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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.
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.
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