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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.
So far everything we have done in InCopy has been in the context of an InDesign layout or assignments with workflow stories, but InCopy can stand on its own two feet, you know all by itself, without the help of InDesign as a standalone word processor and when we work with InCopy in that way we call it in standalone mode. So you can just go ahead and create a new file in InCopy from scratch. Let's go ahead and do that. I will start up InCopy, go to the File menu and choose New. Or press Ctrl+N or Command+N. We have a little New Document dialog box that's asking us for some settings, some attributes.
First of all, do we want this new document to be set up in Facing Pages or not? I think in most cases you don't want it in Facing Pages. I mean why would you care if you know page 2 faces page 3 and so on. That's an InDesign thing so I usually turn that off. Now notice that we don't have any settings here for margin like you would in InDesign. There is really no concept of a margin in InCopy. Instead what's it's asking you for is the live text area. That's what it means by Width here. So 7.5 inches on an 8.5x11 inch standard US page would mean half-inch margins left and right and it's going to do the same thing top and bottom.
The idea is that if you are writing an article from scratch in InCopy and you know that it's going to go into the InDesign layout at some point, you know the designer is going to import your InCopy file, and in the InDesign layout it's going to go into the standard newspaper column width of 2 inches or the feature width of 4 inches wide, you could actually match that width. You would ask the designer what's the width of the story and they would say, "Oh, the column width is you know 3.5 inches and you can enter that here." I am actually going to do that.
So you can see that because if you use the same styles and you have the same width you could do all sorts of upfront work to the standalone InCopy file, up to and including proofing the line breaks, because it's going to exactly match once it's brought into InDesign. Now the Depth is a field that you could ignore if you'd like. What it's asking you is if you happen to know how long the story is supposed to be, you can enter it here and then copy fit progress will tell you if you are over or under or perfectly copy fit. So if you know a column depth or you know what the word count is or how many pages it's supposed to be. I am going to give myself a word count of let's say 500 words, okay and then the Page Size is the page size for the document itself.
So if you are writing say a newspaper article and a newspaper is going to be on tabloid paper you might want to change this to Tabloid, so that what it looks like in InCopy is what it looks like when it's going to be printed out. After you have set all this up you can save this as a preset. So if I say this is 500 word feature then the next time I create a new document I can just choose this from the Document Preset dropdown menu and I might have a whole bunch of presets and it memorizes all these settings. All right I am going to click OK.
Here is my text area from the margin on the left to this blue line on the right. It looks kind of like a frame. It's not a frame. I can't select it and now I can just start typing. I can use my normal you know, Command+ Plus or Ctrl+Plus to come in here and see exactly how many typing errors I made. There we go. You can use all the views, you can turn on Track Changes, you can embed notes, you can do spell check. It's just a regular fully-powered word processor.
What's cool is that now that we are using in standalone we have much more control than we did when we were checking out stories from a layout or an assignment. Like for example, in Paragraph Styles all of the commands are enabled, so we can create our own style if we'd like. Just like you can create a style in Word but this is a much more powerful and easier way to do so. If you want to create your own styles you could and the same thing with Characters Styles. You can create your own character styles as well and table styles and cell styles.
Now let's say that you are typing all of the story and you are applying gormats or styles, you know to make a headline, make a caption whatever it is that you are doing. I am just going to use this cool command called Fill with Placeholder Text that will automatically fill the frame with you know fake text and zoom out a bit because I want to show you something. Let's say that I continue writing after this. Now if I here was working with a layout or an assignment and I continued writing I would just get an overset, right? It would just become overset but if I start typing it's over set briefly give it a second and then boom! It creates a second page.
So just like in any word processing program you can write as long as you want and InCopy will automatically add pages as you go. Let me zoom out a bit with Ctrl+ Minus and let's do that a few more times. So Fill with Placeholder Text and then I will hit Return a couple of times, boom! And so on. So let's zoom in, back here to the first column. When you save a standalone InCopy document you might come up here and choose Save.
Now notice we can choose Save As. We never had that ability when we checked out stories. But it's just a regular standalone document so you can save it as version 2 or another name entirely if you wanted to. You can even save a copy. I am just going to choose Save Content and I will just save this file on to my Desktop. You can save this file as a native InCopy Document meaning it ends with icml. You could also save it as a Template, which I am going to talk about in a different movie. You can save this file as Text Only, it would end in .txt, or as Rich Text Format.
If you save it as Rich Text Format, rtf, then that means that it's like a generic text file that retains all of its formatting. Not just the look but also any styles that you have created and applied. And a Rich Text Format, an rtf file, can be opened up by say somebody with Microsoft Word or it can be placed into InDesign or placed into Dreamweaver, all sorts of cool stuff. So Rich Text Format is the way that you would save this document if you wanted somebody else to look at who didn't have InCopy. But we are going to stick with InCopy for now. So I am going to change this to my first InCopy file and click Save and it appears up here at the top.
Now this InCopy file can be placed into an InDesign layout by the designer just as easily as they place a Word file. And then once it's placed into the InDesign layout then it becomes a normal workflow story that if you open up the layout or assignment you will have to checkout the story. But in the meantime, you can just continue using InCopy as a standalone word processor. Especially it makes a lot of sense if what you are writing is going to end up in InDesign anyway. You might as well start off in InCopy.
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