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Exporting stories from the layout


Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Exporting stories from the layout

All right, designers. Welcome to Chapter 12. I take it that you've decided to skip past all that stuff about InCopy itself to see what it is that you need to do in InDesign to make your layouts editable to your editorial colleagues and you're at the right place. All right, so we're looking at the full HanselandPetal_Catalog and we are taking the stance that this project is almost done. Most of the text has been placed from Word files or they're pickups from previous catalogs. We do have some places where we don't have any text yet, but we do have the text frames in place and that's perfectly fine as well.
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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

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Watch the Online Video Course 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
InCopy InDesign
Anne-Marie Concepción

Exporting stories from the layout

All right, designers. Welcome to Chapter 12. I take it that you've decided to skip past all that stuff about InCopy itself to see what it is that you need to do in InDesign to make your layouts editable to your editorial colleagues and you're at the right place. All right, so we're looking at the full HanselandPetal_Catalog and we are taking the stance that this project is almost done. Most of the text has been placed from Word files or they're pickups from previous catalogs. We do have some places where we don't have any text yet, but we do have the text frames in place and that's perfectly fine as well.

What we want to do is make this catalog, make all these text frames editable for the InCopy user. So let's review a couple of the principles from an earlier chapter. For example, we have placed the catalog on the server. So here we have our Server folder with the project folder right here and here's the catalog that we have opened in temp file that InDesign creates whenever you open up an InDesign file. So we're working over the network, right, we've opened up Office Server, and now what we want to do is we want to export the stories to InCopy format.

Remember that, if you don't do that and the InCopy User opens up this InDesign file, they'll get an alert that says this is read-only. They will be able to select the copy and copy it to their clipboard and paste it elsewhere, but they won't be able to check out any stories or actually do any editing. So in order for them to do that, you have to do the prep work first. Now it's pretty easy. Before we even get started with that, I'd like to recommend that you create a workspace for yourself that is specifically for working with InCopy. Notice that none of the workspaces that come with InDesign include the Assignments panel.

The Assignments panel in CS5 is inside the Editorial flyout menu, right there. So if you open that, the Assignments panel is the hub of the InDesign InCopy workflow and in fact, I have a video that's devoted specifically to working with the Assignments panel in InDesign. But for now what you need to know is it's a lot easier if you move the Assignments panel to position in the dock. I'd like to keep mine at the top of the dock here and these I don't need opened all the time, so I can close Notes and Track Changes. And now what I'll do is go to the workspace switcher and choose New Workspace and call it something like InCopy.

In that way, the Assignments panel is always available. In fact, let's open it now and I'm going to detach it and make it a little larger, close the stuff behind it, just because we're going to be looking at it so much. Because we're using a layout-based workflow in this example, we're not actually going to create any new assignments, even though this called the Assignments panel. What we're going to do is use it to store and refer to our linked stories. To export a story to InCopy format, you simply click on the story and then go to the Edit menu, down to InCopy, since we're not using Assignments bypass everything that has a word assignment in it, and just go right to Export.

In this case, we're going to export the Selection. In InCopy CS5, when you export the selections to InCopy format, you're not given the choice of which InCopy format to save to. So you can't really back-save to a version that CS3 could open. CS4 can open up the ICML files and CS5 of course can as well. So you don't have to choose which kind of format you want it, you want the file exported to, just accept the ICML, but what you do need to make sure is that the file is going to be exported in the correct location.

As long as it's accessible by everybody involved, in other words as long it's on the server, that should be fine, but to keep things very organized what I usually recommend is that you create a folder at the same level of the InDesign file itself called something like stories, expressly to hold all of these exported InCopy files. I am on the server and there is the file that I have opened. I'm going to create a new folder, call it stories, make sure that it's selected, and then this is going to be saved to it. Now InDesign always defaults to calling it by the name of the layout.

I'm just going to select this and call it just something else. I'll just call it intro, because I've selected an introductory frame. It really doesn't matter what you name these stories, as you'll find out as we go. As soon as you export something to InCopy format, InDesign prompts you to save the InDesign document and if you click OK in this dialog box, it will do it for you. At some point, you're going to get sick of it and choose Don't show again and you'll have to remember to save the InDesign file yourself. All right, so once I've done that, you'll see that story appears in the Assignments panel under Unassigned InCopy Content and the story gets the little adornment, that's what Adobe calls it, adornment, on its frame, indicating that a) it's a part of the workflow, it's editable by InCopy, and b) what its status is.

