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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.
All right, let's get started exploring InCopy. Now before we open up any of the layout files, let me talk about a couple preferences that you might want to change in InCopy. When you make these changes with no documents open, they become new application defaults. For example, one default that drives me crazy is how InCopy automatically opens every assignment or layout in Story view, which has its uses definitely, but is kind of disorienting when you first open up a file.
So instead, let's change the default view to Layout view. So in InCopy go to your View menu, and you'll see that there's a check mark next to Story view, just choose Layout view. All right, you can go back and check, and you will see the check mark is next to Layout view. So now, whenever you open up layouts and assignments they will open up in that view, by default. The other thing that you might want to change is the default workspace. Essentials is currently the default workspace, and what drives me crazy about Essentials is that you don't see the items in the dock.
I mean, you should be seeing some panels here in the dock, and they're not. They are obscured. You've to resize the window to see them. Instead, choose Advanced. That's just a little easier, and now the window automatically resizes, and you can see these. Now this becomes your new application default settings. If you want to make sure that they're permanent, you might want to quit out of InCopy and then start it again. Not really necessary, but there you go. Okay, now let's go ahead and open up the Layout. Remember that when you're using a layout-based workflow, you need to open up files by first starting up InCopy, and then going to InCopy's File > Open menu.
If you try double-clicking on an InDesign layout in Windows Explorer, you're going to get a message saying that you don't have the program installed, or if you happened to have InDesign installed, it will open up in InDesign. So I am going to choose Open, and I have already navigated to my server, where I have expanded the threeviews file. So it's catalog_3pgs.indd, and I'll go ahead and open that up. And yay! It opens up in Layout view by default. All right, so let's talk about these three views, the three main views of any layout file that you're working with in InCopy.
Layout view makes it look like you're working in Adobe InDesign. You see what's called the page geometry, the shapes of the frames, all of the images, any background colors, and so on. Now sometimes it's a little hard to understand what's happening on the page. You have a number of view commands that will help you with this. So if you go under View, under Extras you can choose, for example, to hide the frame edges, which we talked about before, which might make it a little easier to see. You can then go back up under View to Grid & Guides and choose to hide guides.
All right, so this might make it a little easier for you to navigate through your Layout view. I am going to press Ctrl+Plus to zoom in a bit, a little clearer to see things. The only that you're missing here are the little workflow icons, but you can always get that from the Assignments panel, remember. You can tell which stories are editable and what their status is by clicking here. Noticed that when I click inside of a story, that story becomes selected in the Assignments panel, and we're going to be talking about the Assignments panel in depth later. For now, I am going to go ahead and turn those two things back on.
I am going to turn guides on and go back to View to Extras and Show Frame Edges. And what you're seeing here, the black edge is the edge of the page. It's the trim edge. And this red guy that's going around here, you may or may not see on your layouts. It depends on what the designer adds. That's actually showing the bleed allowance. That's something they need to do when they want artwork to bleed off the edge of the page. This white area to the left and to the right is called a pasteboard, and you only see it when you're in Layout view.
The pasteboard area is a place to hold items that the designers want to save with the file, but don't actually get printed or exported to PDF. So the only thing that actually prints or gets exported to PDF is what falls within the trim edge of the page. So what you might find are items in the pasteboard such as long text files or images or kind of like a messy desktop area for the designer. Now you can also use that to your advantage, which I will talk about in the workflow videos in Chapter 12.
But for now, I know that a lot of InCopy users are curious why you have this expanse of white space on either side of the page, and that's actually a holding area for items. So if I scroll down, you can see that each spread, one or two page or even more pages can be side by side, what we call spreads, each spread has their own pasteboard. When you're working in Layout view, you typically want to zoom in and zoom out constantly, so you can use the View menu to do that, zoom in and zoom out, or you can use the keyboard shortcuts Ctrl+Plus or Command+Plus.
I am just tapping on the Plus key while I'm keeping the Ctrl key down, or Minus. That's the hyphen, all right. You can zoom in all the way to 4,000%. I hope that's closed enough for you. Notice that the title of the window, catalog_3pgs, will tell you the current view scale percentage. Or you can zoom out to 5%. So I'm pressing the hyphen or Minus key all the way out, and this is completely editable. If you could actually get your cursor in here and check out a story, you can go ahead and type.
I am going to press Ctrl+0 to Fit in Window, which is a good kind of home base. Sharp-eyed users will have noticed that this was also changing as I zoomed in and zoom out. If you're more accustomed to Microsoft Word's dropdown menu of view scales you might be more comfortable using this method to zoom in and zoom out. Okay, let's take a look at a couple of the other views. I am going to press Ctrl+0, and now click in Story tab. So there are three tabs going across the top of every document that you have opened in InCopy, and they just give you the three different views of the same file.
You can also access these different views from the View menu. So Galley view, Story view and Layout view, and they all have their own keyboard shortcuts. So Story view lists every editable story in the InDesign document, or in the assignment if that's what you have opened, and every story is preceded by this gray Story bar that you can click to collapse and click again to expand. There are also commands in the View menu to collapse and expand stories, and they only become enabled when you are in Story or Galley mode.
Instead of seeing a little icon, indicating the status of a workflow story, it's written out in the gray story bar, if it's available or if it's checked, if you're editing it or if something else is using it, it will say In Use. On the left is a list of the paragraph styles that have been applied to this text. So even though you can't see formatting in Galley or Story view, you can still apply styles. Sometimes it's useful, like say, for example, you're editing a Q&A column. It's really hard to tell what's a Q and what's an A, but this'll help you out on the left.
And then we have Galley view, which is almost the same as Story view. You still have one long window, showing every story that's editable in the entire document, and each story is separated by this Story bar. What's different is, first of all, you have line numbers, and you have accurate line endings. So if you're trying to proof a document and want to make sure that there's not too many hyphens in a row, or that breaks in between columns and frames and pages and make sense - they're not hyphenating, for example, you could do that in Layout view, but you could also do it here in Galley view.
It's just important to remember that any change that you make in any view is immediately made in every other view, because you're essentially just taking three different looks at the same document; you're not actually working on three different documents. It's kind of funny because when I teach InCopy, I'll frequently hear an InCopy user say, oh! Why would anybody use any view other than Layout view? I mean is that the whole point of InCopy. You know the only time that they would ever jump to Story or Galley would be to access overset text, which is a something that only Galley or Story can do. Whereas other users say, you know, why do I care what the text looks like or how it's formatted.
I'm mainly concerned with editing the text. So I don't see any reason really to go to do anything beyond Story or Galley view. So it's really up to you. There's no right or wrong answer. As you start working in InCopy though, most likely you'll find yourself most comfortable with one certain view, as opposed to the others, and that's perfectly fine.
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