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Converting Word docs to InCopy for fast and accurate formatting

From: Using Word and InDesign Together

Video: Converting Word docs to InCopy for fast and accurate formatting

I am so happy, I'm able to do another video at lynda.com on InCopy. I am a big fan of InCopy and InDesign workflows, and that's part of the reason why I know words so intimately well. Because InCopy solves so many of those problems that I've talked about in this title. It is additional software that you have to purchase. But Incopy CC, comes with the creative cloud, the subscription plan. So at least, you get one copy that you can download and legitimately installed, but usually it's one designer with InDesign and many InCopy users.

Converting Word docs to InCopy for fast and accurate formatting

I am so happy, I'm able to do another video at lynda.com on InCopy. I am a big fan of InCopy and InDesign workflows, and that's part of the reason why I know words so intimately well. Because InCopy solves so many of those problems that I've talked about in this title. It is additional software that you have to purchase. But Incopy CC, comes with the creative cloud, the subscription plan. So at least, you get one copy that you can download and legitimately installed, but usually it's one designer with InDesign and many InCopy users.

So, you need to buy stand alone or subscribe to just InCopy for those additional users. I can't really teach the entire InDesign InCopy workflow. I can give you an idea of it in this video and in the next video. This one I'm going to talk about using InCopy as a word processor. But next one, I'll talk about really sharing, editing of an InDesign file between the two programs. But I wanted to point you to some resources, before I actually jump there. First of all, if you go to products/incopy, you'll arrive at the InCopy page on Adobe's web site. You can learn more about it.

It has some interesting explanations down here. And here's an InCopy and InDesign workflow guide, which by the way, I wrote. And if you log in to creative cloud, you'll be able to download a trial of InCopy CC. Earlier versions of InCopy or InCopy CS6, will also be available on their website as downloads, because they're also going to be selling InDesign CS6 for the near future. Or you can go to this website which most people go to, which is prodesigntools.com. And I think it's partially sponsored by Adobe, where you can download CS6 trials directly from here. Just follow the instructions and you can see that you can download InCopy CS6 trial for Windows and Mac right from here.

And then of course, I need to point you to my title here at lynda.com, Collaborative Workflows with InDesign and InCopy. Which is nine, count them 9 hours that goes through the entire workflow of how things work with InDesign and how editors are able to edit that text in InCopy. And the idea is that, you can start in Word, of course, but you can also start in InCopy. Or you can convert word documents to InCopy. Let's say for example, that we had this file. This is going to be the text that's going into our Roux Art Academy brochure.

It's a doc file right now, and it's not using the right styles. I'm going to close this, go to InCopy, go to File > Open, and open that Word doc. Doing so, will open up our friend the Microsoft Word Import Options dialogue box. I'm going to go ahead and preserve styles and formatting, and it opens up in InCopy. Now, why would I want to do that? A bunch of reasons. First of all, InCopy has the same type engine as InDesign. It shares the same specs for the paragraph composer, for character and paragraph styles, and so on. I can zoom in in this view and I can Apply or Create paragraph styles from here. I also have two other views that are kind of like Word's normal view or draft view depending on your version.

That I can use if the editor is not a fan of seeing major formatting. More important is that, I can actually create an InCopy template, which I've already done, that has the styles that are in the InDesign file. So, I can write or paste right in here. I'm going to grab this, let me grab just this paragraph here, Copy and Paste. They could also import the styles into that InCopy file. And then here in the Paragraph Styles I can say, this is the animation department and this is the course name.

Assuming more, we see what we were doing. This is Body, and then these are the prerequisite formatting. The same fonts I can do track changes, I can insert notes I have the same powerful find change expect for objects that InDesign does. If anybody has ever tried words find change or search and replace, this is a revelation. Lets say that I want to had and style this, I am going to save this file and I'll just call it Roux Final Copy. Of course, it's only a couple paragraphs, ICML and I'll save it on the desktop, and close the file.

