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Sharing content between InCopy and InDesign, Understanding a basic managed-file workflow

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66 Chapter 4: Sharing content between InCopy and InDesign Adobe InCopy is a professional writing and editing program that integrates tightly with Adobe InDesign. Large-tomedium publishers can acquire powerful editorial solutions based on InCopy and InDesign from systems integrators and third-party developers. Smaller publishing groups can set up an affordable, flexible editorial workflow system using a version of InCopy available directly from Adobe. Understanding a basic managed-file workflow Sharing content The Adobe InCopy LiveEdit Workflow plug-ins let writers and editors develop copy in InCopy at the same time as designers prepare layouts in Adobe InDesign. This workflow includes container files, called assignments, for grouping related pieces of content, and file-locking and notification tools for sharing and updating files in InCopy or InDesign over a shared network or in compressed packages that can be distributed via e-mail. In the shared network workflow, InDesign users export text and graphics to a shared location on a file system, where the files become available to InCopy users who will write and edit the content. Selected text frames and graphics frames are either exported to the assignment or exported as separate InCopy files, where they become part of the managed process and are linked to the InDesign document. These shared files are referred to as managed files. When users work in the assignment file or in the InDesign file on a local server, changes to the associated layout or content are communicated to all users involved in the workflow for that document. Multiple InCopy or InDesign users can open the same content file simultaneously, and multiple InCopy users can open the same assignment file simultaneously. However, only one user at a time can check out the InCopy file for editing. Others can view the file on a read-only basis. The user who checks out a managed InCopy file can share his or her work with other users by saving the file to the shared server or by returning the file to the InDesign user; however, other users can't make changes to the file until it's checked back in. This system allows multiple users to access the same file but prevents users from overwriting each other's work. For more information, see the InCopy LiveEdit Workflow guide (PDF) at www.adobe.com/go/learn_liveedit. See also "Managed files" on page 69 Ways to work with content in InCopy Content is either a body of text that flows through one or more frames, or an imported graphic. There are five basic ways to work on content in InCopy: open an assignment file, open an assignment package, open a linked InCopy file, open an InDesign file that has linked InCopy files, or compose content entirely in InCopy. Updated 29 April 2009

