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Up and Running with InCopy CS5
Illustration by John Hersey

Exporting content from InDesign to InCopy stories


From:

Up and Running with InCopy CS5

with Chad Chelius

Video: Exporting content from InDesign to InCopy stories

Another way to create stories for use in InCopy is to take text that already exists in InDesign and export to an external InCopy story. Let me show you how. I'm beginning this video with InDesign open on my computer, and I'm going to open an existing layout. So, to do that I'll go to the file menu and choose open. And I want to navigate to the collaborating three folder in my project files folder. I'm going to select the perennials underscore one dot indd file and I'll choose open. Now, this particular InDesign layout is composed of artwork, images and text. Now, I want to take the text in this document, I want to export them to stories so that InCopy users can refine and edit this text to make it look the way that it should.

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Up and Running with InCopy CS5
3h 8m Beginner Jul 28, 2011

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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.

Topics include:
  • Understanding the role of InCopy
  • The InCopy interface and workspaces
  • Working with InCopy documents
  • Creating InCopy stories
  • Workflows between InCopy and InDesign
  • Using Track Changes and notes
  • Working faster with built-in tools
  • Printing and exporting
Subjects:
Design video2brain
Software:
InCopy
Author:
Chad Chelius

Exporting content from InDesign to InCopy stories

Another way to create stories for use in InCopy is to take text that already exists in InDesign and export to an external InCopy story. Let me show you how. I'm beginning this video with InDesign open on my computer, and I'm going to open an existing layout. So, to do that I'll go to the file menu and choose open. And I want to navigate to the collaborating three folder in my project files folder. I'm going to select the perennials underscore one dot indd file and I'll choose open. Now, this particular InDesign layout is composed of artwork, images and text. Now, I want to take the text in this document, I want to export them to stories so that InCopy users can refine and edit this text to make it look the way that it should.

So to begin, I'm going to go ahead and turn off Preview mode just so we can see the raw elements, and I'm going to use the shortcut on Mac Cmd+Spacebar, or Ctrl+Spacebar on Windows. Just going to click and drag around this first text frame at the top of the screen. Now, to export this text as a story, I'm going to click inside of this text frame with my Type tool, then I'm going to come up to the Edit menu and I'm going to choose InCopy > Export > Selection. When I do that, it's going to want to export the text as an external ICML file or InCopy story.

I want to make sure that I go into the collaborating three folder, and there's already a stories folder in there that's currently empty, but we're going to fill it up with these text stories. So I'm going to leave the name set to tulips.icml, and I'm going to click the save button. You'll notice that it gives me a warning message just letting me know that I have to save the document in order for the exported stories to be available to the In Copy users. And that's fine. So I'll go ahead and click Okay, and now you'll notice that I have this icon here letting me know that it's now an In Copy story, and if I go into my Links panel I'll also notice that this has automatically been made a link.

Very, very efficient. So I'll close the links panel. I'm going to hold down the Option key on Mac or the Alt key on windows. I'm just going to drag down to my Azaleas text. Once again I'll click inside of there and choose, edit, in copy, export, selection. And I'll leave this one named azalea.icml. Go ahead and save that to my stories folder as well. Click Okay. Now one thing I want to point out is that it is a little bit of a lengthy function to drill down into these submenus in order to export these stories and I will tell you that if this is something that you're doing on a regular basis. I encourage you to go to the edit menu and choose keyword shortcuts, and this allows you to go to the product area.

So I'm going to choose the edit menu, and we can come down to In Copy export selection, and this will allow me to assign a new keyboard shortcut. To this command if I wish. So for example, I'm just going to use a keyboard combination. I'll use control, option, command, e, and we can see that this is currently unassigned. So I'm going to assign that. And it's telling me I can't modify the default set, that's fine. I'm going to say yes, create a new set.

I'm going to call this V2B, and then we'll go ahead and click OK. What that does for me, is that, now I can move down here to Oriental Lillies. I'm going to click inside of there, and this time I'll use that keyboard shortcut, and it automatically goes to that dialog. Much more efficient and much faster. So I'll leave the name set to lilies, I'm going to click save, and once again I'll click okay to save the document. And we can see that now all those stories have been linked to this end design document.

And are available for editing from within InCopy. I'm going to press Cmd+0 on Mac or Ctrl+0 on Windows and I should point out as well that when we talk about the term story, a story in our case is each individual text frame. But there's going to be times when you have much longer text than what we have here. A story can be anywhere from one single paragraph like we see here, to 20 pages. Or longer. The whole point is that a story is just the article itself. You can flow this text into multiple frames.

But it's still at the end of the day, one story. So keep that in mind when you're exporting your content. In the same respect an image caption that would appear under each individual image is also its own individual story so you want to make sure that if you want editors or writers to enter that content into the layout that you make sure to export those captions as individual stories as well. One other trick to point out is that when you go to the Edit menu under InCopy and Export, you could also export All Stories if you choose.

Now, alhtough this may seem like the way to go, the downside to this is that it really creates a little bit of a conflicting naming convention, or at least I should say confusing naming convention. And if you have a ton of stories on your page, or in your document, they're all going to get exported as individual stories. So just use that feature with a little bit of caution, and you might want to test it before you go ahead and do it on a live job. As you can see, exporting stories from an existing InDesign layout is another versatile way to begin the InDesign in copy workflow.

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