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Collaborative Workflows with InDesign and InCopy

Applying local paragraph formatting


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Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Applying local paragraph formatting

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.
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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

Applying local paragraph formatting

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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