Summary of Contents for Adobe 65009333 - InCopy CS4 - PC
Page 1
Using CS 4 ADOBE INCOPY ® ® Updated 29 April 2009...
Page 2
The content of this guide is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Adobe Systems Incorporated. Adobe Systems Incorporated assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide.
Page 3
Unpublished-rights reserved under the copyright laws of the United States. Adobe agrees to comply with all applicable equal opportunity laws including, if appropriate, the provisions of Executive Order 11246, as amended, Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974 (38 USC 4212), and Section 503 of the Rehabilitation Act of 1973, as amended, and the regulations at 41 CFR Parts 60-1 through 60-60, 60-250, and 60-741.
If you postpone registration, you can register at any time by choosing Help > Registration. Adobe Product Improvement Program After you use your Adobe software a certain number of times, a dialog box may appear asking whether you want to participate in the Adobe Product Improvement Program.
The sites searched by the default Community Help search engine are hand-selected and reviewed for quality by Adobe and Adobe Community Experts. Adobe experts also work to ensure that the top search results include a mixture of different kinds of content, including results from on-line product Help.
From the Connections panel menu , select Offline Options. Select Keep Me Offline and click OK. Note: When you disable web services from the Connections panel, all other web services (such as Adobe Kuler and Adobe ConnectNow) are also disabled. Printed resources Printed versions of the complete on-line product Help are available for the cost of shipping and handling at www.adobe.com/go/store.
Extras The installation disc contains a variety of extras to help you make the most of your Adobe software. Some extras are installed on your computer during the setup process; others are located on the disc.
Page 10
USING INCOPY CS4 Resources Text and tables improvements Conditional text Use conditional text to deliver multiple versions of a document for different users and channels. Create conditions and apply them to text for audience customization. If you hide conditions, the remaining text and anchored objects reflow automatically in your layout.
Page 11
Productivity enhancements Spread view rotation Adobe InDesign users can rotate the spread view temporarily at 90- and 180-degree angles. The ability to rotate spread views is especially important for working on non-horizontal design elements, such as rotated calendar spreads and tables.
Integration with Adobe Version Cue CS4 Connect to Version Cue Server projects using Adobe Drive. The connected server appears like a hard drive or mapped network drive in Windows Explorer, Mac OS Finder, and in dialog boxes such as Open and Save As. See “Adobe...
Page 13
USING INCOPY CS4 Resources More nudge buttons Use the Up and Down arrow keys to nudge values for paragraph and character styles, find/change formats, color, and more. Dialog box positioning Dialog boxes open in the same screen location in which they were closed. Power zoom Use the Hand tool to zoom out by holding down your mouse button.
Chapter 2: Workspace The Adobe® InCopy® workspace is arranged to help you focus on writing content. When you first start InCopy, you see the default workspace, which you can customize to suit your needs. Workspace basics Workspace overview You create and manipulate your documents and files using various elements, such as panels, bars, and windows. Any arrangement of these elements is called a workspace.
Page 15
• Panels help you monitor and modify your work. Examples include the Timeline in Flash, the Layers panel in Adobe Photoshop®, and the CSS Styles panel in Dreamweaver. Panels can be grouped, stacked, or docked. Updated 29 April 2009...
Page 16
If you prefer the traditional, free-form user interface of the Mac, you can turn off the Application frame. In Adobe Illustrator®, for example, select Window > Application Frame to toggle it on or off. (In Flash, the Application frame is on permanently. Dreamweaver does not use an Application frame.)
Page 17
USING INCOPY CS4 Workspace Narrow blue drop zone indicates Color panel will be docked on its own above the Layers panel group. A. Title bar B. Tab C. Drop zone In Photoshop, you can change the font size of the text in the Control panel, in the panels, and in tool tips. Choose a size from the UI Font Size menu in Interface preferences.
Page 18
USING INCOPY CS4 Workspace Navigator panel being dragged out to new dock, indicated by blue vertical highlight Navigator panel now in its own dock You can prevent panels from filling all the space in a dock. Drag the bottom edge of the dock up so it no longer meets the edge of the workspace.
Page 19
USING INCOPY CS4 Workspace Manipulate panel groups • To move a panel into a group, drag the panel’s tab to the highlighted drop zone in the group. Adding a panel to a panel group • To rearrange panels in a group, drag a panel’s tab to a new location in the group. •...
Page 20
USING INCOPY CS4 Workspace Panels collapsed to icons Panels expanded from icons • To collapse or expand all panel icons in a dock, click the double arrow at the top of the dock. • To expand a single panel icon, click it. •...
Page 21
USING INCOPY CS4 Workspace Save a custom workspace With the workspace in the configuration you want to save, do one of the following: • (Photoshop, Illustrator) Choose Window > Workspace > Save Workspace. • (InDesign, InCopy) Choose Window > Workspace > New Workspace. •...
Page 22
USING INCOPY CS4 Workspace When you’re creating, sizing, or rotating an object, the cursor displays the [x,y] Show Transformation Values coordinates, width and height, or rotation information. Specify whether the toolbar appears as a single column, double column, or single row. Floating Tools Panel When this option is selected, clicking the document window closes the open panel Auto-Collapse Icon Panels...
Page 23
USING INCOPY CS4 Workspace • To separate a grouped toolbar, click the gripper area of the toolbar, and drag the toolbar away from the group. Dragging a toolbar out of an existing group creates a new toolbar. Use context menus Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the active tool or selection.
Page 24
USING INCOPY CS4 Workspace Choose the menu set from the Set menu, and then do one of the following: • To edit a menu set, change the visibility or color of menu commands, click Save, and then click OK. • To delete a menu set, click Delete and then click Yes.
InCopy offers three views of a story: Galley, Story, and Layout. These terms correspond to the terms used in traditional publishing. Displays text with line breaks established in the corresponding Adobe InDesign® document. If text doesn’t Galley view fit into the assigned layout space, an overset indicator marks the point at which the InCopy text exceeds the space.
Page 26
USING INCOPY CS4 Workspace Galley view Displays text in a continuous stream, wrapping the text at the document window. Story view doesn’t show Story view accurate line endings, so you can concentrate on content. However, if text doesn’t fit into the assigned layout space, an overset indicator marks the point at which the InCopy text exceeds the space.
Page 27
USING INCOPY CS4 Workspace Displays text as it will print, with all formatting. When you use InCopy to synchronize with an InDesign Layout view layout, you can view text in context with all other page elements in the InDesign document—frames, columns, graphics, and so on.
Page 28
USING INCOPY CS4 Workspace Galley view includes the Copyfit break feature, which indicates the point at which the InCopy text exceeds the layout space assigned for it in InDesign. By default, Galley view displays text at 12 points. You can change the font, size, or spacing to make text easier to read or edit.
Page 29
USING INCOPY CS4 Workspace Note: Any settings made in the Galley & Story Display section apply to both the Galley and Story views. Show or hide the information column The information column appears on the left side of the document window in Galley and Story views. This column contains read-only information about paragraph styles, line numbers, and the vertical depth of text;...
USING INCOPY CS4 Workspace If you work with a linked story—a managed story within an open InDesign document or assignment file—you cannot modify the story layout with InCopy. You can work only with the text and text attributes. If you work with a stand-alone InCopy document—an individual InCopy document that isn’t within an open InDesign document or assignment file—you can work with the text and text attributes, and you can change the page size using the Document Setup command.
Page 31
USING INCOPY CS4 Workspace Text and graphics frames with frame edges displayed (left) and hidden (right) ❖ In Layout view, choose View > Show Frame Edges or View > Hide Frame Edges. View documents Use the Zoom tool or View options to zoom in on or out of documents. Zoom in or out In Layout view, you can magnify or reduce the view of a page.
USING INCOPY CS4 Workspace Magnify by dragging Select the Zoom tool Drag to select the area you want to magnify. To activate the Zoom In tool while using another tool, press Ctrl+spacebar (Windows) or Command+spacebar (Mac OS). To activate the Zoom Out tool while using another tool, press Ctrl+Alt+spacebar (Windows) or Command+Option+spacebar (Mac OS).
USING INCOPY CS4 Workspace Set defaults If you change settings when no documents are open, your changes set the defaults for new documents. If a document is open when you change settings, the changes affect only that document. Similarly, if you change settings when no objects are selected, your changes set the defaults for new objects. Change default settings for new documents Close all documents.
Page 34
USING INCOPY CS4 Workspace You can also use the Page Up, Page Down, and arrow keys on the keyboard to move through a story. In Layout view, pressing Page Up or Page Down shifts to the next or previous page in the layout. In Galley or Story view, Page Up and Page Down shift the view by one screen;...
Even though these features exist, you should save your files often and create backup files in case of unexpected power or system failures. See also “Adobe Version Cue” on page 38 Find recovered documents Restart your computer.
Working with ConnectNow Adobe® ConnectNow provides you with a secure, personal online meeting room where you can meet and collaborate with others via the web in real time. With ConnectNow, you can share and annotate your computer screen, send chat messages, and communicate using integrated audio.
Page 37
Choose File > Share My Screen. In the Share My Screen dialog box, enter your Adobe ID and password, and click Sign In. If you don’t have an Adobe ID and password, click the Create a Free Adobe ID link at the top of the dialog box.
Chapter 3: Working with InCopy documents In Adobe® InCopy®, you can create stand-alone documents, or you can work with documents that are linked to Adobe® InDesign®. When you work with linked documents, you can have more than one InCopy story in an InDesign file, depending on your workflow system.
USING INCOPY CS4 Working with InCopy documents • Linked content is managed by your workflow system, where it is locked for access control. Your system might offer several options for opening a linked story, such as checking out each InCopy file so that you alone can work on it. For instructions, see your workflow system documentation or ask your system administrator, or check out content using InCopy if your workflow uses the InCopy LiveEdit Workflow plug-ins.
Page 40
USING INCOPY CS4 Working with InCopy documents Choose a page size from the list, or type values for Width and Height. Page size represents the final size you want after bleeds or other marks outside the page are trimmed. Click OK. Open a stand-alone document You can open an InCopy content file (.icml) that has been created in InCopy or exported from InDesign.
Adobe Bridge is a cross-platform application included with Adobe Creative Suite components that helps you locate, organize, and browse the assets you need to create print, web, video, and audio content. You can start Adobe Bridge from any Creative Suite component (except Adobe Acrobat® 9), and use it to access both Adobe and non-Adobe asset types.
Page 42
USING INCOPY CS4 Working with InCopy documents • To save a copy of a story or graphic under a new document name, choose File > Save Content Copy, specify a location and filename, and click Save. The saved copy does not become the active document. •...
