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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.
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