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Opening linked InCopy stories directly

From: Collaborative Workflows with InDesign and InCopy

Video: Opening linked InCopy stories directly

Another way that you can use InCopy in standalone mode is to open up a workflow story directly. In other words to break all the rules that I've been telling you and instead of using InCopy's open a file to open up the INDD file or to open up an assignment file, you go directly to the stories folder or to the content folder if you using an assignments workflow and open up these ICML stories directly. So let's see what happens. I'm going to open up the actual INDD files, so we are doing it correctly and we will look at the formatting for one of the stories.

Opening linked InCopy stories directly

Another way that you can use InCopy in standalone mode is to open up a workflow story directly. In other words to break all the rules that I've been telling you and instead of using InCopy's open a file to open up the INDD file or to open up an assignment file, you go directly to the stories folder or to the content folder if you using an assignments workflow and open up these ICML stories directly. So let's see what happens. I'm going to open up the actual INDD files, so we are doing it correctly and we will look at the formatting for one of the stories.

Like let's say this one, the big story, the main story. It starts out bold and then it flows over here and then it goes over here and it's talking about different pictures and things like that. All right, if press Ctrl or Command+A you can see it's one threaded story going throughout, and the story is called main story. So now I'm going to close this, and instead of opening up the layout, I am going to go right into the stories folder and open up main story.

There is no clue that you're doing things a little weird, so I want you to be aware of this and maybe you can use it to your advantage. When you open up a workflow story directly, you see the actual content in that story. It's kind of like opening up a placed Photoshop image directly in Photoshop rather than trying to edit it through InDesign. So we are seeing the actual story and this is actually what gets edited when you check out this story from the layout or from the assignment. But let me zoom in here a bit. What happens is that the editor will often say, "Where's the rest of the document?" And I've gotten calls from new users saying, "I thought the whole point that we moved to InCopy so we could see the entire layout and I opened up the file and InCopy and it's not working." So I will always say, "Look in the tab that has the name of the file. What is the extension? Is it INDD or ICML for an assignment?" And they will say, "No, it's this one, ICML." So that's what happened, is that they have opened this up directly. Now if somebody has the layout or assignment open that has a link to this story, it will be checked out by this user.

So there is no danger of two more people working on the same story. Notice I see a little pencil icon because it automatically checks it out to me as soon as I open it, and I can use any of the three views to edit the story. So in some cases, this might be something you want to do. If you have an editor that just has a really bad network connection that day and they really need to get in and edit a story that you have placed, have them open the actual InCopy file. It opens a lot faster over the network than the entire layout or even an assignment and they can go ahead and edit it to their heart's content.

Now what they can't see is copyfit progress info, because InCopy is not aware of how much space this thing has. So you are not going to see any copyfit progress info and it's highly likely that the margins being used here does not equal the text area of the column in InDesign. So they are not really going to be able to proof line breaks. But they will be able to actually edit the story and apply style. So oftentimes, opening up an InCopy story directly is a savvy move, but in case you did it by mistake now you know what happened and what you should do, close this document and open up the actual INDD or assignment file.

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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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