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A
Alissa33164033fa89
Participant
May 17, 2024
Question

Preserve List Formatting from Word to InDesign

  • May 17, 2024
  • 2 replies
  • 1318 views

Hi Community, thanks in advance for your help! 

 

Problem trying to solve: I have engineering spec sheets with up to 7 "list thread levels." The engineers formated the information in Word. We are redesigning the info in InDesign and I am looking for an easy way to streamline this workflow without having to manually apply paragraph bullet styles to each part of the document once it's in ID. 

1) Is XML a good use case for this? 
2) Any tips to preserve Word formatting when placing text into InDesign
3) Anything I'm not aware of, or thinking of that would help -- I'm sure this has been solved before, thanks so much!

AE

    This topic has been closed for replies.

    2 replies

    Derek Cross
    Community Expert
    Derek CrossCommunity Expert
    Community Expert
    May 19, 2024

    If you can set up Word styles that all contributors adhere to, you can then match the MS Styles to InDesign Paragraph (and Character) Styles. Linkedin Learning has an online video tutorial called "Smarter Workflows with InDesign and Word". You can get 30-days free access.

    E
    Community Expert
    Eugene TysonCommunity Expert
    Community Expert
    May 19, 2024

    Hard to know without seeing the document structure?
    What do you mean by "7 "list thread levels.""?


    If you're talking about numbered lists? Like 1.1, 1.2, 2.1,2.2, 2.1.a etc. 

    I typically import the word doc using the Show Options - and here you can convert all the document numbering to text so that it imports as plain text. 

    Then I typically already have styles pre-built for the numbering - but you can do it as you go along.

    Then I'd search the document for the numbering paterns using GREP and apply the paragraph styles. 

    Takes about 30 seconds to apply the numbering headers in automatic numbering.

     

    We can help you with this - please give as much information as you can.

    A
    Alissa33164033fa89Author
    Participant
    May 19, 2024

    Thank you @Eugene Tyson I really appreciate your help with this! 

     

    Yes, correct. I'm placing and word doc with numbered lists (with 7 different numbered bullets or "levels of the list"). They have A. 1. (a) (1) etc. as seen in the attached Specification Word document. 

     

    I'm hoping to reformat this list in InDesign quickly instead of having to click through manually and apply the different numbered list paragraph styles I've created.

    Can you review the attached document provided and walk me through the most efficent way to reformat the list in InDesign?

    I have 10 of these documents with varying list levels.

    I'm not familiar with constructing a GREP expression and applying paragraph styles. 

    Best!

    Robert at ID-Tasker
    Robert at ID-Tasker
    Legend
    May 19, 2024

    @Alissa33164033fa89

     

    I'm on my phone so I can only see text - not the formatting / applied ParaStyles.

     

    If each level has its own ParaStyle applied - you are all set.

     

    You should import this doc into InDesign, make a "template" - blank document with all the styles - you can edit definitions of the styles - but do not change names. 

     

    When you import another document - with EXACTLY THE SAME NAMES - InDesign will use formatting defined in the "template". 

     

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