InDesign CS5 Essential Training
Illustration by John Hersey

Tracking text changes


InDesign CS5 Essential Training

with David Blatner

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Video: Tracking text changes

Let's say I send you this document and I want you to make some edits to the text. Then when you're done, you save it and send it back to me, how on earth am I supposed to see what you did? Well, if you had used the Track Changes feature, it would be a piece of cake. Here's what you need to do. First you go to the File menu and choose User. This is how you tell InDesign what your name is. I'll put my name in here and I will choose a color, how about Mustard? That's a pretty good, great. Click OK and then I'm ready to go.
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  1. 5m 50s
    1. Welcome
      1m 33s
    2. What is InDesign CS5?
      2m 26s
    3. Using the exercise files
      1m 51s
  2. 54m 49s
    1. Understanding the Application window
      6m 0s
    2. Navigating pages
      6m 39s
    3. Zooming and magnifying
      6m 57s
    4. Managing more than one document window
      3m 36s
    5. Setting rulers and measurements
      2m 9s
    6. Positioning panels correctly
      6m 28s
    7. Saving time by making workspaces
      3m 24s
    8. Setting the view quality of artwork
      4m 9s
    9. Adjusting View and Preview settings
      4m 56s
    10. Rotating pages and spreads
      3m 2s
    11. Displaying a new view with the New Window feature
      3m 29s
    12. Setting application and document preferences
      4m 0s
  3. 21m 31s
    1. Using the Tool panel
      8m 1s
    2. Learning and editing keyboard shortcuts
      6m 24s
    3. Working with spring-loaded tool shortcuts
      1m 17s
    4. Using contextual menus
      2m 51s
    5. Choosing menu items with Quick Apply
      2m 58s
  4. 45m 25s
    1. Creating new documents
      7m 28s
    2. Saving and reverting documents
      3m 41s
    3. Using multiple Undo and Revert
      4m 28s
    4. Setting margin and column guides
      5m 16s
    5. Using ruler guides
      8m 10s
    6. Bleeding colors or images off the side of the page
      4m 29s
    7. Saving objects in libraries
      4m 49s
    8. Exporting and importing page snippets
      4m 29s
    9. Saving for CS4 with IDML
      2m 35s
  5. 31m 18s
    1. Inserting, deleting, and moving pages
      7m 23s
    2. Changing page size
      6m 14s
    3. Adding page numbering
      3m 43s
    4. Changing page numbering with sections
      5m 58s
    5. Creating and applying master pages
      5m 20s
    6. Overriding master page items
      2m 40s
  6. 1h 21m
    1. Understanding text frames
      4m 6s
    2. Typing and editing text
      4m 36s
    3. Filling with placeholder text
      2m 38s
    4. Inserting special characters
      4m 43s
    5. Importing text
      7m 49s
    6. Threading text frames
      4m 1s
    7. Setting text frame columns and insets
      6m 32s
    8. Setting vertical justification and first baseline position
      6m 9s
    9. Putting text on a path
      6m 51s
    10. Using the Story Editor
      8m 43s
    11. Checking spelling
      7m 42s
    12. Using Find/Change
      9m 25s
    13. Tracking text changes
      8m 1s
  7. 49m 50s
    1. Importing graphics
      8m 11s
    2. Importing from Mini Bridge
      5m 27s
    3. Using the Links panel
      6m 34s
    4. Embedding links
      2m 37s
    5. Editing graphics in their original app
      3m 14s
    6. Fitting graphics to a frame
      6m 12s
    7. Taking advantage of image transparency and clipping paths
      4m 53s
    8. Adding live captions
      5m 56s
    9. Colorizing images
      2m 1s
    10. Turning image layers on and off
      4m 45s
  8. 46m 15s
    1. Selecting objects
      5m 32s
    2. Applying basic strokes and fills
      8m 18s
    3. Using advanced strokes
      3m 28s
    4. Adjusting transparency
      4m 38s
    5. Adding drop shadows
      6m 41s
    6. Applying feathering
      4m 25s
    7. Copying formatting with the Eyedropper tool
      4m 35s
    8. Finding and changing object formatting
      4m 50s
    9. Making polygons and starbursts
      3m 48s
  9. 22m 56s
    1. Making interactive documents
      2m 6s
    2. Adding hyperlinks
      5m 52s
    3. Building bookmarks
      3m 38s
    4. Creating buttons
      8m 57s
    5. Animating an object
      2m 23s
  10. 23m 15s
    1. Creating color swatches
      5m 52s
    2. The danger and power of unnamed colors
      4m 33s
    3. Building tint swatches
      2m 18s
    4. Creating gradient swatches
      3m 56s
    5. Applying gradients
      6m 36s
  11. 50m 0s
    1. Positioning objects with the Page Gap tool
      2m 53s
    2. Stacking objects
      2m 13s
    3. Creating and controlling layers
      3m 53s
    4. Managing objects in the Layers panel
      3m 37s
    5. Nesting objects
      2m 46s
    6. Editing frame and path shapes
      4m 6s
    7. Adding rounded corners and other corner options
      3m 57s
    8. Grouping objects
      3m 14s
    9. Locking objects
      2m 39s
    10. Aligning and distributing
      5m 43s
    11. Understanding text wrap
      8m 13s
    12. Using anchored objects
      6m 46s
  12. 18m 49s
    1. Duplicating objects
      5m 39s
    2. Rotating objects
      3m 3s
    3. Scaling objects
      3m 57s
    4. Mirroring objects
      3m 46s
    5. Using the Transform Again feature
      2m 24s
  13. 25m 52s
    1. Applying basic character styling
      7m 8s
    2. Applying advanced character formatting
      4m 54s
    3. Changing case
      2m 51s
    4. Understanding OpenType features
      3m 19s
    5. Using Find/Change for text formatting
      3m 18s
    6. Using Find Font
      4m 22s
  14. 45m 27s
    1. Applying formatting to a paragraph
      4m 14s
    2. Spanning a paragraph across multiple columns
      3m 5s
    3. Splitting a paragraph into multiple columns
      2m 1s
    4. Using drop caps
      3m 16s
    5. Adjusting text hyphenation
      3m 21s
    6. Fine-tuning justified text
      4m 19s
    7. Setting tabs
      5m 54s
    8. Aligning to a baseline grid
      4m 24s
    9. Controlling orphans and widows with Keep Options
      2m 39s
    10. Adding rules (lines) above or below a paragraph
      3m 14s
    11. Adding automatic bullets
      4m 39s
    12. Working with numbered lists
      4m 21s
  15. 31m 3s
    1. Creating and applying paragraph styles
      6m 34s
    2. Using character styles
      5m 43s
    3. Applying styles automatically with Nested Styles
      7m 19s
    4. Using object styles
      3m 27s
    5. Using Quick Apply with styles
      2m 49s
    6. Cleaning up a local formatting mess
      5m 11s
  16. 37m 0s
    1. Creating a table
      5m 54s
    2. Adjusting rows and columns
      6m 35s
    3. Formatting a table
      8m 5s
    4. Adding headers and footers
      1m 58s
    5. Applying table styles
      5m 32s
    6. Adding Microsoft Word and Excel tables
      8m 56s
  17. 10m 14s
    1. Checking your document with the Preflight panel
      2m 54s
    2. Creating a custom preflight profile
      4m 45s
    3. Checking color with the Separations Preview
      2m 35s
  18. 31m 6s
    1. Packaging for output
      4m 12s
    2. Using the Print dialog box
      10m 22s
    3. Exporting a PDF
      8m 47s
    4. Exporting an interactive PDF
      3m 59s
    5. Exporting text
      1m 36s
    6. Exporting SWF files
      2m 10s
  19. 1m 32s
    1. Finding more information and help
      1m 12s
    2. Goodbye

