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Creating a new document


From:

Up and Running with InCopy CS5

with Chad Chelius

Video: Creating a new document

To begin marking in InCopy you need to create a new document, there are a few things you should understand when you're doing this, let's take a look. I'm begninning this video with InCopy already opnned on my computer and I can create a new document in one of two ways, I can come up here to the command bar and I click on the first icon which is New Document. So if I click on that button, it will create a new blank document for me, but I'm going to go ahead and close that document by clicking on the X in the tab for this untitled document, and instead I'm going to go to the File menu and choose New.
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Watch the Online Video Course Up and Running with InCopy CS5
3h 8m Beginner Jul 28, 2011

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Many Adobe InDesign users create articles in programs like Microsoft Word, then place their content into an InDesign layout, which only the designer has access to. InCopy provides a two-way street where editors and writers can edit content in InDesign while a designer simultaneously works on the design portion of the project, and the text formatting is retained in both programs. In this course, learn how to write content using InCopy, style text appropriately so that it transfers to the InDesign layout, and make content available to writers and editors from within InDesign. Author Chad Chelius also ensures you get a handle working with tables, Track Changes, graphics, and templates in InCopy.

Topics include:
  • Understanding the role of InCopy
  • The InCopy interface and workspaces
  • Working with InCopy documents
  • Creating InCopy stories
  • Workflows between InCopy and InDesign
  • Using Track Changes and notes
  • Working faster with built-in tools
  • Printing and exporting
Subjects:
Design video2brain
Software:
InCopy
Author:
Chad Chelius

Creating a new document

To begin marking in InCopy you need to create a new document, there are a few things you should understand when you're doing this, let's take a look. I'm begninning this video with InCopy already opnned on my computer and I can create a new document in one of two ways, I can come up here to the command bar and I click on the first icon which is New Document. So if I click on that button, it will create a new blank document for me, but I'm going to go ahead and close that document by clicking on the X in the tab for this untitled document, and instead I'm going to go to the File menu and choose New.

And you'll notice that when I choose that option, it allows me to define certain parameters about this document. So for example, the first thing I can do is turn on and off facing pages. I usually turn this off at this point in time, because you have to remember the article or story that we're creating right now doesn't really have any meaning from a structural standpoint. It doesn't really reflect exactly the InDesign layout. So, there's really no point in having facing pages that is unless you have very lengthy text that you're going to be putting into this document.

The text area allows me to define the width of the area that I'm going to be typing in. So this can be useful, for example, if your particular publication or product has a defined column width. For example, let's say the magazine or publication I'm working on, has a three inch column width. Well, by defining this, it's going to restrict the width that my text will flow inside of. I can define the depth, if you would like to.

I usually leave this blank, but if you work in an environment where you're given a defined depth that you need to write you, you can in fact type that in here. Down here is the page size from the Drop Down menu, I can choose from several standard page sizes. I can also define a custom page size if I wish. Once again, this doesn't have a huge amount of meaning at this point, because it's not going to reflect entirely the final product. All we're really doing is entering content at this point, we're creating an InCopy story. So for now, I'm going to leave the Page Size set to Letter. Now, before we click Okay, you may decide that as you're working and creating other new documents, that all your documents should appear this way. Well, one thing we can do is we can click the Save Preset button, and this is going to allow me to save these settings for future use. So I'm going to type in here The Watering Can, which is the name of the fictional company that we're working for.

And I'll click Okay, and then when I hit Cancel, if I come back up here again to the File menu and choose New, I can choose that Preset from the Drop Down menu and it's automatically going to populate these settings. So let's go ahead and click Okay, that's going to create a new document for us to work from, and if we switch over to Layout View this is really where our page size properties are going to be visible. You can see we have this area in here that is essentially a text frame, and because we specified a three inch wide column, that area is being defined as three inches wide.

Now, if you want to put some text in here, we can simply go to the Type menu and choose Fill with Placeholder Text. And this is going to insert that column area with what we call Lorem Ipsum. It's just to generic text that doesn't really have any meaning, but it does at least allows to see what our text is going to look like and you can add it any time switch between the different views, you can see that galley and story view are reflecting respectively what we are going to see. I'm going to switch back to Layout View for a second and at any time if you decide that you want to change the properties of this document, you can do that very easily by going to the File menu and coming down to Document Setup. This brings you right back to the Document Setup dialog where we can change the Width to, say, 4 Inches.

Click Okay, and then your change will be reflected in the document. I'm going to go ahead and go to the File menu and choose Save content, or you can simply click the Save button in the command bar, and I'm going to give this a file name of new_document_done. And I will create a new folder in my getting to know InCopy folder, just called done. You can save your copy wherever you wish, and I'll just click the Save button, and now my document has been saved for future editing.

Now, at the bottom of this article, if I just type a little bit of content, I just want to point something out. And that is that, in the Document tab, for my open document, you see that I now have an asterisk in the file name, and that asterisk indicates that I have made changes to this document that have not been saved yet. So, this is a really nice indicator as you're working in inCopy that oh, we better save the document before we continue. So, if I simply click the Save button, you'll notice that that asterisk goes away.

Now, I'm also going to point out at this time that if you have defined a user for your copy of InCopy. You probably received a dialog box asking you to enter your user name so if you had that happen simple enter unique user name and click OK and then you won't be asked again. If you do need to change that user name you can go to the File menu and choose User and you can specify that as long as your document is closed. So I'll go ahead and click Okay, and you can see now, by understanding how an in copy document or story works, you can start to write content in preparation for the final product.

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