a time—you can’t break
a single row across multiple frames. Specify header or footer rows to repeat information in the new frame.
1 Position the insertion point in the appropriate row, or select a range of cells in the rows you want to keep together.
2 Choose Table > Cell Options > Rows And Columns.
3 To keep the selected rows together, select Keep With Next Row.
4 To cause the row to break in a specified location, select an option (such as In Next Frame) from the Start Row
menu, and then click OK.

If you create a single table that spans both pages of a spread, you may want to add a blank column in the middle of
the table to create inset margins.

See also
“Add table headers and footers” on page 214

Change cell inset spacing
1 Using the Type tool

, place the insertion point in or select the cell or cells you want to affect.

2 Choose Table > Cell Options > Text, or display the Table panel.
3 Under Cell Insets, specify values for Top, Bottom, Left, and Right, and then click OK.

In many cases, increasing the cell inset spacing will increase the row height. If the row height is set at a fixed value,
make sure that you leave enough room for the inset values, to avoid causing overset text.

Add text before a table
A table is anchored to the paragraphs that immediately precede and follow it. If you insert a table at the beginning
of the text frame, you can’t click above the table to place an insertion point. Instead, use the arrow keys to move the
insertion point before the table.
❖ Place the insertion point at the beginning of the paragraph in the first cell, press the Left Arrow key, and begin

typing.

Format text within a table
In general, use the same methods to format text in a table that you would use to format text that’s not in a table.

See also
“Work with overset cells” on page 222
“Specify characters for decimal tabs” on page 193

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Insert tabs into a table cell

When the insertion point is in a table, pressing Tab moves the insertion point to the next cell. However, you can insert
a tab within a table cell. Use the Tabs panel to define tab settings in the table. Tab settings affect the paragraph in
which the insertion point is placed.
1 Using the Type tool

, place the insertion point where you want to insert a tab.

2 Choose Type > Insert Special Character > Other > Tab.

To change tab settings, select the columns or cells you want to affect, choose Type > Tabs to display the Tabs panel,
and then adjust tab settings.
Note: When you use the Tabs ruler to apply a decimal tab to a cell or group of cells, you usually don’t need to press Tab
at the beginning of each paragraph to decimal-align the text in the cells. Paragraphs are automatically aligned on the
decimal character, unless the paragraph contains additional formatting, such as center alignment, that overrides the
decimal tab.
Change the alignment of text within a table cell
1 Using the Type tool
, select the cell or cells you want to affect.
2 Choose Table > Cell Options > Text.
3 Under Vertical Justification, select an Align setting: Top, Center, Bottom, or Justify.
4 For First Baseline, select an option to determine how text is to be offset from the top of the cell.
5 Click OK.

Note: To change the horizontal alignment of text within a cell, use the alignment option in the Paragraph panel. To align
text in a cell to a decimal tab, use the Tabs panel to add a decimal tab setting.
Rotate text in a cell
1 Position the insertion point in the cell you want to rotate, or select the cells you want to affect.
2 Choose Table > Cell Options > Text, or display the Table panel.
3 Select a value for Rotation, and click OK.

Merge and split cells
You can merge (combine) or split (divide) cells in a table.
Merge cells

You can combine two or more cells in the same row or column into a single cell. For example, you can merge the cells
in the top row of the table to create a single cell to be used for the table title.
1 Using the Type tool

, select the cells you want to merge.

2 Choose Table > Merge Cells.
Unmerge cells
❖ Place the insertion point in the merged cell and choose Table > Unmerge Cells.

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Split cells

You can split cells horizontally or vertically, which is especially useful when creating form tables. You can select
multiple cells and split them vertically or horizontally.
1 Place the insertion point in the cell you want to split, or select a row, column, or block of cells.
2 Choose Table > Split Cell Vertically or Split Cell Horizontally.

