Let InDesign do the formatting work for you.
If you’ve ever wished Adobe InDesign could automatically style text patterns—like phone numbers, product codes, or words in quotes—then GREP Styles are the answer.
GREP Styles allow you to apply character styles to text based on patterns, using powerful search expressions. Think of it as a smarter, rules-based version of Find/Change, but applied dynamically and automatically through paragraph styles.
Let’s break down when to use GREP Styles and how to set them up without fear.
🧠 What Is a GREP Style?
A GREP Style uses a pattern (written in GREP syntax, like regular expressions) to find specific parts of a paragraph—and then applies a character style to that match.
Examples:
- Color all phone numbers red
- Bold every word in ALL CAPS
- Italicize anything inside quotation marks
- Style product codes like “SKU-1234” or “ID: ABC123”
Once set up, it happens in real-time as you type or paste text.
✅ When Should You Use GREP Styles?
Use GREP Styles when:
- Your content follows repetitive, predictable patterns
- You want to automate formatting across long documents
- You frequently deal with structured data (e.g., codes, forms, references)
Perfect for:
- Catalogs and technical sheets
- Academic papers
- Directories and indexes
- Interactive or tagged PDFs
Avoid GREP Styles when:
- You only need a one-time style change (use Find/Change instead)
- Your content is inconsistent or too unstructured
- You don’t want to increase paragraph style complexity unnecessarily
🛠️ Step-by-Step: Creating a GREP Style
Step 1: Create a Character Style
- Open Character Styles panel
- Click New Style (e.g., “Phone Number Red”)
- Set font, color, weight, or underline—whatever you want
Step 2: Add a GREP Style to a Paragraph Style
- Open the Paragraph Styles panel
- Edit an existing paragraph style
- In the left panel, go to GREP Style
- Click New GREP Style
- Set:
- Apply Style: Choose your character style
- To Text: Enter your GREP expression
Example: Style Phone Numbers
GREP pattern:
d{3}[-.]\d{3}[-.]\d{4}
This matches numbers like 555-123-4567 or 555.123.4567.
🔍 Common GREP Patterns You Can Use
| Purpose | GREP Code |
|---|---|
| Anything in quotes | ".+?" |
| Words in all caps | \b[A-Z]{2,}\b |
| Numbers only | \d+ |
| Words starting with “@” | @\w+ |
| Emails | \w+@\w+\.\w+ |
You can layer multiple GREP styles inside the same paragraph style.
🧠 Pro Tips
- Use Preview mode to test in real time
- Combine GREP Styles with Nested Styles for powerful automation
- Keep your paragraph style names clear to avoid confusion
- Test on a sample paragraph before applying to an entire document
- Don’t go overboard—too many GREP rules can affect performance
📘 Final Thought
GREP Styles are like giving Adobe InDesign a set of smart instructions—so it styles your text for you, based on logic. When used wisely, they can transform your workflow, eliminate repetitive tasks, and help maintain consistency across complex layouts.
Yes, GREP has a learning curve. But even one or two well-placed GREP Styles can save you hours.
