Start learning with our library of video tutorials taught by experts. Get started

Collaborative Workflows with InDesign and InCopy

Navigating stories and views


From:

Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Navigating stories and views

I want to talk about ways that you can navigate around your document in each of the three views in InCopy, because the program has such a different interface and different ways to do things than other programs that you might be more used to, such as Microsoft Word, that just a few minutes and knowing all the tricks of the trade, I think, will help you become much more comfortable working in the program. So right now, I am in a Layout view. I have the Layout tab selected, and I'm looking at a three-page document. Now, of course, I can just scroll through the document to see all three pages, but if I want to jump to a different page, I could use the little pop-up menu at the bottom to jump from page to page.
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
      16s

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
Please wait...
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
Subject:
Design
Software:
InCopy InDesign
Author:
Anne-Marie Concepción

Navigating stories and views

I want to talk about ways that you can navigate around your document in each of the three views in InCopy, because the program has such a different interface and different ways to do things than other programs that you might be more used to, such as Microsoft Word, that just a few minutes and knowing all the tricks of the trade, I think, will help you become much more comfortable working in the program. So right now, I am in a Layout view. I have the Layout tab selected, and I'm looking at a three-page document. Now, of course, I can just scroll through the document to see all three pages, but if I want to jump to a different page, I could use the little pop-up menu at the bottom to jump from page to page.

So if I want to quickly get the page 2 or page 3, it's right here. Now obviously, it's not that necessary when I'm working with a three-page document, but you'll often be working with documents that are 20, 50, 64, 300 pages, and this will come in very handy. You could also go to the master pages of a document, which is something that you probably don't want to do. So if you ever accidentally select it, and you end up with looking at something like this like, hm, I wonder what happened, you are sort of looking at some behind the scenes information. This is an area that the designers will use to create items that should appear the same on every single page of the document.

All you need to do is go to the pop-up menu for your pages, and then go back to the page number that you want to go to. When you're working on a page, the View menu commands will help you great deal. All those commands are up here in the View menu, towards the top. For example, zooming in and zooming out, which is Ctrl+Num Lock+Plus or Ctrl+Num Lock+minus. I just use the plus or minus to the left of the Delete or the Backspace key, no that minus is a Hyphen there, or I'll work on the keypad as well, and if you're on a Mac using InCopy, then you would use the Command key instead of Ctrl key.

So, what's interesting is that that Zoom In and Zoom Out command is intelligent. It will keep your cursor position centered on the screen. So right now if I click in the word "Lovely" and I start pressing Command or Ctrl+Plus a few times, then it keeps my cursor position centered on the screen. Now to get back to Fit in Window, I can come up here and choose Fit Page in Window, or just press Ctrl+0, and I think this Ctrl+0 or Command+0 on a Mac is probably one of the first keyboard shortcuts you should learn because you are going to be using it all the time if you work in Layout view.

It doesn't work in Galley and Story View, which we'll get to in a minute. So I'll press Ctrl+0, since I'm on PC right now, and that fits the page in the window. If I'm working on a spread, and I've zoomed in. I'm clicking inside Herbaceous Perennials, and I'll press Ctrl+Plus or Command+Plus a few times, and I press Ctrl+0 to fit page in window, it'll center that page in the window. If I want the entire spread centered in the window, all I need to do is add the Alt key to that combination, or on a Mac, the Option key. So on a Mac Command+Option, on a PC Ctrl+Alt, and then with the 0 key, will automatically fit the spread in the window.

Just a little permutation. It's also available up here, Fit Spread in Window. Well it's kind of cool, I think, that you can click, for example, lower-right on the page and then press Command or Ctrl+Plus a few times, and it zooms in and then just press Command or Ctrl+0 and you zoomed down again. It'll become intuitive for you. Now, if you click and you zoom in very closely and you want to go to another part of the page at the same zoom level, you can, of course, use the scrollbars, but it's a lot easier to use this tool, the Hand tool.

If you use the Hand tool, it scrubs the view within the window, so you just drag with it. You see how it turns in, it's like a little fist. Now, a caution: if you pause and hold for a second before you start dragging with the Hand tool, what you're going to get is this zoom box, which is a feature, not a bug. While you have the zoom box showing, you can use the up and down arrow keys to increase or decrease the size of the box, and wherever the box lands, that is going to be zoom to fit the window. So say that I want to fit this entire frame in the window, then I release the keys.

