Specifying text to find

If your goal is to replace some words in your layout with other words, you need to specify the text to find.

1. To find specific text, type or paste it into the Find What field.

   • To find the text without changing it to different text, leave the Change To field blank.
   • To find and change the Find What text to other text, type or paste the new text into the Change To field.

   The text from your last ten searches is saved in the drop-down menus under Find What and Change To.

2. To search the entire layout, rather than only the current story, select the Layout check box.
3. To keep QuarkXPress from finding longer words that include your Find What text (for example, “who” but not “whose” even though “who” is part of “whose”), select the Whole Word check box.
4. To keep QuarkXPress from limiting its search to words that exactly match the capitalization of your Find What text, select the Ignore Case check box.
5. To find every instance of your Find What text, regardless of its attributes (formatting), select the Ignore Attributes check box.
6. To limit your search to text formatted with specific attributes, deselect the Ignore Attributes check box and read the next section.
7. To include text in locked items in the search, select the Search Locked Content check box.
8. To search text in footnotes as well as in other text, select the Search in Footnote check box.
9. Use the Find and Change buttons as explained in the “Using the Find and Change buttons” section, later in this chapter.

If you don’t know (or don’t care about) an exact character(s) within your text search, you can use the wildcard character where the character(s) would appear. Type Command-Shift-? (Mac) and Ctrl+Shift+? (Windows) in place of each character and QuarkXPress will find words that have any character in that place.

Specifying attributes to find

To open the Attributes section of the Find/Change palette, deselect the Ignore Attributes check box. The palette expands, as shown in Figure 11-2. Then, you can use the Attributes section of the Find/Change palette to accomplish two very different goals:

• To limit a text search to specific text that’s formatted a specific way. To do so, select the Text check box in both the Find What and Change To columns.
• To find or change the formatting of any or all text that’s formatted a specific way. To do so, deselect the Text check box in both the Find What and Change To columns.

The Find What (left) column lets you select the attributes you want to change. The Change To (right) column lets you select the new attributes you want to apply. You can mix and match however you’d like.

In the example in Figure 11-2, any text in the current layout formatted with Hypatia Sans Pro ExtraLight, sized at 12 points, and styled with Bold will be changed to Hypatia Sans, sized at 11 points, styled Plain, but with the OpenType Small Caps applied, along with OpenType ligatures.

Changing local formats to character style sheets

Character Style Sheets are incredibly useful (see Chapter 10 for more about how that’s true), so you may want to change some of the locally formatted text in your layout to a Character Style Sheet. The Find/Change palette makes this easy. First, you create a Character Style Sheet by following the instructions in the section in Chapter 10 about creating a paragraph style sheet. Next, follow these steps:

1. In the Find What column of the Find/Change palette, make sure to use the check boxes and drop-down menus to specify all the attributes that are already applied to the text you want the Character Style Sheet to be applied to.

   The easy way to do this is to select some text in your layout that’s formatted this way; then, when you open the Find/Change palette, its attributes will be filled in for you.

2. In the Change To column, select the Style Sheet check box and choose the Character Style Sheet that you want from the drop-down menu.

   Choose the name of the style sheet that you created following the instructions in Chapter 10.

Applying OpenType styles

If your text will be formatted with an OpenType Pro font, that font may contain special features, such as true Small Caps. This means that you can, for example, change text that has had the Small Caps style applied to it to true OpenType Small Caps by following these steps:

1. In the Find What column of the Find/Change palette, select the Type Style check box and click the Small Caps icon (it looks like a small k).

   When a type style is selected, its square turns to a darker gray. You can click it again to deselect it.

2. In the Change To column, select the OpenType check box and select the Small Caps check box.

   Follow these same steps for other true OpenType attributes you want to use.

