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Using notes

From: Up and Running with InCopy CS5

Video: Using notes

Within both InDesign and InCopy there's a Notes tool that allows you to mark up text in a document, so that you can communicate with other users. I'm beginning this video with InCopy already open on my computer. And I'm going to come up here to the Command bar and I'm going to click the Open Document button. And I'd like you to navigating to the Collaborating 10 folder, and I'm going to open the flowers_1.indd file. And I want to show you that we can switch to Layout mode. And if you notice in your menu bar there is a Notes menu that will allow me to perform different operations.

Using notes

Within both InDesign and InCopy there's a Notes tool that allows you to mark up text in a document, so that you can communicate with other users. I'm beginning this video with InCopy already open on my computer. And I'm going to come up here to the Command bar and I'm going to click the Open Document button. And I'd like you to navigating to the Collaborating 10 folder, and I'm going to open the flowers_1.indd file. And I want to show you that we can switch to Layout mode. And if you notice in your menu bar there is a Notes menu that will allow me to perform different operations.

However, right now, they're all greyed out. And the reason for that is because we haven't checked out our stories. So, of course, that's one of the first things we need to do. So, I'm going to click on the Unassigned InCopy content category. Or you could click on your assignment, if you're using them. And I'm going to choose Checkout Selection. And that will allow me to edit all of my text. So, here's how the Notes feature works. We can actually utilize this in a number of different ways. But what I am going to do is insert my cursor down here at the bottom of this paragraph.

And when I come up to the Notes menu and I am going to choose Notes mode. Now, what that's going to do is a couple of things, first of all, it's going to display the Notes panel. And second of all, it actually inserted a note at that location. So, I'm just going to write a real basic note here, so we can see how this works. I'm going to type, are you sure this is the correct name, that's all. Now, you'll notice that you can't really see anything in this text at the bottom of the paragraph.

So, a couple of things are happening here. The first thing I'm going to do is turn off Notes mode. So, I go to the Notes menu. Choose Notes mode. The Note is no longer displayed. But in addition, the reason I can't see this is because I currently am in Preview mode. So, if I go to my View menu, I'm going to come down to Screen mode and I'm going to choose Normal. And you'll notice that in the Layout View in both InDesign and InCopy, a note shows up using this little tiny icon here.

And this is why you have to all be in agreement within this workflow that we're going to look for notes when they occur. Now, the good news is, I don't have to rely on that little indicator to let me know that a note is here because I can use the Notes panel. I can click the Go to Next Note button, and that will show me what that note is. But in Layout View, it is a little tricky. So, what we could do is go to Galley or Story View. And the notes become much, much clearer. So, at a quick glance, I can go through my text and identify where a note was inserted.

So, this applies to InDesign as well. It's much easier to see these notes inside the Story Editor. So, I'm going to just navigate to the bottom of the page, because what I want to show you is, you know, anywhere where I click, it allows me to quickly navigate to the note by clicking the Go to Next Note button. And as you can see, it highlights that and shows me what it is. Now, the notes don't show up in the final printed product, but they do show up as indicators as you see here.

Now, in addition, we can select this note, you can click on it to collapse it, you can click on it again to expand it. In addition, this button here is just telling me the color for the author of this note. And it's telling me that, hey, it's orange, and that reflects the note that was inserted. The third button here is go to Note Anchor. So, I click that and it will just jump to that note as well. And then, you can use the Go to First Note, Go to Next Note or Previous Note and that will also take you to the note in question.

And then, you can also click on the Delete Note button. Now, another way that you can insert notes, we're just going to go ahead and come down here to Oriental Lillies, is I can click on the Note tool. And then, I can come into my text in either Layout Gallery or Story View and click with that tool to insert a note. So, I'm going to use a note here to add content. So, I'm going to type a really basic content here. (audio playing) Okay. So, that's the note that I'm inserting.

And this is another way that you can utilize this feature because you can utilize track changes and simply make the change but with the note, I can indicate it, but it doesn't really show up in Layout View. It shows up as a note, but it doesn't truly show up in Layout View. So, this is another way this can be utilized. I'm going to go back to Galley View and, of course, here is, let me close the Assignments panel to just give me a little bit more room. another way that we can utilize this is I'm going to switch to the Type tool.

And we can click on the note, you know, so that we're in the active note. Because another way we can utilize this is we can say, okay, somebody added this in here. The question is, do I want it or don't I want it? So, once again, in Layout View, this text does not appear. It just shows up as a little note. But when I go back to Galley or Story View, I can click within this note and I can come up to the Notes panel. And I have an option to convert the note to actual text. So, I can choose that option and what it will do is actually convert that note to live text and make it the actual text inside of the document. So, it's another way you can utilize these notes to enhance the workflow. Now, in addition, in the Notes panel, you can navigate, you can convert the notes, we can even split a note, if we want to do that, we can expand, collapse all the notes in the story.

And you can also remove notes from the story or remove all notes. So, as you can see, it's really easy to communicate with other users in the workflow using these notes. Just make sure that everyone knows to look for them to ensure that all notes get communicated effectively.

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Up and Running with InCopy CS5

31 video lessons · 1961 viewers

Chad Chelius
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