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Collaborative Workflows with InDesign and InCopy

Accepting and rejecting changes


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Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Accepting and rejecting changes

Let's assume that I'm the managing editor at this catalog company and I need to accept or reject all the changes made by the copy editor and the author and the product manager. So the first thing I need to do in order to accept or reject changes is to check out the story. You can't do that unless you've checked out the story. So first let's jump over to Story View so that we can see which story it is has the Track Changes. I could just as well do this in Galley View. In fact I think I will just for a change, but you have to choose either Galley or Story View to do this, and then we'll check out the story.
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  1. 3m 57s
    1. Welcome
      1m 25s
    2. Using the exercise files
      2m 32s
  2. 25m 58s
    1. Overview of this course
      3m 2s
    2. Understanding the parallel workflow
      6m 54s
    3. Rewards and challenges in the new workflow
      9m 3s
    4. Requirements and recommendations
      6m 59s
  3. 32m 52s
    1. Setting up projects and users
      3m 32s
    2. Understanding stories and frames
      7m 1s
    3. Making stories editable for InCopy from InDesign
      7m 25s
    4. Editing workflow stories in InCopy
      7m 32s
    5. Checking stories in and out
      4m 48s
    6. Completing a project in InDesign
      2m 34s
  4. 32m 34s
    1. Three main views of a file
      8m 37s
    2. Becoming familiar with default panels
      6m 4s
    3. Customizing the interface
      9m 4s
    4. Navigating stories and views
      8m 49s
  5. 43m 18s
    1. Working with the Assignments panel
      5m 15s
    2. Editing in Layout view
      8m 44s
    3. Editing in Story or Galley view
      10m 49s
    4. Copyfitting text
      5m 49s
    5. Inserting special characters
      6m 39s
    6. Importing text
      3m 34s
    7. Working with read-only layouts
      2m 28s
  6. 32m 6s
    1. Applying styles for copyfit
      7m 37s
    2. Applying local character formatting
      6m 53s
    3. Applying local paragraph formatting
      7m 10s
    4. Splitting and spanning columns
      5m 7s
    5. Using the Eyedropper tool to copy/paste formatting
      5m 19s
  7. 40m 27s
    1. Checking spelling
      4m 51s
    2. Using the language dictionaries
      3m 23s
    3. Using the thesaurus
      1m 46s
    4. Using Find/Change
      10m 34s
    5. Working with the Autocorrect feature
      2m 59s
    6. Building text macros
      4m 55s
    7. Using inline notes
      6m 22s
    8. Working with built-in scripts
      5m 37s
  8. 25m 36s
    1. Adding footnotes
      2m 22s
    2. Using conditional text
      6m 16s
    3. Creating hyperlinks
      3m 33s
    4. Inserting cross-references
      7m 29s
    5. Working with tables
      5m 56s
  9. 14m 25s
    1. Setting up and using Track Changes
      6m 4s
    2. Customizing the markup
      4m 7s
    3. Accepting and rejecting changes
      4m 14s
  10. 27m 30s
    1. Using the Position tool
      5m 14s
    2. Using the Object menu
      5m 58s
    3. Importing and replacing images
      6m 36s
    4. Inserting images into the story
      5m 22s
    5. Using Mini Bridge and Bridge
      4m 20s
  11. 25m 45s
    1. Creating new InCopy documents
      6m 54s
    2. Creating InCopy templates
      6m 10s
    3. Opening linked InCopy stories directly
      3m 20s
    4. Opening Word files in InCopy
      2m 59s
    5. Placing Buzzword files in InCopy
      6m 22s
  12. 23m 37s
    1. Exporting stories to Word, RTF, and Buzzword
      5m 2s
    2. Exporting layouts to PDF
      4m 36s
    3. Exporting galleys and stories to PDF
      7m 11s
    4. Printing from InCopy
      6m 48s
  13. 48m 17s
    1. Exporting stories from the layout
      10m 2s
    2. Working with the Assignments panel in InDesign
      7m 8s
    3. Editing and updating files
      7m 37s
    4. Using inline notes
      7m 39s
    5. Workflow features in the Links panel
      6m 0s
    6. Placing new InCopy files
      4m 15s
    7. Closing out of a project
      5m 36s
  14. 23m 29s
    1. Layout workflow overview
      8m 11s
    2. Updating stories and designs
      11m 38s
    3. Tips for successful layout workflows
      3m 40s
  15. 27m 16s
    1. Creating assignments in InDesign
      12m 19s
    2. Working with assignments in InCopy
      5m 22s
    3. Keeping layout files local
      2m 42s
    4. Solving common assignment issues
      6m 53s
  16. 19m 0s
    1. Creating assignment packages in InDesign
      4m 42s
    2. Working with assignment packages in InCopy
      5m 20s
    3. Keeping packages up to date
      2m 33s
    4. Using DropBox with an InCopy workflow
      6m 25s
  17. 4m 27s
    1. Community help and resources
      4m 11s
    2. Goodbye
      16s

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Collaborative Workflows with InDesign and InCopy
7h 30m Intermediate Sep 23, 2010

Viewers: in countries Watching now:

In Collaborative Workflows with InDesign and InCopy Anne-Marie Concepción shows how Adobe InCopy and InDesign work together, helping editors and designers collaborate on publications, and save time and money, with no additional hardware, software, or expensive publication management systems. This course shows how to set up for the workflow, how to address cross-platform Mac and Windows issues when working in a mixed environment, how to work with remote writers and designers, and how to integrate with Microsoft Word. Exercise files are included with the course.

