FrameMaker Tips

Importing Formats

Many of you use the Import Formats feature, but do you really know what it does?

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Category: Using FrameMaker

Relevance: All manuals

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WARNING!

Importing formats can be very useful, but can also be very dangerous—you can inadvertently import formats that can ruin your document and THERE IS NO UNDO! Always make a backup copy of your files before attempting to import formats. Also, before updating a book, import your settings into a test file, then carefully review the updated file to make sure that there are no unexpected changes.

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The Import Formats Window

When you import formatting information from a template, FrameMaker merges the information into the document rather than completely replacing the information. For example, when you import paragraph formats, FrameMaker adds the formats to the document’s Paragraph Catalog. If any formats have the same name in both documents, the imported format overwrites the original format. Any formats that are not overwritten remain in the document.

Note: Format names are case-sensitive, so Body is not the same as body.

The Import Formats window can be opened by going to File > Import > Formats or by typing alt+f+i+o.

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Types of Formatting

Paragraph Formats

The template’s Paragraph Catalog is merged into the document, and all formats in the catalog are reapplied in the document. The template’s PDF bookmark settings are also copied into the document.

Character Formats

The template’s Character Catalog is merged into the document, and all formats in the catalog are reapplied in the document.

Page Layouts

The template’s master pages are merged into the document, and body pages are updated with the master page changes. If the template and the document both have a master page with the same name, the template’s master page replaces the document’s. FrameMaker copies the change bar properties, all the settings in the Page Size and Pagination dialog boxes, and most settings in the View Options dialog box.

Table Formats

The template’s Table Catalog and ruling styles are merged into the document, and all formats in the catalog are reapplied in the document.

Color Definitions

The template’s color definitions and views are merged into the document.

Document Properties

The template’s custom marker types and footnote properties; the volume, chapter, page, paragraph, footnote, and table footnote numbering styles in the Numbering Properties dialog box; the characters in the Allow Line Breaks After setting in the Text Options dialog box; and the Feather settings in the Line Layout dialog box are merged into the document. The PDF Setup settings (other than the bookmark settings) are also merged into the document.

Reference Pages

All the template’s reference pages (except for FrameMath reference pages) are merged into the document. If the template and the document both have a reference page with the same name, the template’s reference page replaces the document’s. To import FrameMath reference pages, select Math Definitions.

Variable Definitions

The template’s variable definitions are merged into the document.

Cross-Reference Formats

The template’s cross-reference formats are merged into the document, and internal cross-references are updated.

Conditional Text Settings

The template’s condition tags and Show/Hide settings are merged into the document and applied to conditional text.

Math Definitions

The template’s equation size and font settings, custom math element definitions, and FrameMath reference pages are copied into the document. If a custom math element in the document is deleted when the reference pages are merged, FrameMaker replaces the math element in equations with the name of the element enclosed by question marks.

How to Update Formats

You can import paragraph formats, table formats, variable definitions, and other properties from any document. Typically, this other document is a template (though it doesn’t need to be). You can also retain or remove any format overrides in the document—for example, changes that were made to a paragraph but not stored in the Paragraph Catalog.

You can also import properties into several (or all) files in a book at the same time.

To import and update formats in a document or book:

1. Open the document that contains the formats you want to import.
2. Make the appropriate document window or book window active. If a book window is active, select the documents you want to update.
3. In the document or book you’re updating, choose File > Import > Formats (or alt+f+i+o).
4. Do one of the following:
   • To import formats from a document, choose the document from the Import from Document pop-up menu. The pop-up menu lists all open, saved documents.
   • To reapply formats from the current document, choose Current from the Import from Document pop-up menu.
5. Select the Import and Update settings you want to apply to the current document. By default, all options are selected. To deselect or select all options at once, click Deselect All or Select All.
   
   Note: If you’re updating variable definitions, cross-reference formats, or math definitions, and if any of these items use character formats, select Character Formats so that the formats are added to the document.

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Super Tips!

To remove page breaks that are not a part of a Paragraph Catalog format, such as those added using Special > Page Break, select Manual Page Breaks.

To remove paragraph, character, page layout, and table formatting overrides, select Other Format/Layout Overrides.

To remove all paragraph tag overrides in the current file, choose Current from the Import from Document pop-up menu, then select Paragraph Formats and Other Format/Layout Overrides.