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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.
I'm going to talk about editing text in Layout View in InCopy, which is one of the three views. Though some of what I'm going to be talking about also applies to Story and Galley, I kind of want to focus on what it's like to edit in this view, which a lot of editors prefer to Story and Galley, because they can see the actual contents as it applies to the layout. It's a lot easier to write a caption for a picture, for example, when you can actually see the picture. Let's talk about a couple of preferences that you might want to change first. Now, for example, these gray story bars that you see, I normally have them turned off.
They're called greeking. What it is is that if you're zoomed out so far that InCopy thinks there is no possible way this person wants to actually edit text, then it doesn't even bother drawing the individual letterforms. It just puts these gray bars here. The ends of the gray bars, like down here, give you approximations of the line endings. So this text is fully justified, so they all look even. I prefer to see text anyway, so you can change that in Preferences. In Windows, Preferences in InCopy are under the Edit menu. On a Mac, they're under the InCopy menu. Go down to Preferences and choose Display Performance.
All the settings here have to do with what the layout looks like in Layout view. So to get rid of the greek type, change it from 7 points, which is, if the type is going to be 7 points or smaller, then it will Greek it to, something like 0, or even just 2, something like that. Now if you have a very slow computer, you might want to keep it at 7, because it does take a fair amount of processing power to create those individual letterforms when you're really zoomed out. Another change that you might want to make in Display Performance is to change the Raster Image preview to a higher quality, and the same thing for Vectors, and Transparency.
Now you can do this on an individual image basis. You can always right-click on the image, and choose a higher-level display performance. But if you've a fast computer, you might as well, turn him all up to High, so you get a really nice look in Layout view. Then just click OK. We'll come back to Preferences in a little bit, for other preferences that you might want to change. But now you can see we can see the actual characters, no more greeking. Now you can only edit text in frames that you have checked out. You can only check out frames that are part of the workflow, that have the little adornment icon on them, that indicates that they're available to be checked out.
If there is a pencil with a slash there, that means somebody else is working on it. So the fastest way to check out all the stories is just to open up your Assignments panel, select the category Unassigned InCopy Content, and then click on the little icon at the bottom to check them all out. Now we can go ahead and edit the text as you see fit. Now this default view of Fit in Window makes the text too small. So let me close the Assignments panel. We'll zoom in on, say this caption down here. So I'm clicking inside of the caption. Then I'm going to press Command+Plus or Ctrl+Plus a few times to zoom in.
Now we can change this text like "A nice Joshua tree forest." Now one thing that I would suggest is that you turn on hidden characters. You can do so by going to the Type menu, and choosing Show Hidden Characters, or you can press this keyboard shortcut, or I just like to click the Paragraph symbol, which is technically known as the pilcrow, here. That way, you can see things like spaces in between words. Like if I have the Spacebar pressed a whole bunch of times, the reason for this large amount of space is because somebody leaned on the Spacebar.
If you turn that off, you really can't tell somebody edited the tab, or colored some text white, or what's happening there. I'm going to change the View to Fit in Window to show you something else you might to do. So you notice this layout is a little busy. There are text and images. There are some things overlapping other things. If you want to temporarily hide, for example, the images, and just focus on the text and layout, you can do that if the designer has divvied up the different kinds of content into different layers. It's really up to the designer to do that. You can't do that in InCopy, but you can hide and show individual layers. So let's do that.
Go up under the Window menu, choose Layers. Now you can see this designer did so for this document. So the little Eyeball icon to the left means hide and show. So I can hide, for example, all the pictures. This might be a little easier for me to edit. It often works out really well, like when you're talking about text wrap. If I scroll down here to the last spread, you can see there is some text wrap happening. Text wrap is when an object on the page pushes the text away from it to make an interesting-looking margin.
So I'm going to click inside the story. Press Command+Plus or Ctrl+Plus a few times to zoom in. This red line is causing this text to wrap. Sometimes when you have a text wrap it's really hard to get to the text to edit it. But if I turn off pictures, you can see that I still see the text wrap, but I don't have to deal with trying to click through overlapping images or other assets. I'm going to show the pictures again. If you twirl open one of these layers, you can actually hide and show individual pictures. So I don't know really what picture this is, but you can actually turn them off and on.
So you don't have to hide every single picture; You can hide just like an individual picture, or an individual rule, or text frame. So these are actually stories that you can hide and show, and so on. It's pretty cool. That's the Layers panel. Again, it's not part of any of the default workspaces, but I want to call your attention to it, and it only really applies in the Layout View, as you don't have to deal with layers in Story and Galley. While we're zoomed in, let me talk a little bit about selecting text. If you double-click a word, it selects the word. It doesn't select the preceding or trailing space.
But if you delete or cut that word to the clipboard, like I'm just going to press Ctrl+X or Command+X to cut it, it actually does delete the trailing space or the beginning space. That's called a Smart Cut, and also you have Smart Paste. So if I clicked right in front of this word, for example, and then I chose Paste - this time I'll just choose it from the Edit menu, then it adds the trailing space. So that's a nice feature, Smart Cut and Paste. If instead of double-clicking, if I triple- clicked - one, two, three, it selects a complete line.
So if you keep your mouse button down after the third click, it'll select entire lines at a time. Three, and then I drag, right, which can be useful. Let's zoom out a bit with Command+Minus or Ctrl+Minus, so we can see an entire paragraph. Select this paragraph. If I quadruple click, four clicks - one, two, three, four, it selects the entire paragraph, including the final carriage return, which you can see highlighted here - one, two, three, four, which is important. Because if I deleted this entire paragraph without deleting the final carriage return, then I might end up with an empty line.
So that's a nice way to select entire paragraphs, so that you can cut, or copy, and then move them elsewhere. Now if you're fan of drag and drop text editing, it would be the ability, for example, to select this word, and then drag it and drop it somewhere else, rather than cutting and pasting, I believe that's turned on by default in Word. It is turned on by default in Galley and Story in InCopy, but not in Layout view. You can turn it on if you'd like. Again, go into Preferences, under the Edit menu in Windows, and under the InCopy menu on a Mac.
You see down here under Drag and Drop Text Editing, it's enabling in Galley/Story, but they forgot to turn it on for Layout view. Now this is a preference that will just apply to this document. So if you want to be able to drag and drop to edit text in Layout view in any document, make this change to Preferences without any documents opened in InCopy. Now that I've done it, I can select this text. Now as I drag, you see a little T up here, and a little insertion bar, indicating where it's going to drop. I can actually drop this on a completely different text frame if I wanted to.
I don't stay in the same story. Okay, so we already saw how text wraps works. If you have overset text, meaning that there is too much text to fit - I believe I have a caption here that's overset. There it is. I'll zoom in on this one - then you'll see that there is a little red cross symbol lower right of the frame. To access that overset text, you would look at it in Story and Galley mode. So if I select some text, I usually select some text before I jump from one view to the next, it helps orient myself to where I'm in the document.
You'll see what I mean when I click on Galley; the same text is selected. The overset text appears with a red bar to the left of it in Galley and Story. So this is where you can access all of the text in the story, even the stuff that Layout view can't show you. I'll be talking more about editing overset text in Galley and Story in a couple of other videos. But for now, let's go back to Layout view. Just remember that Layout view is the view that you can do all sorts of zooming in and zooming out. It doesn't really work that way in Galley and Story; you only have one zoom level.
So if you are a fan of being able to really get in close to edit text and to see what the formatting looks like while you're editing, then Layout view is the one that you want to edit in.
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