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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.
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.
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