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Applying styles for copyfit

From: Collaborative Workflows with InDesign and InCopy

Video: Applying styles for copyfit

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.

Applying styles for copyfit

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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This video is part of

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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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