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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.
So, the designer, Anne, has done a little bit more work to our catalog sample pages, and has told me that they're ready for me to take a look at, and do some editing to. So, in InCopy, what I want to do is I want to go to File and choose Open a File, and then navigate to the server, and locate that InDesign file. You don't want to actually double-click from Windows Explorer or from the desktop or something, because it's going to say that you don't have InDesign installed. So, with the layout-based workflow, when you want to open up an INDD file in InCopy, you need to use InCopy's File > Open menu.
So that's where we are, and here is the server. Here is our project, Catalog_3pgs. Click Open. By default, the layout opens in this view called Story view, and I'll be talking about how to change this default along with a couple other ones in later videos. But for now just click over to Layout, and here is the same layout in InCopy. The stories that have the little icons are editable to me, and some stories that don't have icons are not.
They are read-only. I could zoom in on them, I'm pressing Ctrl+Plus or Command+Plus on a Mac to zoom in, and you can see that this text, I can see it, and I can select it, and I can actually copy it to the clipboard and paste it elsewhere, but I can't edit it. And as a little visual cue, InCopy will automatically sort of screen back any content that's not editable to me. If I want to see what it's actually going to look like - let me press Ctrl+0 to fit in window - I can go to the View menu, go to Screen mode and choose Preview, and you can see that it looks just the same in InCopy in Preview mode as it does in InDesign.
From here, I could print or export to PDF, but actually, what we want to do is edit some text. I'm going to go back to Normal mode, and I'm going to switch the workspace from Essentials to Advanced, to show you that there is also an Assignments panel in InCopy, just as there is in InDesign, that lists all the stories that are available for me to edit. Now, what I'm going to quickly do is check out all of them so that I can edit each one of them, and I talk about this in more detail in another video, but I'm just going to select the category and click the little icon at the bottom that says Check Out Selection. And that pencil icon tells me that I have editing privileges over this story.
If I switch back to InDesign, you can see that in InDesign, I get a little pencil icon with a slash through it, reminding me that another person has this layout open, and they've checked out these stories. So I am not able to edit the stories while they're editing them. So I'm back in InCopy, and let's say, for example, let's add maybe a colon here, and maybe let's see what else can we do. Let me zoom out a bit with Ctrl+Minus, and go down to this spread.
Now, notice on this spread, both intros are available for me to check out, which I've already done, to edit, and there are two special situations here. This one has an overset, and this one has no text at all. So when we have overset text, meaning all the text can't fit within the frame, I can easily access it by going to one of the other views, like Story or Galley. Now, Story view lists all of the editable stories, one after the other, in the entire document in one long scrolling window.
Each story is separated by this gray story bar. I don't see any formatting to distract me. I just see the text. So this is like Microsoft Word's Normal View, I guess you'd say. You're not really seeing the layout itself, but whatever you do in one view immediately applies to every other view because there are simply three different views of the same file, right? So, I had some text selected in Layout view, when I switch to Story view it's still selected. Everything after this little red mark is overset text. I can also see that I'm over one line in this handy little Copyfit Progress toolbar.
I'm just going to delete some text, like maybe this part right here, and give it a second, and oh, now it's a happy green. It fits perfectly. We can check it out in Layout view, and you can see the text fits perfectly. So, with the InDesign-InCopy workflow, the designers no longer have to continue an overset story into a threaded frame on an extra page to show the editor what's overset or what won't fit. The editors can see for themselves in either Galley or Story view.
The Galley view is almost the same as Story view except, it shows accurate line endings. So the line endings that you see here are exactly the same as they would be in the Layout view. But in Story view, the line endings aren't exactly the same; they just extend to the end of the window. And it's up to you which view you'd like to use, and most people jump between all three views as they are editing text. The last thing I want to show you that the editor might want to do is in this frame, here's a completely empty frame.
So, I might want to start writing from scratch right in here, or if I've already done something in Word and the designer didn't get a chance to pour in, I can do it myself. Or maybe an outside editor or an outside writer has given me files. So I'm going to click inside here, and I'm going to go to File and choose Place, and inside this same project folder, I have a folder called incoming files with a Word file in it, and I'm going to turn on Show Import Options to see what it looks like, and to set various controls over how it imports. And I can choose whether I want to retain the styles or remove the styles.
We'll talk about this again at length in a different video. I'll just go ahead and remove styles and formatting and click OK, and there it appears in our document. Let me press Ctrl+Plus a few times to zoom in. And now I'd like to format this text. I know that I want the headline to look like this headline. If I open up Paragraph Styles, it says it's called section head, so I can just click here, scroll down to section head, and choose it. Or I can click inside this text, use my Eyedropper tool to pick up the formatting here, and click in this paragraph and click to apply the formatting there.
As I work, I go up to the File menu and I choose Save All Content, which saves all these different stories that I'm editing, because what I'm actually doing is I'm editing those individual ICML files, remember, the linked InCopy files. I'm not really changing the layout, even though I opened up the layout, it doesn't say Save, right. It says Save Content, the contents of these text frames. Let me zoom out with Ctrl+0. Now that I've saved all these changes, I'm going to go ahead and close the document, and now InCopy prompts me, do you want to check in all your content, meaning all those stories that I checked out for myself.
Checking them in makes them available for other people to check out and edit, which is the polite thing to do, and it's nice that InCopy will do it for you when you close the document. Now, I come back to InDesign. InDesign can tell that the stories are now editable again because the icon changes, and they're out of date. So, I would need to update them with the editor's changes, and we'll talk about updating the file in InDesign and closing out the project in another video. So you can see it's a pretty simple matter to edit content directly in InCopy using the same tools and powerful commands that you have available to you in InDesign.
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