14 Replies Latest reply: May 14, 2012 9:31 AM by Paul_Taylor RSS

    Word Import link Keep Indesign Styles

    Paul_Taylor Community Member

      We often have reports to set that are created in Word.

      These are amended by various people (at the last moment).

      Document come from various sources - there is no consistent use of Word styles and as sources are constantly changing there is little chance of imposing the use of consistant Word syles.

      Word is the common app (with all memmbers of the group supplying (at any one time) having their own track changes on a master doc

      (btw - no way is anyone of the suppliers going to purchase or learn InCopy)

       

      Having previously set the reports them by placing the whole word doc into Indesign and styling the paras and chars, its becomming clear that keeping the master Word file live for all involved in the project to edit is the only way to go (last minute changes taken over the phone with everyone reading from a proof PDF are difficult to transpose acurately).

       

      So what needs to be set in Indesign to enable...

       

      Indesign to keep the styles that are set in the Indesign document - when the Word file is updated and re linked.

       

      Maintain any bold or italics from Word (having these removed and manually restyling doesnt get us any further forward)

       

       

       

      tia

        • 1. Re: Word Import link Keep Indesign Styles
          [Jongware] CommunityMVP

          You want to re-import a Word document but only replace the text, not the formatting. Do I understand that correctly?

          • 2. Re: Word Import link Keep Indesign Styles
            Paul_Taylor Community Member

            Yes, that's correct. But we need to retain any Bold and/or Italics.

            • 3. Re: Word Import link Keep Indesign Styles
              [Jongware] CommunityMVP

              So you want to retain just the existing paragraph styles.

               

              What if someone inserts or removes a paragraph?

              • 4. Re: Word Import link Keep Indesign Styles
                Paul_Taylor Community Member

                Ideally it gets highlighted as a tracked change somehow

                 

                Our main concern is fitting the content to the pages / sections.

                 

                ie

                relink new doc

                scan though doc for over/underun pages

                adjust content to fit

                • 5. Re: Word Import link Keep Indesign Styles
                  [Jongware] CommunityMVP

                  Well, if you want to replace the text paragraph-wise (to maintain current paragraph styles), your main concern ought to be "what if someone inserts or removes a paragraph". One single extra hard return will throw off the styles for the entire rest of your text.

                   

                  As you might have gathered by now, replacing text whilst keeping the styles is not a trivial thing, and InDesign certainly cannot do it natively through a simple "relink new doc".

                  • 6. Re: Word Import link Keep Indesign Styles
                    Paul_Taylor Community Member

                    Skipping the technical - it just needs to operate like my clients use Word.

                     

                    Open File - change something - get it highlighted. Too many apps expect the users to conform to complex workflows.

                    If six people are working on a report in Word - I just need to be able to pour in the doc, style it.

                    Then update the link and not loose a days worth of styling if the file gets updated again.

                    If restlying the new parts is needed - then so be it, if a para gets removed - no problem, but can I re link without loosing hours of styling?

                     

                    If this is possible, what settings to I need pls.

                    • 7. Re: Word Import link Keep Indesign Styles
                      P Spier CommunityMVP

                      Paul_Taylor wrote:

                       

                      Skipping the technical - it just needs to operate like my clients use Word.

                       

                      Open File - change something - get it highlighted.

                      And if the editing were happening in ID it might be possible, but you want that functionality to cross applications. I don't think that is going to happen, but if anyone can find a way, it's Jongware.

                      • 8. Re: Word Import link Keep Indesign Styles
                        [Jongware] CommunityMVP

                        Paul_Taylor wrote:

                         

                        Skipping the technical - it just needs to operate like my clients use Word.

                         

                        They are using it like crap, at least that's what you told us.

                         

                        ...  update the link and not loose a days worth of styling if the file gets updated again.

                        If restlying the new parts is needed - then so be it, if a para gets removed - no problem, but can I re link without loosing hours of styling?

                         

                        Only through a good workflow. Your users are part of that, whether they like it or not.

                         

                        It's not a question of "you just have to find the right settings in InDesign", it's "find the right settings in your workflow".

                        • 9. Re: Word Import link Keep Indesign Styles
                          Paul_Taylor Community Member

                          I've no control over what the clients do, or how they are trained or how they use Word.

                           

                          The people going through the department these reports are coming from are versed in using Word to produce technical reports. They are in the department for a limited amount out time to offer their expertise. Their only consideration being 'is the information in this report correct'. Job done, work on next project or leave department.

