Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now

Editing in Story or Galley view


Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Editing in Story or Galley view

Now let's take a look at how you would edit a layout or an assignment in Story and Galley view. Right now, I'm in Layout view, and usually before I switch views, I like to make a selection of text, because it just helps orient myself in a new view. So, for example, if I just selected this text - it doesn't have to be in a story that you've checked out either, but it does have to be a workflow story, because otherwise they won't be listed there - so I make a selection of text, and then I just click on either Story or Galley. We're going to start with Story. By the way, there are also keyboard shortcuts that can jump you here.
Expand all | Collapse all
  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

please wait ...
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 Story or Galley view

Now let's take a look at how you would edit a layout or an assignment in Story and Galley view. Right now, I'm in Layout view, and usually before I switch views, I like to make a selection of text, because it just helps orient myself in a new view. So, for example, if I just selected this text - it doesn't have to be in a story that you've checked out either, but it does have to be a workflow story, because otherwise they won't be listed there - so I make a selection of text, and then I just click on either Story or Galley. We're going to start with Story. By the way, there are also keyboard shortcuts that can jump you here.

You'll see them listed under the View menu. So Ctrl+G or Command+G is Galley view. Then add the Alt or Option key, Alt+Ctrl+G or Option+Command+G to jump to Story view. But I'm just going to click on the Story view. So you see the text is selected. It's at the top of the page. Notice that we have a whole pile of text divided by these gray bars. So what are we looking at exactly? I'm going to take the scrollbar and bring it all the way to the top. Take a look at the main story bar. What it tells you is this is the name of the InCopy file, main story.

It lacks the .icml after it. Then instead of showing you in a status icon, and an adornment that you'd see in Layout view, it tells you in text what's the status of the story is. Right now, you're editing it, meaning that you would see a pencil icon if you looked at it in Layout view. So, that story bar can collapse or expand. Right now, we're looking at it expanded. The first time you open up a layout, all the stories will be expanded in both Story and Galley view. So if you want to, you can click on the little triangle to the left of it to collapse it. That's excellent if you're trying to concentrate on just a couple of stories in a busy layout or an assignment - you can just expand the stories that you're working on, and collapse everything else.

So, for example, let's say that I was just working on the pull quotes, and I didn't want to have to keep scrolling through everything else. What I could do would be to collapse all of these story bars, I can click on each one individually, or I can just go to the View menu, and choose Collapse All Stories, then just open up the stories that I want to work on. The story bars you can also drag and drop. So I can take this story bar, say that I want to pull quote 1 above pull quote 2, I can just drag and drop the story bar, and watch that little purple icon, and purple line change.

This does not in any way affect the story's location in layout, in case you're wondering. This is just for your own convenience, because really, the order of the stories here, it's one of the greatest mysteries known to man, next to like who built the pyramids: how does InDesign decide which stories appear first? I think it has something to do with an internal ID structure that InDesign assigns to every story frame, and maybe it's chronological, I don't know, something psychological, it ends with an 'icol,' but whatever.

You can just put them in whatever order that you want to, just by dragging and dropping. Just as in the editing in Layout view video where I showed how you can rename the stories here, when you rearrange the order of the story bars, it's just really a cosmetic change, but it is saved with the file. It's actually saved in a little sidecar kind of XML file that gets generated and is put into the project folder. That means that anybody who opens up this layout in InCopy, when they switch to Story or Galley, that will be the order of the stories. So if I switch to Galley view, you'll see the same thing.

So right now, let's expand all the stories. Again, just go to View. We can choose Expand All Stories. Let me show you a little tip here, by the way. Say that the only story that I want to work with was like, this one that says Tree. I can just hold the Alt or Option key and click right on the triangle to the left of there. Now it looks immediately like, oh, what did I do? Did I just delete everything? No. It's just that InCopy is too stupid to actually scroll up to the top automatically, so you got to scroll up. What that little Option+Click or Alt+ Click does is collapse all stories, other than the one that you Option or Alt clicked on. Cool tip, if you just want to concentrate on one or two stories, it's a little faster to do it this way.

In both Story and Galley view, you don't see actual formatting from Layout view. That is by design. The idea is you would use Story or Galley view when you want to concentrate on the words, on the text itself. Now the only kind of formatting that you might see is if the designer used a bold, or italic style of a typeface. If they did, then in Galley and Story view, you would also see something Bold and Italic. Select some text here. Switch over to Layout. You can see it's selected down here. Let me zoom in a bit with Command+Plus or Ctrl+Plus, which, remember, centers the selection on the screen.

Now this looks like it should be bold. If I looked at the Character panel, and click here, it says it is bold. But it doesn't look too bold to me in Story and Galley. I think part of the problem is the default typeface used in Story and Galley. If you look at the very bottom left, I did cover this earlier in a different video, but not in a too much detail, this toolbar here is called Galley & Story Appearance. You'll see a check mark next to it in the Window menu. Just as the name implies, you use the controls here to change the appearance of text in Galley and Story.

The default typeface that it uses is this OpenType face called Letter Gothic Standard, which I think is pretty horrible, because it's very difficult to tell letterforms one from the other. It's a mono space font. It looks like something from a typewriter. Why are we doing that? So instead, if you choose something like say Minion Pro, then it's much easier to see that something is bold and something is not bold, or Times, or Helvetica or any kind of typeface like that. Choose a typeface that has both bold and italic, and bold italic as part of it.