Page 43
InCopy document is exported to a separate file. The exception is exporting an InCopy document to Adobe PDF, which copies all of the text and graphics in a document to a single PDF file.
Adobe Flash®, Adobe Illustrator®, Adobe InDesign®, Adobe InCopy®, Adobe Photoshop®, and Adobe Bridge. When you use any of these applications to open a file stored on a Version Cue server, the file is checked out automatically. For all other applications, use the context menu to check in and check out files manually.
Page 45
USING INCOPY CS4 Working with InCopy documents When you add text to a threaded story, the story flows through each successive frame until all of the assigned frames are full. Flow of threaded text: Original text in threaded frames (top); after you add text to first frame, text reflows to second frame (bottom) If the text doesn’t fit in its allotted frame space, the hidden part of the story is called overset text.
Page 46
USING INCOPY CS4 Working with InCopy documents The default unit of measure for the rulers is picas (a pica equals 12 points). You can change the ruler units and control where the major tick marks appear on a ruler. For example, if you change the ruler unit for the vertical ruler to 12 points, a major ruler increment appears every 12 points (if such a display is possible in the current magnification).
Page 47
USING INCOPY CS4 Working with InCopy documents To specify: Type these letters after the value: Examples Result Picas and points p (between values) 3 picas, 6 points Ciceros 5 ciceros Agates agates Change the zero point The zero point is the position at which the zeros on the horizontal and vertical rulers intersect. By default, the zero point is at the top left corner of the first page of each spread.
Page 48
USING INCOPY CS4 Working with InCopy documents In the Ruler Units section, in the Origin menu, do one of the following: • To set the ruler origin at the top-left corner of each spread, choose Spread. The horizontal ruler measures across the entire spread.
Page 49
USING INCOPY CS4 Working with InCopy documents Baseline grid at magnification below view threshold (left) and above view threshold (right) Click OK. Set up a document grid Choose Edit > Preferences > Grids (Windows) or InCopy > Preferences > Grids (Mac OS). Specify a document grid color by choosing a color in the Color menu.
Page 50
USING INCOPY CS4 Working with InCopy documents Display ruler guides behind objects By default, ruler guides appear in front of all other guides and objects. However, some ruler guides may block your view of objects, such as lines with narrow stroke widths. You can change the Guides In Back preference to display ruler guides in front of or behind all other objects.
InCopy documents, you can insert a graphic into the default text frame, making it an inline graphic. InCopy supports the same wide range of graphics file formats as InDesign, including graphics created using Adobe® Illustrator® 8.0 and later, bitmap formats such as PDF, PSD, TIFF, GIF, JPEG, and BMP, and vector formats such as EPS.
Page 52
USING INCOPY CS4 Working with InCopy documents • When InDesign users create a new frame, they specify whether it is a text, graphics, or unassigned frame. InCopy users cannot change this frame type within InCopy. Therefore, if you try to import a graphic into a text frame, for example, it may appear as a large inline graphic.
Page 53
USING INCOPY CS4 Working with InCopy documents Create an inline graphic Make sure the text frame is checked out to you. The Editing icon appears in the upper left corner of the frame. Do one of the following: • To place a graphic in an existing inline graphics frame, use the Place or Cut command to select a graphic. Click the loaded graphics icon in the frame.
Page 54
USING INCOPY CS4 Working with InCopy documents Note: Although Adobe InCopy does not include color-management options, these import options are relevant when the images you place in InCopy are transferred to InDesign. When you place a PSD, TIFF, GIF, JPEG, or BMP file and select Show Import Options in the Place dialog box, you’ll see a dialog box containing these options: If this option isn’t available, the image wasn’t saved with a clipping path, or the file...
Page 55
Places the PDF only in the area defined by a rectangle that the author created as a placeable artwork (for example, clip art). • Places the PDF only in the area that is displayed or printed by Adobe Acrobat. Crop •...
Page 56
USING INCOPY CS4 Working with InCopy documents Options for cropping placed PDFs A. Media B. Content C. Bleed D. Trim E. Crop F. Art Select this option to reveal text or graphics that fall beneath the PDF page in the InCopy Transparent Background layout.
Page 57
In InCopy, the Links panel also displays linked stories. When you select a linked story in the Links panel, the Link Info section displays information such as the number of notes, the managed status, and the status of tracked changes. Note: If you’re working with files from an Adobe Version Cue project, the Links panel displays additional file information. Links panel A.
Page 58
If a linked object does not appear on a specific document page, the following codes indicate where the object appears: PB (pasteboard), MP (master page), OV (overset text), and HT (hidden text). For a video tutorial on using the Links panel, see www.adobe.com/go/lrvid4027_id. See also “Adobe Version...
Page 59
USING INCOPY CS4 Working with InCopy documents For Thumbnails, determine whether thumbnail representations of the graphics appear in the Name column and in the Link Info section at the bottom of the Links panel. Click OK. Display link information The Link Info section of the Links panel lists information about the selected linked file. To change the information displayed in the Link Info section of the Links panel, choose Panel Options from the Links panel menu, and select check boxes in the Show In Link Info column.
Page 60
USING INCOPY CS4 Working with InCopy documents • To update all modified links, choose Update All Links from the Links panel menu, or Alt-click (Windows) or Option-click (Mac OS) the Update Link button. • To update only one link to a graphic that appears in several places in the document, select only the sublink and choose Update Link.
Page 61
USING INCOPY CS4 Working with InCopy documents Specify a default Relink folder In the Preferences dialog box, select File Handling. From the Default Relink Folder menu, choose either of the following options, and then click OK: This option displays the most recently used folder you selected when relinking, matching Most Recent Relink Folder InCopy CS3 behavior.
Page 62
USING INCOPY CS4 Working with InCopy documents From the Links panel menu, choose Utilities > Copy Full Path or Copy Platform Style Path. Paste the path. Edit original artwork The Edit Original command lets you open most graphics in the application in which you created them so that you can modify them as necessary.
Page 63
USING INCOPY CS4 Working with InCopy documents Do one of the following: • To open or close a layer set, click the triangle to the left of the folder icon. • To hide a layer or layer set, click the eye icon next to the layer or layer set. •...
USING INCOPY CS4 Working with InCopy documents Add pages in your document to hold the pages you want to import. After you choose File > Place and select an INDD file, you can choose Show Import Options and then choose which pages to import, which layers to make visible, and how to crop the imported pages.
Page 65
USING INCOPY CS4 Working with InCopy documents Move a graphic Make sure the frame with the desired object is checked out to you, and then select the object using the Position tool Choose Object > Transform > Move. In the Move dialog box, do one of the following: •...
USING INCOPY CS4 Working with InCopy documents Shear a graphic Make sure the frame with the desired object is checked out to you, and then select the object using the Position tool Choose Object > Transform > Shear. In the Shear dialog box, enter the new shear angle. The shear angle is the amount of slant to be applied to the object, relative to a line perpendicular to the shear axis.
Page 67
USING INCOPY CS4 Working with InCopy documents Change an object’s display performance Choose View > Layout View. To preserve the display performance for individual objects when the document is closed and reopened, make sure Preserve Object-Level Display Settings is selected in Display Performance preferences. Choose View >...
Page 68
USING INCOPY CS4 Working with InCopy documents Do one of the following: • To save display settings applied to individual objects, select Preserve Object-Level Display Settings. • To display all graphics using the default display option, deselect Preserve Object-Level Display Settings. For Adjust View Settings, choose the display option you want to customize, and then move the slider for Raster Images or Vector Graphics to the desired setting.
Working with metadata in Adobe Bridge and Adobe Creative Suite components Many of the powerful Adobe Bridge features that allow you to organize, search, and keep track of your files and versions depend on XMP metadata in your files. Adobe Bridge provides two ways of working with metadata: through the Metadata panel and through the File Info dialog box (InDesign) or the Content File Info dialog box (InCopy).
Page 70
Lists patient, study, series, and equipment information for DICOM images. DICOM Displays Adobe Photoshop history log information for images saved with Photoshop. The History tab appears History only if Adobe Photoshop is installed.
Page 71
USING INCOPY CS4 Working with InCopy documents • Choose Import from the pop-up menu at the bottom of the dialog box, select an import option, and click OK. Then double-click the XMP template file you want to import. Updated 29 April 2009...
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.
Page 73
USING INCOPY CS4 Sharing content between InCopy and InDesign Open assignment files created in InDesign InDesign users can create an assignment file and designate content for sharing. This method lets the InDesign user associate related components (heading, body, graphics, captions, and so on), and then assign them to different InCopy users for writing and editing.
Page 74
You can create content in InCopy that isn’t associated with an InDesign file. In these stand-alone documents, you can type text, assign fonts and styles, and import graphics from other applications (such as Adobe Illustrator and Adobe Photoshop) to enhance the text. You can also assign tags for future XML use. This approach is a good option in an editorial workflow where the content precedes the design.
USING INCOPY CS4 Sharing content between InCopy and InDesign See also “Work with stand-alone documents” on page 34 Managed files For a file to be managed, it must be added to an assignment file, exported from InDesign as InCopy content, or placed as InCopy content into InDesign.
Page 76
USING INCOPY CS4 Sharing content between InCopy and InDesign • In InCopy, open the assignment file instead of an individual InCopy story. That way, you can see the copyfit and layout information in Galley and Layout views. If you export content without using assignment files, you can see copyfit and layout information only by opening the InDesign file.
Page 77
USING INCOPY CS4 Sharing content between InCopy and InDesign 6. In InDesign, make sure that all the content is checked in. The managed workflow makes it possible to know who has checked out files. After content files are checked in, InDesign users can check out the files to finalize the layout as necessary.
Page 78
USING INCOPY CS4 Sharing content between InCopy and InDesign Note: The Color pop-up menu in this dialog box is for identifying editorial notes and tracked changes. You can choose the color now if you want, but it doesn’t affect anything you do in a managed workflow. See also “Track changes”...
USING INCOPY CS4 Sharing content between InCopy and InDesign Sharing content Exporting content from InDesign Exporting content from InDesign to InCopy establishes a link between the two applications. You export InDesign text frames, graphics frames, and their contents to InCopy using either of two methods: •...
Page 80
USING INCOPY CS4 Sharing content between InCopy and InDesign InDesign Assignments panel A. InCopy content names B. InDesign document name C. Assignment Out Of Date status D. Available And Text Up To Date status E. In Use And Text Out Of Date status F. Editing And Text Up To Date status G. Unassigned content H. User name I. Update Content button J. Check Out/Check In Selection button K.
