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Up and Running with InCopy CS5
Illustration by John Hersey

Creating and using templates


From:

Up and Running with InCopy CS5

with Chad Chelius

Video: Creating and using templates

With an InCopy template, you're able to begin a new document with all of the tools needed to build a document with the correct formatting and structure. In this video, I'm going to show you how to create a template from an existing InDesign document, so that you have all the styles that you need to build in InCopy. So, I'm beginning this video with InCopy open already. And we're simply going to go to the File menu and choose New, to create a new document. And I think what I'll do, is I'll just leave the preset to the default, but I will turn off Facing Pages for this example.

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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 and using templates

With an InCopy template, you're able to begin a new document with all of the tools needed to build a document with the correct formatting and structure. In this video, I'm going to show you how to create a template from an existing InDesign document, so that you have all the styles that you need to build in InCopy. So, I'm beginning this video with InCopy open already. And we're simply going to go to the File menu and choose New, to create a new document. And I think what I'll do, is I'll just leave the preset to the default, but I will turn off Facing Pages for this example.

So, now I'm going to go ahead and click OK, and that's going to create a new black document for me to start with. Now, I am just going to switch over to the Layout View, and I'm going to show my Paragraph Styles panel. Because, what I want to do is I want to create a document that contains all of the styles that I need, for the documents that I need to create. That way, I can create a template, that will always be available for me to use from here going forward. So to do that, I'm going to go to the Window menu, come down to Styles, and choose Paragraph Styles.

And from the panel menu, in the upper right corner, I'm going to choose Load All Text Styles. So I'll choose that option, and then, what we're going to do, is we're going to navigate to the Getting to Know InCopy folder, in our project files folder. And I've created a file called Layout_template. Now, this is going to represent the document that, say, the designer would have created, for the appearance and formatting of the final project. Well, what we're going to do, is we're going to take the styles that the designer created, we're going to extract them and import them in the InCopy, and then save that as a template. So if I click OK,or Open, you can see that it lists all of the styles that are available in this document.

You can see I have a total of about six styles actually seven including the basic paragraph. And it's really your choice if you want to import this or not, this is really going to pull in the defaults that are coming from the imported document, so, I'll just go ahead and turn that one one off. We really don't need that one, but the remainder of these we do need. These are ones that we're going to use to format our content. So if we click OK, you're going to notice that all of these styles have been imported into this document. Now what I'm going to do, is I'm going to load my workspace that I created earlier, and that way I have these paragraph and character styles available to me, and you can see, that I have Italic and Bold, and we have four paragraph styles as well. Now, to finish this off, what I'll do, is go to the File menu and choose Save Content As.

I'm going to give this a name of WC_template, and, you may even want to delineate this template, say, from your InDesign templates, in case they're stored in the same folder. So what I might want to do is, instead I might want to call this WC In copy template. That way I know what it is. And for the format, I'm going to choose InCopy template, and you can see that it gets a new extension called ICMT, which is InCopy Markup Template. And it's basically the format that is going to be used for us moving forward, to create all of our new InCopy documents.

So I'm going to save this into the Done folder. I encourage you, when you're creating your own template, to save it into a location where everybody's going to be able to access it. And then I'll simply click on the Save button. Now I'm going to close this file, and what I'm going to do is, hide InCopy for a second. Because I want to go into that folder, to show you what we have here. Here's our WC InCopy template, with the ICENT extension. And the way these templates work, is if I double-click on that template, it's going to open up an untitled version, of that template.

Now I'm going to hide InCopy again, because one thing I want to point out, and this is really specific to the Mac platform, and that is, that when you double-click on an InCopy template on the Mac platform, you'll notice that it always makes a copy, of that template, which is quite annoying. And before you know it you're going to end up with all these copies inside of this folder and you're going to wonder where they came from. So I'm going go ahead and delete that, and then I'll return to InCopy, and let's close this file. We'll just hit Don't Save, and I'm going to, instead of double-clicking on the file, I'll just click on the second icon in my Command bar. Open Document, and I'm going to select that InCopy template, so I have the WC InCopy template file.

I'm going to open it, once again, it opens as an untitled version. If I just minimize InCopy for a second, you'll see that it did not make a copy of that template this time. So that's the habit that I've gotten into for opening InCopy templates, is to open it through the InCopy interface, as opposed to double-clicking on it. So, I'll just go ahead and maximize that screen again, and again, this is an untitled document, but watch this. When we go into our paragraph styles and character styles panel, all of those styles are available for us to use to format our content.

So if I go in here, I'm just going to start typing this is my heading, and if I click on Flower Head Towards Spine, you see that it automatically formats that using the correct style. And when I press Return this is one of the features built into this style, it automatically switched over to Flower Body. So I can type this is the body text, and I'll go ahead and zoom in a little bit so you can see this, but you'll note that this is already formatted in the correct manner.

So once you've created a template, you can ensure that each document created from that template, will contain the correct styles and settings needed, for use further down in the workflow process. Discuss with your team which components will be valuable to have in your template, and build your own template today.

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