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Creating InCopy templates

From: Collaborative Workflows with InDesign and InCopy

Video: Creating InCopy templates

If you've decided to use InCopy as a stand-alone word processor in order to write articles ahead of the layout, editorial driven workflow kind of thing, then wouldn't it be great to be able to create a document that has all the styles used in that InDesign document and the correct width? And that way, you could just keep using that same InCopy document as a template and doing Save As for every issue and then writing a new story for each issue. This is what we're going to look at and I'm going to show you how to do in this video.

Creating InCopy templates

If you've decided to use InCopy as a stand-alone word processor in order to write articles ahead of the layout, editorial driven workflow kind of thing, then wouldn't it be great to be able to create a document that has all the styles used in that InDesign document and the correct width? And that way, you could just keep using that same InCopy document as a template and doing Save As for every issue and then writing a new story for each issue. This is what we're going to look at and I'm going to show you how to do in this video.

So let's say that we have a magazine about California and we have a regular feature story and here is one instance of the feature story. We're going to be writing lots of stories for this feature series in the magazine and we want to use the styles that are used in this story. We want to use the same column width view, so we can sort of proof column breaks, and the same character count. The best thing to do then is to open up an issue of that publication, and it doesn't have to have stories exported to the workflow as you see here. We are not actually going to be editing anything in this layout.

So if you have an old one from before you guys moved to InCopy, you can open up that InCopy as a read-only file because you could still get basically what you need. For example if I click inside the story I can see what the word count is. The word count says 1431. So in my new document I want to set up a target word count of say 1400 or 1450, and that way I know it's going to roughly fit. Or maybe I will just say 1500 and I know the designer can add some scotch room.

The other thing I need to know in a new document is what is the text width? What's the width of a typical column? So I need to figure out what the column is here. Now it's a lot easier to measure stuff in InDesign. I can always ask the designer, "Please select this frame with your Selection tool and tell me the width," but here is a sneaky way you can do it in InCopy. Although you cannot drag guidelines out, you do have rulers that you're looking at, and in the upper left-hand corner you can change the zero point. So I'm going to move the zero point right smack up to the left of this first column and now that's where zero starts.

Then I will just move my cursor to align with the right edge of this frame. I can even zoom in a bit. Yeah, there we go, and put my cursor right here, and I am watching the ruler at the very top. I believe this is supposed to be 12-pica wide column. So now I know 1500 words or 1450 and 12 picas wide. Let's go ahead and create a new InCopy document. We are going to do a few more things to it in addition to setting up these attributes and then we'll save it as a template.

Not facing pages, 12 pica wide, I want a depth of we will say 1500 words. Page Size Letter. Let's say this is a preset and we'll call it California Magazine feature, click OK, and there is a typical column. Now unfortunately in an InCopy file you can't have more than one column of text. It's a great feature request. I wish they would do it one day. Maybe one day they will. But what's missing here, let's go ahead and like just fill some placeholder text, is we need to know the styles as well.

Even though we see the text breaking, this text might break completely differently once we change the correct typeface and type size. So how do you get the styles from this document into here? It's actually quite easy. Open of the Paragraph Styles panel and from the Paragraph Styles panel menu choose Load All Text Styles. That means load all paragraph and character styles. So what happens when you choose that command is it wants to know where is the InDesign document or the InCopy document that has these styles that you want to bring in, and I know it is from this example of the Joshua tree article.

So I will just click Open. It's not going to actually open up that file. It's going to suck in all the paragraph and character styles and present them here for me and say, "Which ones do you want?" So you don't have to bring all of them, like if I just-- I'll uncheck them all and I will say I want the body ones. I don't need the folio. I want the sidebar. Maybe I'll write a pull-quote. I need the subhead and then here are all the character ones. I want to start with an A, and I guess I'll take all those except for folio, I don't need those, end mark. That's good.

You can even see the definition of each style here in case you are not sure what it does and then click OK and then all those are imported into this document. So I could select all this text, I am pressing Ctrl+A to select it all, and turn it into body, and this is the same style that it uses in the actual magazine. But I actually don't need any of that text, so I am selecting all and pressing Delete. Now I have all of my character styles and paragraph styles. I could also import table styles and cell styles if that was this kind of publication. You can do the same thing with the Table Styles panel menu.

But now that I have my styles, my text width, and my target word count, I can say this is a template. I will go to File, choose Save Content As, and under Save as type I am going to choose InCopy Template, which is icmt. And then I'll call this featurestory- template and then save it some place like on the server where all my colleagues can grab it. Anybody who is in-charge of writing feature stories can go ahead and start writing right away without waiting for the layout.

So I will save it here on my Desktop just to show you how it works. Close that, close that. All right, so now I want to work on a feature story for the next issue. Going to File > Open, Desktop, there is the template, open it, and templates open as a copy of the document, only untitled, so I don't have to worry about accidentally overwriting the template. I can save that but check this out. It's got all the paragraph and character styles that I need, so I can not only write the content but I can also style it and then hand it off to the designer and all my work is done.

Show transcript

This video is part of

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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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