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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.
Styles make it very easy to consistently format content in InCopy. Although, you can create your own styles in InCopy, you can really reap the benefits of styles by using ones that were created by Designer and will reflect the appearance of the text in the final product. Let me show you what I mean. I'm beginning this video with InCopy already open on my computer, and in the command bar, I'm going to click on the second icon which is Open Document. And in the getting to know InCopy folder, I'm going to open the file called styles.icml, click Open, and I'm going to switch over to Layout view to see the content that I'm creating.
So what I'm going to do is I'm going to zoom in to this document and then grab the Zoom tool. Click and drag to zoom in on this text. And we can see that this is pretty much the raw text that was imported or typed inside of InCopy. And what we would like to do now is create some styles, so, and the way that I'm going to do that is I'm going to grab my Type tool. And I'm going to come in here and I'm going to highlight this content. So why don't we start by changing the font? So up here in my character font drop-down menu, let's choose something that's pretty basic, we'll go with Myriad Pro Regular.
Maybe we'll make the text a little smaller, we'll make it 11 point. And then, let's increase the leading to about 15 points, that's looks pretty good. Now, first thing I'm going to do is create a Paragraph Style. Now, once again, just like your paragraph formatting Paragraph Styles apply to the whole paragraph as a unit. So, what I'm going to do here is I am going to open up my Paragraph Styles panel. If we go to the Window menu, come down to Styles, I'm going to chose Paragraph Styles. I'm going to move this over here for now.
Now, you'll notice that right now, Basic Paragraph, which is essentially the default font in InCopy, has a plus sign next to it. And Basic Paragraph is its own style and the plus sign indicates a local override, which means that there have been changes done to the text that I'm clicked inside of, that are above and beyond what basic paragraph is defining. That's okay, we're going to create our own style here. So, to do that, I'm going to come up here to the panel menu, and I'm going to choose New Paragraph. And just to reiterate, we want to make sure that we're clicked inside of that first paragraph.
So I'll choose New Paragraph Style and I'm going to give this style a name. Let's give it a name of Body, we'll call it maybe Body text. And what I can do when I'm creating this is I can turn on this checkbox which will apply this new style to the text that I'm clicked inside of. So if I click OK, we can now see that this Body text style is applied to the first paragraph. So if we scroll down a little bit, I'm going to click in this second paragraph, and if I click on Body text, it formats it the exact same way. And I could keep doing that, but I could also just select from this point down, and then just click Body text, and all of that text is now applied in exactly the same way.
Pretty cool. Now, let's make another change. Let's highlight this text and maybe we've decided that we need a little bit more space after this paragraph. So actually, we don't even need to highlight this text. What I'm going to do is I'm going to come up here to my Paragraph panel, and I'm just going to drag this down because I want to apply what's called some space after. So, in this field here, where it says space after, I'm just going to increase that value a little bit.
Maybe we'll go with an 8 of an inch. Why don't we use points in this example? I'm going to type p15, which is 15 points, and that'll apply that much space after that first paragraph. And I'll go ahead and move this Paragraph panel right back up there. Now, I want to point something out here, when I'm clicked in that first paragraph, Body text shows with a plus sign, or when I click in the second paragraph, it doesn't. And that's because the change that I made was only done in this paragraph and the override is only here In this particular paragraph.
So, there's two things I can do. One thing that I can do is I can hold down the Option key on Mac or the Alt key on Windows, and if I click on Body text, it will strip out that local override. So, if you ever have that override and you're like, well, I just want it to go back to the styles, you can just Option or Alt click on that. I'm going to go to the Edit menu and choose Undo. And now, what I'm going to do instead, is I'm saying, you know what, I like this appearance and I want to keep it. So if we select that style, and we go to the panel menu, I can choose Redefine Style.
And what that does is it takes that override, makes it part of the Body text style, and if I scroll down, I can see that that's now applied to every single paragraph. Very nice. Now, what we can also do, because we're really generally not going to be doing a whole lot of formatting in InCopy. We might be doing some styling, but the styles are more than likely going to exist already inside of another document, especially an InDesign document.
So here's what I'd like you to do. Let's right-click on this Body text style or Ctrl+Click if you don't have a two button mouse. I'm going to choose Delete Style and I'll just tell it to replace that Body text style with Basic Paragraph. Click OK, and now we're back to where we were. Now, what I'd like to do is bring in some styles from the InDesign layout. To do that, I'll go to my panel menu. I'm going to come down here to Load Paragraph Styles. And I'm going to select the layout.indd file in the Getting to Know InCopy folder. So if I click open, it's going to display all the styles that I have in that Indesign document.
When I click OK, it's going to import them into this document. Now, what I can do, at this point, is I can click in the first paragraph and apply Flower Body, and you can see that that is now being applied to the text. So you can do this real quickly if you do a Command+A on Mac or Ctrl+A on Windows. I can now click Flower Body, and now, all this text is formatted with the Body style from the InDesign layout. This is quite powerful.
Now, one more thing I want to show you is that we can create also character styles. If I go to the Window menu under Styles, and choose Character Styles, this allows me to create some Character Styles to apply to my text. So here's a great example. We have these Latin names that are supposed to be italicized. So I'm going to make sure that they're highlighted. And I'm going to come up here to my Character Formatting panel and change this to italic. Now, again, in flower body, this becomes a local override. But I'm going to make a Character Style out of that. So another way that I can create Styles as opposed to doing it in the panel menu, I can also click on this button.
However, just clicking on that button will make a new style called Paragraph style 1, and 2, and 3, and so on. So, to allow me to name this style when I create it, I'm just going to hold down the Option key on Mac the Alt key on Windows, click that button, and I'm going to give this style a name. I'll call it Italic. The great thing about how Character Styles and Paragraph Styles work inside of InDesign andIn Copy is that, if I go to the Basic Paragraph formats, this character is only defining italic, and that's because italic is the only attribute that's different from the Paragraph Style that was already applied. So when I click OK, we now have a Character Style available. I'm going to select it to make sure that it's applied to that text. And you'll notice, there's no longer an override in Flower Body, that's because it's being defined in a Character Style and it doesn't consider an override. If I highlight this text, I can click Italic again. And you'll notice that, now, that is applied.
What's nice about Italic being the only attribute to find here is that, I can apply it to virtually any font that has an italic face to it. Another important concept to understand, as well, is the fact that Character Styles have more power or weight than a Paragraph Style. So when they're both applied to the same area, Character Style is going to win every time. So keep that in mind as you're working with Styles and Text formatting inside of InCopy.
As you can see, Styles take formatting text in InCopy to a whole new level. When it comes to maintaining consistency among several users, there's no better way to make it happen.
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