Using Word and InDesign Together
Illustration by John Hersey

Converting Word docs to InCopy for fast and accurate formatting


From:

Using Word and InDesign Together

with Anne-Marie Concepción

Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now

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.
Expand all | Collapse all
  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 52s
    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

please wait ...
Watch the Online Video Course Using Word and InDesign Together
3h 30m Intermediate Jul 30, 2013

Viewers: in countries Watching now:

Many designers used Microsoft Word and Adobe InDesign together, but the unique formatting and hidden markup in Word often cause issues when you bring text into InDesign. In this course, learn how to make these programs play nicely together and create beautifully formatted documents from existing text. Author and InDesign Secrets creator Anne-Marie Concepción shows how to clean up your text formatting, strip out Word styles and map them to InDesign ones, place Word document elements in InDesign, and fix the formatting once the text arrives. Plus, learn to repair corrupt Word files and explore alternatives to Word such as InCopy and Google Docs.

Topics include:
  • Understanding the differences between InDesign and Word styles
  • Identifying which formatting attributes transfer and which don't
  • Controlling text formatting when cutting and pasting
  • Placing Word files in InDesign with the Import Options dialog box
  • Linking to Word files for automatic updating
  • Working with footnotes, hyperlinks, and tracked changes
  • Learning best practices for fixing text formatting
  • Extracting embedded images and converting Word art
  • Converting local formatting to character styles with free scripts
  • Round-tripping to InDesign RTF to clear out file corruption
  • Syncing Google Docs with InDesign via DocsFlow
  • Converting Word docs to InCopy for fast and accurate formatting
Subject:
Design
Software:
InDesign Word
Author:
Anne-Marie Concepción

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.

There are currently no FAQs about Using Word and InDesign Together.

 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Using Word and InDesign Together.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your lynda.com subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.