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Watch the Online Video Course InDesign CS5 Essential Training
10h 33m Beginner Apr 30, 2010

Viewers: in countries Watching now:

Author David Blatner provides in-depth training on InDesign CS5, the print and interactive page layout application from Adobe, in InDesign CS5 Essential Training. The course shows how to create new documents with strong and flexible master pages, precisely position text and graphics, prepare documents for print, and export designs as interactive PDF or Flash SWF files. Exercise files are included with the course.

Topics include:
  • Navigating and customizing the workspace
  • Managing documents and pages
  • Rotating pages and spreads
  • Adjusting and mixing page sizes
  • Overriding master page items
  • Putting text on a path
  • Threading text frames
  • Applying strokes, fills, and other formatting effects
  • Nesting, grouping, and locking objects
  • Formatting: character-level and paragraph-level
  • Packaging, printing, and exporting
David Blatner

Tracking text changes

Let's say I send you this document and I want you to make some edits to the text. Then when you're done, you save it and send it back to me, how on earth am I supposed to see what you did? Well, if you had used the Track Changes feature, it would be a piece of cake. Here's what you need to do. First you go to the File menu and choose User. This is how you tell InDesign what your name is. I'll put my name in here and I will choose a color, how about Mustard? That's a pretty good, great. Click OK and then I'm ready to go.

I need it next turn on Track Changes and I do that in the Track Changes panel, which I get to by going to the Window menu and then I go down to Editorial and then choose Track Changes. Here's the Track Changes panel. Now, technically you can also find the Track Changes features in the Type menu, down here under Track Changes and here's all kinds of Track Changes features that you can choose but honestly I just find the menu to be so clunky to use that I would much rather have a floating panel.

