Up and Running with InCopy CS5
Illustration by John Hersey

Up and Running with InCopy CS5

with Chad Chelius

Video: Defining a username

Before you start working with InCopy documents, you need to establish yourself as an InCopy user in the workflow, by assigning your name to the application. Until you do this, you will not be able to work with other InDesign and InCopy users. I'm beginning this video with InCopy already open on my computer. And to assign a name to InCopy, I'm going to come up here to the File menu and I'm going to choose User. Now, this style log box allows you to specify your user name. And you may have already encountered this, because before you can even create a document or open a document.

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Watch the Online Video Course 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

Defining a username

Before you start working with InCopy documents, you need to establish yourself as an InCopy user in the workflow, by assigning your name to the application. Until you do this, you will not be able to work with other InDesign and InCopy users. I'm beginning this video with InCopy already open on my computer. And to assign a name to InCopy, I'm going to come up here to the File menu and I'm going to choose User. Now, this style log box allows you to specify your user name. And you may have already encountered this, because before you can even create a document or open a document.

It will automatically display this dialog box, letting you know that you know that you need to assign a user, for yourself. Now the user name is very flexible, and there's no authentication here in any way. But you do need to assign yourself a unique user ID, what I generally do is recommend that people use the first part of their email address, or maybe the first letter of their first name, and the last name. Or if you're in a small enough organization, you could probably easily just use your first name. Now I should also point out that both InDesign and InCopy users need to perform this function.

In order for the workflow to work, everyone needs to have a unique ID and you'll see in a little bit how much benefit this provides to you because, by assigning a user ID, you can see who has files open and who's working on different files. So, I'm in InCopy, and I'm going to assign a real basic user name because generally editors and writers are the ones who are using InCopy. I'm going to give this person a user name called Ed, and Ed is going to be the editor for this video and for future videos as well, but that's going to represent the editor and we can identify him now by name.

In addition, you can assign each user a color. Now In Copy doesn't care much about this but it's more for your benefit because as we start working in the Work Flow people who are using different files will show up using this color. So, once again if you are in a small enough organization you can each pick a unique color and that will also help to visually identify you in the Work Flow. So I'm going to scroll through this list. And I'm just going to pick a basic color here. I think I'll go with maybe a tan color or maybe ochre for Ed.

And when I click okay, now in copy is happy and ready to start creating new documents. In addition, keep in mind, InDesign users need to do the same thing. In the future, if you decide that you need to change or modify the user that is using this version of Incopy, you can just come up here to the file menu and choose user and make your change. I will point out that you can't make this change when you have a document open. So it's important that you close all your documents and then make this change. I'm going to go ahead and click OK.

As you can see, there's not much to assigning a name to yourself in InCopy but it's a critical step, and needs to be done to move forward. So what are ya' waitin' for?

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