And now, when I go over to InDesign and I want to place the file, I don't place the Word file, I place the ICML file. Let's the InCopy the file format. I go to File > Place, go to the Desktop, right there. Even if you turn on show import options, nothing's going to happen by the way. It automatically always loads all the styles. I'm going to place it right in this series of threaded frames. And this icon notes that it is linked to the InCopy file automatically. The styles come in perfectly, because again it's the same formatting as we had before.

If I go back to InCopy and I Open up that file, and I change something here, like designing, instead of creating, and I save my changes. I go back to InDesign, and it says it's out of date. And I can update the link as normal, and it updates immediately. We're seeing a pencil with a slash through it, because the InCopy user is currently editing it, it's open. So, there's a built in system for preventing more than one person from editing the same shared slash linked file at the same time, which is great. I'll close this up.

Back in InDesign it goes away. And now, if I want to turn it back into a regular InDesign story, I can just go to the Links panel and select that linked story and chose Unlink. The end, there we go. I know a number of publications that are using and copying just the way that I showed you. They have one, or two, or three editors whose job it is to take the word files and whip them into shape for placing into InDesign from InCopy. It saves so much time. It's really incredible.

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This video is part of

Image for Using Word and InDesign Together
Using Word and InDesign Together

41 video lessons · 8661 viewers

Anne-Marie Concepción
Author

 
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  1. 2m 5s
    1. Welcome
      1m 3s
    2. Using the exercise files
      1m 2s
  2. 18m 27s
    1. Discovering how text styles work in Word
      7m 12s
    2. Understanding the basics of InDesign text styles (for Word users)
      4m 42s
    3. Identifying which formatting attributes transfer and which don't
      6m 33s
  3. 46m 52s
    1. Cleaning up text formatting in Word
      6m 36s
    2. Checking paragraph and character defaults in InDesign
      3m 57s
    3. Controlling text formatting when cutting and pasting
      3m 54s
    4. An overview of placing (importing) Word files into InDesign
      3m 31s
    5. Stripping out Word styles when importing text
      4m 31s
    6. Preserving Word styles when importing text
      6m 25s
    7. Mapping Word styles to InDesign styles
      5m 40s
    8. Creating a Word template with InDesign styles
      6m 30s
    9. Linking to Word files for automatic updating
      5m 48s
  4. 37m 32s
    1. Importing Word tables of contents (TOCs)
      4m 25s
    2. Converting a Word index into an InDesign one
      5m 12s
    3. Working with footnotes
      3m 57s
    4. Converting static endnotes into dynamic endnotes
      7m 2s
    5. Managing inline images and photos
      4m 54s
    6. Working with page breaks
      6m 35s
    7. Working with tracked changes
      5m 27s
  5. 1h 6m
    1. Removing extra returns, tabs, spaces, and other deadwood
      7m 18s
    2. Converting tagged Word docs to styled InDesign text with Find Change
      4m 53s
    3. Converting tagged Word docs to styled InDesign text with a script
      5m 35s
    4. Replacing Word styles with InDesign ones after importing
      5m 27s
    5. Diagnosing and fixing bizarrely formatted text
      5m 18s
    6. Deleting Word hyperlinks and or their formatting
      7m 12s
    7. Fixing missing glyphs (empty squares pink highlighting)
      4m 35s
    8. Converting local formatting to character styles with Find/Change
      5m 39s
    9. Converting local formatting to character styles with a script
      7m 18s
    10. Merging text from inline text frames in Word into the main text flow
      6m 2s
    11. Extracting embedded art from a Word file
      7m 22s
  6. 15m 30s
    1. Maggying the Word file to remove internal corruption
      4m 35s
    2. Round-tripping to InDesign RTF to clean up unnecessary information
      3m 43s
    3. Using the Divide and Conquer method in either program
      5m 8s
    4. Rescuing the text from a damaged Word file
      2m 4s
  7. 20m 11s
    1. Linking to Word files with the WordsFlow plugin
      3m 35s
    2. Syncing Google Docs with InDesign via the DocsFlow plugin
      4m 38s
    3. Converting Word docs to InCopy for fast and accurate formatting
      5m 47s
    4. Collaborating with an InDesign-InCopy workflow
      6m 11s
  8. 2m 50s
    1. Resources for Word and InDesign help
      2m 50s

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