Page 81
USING INCOPY CS4 Sharing content between InCopy and InDesign Assignment files include the following: • Links or pointers to the associated page items, including placeholder frames. These elements let the InCopy user open a single file in InCopy and have editorial access to multiple page items. •...
Page 82
USING INCOPY CS4 Sharing content between InCopy and InDesign Simultaneously create assignments and add content (InDesign) In InDesign, create a document that has one or more text frames, graphics frames, or placeholder items, and then save the document. Select the text and graphics frames you want to add. Do one of the following: •...
Page 83
USING INCOPY CS4 Sharing content between InCopy and InDesign Click the Change button to specify the location of the assignments folder. By default, the assignments folder Change is created in the same location as the InDesign file. Lets InCopy users see the text and graphics frames in the assignment as well as boxes (or other Placeholder Frames shapes) representing all other frames on those InDesign pages.
USING INCOPY CS4 Sharing content between InCopy and InDesign (Optional) In the Export InCopy Content dialog box, choose InCopy CS3 Interchange from the Save As Type (Windows) or Format (Mac OS) menu to make the exported file compatible with InCopy CS3. This saves the content as an .incx file rather than an .icml file.
Page 85
USING INCOPY CS4 Sharing content between InCopy and InDesign Create a package for e-mail (InDesign) Create an assignment and add the content you want to include in the package. Only content that is checked in is included in the packaged assignment. If any content is checked out, you’re prompted to check in content.
Page 86
USING INCOPY CS4 Sharing content between InCopy and InDesign Open a package (InCopy) ❖ To open an InCopy package (*.icap or *.incp), do any of the following: • Launch the package using the e-mail application. For example, double-click the attachment file. •...
USING INCOPY CS4 Sharing content between InCopy and InDesign Working with managed files Open shared content Only InCopy users can open assignment files (.inca). If an InCopy user opens an InDesign file that contains assignments, the user will have access to all the managed content, regardless of assignments. ❖...
Page 88
USING INCOPY CS4 Sharing content between InCopy and InDesign Do one of the following: • To check out a single InCopy content file, choose File > Check Out. • To check out all content in an assignment at once, select the assignment in the Assignments panel, and choose Check Out from the panel menu.
Page 89
USING INCOPY CS4 Sharing content between InCopy and InDesign Update content To make sure that you’re always working on the most up-to-date content, be sure to watch for Out Of Date icons in the Assignments panel, and then update content accordingly. Updating an InCopy assignment file and its contents or updating individual content files copies data from the latest file system copy so that the version displayed on your computer matches the one on the file system.
Page 90
USING INCOPY CS4 Sharing content between InCopy and InDesign • Select the text or graphics frames in the Links panel, and click the Update Link button or choose Update Link from the Assignments panel menu. Update content while working (InCopy) ❖...
Page 91
The LiveEdit Workflow plug-ins do not create multiple file versions. Instead, files are overwritten when updated in either InCopy or InDesign. (To gain file-versioning capabilities, as well as many other features, use Adobe Version Cue in InDesign or InCopy with a Version Cue Workspace.) If you are working on an assignment package, return or forward the assignment package after checking it in.
InCopy files. Note: If you are working with a file managed by a Version Cue Workspace, a separate Check In command is available. The Version Cue Workspace feature is available as part of the Adobe Creative Suite. See also “Update...
Page 93
USING INCOPY CS4 Sharing content between InCopy and InDesign If the assignment lists are short, you might prefer dragging content items to and from assignments and the Unassigned InCopy Content section. See also “Unlink content files (InDesign)” on page 88 Delete assignments (InDesign) ❖...
USING INCOPY CS4 Sharing content between InCopy and InDesign Correct mistakes If you make a mistake, you can discard changes made since the last Save command and restore the content from the file system. Because InDesign automatically saves every editable InCopy content file when you save the InDesign document, the Cancel Checkout command restores only versions since the last time the document was changed.
Page 95
USING INCOPY CS4 Sharing content between InCopy and InDesign Consider the following dependencies when you place InCopy content files in an InDesign document: If the InCopy text file has styles applied, they are added to the InDesign list of styles for the document. In the Styles event of a style-name conflict, InDesign overwrites the imported style with its existing style.
Chapter 5: Text Adobe® InCopy® gives you the tools you need to add text to stories with both flexibility and precision. Adding text Adding text You can add text by typing, pasting, or importing text from another file. In general, you use standard word-processing techniques to work with text in InCopy.
Page 97
USING INCOPY CS4 Text Saving files for import If your word-processing application can save files in more than one file format, try using the format capable of retaining the most formatting—either the application’s native file format or an interchange format such as Rich Text Format (RTF).
Page 98
USING INCOPY CS4 Text Imports Word footnotes. Footnotes and references are preserved, but renumbered based on the Footnotes document’s footnote settings. If the Word footnotes are not imported properly, try saving the Word document in RTF format and importing the RTF file. Imports endnotes as part of the text at the end of the story.
Page 99
USING INCOPY CS4 Text from the Preset menu. Click Set As Default if you want the selected preset to be used as the default for future imports of Word documents. Text-file import options If you select Show Import Options when placing a text file, you can choose from these options: Specifies the computer language character set, such as ANSI, Unicode UTF8, or Windows CE, that was Character Set used to create the text file.
Properly tagged text can describe almost anything that can appear in an InCopy story, including all paragraph- level attributes, character-level attributes, and special characters. For information on specifying tags, view the Tagged Text PDF at www.adobe.com/go/learn_id_taggedtext_cs4_en (PDF). The following options are available when you import a tagged-text file and select Show Import Options in the Place dialog box.
Page 101
Select Triple Click To Select A Line to enable triple-clicking to select a line (this is the default). Deselect this option if you want triple-clicking to select a paragraph. Paste text You can paste text from another application or from Adobe InCopy. See also “Drag and drop text”...
Page 102
USING INCOPY CS4 Text Hold the pointer over the selected text until the drag and drop icon appears, and then drag the text. As you drag, the selected text remains in place, but a vertical bar indicates where the text will appear when you release the mouse button.
Page 103
USING INCOPY CS4 Text Growth in production of custom hand-made guitars by year: 1996 1997 1998 Growth in production of custom hand-made guitars by year: 1996 1997 1998 Nonprinting characters hidden (top) and visible (bottom) ❖ Do one of the following: •...
Page 104
USING INCOPY CS4 Text • To redo an action you just undid, choose Edit > Redo [action]. • To undo all changes made since the last time you saved the project, choose File > Revert Content. • To stop a change that InCopy hasn’t finished processing (for example, if you see a progress bar), press the Escape key. •...
Page 105
You can apply conditions to text within table cells, but you cannot apply conditions to table cells, columns, or rows. You cannot apply conditions to text in locked InCopy stories. For a video tutorial on using conditional text, see www.adobe.com/go/lrvid4026_id. Updated 29 April 2009...
Page 106
USING INCOPY CS4 Text Planning conditional documents When planning a project with conditional text, examine the nature of the material and look at how several people can take turns working with it if the document is handed off. Plan to treat conditional text consistently to make the document easier to use and maintain.
Page 107
USING INCOPY CS4 Text Create conditions Conditions you create are saved in the current document. If no documents are open when you create a condition, that condition appears in all new documents you create. You can make conditional text easy to identify by specifying condition indicators, such as wavy red underlines. In managed InCopy files, you can apply existing conditions, but you cannot create or delete conditions.
Page 108
USING INCOPY CS4 Text If text has several conditions applied to it and at least one of those conditions is shown while another is hidden, the text is not hidden. • To show or hide individual conditions, click the visibility box next to a condition name. The eye icon indicates the condition is shown.
USING INCOPY CS4 Text Loaded sets ignore the visibility settings of the conditions currently in the Conditional Text panel. To make sure you’re using the same conditions in all documents in a book, create Synchronize conditions in a book the conditions you want in the style source document, select Conditional Text Settings in the Synchronize Options dialog box, and then synchronize the book.
Page 110
You can use the Glyphs panel to locate any glyph in a font. OpenType fonts such as Adobe Caslon™ Pro provide multiple glyphs for many standard characters. Use the Glyphs panel when you want to insert these alternate glyphs in your document. You can also use the Glyphs panel to view and insert OpenType attributes such as ornaments, swashes, fractions, and ligatures.
Page 111
USING INCOPY CS4 Text See also “OpenType fonts” on page 186 “Glyphs panel overview” on page 103 Insert special characters You can insert common characters such as em dashes and en dashes, registered trademark symbols, and ellipses. Using the Type tool, position the insertion point where you want to insert a character. Choose Type >...
Page 112
“Apply OpenType font attributes” on page 187. For more information on OpenType fonts, see www.adobe.com/go/opentype. Highlight alternate glyphs in the text Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS). Select Substituted Glyphs, and then click OK. Substituted glyphs in the text are highlighted in nonprinting yellow.
Page 113
USING INCOPY CS4 Text Create and edit custom glyph sets A glyph set is a named collection of glyphs from one or more fonts. Saving commonly used glyphs in a glyph set prevents you from having to look for them each time you need to use them. Glyph sets are not attached to any particular document;...
Page 114
Copy glyph set files to and from these folders to share them with others: Users\[username]\Library\Preferences\Adobe InCopy \[Version]\[Language]\Presets\Glyph Sets Mac OS Documents and Settings\[username]\Application Data\Adobe\InCopy \[Version]\[Language]\Glyph Sets Windows XP Users\[username]\AppData\Roaming\Adobe\InCopy \[Version]\[Language]\Glyph Sets Windows Vista Use quotation marks You can specify different quotation marks for different languages.
USING INCOPY CS4 Text The character frequently used to indicate feet, arcminutes, or minutes of time is the prime mark. It looks like a slanted apostrophe. The character frequently used to indicate inches, arcseconds, or seconds of time is the double prime mark. These symbols are different from apostrophes and double quotation marks.
Page 116
Search for and replace glyphs using Unicode or GID/CID values, especially useful to search for and replace Glyph glyphs in Asian languages. For a video tutorial on finding and changing text, objects, and expressions, see www.adobe.com/go/vid0080. See also Find/Change video...
Page 117
USING INCOPY CS4 Text • To search for or replace tabs, spaces, or other special characters, select a representative character (metacharacter) from the pop-up menu to the right of the Find What box. You can also choose wildcard options such as Any Digit or Any Character.
Page 118
USING INCOPY CS4 Text On the left side of the Find Format Settings dialog box, select a type of formatting, specify the format attributes, and then click OK. Some OpenType formatting options appear in both the OpenType Options and Basic Character Formats (Position menu) sections.
