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Working with read-only layouts

From: Collaborative Workflows with InDesign and InCopy

Video: Working with read-only layouts

One of my favorite kind of quiet features about InCopy is how it's actually an InDesign reader. Even if your designers say, no way, I am not going to go to the trouble of exporting these stories to InCopy, you can still use InCopy to at least access all of your archives. So you can select text from there, you can export them to PDF, you can make your own printouts without having to bug the designers for it all the time. So let me show what I mean. I'm going to go ahead and open up an InDesign file that is completely unprepared for InCopy workflow, and if you're following along, you can do the same thing.

Working with read-only layouts

One of my favorite kind of quiet features about InCopy is how it's actually an InDesign reader. Even if your designers say, no way, I am not going to go to the trouble of exporting these stories to InCopy, you can still use InCopy to at least access all of your archives. So you can select text from there, you can export them to PDF, you can make your own printouts without having to bug the designers for it all the time. So let me show what I mean. I'm going to go ahead and open up an InDesign file that is completely unprepared for InCopy workflow, and if you're following along, you can do the same thing.

When you do so, what's going to happen is you're going to get an alert that says "Because this document contains no InCopy stories, Galley View and Story View are not available," because, as you know by now, Galley and Story View, their only purpose for being is to show you all of the editable content in the file. And if there's no editable content in the file, Adobe has decided, forget it. We are not even going to show you the views. I don't know why they can't just show the views with nothing in them. If you are actually thinking that you can edit text in here, if you are opening up a layout, and you are confronted by this alert, now you know why.

It's because the designers didn't export any of the content to InCopy format. They forgot to do a step. So you can ask them. But let's say that you knew this is going to happen, so you just click OK. So what good is it? Well, all this text, as I said, is read-only, meaning that you can actually get to it. I am going to click inside this text frame, and notice, by the way, you still get a word count and a copyfit, which I thought is kind of interesting. I am going to press Ctrl+Plus a few times to zoom in, and say, I don't know, you needed to know the early history. So I am going to select all this text and copy it, and then if I have an e-mail or a Word document or another InCopy file open, I can paste it right in.

So say that you are working on a layout and you want to pick up something from a previous issue, you don't have to ask the designer to send you that copy, or you don't have to go to your corporate library, look it up, and retype it. You can just choose File > Open in InCopy, navigate to a place on the server where it is located, and grab it yourself. Now, if you wanted to change the view to preview, this shows you what it is going to look like when you print or when you export to PDF, because even though none of these stories are editable to you, you can still print it out, and you can still export the entire thing to PDF.

If you need to send somebody a PDF of this, again, you can just open it in InCopy and make your own PDF. So that's all; just a cool little use for this program, a little utility that not a lot of people realize could be useful, but my clients tell me that they've come to rely on it quite a bit.

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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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