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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.
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.
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