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How do I keep my text formating when pasting from other InDesign files?

Apr 24, 2012 3:19 PM

Tags: #cs4 #text #mac #indesign #formatting #pasting

I'm trying to post charts from one InDesign file to another.  The chart I'm trying to paste has hand-made fractions in them. The font is superscript and baseline shifted. When I paste it into a new document, the text loses all that formatting. It seems like a preferance thing, but I can't find it.

 
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  • Currently Being Moderated
    Apr 24, 2012 4:14 PM   in reply to mikeatmlb

    Edit > Paste without formatting.

     

     

     

    Bob

     
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  • Currently Being Moderated
    Apr 24, 2012 4:48 PM   in reply to Bob Levine

    Ummmm...

     

    I think that's the current problem. OP want's to preserve the formatting on paste.

     

    Could be a problem with styles. Same named styles with different definitions would take onthe properties of the receiving document.

     
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  • Currently Being Moderated
    Apr 24, 2012 5:18 PM   in reply to Peter Spier

    I'd blame it on the lack of coffee, but, um, yeah...lack of coffee...that's it.

     

    Bob

     
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  • Currently Being Moderated
    Apr 25, 2012 11:45 AM   in reply to mikeatmlb

    I´m having the exactly same problem. Out of nowere this started happening to me.

    All the styles applied to the text (both paragraph and character styles) get lost when copying > pasting text inside indesign...

    I tried to reset the InDesign preferences already, but nothing changed.

     
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  • Currently Being Moderated
    Apr 25, 2012 12:45 PM   in reply to RafaelQ.

    copying >pasting from where ....in the same Indesign document or different Indesign document.

     

    have you checked the Peter solution mentioned above.

     
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  • Currently Being Moderated
    Apr 25, 2012 12:50 PM   in reply to Manish-Sharma

    I´ve tryied all the copy-paste possibilities I know so far in indesign..

    What´s odd, in my case, is that I had made no changes on my InDesign settings and it started happening suddenly.

    It was working properly..

     
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  • Currently Being Moderated
    Apr 25, 2012 2:58 PM   in reply to RafaelQ.

    Other than the style conflicts I mentioned earlier (and if you haven't applied something else, [Basic Paragraph] is applied, and if you've based other styles on that you can also have defintion troubles when moving between docs), the only reason I can think of for not preserving formatting when pasting from one ID file to another in the same version is corrupt prefs. See Replace Your Preferences

     
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  • Currently Being Moderated
    May 29, 2012 10:46 AM   in reply to Peter Spier

    Peter,

     

    I believe I am having the same problem as RafaelQ.

     

    1. I have a block of text with multiple paragraph styles in InDesign.

     

    2. I copy the text using the text tool and paste this text into a similar text frame (with multiple paragraph styles) in the same file.

     

    All the formatting of freshly pasted text reverts to the last style used previously in that text frame rather than maintaining its formatting. I have used this method for years without issue, today it is suddenly an unexpected problem.

     

    I confirmed my preference settings, finding nothing unusual. To be safe I deleted the preference files, but that provided no solution.

     

    Any thoughts on correcting this issue?

     
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  • Currently Being Moderated
    May 29, 2012 10:53 AM   in reply to TDesign46

    TDesign46 wrote:

     

    Any thoughts on correcting this issue?

    Don't use or base any other styles on [Basic Paragraph], for starters.

     

    As I said, though, if there are style name conflicts between the two files formatting will be done according to the definitions inthe receiving file.

     
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  • Currently Being Moderated
    May 29, 2012 12:27 PM   in reply to Peter Spier

    [Basic Paragraph] style is not used in this case anywhere in the document. All style used have been created by me.

     

    The style reverted to is a style that I have created - it is whatever the last style (of multiple) that was used in the text block.

    There is no style name conflict because they are from the same document. In this particular case the original file is a four up imposed business card that I use the data merge feature to create multiple 4 up cards from an excel file.

    The problem was first noticed when I copied one business card generated by data merge onto another page in the same document and the style information was replaced in the entire text frame by the last style accessed in the receiving frame.

     

    I tested the problem in the original base file and got the same result. I opened an unrelated file and created styles in it and had the same problem.

     

    I have processed my batch business card orders like this for years without problem.

     

    If you would like, I can send you the file to make the problem easier to visualize.

     
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  • Currently Being Moderated
    May 29, 2012 12:30 PM   in reply to TDesign46

    Does you frame perhaps have apply style and next style enabled? I'm grasping at straws here....

     

    You may send a link to your file, but I may not get a chance to review it until tomaorrow afternoon.

     
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  • Currently Being Moderated
    May 29, 2012 1:04 PM   in reply to Peter Spier

    TDesign46, that´s exactly my problem. I´m thinking about format my desktop, just to try to fiz this problem for good. I have installed the CS6 design premium package trial version to see if the problem would keep on happening on other versions and, unfortunately, it did..

