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Collaborative Workflows with InDesign and InCopy
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Using inline notes


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Collaborative Workflows with InDesign and InCopy

with Anne-Marie Concepción

Video: Using inline notes

One thing that a lot of editors miss by not being able to mark up paper proofs when they move to the InCopy workflow is the ability to attach little notes to the printouts, to let each other and to let the designer know some additional information or what the editor would really like to see happen here, or you know kind of changes that have nothing to do with the actual live text or content. Actually there's a way to do that in InCopy and in InDesign and that is through the use of Inline note. It's kind of related to comments in Word or comments in Acrobat.
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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
      16s

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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
Subject:
Design
Software:
InCopy InDesign
Author:
Anne-Marie Concepción

Using inline notes

One thing that a lot of editors miss by not being able to mark up paper proofs when they move to the InCopy workflow is the ability to attach little notes to the printouts, to let each other and to let the designer know some additional information or what the editor would really like to see happen here, or you know kind of changes that have nothing to do with the actual live text or content. Actually there's a way to do that in InCopy and in InDesign and that is through the use of Inline note. It's kind of related to comments in Word or comments in Acrobat.

It's the ability to add your own language in a hidden note and never worry that it will get printed or take up space in the layout. The only other people that can read the notes are people who open up the Layout or Story in InDesign, or InCopy. So let's see how you add notes and how you work with them. In your document, you check out a story, and you can only add a note by the way to a checked out story. You can't add a note to say like an image, or you know in the white area or anything like that. It has to be a story frame that you've checked out.

So I've checked out this story, Herbaceous Perennials, and say that I want to add in a note right after Herbaceous plants. What you do is you go to the Notes menu and choose New Note. Now I recommend you just bypass this command called Notes mode. It kind of puts your type cursor into Notes mode wherever you click you're writing a note, which seems kind of overkill to me. Just choose a New Note and of course you can assign a keyboard shortcut to this by going down to keyboard shortcuts and editing those. So we choose New Note and if you're in Layout View, this is what happens.

Something slightly different happens in Story & Galey. We'll to that in a minute. But when you're in Layout View, what happens is a little note icon appears in the text in your User color, and then the Notes panel automatically opens if it isn't already opened, and the cursor is blinking inside here ready to accept your note. So you can say that are you sure we want to say this? Or you can like you know ask somebody to check some facts or add a different sentence, or whatever it is that you want to write a note about, and then that's all, just go on your way.

You can close the dialog box. Now when somebody opens this up in InDesign or InCopy, and they're looking at this page they'll see that there is Note icon here and if they hover their cursor over the top half of the Note icon you'll see it turns into this weird looking pointing finger, which means click me, click me, and you click, and the Note panel opens up and the user can read the note. Now, if you enter another note like say I'm going to click here and I'll go ahead and say New Note, now I can just use the Notes panel icon for New Note, and I'll say I thought we were using the new copy here.

Mary please check this! When I close this note and I want to see what this note says, I can click it, and then I can use the navigation element at the bottom the Notes panel to jump to the next node or previous notes. So that way you can traverse throughout the entire document on the notes. You can also go to the Notes menu and you can choose Previous and Next Notes to jump note to note, or you can memorize these monstrous keyboard shortcuts. Now let's take a look at what this looks like in Galley & Story. I'm going to select some text as they usually do before switching views.

Let's go to Story View and you can see that notes actually are little easier to definitely a lot easier to locate in Story View, and the same is true in Galey View. All right, so notes appear in-line in these little frames that can collapse and expand simply by clicking the left or right edges of the little frame here, and the frames appear in your user caller, and you can also,you can do this both in Layout and any other views is that you can select some text and then convert that to note either from the Notes menu or what I usually do is by right-clicking, and down here we have all the note related commands, Convert to Note.

Say that you had some text that was overset. So, for example, up here have I checked out this story, yes, OK, so up here I'm going to select some text, copy it, click after this, hit Return and Paste. See that you had a lot of overset text and you weren't sure if the designer could possibly give you a little bit more room in the frame, but in the meantime you still wanted it to be copy fit just in case they can't. So instead of deleting this overset text or spending a longtime editing it which you could do as say you know what I'm going to grab this, and I'll convert that to a note, and well maybe I should have grabbed a little bit more.

So I'll take that as well and I will just drag and drop it inside the note. What I'm trying to do is get this to say COPYFIT, so you have the green. The idea is that you can use notes kind of like a permanent clipboard. So if we look at this in Layout View, it's not overset, but if for some reason the designer is able to you know like move these two pictures of flowers and the descriptions to different page and then heighten this frame. You don't have to try to remember what it was that you caught. You can just go back here and convert that note back to text.

So with my cursor blinking in here I can just come up here and say Convert to Text. All right, I'll undo that. You can also just make a sub- selection in here and convert that to text. So everything else is the note. It's pretty cool. When you print or when you export to PDF from a get Story or Galley View you have the option to include the notes as well and, which is something that you can't do in InDesign, just a cool little tip. I talked about that more in the video about exporting to a PDF and printing.

Finally, you really don't have to worry about notes appearing in printouts if you go to the Preview mode. A little note icon has disappeared, notice they had, they take up no white space. So there's really no reason to ever delete a note before it goes to press, but of course if you wanted to, you could. Let me go back Normal View. Under the Notes menu you have the ability to remove notes from single story or remove all the notes in the entire document. So inline notes are a great way to pass along communication that we use to do with handwritten sticky notes.

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

 
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