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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.
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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