Adobe INCOPY CS2 User Manual

Chapter 1:

User Guide

Adobe InCopy® CS2 User Guide for Windows® and Macintosh

If this guide is distributed with software that includes an end user agreement, this guide, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. Except as permitted by any such license, no part of this guide may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or other wise, without the prior written permission of Adobe Systems Incorporated.Pleasenotethatthe content in this guide is protected under copyright law even if it is not distributed with software that includes an end user license agreement.

Thecontent of this guideisfurnished forinformational useonly, is subjecttochangewithout notice,and should notbeconstrued as acommitmentbyAdobe 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.

Please remember that existing artwork or images that you may want to include in your project may be protected under copyright law. The unauthorized incorporation of such material into your new work could be a violation of the rights of the copyright owner. Please be sure to obtain any permission required from the copyright owner.

Any references to company names in sample templates are for demonstration purposes only and are not intended to refer to any actual organization.

Adobe, the Adobe logo, Acrobat, Adobe Garamond, GoLive, Illustrator, InCopy, InDesign, the OpenType logo, Photoshop, PostScript, Reader, Version Cue, and XMP are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries.

Apple, Mac, Mac OS, and Macintosh are trademarks of Apple Computer, Inc. registered in the U.S. and other countries. Microsoft, OpenType, and Windows are trademarks of Microsoft Corporation registered in the U.S and/or other countries. Pantone, Inc. is the copyright owner of color data and/or software which are licensed to Adobe Systems Incorporated to distribute for use only in combination with Adobe InDesign. PANTONE Color Data and/or Software shall not be copied onto another disk or into memory unless as part of the execution of Adobe InDesign.

THE PROXIMITY/MERRIAM-WEBSTER DATABASE, © 1990, Merriam-Webster Inc., © 1990 - All rights reserved, Proximity Technology Inc., THE PROXIMITY/FRANKLIN ELECTRONIC PUBLISHERS INC. DATABASE, © 1994, Franklin Electronic Publishers Inc., © 1994 All rights reserved, Proximity Technology Inc. THE PROXIMIT Y/FRANKLIN ELECTRONIC PUBLISHERS INC. DATABASE, © 1994, Franklin Electronic Publishers Inc., © 1997 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/WILLIAM COLLINS SONS & CO. LTD. DATABASE, © 1990, William Collins Sons & Co. Ltd., © 1990 - All rights reserved, Proximity TechnologyInc. THE PROXIMITY/WILLIAM COLLINS SONS & CO. LTD. DATABASE, © 1990, William Collins Sons & Co. Ltd., © 1997 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/WILLIAM COLLINS SONS & CO. LTD. DATABASE, © 1984, William Collins Sons & Co. Ltd., © 1988 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/DR. LLUIS DE YZAGUIRRE I MAURA DATABASE, © 1991, Dr. Lluis de Yzaguirre i Maura, © 1991 All rights reserved, Proximity Technology Inc. THE PROXIMITY/MUNKSGAARD INTERNATIONAL PUBLISHERS LTD. DATABASE, © 1990, Munksgaard International Publishers Ltd., © 1990 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/VAN DALE LEXICOGRAFIE BV DATABASE, © 1990, Van Dale Lexicografie bv, © 1990 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/VAN DALE LEXICOGRAFIE BV DATABASE, © 1995, Van Dale Lexicografie bv, © 1996 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/VAN DALE LEXICOGRAFIE BV DATABASE, © 1997, Van Dale Lexicografie bv, © 1997 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/IDE A.S. DATABASE, © 1989, IDE a.s., © 1989 - All rights reser ved, Proximity Technology Inc. THE PROXIMITY/IDE A.S. DATABASE, © 1990, IDE a.s., ©1990 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/HACHETTE DATABASE, © 1992, Hachette, © 1992 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/EDITIONS FERNAND NATHAN DATABASE, © 1984, Editions Fernand Nathan, © 1989 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/TEXT & SATZ DATENTECHNIK DATABASE, © 1991, Text & Satz Datentechnik, © 1991 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/BERTELSMANN LEXICON VERLANG DATABASE, © 1997, Bertelsmann Lexicon Verlang, © 1997 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/WILLIAM COLLINS SONS & CO. LTD./BERTELSMANN LEXICON VERLANG DATABASE, © 1986/1997, William Collins Sons & Co. Ltd./Bertelsmann Lexicon Verlang, © 1997 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/WILLIAM COLLINS SONS & CO. LTD./BERTELSMANN LEXICON VERLANG DATABASE, © 1990/1997, William Collins Sons & Co. Ltd./ Bertelsmann Lexicon Verlang, © 1997 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/S. FISCHER VERLAG DATABASE, © 1983, S. Fischer Verlag, © 1997 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/ZANICHELLI DATABASE, © 1989, Zanichelli, © 1989 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/MORPHOLOGIC INC. DATABASE, © 1997, MorphoLogic Inc., © 1997 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/RUSSICON COMPANY LTD. DATABASE, © 1993-1995, Russicon Company Ltd., © 1995 - All rights reserved, Proximity Technology Inc. THE PROXIMITY/ESPASSA-CALPE DATABASE, © 1990, Espassa-Calpe, © 1990 - All rights reserved, Proximity Tec hn ology In c.

