Placing Buzzword files in InCopy
Video: Placing Buzzword files in InCopySometimes you are not responsible yourself for writing the copy; you are supposed to be importing it from the files that other people give you. So let's see how that will work with this cool new service that Adobe offers for free called acrobat.com, specifically the word processing software that's included with it called Buzzword. I'm looking at our Joshua Tree article and you can see the main story has not been imported yet. We do have the frames that the designer created for us and all the frames are threaded together, but somebody else has written a story.
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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.
- 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
Placing Buzzword files in InCopy
Sometimes you are not responsible yourself for writing the copy; you are supposed to be importing it from the files that other people give you. So let's see how that will work with this cool new service that Adobe offers for free called acrobat.com, specifically the word processing software that's included with it called Buzzword. I'm looking at our Joshua Tree article and you can see the main story has not been imported yet. We do have the frames that the designer created for us and all the frames are threaded together, but somebody else has written a story.
Now of course, they could have written in Microsoft Word and then we just go to File > Place, and place the Word file, but in this scenario, we might have a couple authors who are collaborating on this and they decided to use acrobat.com's Buzzword program to do the collaboration. Let's take a look at the Buzzword interface. I'm switching over to my browser, Firefox, where I've already logged in to acrobat.com. You can make a free account in acrobat .com. Just all you need is an e-mail address and a password and acrobat.com is actually a collection of different services that's offered through the cloud, as they call it. You know that's offered by Adobe on Adobe servers, and you can convert documents to PDF and you can hold online meetings with web sharing.
Some of these things are also tied into the programs themselves, such as Share My Screen, which I talked about in InDesign InCopy Workflows CS4 and I have another video on it at this time as well. What they added in CS5 is they've also brought in the Buzzword functionality into InCopy and InDesign. So Buzzword is a word processing program as I said and what we're looking at here is sort of like my Explorer or my Finder for all my Buzzword documents. I've applied tags to a whole bunch of documents and as you can see, I'm sort of, I'm actually using it in the real world for real documents and these are the actual individual documents. So the idea here is let's say that we have a whole bunch of writers in the field who are submitting articles via Buzzword.
So somebody wrote a story about Muir Woods and somebody wrote a story about Joshua Tree. Let's click on it to see what it looks like in Buzzword. Up here is the interface for choosing and applying different kinds of formatting to your Buzzword document, which we're not going to cover in this video. Here is the actual text. At the bottom is a list of all the people who are working on this document, who are collaborating on the document. It's actually a pretty cool program. I mean it does automatic saves and here is a History panel showing you who changed what and when. You can add comments. It's really cool.
Anyway, so this is your buzzword document and what we want to do is we're going to place the buzzword document into our checked out story. So I'm going to close this and we're back in InCopy, so I'm going to go to File and instead of choosing the regular Place command, I'm going to choose Place in Buzzword. Now the first time that you do this, it's going to ask you to login with your acrobat.com username and password. The same thing as if you chose Share My Screen. The very first thing it's going to do is ask you login.
Now you can go ahead and login from there, but I want to also show you that there's another panel that's new in InCopy called CS Live. If you go to Extensions, Access CS Live, you can actually go ahead and login this way or gets you a Place from Buzzword or Share My Screen from here. I'm going to close this up and we'll just go right back to File > Place from Buzzword. Now, I've checked out the story as you can see with the pencil icon and my cursor is blinking inside the frame, and that's kind of important, because when you place from Buzzword, you have the opportunity to replace wherever it says Replace selection, which means place this story, flow this story, wherever your cursor is blinking.
So you want to make sure to put your cursor in the correct frame first before you bring in the Buzzword story. File > Place from Buzzword. So I've already logged in, so it immediately goes to my account and it lists all of the different Buzzword documents that I've saved. I don't know how it decides in what order it is. It's obviously not in date order or alphabetical order. It's a version 1.0 of this feature, let's put it that way. But at least the Joshua Tree feature is right upfront, so I'm going to select that and I've turned on Show Import Options, and you always want to make sure that Replace Selected Item is enabled. I found that if it's not enabled and you just get a loaded cursor, InCopy doesn't know what to do with it.
It won't let you click inside of a text frame. So make sure that it's turned on. The import option is up to you, if you want to turn it on or off. They are similar to the Microsoft Word options, here you'll see. I'll click OK. It downloads the file and then we get Buzzword Import Options and asking, do we want to preserve the styles and formatting or remove them? Now there are no styles in Buzzword. You can't make paragraph or character styles, but there is formatting, so you could choose whether or not you're going to retain the formatting. Here I'm going to say remove the styles and formatting, but Preserve Local Overrides, and then I'll just click OK, and it immediately pours it into the story.
Let's zoom in a bit with Command+Plus or Ctrl +Plus, so there is a beginning part that I added. That obviously we don't want this to be there, because that's not part of the story, so I'll delete that. And then you can go ahead and apply your own paragraph styles. Now it's remembering I guess with the last story that wasn't here was sidebar indent, so I'm going to Select All and make it all body, which is the most common format, and then I'll select the very first one and say I want this one to be intro. You can continue applying formatting to entire article, just as though you had placed the story from a Microsoft Word document.
There is one more thing here. Subhead, that's the one I wanted to. It's just another way to work. I mean, a lot of people are moving all of their computer work to the Internet. People are using photo editing programs, word processing programs, spreadsheet programs on the Internet, and then they are downloading it to their local computer. That's called software as a service and Adobe is part of that trend, so you'll see more and more of this happening. And it's also kind of cool that it's a free service that you can get yourself or other writers to collaborate on the document and then be able to bring that into your InDesign or InCopy documents as you need them.
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