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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.
When you're working in InCopy, you don't have to stick with the default interface that they give you. You can customize which panels appear in the dock, which panels are open and floating around, and what's in the toolbars. Remember that you have the complete list of all of the available panels and toolbars here under the Window menu, starting with the Assignments panel, so right underneath the separator bar, and going all the way down to Utilities. The ones with the check mark indicates ones that are currently open. So let's talk about different ways that you can maneuver the different toolbars and panels and then talk about how you can save your manipulations so that you can create the perfect, customized workspace for yourself.
First, let's take a look at the panel Dock. That's that area to the right over here. Remember, I talked about this in a previous video that you can collapse this panel just to the symbols and then expand it as the default, just the symbol and the name of the panel. And then you can also use the little button at the upper-right called Expand panels to show all the details of each of these panels. Then you just click on the tab to bring it to the front. This is probably most similar to Microsoft Word's Formatting palette. I am going to go ahead and collapse it.
Now, if you would like to see more than one panel at a time - remember only one panel can be active at a time - then what you need to do is drag the panel out and turn it into a floating panel, and that's really simple to do. You just drag from the tab name here, or in the panel when it's expanded, just drag it and you see that you can just detach it from the dock. Right, it's no longer here, now it's over here. Once you have a floating panel, you can click this little up and down triangle to the left of the tab name to change how much area it's showing.
So, this doesn't work for every panel, but for a lot of the panels they have three views: Full, and Abbreviated and Collapsed. All right, so, for example, I might always be going into the Styles panels, so I want to keep the two styles for Character Styles and Paragraph Styles panels open and floating. So what I am going to do is put the Paragraphs panel back into the panel dock, so I am just going to drag from its little title area, that dark gray area, or from the tab name, and hover over the dock. And do you see this blue line appearing? That's how you put panels back into the dock.
So, I'll put right back here. Now what I really want is I want to have paragraph styles out, and now we have what's call like a little floating island. We can expand it and collapse it. So you can even expand and collapse floating panels. There is Paragraph Styles and Character Styles, and we'll expand that one as well. And you can attach one to the bottom of the other, so that now they kind of float on their own, which is just kind of cool. And you can still collapse each one.
So now I think this is a little easier for me, because now I can keep the Assignments panel open, for example, and then also, while I am working with text, I can click inside of text and see what's the paragraph style, and what's the character style at the same time. This would be impossible to do if I had all of these panels in the panel dock. I am going to close the Assignments panel and talk about the toolbars. There are four toolbars that are situated here by default: the Command bar, the Track Changes toolbar, Galley and Story Appearance toolbar, and the Story Info and Copyfit Progress Info toolbar.
Now these toolbars - it's kind of hard to see, but these toolbars, all can be detached from their toolbar location. They have this little textured area, this row of dots to the far left, and if you press and drag, then you can detach the toolbar from the toolbar well. So you can do that for both the ones on the top and the ones on the bottom. Now, some of the toolbars will just turn into floating toolbars, like that Track Changes one that I just dragged, but other toolbars will convert to like a panel. I don't know why some do and why some don't, but that's how it goes.
So this Copyfit Info, for example, when it's a floating panel, actually gives you another line of information. You could actually see that other line of information, even when it was a toolbar. This other line of information gives you the character and line counts of the selection. So if I select some text and give it a second, you can see it tells me there are 10 words in the selection. That's why A and B looks selected. That's a just a little extra thing that some people might find handy. But if I put it back in the toolbar, and again, you just drag from tab name or the gray area and look for the blue mark to appear, then notice that that selection readout doesn't appear.
But toolbars have a little customized panel menu item, at their far right, that you can choose to show and hide some things that aren't there in the beginning. So you see there are actually five different things that this panel could show you, such as selection, all right, that it isn't by default in this toolbar mode, but now it is. Anyway, I am going to detach that, and show you that when you have a toolbar that converts to a panel, you could keep it floating as a panel. This might be the most useful for you. Maybe you'd like to tuck it here under corner, or you could even add it to the dock, right.
I am just going to drag and drop it where that blue line is, and then I can open up Copyfit Info on the fly. I don't think it's that useful because it's - you know, most useful to have Copyfit Info so you're always able to see, you know what is the Copyfit status of the story that you're currently working on. But you can also move that to the top toolbar. Notice the blue line on the left. All right, so now we have Copyfit Info going across the top. So you can see there are lots of ways to customize this. Maybe I would rather have Track Changes down here. Did you notice that horizontal blue line appear briefly, right there? So you can have actually multiple rows of toolbars.
If you have a lot of screen real estate, you might want to do that. But I am going to leave it back over here, and I think I am going to take Copyfit toolbar and put it to the right of Change Info. Another useful feature is that you can take some of these existing panels in the panel dock and turn them into toolbars. Just like we turned Copyfit Info into a panel, you can do vice versa. So like if I drag the Character panel up to the toolbar area, then I get a dropdown menu of all the fonts that I have loaded and sizes and so on, which I think is really useful.
If you're coming from InDesign, you would expect to find this in the Control panel, but we don't have anything like that in InCopy. So this will get you close. And of course, you could put the Paragraph panel to the right of that, or let's drag this back out. You could put Paragraph styles there, and/or character styles there instead. So now we have a dropdown list of all the paragraph styles. I kind of like that, so actually I am going to put Paragraph and Character styles next to each other. I'll group Character back to Paragraph. This Change Info, I really don't use that often so I'm going to close it.
Now there is no close box on here, so instead, I am going to go to Window and choose Track Changes to close it. If you ever accidentally close a toolbar or panel and you are like, oh, how do I get it back, remember you can always just go right to the Window menu and choose it again, and it will appear in last place that you put it. But I want to close it. Now let's say that this is how I'd like to work all the time, with this particular dock, with this particular arrangement of panels, and these toolbars.
This will be the way that InCopy will stay until I choose Reset of whichever workspace I am currently in. Reset means get rid of all my changes and set it back to how the Advanced default workspace is. So if I want to be able to get back to this quickly, what I want to do is save it into its own new workspace. So you just go under the workspace switcher and choose New Workspace or by the way, you can also get to it from the Window menu. You'll see there's a Workspace flyout menu under the Window menu as well, and then give it a name.
So I might call this "my workspace." It will retain where the panels are, which ones are open and closed and where they are located, and also menu customization, which is something that you can choose to hide and show individual menu items or colorize them from a command under the Edit menu, which is really beyond the scope of this video. Not many people use that. But I'm just going to choose OK. And now the workspace switcher says my workspace. This workspace will be on this computer, no matter which documents I open.
So that's not saved per document basis, so that's great. If I want to go back to an Advanced workspace or Essentials or New, I can choose it from here, and everything redraws. If I choose Reset, notice that it's remembering our last settings when we were last in Advanced, but this part up here is not really part of Advanced. So I am going to choose Reset Advanced, and you see now it sort of resets to how it was fresh from the factory. But I am going to back to my workspace. So all your individual workspaces appear at the top, and there is no limit on the number of workspaces you can have. And now there is my workspace.
So to maximize your efficiency and your pleasure in working with InCopy, take a few minutes one day and close the panels and toolbars that you don't use a lot, put the ones that you use a lot where they are most convenient, and save that for yourself in a custom workspace.
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