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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.
Man does not live by bread alone, and neither does the InCopy user. Sometimes you can't do everything in InCopy. For example, you might be receiving text files from an outside author who doesn't have InCopy. So they have Word, and you need to get that Word text into here, or perhaps in your workflow, you stay in Microsoft Word or some other kind of word processing program for the beginning parts of the workflow, and then as the layout comes together, it is up to the editors to bring that text into the layout. So let's show how you would get text into an InCopy story.
First of all, of course, it has to be an InCopy story that you can check out, and you have to have checked it out, as I've checked it out in this example. So in this scenario, the designer has created a text frame for the sidebar, and they've even placed the images and put a little runaround, and you need to bring in the text. Well, you could write from scratch right in here. I am just going to click inside the story and start typing. Or you might have text somewhere else, like let's say, in a Word document. So I am going to switch to Word and say, here's the story. What you could do, and what I see a lot of people doing, is you could select the text and then copy it and then switch back to InCopy and paste it.
That's okay if you just need to grab a sentence or two. If you're actually going to place the entire file, then you'll have a lot more control if you choose Place, the InCopy equivalent of Import. So let's undo that, and on Windows, you can't place a file that's open; on a Mac, you can. And then here we are, back in InCopy. So to import a text file, such as a Word file, go to the File menu and choose Place. Locate the file that you want to bring in, and that is inside this incoming folder.
Now, InCopy can place just about any kind of file format, and it doesn't have to be text. It can be an image. In the chapter on images, I show how you can import an image into the text flow. But typically, if you're placing text, you are placing a Word document, such as this one, and if you'd like to have a little bit more control over what happens as it brings it in, turn on the check box at the bottom, Show Import Options. When you click Open, you'll see this very large dialog box that is exactly the same as it is in InDesign as it is in InCopy. So if you need any help with understanding this, you can ask your designer colleagues.
But basically, you can ignore the stuff at the top. This stuff down here is what's important, under Formatting. Do you want to bring in this text without any of the Word styles, is what it's asking. If you do, turn on this radio button. Or do you want to retain all the Word style names and all the Word formatting? If so, turn this on. I would say 99 out of 100 times, you want to remove the Word styles, because you're going to be applying styles in InCopy that belong to the publication. So you would remove styles and formatting from text and tables.
Now if you have made certain words italic or bold, and you want to retain that, then you probably want to turn on Preserve Local Overrides, and that will retain it when you bring it in. Right now, I am going to leave that as set and then click OK, and the file is brought in, directly into wherever your cursor was blinking into that text frame. Now the text frame didn't have to be empty; we could've clicked in this one, checked out this story, over here on the left, and then placed the file, and in that case, that file would have been added right where the cursor is. So placing a file doesn't delete what's there, unless you have selected the text.
If I had selected the text and then chose Place, it would replace what was selected. So now this text is in place. It's fully editable, and now I might want to do is apply formatting via styles or something, which I cover in a different video. So whether you are a cut-and-paste kind of gal, or you like to import, InCopy has an answer for you.
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