Page 119
Include Locked Layers cannot replace text on locked layers. Searches for text in stories that have been checked out in Adobe Version Cue or as part of Include Locked Stories an InCopy workflow. You cannot replace text in locked stories.
Page 120
USING INCOPY CS4 Text You can also use GREP Styles to apply a character style to text that conforms to a GREP expression. In fact, the GREP Styles dialog box is a good way to test your GREP expression. Add the examples you want to find to a paragraph, and then specify a character style and GREP expression in the GREP Styles dialog box.
Page 121
USING INCOPY CS4 Text GREP example A. Finds all word characters enclosed in quotation marks B. The character style is applied to the second grouping (the word) while the first two groupings (open and close quotes) are removed C. Character style specified This example searches only for single words enclosed in quotation marks.
Page 122
USING INCOPY CS4 Text Expression Search string Sample text Matches (in bold) Class of characters [abc] Maria cuenta bien. Mariacuentabien. Finds the letter a, b, or c. Beginning of ^~_.+ “We saw—or at least we “We saw—or at least we think we paragraph think we saw—a purple saw—a purple cow.”...
Page 123
USING INCOPY CS4 Text Expression Search string Sample text Matches (in bold) Single-line on (?s)c.a abc abc abc abc abc abcabc abc (?s) The searches for any character ( . ) between the letters c and a. The (?s) expression matches any character, even if it falls on the next line.
Page 124
USING INCOPY CS4 Text Character: Text tab metacharacter: GREP tab metacharacter: Copyright Symbol Ellipsis Tilde Paragraph Symbol Registered Trademark Symbol Section Symbol Trademark Symbol Open Parenthesis Character Close Parenthesis Character Open Brace Character Close Brace Character Open Bracket Character Close Bracket Character Em Dash En Dash Discretionary Hyphen...
Page 125
USING INCOPY CS4 Text Character: Text tab metacharacter: GREP tab metacharacter: Double Left Quotation Mark Double Right Quotation Mark Straight Single Quotation Mark Single Left Quotation Mark Single Right Quotation Mark Standard carriage return Column Break Frame Break Page Break Odd Page Break Even Page Break Discretionary Line Break...
Page 126
USING INCOPY CS4 Text Character: Text tab metacharacter: GREP tab metacharacter: * Any character that is not an uppercase letter * Any lowercase letter * Any character that is not a lowercase letter ^ All Found Text Found Text 1-9 $1 (specifies the number of the grouping found, such as $3 for the third grouping;...
Page 127
USING INCOPY CS4 Text Character: Text tab metacharacter: GREP tab metacharacter: * Any alphabetic character [[:alpha:]] * Any blank character, either space or tab [[:blank:]] * Any control character [[:control:]] * Any graphical character [[:graph:]] * Any printable character [[:print:]] * Any punctuation character [[:punct:]] * Any character whose code is greater than 255 (applies only to...
Page 128
USING INCOPY CS4 Text Find and change fonts Use the Find Font command to search for and list the fonts used throughout your document. You can then replace any fonts (except those in imported graphics) with any other fonts available on your system. You can even replace a font that’s part of a text style.
Page 129
USING INCOPY CS4 Text To view the system folder in which a font appears, select the font in the Find Font dialog box and choose Reveal In Explorer (Windows) or Reveal In Finder (Mac OS). Find/change items using queries You can find and change text, objects, and glyphs by using or constructing a query. A query is a defined find-and- change operation.
❖ To load a query that was given to you so that it appears in the Query list, copy the query file to the appropriate location: Users\[username]\Library\Preferences\Adobe InCopy \[Version]\[Language]\Find-Change Queries\[query type] Mac OS Documents and Settings\[username]\Application Data\Adobe\InCopy \[Version]\[Language]\Find- Windows XP...
Page 131
USING INCOPY CS4 Text Edit a text macro From the list in the Text Macros panel, double-click the text macro you want to edit, or select it and click the Edit Text Macro button in the Text Macros panel. Enter your changes in the text box, and click OK. Duplicate a macro Use the Duplicate Macro command to create a copy of an existing macro.
USING INCOPY CS4 Text Swap text with macro text The Swap Macro Text command searches the text immediately preceding the current text insertion point for any defined macro code (case-sensitive) and, if one is found, removes the macro code and replaces it with the associated macro text.
USING INCOPY CS4 Text pages” after the variable to create an “of 12 total pages” effect. You can also paste text into the boxes, but special characters such as tabs and auto page numbers are stripped out. To insert special characters, click the triangle to the right of the text box.
Page 134
USING INCOPY CS4 Text Abbreviation Description Example Minute, no leading zero Minute leading zero Second, no leading zero Second, leading zero AM or PM, two characters z or zzzz Time zone, abbreviated or expanded PST or Pacific Standard Time File Name This variable inserts the name of the current file into the document.
Page 135
USING INCOPY CS4 Text Choose Type > Text Variables > Define. Click New, and then type a name for the variable. From the Type menu, choose Running Header (Paragraph Style) or Running Header (Character Style). Specify the following options: Choose the style to display in your header or footer. Style Decide whether you want the first or last occurrence of the style that’s applied on the page.
USING INCOPY CS4 Text Import text variables from another document Choose Type > Text Variables > Define. Click Load, and then double-click the document that has the variables you want to import. In the Load Text Variables dialog box, make sure that a check mark appears next to the variables you want to import.
Page 137
USING INCOPY CS4 Text Turn on change tracking Do any of the following: • Open the story you want to edit, and then choose Changes > Track Changes In Current Story. A check mark appears next to the option, indicating that it is active. •...
Page 138
USING INCOPY CS4 Text • Click the Track Changes In Current Story button in the Track Changes toolbar. • To disable tracking in all open stories in a multistory document, choose Changes > Disable Tracking In All Stories. Note: If you disable tracking, no further changes will be tracked. Previously tracked changes will not be affected. View change information in the Change Info panel Choose Window >...
Page 139
USING INCOPY CS4 Text Partially accept or reject a change Using the Type tool , select the portion of the text you want to accept. To accept the selected portion of the change, do one of the following: • Choose Changes > Accept Change. •...
USING INCOPY CS4 Text Using editorial notes About editorial notes Editorial notes are brief comments or annotations for yourself or other contributors. In Galley and Story views, all notes are displayed inline (within the text), and the content of the note is displayed between note bookends .
Page 141
USING INCOPY CS4 Text Note: Regardless of which view you are using, the content of the Notes panel appears the same. See also “Specify note preferences” on page 138 Open the Notes panel ❖ Do one of the following: • Choose Window >...
Page 142
USING INCOPY CS4 Text If you add notes to a linked InCopy story, they also appear in the story in InDesign, and can be edited in InDesign. You can also convert text to a note using Notes Mode. You can assign keyboard shortcuts to convert a word, line, paragraph, or story to a note. Choose Edit > Keyboard Shortcuts, and then choose Notes Menu from the Product Area menu.
Page 143
USING INCOPY CS4 Text Expand or collapse notes When expanded, the content of the note appears between the bookends. As you enter the content of the note, the bookends move apart to accommodate the text. You can collapse the bookends to hide the content of the note. Select the Type tool , and then click the begin-note bookend or the end-note bookend .
Page 144
You can also export notes from InCopy as PDF annotations. See also “Printing” on page 249 “Exporting to Adobe PDF” on page 255 Specify note preferences Preferences settings let you set the color for note anchors, bookends, and backgrounds when inline in the Galley and Story views.
You cannot create endnotes in InDesign. Endnotes in converted Microsoft Word documents are formatted as text, not footnoes. For a video tutorial on creating footnotes, see www.adobe.com/go/vid0218. Place the insertion point where you want the footnote reference number to appear.
Page 146
USING INCOPY CS4 Text Note: In InCopy, change footnote numbering and layout options only for standalone documents. The InDesign document’s footnote settings will override any changes you make to a linked (managed) file in InCopy. Choose Type > Document Footnote Options. In the Numbering And Formatting tab, select options that determine the numbering scheme and formatting appearance of the reference number and footnote text.
Page 147
USING INCOPY CS4 Text Footnote layout options The following options appear in the Layout section of the Footnote Options dialog box: This option determines the minimum amount of space between the bottom of Minimum Space Before First Footnote the column and the first footnote line. You cannot use a negative value. Any Space Before setting in the footnote paragraph is ignored.
Hyperlinks panel overview You can create hyperlinks so that when you export to Adobe PDF or SWF in InDesign, a viewer can click a link to jump to other locations in the same document, to other documents, or to websites. Hyperlinks you export to PDF or SWF in InCopy are not active.
Page 149
To show or hide hyperlinks, choose View > Show Hyperlinks or Hide Hyperlinks. Note: Hyperlinks are included in exported Adobe PDF files if Hyperlinks is selected in the Export Adobe PDF dialog box in InDesign. Hyperlinks are included in the exported SWF file if Include Hyperlinks is selected in the Export SWF dialog box.
Page 150
In the Hyperlinks panel, use any of the following methods to create a hyperlink to a URL: • In the URL text box, type or paste the URL name (such as http://www.adobe.com), and then choose New Hyperlink from the Hyperlinks panel. Choose URL from the Link To menu, specify appearance options, and click OK.
Page 151
USING INCOPY CS4 Text Select Shared Hyperlink Destination if you want the email message to be stored in the Hyperlinks panel for easy reuse. Specify the appearance of the hyperlink source, and then click OK. Create a hyperlink to a page You can create a hyperlink to a page without first creating a destination.
Page 152
USING INCOPY CS4 Text Choose New Hyperlink in the Hyperlinks panel menu, or click the Create New Hyperlink button at the bottom of the Hyperlinks panel. Choose Text Anchor from the Link To menu. For Document, select the document containing the destination that you want to jump to. All open documents that have been saved are listed in the pop-up menu.
Page 153
USING INCOPY CS4 Text Edit hyperlinks In the Hyperlinks panel, double-click the item you want to edit. In the Edit Hyperlinks dialog box, make changes to the hyperlink as necessary, and then click OK. Note: To edit a hyperlink to a URL, select the hyperlink, edit the URL in the URL text box, and then press Tab or Enter. Delete hyperlinks When you remove a hyperlink, the source text or graphic remains.
Cross-reference source text is editable and can break across lines. Note: Cross-references are included in exported Adobe PDF files if Hyperlinks is selected in the Export Adobe PDF dialog box in InDesign. Cross-references are included in the exported SWF file if Include Hyperlinks is selected in the Export SWF dialog box.