Using the Find and Change buttons

Previous sections in this chapter tell you how set up the options in the Find/Change palette to specify text and attributes that you want to change. After you’ve entered the text to change (or not), chosen the attributes to find and change (or not), and determined the location for QuarkXPress to look for the text, you’re ready to begin actually finding and changing things. To do so, use the four buttons at the bottom of the Find/Change palette, as follows:

• Find Next: Skips the currently found instance and highlights the next one
• Change, then Find: Changes the currently found instance and highlights the next one
• Change: Changes the currently found instance and leaves it highlighted
• Change All: Changes all the found instances throughout the story or layout

QuarkXPress begins its search at the location of your text insertion point, or, if no text box is active, the current page. To force QuarkXPress to start at the beginning of the story or layout, press Option (Mac) or Alt (Windows) and click the Find Next button to change the command to Find First.

The Find/Change palette is huge. After you set your Find/Change options the way you need them, you can shrink the palette to show just the Find and Change buttons by clicking the tiny white triangle at the bottom of the palette. Doing so makes it easier to see your page while you decide whether to change a found instance.

Spell checking a selection, story, or layout

The Check Spelling palette is Command Central for all things related to spell checking. Here’s how you use it:

• Scope of spell check: You can change the scope of the spell check by choosing a different option from the Check drop-down menu. If you change the scope, the spell check resets, and you must click the Start button to begin the spell check. Here are the options to change the scope in the Check Spelling palette:
  • Selection (or Word): Checks only the text currently selected in a text box.
  • Story: Checks the active story, beginning at the location of your text insertion point. When the spell checker reaches the end of the story, it continues checking from the beginning of the story, returning you to the location of your text insertion point. To start the spell check from the beginning of the active story instead of the text insertion point, Shift-click Start.
  • End of Story: Runs the spell check from the location of your text insertion point to the end of the story and then stops.
  • Layout: Checks all the text on all the pages of the current layout and then checks the master pages that have been applied to pages in the layout.

After defining the scope, use these buttons to make your way through your text:

• Replace: To replace a misspelled word, type the correct spelling in the Replace With field or choose the correct word from the list of suggestions; then click Replace. To replace all occurrences of the misspelled word, click Replace All.
• Look Up: To look up suggestions for the word in the Replace With field, click Look Up.
• Skip: To skip the selected word, click Skip. After you skip a word, the Last Skipped button is enabled. Clicking this button takes you back to the last word you skipped.
• Add: To add the word in the Replace With field to the currently open auxiliary dictionary, click Add. (See the upcoming section on auxiliary dictionaries.) If no auxiliary dictionary is open, you can select or create one after you click Add.
• Add All: To add all suspect words to the open auxiliary dictionary, press Option+Shift (Mac) or Alt+Shift (Windows) and click Add All.
• Undo Text Change: To reverse changes from Check Spelling, choose Edit ⇒ Undo Text Change.

QuarkXPress includes dictionaries for all its supported languages. If you assign a language to selected text, the spell checker uses the dictionary appropriate for that text. To assign a language to text, choose one from the Language drop-down menu in the Character/Character Attributes tab of the Measurements palette, or include the language you want in the Character Style Sheet applied to the text.

Click the Preferences button to display the spell check preferences, which has some useful options such as Ignore Words with Numbers and Ignore Internet and File Addresses. If you work with documents that include technical terms, these options can save you a lot of wasted spell check time!

The spell checker checks only items on visible layers.

Using and managing auxiliary dictionaries

Everyone uses words that aren’t in standard dictionaries, such as proper names or industry-specific terms. To prevent a word from being flagged by the spell checker, create an auxiliary dictionary and add the word to that auxiliary dictionary.

To create an auxiliary dictionary:

• Mac: Choose Utilities ⇒ Check Spelling ⇒ Auxiliary Dictionary, enter a name, and then click New.
• Windows: Choose Utilities ⇒ Auxiliary Dictionary, enter a name, and then click New.

To add a suspect word to the currently open auxiliary dictionary while performing a spell check, click the Add button in the Check Spelling palette.

To add words to any auxiliary dictionary:

• Mac: Choose Utilities ⇒ Check Spelling ⇒ Edit Auxiliary.
• Windows: Choose Utilities ⇒ Edit Auxiliary.

