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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.
One of the best features about Adobe InCopy is that anything that you can open you can export to PDF. It has the full PDF engine built in just like InDesign does. So you don't need Acrobat to make a nice-looking PDF. Let's say, for example, that you want to create a PDF of the layout. So I have the three-page layout that we have been using a lot during this video title that I want to make a PDF of. Now if you want to see what exactly this is going to look like as a PDF, remember you can go to the View menu, go to Screen mode, and choose Preview and this is what it's going to come out looking like, okay.
So I will go back to Screen mode > Normal. To export to PDF, go to the File menu. Now you don't want to choose Print. YOu are not going to print to PDF and there is no Export to PDF menu itself as there is in InDesign. Instead, you just choose Export and then under Save as type what you want to do is choose Adobe PDF. So we are going to export this to PDF and it will export it directly into our Exercise Folder. So click Save. Now when you click Save here it doesn't really create the PDF. Instead it's going to put up this dialog box.
Now you can export to PDF either Layout View or Story in Galley View, but if you start in Layout View it only shows you Layout, which I think is kind of a pain. So if you want to export Galley or Story to PDF, which I will be talking about in a different video, you need to be in that view first. So you are in Layout View and let's just go through here. There's not really that much to do. Under Compatibility that means which version of Reader can open this and basically these are just different versions of PDF and you can just leave it at the default of Acrobat 5 and then which page do you want to export to PDF.
So we will just say All. Now if you want pages 2 and 3 you know all those are Facing Pages. If you want them to come out as Facing Pages in the PDF you have to remember to turn on Spreads. Otherwise you are going to end up with a 3-page PDF. Each one of those pages is a single page and sometimes that's exactly what you want, because there are things you can do in Reader and in Acrobat to make single page documents appear as Facing Pages. As with every PDF the typefaces, the fonts that that you are going to use, are going to be embedded in the PDF, as long as that's allowed by the typeface manufacturer, which in 95% of cases it is. Al the Adobe ones are fine and it's going to subset the fonts. It's not going to put the entire typeface so that keeps the file size small.
Then under Options, you can include your notes, you know like any embedded notes which I talked about in a different video, as annotations and what that means is a comment. You know how in Acrobat, you can add a little comment that looks a little yellow Post-it note. It will convert any note that you embed into comments, which is very cool, and I really wish InDesign had that ability but it doesn't. So I will usually turn that on if you have notes inside and then Include Page Information just means in the footer of every page it's going to include like a little time and date stamp and the name of the document. Everything else you can basically ignore. I don't know why these are here because all this happens by default now whenever you create PDF documents.
But the one thing you do want to turn on is View PDF after Exporting just to make sure that it came out okay. While we are here, take a look at this button down here, Security Settings. Now you might be passing along a PDF to say a client or something for proofing, this information might be very confidential so perhaps you are going to require a password to open the PDF. Usually this is only available in Acrobat Pro but it's built into InCopy as it is in InDesign. So you can say that a person requires a password to open the document, so you would just type in the password right here and then of course tell the recipient what the Password is so they can open it.
In addition to that or instead of that you can say anybody can open a document but you are going to require a password if you want to do any of these things. You can say that this document can be opened but not printed and/or this document could be opened but not changed. You know because you can do a lot of changing to PDF in Acrobat. It's up to you if you want to add these kind of restrictions to the PDF. In some workflows or particular kinds of publications this is extremely valuable. But for now we are not going to add any security. We are just going to make a normal PDF and then I will click Export.
If you have any overset text or if you have missing fonts you will get a little reminder of that fact whenever you export to PDF and whenever you print. So if you are aware of that and it's okay with you, just click OK. Then it creates the PDF and because we said open it when you are done, it automatically open here in Reader, is what I have is my default PDF program. Let me choose Fit-in-Window. So there is page 1, doesn't it look nice, and we will scroll down to page 2 and 3. Remember we turned on the Spreads check box.
So that's it I could just go ahead and attach this to an e-mail and send it to whoever needs to work on it or mark it up, right from InCopy.
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