So there's no way to turn that off, unfortunately. It actually sort of drives me crazy. Instead, what I do is I usually stay with the Type tool. I don't like switch tools. And let's say that I zoomed in here because I've press Command or Ctrl+Plus a few times, and now I want to go to a different part of the page at the same zoom percentage. I just hold on the Alt key or the Option key on a Mac, and when you Alt+drag or Option+drag with Type tool, then you get a temporary Hand tool. And though it can turn into the power zoom feature with the red box, it normally doesn't because as soon as you start dragging, that turns off that option.

Notice in the toolbar that you also have Zoom tool. You don't really need it that often because you can always zoom in or zoom out from the keyboard. But if you do want to switch to the tool, you can. Notice it has a Plus symbol, and that means if you click, it's going to zoom in, and it zooms in wherever it is that you click. If you hold down the Alt key, then it turns into a Zoom Out tool, or the Option key on a Mac. The only use I've found for that tool is let's say that I'm looking at something to fit in a window, so I'm pressing Command or Ctrl+0, and I want to zoom in on this group right here, I can use a Zoom tool to drag a selection marquee around it, and that will fit whatever is inside my selection to the window.

It will zoom it in. I am going to switch back to Type tool and press Command or Ctrl+0. Now when you switch to Galley or Story view, you're going to find yourself wanting to zoom in and zoom out often, but notice that the tools are disabled, and the commands under View are also screened back. They are dimmed. You can't zoom in or zoom out when you're in this view. Even the View scale percentage is inaccessible to you, and this sort of stumps Word users, because this is when they would normally switch the view to zoom in; instead, what you do in InCopy is you change the Galley Story Appearance, and that's that toolbar at the lower-left.

Galley Story Appearance is pretty literal. It changes the appearance of what Galley or Story view is. It does not affect the formatting and layout at all. So you can go crazy here. Like, for example, one thing that I always recommend is that you change the typeface. I believe this typeface is not the best one. It's the default one. This typeface, it's really difficult to tell like a one from a lowercase l, for example. So right now, it is the Letter Gothic Standard, one of the free OpenType fonts that gets installed automatically with InCopy. I usually recommend something like, well, I like Minion Pro, the free OpenType font that gets installed as well, this one right here, which happens to be the default typeface for InDesign and InCopy. Or maybe you feel more comfortable in using Times New Roman or Helvetica; it's really up to you. If you choose a font though, that doesn't have a Roman, a Bold, Italic, and a Bold Italic, you get a little warning that tells you about that.

So you could choose any font. You can even choose a Dingbat font if you wanted to. But instead, I would recommend you choose just a standard font that has at least the main four styles available to it. So I'm going to choose Minion, and one of the reasons that they want you to choose a typeface that has these for standard variations is because while Galley and Story doesn't show you true formatting, like it won't show you indents or sizes or space above and space below paragraphs, it will show you when something is bold, or italic or bold-italic, as long as your typeface can do so.

So you can sort of see that Container Plants is bold, and the rest of the text is not, which, any visual cue is highly desired in Galley and Story. Now, while you are here, you also might want to change the type size, to make it easier for you to read, and you can also change the spacing, though I haven't quite found why you'd ever want to do that. It's not like you need to write on the screen in between these different lines, but you could, if you wanted to. Now the changes that you make to Galley and Story Appearance apply to both Galley and Story. You can't have one different than the other. And again, they do not affect what's happening in the layout at all.

So the layout still remains whatever typeface it was at, which in this case was Chaparral Pro. So changing to Minion just changes the appearance. That's why it's called the Appearance. And it's also what's called a Sticky Setting, meaning that it's going to stay that settings. It's going to stay at Minion Pro 18 point in this case for every InCopy document I open from now on, until I change it. So it's kind of like an application preference that sticks on the fly. Now just because this is what it looks like in Galley and Story, just because that's its appearance, doesn't mean that this is how it's going to print.

If you want to print or your export from these two views, which I'll be talking about in a different video, you can override what is the typeface and what is the size, just for the printout. So I think that Adobe put a lot of thought into what editors might want to see in Galley and Story, as opposed to Layout, and knowing about all the different options that are available to you will make your life a lot easier working in the program.

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

Share a link to this course
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.
Upgrade now


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.

Upgrade now

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

Congratulations

You have completed Collaborative Workflows with InDesign and InCopy.

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


OK
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?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

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 lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Welcome to the redesigned course page.

We’ve moved some things around, and now you can



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.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com 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 lynda.com.

Sign up and receive emails about lynda.com and our online training library:

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

   
submit Lightbox submit clicked