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Collaborative Workflows with InDesign and InCopy
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Creating new InCopy documents


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Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Creating new InCopy documents

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.
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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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Collaborative Workflows with InDesign and InCopy
7h 30m Intermediate Sep 23, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Setting up projects and users on a local network
  • Using e-mail-based assignments and Dropbox to manage remote users
  • Copyfitting and formatting text
  • Using advanced editing tools
  • Working with paragraph, character, and table styles
  • Tracking changes in InCopy and InDesign
  • Creating cross-references and hyperlinks
  • Creating InCopy templates
  • Combining InCopy with Microsoft Word
  • Inserting and formatting images
  • Reviewing features specific to InDesign
Subject:
Design
Software:
InCopy InDesign
Author:
Anne-Marie Concepción

Creating new InCopy documents

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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