Page 155
Load Cross-Reference Formats from the panel menu and choose a document with unedited formats. You can also synchronize cross-reference formats in a book. For a video tutorial on editing cross-reference formats, see www.adobe.com/go/lrvid4024_id. Create or edit cross-reference formats Unlike other presets, cross-reference formats can be edited or deleted.
Page 156
USING INCOPY CS4 Text In the Cross-Reference Formats dialog box, do one of the following: • To edit a format, select the format on the left. • To create a format, select a format to base the new format on, and then click the Create Format button .
Page 157
USING INCOPY CS4 Text Building block What it does Example Chapter Number Inserts the chapter number. in chapter <chapNum/> in chapter 3 File Name Inserts the filename of the destination in <fileName/> document. in newsletter.indd Character Style Applies a character style to text within a cross- See <cs name=”bold”><fullPara/></cs>...
Page 158
USING INCOPY CS4 Text Apply character styles within a cross-reference If you want to emphasize a section of text within a cross-reference, you can use the Character Style building block. This building block consists of two tags. The <cs name=”stylename”> tag indicates which style is applied, and the </cs> tag ends the character style.
Page 159
USING INCOPY CS4 Text Delete cross-reference formats You cannot delete a cross-reference format that has been applied to cross-references in the document. In the Cross-Reference Formats dialog box, select the format you want to delete. Click the Delete Format button Manage cross-references When you insert a cross-reference, the Hyperlinks panel indicates the status of the cross-reference.
Page 160
When a Microsoft Word document with hyperlinks is imported into an InDesign document, you may notice a box or border around the hyperlink URLs (such as www.adobe.com). The InDesign document inherits a blue swatch called Word_R0_G0_B255. The document also inherits a character style called “Hyperlink” that underlines the text and applies the blue color.
USING INCOPY CS4 Text Copyfitting text Copyfitting text InCopy keeps track of several text statistics and makes this data available in the Copyfit Info toolbar. As you write your story, the Copyfit Info toolbar automatically displays the number of lines, words, and characters, and the vertical depth at the bottom of the work area for both linked and stand-alone stories in Galley and Layout views.
USING INCOPY CS4 Text Customize Copyfit Info settings • To add Copyfit Info controls, click the triangle on the right side of the Copyfit Info toolbar, choose Customize, select which items you want to appear in the toolbar, and then click OK. •...
Page 163
USING INCOPY CS4 Text Set spelling preferences Choose Edit > Preferences > Spelling (Windows) or InCopy > Preferences > Spelling (Mac OS). Do any of the following: • Select Misspelled Words to find words that do not appear in the language dictionary. •...
Page 164
USING INCOPY CS4 Text Correct spelling errors as you type By turning on Autocorrect, you can allow capitalization errors and common typing mistakes to be replaced while you type. Before Autocorrect will work, you must create a list of commonly misspelled words and associate them with the correct spelling.
Page 165
USING INCOPY CS4 Text Hyphenation and spelling dictionaries InCopy uses Proximity dictionaries for most languages to verify spelling and to hyphenate words. You can add words to each dictionary to customize it. You can assign different languages to text, and InCopy uses the appropriate dictionary to handle spelling and hyphenation.
Page 166
USING INCOPY CS4 Text The dictionary is added to the list under the Language menu. You can add words to the dictionary when checking spelling or by using the Dictionary dialog box. Set the default language dictionary for all new documents Start InCopy , but do not open a document.
Page 167
USING INCOPY CS4 Text Note: Remember that hyphenation points interact with the hyphenation settings in your documents. As a result, the word might not break where you expect it to. Control these settings by choosing Hyphenation in the Paragraph panel menu. (See “Hyphenate text”...
Page 168
If you have installed a hyphenation component from a company other than Adobe, select it in the Hyphenation menu. If you have installed a spelling dictionary component from a company other than Adobe, select it in the Spelling menu. In the Compose Using menu in the Hyphenation Exceptions menu, do one of the following: •...
USING INCOPY CS4 Text Assign a language dictionary to selected text If you use more than one language in a stand-alone story (stories not linked to an InDesign layout), you can tell InCopy which language dictionary to use for spell checking and hyphenating words in a particular language. You can assign different language dictionaries to the various parts of your document down to a single character of text.
Page 170
USING INCOPY CS4 Text InCopy provides the following categories for looking up words: Words having the same or nearly the same meaning as the lookup word. Synonyms Words having the opposite or nearly the opposite meaning as the lookup word. Antonyms Words that are conceptually related to the lookup word, although neither a synonyms nor antonyms.
Page 171
USING INCOPY CS4 Text Insert a word from the Thesaurus panel You can use the Thesaurus panel to add or replace words in your document. When replacing a selected word in your document with a word from the Thesaurus panel, you replace only the selected word—not all occurrences of the word. To replace all occurrences, use the Find/Change command.
You can create, edit, and delete styles in stand-alone Adobe InCopy documents or in InCopy content that is linked to an Adobe InDesign CS4 document. When the contents are updated in InDesign, new styles are added to the InDesign document, but any style modifications made in InCopy will be overridden by the InDesign style.
Page 173
USING INCOPY CS4 Styles To view a video tutorial on using the Next Style feature by Jeff Witchel, go to www.layersmagazine.com/using-the- next-style-paragraph-feature-in-indesign.html. Styles panel overview Use the Character Styles panel to create, name, and apply character styles to text within a paragraph; use the Paragraph Styles panel to create, name, and apply paragraph styles to entire paragraphs.
Page 174
USING INCOPY CS4 Styles To add a keyboard shortcut, position the insertion point in the Shortcut box, and make sure Num Lock is turned on. Then hold down any combination of Shift, Alt, and Ctrl (Windows), or Shift, Option, and Command (Mac OS), and press a number on the numeric keypad.
Page 175
USING INCOPY CS4 Styles Note: If you import styles into linked content, new styles are added to the InDesign document when the content is updated, and any style with a name conflict is overridden by the InDesign style with the same name. In the Character Styles or Paragraph Styles panel, do one of the following: •...
USING INCOPY CS4 Styles Apply styles By default, applying a paragraph style won’t remove any existing character formatting or character styles applied to part of a paragraph, although you have the option of removing existing formatting when you apply a style. A plus sign (+) appears next to the current paragraph style in the Styles panel if the selected text uses a character or paragraph style and also uses additional formatting that isn’t part of the applied style.
Page 177
USING INCOPY CS4 Styles Before and after applying a style with Next Style. Select the paragraphs to which you want to apply the styles. In the Paragraph Styles panel, right-click (Windows) or Control-click (Mac OS) the parent style, and then choose Apply [Style Name] Then Next Style.
Page 178
USING INCOPY CS4 Styles Make changes to the paragraph or character attributes as necessary. Choose Redefine Style in the Styles panel menu. Delete character or paragraph styles When you delete a style, you can select a different style to replace it, and you can choose whether to preserve the formatting.
Page 179
USING INCOPY CS4 Styles • To apply a paragraph style and remove both character styles and overrides, hold down Alt+Shift (Windows) or Option+Shift (Mac OS) as you click the name of the style in the Paragraph Styles panel. Right-click (Windows) or Control-click (Mac OS) the style in the Paragraph Styles panel, and then choose an option from the context menu.
USING INCOPY CS4 Styles Find and replace character and paragraph styles Use the Find/Change dialog box to find instances of a particular style and replace it with another. Choose Edit > Find/Change. For Search, select Document to change the style throughout the document. Leave the Find What and Change To options blank.
Page 181
USING INCOPY CS4 Styles Specify the number of drop-cap lines and characters, and then choose the character style. If the drop cap is aligned too far away from the left edge, select Align Left Edge. Selecting this option uses the original left side bearing of the drop-cap character rather than the larger value. It’s particularly useful for drop caps formatted in sans serif fonts.
Page 182
USING INCOPY CS4 Styles In this example, the Number character style formats the first word, and the Run-in character style formats text through the first colon. Create one or more nested styles Create one or more character styles that you want to use to format text. Do one of the following: •...
Page 183
USING INCOPY CS4 Styles Do any of the following for each style, and then click OK: • Click the character style area, and then select a character style to determine the appearance of that section of the paragraph. If you haven’t created a character style, choose New Character Style and specify the formatting you want to use.
Page 184
USING INCOPY CS4 Styles Do either of the following: • For nested styles, click New Nested Style again, choose [Repeat] in the character style area, and specify how many nested styles will be repeated. • For nested line styles, click New Nested Line Style again, choose [Repeat] in the character style area, and specify how many lines will be repeated.
Page 185
USING INCOPY CS4 Styles If you don’t want the character to be included in the nested style formatted, choose Up To instead of Through when you define the nested style. Periods, question marks, and exclamation points indicate the end of a sentence. If a quotation mark follows Sentences the punctuation, it is included as part of the sentence.
Page 186
All paragraph text that matches the GREP expression is formatted with the character style. Using GREP style to format phone numbers with a character style A. Character style B. GREP expression For a video tutorial on creating GREP styles, see www.adobe.com/go/lrvid4028_id. Do one of the following: •...
USING INCOPY CS4 Styles Working with styles Duplicate styles or style groups ❖ Right-click (Windows) or Control-click (Mac OS) a style or style group in the Styles panel, and then choose Duplicate Style. A new style or group appears in the Styles panel, with the same name followed by “copy.” If you duplicated a group of styles, the style names within the new group remain the same.
Page 188
USING INCOPY CS4 Styles Choose Delete Style Group from the Styles panel menu, and then click Yes. For each style in the group, specify a replacement style or choose [None], and then click OK. If you want to use the same replacement style for all styles, select Apply To All. If you cancel the replacement of any style, the group is not deleted.
Formatting text Format text For a video tutorial on formatting characters, see www.adobe.com/go/lrvid4275_id. For a video tutorial on formatting paragraphs, see www.adobe.com/go/lrvid4276_id. Use the Character panel and Paragraphs panel to change the appearance of text. In InDesign, you can also use the Control panel to format text.
Typefaces (often called type families or font families) are collections of fonts that share an overall appearance, and are designed to be used together, such as Adobe Garamond. A type style is a variant version of an individual font in a font family. Typically, the Roman or Plain (the actual name varies from family to family) member of a font family is the base font, which may include type styles such as regular, bold, semibold, italic, and bold italic.
Page 191
You can make fonts available in InCopy by copying the font files into the Fonts folder inside the Adobe® InCopy® CS4 folder on your hard drive. However, fonts in this Fonts folder are available only to InCopy .
Page 192
OpenType fonts are installed automatically when you install InCopy or Adobe Creative Suite 4. Additional OpenType fonts are located in the Adobe Fonts folder in the Goodies folder on the application DVD. For information on installing and using OpenType fonts, browse the application DVD or see the Adobe website.
