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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.
We are looking at a story in InCopy in Story view that shows a bunch of different users have made changes to the story with Track Changes turned on. Now, sometimes these multiple colors maybe very confusing and not really useful to you, but there are ways to change the markup. So, first of all in order to identify who marked up what, what you want to do is go to the Window menu and open up the Change Info panel. Then when you click inside of a markup, it will say who changed it and what they did and when. So, Megan made this change and Joe in editorial made that change, Mary is that lighter pink color, and then Kirk is that blue color.
So, four different people made changes to this. My issue with track changes is that I find the highlighting distracting. I think there's a way in Microsoft Word where if you add text, the text itself changes color. There is no highlighting behind it. You can do that kind of stuff in InCopy. To do that, go to Preferences, which on a PC is under the Edit menu. On a Mac it will be under the InCopy menu at the very beginning. Go down to Preferences and look for the Track Changes entry. Unfortunately, we don't have a preview button here, so you can't see the effects of our changes while this dialog box is open.
But we'll see in the end what happens. So, with Track Changes you can change-- first of all will it even show Added Text. You can turn that off if you wanted to, though I don't see why you ever would. Deleted Text and Moved Text. Maybe, you might want to turn off Moved Text, because really who cares if the text was moved. It will still show that it was deleted from its old location and then it's been added to the new location. And interesting feature here by the way is to Prevent Duplicate User Colors. If two people happen to choose the same color, InCopy on the fly will apply two different colors to them while you have it open.
The Change Bars are these blue things that appear on the left that indicate that there's a change somewhere in the line. They're very helpful, because sometimes somebody may like just delete an extra space and it's really difficult to tell where that change is. At least, you'll be alerted there is a change in the line by looking for all of the change bars on the left. Now you can change the change bar color and you can also change its location on the left or the right at Story or Galley. So, anyway let's go backup here under Added Text. By default, the text is going to be in the text color, whatever that is, and it's always black or whatever you've changed to your Galley and Story appearance to.
The background is in the user xolor. Or what you could do is you could say I want Added Text to be let's say in a Forest and the Background I don't want any background. So all add a text will appear green with no markup. Now, your choices under markup are the same for all three of these instances: None, Strikethrough, Underline, or Outline. So, Deleted Text I might say we want to keep it in the text color and I do not want any background color, but I do want to a strikethrough.
And we'll just leave Moved Text as is just to compare it. So with these settings let's click OK. Now, this may be a little easier for you to understand. I don't know. It's really a judgment call. To me, it's definitely easier. I can see Added Text is in green and Deleted Text as a strikethrough. The end. What you do lose is you lose the color differentiation between all the users who have marked this up. Now, if you click inside each individual change, you'll still see Change Info tells you who made which change, but you can't tell just by looking at it.
Perhaps that's not a big deal to you or maybe there's only one person who is doing Track Changes. So you really don't care. But you would like your Track Changes to appear in a different style than what is the default. Now, this is only going to affect me on my computer. If somebody else opens up this file on their computer and they look at the Track Changes markup, it will show the default InCopy or InDesign Track Changes markup with the different user, colors, and the highlighting, until they change their preferences. By the way it's also not permanent. If I go back to Preferences and change them back to the default, then I get my colors back.
So, it's really up to you if you want to go ahead and modify what the Track Changes markup looks like or even which markup shows or not. I really liked that Adobe allowed us to have all this kind of control over what happens when we are working with Track Changes.
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