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Using Notes

From: Creating Long Documents with InDesign

Video: Using Notes

When you're working on long documents, you often work as part of a team. Sometimes people may need to make comments, ask questions, or even store text for later use. And sometimes you might want to save a reminder for yourself to come back and check or fix something later. With the Notes feature, you can embed editorial notes in a text frame for all these uses. Let's see how they work. So here I have shown the Notes panel. You can get at the Notes panel via Window > Editorial > Notes. And in the layout, notes are indicated by these little hourglass shapes.

Using Notes

When you're working on long documents, you often work as part of a team. Sometimes people may need to make comments, ask questions, or even store text for later use. And sometimes you might want to save a reminder for yourself to come back and check or fix something later. With the Notes feature, you can embed editorial notes in a text frame for all these uses. Let's see how they work. So here I have shown the Notes panel. You can get at the Notes panel via Window > Editorial > Notes. And in the layout, notes are indicated by these little hourglass shapes.

Officially, they're called note anchors. You can show and hide note anchors by clicking on the Eye button at the bottom of the Notes panel. The color of your note anchors is by default the same as your user color, which you set under File > User. You can override that user color in your Notes preferences and also turn off the tooltips that show your note's content. So I'll go to InDesign > Preferences > Notes. And I can see my Note Color and I also have preferences to show the tooltips, or in the Story Editor I can include notes when checking spelling or in Find/Changes, and I can also add a background color.

So with the tooltips turned on and your cursor in the text frame, you can hover over the top half of a note to see a tooltip of who wrote it, when they wrote it, and the content of the note. You can also view notes conveniently in the Story Editor. So I'll press Command+Y or Ctrl+Y on the PC to open the Story Editor, and here I can see my note, right in line with the rest of the text. Notes can be expanded or collapsed in the Story Editor. If a note is collapsed, you just see its note marker, and you can click on either end of the note marker to expand or collapse it.

And even when a note is collapsed, if you hover over it, you get the tooltip, so you only need to expand notes if you want to edit them or copy text from them. To add a new note in the Story Editor, you just right-click and scroll down to the bottom of the Contextual menu and choose New Note. If a note would be better off as two separate notes, you can split it in two. I'll expand this first note and put my cursor after the first sentence and then right-click and scroll down and choose Split Note.

Now these are two separate notes. I'll close the Story Editor now and zoom in on this paragraph down here. Sometimes people use notes to store text they're not sure they need. They may or may not want to use it in the final product, depending on their copy-fitting needs. Well, you can convert notes to visible text in the layout and vice versa. To convert text to a note, simply select the text and in the Notes panel menu, choose Convert to Note.

To convert a note to text, you can also pick from the panel menu, Convert to Text. The nice thing here is that the formatting of the text is retained during the roundtrip to a note. Do you see how the italicized words stayed italicized? Applied styles and even local overrides are kept. Sometimes you might want to keep a record of your notes, either in a PDF or in print. Unfortunately, you can't do either from InDesign, but you can do both from InCopy.

To print a note's content from InCopy, choose File > Print and View > Galley/Story. And then under Options, select Print Inline Notes, and choose either just those you have Visible or All. And you can have the background color print too, if you like. To export notes as part of a PDF, you have a choice. You can export in layout format and the notes will come out as PDF annotations or you can export to Galley/Story format and the notes will come out as they look in these views, set off from the regular text in their note boxes.

Notes can be a very handy way to store extra text and share info between users or just to keep reminders for yourself.

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This video is part of

Image for Creating Long Documents with InDesign
Creating Long Documents with InDesign

59 video lessons · 16021 viewers

Mike Rankin
Author

 
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  1. 10m 48s
    1. Welcome
      54s
    2. Using the exercise files and scripts
      1m 51s
    3. Long-document workflow overview
      4m 20s
    4. Analyzing the planned output
      3m 43s
  2. 34m 7s
    1. Using master pages
      9m 34s
    2. Using layers
      7m 23s
    3. Using text variables
      6m 42s
    4. Using section markers
      5m 44s
    5. Synchronizing text
      4m 44s
  3. 26m 16s
    1. Using InDesign templates
      7m 10s
    2. Setting up preferences
      3m 27s
    3. Using Word templates
      5m 50s
    4. InCopy workflows
      5m 17s
    5. Creating a production manual
      4m 32s
  4. 40m 2s
    1. Using Based On styles
      6m 14s
    2. Using nested styles
      5m 56s
    3. Using Next Style
      3m 39s
    4. Using GREP styles
      6m 17s
    5. Using object styles
      2m 48s
    6. Using table and cell styles
      5m 8s
    7. Using swatches
      5m 33s
    8. Using Quick Apply
      4m 27s
  5. 37m 57s
    1. Placing text
      4m 57s
    2. Placing images
      3m 41s
    3. Creating metadata captions
      4m 3s
    4. Using Mini Bridge
      4m 38s
    5. Using libraries and snippets
      6m 4s
    6. Using GREP Find/Change
      5m 5s
    7. Find/Change tips
      5m 21s
    8. Using Layout Adjustment
      4m 8s
  6. 15m 53s
    1. Using Notes
      4m 7s
    2. Tracking changes
      4m 36s
    3. Using CS Review
      7m 10s
  7. 34m 43s
    1. Creating tables of contents
      7m 9s
    2. Alternative uses for the TOC feature
      4m 9s
    3. Creating cross-references
      6m 8s
    4. Creating footnotes
      6m 31s
    5. Importing footnotes
      6m 47s
    6. Creating endnotes
      3m 59s
  8. 33m 50s
    1. Scoping out the index
      2m 19s
    2. Creating index topics and references
      9m 29s
    3. Creating index cross-references
      3m 1s
    4. Creating index references with Find/Change
      3m 31s
    5. Generating an index
      3m 35s
    6. Preserving formatting in an index
      5m 13s
    7. Using third-party indexing tools
      6m 42s
  9. 26m 44s
    1. Using InDesign book files
      4m 37s
    2. Numbering book documents
      5m 46s
    3. Synchronizing book documents
      7m 5s
    4. Preflighting book documents
      3m 49s
    5. Outputting book documents
      5m 27s
  10. 12m 54s
    1. Using conditional text
      5m 1s
    2. Using Smart Text Reflow
      4m 3s
    3. Using object styles for customization
      3m 50s
  11. 25m 17s
    1. Preflighting documents
      6m 56s
    2. Exporting to print PDF
      5m 26s
    3. Exporting to interactive PDF
      5m 36s
    4. Archiving a project
      7m 19s
  12. 48s
    1. Goodbye
      48s

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