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Exporting layouts to PDF

From: Collaborative Workflows with InDesign and InCopy

Video: Exporting layouts to PDF

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.

Exporting layouts to PDF

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.

Show transcript

This video is part of

Expand all | Collapse all
  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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