Managing tracked changes in a document
Video: Managing tracked changes in a documentHere is feature that users have been asking for forever in InDesign and that is the ability for InDesign to track changes, kind of like how Microsoft Word or other word processing programs let you turn on Track Changes so you see a visual markup of what was added to text, what was removed from text and you can choose instance by instance to accept or reject that change. InDesign CS5 has this built-in. So what you probably want to do before you start using the feature is to give yourself a user name and a user color because your Track Changes markup is identified by your user name and user color.
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Author Anne-Marie Concepción gives a comprehensive demonstration of the latest features in Adobe InDesign CS5, including desktop publishing tips, workarounds, and practical applications of each feature. InDesign CS5 New Features covers creating interactive documents, tracking text changes with Word, a number of object selection and transformation enhancements, and the ability to mix page sizes. Exercise files are included with the course.
- Adding spanning heads over columns and splitting columns
- Using the revamped Layers panel
- Editing and customizing motion path presets
- Adding interactive features
- Controlling and managing multiple animations
- Mixing page sizes in a single document
- Publishing to a variety of Flash formats using the enhanced Export dialog
- Creating multi-state objects
- Using the new Gap tool and Gridify techniques
Managing tracked changes in a document
Here is feature that users have been asking for forever in InDesign and that is the ability for InDesign to track changes, kind of like how Microsoft Word or other word processing programs let you turn on Track Changes so you see a visual markup of what was added to text, what was removed from text and you can choose instance by instance to accept or reject that change. InDesign CS5 has this built-in. So what you probably want to do before you start using the feature is to give yourself a user name and a user color because your Track Changes markup is identified by your user name and user color.
So we go to File, go down to User. This is the same dialog box where you set up your name and color for Notes which was introduced a couple of versions ago, but I'm going to give myself the Name Anne-Marie and Gold is the default Color. I don't know. Should I'd be Sulphur? No, I don't think so. I'll be Peach. There we go. Click OK. Now you're not quite finished because Track Changes is not turned on by default. If you think about it, that make sense. Otherwise, every single thing you did in the InDesign Text Frame would be counted as an addition.
So the idea is that you have something that is pretty close to final, or that is in first proof stage and then you turn on Track Changes before you start editing it. So you can do it story by story or you can turn on Track Changes for the entire document at once. Let's say that we want to turn on Track Changes for this story right here. So to turn on Track Changes, you click inside of a Story and then you can choose to turn it on in one of a couple of places. The first one is the Type menu and of course, which makes sense.
Go down to Track Changes where there is an entire fly-out menu and you can turn on Track Changes in Current Story or you can turn on Enable Tracking in All Stories. I'll just go ahead and choose Enable Tracking in All Stories and nothing major happens on screen. The other place that you can turn on and turn off Track Changes is in the Track Changes panel. Yes, a new panel. I know you're excited. Go to the Window menu and there is a new fly-out called Editorial where they have gathered the editorial related panels in one little group.
So Assignments are for when you're working within an in-copy workflow. Notes are for inline notes and there is Track Changes. So I'll choose Track Changes. This button right here turns Track Changes on and off for the active story. It also has in its panel menu the same commands as from the Type menu. All right, so let's go ahead and make a change in the story. I'll say bite off a lot more than you can chew, so a lot. Now you might be thinking, well, what's the big deal? I don't see anything different here. Of course not! You don't see the Track Changes markup in layout because otherwise you might accidentally one day forget to accept or reject the markup and it would end up in a printed piece or in a PDF.
No, the only place that you can actually see the markup for Track Changes is in the Story Editor window. If you've never used it before, this is a great time to get to know it. It's a wonderful feature. Go to the Edit menu and choose Edit in Story Editor or press Command+Y or Ctrl+Y, and you'll see your change appear in your user colors. So there is my change in Peach. If I click inside it, let me bring this over. You can see that the Track Changes panel tells me who made that change. If I click outside of it, it says there is no change there.
