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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.
So moving into the brave new world of InDesign and InCopy workflow you might find yourself missing some analog things like little sticky paper notes that you could have attach to proofs as they wind their way around the department. Well actually InDesign and InCopy have an electronic way of attaching a sticky note to a story and it's called, surprisingly enough, notes. So let me show you how you work with notes in InDesign. And all the notes that you add to your layout in InDesign can be read by the InCopy user and in fact this layout has some notes that the InCopy user added that we'll take a look at later on in the video.
The Notes menu in CS5 is actually sort of hidden. You have to go under the Type menu and go down here to Notes. So it's right above Track Changes. And right now everything is grayed out because the only place that you can add a note is inside of a text frame with the Type tool. So we click with the Type tool inside of the text frame, let's say right after the word Shrub here, and then go to Type > Notes and it's still grayed out. Why? Because you have to check out the story first.
When you add a note to a story you are actually changing something inside the story and then of course you have to check it out if you ever want to edit a story, as you already know. So I'm going to right-click and choose InCopy > Check Out. And now let's go to the Type menu, go to Notes, and now we can add a note. There is this thing called Notes mode that really I don't know anybody ever uses. All you ever need to do is choose New Note. And in fact this is a really good command to assign the keyboard shortcut to since it doesn't have one. So choose New Note and then you don't have to go into and out of Notes mode.
What happens when you're in Layout View is that the Notes panel automatically opens up but bet you didn't know there was a Notes panel. By yes there is. It is hiding here in Window under Editorial right there. Remember we open the Assignments panel from the Editorial flyout, but there's where Notes is. So at this point you can just start typing your note. Like I might want to say Is there a better way to start off this section? I don't what kind of notes I might be given to the editors, telling them how to write the stories, but you know I could write a note if I wanted to.
The note will include who wrote the note, when I wrote it, and even how many words and characters are in there which is kind of crazy. I am going to close this panel to show you, I don't know if you can see, but I'm to zoom in here with Command+plus or Ctrl+Plus that the icon indicating that I left a note is this weird little "I Dream of Jeannie" kind of hourglass thing. It adds no white space to the story so you never have to worry about a note you know accidentally adding too much space inside running text.
And it won't print and it won't export to PDF so you don't see this icon anywhere else rather than in Layout view, in Normal view, in InDesign or InCopy. This tells you that somebody left a note and then icon is in their user color. To see the contents of the note there is many ways to get their the easiest is to hover your type cursor over the top half of the note, won't work over the bottom half, I don't know why, but over the top half of the note it turned into a pointing finger and the tooltip tells you all about the note. The contents of the note, who wrote it. Or you can just click and then the notes panel opens up and tells you.
Another way to tell where the note is, is to click somewhere in the story and then in the Type menu go to Notes and choose Next Note. And the cursor will automatically jump to the note icon and open up the Notes panel. I think it's a lot easier though in many cases to see a note in Story Editor. So I'm going to close the Notes panel and zoom out with Ctrl+0 to fit the page in the Window or Command+0 are on a Mac.
With my cursor blinking here I can go to the Edit menu and choose Edit in Story Editor or press Command+Y or Ctrl+Y. And in this view the note appears inline in this little frame. This is exactly how it appears in InCopy in the Story view or Galley view and I talk about using notes InCopy in a different video. Now, when you are in this view, as long as you have checked out the story you can go ahead and add notes if you'd like. So I'm going to click right here. And this time I am going to right- click and choose New Note right from the right-click menu. I am a big fan of right-clicking.
And there is my empty frame with my cursor blinking inside it and I'm going to say, "20 feet? Are you sure?" Commenting on the previous sentence. When you are in this view in Story Editor view you can click on either side of these Note icons to expand or collapse them. There are also commands inside the Notes flyout menu to expand or collapse the Notes in the Story and notice this is fast way to remove the notes in the story. People ask me that all the time.
If you want to remove an individual note all you need to do is click to the right or to the left of its frame and press the Delete or forward Delete key, just like any other character. So be careful if you do that by accident. I am going to Undo to bring it back. Now, you cannot print out notes from InDesign. You can from InCopy. So if you have some notes in here and you need a record of them, you have to ask your InCopy colleague do that for you. And what happens when you open up a document and you're wondering, gee, I wonder if the InCopy user left any notes? Do you have to open every individual story and look at it in Story Editor mode? Do you have to zoom in really closely to look for icons in their user color? Yes and yes.
No, I'm kidding. Now you don't have to do either one. Actually the fastest way to find to see if there is a note is to go to the Type menu, go to Notes and here is the tip. If Previous and Next Note are black, they are not dimmed, that means that there was a note somewhere in this document. If there are no notes in this document these will both be dimmed. So what I usually do is when I open up a file, if I suspect there might be notes, or my editor tells me I've left a couple of notes in there for you. I'll immediately go here and choose Next Note. What happens is that InDesign jumps to the very first note and shows me the contents.
Now, this is not really that useful because I don't know where this note is, right? If I try to zoom in with Command+Plus or Ctrl+Plus, nothing happens because my cursor is blinking inside the note. What I want is for InDesign to put the cursor at the note icon in the story. And that's what this handy little button is for, Go to Note Anchor. So click that and you have to trust that it is blinking next to the anchor, but now if you press Command+Plus or Ctrl+ Plus, it will zoom in right on the note anchor. Ta-da! All right, and at the bottom of the Notes panel we have Go to Next Note and Go to Previous Note.
So this is the fast way to quickly jump through the document, ah, there is a note anchor, and see where all the notes are. One question that a lot of users have is what happens if we want to add a note not to a text frame, but say to a picture or something like that? Well unfortunately there really are no solutions for that in the InDesign and InCopy workflow. There are couple of notes plug-ins available, third-party plug-ins, but even those don't let you do that. The one tip that I would have for that is-- Let me zoom out to Fit Page in Window. Let's just close out of here and press Command+0 or Ctrl+0-- is to put a big fat text frame in the pasteboard in InDesign and then export this empty frame to InCopy format and then that way people can check this out and write notes to each other in the pasteboard.
So it's a sneaky little thing called pasteboard notes. But otherwise the built-in notes feature is pretty handy and it's nice to be able to be able to add notes exactly in the text where you want that comment to appear, but not have it hurt to the printout or the PDF at all.
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