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You can use InCopy not just to edit existing text or to bring in text or to write text, but to format it as well, and this is a new thing in many workflows because usually if you're in Microsoft Word, though you might be applying formatting, you know that the designers are going to have to reapply it or maybe you're accustomed to whatever a lot of editors called tagging where you would just prepend like a little blurb like caption, sidebar, body, title, before your text inside Word, and then the designers would need to select that, delete it, and then apply the correct styles.
All that kind of work is out of the window with InCopy. You can just as easily apply formatting in InCopy as the designers. In fact, it's easier because it's not your responsibility to build the paragraph styles and character styles. That's up to the designers. When you open up a layout, you do have the styles available to you that the designers saved with the layout. Go to the Paragraph Styles panel in the panel dock, and you can see all of the paragraph styles that have been saved with this file.
Now you cannot edit any of these styles. If you look at the Paragraph Styles panel menu, you will see just about every command is dimmed. The only time that you can do anything yourself with styles in InCopy is if you're working with a stand-alone InCopy file, as though you were using it as a normal word processor and I do have a complete chapter devoted to using InCopy like a word processor. But what you can do is you can apply paragraph styles, the ones that the designers created, you can apply character styles, and then you can apply your own local formatting on top of that with the Character panel and the Paragraph panel.
So in this video, we are going to look at applying styles because that is 90% of the kind of formatting you're going to be doing in InCopy, if in your workflow, it's decided that yes, the editors can do some formatting. I know there are some workflows where all the editors do is copy editing; they don't do any formatting. So it's up to you. But in my experience, most editors will always want to do at least some formatting. For example, if they add a new subhead, they want to be able to format it as a subhead, so that at least they can use it for copy fitting purposes, if nothing else. So let's check out all the stories in this file.
So we have some stuff to play with. I am going to select the category Unassigned InCopy Content in the Assignments panel and check out all the stories to myself. Now, let's work with the concept of paragraph and character styles. We are going to concentrate on this spread. This is just a three-page gardening catalog spread that we've been using for various lessons in this title. On the left is an example of one that's already formatted. Let's zoom in on it with the Command+Plus or Ctrl+Plus in Layout view.
If you click inside a paragraph and then look at the Paragraph Styles panel, it will tell you what is the paragraph style that's currently being used by that paragraph. So I click inside this paragraph, and this is section blurb that almost section head, and then what about this light blue sort of leading color? That's still section blurb, but it looks different from this. The reason that it looks different is because the designer created a character style called blue that all that does is converts the selected text to the color blue.
We are going to do the exact same thing to this text over here. Now the scenario is that you have written this yourself or copied and pasted from an e-mail or from a Word file, and we want to format it to match this. That's going to be slightly different because this text frame is in two columns, kind of hard to tell, but it's in two columns and this one is in one column, and you will see why in a later video. But for now, let's go ahead and apply the correct style to the headlines. I think I am going to detach Paragraph Styles. Leave it open the whole time, here we go.
So there is section head. So you click right in here and click on section head, and it's immediately overset, because there is a word that won't break apparently and so that's causing the entire thing to overset. So I am going to go to Story View and it is this right here, Herbaceous Perennials. So for now, I think I'm just going to call it, I'll just call it Herbs for now so that we can see what it looks like for formatting purposes. There we go.
And then this text should be section blurb, so I am going to click over here and click section blurb. Why didn't it apply to both paragraphs when I only click in the first one? It is just because it is actually a single paragraph. This hidden character right here and if you're not seeing it, make sure to turn on the little pilcrow here, so you can see what is happening. This is the special character symbol for a new line, so I am going to press Shift+Enter or Shift+Return. So if I delete it, then you will see it is actually one paragraph. That's perfect. So you can apply paragraph styles by just selecting the paragraph style name here. Sometimes the designers will add a keyboard shortcut to the paragraph styles.
That keyboard shortcut will appear to the right of the name, and then you can use that keyboard shortcut as well. That should be the first place that you look at when you want to format text. Look to see if there's a paragraph style for this and if you're not sure which paragraph style you should be using, see if you can find a representative example. Now, let's talk about character styles. So the difference between a paragraph style and a character style is kind of subtle. A paragraph style can include not just the paragraph settings like what's the first line indent - is it centered or right aligned or left aligned, is there space above or below - but also character formatting.
So the typeface used, the size of the typeface, so paragraph style should really be called text styles, or paragraph and character styles, something like that, but I guess it's too long for here. A character style is used when a subset of text in a paragraph should look different. Now, of course, you could always select some text and like make it bold or italic or colored blue on your own. That's called local formatting. But to stay current with what's happening in publishing, you really want to use styles to format just about everything, because if you ever need to export this text to say the web or to ePub or to an interactive Flash file or something like that, most of those exporting techniques will know how to convert the styles that you have applied to styles in their format.
If you're using local formatting, often it's lost. So you want to always use styles whenever possible. Anyway, we know that the first few words need to have this character style called blue because that's part of the design, and we can easily do it by selecting the text and then opening up the Character Styles panel. Note that that's different than the Character panel itself. A Character Style panel cannot contain paragraph formatting information, only character formatting information, but it doesn't have to contain every single kind of attribute that a character can have.
Like this guy will only change the color to blue. It doesn't change the typeface. It doesn't change the size. Look, I can select the word Herbs and apply this character style called blue and it turns that blue as well. So if you find yourself in InCopy constantly having to select some text and apply the same kind of local formatting over and over, if it doesn't exist as a character style, you should ask your designers to add it as a character style, like adding bold or light or italic makes it lot easier because notice, we don't have a big B your big I or anything like that appear in this area to quickly apply the kind of local formatting.
I will be talking about that in the next couple videos, but normally, you want to do all of your formatting via paragraph styles and character styles as much as possible.
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