Work with overset cells
In most cases, a table cell will expand vertically to accommodate new text and graphics being added. However, if you
set a fixed row height and add text or graphics that are too large for the cell, a small red dot appears in the lower right
corner of the cell, indicating that the cell is overset.
You cannot flow overset text into another cell. Instead, edit or resize the contents, or expand the cell or the text frame
in which the table appears.
In the case of inline graphics or text with fixed leading, it is possible for the cell contents to extend beyond cell edges.
You can select the Clip Contents To Cell option, so that any text or inline graphics that otherwise extend beyond any
cell edge are clipped to the cell boundary. However, when inline graphics are overset to extend beyond cell bottom
edges (Horizontal) this does not apply.
Display the contents of an overset cell
❖ Do one of the following:

• Increase the size of the cell.
• Change the text formatting. To select the cell’s contents, click in the overset cell, press Esc, and then use the Control
panel to format the text.
Clip an image in a cell

If an image is too large for a cell, it extends beyond the cell borders. You can clip the parts of the image that extend
beyond the cell borders.
1 Place the insertion point in the cell you want to clip, or select the cell or cells you want to affect.
2 Choose Table > Cell Options > Text.
3 Select Clip Contents To Cell, and then click OK.

Table strokes and fills
About table strokes and fills
You can add strokes and fills to your tables in a number of ways. Use the Table Options dialog box to change the
stroke of the table border, and to add alternating strokes and fills to columns and rows. To change the strokes and
fills of individual cells or header/footer cells, use the Cell Options dialog box, or use the Swatches, Stroke, and Color
panels.
By default, the formatting you select using the Table Options dialog box overrides any corresponding formatting
previously applied to table cells. However, if you select the Preserve Local Formatting option in the Table Options
dialog box, the strokes and fills applied to individual cells are not overridden.
If you use the same formatting repeatedly for tables or cells, create and apply table styles or cell styles.

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See also
“About table and cell styles” on page 226

Change the table border
1 With the insertion point in the table, choose Table > Table Options > Table Setup.
2 Under Table Border, specify the desired weight, type, color, tint, and gap settings. (See “Table stroke and fill
options” on page 225.)
3 Under Stroke Drawing Order, select the drawing order from the following options:
Best Joins If selected, row strokes will appear to the front at the points where strokes of different colors cross. In
addition, when strokes such as double lines cross, the strokes are joined and the crossing points are connected.
Row Strokes in Front If selected, row strokes appear in front.
Column Strokes In Front If selected, column strokes appear in front.
InDesign 2.0 Compatibility If selected, row strokes appear in front. In addition, when strokes such as double lines
cross, they are joined and the crossing points are connected only at points where strokes cross in a T-shape.

4 If you do not want stroke formatting of individual cells to be overridden, select Preserve Local Formatting.
5 Click OK.

If you remove the stroke and fill from a table, choose View > Show Frame Edges to display the cell boundaries of a
table.

Add stroke and fill to cells
You can add stroke and fill to cells using the Cell Options dialog box, Stroke panel, or Swatches panel.
Add stroke and fill using Cell Options

You can determine which cell lines are formatted with a stroke or fill by selecting or deselecting lines in the Preview
proxy. If you want to change the appearance of all rows or columns in the table, use an alternating stroke or fill
pattern in which the second pattern is set to 0.
1 Using the Type tool

, place the insertion point in or select the cell or cells in which you want to add a stroke or
fill. To add a stroke or fill to header/footer rows, select the header/footer cells at the beginning of the table.
2 Choose Table > Cell Options > Strokes And Fills.
3 In the proxy preview area, specify which lines will be affected by stroke changes. For example, if you want to add
a heavy stroke to the outside lines but not to the inside lines of the selected cells, click an inside line to deselect it.
(Selected lines are blue; deselected lines are gray.)

Select the lines you want to affect in proxy preview area.

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In the proxy preview area, double-click any outside line to select the entire outer selection rectangle. Double-click any
inside line to select the inside lines. Triple-click anywhere in the proxy to select or deselect all lines.
4 For Cell Stroke, specify desired weight, type, color, tint, and gap settings. (See “Table stroke and fill options” on
page 225.)
5 For Cell Fill, specify desired color and tint settings.
6 Select Overprint Stroke and Overprint Fill if desired, and then click OK.
Add a stroke to cells by using the Stroke panel

The Stroke panel is available in InDesign, not InCopy.
1 Select the cell or cells you want to affect. To apply a stroke to header or footer, select the header or footer row.
2 Choose Window > Stroke to display the Stroke panel.
3 In the proxy preview area, specify which lines will be affected by stroke changes.
4 In the Tools panel, make sure the Object button
changes will affect the text, not the cells.)

is selected. (If the Text button

is selected, the stroke

5 Specify a weight value and stroke type.
Add a fill to cells
1 Select the cell or cells you want to affect. To apply a fill to header or footer cells, select the header or footer row.
2 Choose Window > Swatches to display the Swatches panel.
3 Make sure the Object button

is selected. (If the Text button

is selected, the color changes will affect the text,

not the cells.)
4 Select a swatch.
Add a gradient to cells
1 Select the cells you want to affect. To apply a gradient to header or footer cells, select the header or footer row.
2 Choose Window > Gradient to display the Gradient panel.
3 Click in the Gradient Ramp to apply a gradient to the selected cells. Adjust the gradient settings as necessary.

