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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.
This video is primarily for editors, people who are not familiar with Adobe InDesign, so that you can understand exactly how an InDesign document is constructed - well not every little detail - but you really need to understand by what I mean by story. And this might even be useful for InDesign users as well, because understanding what a story is, and the difference between a story and a frame is vitally important to understanding what exactly you share, what exactly you edit when you are working in a document together in the workflow.
So, for example, when an editor opens up a document like this, they're initially quite confused because there is so much happening on this page. And if you click on these items, you can see the frames surrounding them, but in InCopy you don't have this handy little selection tool, so you can't really select frames, and that's what I want to talk about in this video. I've created this empty InDesign document, just one page long, called Frame Demo and just to let you know editors that unlike Word, which you're familiar with, you write some text in Word and you write one story.
You can't just select the Type tool in InDesign and start typing; instead, you always have to put your text inside a little holding area, like a box, what we call a frame. So, I dragged out a little text frame, and now I can just go ahead and type some gobbledygook inside that frame. I'm going to zoom in a bit so you can see that as I type, the text wraps around the edge of the frame. I'm just going to use this Fill with Placeholder Text command, so that you don't have to look at my gobbledygook.
This is where the text will appear on the page, based on where I drew my frame. If I want the text to appear on the right side of the page, I don't change margins or anything; instead, I just actually move the frame over. Now you may actually be familiar with this, because Word can sort of do the same thing. Word has text frames; not a lot of people use that. And if you want to see what this is going to look like before you print, you can go to View > Screen Mode > Preview, and you can see that the text will be on the right side. I'm pressing Command or Ctrl+0 to fit spread in window, and as I hover over this text, the frame appears, and I can drag it around.
If I want the column to be thinner, then I would resize the frame. Now, when you have too much text to fit inside the frame, then you get this little marker called the overset marker. So, what the designer can do is they can either make the frame larger - we'll even have more room for more text in that frame - or they could select all the text. I'm pressing Command+A or Ctrl+A and just making it smaller. You don't really need to know how to do that, but basically I'm just making the text small, which is not normally something you want to do.
So let's undo that a couple of times and switch the view back to Normal view, so it's a little easier to see the frame with the overset marker. Another thing they might do is just continue the text from this frame into another frame, and they do that by what's called threading the two frames together. So now these two frames are actually all one story. If I click inside this first frame and hit Return a bunch of times, you'll see that it affects the second frame as well.
So this is what we call a threaded story. If I select one of these and turn on an InDesign only option, unfortunately called Show Text Threads, you'll see like a little line connecting these threaded frames. So let's see that you give them a Word file, and they need to get the Word file into InDesign. How are they doing that? Well, they can copy and paste into an empty text frame. More likely they're going to the File menu, and they're importing it by choosing the Place command. So, I have a file called Cat_welcome, all right, then I'm just going to go ahead and open it up and put it into a text frame on the fly.
So here is the Word text that is overset, and this might be the headline of the article, and this is the body copy, and how I organize it and lay it out on the page it's really up to me and my design sense. So, what you're going to encounter, some designers will leave the headline and the story in the same frame; you can, of course, combine all sorts of formatting in the same frame. Others will cut the text out of the headline or byline or whatever you have in there and put it into a separate frame, and so on.
So what we have here now are two separate stories, even though they belong to the same article. You can tell the stories are separate because if I click on one of these frames, and I still have Show Text Threads selected because this says Hide Text Threads, you see I can click here and see it, there are no text threads between these two stories. So these are two separate stories. Another way to tell would be to click inside one of these stories and press Command+A or Ctrl+A to select all, or just choose Select All from the Edit menu.
Select All will select all the text in a single story. So that's one story. I click inside this one. I'm pressing the keyboard shortcut Command+A or Ctrl+A. That's another story. I click inside this frame, press Command+A or Ctrl+A. That's another story. So this document has three stories, and it is the stories that are shared back and forth. As a designer, when I make a story editable to you, the editor, in InCopy, what I'm doing is I'm exporting a story to an external InCopy file.
And so, in this document, in order for you to edit all of this text, I would have to export three stories: this one, this one, and this one. So now let's look at that catalog again. Maybe it's a little easier to understand what's happening. This is one story. I'm just clicking inside it with the Type tool and pressing Command or Ctrl+A. Here's another story and another story, and so on. So these are not threaded together. They're individual stories. Sometimes what makes it easier to tell what is a story and what is a frame, in addition to using my little Select All tip, is by going to the View menu and going down to Extras and choosing Show and Hide Frame Edges.
You'll find that a lot of designers like to hide their frame edges, as this designer has done, so it's hard to tell what's happening here. If you go to the View menu - this also works in InCopy - you can go down to Extras and choose Show Frame Edges, and you can see the edges of the frames. Now these, of course, edges of the frames are just there to help you see the boundaries of the text; they don't actually print. Now that you understand a little bit more about what is the difference between a frame and a story, and that it is the stories that gets shared, and a story might be wholly contained in one frame or be threaded among multiple frames, as this one, I think you're going to find it a lot easier to work in InCopy.
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