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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.
In the previous video I showed you how to export stories from InDesign to InCopy format, and most likely the stories that you started with, the ones you've exported, you placed there from supplied Word files, right, from incoming Microsoft Word files or may be from copying, pasting from e-mails or something. But I'll tell you that as you and your crew get more comfortable with the workflow, your editors will become inclined to actually write from scratch in InCopy, to use it as the stand-alone word processor instead of Word or to convert the Word documents to InCopy so they can apply some of the styles that are going to be used in the layout or they'll really become enamored of InCopy's GREP Find/Change, or some of those other cool features.
If you want to learn more about how to work with stand-alone InCopy files using InCopy as a word processor, you should check out that chapter tile in this video series. But let's assume that you are going to have some native ICML files that are going to coming your way that you need to place into the layout. What I want to show here is just a couple of special things to be aware of when you're doing so. So here we have a layout that has a missing story and I've just been informed by my editor that they wrote the story in InCopy and I can place it whenever I'm ready. You place an InCopy story just as you place a Word story. Just you don't need to have a textframe prepared. If you want to you can. In this case we are going to put it right here. There is no textframe, so we'll create one on the fly.
So I'll go to File > Place and I navigate to the server to the project folder where that file is located, and here it's in a folder called To Import and there it is, the ICML file. So I select it, and let's turn on Show Import Option, so I can show you that big dialog box. Oh, tricked you. There is no import dialog box. It's kind of weird. You know the engineers didn't bother graying out or dimming the options that didn't apply.
But interestingly you don't have any import options when you place in InCopy file. They always come through with all formatting and all styles. So there you go. So here is the story and as usual, you can see the first few words in my little preview thumbnail, and I'm just going to drag out a rectangle right here and thatt's pretty good, and release it. So I guess the editor didn't apply any styles, but there is the actual text. Do you notice anything special about this frame? Why? Of course you do, because you're eagle eyed, there is an icon up here, it is already linked, so that's the biggest difference between placing a Word file and placing an InCopy file. They are like, InCopy files are hardwired to be linked to InDesign frames.
As soon as you place the file, it's going to be linked. That's important to know, because when you place it, it's remembering where you placed it from. Right, if I look at the Links panel, at the story, the path is not inside the stories folder, right? It's in that To Import folder. There's nothing inherently wrong with that as long as you're careful. Let's hide others here, so we can see what we're doing, as long as you're careful not to delete that folder from the server, all right, or to rename it, because then you're going to end up with a broken link.
So, if you're going to be placing InCopy files into InDesign layout, then you need to come up with a plan to ask your editors to please put them in a special place or you yourself, this is probably what's going to happen in the real world, is that they're going to e- mail you attachments of InCopy files. You need to move them into the stories folder before you place them, or put them into a special subfolder in the stories folder. I like to keep everything together in one folder. But let's say that you went ahead and you actually dragged it over to the stories folder and then deleted this, just to keep things neat.
When we go back to InDesign, it's going to say that the link is missing, just as though you had done the same thing to a Photoshop file. It is just saying the link that story is missing, so all I need to do is relink to it in its current location. So I choose Relink, open up Stories, there is herbaceous, and if I forget the name, there it is right there, and everything is hunky dory. So there you go. just a couple things to keep in mind when you're placing InCopy files. It actually saves you step, so you should try to encourage your editors to do this.
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