Color-database derived from Sample Books © Dainippon Ink and Chemicals, Inc., licensed to Adobe Systems Incorporated. Portions © Eastman Kodak Company, 1999 and used under license. All rights reserved. Portions © The Focoltone Colour Systems, and used under license. This product includes software developed by the Apache Software Foundation (

Notice to U.S. government end users. The software and documentation are “commercial items.” Consistent with 48 C.F.R. §12.212 or 48 C.F.R. §§227.7202-1 through 227.72024, as applicable, the commercial computer software and commercial computer software documentation are being licensed to U.S. government end users (A) only as commercial items and (B) with only those rights as are granted to all other end users pursuant to the terms and conditions set forth in the Adobe standard commercial agreement for this software. Unpublished rights reserved under the copyright laws of the United States.

Adobe Systems Incorporated, 345 Park Avenue, San Jose, California 95110-2704, USA

Chapter 1: Getting started

Installation and registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Adobe Help Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Using Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Tips and training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Chapter 2: Work area

Work area basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Customizing preferences and defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Viewing stories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Viewing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Moving through a story . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Recovery and undo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

iii

Chapter 3: Adobe Version Cue

Using Adobe Version Cue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Working with Version Cue projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Working with ﬁles in Version Cue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Disconnecting from projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Deleting ﬁles, folders, and projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Version Cue versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Version Cue alternates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Editing and synchronizing ofﬂine ﬁles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

The Version Cue Administration utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Creating and editing projects in Version Cue Administration . . . . . . . . 76

Backing up and restoring from Version Cue Administration . . . . . . . . . 81

Working with users and privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Viewing logs, reports, and workspace information . . . . . . . . . . . . . . . . . . 87

Version Cue PDF reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Chapter 4: Working with InCopy documents

Using an InCopy workﬂow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Working with stand-alone documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Saving and exporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Working with frames, grids, rulers, and guides . . . . . . . . . . . . . . . . . . . . . 101

Using layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Importing graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Importing options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Transforming graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116

Controlling how graphics display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Including metadata in a story . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Chapter 5: Sharing content between InCopy and InDesign

Understanding a basic managed-ﬁle workﬂow . . . . . . . . . . . . . . . . . . . . . 124

Getting started with shared content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Shared content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Wrapping up your work session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Chapter 6: Text

Adding text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Editing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Using glyphs and special characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Finding and changing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Using text macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Tracking and reviewing changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

Using editorial notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

Creating footnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Copyﬁtting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Checking spelling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

Using the thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

Chapter 7: Styles

Creating, editing, and deleting styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Applying styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Drop caps and nested styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Chapter 8: Setting type

Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Leading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Kerning and tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .205

Formatting characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

Changing the case of type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Formatting paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Aligning text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Setting indents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220

Setting tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Using bullets and numbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

Adjusting hyphenation and justiﬁcation . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

Composing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Chapter 9: Tables

Creating tables in InCopy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Selecting table cells, rows, and columns . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

Editing tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

Formatting tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

Adding headers and footers to a table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

