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Collaborative Workflows with InDesign and InCopy
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Exporting galleys and stories to PDF


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Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Exporting galleys and stories to PDF

Sometimes you'd like to be able to edit all the stories and say Galley or Story View somewhere else. Like maybe you want to send a copy to yourself to edit at home or perhaps a writer wants to see what it is that you have changed in a story that they wrote for you. The only way to do that, to send something that includes the markup for Track Changes or say inline notes, is to print or export to PDF from either Story or Galley View and that's what this is going to be about. So I have our regular catalog and by the way it makes no difference when you are exporting to PDF if you check out the stories or not. All right so you can just leave them available if you'd like or you can go ahead and check them out and we switched over to either Galley or Story View which you need to do if you want to export to PDF from this view. If you start out in Layout View sometimes it won't give you the option of exporting this view.
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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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Collaborative Workflows with InDesign and InCopy
7h 30m Intermediate Sep 23, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Setting up projects and users on a local network
  • Using e-mail-based assignments and Dropbox to manage remote users
  • Copyfitting and formatting text
  • Using advanced editing tools
  • Working with paragraph, character, and table styles
  • Tracking changes in InCopy and InDesign
  • Creating cross-references and hyperlinks
  • Creating InCopy templates
  • Combining InCopy with Microsoft Word
  • Inserting and formatting images
  • Reviewing features specific to InDesign
Subject:
Design
Software:
InCopy InDesign
Author:
Anne-Marie Concepción

Exporting galleys and stories to PDF

Sometimes you'd like to be able to edit all the stories and say Galley or Story View somewhere else. Like maybe you want to send a copy to yourself to edit at home or perhaps a writer wants to see what it is that you have changed in a story that they wrote for you. The only way to do that, to send something that includes the markup for Track Changes or say inline notes, is to print or export to PDF from either Story or Galley View and that's what this is going to be about. So I have our regular catalog and by the way it makes no difference when you are exporting to PDF if you check out the stories or not. All right so you can just leave them available if you'd like or you can go ahead and check them out and we switched over to either Galley or Story View which you need to do if you want to export to PDF from this view. If you start out in Layout View sometimes it won't give you the option of exporting this view.

One of the thing that you might want to prep before you open up the Export to PDF dialog box is which stories do you want to include in the PDF, because you can choose to include not just all stories as you see here, but perhaps only the visible or expanded stories. So for example, if the only story that you really wanted to export to PDF is this Container Plants story, then I could just hold down on the Option or Alt key and clicking on the Collapse icon to the left of the Story bar, which collapses every other story except for that one.

So perhaps may be just these two that I wanted to make a PDF out of. So you should reveal or hide if you want to do a subset of stories that you want to export to PDF. In this case, I actually want to export the whole thing to PDF, so I am just going to go ahead and expand them all and then go to the Export command under the File menu. Choose Export. We want to Export to PDF. I am going to export it directly into our Exercise Folder and then click Save. Now, this does not automatically create the PDF. First we have to choose some options here.

You know what I find interesting is that when you Export to PDF and you start out in Galley & Story mode you can change your mind and say you know what, I'd rather do a PDF of the Layout. You can't do it vice-versa. You can't start out Layout and choose Galley & Story. I don't know why. I think it's a bug. Anyway, we are in Galley & Story and this is actually I think one of the worst dialog boxes in the program but I am going to step you through it. All right it's not that bad. Leave Compatibility as it is. Here is the part where it says Stories All, Current, All Expanded that I was talking about exporting just a subset of the stories. So All is the default. Or if you took some time to just expand the stories that you want to include you could choose Expanded.

The third option is Current, meaning where was your cursor blinking when you opened this up. And who remembers that? It's going to subset the fonts as usual in a PDF but this is very useful right here. You can override what font and aize and apacing you are using in Galley/Story appearance. So very often you might be using single spacing with a large typeface to make it easier for you to edit. But you don't need 18 pt in the print out. 12 points is large enough. But perhaps you do want more line spacing because you are actually going to be writing notes to yourself or changes in between the lines of types. So maybe I will change it to 200%.

Then under Option, so pay attention here because actually though it's called Galley & Story, it's really Story View. You are going to be printing Story View and if you want to print Galley View then you have to turn on this part down here under Include Accurate Line Endings. It should say parentheses Galley View. All right that's what it means. So otherwise it's going to print exactly what you see in Story View. Let's circle back to the top. Page Information and Story Information adds a blurb at the bottom of each page and at the bottom of every story, indicating out the file name of the story and the date and time stamp when it was last modified, not that useful really.

Do you want to include the Paragraph Styles in the PDF? Probably not. Maybe sometimes you do but, I would say no so I am going to turn that Off. Do you want to include inline notes? So like this note here do you want that to appear in the export? It's a great way to be able to document notes and it's something you can't do from InDesign. I am going to say Yes and you have your choice of all the notes are just the ones that are visible. In other words if you collapsed a note by clicks at the left or right frame edge it would not include that if you said Visible. It will include it if you say All and do you want to Show the Notes Backgrounds in Color, normally you do because you want to see like who wrote which note -- you will have to tack on your own cheat sheet about who belongs to which color because you don't have that kind of information. You don't have the panels available to you in the printout.

Now do you want to also tnclude Tracked Changes? So you can or you cannot. If you say no, it's going to look like all the changes were accepted. It's the same thing as choosing Hide Change Markup from the Window menu. But this is a great way to document, making a PDF of Galley or Story with the Tracked Changes before somebody goes ahead and accepts them or rejects them, because we can't do versions of a file. This is a good failsafe. I know a lot of companies will routinely just for record keeping every week export their Galley & Story of their documents including notes and Tracked Changes to some sort of archive folder.

Again, you can choose All or Visible. Sometimes you can hide Track Changes and on story by story bases and I will turn on Show Tracked Change Backgrounds in Color. Now if we wanted a Galley View we would say Accurate Line Endings, all right, and you can choose a range of lines that you want to print. If you want to include line numbers, you know because Galley Story has you know Line Numbers next to this, and maybe you do for your publication. This is kind of interesting here, Fill Page. Galley View shows you Accurate Line Endings. Let's say you are doing a newspaper and the newspaper has one and a half inch wide columns.

If you don't turn on Fill Page, but you say Accurate Line Endings you are going to get page after page after page of 1-inch wide column per page, which wastes a lot of trees. Well I guess, it's not going to waste trees if you are making a PDF, but it would make it kind of you know unwieldy to navigate through. So you might want to say so Fill Page and then it will try to fit as many columns as it can in a single page. We don't want to include Accurate Line Endings in this example and then in the end you can choose View PDF after Exporting, which is always a good thing to turn on. You have the same kind of security settings that I went through in the previous video of exporting the Layout to PDF, so if you want to get more details about that check out the video but essentially you can assign a password so that somebody needs a password to either open the PDF in the first place or perhaps they can open the entire PDF but they can't print from it, they can't copy text from it, that kind of thing.

So now I am about to click Export, but I am going to one last check of all my settings and aha, notice that I had left Current selected and I actually want to see all of the stories so I will turn on All and then I will click Export. And it opens up in a Reader, which is my default program for PDF files on this computer. Let me choose Fit-in-Window and you can see that every single story was printed without any of the styles on the left, because we don't care about that but we did include Tracked Change markup and notes which is very useful and notice that the Line Spacing is pretty wide. So I can print this out if I want to, to add stuff or I can include comments if I was opening this up in Acrobat and it's quite useful being able to export Galley or Story view to PDF for working with or for just keeping as an archive.

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