     

    I don´t know what to do anymore!!

     
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  • Currently Being Moderated
    May 29, 2012 1:15 PM   in reply to RafaelQ.

    RafaelQ, I would not format your desktop just yet, as I am afraid that it will not solve the problem.

     

    I am trying to figure out a way to send a very simple test file to Peter.

    Because it came on so suddenly I thought it would be a preferences issue, but as I have deleted my preferences with no change then it must not be.

     

    BTW - are you coming from the MAC or PC?

    I am on the PC.

     
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  • Currently Being Moderated
    May 29, 2012 1:19 PM   in reply to TDesign46

    TDesign46 wrote:

     

    I am trying to figure out a way to send a very simple test file to Peter.

    Two options, really. Post a link here and anyone in the world can take a crack, or send me the link in a Private Message (Click my name to go to my profile, then look in the actions list).

     

    If you don't have a server of your own, you can use a fiel share service like YouSendIt.com to send it to yourself, then use the link that will generate.

     
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  • Currently Being Moderated
    May 29, 2012 1:25 PM   in reply to Peter Spier

    If I sent a very simple InDesign Test file illustrating the problem via a yousendit.com link to your email address would that be sufficient?

     

    Thanks again.

     
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  • Currently Being Moderated
    May 29, 2012 1:52 PM   in reply to Peter Spier

    Great idea. Here is the link

    https://www.yousendit.com/download/QlVqc0w4NDJxRTI1eDhUQwhttp://

     

    1st text frame- typed text then created styles.

     

    Then copied and pasted that frame with selection tool.

     

    Copied text from first frame with text tool and then selected all text in second frame with text tool and pasted.

     

    End result: the last style was applied to all.

     

    Thanks again.

     
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  • Currently Being Moderated
    May 29, 2012 4:15 PM   in reply to TDesign46

    Your file is behaving itself here.

     

    Try trashing your prefs. See Replace Your Preferences

     
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  • Currently Being Moderated
    May 29, 2012 5:27 PM   in reply to Peter Spier

    The thing is that my file works perfectly on anyone else's PC but mine..

    I've already deleted the indesign preferences (twice), unninstalled and reinstalled the hole CS5 design premium package and even installed the CS6 design premium package (trial version), but nothing solved my problem.. It must be a hidden preference, maybe in windows cache or something like that (I'm not an expert, so forgive me if I'm saying something stupid here)...

     
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  • Currently Being Moderated
    May 29, 2012 5:52 PM   in reply to RafaelQ.

    You're not using any special plugins, are you? How about a Windows utility that does something funny to the clipboard, like ClipMate or FreeClip?

     

    Maybe you have a broken keyboard such that Shift is always depressed, and any ctrl-V would be a shift-ctrl-V?

     

    And you thought Peter was grasping at straws  

     

    Are you the administrator of your computer? Or are you on a business network where someone else has control?

     

    I don't know which version of Windows you're on, but one possiblity is that you've accidentally turned on StickyKeys or one of the other accessability functions of Windows - check your Accessibility in Control Panel to see if it's on or not.

     
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  • Currently Being Moderated
    May 30, 2012 4:42 AM   in reply to RafaelQ.

    RafaelQ. wrote:

     

    The thing is that my file works perfectly on anyone else's PC but mine..


    A good indication that it's prefs, or a third-party plugin.

     

    I've already deleted the indesign preferences (twice),

    How did you do that? Did you follow the instructions in the link I gave above?

     

    If you've followed those directions, and it still isn't working, I would check Joel's suggestions carefully.

     
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  • Currently Being Moderated
    May 30, 2012 5:51 AM   in reply to Joel Cherney

    Thanks Joel and Peter for your help.

     

    The problem resolved itself overnight.

     

    FYI: I am not using any utilities affecting the clipboard.

     

    Because it works correctly today I am leaning towards Joel's suggestion of a hardware problem. It is odd that typing text did not result in a Caps Lock looking condition, but using shift-ctrl-v today replicates the situation.

    Previously I had restarted the computer, but had not done a complete shutdown.

     

    RafaelQ - Do you have access to another keyboard? If so, the next test I would perform would be to shut down completely, replace the keyboard with another and see what happens after a restarting.

     

    Now we are all grasping at straws!

     
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  • Currently Being Moderated
    Jun 28, 2012 2:04 PM   in reply to TDesign46

    I am having this same problem.

     

    Mac OS X 10.7.4

    InDesign CS6

     

    Created a file (for an advertisement) with some text objects and graphic objects. Select all, copy, switch to new blank InDesign file, paste. All objects are pasted with the correct size and placement, but the text objects lose their fonts and text alignment. Font colors and font sizes (for example, I have a little superscript in there) do appear correctly.