Topics include:
  • Setting up projects and users on a local network
  • Using e-mail-based assignments and Dropbox to manage remote users
  • Copyfitting and formatting text
  • Using advanced editing tools
  • Working with paragraph, character, and table styles
  • Tracking changes in InCopy and InDesign
  • Creating cross-references and hyperlinks
  • Creating InCopy templates
  • Combining InCopy with Microsoft Word
  • Inserting and formatting images
  • Reviewing features specific to InDesign
Subject:
Design
Software:
InCopy InDesign
Author:
Anne-Marie Concepción

Accepting and rejecting changes

Let's assume that I'm the managing editor at this catalog company and I need to accept or reject all the changes made by the copy editor and the author and the product manager. So the first thing I need to do in order to accept or reject changes is to check out the story. You can't do that unless you've checked out the story. So first let's jump over to Story View so that we can see which story it is has the Track Changes. I could just as well do this in Galley View. In fact I think I will just for a change, but you have to choose either Galley or Story View to do this, and then we'll check out the story.

This time I'm just going to right-click and choose Check Out from the contextual menu, and now the Story Bar reminds me that I am currently editing the story. So the commands to accept or reject a change appear in two places. In the Changes menu, Accept or Reject Changes here. Right now they're dimmed because my cursor isn't actually blinking inside of a change. You have to put it inside of a change, but I can navigate or use these keyboard shortcuts to jump to the Previous Change and Next Change. If I am happy with all of the changes I can just easily choose Accept All Changes > In This Story or go crazy and say all changes in this document are perfectly fine with me. And of course maybe that's what I want to do.

If I've read over the Layout View and everything seems fine, why not accept all the changes? You could also accept or reject changes by user. So, if I really trust Megan's changes but I'm not too sure about Kirk's changes, I can say okay, let's accept all changes by Megan and then look at the Kirk's one-by-one. But let's just do them one-by-one for now to start with. So I'm going to click inside this first change, and notice that under the Changes menu I could accept or reject it. Also notice that I can do the same thing in the Change toolbar. So, if you're a toolbar kind of person you might prefer to use this.

So the icons are going from left to right, Enable or Disable Track Changes in the story, Hide or Show the Change markup itself, these are navigating to jump to the Previous or Next Change, Accept this Change, Reject this Change, Accept All Changes in the Story, Reject All Changes in the Story. Let's go ahead and accept this change. I'm just going to click the check mark. So notice I didn't have to actually drag over the entire change. I just need to click inside there and it knew that was the change and I accepted. This change that they deleted this I'm also going to accept.

So I'll click Accept that Change. Let's try accepting or rejecting by user. So, if I click inside here and I'm wondering, gee, I wonder who actually made this change? If you remember from our previous video you can tell by going to the Window menu and opening up the Change Info panel. Joe made this change. So, yeah we like Joe, we trust Joe. I wish if there is a way that you could hide or show by user but you really can't. So, if you're positive that all these fiesta colored changes are fine, you could go under the Changes menu and choose Accept All Changes by This User, all right.

So of course the user is going to be Joe because that's where your cursor is blinking. So that's why you need to have the Change Info panel open if you're going to use these commands. By the way by This User or Reject by This User, these are new features in InCopy CS5, all right. So anyway, so let's say, yes, In This Story, Accept All Changes by This User. Are you sure? And you can turn this off if you get tired of that dialog box. Yes, they're all accepted, so that's nice and fast. Or you can just accept all the changes. So let's go ahead and do that. So I'm going to go under the Changes menu and choose Accept All Changes > In This Story.

Are you sure? Yes, and if you made a mistake, you can go to the Edit menu and choose Undo All Changes, but as soon as you check the story in, which saves your changes, then there is no undoing. So that's why you always get that alert whenever you check a story, are you sure you want to check the story in? This is undoable. Because you can't walk back from that. So, if you are nervous about accepting or rejecting changes because you're deleting the history of it, you can always print or export to PDF with the Track Changes mark up showing and I'll talk about that in a different video.

But that's all you need to do. You don't really need to actually accept or reject the changes because actually the Layout View shows you as though all the changes have been accepted. So if you're happy with what Layout View looks like, you can just leave it as such, but I'm a neat and clean kind of gal, so I prefer that if I'm happy with the changes then I'll go ahead and accept all these changes, just to sort of neaten up the file.

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