indesign find and replace hassles

[bowen_josh]

query,

Im trying set up some address labels from an excel document in indesign so we can print onto labels. The problem i am having is that Im am trying to do a find and replace with finding all the enter strokes and replacing with a column break (num enter) but the find and replace function doesnt seem to recognise the difference between an enter stroke and a column break. I have tried copying a column break and pasting in the change to box but its just recognised as a return. Any help would be great, has been doing my head in the for past 24 hours.

[urstwile]

So the enter strokes are not functioning as column breaks? Enter is only available on my number pad, not on my regular keyboard (I'm on a Mac).

[urstwile]

Okay, I see what's happening, but I'm not sure how to make it work doing it that way. I did have an idea, however.

Is your address information all in one style sheet? You could format the style sheet to keep all lines in the paragraph together, and then the address blocks should automatically break from address to address box.

[bowen_josh]

yeah, but its the same on mac. Basically if you are working two or more text boxes. the normal enter key ends the paragraph and starts a new line. the num enter curls all the text to the next text box. ATM i have a series of text boxes which are all linked. but because the names of each organisation are different in length some are curling to the next line which then stuffs up the details on the next label and so on.

[bowen_josh]

no the addresses are in an excel document and each detail is a seperate cell which transfers into a tab space when imported into indesign.

[urstwile]

Yup, I saw what the problem was when I tried it here. On a Mac, the enter key on the regular keypad is labeled return, which is a paragraph ending, and the Enter key on the numeric keypad forces a column (or linked box) break.

Did you try the style sheet thing?

[bowen_josh]

that doesnt work. Some of the names curl over 2 and 3 lines. Which means that if i make the all the text boxes large enough to accomdate these addresses the other addresses dont curl over correctly. The only way i can think of is to do it manually. Ive been doing that for about 90min and slowly getting through.

[urstwile]

So are the names and address in the same style sheet, or are they two separate style sheets? I can't imagine how that wouldn't work. I understand what you're saying about some of the names being more than one line, but if all the lines in the paragraph are told to keep together, the entire name and address block should go into the next available box, unless your box is big enough to fit two name and address groups rather than one.

If your names are in a different style sheet than your addresses, simply select keep with next paragraph for the name style sheet, and keep all lines together for the address style sheet. And make sure to not do a paragraph return that will break up the style blocks.

Can you post a screenshot?

[bowen_josh]

here is a screen shot of the excel file
to be honest, style sheets are not my strongest but will have go with your suggestions.

[urstwile]

Oh, yikes, I thought you were already in InDesign with this. Are you trying to prepare the Excel file in Excel before you import it into InDesign, then? I really know very little about Excel, sorry.

[bowen_josh]

yeah thats the problem. Each cell converts to a tab when imported into indesign. thats why im having trouble.
anyway thanks the help anywayz

[rickself]

In Excel, can't you designate what will separate fields when you export out? Instead of being tab delimited, use 3 spaces? I'm checking my Excel app as we talk.

[urstwile]

Okay, sorry, I was answering your question from a totally different direction.

Isn't there a way to save an Excel file as a different format, so the tabs don't come in as tabs?

[rickself]

Okay, sorry, I was answering your question from a totally different direction.

Isn't there a way to save an Excel file as a different format, so the tabs don't come in as tabs?AHA, trying to read my mind, urst, but just missed by THAT much!
Yep, 3 spaces. Then have Indesign search for 3 spaces as the separator.

[urstwile]

Okay, I just tried something, and it might work for you.

Place the Excel file, as is, in InDesign, as an unformatted table. Then select the name and address blocks (in InDesign), and in the Table palette window choose Merge Cells. This removes the tabs and puts the tabbed over lines directly underneath each other. The only problem with that is that it separates each address line with a paragraph return, rather than a soft return (shift-Enter or Return). So you might need to figure out some fancy footwork to get that working properly if you want to try to automate this.

[urstwile]

Oooh, yours is better, Rickself.

[rickself]

And we lost Josh. Oh, well. I'd then search for 3 spaces and replace with whatever would force Indy to move to the next paragraph or cell or whatever. I used to do a lot of real estate classifieds. :D

[urstwile]

I've actually been working on a project that required me to import an Excel file in as a table, but it was meant to be formatted, in terms of rows, columns and cells, like the original file. This thread has intrigued me to figure out what the go-rounds are. Hope we didn't lose Josh with our meanderings. :)

Excel scares me. :eek: