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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.
One way to initiate an InCopy workflow, is to create stories in InCopy that will eventually be placed into InDesign. In this video, we're going to take some word documents, that have been created from an author, and we're going to place them into InCopy, apply some formatting, so that they're ready for placement into an InDesign layout. I'm beginning this video with InCopy open on My Computer, and I'm going to come up here to my command bar and I'll click on the second icon which is Open Document. And I'm going to navigate to the Collaborating folder in my project files folder and then I'm going to go into the Collaborating one folder and I'm going to open this InCopy template.
So, I'm just going to go to the Open button, and that will open an untitled version of that InCopy template. I'm just going to point out that in the Paragraph Styles panel, you'll notice that I have some styles that were pulled in from the template. As well as some character styles, so that's going to give us a great benefit when we start formatting. So, I'm going to leave this in Story View and I'll go to the File menu and choose Place. And I'm going to, once again, navigate to that Collaborating Folder in the Collaborating One Folder, and I'm going to start with the Azaleas.doc file.
And I'm going to go ahead and click the Open button, and if I switch to Layout View, we can see that this came in with very basic formatting. So I'll zoom in on that, and if we go to our Paragraphs Style panel. I'm going to go ahead and make sure I'm clicked somewhere inside of that word azaleas, and I'm going to choose the Flower Towards Spine Style, and then for the copy, I'm going to click on Flower Body, there we go. I'm going to go to the File menu and choose Save Content.
And once again, in the Collaborating One Folder, now I can create a stories folder. And this is a pretty good practice to get into when you're creating InCopy content ahead of time, or even when you're doing other InCopy workflows, you'll always want to stay organized. And I always try to keep my InCopy stories in one folder and, again, just kinda stay organized so that you know where everything is located. So, I'm going to name this file Azalius.icml. I'm going to create a New Folder and I'll call it Stories and then I'm going to save this file inside of the Stories Folder, click Save.
And I'll go ahead and close this file. Once again, I'm going to open the Open Document button, I'll use the template and we'll do a file place. This time on the Oriental Lilies files, so go ahead and click the Open button once again, go to Layout View and I'm going to do the same thing. We'll do flower, head towards spine and the flower body, that looks good. I'm going to click the Save button, save it in the Stories Folder.
This one is going to be called Lilies. Click the Save button and then we'll close this file, and one more time. New File from the Template, File, Place and I'm going to select the red parrot tulips. Now, this time what I'd like you do to is hold down the Shift Key when you click Open and this is going to bring up your Microsoft Word Import Options and what I'm going to do is I'm going to click on the Preserve Styles and Formatting.
Radio button, and I'm going to click the Customize Style Import Radio button. I'll then click the Style Mapping button, and you're going to notice that in this particular document, we already have some styles from the Word document, and this particular author created the Word document using Styles. Or they might of have a Word template that was setup just for this purpose. But I just wanted to show you the benefit of what's going to happen, when we format this content and map the word style to the in copy style.
Now, the normal style, inside of the Word document, I'm just going to map that to my basic paragraph style, because I don't want that normal style to come in as is. So we'll click OK, click OK again, and if I switch over to Layout View, you can see that the work is already done for me. So this is one of the advantages of really analyzing your workflow and taking a look at how things are going to work. So I'll hit the Save button, I'll give this a file name of Tulip, and we'll save that into the Stories Folder as well. Now, I'm just going to point out that when you're working in this collaborative workflow, it's very important that everybody has the fonts on their machines that are needed to format the content.
So, all the fonts that the designer is using, at least the main Fonts that are used for body and headings and subheadings are going to be needed on editors and authors machines as well. Otherwise, you are going to lose out on all the great features that InCopy has. I'm going to go ahead and close this file, and as you can see, by creating the InCopy stories and applying initial formatting to them. They're ready to get placed into InDesign with very little cleanup required on the design end.
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