Page 193
185 Apply OpenType font attributes Use the Character panel or Control panel to apply OpenType font attributes, such as fractions and swashes to text. For more information on OpenType fonts, see www.adobe.com/go/opentype. See also “Insert glyphs and special characters”...
Page 194
USING INCOPY CS4 Typography Selecting this options displays the number 0 with a diagonal slash through it. In some fonts (especially Slashed Zero condensed fonts), it can be difficult to distinguish between the number 0 and the capital letter O. Some OpenType fonts include alternate glyph sets designed for esthetic effect.
USING INCOPY CS4 Typography See also “Find and change fonts” on page 122 “Installing fonts” on page 185 Make missing fonts available ❖ Do any of the following: • Install the missing fonts on your system. • Place the missing fonts in the Fonts folder, which is located in the InCopy application folder. Fonts in this folder are available only to InCopy .
USING INCOPY CS4 Typography officers take them away: good guard,Until their greater pleasures first be known That are to censure them. CORDELIA: We are not the first Who, with best meaning, have incurr'd the worst. Leading A. Leading B. Text height C. Larger text size of one word increases leading for that one line. Change leading By default, leading is a character attribute, which means that you can apply more than one leading value within the same paragraph.
Page 197
USING INCOPY CS4 Typography Types of kerning You can automatically kern type using metrics kerning or optical kerning. Metrics kerning uses kern pairs, which are included with most fonts. Kern pairs contain information about the spacing of specific pairs of letters. Some of these are: LA, P., To, Tr, Ta, Tu, Te, Ty, Wa, WA, We, Wo, Ya, and Yo.
Page 198
USING INCOPY CS4 Typography Apply kerning to text You apply either of two types of automatic kerning: metrics kerning or optical kerning, or you can adjust the spacing between letters manually. See also “Keys for working with type” on page 280 Use metrics kerning Set the text insertion point between the characters you want to pair kern, or select text.
To multiply the kerning adjustment by 5, hold down Shift as you press the keyboard shortcut. Formatting characters For a video tutorial on formatting characters, see www.adobe.com/go/lrvid4275_id. Apply baseline shift Use Baseline Shift to move a selected character up or down relative to the baseline of the surrounding text. This option is especially useful when you’re hand-setting fractions or adjusting the position of inline graphics.
Page 200
USING INCOPY CS4 Typography The values applied are percentages of the current font size and leading, and are based on settings in the Type Preferences dialog box. These values do not appear in the Baseline Shift or Size boxes of the Character panel when you select the text.
Page 201
USING INCOPY CS4 Typography Apply ligatures to letter pairs InDesign can automatically insert ligatures, which are typographic replacement characters for certain letter pairs, such as “fi” and “fl,” when they are available in a given font. The characters that InDesign uses when the Ligature option is selected appear and print as ligatures, but are fully editable, and do not cause the spell checker to flag a word erroneously.
Page 202
USING INCOPY CS4 Typography Change the color of text Using the Type tool , select the text you want to color. In the Swatches panel (choose Window > Swatches), click a color or gradient swatch. Note: You can apply colors to text in either Galley, Story, or Layout view; however, color changes are visible only in Layout view. Specify the type of swatches to display Choose Window >...
Page 203
USING INCOPY CS4 Typography Change the case of type The All Caps or Small Caps commands change the appearance of text, but not the text itself. Conversely, the Change Case command changes the case setting of selected text. This distinction is important when searching or spell-checking text.
. Positive values slant type to the right; negative values slant type to the left. Note that applying an angle to type does not produce true italic characters. Formatting paragraphs For a video tutorial on formatting paragraphs, see www.adobe.com/go/lrvid4276_id. Updated 29 April 2009...
Page 205
USING INCOPY CS4 Typography Adjust paragraph spacing You can control the amount of space between paragraphs. If a paragraph begins at the top of a column or frame, InCopy does not insert extra space before the paragraph. In such a case, you can increase the leading of the first line of the paragraph or increase the top inset of the text frame in InDesign.
Page 206
USING INCOPY CS4 Typography Remove a drop cap With the Type tool selected, click in the paragraph where the drop cap appears. In the Paragraph panel or Control panel, type 0 for Drop Cap Number Of Lines or Drop Cap Number Of Characters.
Page 207
In general, use Adobe Paragraph Composer to let InDesign compose paragraphs Use a different composer automatically. If a paragraph isn’t composed the way you’d like, choose Adobe Single-line Composer from the Paragraph panel menu or Control panel menu and adjust selected lines individually. See “Compose...
Page 208
USING INCOPY CS4 Typography Control paragraph breaks using Keep Options You can specify how many lines of the following paragraph remain with the current paragraph as it moves between frames—a convenient way to ensure that headings don’t become isolated from the body text they introduce. InDesign can highlight the paragraphs that sometimes break in violation of your settings.
Justify Left (left) and Justify All (right) Note: When you justify all lines of text and you are using the Adobe Paragraph Composer, InDesign shifts text to ensure that the paragraph has consistent text density and is visually appealing. You can fine-tune spacing in justified text.
Page 210
USING INCOPY CS4 Typography Align paragraphs to a baseline grid The baseline grid represents the leading for body text in a document. You can use multiples of this leading value for all elements of the page to ensure that text always lines up between columns and from page to page. For example, if the body text in your document has 12-point leading, you could give your heading text 18-point leading and add 6 points of space before the paragraphs that follow the headings.
USING INCOPY CS4 Typography In the Paragraph panel or Control panel, choose Balance Ragged Lines from the menu. This feature takes effect only when the Adobe Paragraph Composer is selected. Tabs and indents Tabs dialog box overview Tabs position text at specific horizontal locations in a frame. The default tab settings depend on the Horizontal ruler units setting in the Units &...
Page 212
USING INCOPY CS4 Typography Act 1 Scene 1: King Lear’s palace. Scene 2: The Earl of Gloucester’s castle. Scene 3: The Duke of Albany’s palace. Scene 4: A hall in the same. Scene 5: Court before the same. Act 2 Scene 1: Gloucester’s castle Scene 2: Before Gloucester’s castle.
Page 213
USING INCOPY CS4 Typography Repeat tabs The Repeat Tab command creates multiple tabs based on the distance between the tab and the left indent or the previous tab stop. Click an insertion point in the paragraph. In the Tabs panel, select a tab stop on the ruler. Choose Repeat Tab from the panel menu.
Page 214
USING INCOPY CS4 Typography In the Align On box, type the character to which you want to align. You can type or paste any character. Make sure that the paragraphs you’re aligning contain that character. Text aligned using a decimal tab Add tab leaders A tab leader is a repeated pattern of characters, such as a series of dots or dashes, between a tab and the following text.
Page 215
USING INCOPY CS4 Typography You can set indents using the Tabs dialog box, the Paragraph panel, or the Control panel. You can also set indents when you create bulleted or numbered lists. See also “Create bulleted or numbered lists” on page 211 Set an indent using the Tabs dialog box Using the Type tool , click in the paragraph you want to indent.
Page 216
USING INCOPY CS4 Typography No indent (left) and hanging indent (right) Using the Type tool , click in the paragraph you want to indent. In the Tabs dialog box or the Control panel, specify a left indent value greater than zero. To specify a negative first-line left indent value, do one of the following: •...
USING INCOPY CS4 Typography Use Indent To Here You can use the Indent To Here special character to indent lines in a paragraph independently of a paragraph’s left indent value. The Indent To Here special character is different from the paragraph’s left indent in the following ways: •...
Page 218
(except in the paragraph style column). For a video tutorial on creating bulleted and numbered lists, see www.adobe.com/go/vid0077. Select the set of paragraphs that will become the list, or click to place the insertion point where you want the list to begin.
Page 219
USING INCOPY CS4 Typography Cooking Instructions Cooking Instructions 1. Mix the cherries, sugar, 1. Mix the cherries, sugar, corn starch and orange in corn starch and orange in a large saucepan. a large saucepan. 2. Cook on medium heat 2. Cook on medium heat until the mixure comes until the mixure comes to a full boil, then let it...
Page 220
USING INCOPY CS4 Typography Bullets And Numbering dialog box A. Bullet without remembered font B. Bullet with remembered font Change the bullet character On the Control panel menu or Paragraph panel menu, select Bullets And Numbering. In the Bullets And Numbering dialog box, select Bullets from the List Type menu. Select a different bullet character, and then click OK.
Page 221
USING INCOPY CS4 Typography • Type a word or character before the number metacharacter. For example, to number questions in a list, you can type the word Question. Choose a character style for the expression. (The style you choose applies to the entire number expression, not just to the number.) For Mode, choose one of the following options: Numbers lists sequentially.
Page 222
USING INCOPY CS4 Typography Defined lists let you interrupt one list with another. For a video tutorial on creating bulleted and numbered lists, see www.adobe.com/go/vid0077. Define a list Choose Type > Bulleted And Numbered Lists > Define Lists. Click New in the Define Lists dialog box.
Page 223
USING INCOPY CS4 Typography Delete a defined list Choose Type > Bulleted And Numbered Lists > Define Lists. Select a list. Click Delete, and then select a different list or the [Default] list to replace your list with. Create a paragraph style for running lists To create a running list—a list that is interrupted by other paragraphs or that spans multiple stories or documents—...
Page 224
For a video tutorial on creating outlines and multi-level lists, see this video from Instant InDesign: www.instantindesign.com/index.php?view=391. For step-by-step tutorials on creating outlines or multi-level lists (such as 1.1, 1.2, 1.2.1, and so on), see this site: http://blogs.adobe.com/indesigndocs/2009/04/numbered_lists_part_i_outlines.html. Choose New Paragraph Style from the Paragraph Styles panel menu. Enter a style name.
Page 225
USING INCOPY CS4 Typography Select Restart Numbers At This Level After to renumber beginning at 1 when a paragraph at this level appears after a paragraph at a higher level; deselect this option to number paragraphs at this level consecutively throughout the list without regard for where the paragraphs appear in the list hierarchy.
Page 226
USING INCOPY CS4 Typography number 1 (or letter A) to a paragraph and makes it the first paragraph in a list. In multi-level lists, this command assigns the first lower-level number to a nested paragraph. Choose Continue Numbering from the context menu or choose Type > Bulleted And Continuing a numbered list Numbered Lists >...
InCopy composes your type in a way that best supports the specified parameters. InCopy offers two composition methods: Adobe Paragraph Composer (the default) and Adobe Single-line Composer (both are available from the Control panel menu). You can select which composer to use from the Paragraph panel menu, the Justification dialog box, or the Control panel menu.