It's right there in front of your face, much easier and faster to use. So Track Changes only tracks text changes, so in order to get Track Changes to work, I must have my cursor in the Text Story. So I'll double click inside of any Text Story and that switches to the Type tool, all right and it places the cursor right there and now I'm going to turn Track Changes on for All the Stories in my document. Actually you have different options here. You could turn on Track Changes for the Current Story. It let's look it's already been turned on and that's interesting.

That's a clue that might give us the information about changes that have already been made in this document and you can also turn on Track Changes for an entire document by turning it on here from the Track Changes flyout menu, just choose Enable tracking in All Stories. Now it will work for all of the stories. You can also turn Track Changes on and off for an individual story by clicking on that little Track Changes button here, the first button in the Track Changes menu. So for example I might click inside this frame right there and I can turn Track Changes off there.

So any changes I make inside here will not be tracked. It's up to you. You can turn them on or off. Now that I've turned on Track Changes for all my frames, except for that one, I just turned it off, I'm going to go ahead and make some changes. Maybe I'll change this to or again instead, not California, that's go to Oregon and let's go ahead and say this is going to go from Desert to Beach instead. Oh, I better make this frame a little bit bigger. I just got the Selection tool temporarily by holding down the Command key or the Ctrl key that gives me the selection tool temporarily, which let me drag that frame down, make it little bit taller to fit the word Beach in there.

Just in case you were wondering what I was doing there and then maybe I'll change this text up here to say what our customers are raving about. There we go. So, I've made some changes to this text, to this document but you'll notice that I can't see the changes. There's no indication here that any changes have actually been made and that's on purpose. Adobe did that, so that if I now make a PDF or I print this, I will not actually see any changes. It won't be messy on my output.

However the changes were tracked, so how do I see them? Well, that's where Story Editor comes in. In an earlier movie in this chapter, we talked about the Story Editor feature and how you can get it by going to the Edit menu and choosing Edit in Story Editor and up comes this little Word Processing window that shows us not just the story that I had my cursor in but also the changes that were made. Now notice here that there are two different colors going on. That means that two different people have edited this document and if I just select some text in one of them, you'll see that the Track Changes panel, let's move this over here, so we can see it better, shows us this change was made by someone named Joe Editor, all right.

Now down here we can see that the changes were made by me, David Blatner, all right. So we've got two different people working on the same file and handing it back and forth. It also shows that this text down here was deleted and this text here was added but of course I can tell that just because the highlighted stuff is added and the highlighted and struck through stuff is obviously deleted. So all text changes are saved but you can only see them in Story Editor. That's a key piece of information that you need to know when you're using the Track Changes feature.

Now you don't need to clean up these things before printing or exporting or saving it, you can just leave that in there if you want. Though in my opinion, it's not a bad idea to clean it up, just in case your boss later has to open this file, you wouldn't want your boss to see all this stuff in there, right? So let's go ahead and clean it up, I'll show you how to do that. There're several ways that you can clean this stuff up. First of all, I want to point out these other buttons along the top of the Track Changes panel. The first two buttons are the Previous and Next Change buttons and that lets you jump to the next change.

So I'll go ahead and click that and it jumped to select the whole change. Now I can click Except Change or Reject Change. It shows the two buttons, a checkbox or the X will let you accepted or change it. Now little trick shows up in that tooltip there which is important to pay attention to. If you hold on the Option or the Alt key, it will accept it and then automatically jump to the next change, which is very, very helpful. So I like that. I typically will just Option+click or Alt+ click on these to go through one at a time.

There we go. Now I accepted those changes and it jumped to the next one and look what happened. It opened a new Story Editor window. So for each different story in the document that has changes, it's going to open a new window. I'm just telling you now that can get messy, you typically have to go back and close these manually. I just clicked on this title bar and then I close this window just so I don't have too many windows open at any one time, but you can see here that there're some more changes from Joe Editor here. This one I'm not going to accept, I'll go ahead and hit Reject.

Actually I'll do the XX button. The XX button means reject everything in this story. All the changes in this story I could reject. So I'll go ahead and reject that. It says, are you sure you want to? Yes, I'm sure that I want to. Let's go ahead and find another one by clicking the Previous Change button. Here's another one that was changed by two different people, looks like Joe Editor changed Dessert to Desert and I changed Sea to Beach, so those are options that I can change. Now it looks like the Joe Editor edits are pretty reliable.

I'd seem to want to accept most of his and why don't I go ahead and just accept all of his throughout the document? And I can do that by going to the Track Changes flyout menu while the Story Editor is opened and I can look down at the very bottom. Here's an option Accept All Changes by This User, now it's grayed out, why? Well, because InDesign doesn't know which user I'm talking about. So to tell it which user I'm talking about, I need to place the cursor inside some of his edits. I'll just select that crossed out S there.

