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Up and Running with InCopy CS5
Illustration by John Hersey

Checking spelling


From:

Up and Running with InCopy CS5

with Chad Chelius

Video: Checking spelling

Checking the spelling in text that you or someone else authored is a must. An InCopy has Spelling tools to help you avoid any common misspellings that might appear in your text. In addition, InCopy has a great resource that is built in to help you when you can't seem to think of a right word to use in your story. I'm beginning this video with InCopy open in my computer, and I'm going to come up to the Command Bar, and I'm going to click on the Open Document button. And I'm going to navigate to my Project files folder in the tools folder, and I'm going to open up the Spelling folder.

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Up and Running with InCopy CS5
3h 8m Beginner Jul 28, 2011

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Many Adobe InDesign users create articles in programs like Microsoft Word, then place their content into an InDesign layout, which only the designer has access to. InCopy provides a two-way street where editors and writers can edit content in InDesign while a designer simultaneously works on the design portion of the project, and the text formatting is retained in both programs. In this course, learn how to write content using InCopy, style text appropriately so that it transfers to the InDesign layout, and make content available to writers and editors from within InDesign. Author Chad Chelius also ensures you get a handle working with tables, Track Changes, graphics, and templates in InCopy.

Topics include:
  • Understanding the role of InCopy
  • The InCopy interface and workspaces
  • Working with InCopy documents
  • Creating InCopy stories
  • Workflows between InCopy and InDesign
  • Using Track Changes and notes
  • Working faster with built-in tools
  • Printing and exporting
Subjects:
Design video2brain
Software:
InCopy
Author:
Chad Chelius

Checking spelling

Checking the spelling in text that you or someone else authored is a must. An InCopy has Spelling tools to help you avoid any common misspellings that might appear in your text. In addition, InCopy has a great resource that is built in to help you when you can't seem to think of a right word to use in your story. I'm beginning this video with InCopy open in my computer, and I'm going to come up to the Command Bar, and I'm going to click on the Open Document button. And I'm going to navigate to my Project files folder in the tools folder, and I'm going to open up the Spelling folder.

And I'm going to select the Flowers1.indd file and I'll click Open. Now, I'm going to switch to Layout view. And I want to show you how we can begin running spell check. So if go to the Edit menu, you'll notice I have a section called Spelling, and I can choose Check Spelling. Now, the thing about this is, is you'll notice I can search for the words, but notice, I can't change it. And this is a common area where people run into a little bit of a hiccup, and that's because I didn't check out the stories, and therefore, can't edit them. So let's click Done and let's fix that.

I'm going to go to Assignments panel, go to the Unassigned InCopy Content category or you can click on your assignment if you're using them, and I'm going to checkout all the stories. Now, I'm going to go to the Edit menu under Spelling, go to Check Spelling. And here's another area where you want to pay attention, cuz I want to make sure that I search the whole document. These are the areas that I can search. I can do the Document, the Story, From the current location to the end of the story. The selection, which wouldn't be of much use right now, since I only have one word selected, but at times it can be. And I can even search All Documents.

And this is a little confusing, because, what does All Documents mean? Well, it should say all open documents and that would allow me to open several documents and run spelling on all of them at once. So I'm going to leave mine set to Document, and then I can click Start. And you can see it found an error here, so I can go ahead and click on that. We can see it's making suggestions down here, so I'm going to choose Part. I'll go ahead and click the Change button, and this is, I think it's supposed to be two. So I'll click on that and click Change.

Now we just keep going through here and making the necessary changes. See, this is suggesting a capitalization. I'm going to go ahead and change that. Here, remember is misspelled. And we can keep going through here, until we make all of the changes that are necessary. And I'm going to go ahead and stop there, because I'm not sure what that word is supposed to mean. So we're going to have to do a little bit more editing, but you can see how efficient the spell check is inside of InDesign.

Now, in addition to the standard Spell Check, I'm going to go ahead and zoom in on the right page here. In addition to standard Spell Check, we can also turn on Dynamic Spell. Now, in order to see this, I'm going to go to the View menu, and choose Screen mode > Normal, so that I will be able to see the next thing I'm going to show you. So if I go to Edit and choose Spelling, I can turn on Dynamic Spelling and Dynamic Spelling will underline certain words that it considers to be a misspelled word.

And that allows you as you're reading the content or even typing the content, to come in here and make your change and fix it on the fly. And as soon as I fix it, the red underline disappears due to quite a powerful feature. Now, one more thing I'm going to show you is under Edit > Spelling, we also have Autocorrect, and you can see, this is automatically enabled by default. So if I should be typing a word and a common one is teh, when I hit the space bar, you'll notice that it automatically fixes itself and that is common for many words that you'll be typing, and Autocorrect is a pretty powerful tool. Now, here is a way that I like to use Autocorrect to my advantage and it's quite a powerful feature.

I'm going to go to the InDesign menu, go to Preferences, and come down to Autocorrect. And this shows me a list of the current misspelled or commonly misspelled words and what its correction is. Well, because our company's name is The Watering Can, I often find myself having to enter words, and it's redundant when I'm typing it throughout my content. So watch this. I'm going to click the Add button. In the Misspelled Word field, I'm going to type in twc which stands for The Watering Can.

Not a word that I would ever type anywhere inside of my content. But the correction is going to be The Watering Can, and when I click OK, it's going to add that to my list. Now, if I click OK and I start typing some content. So I'm going to type in here, Here at, and I'll type twc, space, and you'll see that it automatically inserts that text. So this is one way you can use Autocorrect to your advantage.

Now, I'm going to press Command+0 on Mac or Ctrl+0 on Windows. The other feature that we can utilize inside of InCopy is the Thesaurus. So I'm going to go to the Window menu and I'm going to come down and choose Thesaurus. The Thesaurus allows me to select an existing word. So I'm going to highlight this word wonderful. I'm going to go ahead and zoom in so we can see this. I'm going to click on the Eyedropper to pull that word into the lookup.

And then I'm going to go ahead and click the Search button, and it's going to search for adjectives, synonyms, you'll, you'll see that I can change this to antonyms. I can adjust certain attributes. Let's go back to Synonyms. I can also choose Nouns for certain synonyms as well. So, you can see that within this Thesaurus panel, I have a lot of choices that I can choose from. Let's go ahead and select another word.

I'm going to highlight landscape. I'm going to pick up that word using the Eyedropper. I'm going to search, and you can see that it's showing me some other synonyms. Let's see, now I can choose a noun and see synonyms for the noun landscape. As you can see, there's no need to reach for that dusty old thesaurus on your shelf, and spell checking is just a click away inside of InCopy.

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