Collaborative Workflows with InDesign and InCopy
Illustration by John Hersey

Inserting cross-references


Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now

Video: Inserting cross-references

You can easily create cross- references in the stories that you check out. A cross-reference is bit of text that automatically appears that's pulled from a target bit of text. For example, you can cross-reference a figure number and the page at a time and then if the page number changes because the designer moves the figure or adds pages in between, then the text that references that figure number will automatically update with the correct page number. So, cross-references, if used properly will help streamline your workflow and keep the text most accurate.
Expand all | Collapse all
  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

please wait ...
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

Inserting cross-references

You can easily create cross- references in the stories that you check out. A cross-reference is bit of text that automatically appears that's pulled from a target bit of text. For example, you can cross-reference a figure number and the page at a time and then if the page number changes because the designer moves the figure or adds pages in between, then the text that references that figure number will automatically update with the correct page number. So, cross-references, if used properly will help streamline your workflow and keep the text most accurate.

So let's see how you can add cross- references in this example document. The first rule is that you need to check out the stories, not just where you're going to insert the cross- reference, but also the text of the story that you're going to reference. Let's just check out all the stories in this document by selecting the category Unassigned InCopy Content and clicking the Checkout icon. In this example what we want to do is in the intro here, The story of hansel&petal, where they talk about a certain kind of flower that they have developed, we want to insert a cross-reference.

Now this flower is actually over here. We're going to cross- reference this flower right here, the Tibouchina Semidecandra. I'm not quite sure what that means. As you can see, the person who wrote this intro wasn't quite sure about it either because they got it wrong all right. They left out a syllable and left out a couple letters, and the page number is wrong. Maybe it used to be on page seven, but now that flower is on page three. First of all, the cross-reference actually inserts the actual text. So it's unlike a hyperlink and that you have to enter the text and then add a hyperlink to it. Instead you delete the existing text and the cross-reference will be inserted instead, all right.

So, you delete that text and you make a little space here, and now to insert a cross-reference you can do so in one of two places just like you could with hyperlinks if you wanted video. There is a panel, and then there is a menu. Either place works exactly the same. Now the panel is a little sneaky. The panel is actually part of the Advanced workspace, but do you see anything that says cross-references down here? No, of course not. You have to actually open up the Hyperlinks panel. Currently panel real estate is at a premium in Adobe land, and they had to combine these two together.

I don't know why it doesn't have its own stand-alone panel. They have some sort of excuse like well they're really quite related and hyperlinks are different kind of cross-reference or vice-versa, whatever. Anyway, this is where Cross-References is. It does have its own entry here in the Window menu. If you can't find it, if you forget that it's part of Hyperlinks, two weeks from now when you're actually trying to insert a cross-reference, just go down to Type & Tables where all the type related panels live and Cross-Reference is a type related panel and choose Cross-Reference, and you'll see that it opens up the same thing. The menu command is under the Type menu where again they share the same flyout menu.

I don't know why. So, there it is Insert Cross-Reference, okay. Let's zoom in here a little bit so we can see better, and I'm going to drag it over to the left because we're going to be able to preview this as we add it. If you use the panel, the button that you want to choose is down here, the little crossed arrows that means New Cross-Reference. There is also in the flyout menu you can choose Insert Cross-Reference. It's the same thing. All right, so when you insert a cross-reference, it links to either a paragraph or a text anchor. We're going to be talking about paragraphs here. Text anchors are a special kind of hyperlink that usually the designer adds, but most typically you're linking to actual text.

Now the thing is you have to find out where is the target text. The target text is going to be in this current document. If you need to cross-reference text in another document, like let's say you're working on a book, and then each chapter is a separate document that you've opened in InCopy. You could reference text in another document, but you do have to have that other document open in InCopy, and you do have to have the story checked out, because when you insert a cross-reference to something else, it changes not only the text where you insert the actual cross- reference but also a special symbol is added to the story that you're referencing.

So you need to have edit privileges for that story. That's why you need to check out both of them at the same time. In this case we're just going to do a cross-reference in the same single document. Now, it helps greatly if you happen to know the paragraph style of the target document, because that's how InCopy will organize all these. Like, if I click body, it's going to list every single paragraph that is styled with the paragraph style called body. Now, it just shows you the first few words, but you can see by default it automatically added the entire paragraph where our cursor was.

So, what is the paragraph style that has the name of that flower? Well, that is called flower name. So this might be something you want to check first. So here are our lists of all of the paragraphs that have been styled with flower name and ours is right down here. Now, there is the correct spelling. You can see it happening on the left. This is a default style. This is one of the default cross- reference formats that comes with InDesign and InCopy called Full Paragraph & Page Number. What that means is it inserts the entire paragraph that you've selected here and the page number, as you can see what's happening here.

Now, there are other cross- reference formats that you can choose. You can say just the Paragraph Text, not a Page Number, or just the Page Number; if you wanted to put something else in there in your own words, but they have the Page Number automatically stay up-to-date. You can also create custom cross-reference formats. Now, not you, but the person with InDesign can. They would open up this dialog box and click this little pencil icon, and they can create their own custom formats. You as the InCopy user can only choose them. It's funny because the editors I believe have a better idea of what the format should be.

Should it be the entire paragraph? Should it be certain characters? Should it include the page number? Should there be quotes? All those things can be edited in a custom cross-reference format. So, you'll need to sit down with the designers and help them workout what is the best format to use. In this case the editor already did that, and they came up with their own cross-reference format called HP for Hansel & Petal catalog flower. It applies a character style, and it has the flower name, and it puts the page number in parenthesis. And so that is now a cross-reference. Now, you can also choose a different appearance.

This is similar to the hyperlinks and if you watch that video, and that you can automatically put a rectangle around it which is would be pretty ugly, but this is to make it clear to people who are say, looking at a PDF that they can click this cross-reference, and it would jump to that page, with cross-references do work as hyperlinks when you export these to PDF. But I am going to leave it as Invisible Rectangle because the designer's already chose a different color, so that should make it pretty obvious. And then I will click OK. All right, let's add a little space here after the the. Now let's test it. We'll go to this flower, and we'll change the name to Tibouchina, and we'll call it Semilalala, and then we go back over here, and it's not updated. Why not? Because you need to update it from the Cross-References panel.

It would be nice if it automatically updated, but it doesn't; instead, you need to keep this open or, when you go to print or export to PDF; you'll get a little alert saying that some cross-references are out of date, kind of like an out of date story. So, all you need to do is select the cross-reference and click the same sort of icon as you use for update content, two arrows pointing at each other. There you go, and so now it's completely up-to-date. So, whenever you're working on a document, if you find that you need to reference other bits of text in that document, the best thing to do is to use the cross-references feature.

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

Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.

Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.

Mark all as unwatched Cancel


You have completed Collaborative Workflows with InDesign and InCopy.

Return to your organization's learning portal to continue training, or close this page.

Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Thanks for signing up.

We’ll send you a confirmation email shortly.

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.