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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.
When you print from Adobe InCopy you have the choice of either printing the Layout View or Galley Story View, just like when you export to PDF. So we will start out in Layout view. If you want to see what you are going to get when you actually print, remember you can just go to the View menu, go to Screen mode, and choose Preview. That's what it's going to look like when you print. I am going to go back to Screen mode > Normal and we will just go to File > Print. And so if you have watch the videos on exporting to PDF this is going to look very familiar to you. Just a couple things I want to talk about that are special with printing.
First of all, we are printing from Layout View and notice because we started in Layout View that's the only view available to us. If we start out in Galley & Story View, which I will jump to in a second, then you can always choose between Layout and Galley & Story, which I believe is a bug. How many copies do you want to print, what is the page size that's loaded in the printer and what is the orientation that you want to print these pages at? The range of the numbers of pages that you want to print or All and then this is actually kind of useful right here under Scale. I normally will always turn on Scale To Fit because sometimes you don't really know what the size of these pages are. You might assume that they are 8.5x11.
But designers often will create publications in all sorts of weird page sizes. So if you are not sure if it's going to fit on your printer you should turn on Scale To Fit so that InCopy will do that for you. One gotcha is the fact that by default printing the Layout View will not print images. Because I assume that Adobe thinks, oh! What do these editors care? They don't want to look at images. They just want to see what the type looks like. Well I think it's stupid, all right. So turn on Print Images. Now if you have it turned off, it's going to just put placeholder frames where are the images are with a big X in it.
I guess if you don't need images you might keep it turned off, you know because it does print so much faster. But I like to see the images, you know. Now one thing also, is that they have kind of hobbled InCopy. It will not print or export to PDF high res images. It will always step them down to at the most 150 PPI. I am not quite sure why they do that but if in your printouts or your PDFs you see kind of blurry images that is by design, okay. Do you want this printout to be in spreads or do you want to be in single pages? So if you are looking at in spreads and you want to see a printout in a spread turn on Print Spreads.
Of course it's assuming your printer can print in 11 x 17 or however large a spread is or you are okay with a tiny will spread if you have turned on Scale To Fit and you are printing to a letter- size printer. It's up to you and at the bottom you can include Page Information ,which is like the name of the file and a date stamp. You can save these settings, so this is what's chosen for the next time that you choose Print and then from here you can also go to your setup for your particular kind of printer that you are going to print to and this is the dropdown list of printers that are available to you. I am going to click Cancel because I am not actually going to print.
Let's switch to Galley or Story View. It makes no difference which one you switch to and then go to File > Print and now by default it shows you all your choices for printing from Galley & Story. If you change your mind and you say, hey! You know what I want to print Layout. Well that's interesting that now you can switch there. I will go back to Galley & Story. Again, if you watch the video on exporting Galley & Story to PDF, everything I said there applies here to Print, except of course you know which version of PDF, because you are not making a PDF. You are printing. How many copies do you want, what is the page size that's loaded in the printer or what is the Orientation, which stories do you want to print, all right so this is important.
Do you want to print all the stories, just the one where your cursor is blinking, or all the expanded stories? That means all the stories that you can see. So if you had done some prep work and collapsed the Story bars of the stories that you are not interested in printing then you would come here and choose All Expanded ones. It's too bad it doesn't let you expand and collapse while this dialog box is open. That's a great feature request, but I am going to say All and then Options. do you want to Use the Current Galley Settings. This is like a big lie here. It should say do you want to use the Current Settings for this down here, for Galley Story appearance, and also it's saying do you want to print the Galley? But this is not going to print the Galley because look here.
Where it says Print Accurate Line Endings, that is not turned on. So this should actually say Use Vurrent Galley Story Settings and print in story view. In other words, normally you always want to turn on override whatever you are thinking you are going to print, unfortunately don't get to see a preview and then choose the options that you want. For example, in your printout do you need to see the Paragraph Styles in the left. Maybe you do, maybe you don't. If you don't, turn that off. Do you want to include the notes that are inside the story? Choose Visible or the ones that you have collapsed.
If you want to show the notes backgrounds in color you might want to do that so that you can identify if two different people wrote the different notes. Do you want to include the Tracked Changes markup, because remember in Galley & Story. If you have turned on Tracked Changes, you'd see that markup here. You want to include that in the printout? If you say no then it's going to do it just as though you had chosen Hide Changes from the View menu, which is hide the change markup. In other words it looks like all the changes were accepted. But if you do want to see the markup, go ahead and turn that on. For an individual story you can hide changes. So if you want to say All of that no matter if I hid them in some stories choose that. If you want to say just show the Tracked Changes markup in the ones that I made visible, choose that one.
I am going to leave this at All and I usually leave Notes at All as well, and show them in color. Now this was going to print Story View. All right so it is going to show the lines, going all the way to the right and it's going to have a default margin of a half inch all the way around but if you want to actually print Galley View, you want to see column breaks, frame breaks, you want to see accurate line endings, and how many hyphens in a row then you'd want turn On Print Accurate Line Endings, in other words Print Galley View. How many lines should you be printing and to do you want to include the line numbers, do you want to fill the Page, get very narrow columns in Galley View? Should it add more columns to fit on a page or not? And this is a time when you probably do want to add more so that you save some trees all right. So if you have a column it's only inches wide and you don't turn this on, you are going to end up with a heck of lot more paper than necessary.
Then you can override what is in the Galley Story appearance setting. So perhaps, it was set at 18 points to make it easier to read onscreen but when you print it out, 12 points will be perfectly fine and maybe you want to increase or decrease whatever line spacing you had set up. Do you want to include the page information and the story information at the bottom of every page? It depends on your workflow if you really need to have that kind of record of when was this printed and what was the name of the document, you can turn those on or off and then from there you just go to print. Again, if you want to save the settings because this is what you are going to be printing all the time, you can click there.
I really wish that InCopy had a way that you could create print presets, but it doesn't unfortunately. It's great feature request. But in the meantime it's pretty cool that at least we can print all this information, which you really can't from InDesign, which is interesting.
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