Now what about this bit up here? What's this pink? Well, if you click inside it, you'll see that this is a change that another user made. So Track Changes is ideal for when there are more than a couple of people working on the same document. You want to see who made which change. That's why it's important to give yourself a Username and unique User Color also helps. So you can see when he made the change and what he did. So here he Added Text, here he Deleted Text. So when you add text, it just appears with your User Color highlighted behind it.
When you delete text, it appears with a strikethrough. There is one more kind of markup. If I select text and then drag-and- drop it, then it's called Moved Text. So the new location gets a box around it. Let's take a look at another Story that has some Track Changes. I'm going to click in this Story and press Command+Y or Ctrl+Y, and we can see that Kirk already made a lot of changes here. So he Added Text. He changed really great to beautiful. He got rid of the word Bazillions and changed it to Thousands. I think everything looks good except that he might have missed a couple of changes.
So its colors and shapes shouldn't have an apostrophe. So I'm going to delete that and that gets marked up with my change. Now you can make this change here in the Story Editor window or directly in the layout as long as Track Changes is enabled. Here is another instance of the superfluous apostrophe. As long as Track Changes is enabled for that Story, and again you can check with your Track Changes panel right there, then it is tracking your change, and you can verify it just by quick visit over to Story Editor, that's Command+Y or Ctrl+Y. You can see yes, I just tracked that last change that I made.
When you save this document and when you close it, Track Changes is still enabled for those stories. So if I sent this to my freelancer and she or he has InDesign CS5, they don't need to worry about turning Track Changes on or off. It's automatically going to be tracking their changes. It's not until somebody actually turns it off after they've opened it up, that Track Charges has been turned off. Now if I'm happy with what the layout looks like, if I'm happy with this version here of the text, I don't need to do anything else. I can go ahead and print it and I can export it to PDF, and archive the job and go on to next project.
So, it's not really required to go through and accept all those changes. Though, I'm sure that some neat-nicks will really be feel compelled to make sure that all of that markup has gone. It's really easy to do. One of my favorite things just to go to the Type menu, go down to Track Changes and say Accept All the Changes in this document. Nice and neat. But more likely, if you're using Track Changes, you want to look at them one by one and accept them or reject them as you go. In that case, you really need to do that in the Story Editor window.
So you click inside the Story, open up the Story Editor window, click inside the first change and then it's easiest to use the Track Changes panel. So if I want to accept this change, then I click the checkmark. Notice it says I can Option+Click or Alt+ Click to Accept Change and jump to the next one, which I'll go ahead and do, I'm going to Option+Click and so it got rid of the markup, and because that was Added Text it left it in there. If I want to accept the deletion of the phrase, really great, I'm going to Option+Click here and it actually gets rid of it and the markup is gone.
So after you accept or reject, there is no history of that. If you are satisfied with all of the user's changes, you can accept or reject a change by a User which is pretty cool, so Accept All Changes by This User > In This Story or In This Document, while leaving your changes and everybody else's changes alone. So you do have a lot of flexibility as far as this is concerned. Now I know lot of people will be wondering, gee is there anyway that I can print this out or export it to PDF or have some sort of record of it before I Accept or Reject the changes and unfortunately, not in InDesign.
The only thing that's left for you to do is you do a Save As before you Accept or Reject. If you have InCopy, InCopy users can open up this document and they can print or export to PDF all of the Track Changes markup. I do have a video at lynda.com that deals with an InDesign InCopy Workflow that explains that, but otherwise, no there is no way to have a physical or a PDF record of all of your Track Changes markup because layout doesn't show the markup. So when you're done and you've accepted or rejected everything that you want to do, I usually recommend then you Disable Track Changes in the document, just so that it's not a surprise for anybody who works on it in the future.
So all you need do is go down to Type > Track Changes > Disable Tracking in All Stories and you're done. So there you have it, the new Track Changes feature in InDesign CS5. Finally here, thank you Adobe.
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