Page 228
USING INCOPY CS4 Typography Set composition preferences Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS). To use on-screen highlighting to identify compositional problems, select Keep Violations And H&J Violations (hyphenation and justification). To justify text that wraps around an object, select Justify Text Next To An Object. Click OK.
Page 229
USING INCOPY CS4 Typography Select the Hyphenate option. Make changes to the following settings as needed, and then click OK: Specify the minimum number of characters for hyphenated words. Words With At Least _ Letters Specify the minimum number of characters at the beginning or end of a After First _ Letters / Before Last _ Letters word that can be broken by a hyphen.
Page 230
In justified text, it expands to absorb all available extra space on the last line. Using a flush space can make a dramatic difference in the way the entire paragraph is formatted by the Adobe Paragraph Composer.
Page 231
USING INCOPY CS4 Typography Before and after adding a flush space character Using the Type tool , click directly in front of the end-of-story character. Choose Type > Insert White Space > Flush Space. Note: The effect of a flush space isn’t apparent until you apply the Justify All Lines option to the paragraph. Highlight lines that are too loose or tight Because composing a line of type involves factors in addition to word spacing and letterspacing (hyphenation preferences, for example), InDesign cannot always honor your settings for word spacing and letterspacing.
A table consists of rows and columns of cells. A cell is like a text frame in which you can add text, anchored frames, or other tables. Create tables in Adobe InDesign CS4 or export them from other applications. Note: To create, edit, and format tables in Adobe InCopy, make sure you are in Layout view. Creating tables Create tables A table consists of rows and columns of cells.
Page 233
USING INCOPY CS4 Tables Create a table from existing text Before you convert text to a table, make sure that you set up the text properly. To prepare the text for conversion, insert tabs, commas, paragraph returns, or another character to separate columns.
Page 234
To add a graphic to a table in a standalone InCopy document, make sure that you’re in Layout view. To add a graphic to a table in a linked InDesign document, use InDesign so that you have more control over resizing the text frame. For a video tutorial on placing images into a table, see www.adobe.com/go/vid0083. ❖...
Page 235
To number tables sequentially, such as Table 1A, Table 1B, and so on, add a variable to the table header or footer. (See “Create running captions for figures and tables” on page 219.) For a video tutorial on creating table headers and footers, see www.adobe.com/go/vid0082. See also “Break tables across frames” on page 237 “Create variables for running headers and...
USING INCOPY CS4 Tables Selecting and editing tables Select table cells, rows, and columns When you select part or all of the text in a cell, that selection has the same appearance as would text selected outside a table. However, if the selection spans more than one cell, the cells and their contents are both selected. If a table spans more than one frame, holding the mouse pointer over any header or footer row that is not the first header or footer row causes a lock icon to appear, indicating that you cannot select text or cells in that row.
Page 237
USING INCOPY CS4 Tables Before and after selecting table • Drag the Type tool across the entire table. You can also select a table in the same way you select an anchored graphic—place the insertion point immediately before or after a table, and then hold down Shift while pressing the Right Arrow key or Left Arrow key, respectively, to select the table.
Page 238
USING INCOPY CS4 Tables Insert a row or column by dragging When adding columns, if you drag more than one and one-half times the width of the column being dragged, new columns are added that have the same width as the original column. If you drag to insert only one column, that column can have a narrower or wider width than the column from where you dragged.
Page 239
USING INCOPY CS4 Tables See also “Keys for tables” on page 281 Move within a table using Tab • Press Tab to move to the next cell. If you press Tab in the last table cell, a new row is created. For information on inserting tabs and indents in a table, see “Format text within a table”...
Page 240
USING INCOPY CS4 Tables Choose Table > Convert Table To Text. For both Column Separator and Row Separator, specify the separators you want to use. For best results, use a different separator for columns and rows, such as tabs for columns and paragraphs for rows. Click OK.
Use the Table panel, the Control panel, or the context menu to format the table structure. Select one or more cells and then right-click (Windows) or Control-click (Mac OS) to display a context menu with table options. For a video tutorial on creating and formatting tables, see www.adobe.com/go/vid0081. Updated 29 April 2009...
Page 242
USING INCOPY CS4 Tables See also “Table strokes and fills” on page 239 Creating and Formatting Tables video Resize columns, rows, and tables You can resize columns, rows, and tables using a number of different methods. See also “Change the alignment of a table within a frame”...
Page 243
USING INCOPY CS4 Tables Note: If the table spans more than one frame in a story, you cannot use the pointer to resize the entire table. Distribute columns and rows evenly Select cells in the columns or rows that should be the same width or height. Choose Table >...
Page 244
USING INCOPY CS4 Tables Insert tabs into a table cell When the insertion point is in a table, pressing Tab moves the insertion point to the next cell. However, you can insert a tab within a table cell. Use the Tabs panel to define tab settings in the table. Tab settings affect the paragraph in which the insertion point is placed.
USING INCOPY CS4 Tables Choose Table > Merge Cells. Unmerge cells ❖ Place the insertion point in the merged cell and choose Table > Unmerge Cells. Split cells You can split cells horizontally or vertically, which is especially useful when creating form tables. You can select multiple cells and split them vertically or horizontally.
Page 246
USING INCOPY CS4 Tables By default, the formatting you select using the Table Options dialog box overrides any corresponding formatting previously applied to table cells. However, if you select the Preserve Local Formatting option in the Table Options dialog box, the strokes and fills applied to individual cells are not overridden. If you use the same formatting repeatedly for tables or cells, create and apply table styles or cell styles.
Page 247
USING INCOPY CS4 Tables Select the lines you want to affect in proxy preview area. In the proxy preview area, double-click any outside line to select the entire outer selection rectangle. Double-click any inside line to select the inside lines. Triple-click anywhere in the proxy to select or deselect all lines. For Cell Stroke, specify desired weight, type, color, tint, and gap settings.
Page 248
USING INCOPY CS4 Tables Under Line Stroke, specify desired weight, type, color, and gap settings; specify a Tint percentage and Overprint options. From the Draw menu, choose Diagonal In Front to place the diagonal line in front of the cell contents; choose Content In Front to place the diagonal line behind the cell contents, and then click OK.
USING INCOPY CS4 Tables Note: In tables that span multiple frames, alternating strokes and fills for rows do not restart at the beginning of additional frames in the story. (See “Break tables across frames” on page 237.) Select Preserve Local Formatting if you want formatted strokes previously applied to the table to remain in effect. For Skip First and Skip Last, specify the number of rows or columns at the beginning and end of the table in which you do not want stroke attributes to appear, and then click OK.
Page 250
For example, if you apply one fill using the Cell Options dialog box and another fill using the cell style, the fill from the Cell Options dialog box is used. For a video tutorial on using table styles, see www.adobe.com/go/vid0084. Table/Cell Styles panels overview Use the Table Styles panel to create and name table styles, and to apply the styles to existing tables or tables you create or import.
Page 251
InDesign document. For a video tutorial on using table styles, see www.adobe.com/go/vid0084. If you want to base a new style on the formatting of an existing table or cell, place the insertion point in a cell.
Page 252
USING INCOPY CS4 Tables Renames the loaded style. For example, if both documents have a style named “Table Style 1,” the Auto-Rename loaded style is renamed “Table Style 1 copy” in the current document. Apply table and cell styles Unlike paragraph and character styles, table and cell styles do not share attributes, so applying a table style does not override cell formatting, and applying a cell style does not override table formatting.
Page 253
USING INCOPY CS4 Tables Delete table and cell styles When you delete a style, you can select a different style to replace it, and you can choose whether to preserve the formatting. Select the style in the Styles panel. Do one of the following: •...
Page 254
USING INCOPY CS4 Tables • To apply a table style and remove both cell styles and overrides, hold down Alt+Shift (Windows) or Option+Shift (Mac OS) as you click the style in the Table Styles panel. Right-click (Windows) or Control-click (Mac OS) the style in the Table Styles panel, and then choose Apply [table style], Clear Cell Styles to apply a style and clear cell styles.
Chapter 9: Printing Typically, the final printing process is done in Adobe® InDesign®, but you can use Adobe InCopy® to print drafts of your stories in Galley, Story, or Layout view. Setting up a printer Printing with InCopy InCopy typically links with an InDesign master document. The InDesign document is usually the ultimate source for the final printing process, so many of the controls needed for production-quality printing are reserved for InDesign.
For best printing results, Adobe recommends that you obtain the latest version of the PPD file for your output device from the manufacturer. Many print service providers and commercial printers have PPDs for the imagesetters they use.
Page 257
Create a standard PostScript file As an alternative to printing a document to a printer, you can save an Adobe PostScript® language description of the document as a file for printing on remote printers. A standard PostScript (.ps) file contains a description of everything in your document, including information about linked files and instructions tailored to the currently selected output device.
Page 258
Click Print. (Windows) Enter a name and location for the file, and click Save. See also “Exporting to Adobe PDF” on page 255 Change the default print setting You can save print settings with the application, so that new InCopy documents use the same print settings. In Mac OS, these print settings also become the default for the printer.
Page 259
USING INCOPY CS4 Printing Click Print. Scale a document automatically In Layout view, choose File > Print. Select Scale To Fit. The scaling percentage, which is determined by the imageable area defined by the selected PPD, appears next to the Scale To Fit option. Click Print.
When you save in Adobe PDF, you can choose to create a PDF/X-compliant file. PDF/X (Portable Document Format Exchange) is a subset of Adobe PDF that eliminates many of the color, font, and trapping variables that lead to printing problems. PDF/X may be used wherever PDFs are exchanged as digital masters for print production—whether at the creation or output stage of the workflow, as long as the applications and output devices support PDF/X.
Export an InCopy document to Adobe PDF You can export InCopy documents directly to Adobe PDF. You can export in the Galley, Story, or Layout view. If you export in Layout view, the result is a PDF document with layout and design elements intact. In contrast, a document exported in Galley or Story view resembles the text-only look that you see in Galley or Story view within InCopy.
Page 262
Common Adobe PDF options There are several options that are common to the Galley, Story, and Layout views when exporting a document to PDF. Sets the compatibility level of the Adobe PDF file. For documents that will be distributed widely, Compatibility consider choosing Acrobat 5 (PDF 1.4) to ensure that all users can view and print the document.
Page 263
256 Create secure PDF documents You can restrict access to an Adobe PDF file when you export it. When files use security restrictions, any tools and menu items related to those features are dimmed. You can secure a PDF file so that a user password is required to open it and a master password is required to change security settings.