You can only open one auxiliary dictionary at a time. An auxiliary dictionary remains associated with a layout until you click Close in the Auxiliary Dictionary dialog box or until you open a different auxiliary dictionary.

Each layout in a project can have a different auxiliary dictionary associated with it.

To create or open an auxiliary dictionary without closing the Check Spelling palette, click Add while a word you want to keep is highlighted.

QuarkXPress saves auxiliary dictionaries as separate files on your hard drive, and it saves the path to an auxiliary dictionary with the project. If you move an auxiliary dictionary to another folder, directory, or volume, you need to reopen it when you want to use it.

To quickly add a list of new entries to the open auxiliary dictionary, create a QuarkXPress document containing only a list of your special words. Choose Utilities ⇒ Check Spelling, and when the spell checker highlights the first suspect word in your document, press Option-Shift (Mac) or Alt+Shift (Windows) and click the Add button (which is now labeled Add All). Every suspect word in your document is then added to your current auxiliary dictionary.

To display a count of the words and characters in a layout or story, choose Utilities ⇒ Word and Character Count and then choose either Layout or Story.

Creating and deleting a content variable

To create a new content variable, click the New (+) icon or choose New from the Content Variables palette menu. The Edit Content Variable dialog box displays, as shown in Figure 11-6.

Choose the type of Content Variable you want to create:

• Creation Date: Inserts the date or time the document was first saved.
• Current Page Number: Inserts the current page number.
• Custom Variable: Strings together several Content Variables so that you can insert them with one click.
• File Name: Inserts the name of the current file; it updates whenever you save the file with a new name.
• Flow Box Page Number: Inserts the page number where the story in the current box continues or where the story is continuing from.
• Last Page Number: Inserts the last page number of the current section or layout. This is useful for adding the total number of pages in a document to headers and footers — for example, “Page 4 of 10.”
• Modification Date: Inserts the date or time the document was last saved.
• Next Page Number: Inserts the next page number of the current section or layout.
• Output Date: Inserts the date or time the document was printed or exported.
• Page Reference: See the “Using a content variable to create a page reference” section, later in this chapter.
• Previous Page Number: Inserts the previous page number of the current section or layout.
• Running Header: Copies the first or last text formatted with a specific style sheet on the page or spread.
• Static Text: Displays custom text that you type into it. Use this for text that may change throughout a document.

To delete a content variable, you simply click its name in the Content Variables palette and then either click the Delete (trash can) icon or choose Delete from the palette menu.

Read on for more details about how to work with content variables.

Inserting, editing, and duplicating a content variable

To insert a content variable at your text insertion point, double-click its name in the Content Variables palette or choose Utilities ⇒ Content Variable and then choose its name from the submenu that displays.

To edit an existing Content Variable, click its name in the Content Variables palette and then click the Edit (pencil) icon or choose Edit from the palette menu. A dialog box displays with the attributes of the Content Variable that you can change.

To duplicate a Content Variable, click its name in the Content Variables palette and then click the Duplicate icon or choose Duplicate from the palette menu. A dialog box displays with the attributes of the duplicated Content Variable that you can change.

Using a content variable to create a page reference

QuarkXPress uses a nonprinting tag called an anchor to identify a place in your layout that you may want to refer to from somewhere else. You can create an invisible anchor anywhere in the flow of text or on a page item and give it a name. You can then refer to that anchor when creating a hyperlink (as explained in Chapter 17) or in a page reference content variable to display the current page number of that anchor. For example, you can create an anchor on a picture box and then create a page reference content variable that displays its page number, which is useful for figure references. Or, you could create an anchor next to a word or phrase and then refer to it elsewhere in the layout.

To create a page reference content variable, go to the text or picture to which you want to refer and then follow these steps:

1. Control-click (Mac) or right-click (Windows) that text or picture and choose Anchor ⇒ New from the context menu that displays. Give your new anchor a name, such as “figure 11” or “item 53.”
2. In the Content Variables palette, click the Add button and choose Page Reference from the Type drop-down menu, as shown in Figure 11-7.
3. From the Anchor Name drop-down menu, choose the anchor you created.
4. Add any text you want to always appear before or after the variable.