     

    The fonts and text alignments in the first document were not applied with named character styles; they were applied by selecting the object and manually changing font and alignment.

     

    I trashed the pref files, in the manner suggested above. No luck. I am not seeing any other weird keyboard behavior (like caps lock stuck or some such). No plugins. Any other clues on this?

     
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  • Currently Being Moderated
    Sep 29, 2012 8:27 PM   in reply to mikeatmlb

    Having the same issue with CS6 on Mac. I made an ad based on Basic Paragraph, and just styled each line separately since it wasn't worth making a style for each separate line.

     

    But when I copy and paste the information into another ID document, the styles are reset to using whatever Basic Paragraph is in the destination document. This must be a bug. Surely Copy and Paste should always preserve formatting unless you do something to remove it?

     

    The only way I've found to fix it is to click on each line in the ad and make a new style (just "ad1", "ad2" etc will work). Then when I copy and paste the lines of styled text, the formatting is pasted correctly. (So manual editing of Basic Paragraph seems to be the issue.)

     

    Alternate: If the copy has "no style" then it also seems to copy and paste ok. So if I delete "ad1" and "ad2" etc and replace those styles with "No paragraph style" (with Preserve Formatting enabled), then when I copy this unformatted text and paste it, the formatting is intact. But there doesn't seem to be a way to select a bunch of manually edited text and say "no style", is there?

     
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  • Currently Being Moderated
    Sep 30, 2012 6:53 AM   in reply to Trish, Crish Design

    >This must be a bug. Surely Copy and Paste should always preserve formatting unless you do something to remove it?

     

    Quite the opposite. It's as designed and expected behavior. When moving content from one file to another, the styles in the receiving document, if named the same, ALWAYS override and control the formatting. The same thing happens with object and character styles, and with master pages if you move pages from one file to another.

     
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  • Currently Being Moderated
    Sep 30, 2012 5:47 PM   in reply to Peter Spier

    Then if it's as designed, there should be a way to "preserve" the manual formatting of the pasted text. Where is this option? How does one take a block of text that has been carefully formatted and paste it into a another document - without wasting valuable time reformatting it?

     

    If this is "as designed' then there should be a way to override this behavior. Otherwise, this is really lame behavior to not give one the choice. Both Quark and Word will assume you want to preserve the formatting. Since it's so easy to convert text back to the original style and remove manual formatting, and quite onerous to re-style the text, the onus should be on preserving the text OR allowing a "special paste" option. As I said, really lame behavior.

     
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  • Currently Being Moderated
    Oct 1, 2012 12:32 AM   in reply to mikeatmlb

    Havent read all of this friends (my apologies if already posted), but you could try exporting indesign snippet and then import in the target document.

     
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  • Currently Being Moderated
    Oct 1, 2012 4:34 AM   in reply to Trish, Crish Design

    Trish, Crish Design wrote:

     

    Then if it's as designed, there should be a way to "preserve" the manual formatting of the pasted text. Where is this option? How does one take a block of text that has been carefully formatted and paste it into a another document - without wasting valuable time reformatting it?

    You do one of three things:

     

    Don't base any style on Basic Paragraph and make sure that all of the styles have unique names that are not shared between documents.

     

    Make sure that any styles that have the same sames have the same definitions.

     

    Or select the text in the first document and from the Paragraph Styles menu select Break Link to Styles.

     
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  • Currently Being Moderated
    Oct 1, 2012 9:52 AM   in reply to Peter Spier

    Thanks Peter, the "Break Link to Style" works. That answered my original question.

     

    I still think there should be a Paste Special option. Much more intuitive.

     
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  • Currently Being Moderated
    Oct 4, 2012 2:20 PM   in reply to Trish, Crish Design

    Totally agree. I struggle with this as I end up doing multiple versions of the same document in different fonts. Even breaking link to styles did not work for me. Often 2 of us are doing the same project so I cannot coordinate us doing different names for our style sheets. I can never combine the different type solutions to one document. It erases everything that was styled differently. Ive had to drop pdfs into the doc instead as I can't get it to paste holding the change of style. Oh, I'm working in 5.5

     
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  • Currently Being Moderated
    Oct 4, 2012 2:30 PM   in reply to jouelrie

    Styles are preserved when you place .indd files. I don't know exactly what you are doing, so I don't know why you want to paste, but if placing a PDF will work, placing the original .indd file will work as well. For things like ads I always lay them out first as an individual document, then palce that into the larger page. It's easy, does what you want, and allows more people to work on the project at the same time.

