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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.
InCopy has a unique feature that you cannot find in InDesign, or even in Microsoft Word, and that is this cool little Copyfit toolbar area right down here. When you click inside of a story, whether or not it's even part of the InCopy workflow, a little toolbar down here will give you a ton of information, right off the bat, and it works regardless of which view you are in. So I've clicked inside of a text frame that is obviously overset because you can see its little Plus symbol indicating there is overset text in this frame. But you can also see it, in fact it will be really hard to miss because you see this big red alert saying, hey! You are over approximately 3 Lines! So there are three more lines of text.
Let's actually zoom in here. I'm pressing Command+Plus a few times. Apparently, there is three more lines of text, the width of this frame, that cannot fit. To the left of this Copyfit Progress Info, you have another toolbar that lists how many lines, words, characters, and the column depth of this text there is. Then to the left of this you have a little bar that tells you how many lines there are in this text frame in this story, how many words, characters, and column depth. Now, it's showing us a zero at this column depth because of the particular kind of alignment of this text frame, but if we click in another text frame, like say this really long story to the left of it, give it a second, you'll see that this one has 217 lines, about 1,400 and change words, a bunch of characters, and it's 221 picas, 5. something points in column depth.
Let's go back to this one, so that we can make it show us that it's overset. And at the very far right of this toolbar, just like at the far right of the most of the toolbars, there is a little Toolbar menu. For this toolbar, you can choose whether or not you should Include the footnotes in the text count statistics. You can also just define how much is a word. Let's go ahead and choose that one. I am a man is actually four words, but if you say count every so many number of characters, you can get a more accurate count that way. And if you're trying to compare this with Adobe InDesign, InDesign counts actual words, which is why it's the default for InCopy, so you can get an agreement between the two. But you can also choose from this little panel menu, Customize, to show more information in that toolbar.
And like, for example, you could choose to get a readout of how much copy, how many words and characters and so on are in a selection of text, if you swipe over some text, or from the beginning of the text to the cursor position, or from the cursor position to the end. All right, the Progress bar is this over here on the right, and the Whole Story is this over here on the left, Copyfit Info. So let's go ahead and turn on Selection. And now you see we have this little icon right here, showing A and B selected, and C isn't. So if I selected some text, like Plant diversity, give it a second, and it'll tell us that this is 1 line, 2 words, 15 characters, and 1 pica in depth.
Now, you may be noticing that as I click inside this long story to the left and to the right, it's telling us that we are underset. So this one is overset. It turns the Copyfit Progress red when you're overset. It turns blue when you are underset, and it gives you a count of lines. So how can it say that we're underset? Let's zoom out a bit. We can see the text goes all the way to the end, so how was that underset? Well actually this is a story that is threaded among multiple frames. I'm going to press Command+A or Ctrl+A to select all the text and then press Command+Minus or Ctrl+Minus to zoom out.
And we'll see the very end of the text is here. Let's zoom in again. Apparently, there is one more line of text that can fit here. So let's go ahead and add some more text. So what's happening is that this picture has had text wrap applied in InDesign, meaning it is causing the text to be pushed out of the way, which is what you want. What this is telling you as far as overset, and underset, and copyfit in general is concerned, it has to do with how many lines of text in that current format can fit in the frame, unless you have something else impinging at the bottom of the frame, such as a picture or another object that's causing the text to be pushed away, what's called applying text wrap in InDesign.
The idea is that you want your stories to all be perfectly copyfit. So if I deleted two lines, like let's just try deleting those two lines, when it's perfectly copyfit it turns a happy green. Isn't that nice? This copyfit progress bar actually works in any view that you're in. So if was in Story view, and I clicked inside of a Story, you just have to give it a second, and you'll see the word counts and character counts appear, because it can't tell you many lines of the column depth because we're in Story view, and those concepts don't apply, but it can also tell you if it's fitting or if it's underset.
So all these are perfectly copyfit, as I'm clicking inside the Stories, but this story looks like it's overset, but the only thing that's causing it to be overset is this non-printing character, the chevrons are show paragraph break marks. And this number symbol it only appears if you're looking at hidden characters. Remember, you turn on and turn off a little paragraph symbol at the top. That just means there is no more text in this story. So you don't get false readings, you know, where it says that you overset, and actually you don't have any characters overset, which is a good thing. So what happens if you are overset, and you actually don't want to delete any text? What can you do? Well, remember you cannot change the frame size; you can't make this deeper to fit.
All you can do is edit to fit, or you could be evil about it, and you could select all the text and make it smaller, like a smaller typeface to get it to fit. That's normally not something you'd want. Instead, in the real world, is that you'd probably just ask the designer to make this a deeper or larger text frame, and then you could refresh the design to update the design and then be able to fit the rest of your text. The point is, regardless of which view you're working on in InCopy, the Copyfit Progress Info toolbar is a great help.
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