Adding strokes and ﬁlls to tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

Chapter 10: Printing

Setting up a printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256

Printing stories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Chapter 11: Creating Adobe PDF ﬁles

Understanding Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261

Exporting to Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

Chapter 12: Creating XML Files

Opening, saving, and exporting XML ﬁles . . . . . . . . . . . . . . . . . . . . . . . . . . 266

XML tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

Structuring documents for XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Validating XML content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

Chapter 13: Keyboard shortcuts

Customizing keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281

Default keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290

Chapter 1: Getting started

Installation and registration

To install

1 Close any Adobe® applications that are open.

2 Insert the product CD into your computer’s CD drive.

3 Double-click the CD icon, and then follow the on-screen instructions.

After the installation, you may be prompted to activate your copy of the product. (See “To activate” on page 1.)

For more detailed instructions about installing the product, see the How To Install file on the product CD. For instructions about uninstalling the product, see the How To Uninstall file on the product CD.

To activate

Activation is a simple, anonymous process you must complete within 30 days of installing the product. Activation allows you to continue using the product, and it helps prevent casual copying of the product onto more computers than the license agreement allows. To learn more about activation, visit the Adobe website at

www.adobe.com/activation/main.html.

1 Start the product to access the Activation dialog box. (If you’ve just installed Adobe Creative Suite or Adobe

Photoshop®, the Activation dialog box appears automatically.)

2 Follow the on-screen instructions.

Important: If you intend to install the product on a different computer, you must first transfer the activation to that computer. To transfer an activation, choose Help > Transfer Activation.

For more detailed instructions about activating the product and transferring an activation, see the How To Install file on the product CD.

To register

Register your Adobe product to receive complimentary support on installation and product defects and notifications about product updates. Registering your product also gives you access to the wealth of tips, tricks, and tutorials in Adobe Studio® and access to Adobe Studio Exchange, an online community where users download and share thousands of free actions, plug-ins, and other content for use with Adobe products. Adobe Studio is available in English, French, German, and Japanese. Find it from the home page of the Adobe website.

❖ Do one of the following:

• Install and activate the software to access the Registration dialog box, and then follow the on-screen instructions.

An active Internet connection is required.

• Register at any time by choosing Help > Registration.

ADOBE INCOPY CS2

User Guide

See also

“Adobe Studio” on page 7

“Extras” on page 9

Adobe Help Center

About Adobe Help Center

Adobe Help Center is a free, downloadable application that includes three primary features.

Product Help Provides Help topics for Adobe Photoshop Elements and Adobe CS2 products installed on your

system. (If none of these products are installed, Help topics for them aren’t available.) Help topics are updated periodically and can be downloaded through Adobe Help Center preferences.

Expert Support Provides information about Adobe Expert Support plans and lets you store details about plans

you’ve purchased. If you have an active support plan, you can also use the Expert Support section to submit web cases—questions sent to Adobe support professionals over the web. To access links in the Expert Support section, you must have an active Internet connection.

More Resources Provides easy access to the extensive resources on Adobe.com, including support pages, user

forums, tips and tutorials, and training. You can also use this area to store contact information for friends, colleagues, or support professionals, or even websites you turn to for inspiration or troubleshooting information.

Product Help, Expert Support, and More Resources in Adobe Help Center

See also

“Using Help” on page 3

“To search Help topics” on page 5

“To navigate Help” on page 4

To check for updates

Adobe periodically provides updates to software and to topics in Adobe Help Center. You can easily obtain these updates through Adobe Help Center. An active Internet connection is required.

1 Click the Preferences button .

2 In the Preferences dialog box, click Check For Updates. If updates are available, follow the on-screen directions to

download and save them.

ADOBE INCOPY CS2

User Guide

To set Adobe Help Center preferences

1 Click the Preferences button . Set any of the following options:

Region Specifies your geographical location. Changing this option may affect which services are available to you.

Language Specifies the language in which Expert Support content is displayed.

Display Renewal Reminders For Expert Support Contracts Displays reminder screens when your Expert Support

plan has almost expired. Deselect this option if you’d like to turn off these reminders.