That's what I'm trying to find, so I'm going to say go ahead and accept all changes by this user the one that is currently selected, in his whole document. I'll go ahead and select all of those throughout the entire document and I'm done and you know I don't like these changes that I made, I'm going to go ahead and reject all the changes in this document that I had made and it's as simple as that. Once again, I have to close my windows manually and I'm back to where I was. Now when you're done with the document, you probably don't want Track Changes on anymore and you can disable it throughout the entire document by choosing Disable Tracking in All Stories from the Track Changes panel fly-out menu.

And now I won't have any changes tracked in this document. That's really up to you, I prefer doing it that way but you have to turn it off, if you don't want to. I've been waiting for a Track Changes feature in InDesign for a decade literally and I have to tell you, I am so excited that it's finally here in InDesign CS5.

Find answers to the most frequently asked questions about InDesign CS5 Essential Training .

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Q: In the “Exporting to PDF” video, the author states "The flattener, and how to control it, is an advanced topic that I cover in a later title."
Is this “later title” available on yet?
A: Unfortunately that title is still in development. However, the features are exactly the same in CS4, so please see Chapter 11 in InDesign CS4 Beyond the Basics.
Q: Can an image be placed into a cell in InDesign?
A: Yes,  but only as an anchored (inline) object. Cut the frame with the Selection tool, switch to the Type tool, click in the cell, and Paste.
Q: Is it possible to load or import pages from one document to another in InDesign CS5?
A: Pages cannot be “loaded”, but they can be "pushed" from one document to another by choosing Layout > Pages > Move Pages.
Q: When I place an image, it is distorted or pixilated to the point of not being able to use it. I can place or open those same images in Photoshop or Illustrator and they are fine.
A: You are likely seeing the low-resolution preview. To see high resolution or vector artwork, choose View > Display Performance > High Quality.
Q: When I place an image, it is distorted or pixilated to the point of not being able to use it. I can place or open those same images in Photoshop or Illustrator and they are fine.
A: You are likely seeing the low-resolution preview. To see high resolution or vector artwork, choose View > Display Performance > High Quality.
Q: I'm looking for a tutorial that will allow me to use InDesign to create files that can be emailed. I guess they have to be converted to HTML first? Is that possible?
A: If you are trying to make an HTML email, then InDesign really isn't the tool for you. It's HTML abilities are extremely limited. Look toward Dreamweaver for that. Alternatively, you could create a layout in InDesign, then export the page as a JPEG image and put that in the email.
Q: Since I upgraded to the new version of InDesign, when I click the "edit original" button in the Links panel, the pictures open in Preview instead of Photoshop
A: "Here are two articles about this problem: 
Q: I cannot see files on the desktop when in InDesign.
A: If you are using the Mac OS, you may need to turn off Window > Application Frame in order to see files behind InDesign (such as those on the Finder Desktop). If you are on Windows, you are seeing a difference between Mac and Windows. In Windows, the application is always living inside the application frame. If you un-maximize the windows frame, you can drag it smaller so you see the desktop and drag to or from it.
Q: I am currently working on an InDesign document originally created in Spanish. I am translating it to English and I need to change the language preference to be able to use the spell check in English. I have changed it in Preferences, but when I go to do the spell check on the document it is still in Spanish. How can I change the spell check to English?
A: Changing the language in preferences does not change the document or text language. You need to change the langauge in the paragraph style or the character style or in the Character panel or the Control panel (select the text first).
Q: In the movie, "Inserting, deleting, and moving pages" the author claims you can Shift-click text and the red overset symbol (a plus sign) will disappear. This isn't working for me.
A: Shift-clicking to make text automatically flow to the next text box or boxes only works when you place text from a loaded cursor. Shift-clicking existing text will not affect it.
Instead, if the overset text symbol appears in an existing text frame, choose the Selection tool and click the symbol to load the text in your cursor. Then Shift-click inside the next text frame to start it auto-flowing from there.
Q: I want to add a 2-page spread following a 1-page spread, but when I insert two new pages, InDesign creates a 3-page spread. How do I solve this?
A: If you're seeing 3-page spreads, turn on Allow Document Pages to Shuffle (and Allow Selected Spread to Shuffle) from the Pages panel menu.
Q: The keys used for navigating to the previous or next spread in a layout (Command+Page Up/Command+Page Down) don't appear on my laptop keyboard and the arrow keys don't work. What keys should I use?
A: Most laptop keyboards don't have these keys anymore. Look for a "modifier" key (such as the Alt or Fn keys) to press to access these keys. For example, on a Macbook Pro, you'd press Command and then Fn+Up Arrow to invoke Next Spread.
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