     
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  • Currently Being Moderated
    Oct 4, 2012 2:39 PM   in reply to Peter Spier

    Placing the indd reverts it to the styling done in that document. The pdf is the only thing that preserves the change of font. Similar to having a selection that over rides the previous styling because it's a pdf I'm dropping in. I wish I could just past with an over ride of styles existing in the document I'm pasting into.

    I often have to do this to pick up and combine someone else's work for presentation. Yes I could keep then all separate I guess, but I'd like to keep it in one document to print once.

     
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  • Currently Being Moderated
    Oct 4, 2012 3:07 PM   in reply to jouelrie

    jouelrie wrote:

     

    Placing the indd reverts it to the styling done in that document.

    I'm sorry, but that is not correct. In the screen shot below I have placed a page where I used 18 pt Bickham Script Pro in Basic Paragraph. In the frame below it is the same text, copied and pasted into the page using the Basic Paragraph style inthis document. I thing you can see the placed page preserved the original format.

     

    Place v paste preserve format.png

     
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  • Currently Being Moderated
    Oct 4, 2012 3:23 PM   in reply to Peter Spier

    I am speaking of a document that was styled. Not in basic paragraph. Pasting into another document which was also styled, not in basic paragraph. Say I use one basic style sheet for these forms, then someone else takes my doc and just changes the font in each style sheet to see it in different fonts. Then we want to paste them in one doc to present and compare. I want to over ride the existing style and paste without it changing.

     
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  • Currently Being Moderated
    Oct 4, 2012 3:32 PM   in reply to jouelrie

    You are not understanding what I have said. Don't PASTE the content. Build the ads as individual .indd files and save them. Then PLACE, not paste, those .indd pages into the other file. The result is the same as placing a PDF, except you can skip the step of exporting the PDF file, and if you need to edit the original ad you can do so and just update the link.

     

    It doesn't matter what the style names are. I used Basic Paragraph in my example becasue every file has it and it's a common cause of formatting changes when pasting. I could have used a style named Demonstration Paragraph Style in both documents and it would work the same.

     
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  • Currently Being Moderated
    Oct 4, 2012 3:41 PM   in reply to Peter Spier

    Wow, thank you. I have never used "place" for an entire indd. I have always pasted and guess use the term too loosely interchanging the term with placed. I've learned something new today and I thank you again.

     
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  • Currently Being Moderated
    Oct 4, 2012 3:46 PM   in reply to Peter Spier

    Even if Placing an .indd file retains the formatting, it's a non-starter. The reason I needed to paste the formatted text in the first place was to create a variation of the ad for a different purpose, so I need to be able to edit the text - something you can't do with a placed file. 

     

    For instance, I created an ad for an exhibit that includes the date of the reception and the address of the museum, etc. Then I want to create a poster for the wall of the exhibit, so I create a new document with different specs. Placing the ad copy would serve no use since I have to edit the copy (removing the address and reception date) and then readjust the emphasis of each line slightly.

     

    Then I created another new file (RGB, tall and skinny) for the email invite. So I needed to copy the ad copy  and again put emphasis in different places.

     

    I hope you can see that there is a real need to be able to copy and paste manually formatted text from one document to another while retaining the special formatting. In these kinds of jobs there is no need to create a new style for each line of text since each line is tweaked and tweaked to death.

     

    This copy & paste behavior is not intuitive and is obviously causing problems for users for no  reason whatsoever except that "Adobe knows best". Why can't Adobe trust that I knew what I was going when I applied the formatting in the first place?

     

    Considering how easy it it to remove formatting and revert to the original style, I would say the nod should be given to retaining formatting upon pasting. Both Word and Quark do this, so it's not anything unusual. Or give us the choice with a Paste Special dialog. But saying this behavior is "as designed" or suggesting you need to place a file or PDF, is not the solution.

     
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  • Currently Being Moderated
    Oct 4, 2012 3:46 PM   in reply to jouelrie

    Once you get used to this workflow I think you'll find it's very fast, and easier to keep up to date. Like any link, you can use the same .indd file as a link in many other layouts and make the revisions in one place instead of having to go find all the places that you might have pasted things.

     
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  • Currently Being Moderated
    Oct 4, 2012 3:49 PM   in reply to Trish, Crish Design

    I was actually going to add that it still would be nice to be able to edit right there in the document. In your example it really WOULD help. I do agree over-riding is a pretty crucial option to have.

     
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  • Currently Being Moderated
    Oct 4, 2012 3:53 PM   in reply to Trish, Crish Design

    Trish, Crish Design wrote:

     

    Even if Placing an .indd file retains the formatting, it's a non-starter. The reason I needed to paste the formatted text in the first place was to create a variation of the ad for a different purpose, so I need to be able to edit the text - something you can't do with a placed file. 

    That's true. It's not a workflow that is universally usable.

     

    You should file a feature request to have your "paste special" added as an option: Adobe - Feature Request/Bug Report Form

     
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