Section	Page
Contents	4
Chapter 1: Resources	6
Activation and registration	6
Help with installation	6
License activation	6
Register	6
Adobe Product Improvement Program	6
ReadMe	7
Help and support	7
Community Help	7
Product Help	7
Printed resources	8
Support resources	8
Services, downloads, and extras	8
Adobe creative on-line services	8
Adobe Exchange	9
Adobe downloads	9
Adobe Labs	9
Adobe TV	9
Extras	9
What’s new	9
Text and tables improvements	10
Productivity enhancements	11
User interface enhancements	12
Chapter 2: Workspace	14
Workspace basics	14
Workspace overview	14
Hide or show all panels	16
Display panel options	16
(Illustrator) Adjust panel brightness	16
Reconfigure the Tools panel	16
Manage windows and panels	16
Manage Document windows	17
Dock and undock panels	17
Move panels	18
Add and remove panels	18
Manipulate panel groups	19
Stack floating panels	19
Resize panels	19
Manipulate panels collapsed to icons	19
Restore the default workspace	20
Save and switch workspaces	20
Save a custom workspace	21
Display or switch workspaces	21
Delete a custom workspace	21
(Photoshop) Start with the last or default panel locations	21
Change Interface preferences	21
Use toolbars	22
Show or hide a toolbar	22
Customize a toolbar	22
Use context menus	23
Customize menus	23
Create a custom menu set	23
Select a custom menu set	23
Edit or delete a custom menu set	23
Show hidden menu items	24
Use keyboard shortcut sets	24
Change the active shortcut set	24
View shortcuts	24
Generate a list of shortcuts	24
Create a new shortcut set	25
Create or redefine a shortcut	25
Viewing stories	25
Galley, Story, and Layout view overview	25
Switch between Galley, Story, or Layout view	27
About Galley view	27
Customize Galley and Story views	28
Change the Galley view display settings	28
Set Galley view display preferences	28
Show or hide the information column	29
Set Story view preferences	29
Show or hide paragraph break marks	29
Use the vertical depth ruler	29
Layout view overview	29
About frames	30
Show or hide frame edges	30
View documents	31
Zoom in or out	31
Use power zoom	31
Magnify by dragging	32
Display the document at 100%	32
Fit the page, spread, or pasteboard within the active window	32
Customizing preferences and defaults	32
About preferences	32
Set defaults	33
Change default settings for new documents	33
Specify default settings for new objects in a document	33
Restore all preferences and default settings	33
Reset warning dialog boxes	33
Moving through documents	33
Scrolling through documents	33
Move through a document with the Hand tool	34
Go to another page in Layout view	34
Jump to position markers	35
Reorder InCopy stories	35
Recovery and undo	35
Recover documents	35
Find recovered documents	35
Change the location of recovered documents	36
Undo mistakes	36
Working with ConnectNow	36
Working with ConnectNow	36
Chapter 3: Working with InCopy documents	38
Using an InCopy workflow	38
About InCopy workflows	38
About linked (managed) documents	38
Working with multistory files	39
Stand-alone documents	39
Work with stand-alone documents	39
Create a stand-alone document	39
Open a stand-alone document	40
Change document layout	40
Define custom document presets	40
Linking InCopy files to InDesign	40
About Adobe Bridge	41
Browse for files by using Adobe Bridge	41
Scripting in InCopy	41
Saving and exporting	41
Save documents	41
InCopy file types	42
Export InCopy documents	43
Rename InCopy stories	43
Adobe Version Cue	43
Frames, grids, rulers, and guides	44
About frames in InCopy files	44
Change measurement units and rulers	45
Specify the measurement units	46
Override default measurement units	46
Change the zero point	47
Adjust the zero point	47
Change the default zero point	47
Use grids	48
Set up a baseline grid	48
Set up a document grid	49
Show or hide grids	49
View ruler guides	49
Show or hide ruler guides	49
Display ruler guides behind objects	50
Customize the pasteboard and guides	50
Use layers	50
Show and hide layers	51
Importing graphics	51
Import graphics	51
Notes on placing graphics in InCopy	51
Place a graphic in an InCopy document	52
Drag a graphic into a frame	52
Paste a graphic into a frame	52
Create an inline graphic	53
Import options for graphics	53
Encapsulated PostScript (.eps) import options	53
Bitmap import options	53
Portable Network Graphics (.png) import options	54
Acrobat (.pdf) and Illustrator (.ai) import options	55
Fit a graphic to its frame	56
Links panel overview	57
Use the Links panel	58
Work with Links panel columns	58
Change the Links panel rows and thumbnails	58
Display link information	59
View metadata via the Links panel	59
Update, restore, and replace links	59
Choose how relinked graphics are scaled	59
Update modified links	59
Replace a link with a different source file	60
Restore missing links	60
Find missing links	60
Specify a default Relink folder	61
Copy links to a different folder	61
Relink to a different folder	61
Replace an imported file using the Place command	61
Copy the link pathname	61
Edit original artwork	62
Edit original artwork using the default application	62
Edit original artwork using a different application	62
Control layer visibility in imported images	62
Set layer visibility	62
Set layer visibility for placed AI, PSD, PDF, and INDD files	63
Importing InDesign (.indd) pages	63
Transforming graphics	64
Position tool overview	64
Set Position tool options	64
Transform graphics	64
Move a graphic	65
Scale a graphic	65
Rotate a graphic	65
Shear a graphic	66
Clear transformations to a graphic	66
Controlling graphics display	66
Control graphics’ display performance	66
Change a document’s display performance	66
Change an object’s display performance	67
Display performance options	67
Set default display performance	67
Customize the display performance options	68
Including metadata in a story	69
Work with metadata	69
Add metadata using the File Info dialog box	69
Export metadata as an XMP file	70
Import metadata from an XMP file	70
Chapter 4: Sharing content between InCopy and InDesign	72
Understanding a basic managed-file workflow	72
Sharing content	72
Ways to work with content in InCopy	72
Managed files	75
Best practices for working with managed files	75
Managed-file workflow examples	76
Local server workflow	76
E-mail package workflow	77
Enter user identification	77
Workflow icons	78
Sharing content	79
Exporting content from InDesign	79
Assignments panel overview	79
Assignment files	80
Create assignments and add content (InDesign)	81
Create empty assignment files (InDesign)	81
Simultaneously create assignments and add content (InDesign)	82
Add content to existing assignments (InDesign)	82
Assignment file options (InDesign)	82
Export content as separate InCopy files (InDesign)	83
Assignment packages	84
Create and send packages (InDesign)	84
Create a package for manual distribution	84
Create a package for e-mail (InDesign)	85
Cancel a package	85
Update a package	85
Receive packages (InCopy)	85
Open a package (InCopy)	86
Return or forward a package (InCopy)	86
Receive return packages (InDesign)	86
Working with managed files	87
Open shared content	87
Check out content	87
Check out content (InDesign)	87
Check out content (InCopy)	87
Opening managed files (InCopy)	88
Update assignment files (InDesign)	88
Update content	89
Update content while opening a managed document (InDesign)	89
Update content while working (InDesign)	89
Update content while working (InCopy)	90
Accidentally updating your work	90
Update the InDesign layout	90
Check in content	91
Check in managed content (InDesign)	91
Check in managed content (InCopy)	91
Save changes (InDesign)	91
Save changes (InCopy)	92
Adjusting your workflow	92
Move content between assignments (InDesign)	92
Delete assignments (InDesign)	93
Relink missing assignment files (InDesign)	93
Re-create the assignment file in the original location	93
Change the assignment location	93
Correct mistakes	94
Overriding locked files (InDesign)	94
