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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.
When you can't find the current paragraph formatting you want in the Paragraph Styles panel, and you really need to change something about the entire paragraph, not just a few characters, then the place you need to look at is the Paragraph panel. This is the equivalent of Microsoft Word's Format Paragraph dialog box. I'm going to go and detach it from the dock, so we can concentrate on it. I have to tell you that usually the Paragraph panel is probably the panel you will use the least when you're doing formatting, maybe about 1% of the time, but I need to show you where it is for that one percent of the time that you need it.
If you really need to change something about entire paragraph, you really should be talking with the design people about having them create a new paragraph style, so you can apply that style. We really need to move to an all styles driven workflow rather than applying local formatting willy-nilly, because it definitely makes for a more stable document and more stable workflow. Anyway, that's it. Let's talk about paragraph formatting. I think the first thing I want to mention about paragraph formatting in InCopy and in InDesign is that by default paragraphs use what's called the Paragraph Composer.
What this means is that as you edit text in layout view or in any view actually, but as you edit text, including formatting text, InCopy recomposes the entire paragraph. It looks at what the settings are for things like Hyphenation and Justification. Let's take a look at justification. So whatever the designer specified in that paragraph style's justification settings such as what is the word spacing, what is the letter spacing and hyphenation, things like how many words can hyphenate, can they hyphenate, and if so, how many hyphens in a row are allowed and how many characters should appear before and after, can capitalize words hyphenate, and so on.
So there are a lot of rules that the designer set up in paragraph styles. And this paragraph style is section blurb, all right. So they've already set this up unfortunately. I wish we could, but we can't actually look at what the settings are for section blurb, but they did have to make some decisions that way. So what happens is as you edit this text, InCopy will recompose the entire paragraph and decide on the best line breaks. Let me show you what I mean. I'm going to add some characters, here we go.
I've added enough characters, so look at the line above, the line that I'm editing. It's decided to move the word "as" to this line, as oppose to keeping it there. This is something that would never occur in Word or Quark or PageMaker or basically any other program, because those programs only use the line composition. They would re-break this particular line as you add text, remove text or format it, which might have a cascade effect on the subsequent lines in that paragraph, but they'd never change the lines above that paragraph, but that is what's happening all the time with text in an InCopy/InDesign workflow is that the Paragraph Composer is at work.
And that is actually a good thing. I know this is sort of like freaks a lot of editors out, because though I've seen a lot of editors who are custom to how other programs work. They'll thing you know what? These lines are perfect. I just want to change something here and maybe we'll break subshrubs or shrubs moves on to the next line. They make an edit and suddenly these lines up here change. Well, you just don't have that amount of control in InCopy and in InDesign, and what that means is that you've a lot less work, because InDesign is coming up with the best line breaks based on the rules for that paragraph, hyphenation, justification settings.
It's deciding well that I'm going to go and put the word as down here, because that way it'll have the more even rag rather than having to add a hyphen down here, because I can't hyphenate it at all, for example. Now there are some places where the designers have decided they just can't take that. They don't like having lines change as they edit text, that they don't want to change, so they've turned off the Paragraph Composer and they've turned on the Single-line Composer. Its kind of like taking InDesign from the current year to 1998 era sort of page layout programs, but sometimes that's what you really need to do, so it's up to you, but I'm just you giving your heads-up on how paragraph composition works, which you will find yourself running into as you edit text.
It is not something that you want to turn off by the way willy-nilly. You can't just say turn it off and then be real happy about it, because sometimes what happens when you turn it off is that the lines will re-break anyway, because they no longer are bound by the rules of the Paragraph Composer. So if this is an issue for you, make sure you talk it over with your design department. All right, so some of the things that you'll encounter that you might need to go to the Paragraph panel about are alignment. If for some reason you wanted this headline to be centered, instead of left-aligned, you'd have to go to the Paragraph panel and click the alignment.
This whole line has to do with horizontal alignments of paragraphs, so that's centered, that's right aligned, and then all these are justified. So like if I click this one, this big paragraph and I make it justified, then you'll see how InCopy adds about the same amount of space in every line. The difference between these are what happens to the final line, so this is the final line is centered, the final line is right aligned, and this is force justify every single line, and it's pretty smart. You can really see the Paragraph Composer work here.
If I start editing, you will see it redo all the lines to keep all the text about the same, about the same amount of spacing, pretty neat. All right, other settings here in the paragraph panel are left indent, right indent, first line indent, last line right indent, like the weirdo indenting you'll never need to use, space above and space below the paragraph. Drop caps. This is how many lines will it drop and how many characters should drop.
Hyphenation, it can be turned on and off in a paragraph by paragraph basis. Normally you don't need to do that. Your designer will have it styled that has hyphenation on or off. If you find yourself ever using the soft returns to prevent hyphenation - let me switch this back to left aligned. It's better just to turn off hyphenation in general for that paragraph, because it will make a lot easier to edit in the future. These two icons indicate if the text is aligned to a baseline grid or not. This means it's not. This mean it is, and then in the Paragraph panel menu, you have a bunch of other settings that are really only applicable to the designers, so I don't want to spend a whole lot of time working in here, except to say that InCopy and InDesign do have automatic bullets and automatic numbers.
You can do that just as you can in Word. Normally these will be a part of a style, so if you've a bullet style, it's doing automatic bullets and automatic numbering. It's actually very sophisticated implementation of automatic numbering. So there should never be a time when you find yourself manually numbering paragraphs or outlines. All right, so that's the tour of the Paragraph panel and paragraph formatting that you can do in InCopy. Normally as I said, only 1% of the time will you ever be going into this panel, but at least now you know how to make something centered.
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