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Importing text

From: Collaborative Workflows with InDesign and InCopy

Video: Importing text

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.

Importing text

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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This video is part of

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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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