Unlink content files (InDesign)	94
Placing InCopy files in InDesign documents	94
Chapter 5: Text	96
Adding text	96
Adding text	96
Importing files	96
Place (import) text	97
Import options	97
Microsoft Word and RTF import options	97
Text-file import options	99
Microsoft Excel import options	99
Tagged-text import options	100
Type Asian text using inline input	100
Editing text	100
Select text	100
Change what triple-clicking does	101
Paste text	101
Paste text from another application	101
Adjust spacing automatically when pasting text	101
Drag and drop text	101
Transpose characters	102
View hidden characters	102
Edit text on a master page	103
Undo actions	103
Jump to a position marker	104
Add column, frame, and page breaks	104
Break options	104
Use conditional text	105
Planning conditional documents	106
Create conditions	107
Apply conditions to text	107
Show or hide conditions	107
Use condition sets	108
Manage conditions	108
Find and change conditional text	109
Glyphs and special characters	109
Glyphs panel overview	109
Open the Glyphs panel	110
Change the Glyphs panel view	110
Filter the glyphs that appear	110
Sort glyphs in the Glyphs panel	110
Insert glyphs and special characters	110
Insert special characters	111
Insert a glyph from a specified font	111
Insert a recently used glyph	111
Clear recently used glyphs	111
Replace a character with an alternate glyph	111
Display OpenType glyph attributes in the Glyphs panel	112
Highlight alternate glyphs in the text	112
Create and edit custom glyph sets	113
Create a custom glyph set	113
View a custom glyph set	113
Edit custom glyph sets	113
Delete glyphs from custom glyph sets	114
Delete custom glyph sets	114
Save and load glyph sets	114
Use quotation marks	114
Specify which quotation marks to use	114
Insert straight quotation marks	114
Insert white space characters	115
White space options	115
Find/Change	115
Find/Change overview	115
Find and change text	116
Find and change text	116
Find and change formatted text	117
Common Find/Change techniques	118
Notes on finding and changing text in InCopy	118
Search options for finding and changing text	119
Search using GREP expressions	119
Tips for constructing GREP searches	120
GREP search examples	120
Metacharacters for searching	123
Find and change glyphs	127
Find and change fonts	128
Find/change items using queries	129
Search using queries	129
Save queries	129
Delete queries	129
Load queries	130
Using text macros	130
Create a text macro	130
Edit a text macro	131
Duplicate a macro	131
Delete a text macro	131
Insert or swap macro text	131
Insert macro text automatically	131
Insert macro text at the insertion point	131
Swap text with macro text	132
Text variables	132
Create and edit text variables	132
Create or edit text variables	132
Variable types	133
Create variables for running headers and footers	134
Insert text variables	135
Delete, convert, and import text variables	135
Delete text variables	135
Convert text variables to text	135
Import text variables from another document	136
Tracking and reviewing changes	136
Track changes	136
Turn on change tracking	137
How change tracking is displayed	137
Show or hide changes	137
Turn off change tracking	137
View change information in the Change Info panel	138
Accept and reject changes	138
Review changes using the toolbar	138
Accept or reject a change	138
Partially accept or reject a change	139
Accept or reject all changes without reviewing	139
Set Track Changes preferences	139
Change the user name and color	139
Using editorial notes	140
About editorial notes	140
Notes panel overview	140
Open the Notes panel	141
Use Notes Mode	141
Add a note	141
Convert text to a note	141
Convert notes to text	142
Navigate between notes	142
Split a note	142
Expand or collapse notes	143
Select and open a note in Layout view	143
Edit a note	143
Check spelling or find/change text in notes	143
Move or duplicate notes	143
Move or duplicate notes in Galley and Story views	143
Duplicate a note anchor in Layout view	144
Delete notes	144
Printing and exporting notes	144
Specify note preferences	144
Footnotes	145
Create footnotes	145
Change footnote numbering and layout	145
Footnote numbering and formatting options	146
Footnote layout options	147
Delete footnotes	147
Work with footnote text	147
Hyperlinks	148
Hyperlinks panel overview	148
Open the Hyperlinks panel	149
Sort hyperlinks in the Hyperlinks panel	149
Display hyperlinks in smaller rows	149
Create hyperlinks	149
Create a hyperlink to a web page (URL)	149
Create a hyperlink to a file	150
Create a hyperlink to an email message	150
Create a hyperlink to a page	151
Create a hyperlink destination	151
Create a hyperlink to a text anchor	151
Create a hyperlink to any shared destination	152
Hyperlink appearance options	152
Manage hyperlinks	152
Edit hyperlinks	153
Delete hyperlinks	153
Rename a hyperlink source	153
Edit or delete hyperlink destinations	153
Reset or update hyperlinks	153
Go to a hyperlink source or anchor	153
Cross-references	154
Insert cross-references	154
Using cross-reference formats	155
Create or edit cross-reference formats	155
Cross-reference building blocks	156
Creating cross-references to partial paragraphs	157
Apply character styles within a cross-reference	158
Load (import) cross-reference formats	158
Delete cross-reference formats	159
Manage cross-references	159
Update cross-references	159
Relink cross-references	159
Edit cross-references	160
Delete cross-references	160
Editing cross-reference source text	160
Editing hyperlinks imported from Word	160
Copyfitting text	161
Copyfitting text	161
Customize Copyfit Info settings	162
Editing overset text	162
Show or hide the depth ruler	162
Checking spelling	162
Check spelling	162
Set spelling preferences	163
Check spelling	163
Correct spelling errors as you type	164
Use dynamic spelling	164
Hyphenation and spelling dictionaries	165
Create or add user dictionaries	165
Set the default language dictionary for all new documents	166
Remove, relink, and reorder user dictionaries	166
Add words to dictionaries	166
Remove or edit words in dictionaries	167
Export a word list	167
Import a word list	167
Change dictionary preferences	167
Using dictionaries in a workgroup	168
Assign a language dictionary to selected text	169
Using the thesaurus	169
About the thesaurus	169
Look up words in the thesaurus	170
Look up a word visible in the document window	170
Look up a word not visible in the document window	170
Look up a word again	170
Insert a word from the Thesaurus panel	171
Chapter 6: Styles	172
Paragraph and character styles	172
About character and paragraph styles	172
Styles panel overview	173
Open the Paragraph Styles panel	173
Open the Character Styles panel	173
Add paragraph and character styles	173
Define paragraph or character styles	173
Base one paragraph or character style on another	174
Import styles from other documents	174
Convert Word styles to InDesign styles	175
Apply styles	176
Apply a character style	176
Apply a paragraph style	176
Apply sequential styles to multiple paragraphs	176
Edit character and paragraph styles	177
Edit a style using the dialog box	177
Redefine a style to match selected text	177
Delete character or paragraph styles	178
Override character and paragraph styles	178
Preserve or remove overrides when applying paragraph styles	178
Clear paragraph style overrides	179
Break the link between text and its style	179
Convert style bullets and numbering to text	179
Find and replace character and paragraph styles	180
Drop caps and nested styles	180
Apply a character style to a drop cap	180
Create nested styles	181
Create one or more nested styles	182
Create nested line styles	183
Loop through nested styles	183
Nested style character style options	184
End a nested style	185
Remove the formatting of a nested style	185
Create GREP styles	186
Working with styles	187
Duplicate styles or style groups	187
Group styles	187

