Keep inDesign formatting in place when a linked file is updated

[stevel64136712]

I am about to embark on a project in which I'll build 12 prices lists in inDesign. The information from the lists will come from a single massive Excel document (about 1,000 rows x 8 columns) that's controlled by someone in a different department. Each price list will use a subset of the Excel data and there will be some overlap between the lists so I want to keep the Excel as the master document. What I'm "worried" about is this: typically, when a linked Excel sheet is changed, the modified information will revert in inDesign to its original formatting. I don't want that to happen. Is there any way that I can set it up so that if the link is updated, the formatting stays as is? I'm willing to use whatever "technology" would work – libraries, plug-ins, etc. 

If it IS possible, what is the optimum way to import the Excel data into inDesign? Thank you to anyone who can help.

[Steve Werner]

The only reliable way to do that I've heard of is to use WordsFlow from Em Software:

http://emsoftware.com/products/wordsflow/

You cannot do it by using InDesign's linking capabilities by themselves.

[stevel64136712]

Thank you. I'll look into that right now.

[Creamer Training]

1000 rows isn't much for Excel--I have a file with over 1,000,000 rows. 

You want to create "named regions" in Excel for your various import regions--or you can copy the rows to separate worksheets and paste with links in Excel.

InDesign will keep all formatting IF you use only Table and Cell styles. You apply your paragraph styles through cell styles. Don't do any edits, direct formatting, or merging in InDesign--do it in Excel. 

[stevel64136712]

Thank you for your input. I have bad dreams about formatting text in Excel from previous experience. Also, the keeper of the Excel file doesn't have the same fonts I use for the price lists. But the idea of applying text through cell styles in InDesign has possibility. 

[Creamer Training]

You don't do (or import) any formatting from Excel--just the geometry. Bring the Excel file in as "unformatted". 

I've attached a workflow that I use. 

[Creamer Training]

Just to clarify my term "direct formatting"...

Don't apply paragraph styles or text formatting directly to the table text in InDesign. Create a cell style that links to the paragraph style. Sorry for the poor phrasing.

[stevel64136712]

I appreciate that you sent that document. It's very useful. Thank you.

[Diane Burns]

To add to David's reply regarding using Cell styles, etc., I have a lesson on this in my InDesign Tables Course on LinkedIn Learning. If you have an account, take a look: https://www.linkedin.com/learning/indesign-tables/working-with-linked-word-and-excel-documents

[stevel64136712]

Thank you Diane. I will look for it now.