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Many Adobe InDesign users create articles in programs like Microsoft Word, then place their content into an InDesign layout, which only the designer has access to. InCopy provides a two-way street where editors and writers can edit content in InDesign while a designer simultaneously works on the design portion of the project, and the text formatting is retained in both programs. In this course, learn how to write content using InCopy, style text appropriately so that it transfers to the InDesign layout, and make content available to writers and editors from within InDesign. Author Chad Chelius also ensures you get a handle working with tables, Track Changes, graphics, and templates in InCopy.
Incopy allows you to export your file to a variety of formats, which can be useful when you need to send a document to an outside source. Let's take a look at the some of the Export Options available inside of InCopy. I beginning this video by InCopy open on my computer. And I'm going to come up here to my Command Bar, and I'm going to click the Open Document button. And I'm going to navigate to the Printing and Exporting folder, and then inside of the Exporting folder, I'm going to select the flowers_1.indd file. Click Open, and this is going to open up my document, I'm going to go ahead and switch to Layout View, so we can see what this layout looks like. Now, what we can do to export our file, we can come up here to the File menu and choose Export.
The shortcut is Cmd+E on Mac, or Ctrl+E on Windows. And in your Export dialog box, first of all, down in the Format drop down menu, we have five Options to choose from. We can Export to Text only, which would be a plain text file, a rich text format which will retain a lot of the formatting that applied to the text. And then, we have EPS which is a graphic format, and then we have PDF as well. You also have InDesigned tag text which is a powerful tagged text feature that retains the formatting of the text inside of InCopy. And when you import that or place that content in another InDesign or InCopy document, all of that formatting is retained.
For this example, I'm going to use thee Adobe PDF format, since it's one of the most common formats that most people use inside of InCopy. Then I'm going to go ahead and give my PDF a name. I'm going to go ahead and leave the name at flowers_1.pdf., and I'll just put it in the Exporting folder. So I'm going to go ahead and click Save and then, very similar to the Print dialog, we can choose which View to use when we Export this file. So for example, right now I'm in Layout Vew, and one of the things I can set is the Compatibility, which would be the version of PDF that we're going to export. So I'll go ahead and change mine to Acrobat 89, since I know that the person recieving this is going to be using a current version of Acrobat. And I can specify the page range as well, including whether I want this to appear as a Spread or not.
So I'll go ahead and turn Spreads on in this case. The Fonts category, basically allows me to choose whether I want to subset the fonts or not. Now currently when the value is set to a 100%, it's basically going to subset the fonts if I have not used every character in that current font, which is pretty much all the time. So that's going to work out well, it's going to save us file size when we export the PDF. I can also include the notes as an Annotation if I choose to.
I can include the page information, as well as, turn on Optimize for fast web view, in the event that I'm going to put this file on the web. I can also turn on Embed Page Thumbnails, and then for Interactive Elements, if there are any interactive elements in this document, I can choose whether I want to include them or not. So what I'm going to do, real basic, I'm going to turn on View PDF after exporting, and I'm going to go ahead and click the Export button. And when it's all finished, it's going to open up in my default PDF editor, which in this case, it opened up in Preview.
What I'm going to do is I'll quit out of Preview, and I will go to my Project Files folder. And we will force this to Open inside of Acrobat. And you can see, that this now, is being displayed exactly as my layout was configure. Very cool. I'm going to Close this document. And let's go ahead and go back to our InCopy document, and I'm going to go back to Export one more time. Go to File Export, Adobe PDF., I'm going to give this a name, I'll call this Flowers2.pdf.
Click the Save button. Now this time I want to show you, that we can change our View. So instead of Layout, we can go to Galley and Story View. Once again, I'll change the compatibility to Acrobat eight and nine. And then, once again, I can also choose what Font to display my Galley View in. This is a really great feature, because I can customize it to the intended recipient's needs. So, same options in here, but down at the bottom I can choose whether I want to include the Notes, the Track Changes, and I'm going to turn on Include Accurate Line Endings becuase I want it to maintain the line endings used in my layout.
I can include the line numbers, and I can also choose whether I want to fill the page or not. Let's go ahead and do that, I'll turn that on, and I'm going to go ahead and click the Export button, and that will export my document. I'm going to go ahead and go to the Finder and I will Open flowers_2.pdf. And now we get to see what this PDF will look like, when set to Galley View. This could be useful when you want an editor to be able to access the content and see the changes that were made, as well as other annotations that may have been made to the file as well.
I'm go ahead and Close that, return back to InCopy. And as you can see, it's quite easy to export your document to different formats using InCopy. This is a great feature when the designer is busy or unavailable, you can actually Export to PDF on your own.
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