Match case Limit results 1 per page

Chapter 4: Sharing content between

InCopy and InDesign

Adobe InCopy is a professional writing and editing program that integrates tightly with Adobe InDesign. Large-to-

medium publishers can acquire powerful editorial solutions based on InCopy and InDesign from systems integrators

and third-party developers. Smaller publishing groups can set up an affordable, flexible editorial workflow system

using a version of InCopy available directly from Adobe.

Understanding a basic managed-file workflow

Sharing content

The Adobe InCopy LiveEdit Workflow plug-ins let writers and editors develop copy in InCopy at the same time as

designers prepare layouts in Adobe InDesign. This workflow includes container files, called

assignments,

for grouping

related pieces of content, and file-locking and notification tools for sharing and updating files in InCopy or InDesign

over a shared network or in compressed packages that can be distributed via e-mail.

In the shared network workflow, InDesign users export text and graphics to a shared location on a file system, where

the files become available to InCopy users who will write and edit the content. Selected text frames and graphics frames

are either exported to the assignment or exported as separate InCopy files, where they become part of the managed

process and are linked to the InDesign document. These shared files are referred to as

managed files

. When users work

in the assignment file or in the InDesign file on a local server, changes to the associated layout or content are

communicated to all users involved in the workflow for that document.

Multiple InCopy or InDesign users can open the same content file simultaneously, and multiple InCopy users can

open the same assignment file simultaneously. However, only one user at a time can

check out

the InCopy file for

editing. Others can view the file on a read-only basis. The user who checks out a managed InCopy file can share his or

her work with other users by saving the file to the shared server or by returning the file to the InDesign user; however,

other users can’t make changes to the file until it’s checked back in. This system allows multiple users to access the

same file but prevents users from overwriting each other’s work.

For more information, see the InCopy LiveEdit Workflow guide (PDF) at

www.adobe.com/go/learn_liveedit