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Editing workflow stories in InCopy

From: Collaborative Workflows with InDesign and InCopy

Video: Editing workflow stories in InCopy

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.

Editing workflow stories in InCopy

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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This video is part of

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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
      16s

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