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Three main views of a file


Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Three main views of a file

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.
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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

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Watch the Online Video Course 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
InCopy InDesign
Anne-Marie Concepción

Three main views of a file

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.

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

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