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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.
Now, I know that someone like you or myself would never misspell a word. But perhaps we've gotten some copy from somebody else who wasn't as careful and meticulous as we. So, we need to be able to spell check in InCopy. There is a couple of different to spell check. One of them is via a dialog box that will do like a batch of spell check, and the other way is via word by word kind of like how you can do so in Microsoft Word. Let's check out the first method. Go to the Edit menu, go down to Spelling, and just choose Check Spelling or press Command+I or Ctrl+I. You can see that it immediately starts the spell check as soon as you open it up, and the Check Spelling dialog box says what the heck is this? Subshrubs, never heard of the word.
Then here are the Suggested Corrections. However, like let's say that we wanted to replace it with sub shrubs as two words. It doesn't let us. Why could that be? Take a look, think about it. You are right, because we haven't checked out the story. So, that's rule number one with a lot of this kind of word processing stuff in InCopy is that you need to check out the contents first before you can run a regulars spell check or find/change or whatever it is that you are going to be doing, because it can't change anything that you don't have rights to.
So, I'm going to open up the Assignments panel. The Check Spelling dialog box is almost like a panel. You can do stuff while it's open, and I'll check out all the stories. There we go. Let's try again. Let's Skip that first one and come to the next one, and it's saying it doesn't recognize this one. Now, this misspelling is actually in a story that's not part of the workflow. So, that's highlighted as you can see it, and I can press Command+Plus or Ctrl+Plus to zoom in on it. Okay, it doesn't recognize that word. But we can't do anything with this. That's why Change is still dimmed, because we can't check it out.
It's not part of the workflow. Let's continue. Skip. Now it finally found a word that's in a story that we have checked out. So, I could select another word here in the list of corrections and choose Change, or I could ignore it or Ignore All or Change All instances of this. But actually we are going to leave that as is for now because this is supposed to be Nieves de California. So, that is one method of doing spell check is to just use the spell check dialog box and notice that the scope of the searching is chosen by you.
So, the last time that you did a spell check, it remembers that. The last time that I did a spell check I searched the entire document, but often the default will be Story. So, be careful because otherwise it's only going to check the contents of that story and it's not going to spell check and anything else even if you have checked out those other stories. So, make sure and change this to Document or All Documents. You can open up multiple documents, check out all the stories in those multiple documents, and in InCopy can do a spell check on all open documents.
Let's click Done and now let's try another method which is to go to the Edit menu, choose Spelling and turn on Dynamic Spelling. Sometimes, if you have a long document, this just take a couple of seconds to show up, but you can see that it sort of uses the word method of spell check which is to put a squiggly under words that it doesn't recognize. So like here is a word that we know for sure is misspelled. Glosy. Now, to see the list of suggestions just right-click on the word.
When you find it, you can just choose it and it will replace it. You could also choose to add this word. Perhaps this is correctly spelled. You could add it to the User Dictionary, which would be saved with this document, or you could Ignore All. So, I'll choose glossy. There you go. Now, Dynamic spell check by default doesn't just check misspelled words. It also checks capitalization errors. So, if coming after period if a word doesn't start with a capital letter it will put a green squiggly on there and if you right-click it will tell you what it's supposed to do. Capitalize Some and also duplicate words.
So like this not, not. Then right-click on one of them delete the repeated word not. If you don't like how spell check catches capitalization errors or repeated words, you can turn that off. Go to Preferences which is under the Edit menu in Windows and under the InCopy menu on a Mac to Spelling and here you can choose to turn off how it finds Repeated Words or Uncapitalized Words or Uncapitalized Sentences.
I kind of like it all on. You can also change the color if you like. I did not found any need to do that, but you could if you wanted to. So, very flexible, very powerful spell check in two flavors, by dialog box or word by word.
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