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Collaborative Workflows with InDesign and InCopy
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Setting up and using Track Changes


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Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Setting up and using Track Changes

You can't really save versions of stories when you have them checked out in InCopy or InDesign. For example, in this document I'm just going to select all of the workflow content and check them all out at once by clicking on that little check me button at the bottom. If I make a change here and then I decide you know what, I want to say this is version 2 of the shrub story, and I go to the File menu, Save As isn't available. It's only available when you're working with a stand-alone InCopy document. In other words, you are using InCopy as a word processor. We do have whole chapter videos about using it in that way.
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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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Collaborative Workflows with InDesign and InCopy
7h 30m Intermediate Sep 23, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • 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
Subject:
Design
Software:
InCopy InDesign
Author:
Anne-Marie Concepción

Setting up and using Track Changes

You can't really save versions of stories when you have them checked out in InCopy or InDesign. For example, in this document I'm just going to select all of the workflow content and check them all out at once by clicking on that little check me button at the bottom. If I make a change here and then I decide you know what, I want to say this is version 2 of the shrub story, and I go to the File menu, Save As isn't available. It's only available when you're working with a stand-alone InCopy document. In other words, you are using InCopy as a word processor. We do have whole chapter videos about using it in that way.

So, the only thing you can really do if you want to be able to have a history of your changes and be able to revert back to a previous state of this story is to turn on Track Changes. Track Changes is supported in both InDesign and InCopy CS5 and it is very similar to the Track Changes feature found in Microsoft Word if you're familiar with that. Now, the Track Change is not turned on by default and you can't make it an application default. People ask me that sometimes, we want all of our stories to have Track Changes turned on all the time. How do we do that? Well, you really can't do that and actually in many cases you don't want to do that, because what if you have an empty story that you type from scratch into or that you copy and paste into.

The whole thing would be one big addition. However, what you can do is you can turn on Track Changes for all the stories in the active document at once. You don't have to go story by story. So you do that from the Changes menu at the top of the InCopy menu bar here. You can Track Changes in the Current Story, that would turn it on for this one story, or you can choose Enable Tracking in All Stories. Now, you can only turn on Track Changes in stories that you've checked out. So you'll see this one is enabled if you have at least two stories or more checked out. So, I am going to go ahead and just say Track Changes in Current Story and it's tracking them in the story where my cursor is blinking.

Let's zoom in a bit with Command +Plus or Ctrl+Plus and make a change. So let's see. I'll say a shrub or bush is distinct from a tree. Now, you were not seeing any kind of track change or markup here in Layout view, but you do see the track change markup in Story and Galley view. So added text appears with your user color highlighted behind it, and remember my user color is this rose color. If I delete text, like let's say if I change the word distinct to different and I select this and I press the Delete or Backspace key, then again it's highlighted in my user color and a slash appears through it.

And I am going to type different instead. The last kind of markup that you might see is for move text. Drag the word "shorter" elsewhere in this sentence. So I'm just using the drag and drop that I've mentioned in previous video to move this word over. Then moved text appears with a box around it. Because I removed it from its previous location, over there it appears as though it were deleted. Now, let's look at this in Layout view. You notice that in Layout view we are not seeing any of the markup, but all of the changes that we made are made as though we accepted the change.

So, this is how would be when it's printed. People ask me, "If I'm working with Track Changes on, is there any danger of this actually making it into the printed version of our publication?" No, there isn't. What you see in Layout view is what you are going to get. Now, let's close this document and we'll go ahead and accept that InCopy wants to check it in and save our changes. Now, I am going to do a little trickery here. We are going to change our username and color temporarily, just so I can show you what it looks like when two or more users are working in the same story. So, I go to File > User and we'll change Joe to Mary and Mary's color to let's say Peach.

You can only change your username and color when you don't have any stories that are checked out in that program. So we are going to go ahead and we are going to open that same exact file again. Now, we are opening it as we were at a different workstation and a different InCopy user. We'll come here and we'll check out the story. This time I am going to check it out just by hitting any key so that I get this little alert. Then I'll press Enter or Return to have InCopy check it out for me. I'll zoom in with Command+Plus or Ctrl+Plus and make a different change, like some medium-size shrubs such as lavender. That's fine.

Now, let's take a look at this in Story or Galley view. Now, you can see I guess I should have chosen a distinctly different color, but I think you can tell that one user's color appears in the same story as another user's color. So, if you have multiple editors who are working on the same story, the first person who turns on Track Changes, it stays turned on for that story even after they check it in. So, did you see that Mary didn't needs to turn on TrackChanges? It's always on and if the InDesign user had checked out the story in InDesign and they started to making changes then you would see their changes here as well.

Now, sometimes as sometimes as you're editing a story, it becomes difficult to make sense of it in Story or Galley mode. Let me just switch over to Galley so you can see it looks the same. Same kind of markup in Galley mode. It's difficult to make sense of the logic of the story because of all the markup. So, what you can do is you can continue to have InCopy track changes, but hide the markup from you. You do that by going to the View menu and choose Hide Changes or press Ctrl+7. The only indication that's on is this little eyeball right here. This toolbar remember is the Track Changes toolbar and so this turns on and off Track Changes for the active story,. This hides and shows change.

So if I change let's say 20 to 55, it is still tracking our change and we just have to say let me see the changes again, and you can see that it is tracking our change. If you would like, you can print or you can export to PDF either Gallery or Story view and choose to include the Track Changes markup. So, before you go on to the next step of accepting or rejecting changes, you can choose to keep a record of it, if you'd like. We would talk about that in a different video. But in general Track Changes is pretty intuitive.

You just have to remember that you only see the markup in Galley or Story view. It's something that you can't make into a default state. You have to turn it on for each story that you want to track changes.

There are currently no FAQs about Collaborative Workflows with InDesign and InCopy.

 
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