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Collaborative Workflows with InDesign and InCopy

Exporting stories to Word, RTF, and Buzzword


From:

Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Exporting stories to Word, RTF, and Buzzword

What are you supposed to do if somebody needs to edit one of these stories and they don't have InCopy? Well, you don't have to go through every single story and select all, copy, and paste into an e-mail or into a Word document. You can easily export stories, directly from InCopy to RTF format, which is Rich Text Format which can be read by Microsoft Word. You can also export stories to Buzzword format. So let's take a look at both of those operations. The first thing you need to do is you need to checkout the story to yourself and then click inside it so that when you export, InCopy knows which story it is that you're talking about.
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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 stories to Word, RTF, and Buzzword

What are you supposed to do if somebody needs to edit one of these stories and they don't have InCopy? Well, you don't have to go through every single story and select all, copy, and paste into an e-mail or into a Word document. You can easily export stories, directly from InCopy to RTF format, which is Rich Text Format which can be read by Microsoft Word. You can also export stories to Buzzword format. So let's take a look at both of those operations. The first thing you need to do is you need to checkout the story to yourself and then click inside it so that when you export, InCopy knows which story it is that you're talking about.

So, let's say that I want to export this little intro.=, Shrubs, Lovely Shrubs. I click inside it, then go to the File menu, choose Export, and then at the bottom of this Export dialog box I choose the format that I want to export it in, and let's take a quick look at what the types are, all right? The very first one is Adobe InDesign Tagged Text, which is a plain text format that includes formatting codes that either InDesign or InCopy understand and can automatically convert to formatting or style sheets.

In the InCopy-InDesign workflow this is really unnecessary. Tagged text is mainly used for things like when you output information from a database you can include the tags that InDesign or InCopy can read. Adobe PDF, I'll be talking about in another video. You can export the page as a graphic, an EPS graphic, and then the other two text formats are Rich Text Format and Text Only. Text Only is exactly what it says, just plain ASCII text, if for some reason you need to do that, you can do that. But Rich Text Format, I think is going to be the most popular choice here.

Now, you might be saying, well, where is Microsoft Word Format? It doesn't export to Microsoft Word Format. It does export to Rich Text Format, which is I said Word can read and can edit and can save easily. Rich Text Format is a regular plain text format with formatting information. So, it's better than plain text. It retains not just the formatting but also any styles that were included. So, we're going to choose Rich Text Format, which is an RTF file, and we'll just call this something like shrubintro.rtf.

I am going to switchover to Microsoft Word, and there it is, along with the actual formatting that we use, the style names and everything. So in Word, your Word-using colleague could change this, call it shrubs for gosh sake, and then when they save it, it's saved as an RTF file. Or if they want to, they could do a Save As with a DOCX file as well. By the way, this does not make the translation from InCopy out to RTF as any Track Changes markup. Track Changes isn't retained when you export to RTF. And now let's look about exporting to Buzzword.

I talked about Buzzword in an earlier movie about how you can place files from Buzzword. Buzzword is the word processing software that's included with the free Acrobat.com account. You can go to Acrobat.com right now on the Internet, sign up for a free account, and you'll be able to access the Buzzword application. It's kind of like Google Docs. It's a collaborative word processing program and you can share documents with each other and add comments, all sorts of cool stuff. And a lot of Acrobat.com is tied into the Creative Suite programs.

The new thing that they've added in CS5 is they've tied in Buzzword with Creative Suite programs. So, you may have noticed that under the File menu we have a couple new commands that have to do with Buzzword. I've already talked about Place from Buzzword but you can also Export for Buzzword. What this will do is it will export this story that your cursor is blinking in to your Buzzword account. So, I've already signed into Buzzword. If you haven't, it will prompt you do so with your username and password, but I just say Export for Buzzword. I want to know what the name of it. I'll call it shrubs version 1.

There is an option here to Show Sharing Options so that you can automatically share this Buzzword document with your colleagues, so they can open it and edit it as well, but it's not working in this iteration. This is like a 1.0 version of this new feature and I'm sure that in upcoming patches they'll fix this. You can always share this document in the Acrobat.com interface. Now I'll just click OK and it uploads this file and it should bring you automatically to this document in Acrobat. com in your default browser, but it's not. So I am going to go ahead and switch to my Acrobat.com account and take a look at All Files. There is shrubs version1 and there it is, there is our text.

So, Buzzword is kind of cool. it's like a regular word processing program that's available over the Internet that you can share with as many people as you'd like. It does track changes automatically. It does automatic saves. You can do tables and all sorts of formatting. It doesn't do styles unfortunately. So, if we place from Buzzword it loses all the style information. It can retain the formatting, but it's all retained this local formatting. But between exporting for Buzzword and exporting to RTF, which can be opened by basically any word processor known to man, you'll be able to share the stories from your InCopy document with just about anybody.

There are currently no FAQs about Collaborative Workflows with InDesign and InCopy.

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