From the course: InDesign Secrets
345 View track changes and export with InCopy - InDesign Tutorial
From the course: InDesign Secrets
345 View track changes and export with InCopy
- You may know already and be big fans of the track changes and insert notes feature in InDesign, that is, you can click inside any text frame, and then go to the type menu, down to track changes and after you've enabled track changes, which I have already, that's why it's dimmed, then it will track any of your text changes. Similarly, you can insert a note within a story. If you look at it in Story Editor by going to edit, edit in Story Editor, you can see all of your tracked changes and all of your inserted notes, and the different colors represent the different people who have been working on this story, you've been sharing this InDesign file. The problem here is what if you want to print this out or export a PDF? Keep some sort of archival record before you accept all of the track changes. Maybe you just want to print it out or send yourself a PDF, or send an author a PDF to have them respond to some of these changes. There's no way to do that in InDesign. You cannot print or export PDF from the Story Editor, it's always grade out. But you do have a secret weapon. You do have a program that can very easily open up this InDesign file and show you all the tracked changes and all the notes that you've inserted in all the stories, and will let you export to PDF or print them out. What is that? It's a program called InCopy. InCopy is the editorial adjunct to InDesign. Most typically, it's used in workflows where editors are editing their stories that the designers have already flowed into InDesign. They're editing them in InCopy. They're editing to fit, but you don't need any of that. Even if it's just you, you're trying to track your own changes, you can go ahead and install InCopy and use it just for this feature of being able to print out or export your notes and track changes. The first thing you need to do, of course, is download and install InCopy if you haven't done that already. It's part of your Creative Cloud subscription. So find your Creative Cloud app, scroll down to wherever you might find InCopy, there it is. I already have done so. And install it. So if I jump over to InCopy, I have already installed it, and I've tweaked a couple settings, like I switched to the advanced workspace, and I made sure that the default view was layout. You have three different views in InCopy, so instead of a separate floating window for Story Editor, it's always available here as a story view, and there's a third view called galley view that lets you see all of the content of all the stories with the same line breaks as it has in the layout view, which Story Editor can't do. And check this out. It also shows you every single story within the document and all the track changes. So unlike InDesign, you don't have to keep opening up every separate story in Story Editor to see them. Now that's another great feature of InCopy, is that it just shows, in one scrolling window separated by these story bars, all of the different stories in the document and you can see all the track changes. From here I could choose print, and if I had a printer installed, you could see that you could print these, but the same dialogue box will appear in the export to PDF dialogue box. So I'll just choose PDF, click save, and this is what the print dialogue box looks like anyway. You have your choice of printing either the layout view, or galley and story, and this is where the feature of printing out your notes and tracked changes is, because just like in InDesign, in InCopy's layout view, you can't see any of this markup. So you'd want to switch to galley and story, and then down here make sure and include inline notes and include track changes if you want to include them. If you just want to have a record of all the notes that people have entered and not the track changes markup, you could turn that off and then click export. Now, let's start from the beginning because I'm working with a finished cake here, right? So let's say that, I'm going to close this up, and in InDesign I'm going to close this one up. Let's say that you're starting out with your own fresh copy, and I have one here called start, of an InDesign layout. If I try to open up that in InCopy, and you open up layouts in InCopy by the way by going to file, open in InCopy, if you double click on them they're going to open in InDesign, right? And here it'll open up start. You're going to get yelled at because there's one step that you need to do before you're going to be able to see story view and galley view in InCopy and that is you need to export the stories to InCopy format. It's just a little housekeeping stuff. You don't need to do anything else with them other than export. The fastest way to do this step is to go to the edit menu, go down to InCopy, export all the stories, okay? Just export them all. It's going to ask you where to save them and what folder to put them in, so I'm going to make a new folder. I'll call it stories2, notice I already had done so in a previous folder to show you the finished cake. And then click save, and what it does is it exports every editable text frame to an InCopy format and it puts little globes on all the text frames that it did that to, alright? Now we can go to InCopy and even if we left it open in InDesign, choose file, open, find the start document, click open. There you go. Now we can go to story or galley and we see all the markup. We can print or export to PDF. That's about it. Now, if you only want to do this once, then you can just go right back to InDesign and unlink these, so when you export to InCopy format they become linked, so their ICML counterpart that you just exported. If you want to continue being able to jump to InCopy to see your notes and track changes markup, you're going to have to get used to checking out a story before you can edit it which is simply clicking inside of any story, tapping any key, when it says "Do you want to check it out?" say yes, and then make your edits and so on. But assuming that you don't want to have to do that all the time, you should probably just export them once, print out your track changes, then come back here and unlink all of the ICML stories. So I'm just shift-clicking them, coming to the links pile menu, and choosing unlink. That's it. Now they're just regular old InDesign text frames, and you can delete your export. That is a cool way that you can see all your notes and track changes, and print out a record of them just using the tools that come with Creative Cloud.
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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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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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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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