Collaborative Workflows with InDesign and InCopy
Illustration by John Hersey

Editing in Layout view


Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

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Video: Editing in Layout view

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.
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  1. 3m 57s
    1. Welcome
      1m 25s
    2. Using the exercise files
      2m 32s
  2. 25m 58s
    1. Overview of this course
      3m 2s
    2. Understanding the parallel workflow
      6m 54s
    3. Rewards and challenges in the new workflow
      9m 3s
    4. Requirements and recommendations
      6m 59s
  3. 32m 52s
    1. Setting up projects and users
      3m 32s
    2. Understanding stories and frames
      7m 1s
    3. Making stories editable for InCopy from InDesign
      7m 25s
    4. Editing workflow stories in InCopy
      7m 32s
    5. Checking stories in and out
      4m 48s
    6. Completing a project in InDesign
      2m 34s
  4. 32m 34s
    1. Three main views of a file
      8m 37s
    2. Becoming familiar with default panels
      6m 4s
    3. Customizing the interface
      9m 4s
    4. Navigating stories and views
      8m 49s
  5. 43m 18s
    1. Working with the Assignments panel
      5m 15s
    2. Editing in Layout view
      8m 44s
    3. Editing in Story or Galley view
      10m 49s
    4. Copyfitting text
      5m 49s
    5. Inserting special characters
      6m 39s
    6. Importing text
      3m 34s
    7. Working with read-only layouts
      2m 28s
  6. 32m 6s
    1. Applying styles for copyfit
      7m 37s
    2. Applying local character formatting
      6m 53s
    3. Applying local paragraph formatting
      7m 10s
    4. Splitting and spanning columns
      5m 7s
    5. Using the Eyedropper tool to copy/paste formatting
      5m 19s
  7. 40m 27s
    1. Checking spelling
      4m 51s
    2. Using the language dictionaries
      3m 23s
    3. Using the thesaurus
      1m 46s
    4. Using Find/Change
      10m 34s
    5. Working with the Autocorrect feature
      2m 59s
    6. Building text macros
      4m 55s
    7. Using inline notes
      6m 22s
    8. Working with built-in scripts
      5m 37s
  8. 25m 36s
    1. Adding footnotes
      2m 22s
    2. Using conditional text
      6m 16s
    3. Creating hyperlinks
      3m 33s
    4. Inserting cross-references
      7m 29s
    5. Working with tables
      5m 56s
  9. 14m 25s
    1. Setting up and using Track Changes
      6m 4s
    2. Customizing the markup
      4m 7s
    3. Accepting and rejecting changes
      4m 14s
  10. 27m 30s
    1. Using the Position tool
      5m 14s
    2. Using the Object menu
      5m 58s
    3. Importing and replacing images
      6m 36s
    4. Inserting images into the story
      5m 22s
    5. Using Mini Bridge and Bridge
      4m 20s
  11. 25m 45s
    1. Creating new InCopy documents
      6m 54s
    2. Creating InCopy templates
      6m 10s
    3. Opening linked InCopy stories directly
      3m 20s
    4. Opening Word files in InCopy
      2m 59s
    5. Placing Buzzword files in InCopy
      6m 22s
  12. 23m 37s
    1. Exporting stories to Word, RTF, and Buzzword
      5m 2s
    2. Exporting layouts to PDF
      4m 36s
    3. Exporting galleys and stories to PDF
      7m 11s
    4. Printing from InCopy
      6m 48s
  13. 48m 17s
    1. Exporting stories from the layout
      10m 2s
    2. Working with the Assignments panel in InDesign
      7m 8s
    3. Editing and updating files
      7m 37s
    4. Using inline notes
      7m 39s
    5. Workflow features in the Links panel
      6m 0s
    6. Placing new InCopy files
      4m 15s
    7. Closing out of a project
      5m 36s
  14. 23m 29s
    1. Layout workflow overview
      8m 11s
    2. Updating stories and designs
      11m 38s
    3. Tips for successful layout workflows
      3m 40s
  15. 27m 16s
    1. Creating assignments in InDesign
      12m 19s
    2. Working with assignments in InCopy
      5m 22s
    3. Keeping layout files local
      2m 42s
    4. Solving common assignment issues
      6m 53s
  16. 19m 0s
    1. Creating assignment packages in InDesign
      4m 42s
    2. Working with assignment packages in InCopy
      5m 20s
    3. Keeping packages up to date
      2m 33s
    4. Using DropBox with an InCopy workflow
      6m 25s
  17. 4m 27s
    1. Community help and resources
      4m 11s
    2. Goodbye

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Watch the Online Video Course Collaborative Workflows with InDesign and InCopy
7h 30m Intermediate Sep 23, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Setting up projects and users on a local network
  • Using e-mail-based assignments and Dropbox to manage remote users
  • Copyfitting and formatting text
  • Using advanced editing tools
  • Working with paragraph, character, and table styles
  • Tracking changes in InCopy and InDesign
  • Creating cross-references and hyperlinks
  • Creating InCopy templates
  • Combining InCopy with Microsoft Word
  • Inserting and formatting images
  • Reviewing features specific to InDesign
InCopy InDesign
Anne-Marie Concepción

Editing in Layout view

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.

There are currently no FAQs about Collaborative Workflows with InDesign and InCopy.

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