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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.
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.
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