Enable Auto Login For Web Case Submission Allows youtosubmitsupport questionsoverthe web. This option is

available only if you have an active Expert Support plan.

User Interface Language Specifies the language in which Adobe Help Center interface text is displayed.

Check For Updates Searches for new updates to software and Help topics as they become available from Adobe.

Network Administrators Displays options for network administration.

2 Click OK.

To display More Resources

The More Resources section in Adobe Help Center provides easy access to some of the content and services available from the Adobe website, including support, training, and tutorials.

❖ To display this section, click More Resources.

To add contact information in More Resources

1 Click More Resources, and then click Personal Contacts.

2 Do any of the following:

• To add a contact, click New, type the contact information you want to save, and click OK.

• To edit a contact, click a contact in the list, click Edit, make changes to the information, and click OK.

• To delete a contact, click a contact in the list, and then click Delete. To confirm the deletion, click Yes when

prompted, or click No to cancel.

Using Help

The complete documentation for using your Adobe product is available in Help, a browser-based system you can access through Adobe Help Center. Help topics are updated periodically, so you can always be sure to have the most recent information available. For more information, see “To check for updates” on page 2.

Important: Adobe Help systems include all of the information in the printed user guides, plus additional information not included in print. The Resources and Extras CD included with the software also includes a PDF version of the complete Help content, optimized for printing.

A B C D E

ADOBE INCOPY CS2

User Guide

Product Help section of Adobe Help Center A. Returns you to Help home page B. Adds bookmark for current topic C. Prints contents of right pane D. Opens Preferences dialog box E. Opens About Adobe Help Center window

See also

“To navigate Help” on page 4

“To search Help topics” on page 5

To navigate Help

❖ Do any of the following:

• To view Help for a product, choose the product name from the Help For menu. (To view only topics that apply

across all Creative Suite products, choose Adobe Creative Suite.)

• To expand or collapse a section, click the blue triangle to the left of the section name.

• To display a topic , click its title.

See also

“To use bookmarks” on page 6

ADOBE INCOPY CS2

User Guide

To search Help topics

Search using words or phrases to quickly find topics. You can search Help for one product or for all Adobe products you’ve installed. If you find a topic that you may want to view again, bookmark it for quick retrieval.

1 In Adobe Help Center, click Product Help.

2 Type one or more words in the Search box. To search across Help for all Adobe products you have installed, click

the black triangle to the left of the Search box and choose Search All Help.

Search Help for one product or for all products you’ve installed

3 Click Search. Topics matching the search words appear in the navigation pane.

4 To view a topic, click its title.

5 To return to the navigation pane, do one of the following:

• Click the Home button.

• Click the Back button.

• Click Next Topic or Previous Topic.

See also

“To print a topic from Help” on page 5

“To use bookmarks” on page 6

Search tips

Adobe Help search works by searching the entire Help text for topics that contain all of the words typed in the Search box. These tips can help you improve your search results in Help:

• If you search using a phrase, such as “shape tool,” put quotation marks around the phrase. The search returns only

those topics containing all words in the phrase.

• Make sure that the search terms are spelled correctly.

• If a search term doesn’t yield results, try using a synonym, such as “web” instead of “Internet.”

To print a topic from Help

1 Select the topic you want to print, and click the Print button.

2 Choose the printer you’d like to use, and then click Print.

ADOBE INCOPY CS2

User Guide

To change the view

By default, Adobe Help Center opens in Full view. Full view gives you access to the Product Help, Expert Support, and More Resources sections. Switch to Compact view when you want to see only the selected Help topic and you want to keep the Help window on top of your product workspace.

❖ Click the view icon to switch between Full and Compact views.

To use bookmarks

You can bookmark especially helpful topics for easy access, just as you bookmark pages in a web browser, and reread them at another time.

1 Click the Bookmarks tab in the navigation pane to view the bookmarks.

2 Do any of the following in the Bookmarks pane:

• To create a bookmark, select the topic you want to mark, and click the Bookmark button . When the Bookmark

dialog box appears, type a new name in the text box if desired, and then click OK.

• To delete a bookmark, select it and click the Delete button. Click Yes to confirm the deletion.