In this case, the globe and piece of paper means that it's available. Now what is it about the story that the editors can edit? They can edit the contents of the story. They will not be able to change the size of the frame. They won't be able to change it from one column to two columns. They won't be able to move it around on the page. All they'll be able to do is change the contents of this frame. The frames that you don't export they'll be able to see, they'll be able to copy the text from, but they won't be able to edit those frames. So for example if there is a frame on here, like say the Contents frame, that you don't want the editors touching it, then don't export it.

If you have frames that are overset, like this one or you have frames that are empty like on this page, you can go ahead and export those as well. The empty frames would be up to the editor to enter text or to copy and paste or import Word files to. So I'm just going to go ahead and select it. In fact, let's do another method of just Shift+clicking. You can Shift+click multiple frames. I'm going to grab all of these and export that entire selection at once. I'm going to go to Edit > InCopy > Export > Selection, make sure they're going to go onto the same stories folder.

In this case, the name that you're adding here is going to be used as the root for the unique file name that it assigns to each linked InCopy file. So we'll just call this page7. We're going to get the alert. Click OK and you'll see that it named every one of these files with the page7 prefix and then if it's an empty text frame, it just says Text-1. If there's text in it, it grabs the first few words. If we switch back to the Finder to see what's on the server, you can see that all these stories are there as well.

Let's go back to that overset story. Another way to export a story instead of using the Export command from the Edit menu is just to drag and drop the story right onto the Unassigned InCopy Content category. Here I'm doing with one item, but you could do with the multiple selections as well. I'll just call this one welcome. So when you have an overset frame, designers, you don't want to continue the story onto a new page to show the editors what is overset. That sort of defeats the whole purpose.

Just go ahead and export empty frames, fill frames, overset frames, just one frame per story, export it all to InCopy. If you have threaded frames, if you have a story that continues through multiple frames, you just need to select one of those and export to InCopy format. You'll see the little adornment appear on every single one of the frames that are threaded. You might think well, this is going to get pretty tedious, and it could get tedious. You have to think that you only need to do this one time, right, at the beginning of the project, what's it going to take? Like 10 minutes, but still there are faster ways to export things.

Go to the Edit menu and check out InCopy > Export, other items that you have to choose from. For example, you could export layer. This would export everything on the current layer whatever layer is currently active. Or you could export All Stories. That means all the stories in the entire document or all graphics, because you can export a graphic as well, which lets the InCopy user replace that image or twist it around or use some sort of manipulation or transformation to it in InCopy, but it doesn't let them change the frame, just like with text frames. Or everything, All Graphics and Stories.

And by the way, if you have something that is on the master page and that hasn't been overridden, those will not get exported. So don't worry about that. I'm going to go ahead and choose All Stories. Now we've already exported some stories, so you might be thinking oh, no! Is it going to reexport them? No. InDesign is intelligent enough that you can continue choosing Export > All Stories and it will just export the stories that need to be exported and leave the other ones alone. Again, you want to make sure that you are in the right occasion, oops! We want here in the stories and we'll call it, I'll just call it catalog.

Give it a minute, OK, and now you can see that all the frames that belong to the document have the little icons on them and ones in text frames in the master pages like these footers do not. The only way that these would have gone exported would have been if I had overridden them, so that they were editable in the document page then InCopy would have exported them. The one thing I want to caution you about after you export these stories to InCopy format is on the server don't rename these guys.

Don't rename these. Don't move them. Don't rename this folder because it's just like renaming Photoshop or Illustrator files after you've placed them. What's going to happen is that InDesign is going to say that there is a missing link and it's not going to be able to find that story and you'll have to go through the rigmarole in the Links panel of relinking and relocating. Because remember that all these individual ICML files are linked to their text frames just like this image is linked to its image frame. So in general, as long as you understand that linked InCopy stories are quite similar to linked Photoshop or Illustrator files, then it all becomes very clear to you about what needs to be done when you are making stories editable to your InCopy colleagues.

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

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