Page 264
USING INCOPY CS4 For Save As Type (Windows) or Format (Mac OS), choose Adobe PDF. Specify a name and location for the file, and click Save. Click Security Settings. In the Passwords section, specify the password protection you want: •...
Chapter 11: XML Adobe® InCopy® is one of many applications that can produce and use XML. After you tag content in an InCopy file, you save and export the file as XML so that it can be repurposed in InCopy, Adobe InDesign®, or another application.
Page 266
USING INCOPY CS4 InCopy document formatted with XML tags For more information on using XML in InDesign, visit www.adobe.com/go/learn_id_XMLscript. See also “Structure pane overview” on page 268 XML tools InCopy provides the Structure pane and the Tags panel for working with XML content. The Structure pane displays all the elements in the document and their hierarchical structure.
Page 267
(actions). XML rules are a means of dynamically creating and formatting layouts based on XML. For information on XML rule sets and other XML scripting resources, see www.adobe.com/go/learn_id_XMLscript. Updated 29 April 2009...
USING INCOPY CS4 Preparing XML files for K4 or InCopy workflows To prepare files with XML tagging for use within the K4 or InDesign/InCopy workflow environments, you may need to adjust how you prepare the structure and import XML into InDesign files. There are two methods for importing XML into InDesign: merge and append.
Page 269
USING INCOPY CS4 The Tags panel with a list of available tags See also “About XML” on page 259 Create an XML tag Choose Window > Tags to open the Tags panel. Do one of the following: • Choose New Tag from the Tags panel menu. •...
Page 270
USING INCOPY CS4 Tagging items Before you export content to an XML file, you must tag the text and other items (such as frames and tables) that you want to export. You also need to tag items that you have created as placeholders for imported XML content. Items that have been tagged appear as elements in the Structure pane.
Page 271
USING INCOPY CS4 Click in the table and choose Table > Select > Table. Select a tag for the table in the Tags panel. InCopy creates a cell element for each cell in the table (you can display them in the Structure pane). The tag applied to table cell elements depends on your tagging present options.
Page 272
USING INCOPY CS4 Maps styles located in empty stories to tags. (Deselect this option to keep styles on empty stories from Empty Stories being tagged.) Click OK. The new XML tags are applied throughout your document to paragraph, character, table, and cell styles that you specified in the Map Styles To Tags dialog box.
Page 273
USING INCOPY CS4 You don’t need to map every tag to a paragraph or character style. Some elements may not appear in the layout and others may be easier to format one at a time. Moreover, child elements take on the paragraph or character style that is assigned to their parent, which can cause confusion unless you are careful to map parent and child elements separately.
USING INCOPY CS4 In this example, all page items are tagged except for the subhead below the title. ❖ Do any of the following: • To display tagged frames in color, choose View > Structure > Show Tagged Frames. • To hide the color-coding of tagged frames, choose View >...
Page 275
USING INCOPY CS4 Structure pane A. Triangle to expand or collapse elements B. Element C. Text snippet D. Attribute Additionally, elements may provide this information: A blue diamond on an element icon means that the element is attached to an item on the page; the Blue diamond absence of a blue diamond means that the element has not been attached to a page item.
Page 276
USING INCOPY CS4 Icon Name Root element Each document includes one root element at the top, which can be renamed but cannot be moved or deleted. Story element Represents tagged stories (one or more linked frames). Text element Represents tagged text within a frame. Unplaced text element Unplaced text element not yet associated with a page item.
Page 277
Note: InCopy recognizes special namespace attributes that can specify paragraph or character styles, tables and table cell styles, as well as control whitespace. For more information, see the XML technical reference and other resources at www.adobe.com/go/learn_id_XMLscript. See also “Exporting to XML”...
Page 278
USING INCOPY CS4 Add an attribute Select an element. Do one of the following: • Click the Add An Attribute button • Choose New Attribute on the Structure pane menu. • Right-click (Windows) or Control-click (Mac OS) the selected element and choose New Attribute. Specify a name and a value for the attribute, and then click OK.
Page 279
USING INCOPY CS4 Add comments and processing instructions Using InCopy , you can include comments and processing instructions in an XML file. Enter a comment to include descriptive information about an element. Comments can be viewed in web browsers and text editors. They help others understand XML structure and XML tags.
Page 280
USING INCOPY CS4 Edit comments and processing instructions Select the comment or processing instruction. Do any of the following: • Double-click the comment or processing instruction. • Choose Edit on the Structure pane menu. Edit the comment or processing instruction and click OK. Use DTD files to validate XML Validating the XML in a document means to compare the structure, element tag names, and attributes against the specifications of a DTD file.
Page 281
USING INCOPY CS4 DTD file opened for viewing ❖ Do one of the following: • In the Structure pane menu, choose View DTD. • Double-click the DOCTYPE element in the Structure pane. To print a DTD file, copy code from the View DTD window and paste it in a text editor. Validate XML structure When you validate your document, InCopy alerts you if the XML deviates from rules established by the DTD file.
USING INCOPY CS4 To fix errors displayed in the Suggestion pane, either click a suggested fix to try it, or edit the XML structure and tags directly using the Structure pane and the Tags panel. To view other errors, do one of the following: •...
Chapter 12: Keyboard shortcuts Adobe® InCopy® provides shortcuts to help you quickly work in documents. Many keyboard shortcuts appear next to the command names in menus. You can use the default InCopy shortcut set, a Microsoft® Word shortcut set, or a shortcut set that you create.
Page 284
USING INCOPY CS4 Keyboard shortcuts Result Windows Mac OS Move right/left one word Ctrl+Right Arrow/Left Arrow Command+Right Arrow/ Left Arrow Go to beginning of sentence Ctrl+]/[ Command+]/[ forward/backward (Galley and Story views) Go to beginning/end of line Home/End Home/End Go to previous/next paragraph Ctrl+Up Arrow/Down Arrow Command+Up Arrow/Down Arrow Go to next story (Galley view)
Page 285
Shift+Left Arrow, Right Arrow, Up Arrow, Down Arrow Down Arrow *Amount is set in Edit > Preferences > Units & Increments (Windows) or Adobe InCopy > Preferences > Units & Increments (Mac OS). See also “Use keyboard shortcut sets” on page 19 Keys for working with text This table isn’t a complete list of keyboard shortcuts.
Page 286
USING INCOPY CS4 Keyboard shortcuts Result Windows Mac OS Increase/Decrease word space kerning five Ctrl+Alt+Shift+\ or Backspace Command+Option+Shift +\ or Delete times Align text left/center/right Ctrl+Shift+L/C/R Command+Shift+L/C/R Justify with last line aligned left Ctrl+Shift+J Command+Shift+J Justify all lines Ctrl+Shift+F Command+Shift+F Insert right indent tab Shift+Tab Shift+Tab...
Page 287
USING INCOPY CS4 Keyboard shortcuts See also “Use keyboard shortcut sets” on page 19 Keys for finding and changing text This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips. Result Windows Mac OS...
Page 288
USING INCOPY CS4 Keyboard shortcuts Result Windows Mac OS Open Justification dialog box Alt+Ctrl+Shift+J Option+Command+Shift+J Open Paragraph Rules dialog box Alt+Ctrl+J Option+Command+J Open Keep Options dialog box Alt+Ctrl+K Option+Command+K Activate Character panel Ctrl+T Command+T Activate Paragraph panel Ctrl+Alt+T Command+Option+T See also “Use keyboard shortcut sets”...
Page 289
USING INCOPY CS4 Keyboard shortcuts Keys for working with XML This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips. Result Windows Mac OS Expand/Collapse element Right Arrow/Left Arrow Right Arrow/Left Arrow Expand/Collapse element and child elements Alt+Right Arrow/Left Arrow Option+Right Arrow/Left Arrow...
Page 290
USING INCOPY CS4 Keyboard shortcuts Result Windows Mac OS Toggle units Ctrl+Alt+Shift+U Command+Option+Shift+U New text macro Ctrl+Alt+F8 Command+Option+F8 Edit text macro Ctrl+Alt+Shift+F8 Command+Option+Shift+F8 Insert macro text Alt+Shift+F8 Option+Shift+F8 See also “Use keyboard shortcut sets” on page 19 Keys for resolving conflicts between Mac OS 10.3x and 10.4 This table isn’t a complete list of keyboard shortcuts.
37 Assignments panel 73 deleting 247 InCopy LiveEdit Workflow plug-ins 66 Autocorrect spell-checking 158 editing 246 integrating with Adobe InDesign 33, 66 overriding formatting 247 techniques for working in 66 redefining 247 updating content in 84 baseline grid...
Page 292
USING INCOPY CS4 Index cross-references breaking link with text 173 drag and drop text 96 converting bullets and numbering to building blocks in formats 150 drop caps text 173 character styles in 152 applying styles to 174 creating 167 editing and deleting 154 creating 199 deleting 172 removing 200...
Page 293
61 OpenType 186 icons previewing 186 dragging into frames 47 panels as 14 fitting in frames 51 substituting missing fonts 188 Illustrator. See Adobe Illustrator import options for 48 footnotes importing importing 46 creating 139 clipping paths 48 inline 48...
Page 294
USING INCOPY CS4 Index placing in Adobe InDesign 88 for tables 281 Mac OS saving in InCopy 86 for Thesaurus 282 printer drivers 249 saving in InDesign 85 for tools 277 macros undo updating 84 for transforming objects 279 creating 124...
Page 295
Notes panel 134 docking 12 PDFs numbered lists grouping 14 exporting 254 about 211 moving 13 Photoshop. See Adobe Photoshop converting to text 220 showing and hiding 11 plug-ins creating 212 stacking 14 in Adobe Store 4 defining 215 paragraph break marks 24...
Page 296
252 stories glyphs 224 changing order of 30 printer drivers 249 relinked graphics 54 selecting PPD file for 250 linking to Adobe InDesign 35 type 198 printing moving through 28 scripting about 249 optical margin alignment 202...
Page 297
USING INCOPY CS4 Index tracking tables Tags panel 260, 264 See also tables, editing; tables, formatting; templates 37 about 190 tables, strokes and fills; and table styles text choosing numeric value for 192 about 226 adding 90 tracking changes adding text before 237 aligning 203 accepting and rejecting changes 132 aligning in frames 232...
Page 298
USING INCOPY CS4 Index XML tags warning dialog boxes 28 about 259 white space characters applying 264 about 109 applying according to styles 265 flush space 224 creating and loading 262 nonbreaking spaces 223 deleting 268 widows 201 editing 263 windows exporting 276 moving 12...
Need help?
Do you have a question about the 65009333 - InCopy CS4 - PC and is the answer not in the manual?
Questions and answers