Add diagonal lines to a cell
1 Using the Type tool
lines.

, place the insertion point in or select the cell or cells in which you want to add diagonal

2 Choose Table > Cell Options > Diagonal Lines.
3 Click the button for the type of diagonal line you want to add.
4 Under Line Stroke, specify desired weight, type, color, and gap settings; specify a Tint percentage and Overprint
options.
5 From the Draw menu, choose Diagonal In Front to place the diagonal line in front of the cell contents; choose
Content in Front to place the diagonal line behind the cell contents, and then click OK.

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User Guide

Table stroke and fill options
When selecting strokes and fills for the table or cells, use the following options:
Weight Specifies the line thickness for the table or cell border.
Type Specifies the line style, such as Thick - Thin and Solid.
Color Specifies the color of the table or cell border. The choices listed are those available in the Swatches panel.
Tint Specifies the percentage of ink of the specified color to be applied to the stroke or fill.
Gap Color Applies a color to the areas between the dashes, dots, or lines. This option is not available if Solid is

selected for Type.
Gap Tint Applies tint to the areas between the dashes, dots, or lines. This option is not available if Solid is selected

for Type.
Overprint When selected, causes the ink specified in the Color drop-down list to be applied over any underlying

colors, rather than knocking out those inks.

Alternate strokes and fills in a table
You can alternate strokes and fills to enhance readability or improve the appearance of your table. Adding alternate
strokes and fills to table rows does not affect the appearance of the table’s header and footer rows. However, adding
alternate strokes and fills to columns does affect header and footer rows.
Alternating stroke and fill settings override cell stroke formatting, unless you select the Preserve Local Formatting
option in the Table Options dialog box.
If you want to apply a fill or stroke to every body cell in the table, and not just alternating patterns, you can still use
the alternating stroke and fill settings to create such non-alternating patterns. To create such an effect, specify 0 for
Next in the second pattern.

Before (left) and after (right) alternating fills in a table

Add alternating strokes to a table
1 With the insertion point in the table, choose Table > Table Options > Alternating Row Strokes or Alternating

Column Strokes.
2 For Alternating Pattern, select the type of pattern you want to use. Select Custom if you want to specify a pattern;
for example, one column with a thick black line followed by three columns with thin yellow lines.
3 Under Alternating, specify the stroke or fill options for both the first pattern and the subsequent pattern. For

example, you may want to add a solid stroke to the first column and a Thick - Thin line to the next column, so that
they alternate. Specify 0 for Next if you want the strokes to affect every row or column.
Note: In tables that span multiple frames, alternating strokes and fills for rows do not restart at the beginning of
additional frames in the story. (See “Break tables across frames” on page 220.)
4 Select Preserve Local Formatting if you want formatted strokes previously applied to the table to remain in effect.

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User Guide

5 For Skip First and Skip Last, specify the number of rows or columns at the beginning and end of the table in which
you do not want stroke attributes to appear, and then click OK.
Add alternating fills to a table
1 With the insertion point in the table, choose Table > Table Options > Alternating Fills.
2 For Alternating Pattern, select the type of pattern you want to use. Select Custom if you want to specify a pattern,
such as one row shaded in gray followed by three rows shaded in yellow.
3 Under Alternating, specify the stroke or fill options for both the first pattern and the subsequent pattern. For
example, if you selected Every Second Column for Alternating Pattern, you may want to shade the first two columns
in a gray tint and leave the next two columns blank. Specify 0 for Next if you want the fill to apply to every row.
4 Select Preserve Local Formatting if you want previously formatted fills applied to the table to remain in effect.
5 For Skip First and Skip Last, specify the number of rows or columns at the beginning and end of the table in which

you do not want fill attributes to appear, and then click OK.
Turn off alternating strokes and fills in a table
1 Place the insertion point in the table.
2 Choose Table > Table Options > Alternating Row Strokes, Alternating Column Strokes, or Alternating Fills.
3 For Alternating Pattern, choose None, and then click OK.