5. Select the Create Hyperlink check box if you want QuarkXPress to add a clickable hyperlink wherever you insert this page reference content variable.

   You can include this hyperlink when you export your layout to digital formats such as PDF and EPUB, as explained in Chapter 17.

To delete a content variable, click its name in the Content Variables palette and then either click the Delete (trash can) icon or choose Delete from the palette menu.

Converting a content variable to text

Sometimes (often for legal reasons) you may need to convert your variables into fixed text that reflects the state of your document at the current moment. To freeze a content variable with its current content, click its name in the Content Variables palette and then either click the Convert to Text icon or choose Convert to Text from the palette menu. All instances of the Content Variable become regular text that doesn’t change unless you manually edit it.

Tracking changes

To turn on the tracking feature, choose Utilities ⇒ Redline ⇒ Tracking or choose Window ⇒ Redline to display the Redline palette and then click the Tracking button, as shown in Figure 11-8.

QuarkXPress tracks all changes made to the text of the active project. Changes to text attributes (formatting) are not tracked.

Viewing tracked changes

To display all tracked changes, choose Utilities ⇒ Redline ⇒ Highlighting or click the Highlighting button in the Redline palette.

QuarkXPress underlines insertions and marks deletions with a small triangle, as shown in Figure 11-9. By default, the color is magenta. You can change the color for future tracked changes in the Redline section of QuarkXPress preferences. Existing tracked changes keep their original color.

To navigate through each change, click the Previous and Next buttons on the Redline palette.

To control which changes display, follow these steps:

1. If the Redline palette isn’t already open, choose Window ⇒ Redline to open it.

2. In the Redline palette, click the View Highlighting Options button.

   The View Highlighting Options dialog box, shown in Figure 11-10, appears.

3. In the Highlight drop-down menu, choose Insertions Only, Deletions Only, or Insertions and Deletions.

4. Select names from the Select Reviewers list to view changes made only by particular reviewers, or select All to view changes made by all reviewers.

   Only insertions and deletions that were made while Tracking is enabled are highlighted.

Accepting and rejecting changes

After you or others have edited your text with tracking turned on (as discussed in the previous sections), you can go through the document line by line, accepting or rejecting each edit, or you can accept (or reject) all the changes at one time. Accepting an insertion removes the highlighting and adds the text to the story. Accepting a deletion permanently removes the text from the story. To accept a change, select the text and then choose one of the following options from the Accept drop-down menu in the Redline palette:

• Accept Change: Accepts the selected change
• Accept All Displayed Changes: Accepts all changes highlighted in the story
• Accept All Changes: Accepts all changes made by all reviewers

Rejecting an insertion removes the text from the story, whereas rejecting a deletion removes the highlighting and keeps the text in the story. To reject a change, select the text and then choose one of the following options from the Reject drop-down menu (Redline toolbar):

• Reject Change: Rejects the selected change
• Reject All Displayed Changes: Rejects all the changes highlighted in the story
• Reject All Changes: Rejects all changes made by all reviewers

Creating Notes

To create a Note, first choose View ⇒ Show Notes. If the menu says Hide Notes, then Notes are already visible. Place the text insertion point where you want to attach the Note and choose Item ⇒ Note ⇒ Insert. A Note window displays and a Note icon also displays to the right of the text insertion point, as shown in Figure 11-11. Type your note text in the note window.

The Note icon is actually a nonprinting “zero width” text character, so if you select it along with other text and then delete the text, the Note will be lost.

Working with Notes

The Notes commands are available in either the Item ⇒ Note menu item or the context menu that displays when you Control-click (Mac) or right-click (Windows) anywhere in the text, as shown in Figure 11-12. Each Note also has a context menu (refer to Figure 11-11). When working with notes, you may find using the context menu most efficient.