Here’s a little Adobe InDesign trick that might help you accelerate the laborious task of styling up repetitive text listings. It works with InDesign versions CS2 and CS3.
In my example, I have a long, multi-page listing of website articles. Each item has a title, a brief description and a website address, and I want to style them differently. Now, there are various ways I could do this. For example, I could style up the first item, then copy and paste the styles one by one using the Eyedropper tool. If I create Paragraph Styles, I could use the Paragraph Styles palette or use Quick Apply to apply them, one by one again. But that’s too slow. Here’s what I’d do, step by step:
1. Create new Paragraph Styles for your items. In my case, I need four Paragraph Styles: heading, body, URL and empty line. If some of these styles are already used elsewhere in your layout, duplicate them and rename them ‘listings head’, ‘listings body’, etc. This way, you can continue to fine-tune your listings later without interfering with the rest of your publication.
2. After creating the Paragraph Styles, re-open the Paragraph Style Options window for the first style (in my case, ‘listings head’). You can do this by holding down Ctrl-Alt-Shift (Windows) or Command-Option-Shift (Mac) and double-clicking on the style name in the Paragraph Styles panel.
3. In the Paragraph Style Options window, click on the Next Style pop-up and choose the Paragraph Style that you want to apply to the second line (paragraph) of your listing item (in my case, ‘listings body’). Click OK.
4. Repeat steps 2 and 3 with the other Paragraph Styles for your listing, each time choosing the appropriate Next Style. The final style (in my case, the one for the empty line) should point back to your first style (in my case, ‘listings head’), completing the loop.
5. Select the listings text. In the Paragraph Styles palette, right-click (one-button Mac mouse users should Ctrl-click) on the first style and choose Apply “firststyle” then Next Style.
6. Blimey, your entire multi-styled listing has been formatted in a split second.

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