• To rename abookmark, select it andthenclick theRenamebutton . In thedialogbox,typeanewnamefor the

bookmark and then click OK.

• To move a bookmark, select it and then click the Move Up button or the Move Down button .

Tips and training

Learning resources

Adobe provides a wide range of resources to help you learn and use Adobe products.

• “Tutorials in Help” on page 7: Short step-by-step lessons through Adobe Help Center.

• “Total Training Video Workshop CD” on page 7: Professional training videos from experts.

• “Adobe Studio” on page 7: Videos, tips and tricks, and other learning material on Adobe products.

• Adobe Creative Suite Design Guide (Adobe Creative Suite only): A full-color printed book about using Adobe

Creative Suite 2 as a complete design and publishing toolbox, including five guided projects on print, web, and mobile workflows.

• “Technical information” on page 8: Reference material, scripting guides, and other in-depth information.

• “Other resources” on page 9: Training, books, user forums, product certification, and more.

• Support: Complimentary and paid technical support options from Adobe.

• “Extras” on page 9: Downloadable content and software.

See also

“About Adobe Help Center” on page 2

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User Guide

Tutorials in Help

The Help system for each Adobe CS2 product includes several step-by-step tutorials on key features and concepts. These tutorials are also available in the complete, printable, PDF version of the Help contents, included on the Resources and Extras CD.

To use these tutorials with the product, select the tutorial you want from the Contents pane in Adobe Help Center, and click the View icon cation windows, regardless of what window or application is selected. Drag an edge or a corner of the Help window to resize it.

to switch to Compact view. Compact view keeps the Help window on top of the appli-

See also

“Adobe Studio” on page 7

“Total Training Video Workshop CD” on page 7

“Other resources” on page 9

Total Training Video Workshop CD

Presented by experts in their fields, Total Training videos provide overviews, demos of key new features, and many useful tips and techniques for beginning and advanced users. Look for accompanying step-by-step instructions to selected Total Training videos in monthly updates to Adobe Studio.

Short Total Training web videos on a variety of products and topics are also available in Adobe Studio, and complete Total Training courseware can be purchased online from the Adobe Store.

See also

“Adobe Studio” on page 7

“Other resources” on page 9

Adobe Studio

AdobeStudioprovidesahuge wealth of tips andtricks, tutorials, andinstructional contentinvideo, AdobePDF,and HTML, authored by experts from Adobe and its publishing partners. You can search the entire collection or sort by product, topic, date, and type of content; new content is added monthly. Adobe Studio is available in English, French, German, and Japanese. Find it from the home page of the Adobe website.

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User Guide

Tips and tutorials in Adobe Studio

See also

“Total Training Video Workshop CD” on page 7

“Other resources” on page 9

Technical information

The Technical information folder on the Resources and Extras CD included with your Adobe product includes several useful documents in PDF, fully searchable and optimized for printing. These documents provide conceptual and reference material on various in-depth topics, such as scripting, transparency, and high-end printing. For complete developer documentation and resources, visit the Developers area of the Adobe website at

http://partners.adobe.com/public/developer/main.html. For additional backgrounders and instructional content,

visit Adobe Studio.

The Resources and Extras CD also includes the entire Help content optimized for printing. Note that the Help content includes everything in the printed Adobe user guides, plus much more.

See also

“Adobe Studio” on page 7

“Other resources” on page 9

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User Guide

Other resources

Additional sources of information and help are available for Adobe products.

• Visit the Training area of the Adobe website for access to Adobe Press books; online, video, and instructor-led

training resources; Adobe software certification programs; and more.

• Visit the Adobe user forums, where users share tips, ask questions, and find out how others are getting the most

out of their software. User forums are available in English, French, German, and Japanese on the main Support page of your local Adobe website.

• Visit the Support area of the Adobe website for additional information about free and paid technical support

options. Top issues are listed by product on the Adobe U.S. and Adobe Japan websites.

• Visit the Developers area of the Adobe website to find information for software and plug-in developers, including

SDKs, scripting guides, and technical resources.

• Click More Resources in Adobe Help Center to access many of the resources on the Adobe website and to create

your own list of frequently visited user groups and websites and valuable contacts.