                           

                          Multiply that by 4,5,6 people and I've got to make the best of what I'm being sent. Trying to find the best way to work with a multi authored Word file, that are going to change right up to the last minute. Clients have already reported back - they don't like doing amends on PDFs and would rather stay with the Word document. No one is going to look at InCopy or anything other than Word.

                           

                          That's what I'm dealing with.

                          • 10. Re: Word Import link Keep Indesign Styles
                            P Spier CommunityMVP

                            Is there any poosibility they would work with a styled RTF file that you export from ID? That at least would have your styles in it.

                            • 11. Re: Word Import link Keep Indesign Styles
                              peter at knowhowpro Community Member

                              Paul_Taylor wrote:

                               

                              I've no control over what the clients do, or how they are trained or how they use Word.

                               

                              The people going through the department these reports are coming from are versed in using Word to produce technical reports. They are in the department for a limited amount out time to offer their expertise. Their only consideration being 'is the information in this report correct'. Job done, work on next project or leave department.

                               

                              Multiply that by 4,5,6 people and I've got to make the best of what I'm being sent. Trying to find the best way to work with a multi authored Word file, that are going to change right up to the last minute. Clients have already reported back - they don't like doing amends on PDFs and would rather stay with the Word document. No one is going to look at InCopy or anything other than Word.

                               

                              That's what I'm dealing with.

                              If I'm correct that you are a professional business and that these are commercial clients, and that you charge by hours worked - not in-house Powers that Be - you could consider applying the professional principle of "you get what you pay for, and if you want more service, you need to pay for it." It seems that there's no technological solution, like a smart script, or a smarter application that all users would adopt.

                               

                              If an appropriate script could be developed, it would make you more efficient, though you'd still have to put in more time to fix the chaos than if clients provided reasonably-consistent styled original content and changes; you'd likely have to pay for the development for such a script, just like you pay for your InDesign and other application tools for your work. So, you'd pay for a tool that helped you charge for fewer billable hours - the kind of odd logic that is often necessary to keep clients.

                               

                              If, OTOH, you can make the case with the clients that your hours of extra work will cost them extra, they might be willing to manage the cost by training their users, developing a custom script, purchasing a suitable smart application, or engaging a hand-off person who'd apply the proper Word styles so that your ID work would be smooth and efficient.

                               

                              Tact in presenting the choices to the clients is key. "Here's how you can get the best bang for your buck - these are your options," is much more likely to work for both you and the client, than "it's going to cost you more, or I'll drop the account."

                               

                              Just my deflated two cents.

                               

                               

                              HTH

                               

                               

                              Regards,

                               

                               

                              Peter

                              _______________________

                              Peter Gold

                              KnowHow ProServices

                              • 12. Re: Word Import link Keep Indesign Styles
                                Paul_Taylor Community Member

                                Anything like that would be nice.

                                But this is not a 2 way process. That has been made clear in sending PDF proofs. Its another job for them. They are not contracted to do that - dead end.

                                 

                                They are happy to pay the cost - its not an issue. Just need to find a better method of transposing the amends from the master work doc (in Word) to Indesign.

                                 

                                A word doc is delivered to me at some point in the project timeline. That doc may be updated 2 or 20 times. I am not privvy to who is dealing with it, or how many changes wil be made. It may be two people it may be ten. All I know is, at some point they doc gets revised and any Indesign document created on that project has to be updated. Just looking for a way forward with the tools at hand.

                                 

                                There is rarely enough time to do the whole job from scratch when the final Word doc is produced. And quite often, the powers that be, want to see the presentation version (Indesign doc) for internal comment as the project is coming to a close.

                                 

                                Bottom line - can Indesign re import/relink without restlying?

                                If a sript is needed - any suggestion/contacts?

                                • 13. Re: Word Import link Keep Indesign Styles
                                  David W. Goodrich Community Member

                                  One potential tool is Rorohiko's Text Exporter.  But note that its maker recently described it in connection with another issue (footnotes), saying "Unless it's a very specific workflow, ID -> Word -> ID is not really practically workable."

                                   

                                  David

                                  • 14. Re: Word Import link Keep Indesign Styles
                                    Paul_Taylor Community Member

                                    I just need

                                     

                                    Word  place/link into ID

                                     

                                    revised Word

                                     

                                    ID relink

                                     

                                    And not have to restyle the whole Indesign Doc