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Importing Word files into InCopy

From: Up and Running with InCopy CS5

Video: Importing Word files into InCopy

In many workflows, content originates in a word document especially if the author is working remotely or not a direct member of your team. Let's take a look at how we can still use that content by importing it into InCopy. I'm beginning this video with Adobe InCopy open on My Computer, and I'm going to begin by creating a New Document. So, what I'm going to do is I'm going to come up here to my command bar and I'm going to click on the Open Document button. And I'm going to navigate to the Getting to Know and Copy folder in my Project Files folder and I'm going to open the WC and Copy template that I'm going to use as a basis for the document. So, I'll click Open and that'll create a New Document, an untitled document based on my template.

Importing Word files into InCopy

In many workflows, content originates in a word document especially if the author is working remotely or not a direct member of your team. Let's take a look at how we can still use that content by importing it into InCopy. I'm beginning this video with Adobe InCopy open on My Computer, and I'm going to begin by creating a New Document. So, what I'm going to do is I'm going to come up here to my command bar and I'm going to click on the Open Document button. And I'm going to navigate to the Getting to Know and Copy folder in my Project Files folder and I'm going to open the WC and Copy template that I'm going to use as a basis for the document. So, I'll click Open and that'll create a New Document, an untitled document based on my template.

Now, what I'm going to do here is I'm going to go to the layout view, and I'll just zoom in a little bit, so I can see what this document looks like. And to get a Word document into InCopy, you can use the basic copy and paste method, that'll work just fine. But in addition, InCopy provides some additional tools that help you to get that content into your document. So, for instance, I'm going to start by going to the File menu and choosing Place, and if I navigate back to the Getting to Know InCopy folder There's a folder within there called Word Docs. I'm going to click on that, and I'm going to select the Polinators.docx file. Now, this is a really good time to point out that I don't have to have Word to installed on My Computer, in order to be able to do this. InCopy has its own built-in interpreter for importing these documents, which is a really great feature.

So, with pollinators.docx selected, I'm going to click the Open button and you're going to see that InCopy is going to import this content into this document. Now, I'm going to go ahead and click OK, you're going to get this missing font message and that is because the Word document is using a font that I don't have on my system. And that's okay, because I'm really not concerned with the formatting that had been applied to that document. If you click in this Text, you'll notice that up here it's looking for Cambria regular.

Now, this is a good time to point out, if I come over here to my paragraph styles panel, you're going to notice that when you import a Word document. Almost every Word document is always based on what's called the normal style, and essentially this is the default style that's used inside of the word document, and InCopy recognizes that style, which. Can in some cases be useful but generally formatting doesn't need to be retained when importing it in the InCopy.

So, this can become a little bit of a nuisance and it can often rear its ugly head later on in the process. So, what I'm going to do here I'm going to right-click on the normal styles, and then I'll choose Delete Style. Because it's already being used in the document, it wants to know which paragraph style it should replace normal with. So, from the Drop Down menu, I'm going to choose Flower Body, and I'll click Okay. And you are going to see that all of that text is now formatted using my default style.

This is a really, really powerful feature. You can then click inside of this heading here and I am going to reply the flower head away from spine style and you can see now how its formatted in that fashion. You can even apply the Toward Spine feature, and that will automatically align it to the left. So, as you can see, it's really easy for me to deal with this, and then I just have to save the document and I'm ready to go. So, let me show you another method of doing this as well. I'm going to go ahead and close this file, and I'm not going to save it. And I'm going to go to the File menu, and I'm going to choose Open, and we're going to select that InCopy Template once again, and that'll create another untitled document.

We'll switch over to Layout View. I'll zoom in a little bit by using Cmd Plus on Mac or Ctrl Plus on Windows, and let's import that Word document one more time. I'm going to go to the File menu and choose Place, and I'll select Pollinators, but this time, I'd like you to turn on this Show Import Options checkbox. I'm going to click the Open button, and this is going to display the Microsoft Word Import Options dialog box. Now, this can be quite powerful depending on what content was created in the work document.

You'll notice that up here at the top under the includes section its going to include the table of contents text if that was created in word, the index text, footnotes and end notes. Now, if you not really using any of these you can certainly turn them off its not a big deal. This document doesn't have any of this information so it's not really going to do anything. This checkbox is going to ensure that typographers quotes are used in the text. And then down here, this is where a lot of the magic can happen, because by default, the Radio button to preserve styles and formatting from text and tables is turned on, and that's why when we imported it the first time, it automatically used that normal style, because it was trying to retain the formatting from the Word document. Now, in addition, this Radio button, you can see, is importing the styles automatically.

And this can be a, a very powerful tool in the right environment for instance, if you have styles created in Word, and you have styles created in InCopy of the same name, you can tell it how to deal with that situation. But I want to show you this last option which is customized style import. If I click on Style Mapping I can tell that no more style in word to map to the Flower Body style in InDesign and that will automatically deal with the issue that we reign into the first time we imported this file.

So that's quite a powerful feature. Now, I'm going to go ahead and click Cancel for now and I also want to show you this option up here at the top which is Remove Styles and Formatting from Text and Tables, and what this does is basically strips out the styles and formatting. That have been applied to that Word document. In addition, we can also allow it to preserve any local overrides and this is often useful for trying to preserve bold and italic that's been applied but doesn't always work. And that's why usually I will choose the preserved styles to start and that way I can format it and make sure that I retain the italic. But I'm just going to choose this option to show that when I click Okay, it's going to bring in that content, using the default style, inside of InCopy. If I go the Paragraphs Styles panel, you can see that basic paragraph is applied It's as easy as doing a Cmd Plus A on Mac or Ctrl Plus A on Windows to select all of this, and choosing Flower Body, and that will then in turn format my content as well.

One little tip when you're importing these documents. I'm going to go ahead and Select All using Cmd Plus A on Mac, Ctrl Plus A on Windows and just press Delete. Let's do a file place one more time and I want you to take a look down here and the point I want to make here is that this showing import options checkbox is on all the time after you enable it. So it basically becomes sticky, meaning that once we turn it on it stays on until we turn it off again. So, one thing that I like to do is I will turn this off, and if I click on Pollinators I can hold down the Shift key when I click the Open button. And what that'll do is it will temporarily activate this option, but it won't make that Show Import Options chec box sticky, It won't remain on from here on forward.

I should also point out that this import option works not only in Word documents but also in text documents as well and RTF files. So it's very flexible, very scalable, and you can see, just because an article may originate in Word, or as a text file, you can still easily incorporate it into your workflow by importing that content into Adobe InCopy quickly and easily.

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Up and Running with InCopy CS5

31 video lessons · 1668 viewers

Chad Chelius
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