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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.
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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