That way you'll be able to see that kind of formatting here. While I'm here in the Galley & Story Appearance toolbar, I'm going to change the type size to something larger, just for the purpose of this video so it's a little easier to see. There is a little feature under the View menu, it's called Show Paragraph Break Marks. Watch what happens. All that does is add these nonprinting fake indent to the beginning of every paragraph in Galley and Story view. This isn't saying that these paragraphs are indented in Layout view.

It's just helping you to discover where are the beginnings of the different paragraphs, rather than having to look for the screen with little pilcrow at the end of the paragraph marker. So that's pretty useful to have that there. Although you cannot see the actual formatting, you can still apply actual formatting. Notice that you have a list of all of the paragraph styles at the left. If I wanted to, I can click inside one of these paragraphs and choose a different paragraph style, like say, for example, pull quote. It looks no different at all, here in Story view, but you can see the style did change. If we take a look at it in Layout view, well, it looks quite different, right? It's probably not something you want to do.

But if you do happen to know that all this text should be body, for example, you could go ahead and format it there. I'm going to go up to the Edit menu, and choose Undo. If you don't want to see the list of paragraph style names, like you really don't care, you need more screen real estate to see all the text, you can do so by coming down to the Galley & Story Appearance toolbar, and just clicking that button to turn it off. That's show hide styles. Then this little divider bar that shows you the column depth, you can drag it all the way to the left if you want, which gives you a little bit screen real estate.

Otherwise, if you want it back, I'll put it back, and I'm just going to just show the styles again. As in Layout view, to select a word, just double-click on the word. To select the line, triple-click. To select a paragraph, quadruple-click. If you click it five times, you select all. It's the exact same thing as pressing Command+A or Ctrl+A, or going under the Edit menu and selecting that menu command. Drag and drop text editing is turned on by default in this view. So if I wanted to drag the word "mentioned" to another location, I can just select it, and drag and drop. The Assignments panel works the same in Story and Galley view as it does in Layout view.

So I click inside this story, that story gets highlighted here. If I want to see, where is the second pull quote, I can double-click here, and my cursor will jump to the second pull quote. Sometimes, the screen doesn't scroll correctly, though. That's kind of aggravating. Well, let's take a look at some text that has special kind of line endings. You see this text at the bottom of the sidebar, how it's being pushed because of the text wrap applied to this little graphic? So look at the endings here. It's higher and 4,000 blooms. All right, those are the words. If we look at that same text in Story view, we don't see those same line endings.

In Story view, you don't see the same line endings as you do in Layout view; instead, the text continues all the way to the right until the edge of the window, and then it wraps. The only time that it actually starts a new line, other than that, is when there is a paragraph return or new line return. But that is the main difference between Story and Galley. I am going to leave this text selected, and go to Galley view. So you can see here in Galley view, it is the exact same line endings as we saw in Layout view: higher and 4000 blooms. So Galley view is kind of like a very happy compromise between Layout and Story.

Like Story view, we're not distracted by formatting or graphics. Like Layout view, we can actually edit line endings and things like bad breaks between columns and frames, or spot when there are too many hyphens in a row. Only Galley view will show you things like column breaks or frame breaks, which flows among many different columns and different pages. So you can here is the page break. If we wanted the word history to remain in the same line as Native American, we can apply formatting to force that to happen, which I'll be talking about in the formatting chapter.

So there is a frame break, meaning it's jumping from one frame to the next. If you want to see it for yourself, you can select some text here, go to Layout view, and let me zoom out a bit, so you can see it's indicating a jump from the bottom of this frame to the top of that frame. While I'm in this view, let's take a look at one more special kind of case. This story, which I've talked about briefly in the previous video about editing in layout mode, this frame shows that there is overset text. So there is text we can't fit inside the frame. That is another reason why you'd want to use Story & Galley is to access that overset text.

Of course, you can try deleting this sentence to see if that'll make it fit. Yay, it does. But maybe it was this information that you couldn't see that is expandable. So let me Undo with Command+Z or Ctrl+Z. This time I'll go to Galley, and show you that there is also a Copy Fit Break Mark that you'd see in Galley or Story view. So we can see exactly what is causing the overset. Actually, we don't need this sentence. We'll get rid of that sentence. Take a look in Layout view. Yeah, I like that better. All right, so Layout view is wonderful for doing editing just as though you're working in InDesign.

But I'm sure there are a lot of InDesign users who wish that they had something similar to the Galley view and a Story view that would list every single story within the entire document, one right after the other. For editors moving from a program like Microsoft Word, often Galley and Story view feels like a much more familiar place than Layout view does. You can just go ahead and pick whichever view works best for you, depending on the stage that you are in the workflow.

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

Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.

Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.

Mark all as unwatched Cancel


You have completed Collaborative Workflows with InDesign and InCopy.

Return to your organization's learning portal to continue training, or close this page.


Upgrade to View Courses Offline


With our new Desktop App, Annual Premium Members can download courses for Internet-free viewing.

Upgrade Now

After upgrading, download Desktop App Here.

Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Start your FREE 10-day trial

Begin learning software, business, and creative skills—anytime,
anywhere—with video instruction from recognized industry experts. provides
Unlimited access to over 4,000 courses—more than 100,000 video tutorials
Expert-led instruction
On-the-go learning. Watch from your computer, tablet, or mobile device. Switch back and forth as you choose.
Start Your FREE Trial Now

A trusted source for knowledge.


We provide training to more than 4 million people, and our members tell us that helps them stay ahead of software updates, pick up brand-new skills, switch careers, land promotions, and explore new hobbies. What can we help you do?

Thanks for signing up.

We’ll send you a confirmation email shortly.

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.