From the course: InDesign Secrets
193 Printing tracked changes - InDesign Tutorial
From the course: InDesign Secrets
193 Printing tracked changes
- If you share an InDesign file with other people in your office or with freelancers, some of you might be editing the same block of text, and if you are smart, you're using the track changes feature that has been part of InDesign for a few versions now. Not turned on by default, but if you click inside of a text frame, you can go to the Type menu, go down to Track Changes, and Enable Track Changes which I've already done to this story. What that does is it allows you to see who changed what in the text. It works just like Word's Track Changes, very similar. The problem is that you can't see the track changes in layout view, you wouldn't want to, you don't want that accidentally ending up in the final print version. What you do is you go to the Edit menu, open up that text in Story Editor, and there you see all the changes. So if we go to the Window menu, Editorial, Track Changes, we get this little dialogue box that if you didn't happen to memorize who's what color, you can click here and see, oh, Joe made this change, and AMC made that change, so on. I get asked about this feature a lot because a lot of my clients are publishers and what they want to know is, after I accept these changes, what happens if we change our mind? Is there any history attached to it? And the answer is no. Now once you accept the changes, then the markup goes away. Well publishers being what they are, they want to always have a record before they make a commitment. So they want to be able to print or export to pdf, or something, the track change markup, before they accept or reject it. And unfortunately InDesign still does not allow us to print or export from the Story Editor. Very aggravating and a frequent feature request. However, if you have Adobe InCopy then you can consider it to be a plug-in that allows you to do that kind of work, and if you have CC, a subscription to the Creative Cloud, you can download InCopy for free. It comes with the Creative Cloud. Look inside your Creative Cloud menu and if you scroll down to InCopy you can go ahead and download it and install it. Even if you're not going to use if for it's main purpose which is to set up a congruent editorial and design workflow, you can just use it to print out or export your track changes and notes for that matter because it has access to all that cool stuff that's in the Story Editor. So let me show you how that works. I have this InDesign document and I have already done some track changes in my department with this, and now we want to print out the track changes for this story. We just need to jump over to InCopy which I have already running and open up the InDesign file. I go to File, Open, and go to the Desktop. There is the InDesign file. Click Open and you're going to get this alert because there's one more step that I didn't tell you about. It's saying that Galley View and Story View are not available and those are the views where we see the markup. So this little step, don't be scared. It's very easy. Go to the Window menu, go down to Editorial, and Assignments. Assignments are shared workflow stories. I'm going to twirl this open and do you see this category called Unassigned InCopy Content? The stories that you want to access in InCopy in order to view or print the track changes, you need to drag over into this category. Just select them with the selection tool and drag and drop them right on top of that. It's going to export them to ICML. Save them wherever. It's going to ask you to save the InDesign document. Go ahead and do that. If you want to drag out another one, you can do that as well. Let me twirl this open so you can see what's happening here. So this one doesn't have any track changes but I'm going to add it anyways and just drag it right on top of there or underneath here. It wants to give it the same name. I'll just call it 2, I don't want to override it. So what it's doing is it's exporting an InCopy format of the text content for this story. You don't need to worry about that. All you need to know is that you get InCopy for free. In order to see the track changes you need to export that frame to InCopy format, which you can do right here. You can also, by the way, just go to the Edit menu, choose InCopy, and choose Export, Selection, if I have a selection. So you don't even have to look at the assignments panel at all if you don't want to. Jump back to InCopy and we're going to close this and then open it again. This was the indd file. That's what you want to open at the icml files, those are the InCopy stories, and boom look at that. It jumped us to this other view that it has. Here's the layout view and the stories that have been exported to InCopy appear at these little globe icons, but what's important to us is that in story and in galley view, we can see the track changes markup. So let's say right down here we want to print out this story. I'm going to collapse the first one. We just want to deal with this story. So I'll go to File, Export. We're going to export to pdf and we want to export Galley and Story. So I'll say include the track changes, we don't need the names, the paragraph styles down here, and we're going to export in galley view, which means that we want the accurate line endings, the ones that match the layout. That's fine. Let's take a look at that pdf when we're done and we want to show track change backgrounds in color. Export, and there is our story. Right there. With all the track changes markup. So though you can't print or export from InDesign's Story Editor, you can from that neato helper app to InDesign Adobe InCopy.
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Contents
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229 Batch converting ID files to current version with the Book panel6m 9s
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230 Getting around InDesign limitations6m 46s
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(Locked)
231 Creating better callout lines with effects and object styles5m 47s
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232 Swapping column and row information in tables6m 9s
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(Locked)
233 Making bigger text link targets4m 52s
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161 Keeping page numbers on top of master items3m 55s
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162 Adding automatic currency symbols in a table cell or before text3m 50s
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163 Make a pop-up footnote for your ebook3m 48s
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164 Deleting tabs at the beginning of paragraphs and applying a paragraph style3m 10s
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165 Five InDesign Presentation tips6m 28s
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111 Packaging images on the pasteboard3m 32s
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112 Automatically updating figure references for books6m 9s
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113 Adding Tool Tips to your form fields in InDesign3m 21s
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114 Setting poetry, flush left, center on longest line3m 54s
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115 Use bookmarks to navigate long documents in production4m 57s
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107 Using the same keyboard shortcut for two different commands with the Context feature5m 22s
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108 Making a text highlighter3m 33s
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109 Updating an interactive PDF without losing work done in Acrobat5m 30s
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110 Adding custom text at the beginning of each line automatically4m
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089 Three great Object Styles for any designer8m 1s
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090 Choosing alpha channel image transparency2m 25s
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091 Adding and reading metadata for InDesign files3m 25s
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092 Adding ALT tags to your images6m 59s
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093 How to Place & Link a text frame's text but not its formatting7m 4s
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094 Setting the baseline position of a caption2m 39s
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051 Five things that should be in every new file5m 19s
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052 Forcing EPUB page breaks with invisible objects6m 21s
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053 Understanding component information6m 39s
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054 Creating running heads using section markers4m 16s
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055 Making a font with InDesign using the IndyFont script5m 20s
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056 Finding where that color is used7m 17s
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047 Specifying an exact amount of space between objects5m 17s
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048 Fixing last lines that are too short8m 16s
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049 Creating web graphics from your InDesign artwork7m 20s
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050 Using “No Language” to suppress unwanted hyphenation, spell-checking, and smart quotes2m 48s
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037 Updating a linked table without losing formatting5m 18s
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038 Creating electronic sticky notes4m 49s
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039 Moving master page items to the top layer for visibility2m 48s
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040 Five guide tricks that will impress your coworkers6m 18s
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041 Letting InDesign add the diacritics4m 21s
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042 Using single-cell table cells for custom paragraph formatting6m 2s
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027 Creating running heads using variables5m 1s
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028 Live Caption tips and tricks8m 3s
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029 Making professional drop caps10m 37s
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030 Making two-state buttons in interactive documents5m 5s
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031 Moving pages from one document to another3m 15s
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032 Wrapping bulleted text around a curve5m 58s
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007 Selecting through and into objects using cmd-click and Select Above/Below5m 46s
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008 Some great tips and tricks for the Swatches panel9m 40s
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009 Saving down for backward compatibility with INX and IDML5m 54s
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010 Using the INX and IDML formats to fix problems4m 46s
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