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Collaborative Workflows with InDesign and InCopy

Building text macros


From:

Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Building text macros

A lot of Word users get very excited when they go on the Window menu, and they encounter this entry, because they think oh! Cool, text macros. I can use all my Word Macros in InCopy and then no, I'm sorry that's not what it is. Text Macros are more like Word's glossary items. I don't know if you've ever used that that, that can auto expand which are very useful in and of themselves. If you really do want to do some kind of scripting or automation, you definitely are able to do that in InCopy. In fact, they have all video talking about using scripts. They're called script not Text Macros, in that sense in InCopy.
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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

Building text macros

A lot of Word users get very excited when they go on the Window menu, and they encounter this entry, because they think oh! Cool, text macros. I can use all my Word Macros in InCopy and then no, I'm sorry that's not what it is. Text Macros are more like Word's glossary items. I don't know if you've ever used that that, that can auto expand which are very useful in and of themselves. If you really do want to do some kind of scripting or automation, you definitely are able to do that in InCopy. In fact, they have all video talking about using scripts. They're called script not Text Macros, in that sense in InCopy.

But for now, let's look at what Text Macros are. I don't know why they group it with all the other panels here you know like Background Processes, and stuff. I'm going to just detach it out of there and close all the other ones. There we go. And of course, just like any other panel you could include it in your panel dock at the right and save it as a custom workspace if you use Text Macros a lot, but first let's figure out what is a Text Macros. Basically, it's for when you are constantly entering the same chunk of text in lots of different documents. Instead of having to retype it all the time or always pull it from the slush piles sort of document you keep maintaining, you can use the Text Macro panel to bring them in by just double-clicking on it or even assign a code to it, you just type a short code, and it'll automatically auto expand to include that text.

So let's do a very simple example. Let's say that I'm constantly writing Herbaceous Perennials in my catalog and I'm tired of typing it out. So I want to be able to just type say, HP and have it automatically expand. So what I'm going to do is I'm going to select this text and then click on the New icon at the bottom of the Text Macro panel, and it automatically sucks in the text that I had selected, and now I'll enter the code. What is the shortcut that I want? I just want to type hp. Now we're going to ignore everything else. You just click OK, and we're going to test it out.

So I'm going to delete that, and then I'll just type hp, Space, and it automatically expands. So, like how Autocorrect works, and which I covered in different video, after you enter the code, you have to enter what's called the word ending character. A period, a space, a semicolon, an em, something like that. That's when it knows to auto expand. So you don't need to worry about what if I type hp in the middle of a word. Is it going to automatically expand? No it won't. It's only when it's preceded by a word beginning character like a space or something and ended with this same kind of character.

Now you're not limited to just single phrases. You could do entire stories as a Text Macro. One time I selected 50,000 word story and turned it into a Text Macros, and it worked perfectly, because basically what's happening is it's saving a copy of which you've selected in a little XML file deep in your computer and when you call it again, it just sort of brings it back kind of like a clipboard, like a permanent clipboard memory. Let's say that we're constantly writing a Perennial means the plant will come back year after year. So I'm going to select that and make that into a new macro and we'll say perdef, perennial definition.

That's how I'll memorize it. Now you could also assign a keyboard shortcut likes say Ctrl+F1 or something to this if you wanted to. I kind of like just using these shortcut codes and click OK and now let's actually put that in something else. Let's come right here. All right. So we can enter, perdef, space, or we could just select in the Text Macros panel and then click this icon which means Enter.

If we also then enter the Herbaceous Perennials, remember that one, it comes in matching the same style. Whatever the current text formatting is, it comes in that way, which is often a good thing. All right. Let's say that you saved an authors bio as a Text Macro. You might be using that author bio at the bottom of an article, in a sidebar, in all different kinds of formatting situations, and you don't want it to retain the formatting. You want it to just use the current formatting. In other situations you do want to retain the formatting. Say that you've a very long company name and you always want it to appear bold and in your pantone color. You could tell the macro to remember the text attributes.

So, in fact, we're going to edit hp to remember the text attributes. That's all. Just turn that on, click OK, and when you say remember the text attribute, you get this little icon to the right of it reminding you that it's going to come in with the formatting. All right. So let's try that. This time we'll delete this one, and then we'll enter it again, hp Space, but that's what we wanted to do. So the Text Macros are saved in your computer. They will work with any InCopy document that you open or story that you checkout of workflow document.

You don't have to worry about moving them from document to document. They're great help whenever you need to enter the same text over and over.

There are currently no FAQs about Collaborative Workflows with InDesign and InCopy.

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