Collaborative Workflows with InDesign and InCopy
Illustration by John Hersey

Inserting special characters


Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

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Video: Inserting special characters

Often, as you're writing or editing a story in InCopy, you'll need to add a special character, like an em dash or a Euro currency character, or a copyright symbol, but you don't know how to do this because it's not on the keyboard. Well, InCopy has a number of useful menus and panels that will help you with these kind of tasks. For example, I'm going to zoom into the story I've checked out, with Command+Plus or Ctrl+Plus, and take a look at what's happening here on either side of the Pinto.
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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

Inserting special characters

Often, as you're writing or editing a story in InCopy, you'll need to add a special character, like an em dash or a Euro currency character, or a copyright symbol, but you don't know how to do this because it's not on the keyboard. Well, InCopy has a number of useful menus and panels that will help you with these kind of tasks. For example, I'm going to zoom into the story I've checked out, with Command+Plus or Ctrl+Plus, and take a look at what's happening here on either side of the Pinto.

We have a dash, but it's not really a hyphen. If I click here and I type a hyphen, that's what a hyphen looks like. And that it's surrounded by - what are these weird little glyphs, like this little V with a dot? Well these are standing in for special characters. And the only reason I'm seeing them, first of all, is because I have hidden characters showing. I've turned on the Paragraph symbol. And notice that a regular space is just a dot, but these are standing for a different kind of space. If I deleted that and then press the Space, it's much larger than what that is.

Well this is actually called a thin space. And the way that the designer or previous editor added a thin space was they clicked in between these two characters, and then they went to the Type menu, down to Insert White Space, and then they entered an actual thin space, or they memorized this monstrous keyboard shortcut. So notice that InCopy and InDesign, they share the same typesetting engine. And really, InDesign's claim to fame is superior typography. It gives you an unprecedented amount of control over words and spaces and characters.

And just one example of this is, look at all the different kinds of white space. When the Spacebar doesn't satisfy, you have your choice of all different kinds of spaces, from a bit of space called a Hair Space to a Sixth of a Space to a Thin Space, and so on. You also have the equivalent of an em or an en called an Em Space and an En Space and then a space that won't break. So like if you're trying to put in two words, like Northwestern University, and you didn't want that ever to break on two lines, you could say Northwestern, then enter a nonbreaking space instead of a regular space and then the word "University." These are called the Insert White Space special characters.

Then you have the actual Insert Special Characters. So just to take a quick look, if you need a bullet or a copyright symbol, you can just say Insert > Symbol and then choose one of these that you need. Markers really mainly apply to InDesign users. This is the exact same code that they've picked up and lifted from InDesign. They didn't want to actually delete this, so it's still in here. But this would actually put in, automatically, what is the next page number. It looks at where the threaded frame is going. Something that's of more use to writers and editors are these hyphens and dashes. So to add an em dash or an en dash, which is what you see on either side of the Pinto, that's an en dash, these are the characters that you would type from the keyboard, or you can just choose it from the menu.

A discretionary hyphen is when you want to enter a hyphen to break a word at the end of the line, but if you edit the text that the word is in the middle of a line, the hyphen disappears. And a nonbreaking hyphen just as it says - a nonbreaking hyphen will not break at the end of a line. So if you're writing the word "Anne-Marie" that has a hyphen in the middle of it and I say, "Never break my name on two lines!" then you'd enter en and then enter a nonbreaking hyphen and then the word "Marie." Quotation marks are curly by default, you know, open and closed, but if you're trying to put in fake inch marks, or foot marks, you might want to say straight quotes if you wanted to.

And then there are some other special characters. Now, you might think, why would I ever need to enter a Tab key from this menu, but that's mainly if you're working in a table, for example, where the tab key brings you to the next cell, and you actually want to enter a tab within the cell, you can use it from here. Then there are some other special characters that are really beyond the scope of this video. But one thing that I want to mention to you that I have included in the exercise files is a little cheat sheet of what all of these special characters mean. Because you're going to end up opening up files from your InDesign user and seeing all sorts of interesting squigglies and non-printing things, and wonder, what is that thing? I've opened it up for you already in Reader.

This is something that I created for a blog that I co-host called, and it is The InDesignSecrets Guide to Special Characters in Adobe InDesign, and this also applies to InCopy as well. So here is a zoomed in view of all the different kind of non-printing characters that you're going to see based on a kind of white space, and then you'll see it's 5 pages long. So these are the different kind of hyphens and line breaks, and so on. So you can download this and print it out and refer to it. That will help you decipher what's happening in InCopy.

By the way, now you don't really have to keep going up to the type menu to insert those special characters; you can just as easily right-click in the text, and as long as you've checked out the story, you can go ahead and insert the special character right here. So if I want to insert a copyright symbol, it's the easiest way to do it that way. There is one other place I want to mention to you where you can grab some special characters, and that is the Glyphs panel. It's kind of like a character map. And the glyphs panel is available in two places: one from the Window menu down here in the Type & Tables flyout > Glyphs, but also up here in the Type menu.

These first few entries here are actually shortcuts to type-related panels. So the type-related panels can be accessed in two different places. Here we have glyphs. And the Glyphs panel shows you every single kind of character - a glyph is the technical name for a character - in the active typeface. So you can see right now we're using Chaparral Pro, and that is what all the glyphs are showing us. And if I select a glyph, it becomes highlighted in the glyphs panel. I can say, you know what, I want to grab a different kind of glyph from this typeface.

And depending on the type of typeface it is, you might see it completely organized in this manner. So, for example, I want to say let me see the Currency. Ah yeah, here is the Euro symbol that I want to enter. And then to enter a glyph from the Glyphs panel, you just double-click it, and it enters right in the text. The recently used glyphs appear in a line here, and it remembers, I believe, 20 of them. So if you want to enter the same glyph elsewhere, and you're showing like the entire font, and you don't know where that Euro symbol is, so let's say I want to add another Euro symbol right here, I could just double-click this one.

There is all sorts of fun stuff that you can do with glyphs. You can create sets of glyphs. You can do fine changes in glyphs, but again, those are all beyond the scope of this video. I just want to point out to you that you can use the Glyphs panel to grab glyphs from this typeface or from any other typeface that you have installed. If you want to learn more about using the Glyphs panel and creating glyph sets, things like that, definitely check out any videos having to do with the Glyphs panel in any of the InDesign titles here at

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