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Using Track Changes

From: Up and Running with InCopy CS5

Video: Using Track Changes

In designing, InCopy allow you to track changes in the text of the document so you can manage edits and control changes that have been made to a document. Let's take a look. I'm beginning this video with InCopy open on my computer and I'm going to come up here to the Cmd bar and I'm going to click Open Document. And I'm going to navigate to the collaborating 9 folder and I'm going to open up the file called Flowers_1.indd. I'm going to click the Open button and I'll switch to the Layout tab so I can see the layout of the document. Now track changes can be enabled in either InCopy or InDesign. But in order to enable track changes in a InDesign document or assignment, I need to check out the stories.

Using Track Changes

In designing, InCopy allow you to track changes in the text of the document so you can manage edits and control changes that have been made to a document. Let's take a look. I'm beginning this video with InCopy open on my computer and I'm going to come up here to the Cmd bar and I'm going to click Open Document. And I'm going to navigate to the collaborating 9 folder and I'm going to open up the file called Flowers_1.indd. I'm going to click the Open button and I'll switch to the Layout tab so I can see the layout of the document. Now track changes can be enabled in either InCopy or InDesign. But in order to enable track changes in a InDesign document or assignment, I need to check out the stories.

So, the first thing I'm going to do is go to the Assignment panel and I'm going to click on this main section, and you can click on the assignment itself or you can click on this unassigned InCopy content if you're opening an InDesign document... And I'm going to do a quick check out of all the stories in the document. Then what I'm going to do is I'm going to come up here to the Changes menu, and if I click on that, you're going to notice that I have several options related to the Track Changes feature. Well, I can do a couple of different things here. I can track changes in the current story or in the case of this layout, I'm going to enable track changes in all stories.

So, once I choose that option, I've now enabled track changes in all the stories in this document. Now, I should point out that, once the Track Changes feature is enabled, it will stay enabled until somebody turns it off. So, that's the good news is that once you turn this on, you're good to go. And I should point out that you should also think about your workflow and also consider what is the best point within your workflow in which Track Changes should be enabled if you decide to use this feature.

Now, what I'm going to do is I'm going to Zoom in on the Oriental Lilies section down here, and because I already have this story checked out, I can go ahead and edit this content. Now, I'm just going to start typing some content in here, and you can follow along with me or you can type your own content. It really doesn't matter. Now, what I am going to do is, you'll notice that there are no indicators in Layout View as to whether any changes have been made or not. The change is simply automatically done in Layout View. However, let's switch over to Galley View for a second and you'll see that the new content that I added has been indicated in the color orange. Why orange? Because that is my user color, and that's why this is showing up using that color.

And that is also the value of when you set up your users of assigning each user a unique color as well as a unique username. That way, you can visually identify changes made by certain people. Now, in addition, there are also other changes that we might want to make here, but what I'm going to do is I'm going to go head and go back to Layout View and I'm going to check in all of the stories. I'll go ahead and check in these stories. Click OK. And now, I'm going to go to InDesign and I'm going to open up this layout as well. Let's go to the Collaborating 9 folder and we'll select this file and open it. And of course, there are some link updates I need to do here. I'm just going to go ahead and update those links, that's fine. And what I'm going to do is Zoom in on these Oriental Lilies as well. Now, we can see that these changes have been made. But what I'm going to do in InDesign is I'm also going to check out these stories. So, I'm going to go to the Assignments panel and I'm going to go ahead and check out all of these stories, just to make it easy for me to edit. And I'm going to switch to the Story Editor in InDesign, because once again in InDesign, I can't see any of these changes either. However, I'm going to go to the Edit menu in InDesign, and I'm going to choose Edit in Story Editor.

And you'll see that I also see these changes here. As the designer, I've also noticed that there are a few changes that need to be made as well. So, I'm going to close this and I'm going to look in here, and I can see, well, there we needed to make a change. There's a, a text change that needed to be made. And I'm noticing that down here that, that this doesn't quite make sense. So, I'm going to make a judgment call and assume that they want me to fix this. So, I'm going to change this here and I'll go ahead and come through here to see if we find any other changes while I'm in here.

Oh, there's one. Here's another one. I think this needs to be hyphenated and we're missing an o there. Boy, the editor didn't do a good job here, did they? And so now, I'm finished. I'm going to click on this assignment, I'm going to check these stories in, click OK. I'm just going to go to the Story Editor once again, because now you'll see that these edits have been made using my color, the designer's color. So, I'm going to close this, I'll save the document, and I'm going to close out of this document as well.

Now, I'm going to return to InCopy. And now, notice that the stories here are out of date as well. So, I'm going to click on the main InDesign document, and I'm going to click the Update Content button. And all these contents have been updated but also, the design is out of date. So, I'm going to click on the panel menu and I'm going to chose Update Design. That way, we get the latest view of this. And so now, I might be acting as the Senior Editor and I want to go in and see what changes have been made.

Or maybe the designer took upon himself to make those changes and made sure that I knew it and wanted to make sure that I verified that the changes were correct. So, what I'll do is I'll switch to Galley View and we're also going to check out the appropriate story so that was the Oriental Lily story. So, I'll go back to Galley view, click on Lilies and I'm going to check out that story. And I can see that there have been many changes that have been made here.

Well, I can view these changes a couple of different ways. And one way that I'm going to do that, I can come up here to the Changes menu and I can navigate my changes as well. So, I can go to the previous change, that was it, go to the Changes and we can keep going through these changes. I can go to the next change, but there is an easier way. I am going to go to my Window menu and I'm going to come down and turn on the Track Changes panel. So, when I do that, you see I now get this section right there that allows me to not only navigate my changes, but I can accept and reject them as well, and I can even hide the changes.

Assuming that I just want to be able to edit the content, I can turn on this Visibility icon and that will hide any of the changes that have been made. I am going to turn that back on and now let's start navigating these changes. I am going to click Previous Change, it's like, oh, yeah, that's good. They, they should have made that, that's, that's correct so I am going to click the accept change button. And what's going to happen is its no longer going to be indicated as a change in this view, nothing at all will happen in the Layout View, okay? So, I'm going to go back to Galley View and I can continue navigating here. I'm going to click up here and then I'm going to say, Next Change, yep, that was correct.

We'll go to the next change, yep, that's correct, too. Now, if I come up on a change that is not correct, let's accept this one yet, I come upon a change that I don't think is correct, I can also reject the change. Now, rejecting the change, there's one unique situation with rejecting a change, and that is it will return the actual text in Layout View back to its original form, so you definitely want to keep that in mind. In addition, you can also accept all changes in the story, I can also reject all changes in the story, whichever you prefer.

Now, to wrap this up, I'm going to go ahead and check in this selection. And I'll go ahead and close this file, and I'm going to return to InDesign one more time, because we also have a Track Changes panel inside of InDesign that allows me to perform very much the same operation. So, I can actually open that file one more time, I'll just use the Open Recent command. And what I'm going to do here is I'm going to check out this story, and in the Track Changes panel, I have the same commands that are available.

So, this panel allows me to also navigate any changes that have been made, but it will only work if I go to Edit in Story Editor. Now, I can click in here and I can navigate the same changes just like I do in InCopy with the utmost of control. As you can see, using the track changes feature, you can track changes made to the text of your document and even approve or reject these changes to maintain control of edits made throughout the document.

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Up and Running with InCopy CS5

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Chad Chelius
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