Table and cell styles
About table and cell styles
Just as you use paragraph and character styles to format text, you can use table and cell styles to format tables. A table
style is a collection of table formatting attributes, such as table borders and row and column strokes, that can be
applied in a single step. A cell style includes formatting such as cell insets, paragraph styles, and strokes and fills.
When you edit a style, all tables or cells to which the style is applied are updated automatically.
[Basic Table] and [None] styles

By default, each new document contains a [Basic Table] style that can be applied to tables you create and a [None]
style that can be used to remove cell styles applied to cells. You can edit the [Basic Table] style, but you can’t rename
or delete either [Basic Table] or [None].
Using cell styles in table styles

When you create a table style, you can specify which cell styles are applied to different regions of the table: header
and footer rows, left and right columns, and body rows. For example, for the header row, you can assign a cell style
that applies a paragraph style, and for the left and right columns, you can assign different cell styles that apply shaded
backgrounds.

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User Guide

Cell styles applied to regions in table style
A. Header row formatted with cell style that includes paragraph style B. Left column C. Body cells D. Right column

Cell style attributes

Cell styles do not necessarily include all the formatting attributes of a selected cell. When you create a cell style, you
can determine which attributes are included. That way, applying the cell style changes only the desired attributes,
such as cell fill color, and ignores all other cell attributes.
Formatting precedence in styles

If a conflict occurs in formatting applied to a table cell, the following order of precedence determines which
formatting is used:
Cell style precedence 1. Header/Footer 2. Left column/Right column 3. Body rows. For example, if a cell appears in

both the header and the left column, the formatting from the header cell style is used.
Table style precedence 1. Cell overrides 2. Cell style 3. Cell styles applied from a table style 4. Table overrides 5. Table

styles. For example, if you apply one fill using the Cell Options dialog box and another fill using the cell style, the fill
from the Cell Options dialog box is used.
For a video on using table styles, see www.adobe.com/go/vid0084.

Table/Cell Styles panels overview
Use the Table Styles panel to create and name table styles, and to apply the styles to existing tables or tables you create
or import. Use the Cell Styles panel to create and name cell styles, and to apply the styles to table cells. Styles are saved
with a document and appear in the panel each time you open that document. You can save table and cell styles in
groups for easier management.
When you position the insertion point in a cell or table, any style that is applied is highlighted in either of the panels.
The name of any cell style that is applied through a table style appears in the lower left corner of the Cell Styles area.
If you select a range of cells that contains multiple styles, no style is highlighted, and the Cell Styles panel displays
“(Mixed).”
Open the Table Styles or Cell Styles panel
❖ Choose Window > Type & Tables, and choose Table Styles or Cell Styles.

Change how styles are listed in the panel

• Select Small Panel Rows to display a condensed version of the styles.
• Drag the style to a different position. You can also drag styles to groups that you create.
• Choose Sort By Name from the panel menu to list the styles alphabetically.

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Define table and cell styles
If you work with a standalone story, you can define, modify, and apply table and cell styles in InCopy. If the styles
you want exist in another InCopy document, you can import those styles into the current document. You cannot
import table or cell styles from an InDesign document.
For a video on using table styles, see www.adobe.com/go/vid0084.
1 If you want to base a new style on the formatting of an existing table or cell, place the insertion point in a cell.
2 If desired, define a paragraph style for the cell style.
3 Choose New Table Style from the Table Styles panel menu, or choose New Cell Style from the Cell Styles panel menu.
4 For Style Name, type a name.
5 For Based On, select which style the current style is based on.
6 To define a style shortcut, position the insertion point in the Shortcut text box, and make sure that Num Lock is
on. Then hold down any combination of Shift, Alt, or Ctrl (Windows) or Shift, Option, and Command (Mac OS),
and press a number on the numeric keypad. You cannot use letters or non-keypad numbers for defining style
shortcuts.
7 To specify the formatting attributes, click a category on the left and specify the attributes you want. For example,
to assign a paragraph style to a cell style, click the General category, and then choose the paragraph style from the
Paragraph Style menu.

For cell styles, options that don’t have a setting specified are ignored in the style. If you don’t want a setting to be part
of the style, choose (Ignore) from the setting’s menu, delete the contents of the field, or click a check box until a small
box appears in Windows or a hyphen (-) appears in Mac OS.
8 If you want the new style to appear in a style group you’ve created, drag it to the style group folder.

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