• Look in Bridge Center for RSS feeds on the latest technical announcements, tutorials, and events. To access Bridge

Center, select it in the Favorites panel in Adobe Bridge. (Bridge Center is available with Adobe Creative Suite only.)

See also

“To display More Resources” on page 3

“Learning resources” on page 6

Extras

The Resources and Extras CD included with your CS2 product includes a Goodies folder that contains bonus content and files for use with your Adobe product. For more free content and add-ons, visit Adobe Studio Exchange, an online community where users download and share thousands of free actions, plug-ins, and other content for use with Adobeproducts. To visitAdobe Studio Exchange,gotoAdobe Studio from thehomepageofthe Adobewebsite.

In addition, your CS2 product includes Adobe Stock Photos, an integrated service available within Adobe Bridge that lets you search, view, try, and buy royalty-free stock photography from leading stock libraries. Because of the tight integration between Stock Photos and CS2 products, you can download images directly into your Adobe Illustrator®, Adobe InDesign®, and Adobe GoLive® projects. From Photoshop, you can open any downloaded image.

See also

“Adobe Studio” on page 7

Other downloads

The Downloads area of the Adobe website includes free updates, tryouts, and other useful software. In addition, the Plug-ins section of the Adobe Store provides access to thousands of plug-ins from third-party developers, helping you automate tasks, customize workflows, create specialized professional effects, and more.

See also

“Other resources” on page 9

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User Guide

What’s new

New features

Collaborative editorial workflow

Adobe InCopy® LiveEdit Workflow plug-ins

InCopy CS2 to enable designers and editors to work simultaneously on the same content without overwriting each other’s changes. (See “Sharing content” on page 124.)

Assignments Edit only the content that’s assigned to you from InDesign CS2, which may include selected frames

from a page, across spreads, or from the entire document. Easily visualize how your edited copy relates to the design through the live Layout view. (See “About assignment files” on page 128.)

Paste and transform graphics Place graphics in available frames or paste them inline in text. Use the new Position

tool to resize, move, rotate, shear, or reposition graphics in relation to their frames. (See “About the Position tool” on page 116.)

Place PSD and PDF layers Selectively display layers and layer comps in Photoshop® (PSD) files, and layers in PDF

files on import. Modify layer visibility in placed graphics. (See “To place a graphic in a frame” on page 108.)

Layers palette Control display of layers in Layout view to gain access to copy in overlapping frames. (See “About

layers” on page 107.)

Use a file check-in and check-out system between InDesign® CS2 and

Smart text processing

Drag and drop text

Drag and drop text within or between frames, views, and documents. (See “To drag and drop

text” on page 151.)

Footnotes Create footnotes directly or import them from Microsoft® Word and RTF files. Control their numbering,

formatting, and layout. (See “To create a footnote” on page 174.)

Unformatted paste Automatically format pasted text with the formatting of the destination text, instead of its

original formatting. (See “To paste text” on page 150.)

Dynamic spell checking and automatic text correction Highlight misspelled words, and automatically correct

common mistakes based on your word list. InCopy also intelligently adds or deletes spaces as needed when you copy and paste. (See “To use dynamic spelling” on page 180 or “To correct spelling errors as you type” on page 180.)

Dictionary management Create and link to multiple user dictionaries, and easily share those dictionaries across a

workgroup. Import word lists into and export them from user dictionaries. (See “To manage user dictionaries” on page 182.)

WSIWYG font preview Preview samples of font families directly in the Font menu of the Character and Control

palettes. (See

Style enhancements

Selectively load styles

“To apply a font” on page 201.)

Selectively choose which paragraph and character styles to import from other documents, and easily specify how InCopy handles style name conflicts. (See “To import styles from other documents” on page 188.)

Quick apply Quickly locate one paragraph or character style among dozens or even hundreds listed by typing part

of its name, and then apply it to your text without taking your hands off the keyboard. (

See “To use Quick Apply to

find and apply styles” on page 192.)

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User Guide

Apply next style Quickly apply a series of styles to a run of text as long as each style used specifies a Next Style in

its definition. For example, apply headline, subhead, byline, and body text styles to an article in one click. (See “To apply sequential styles to multiple paragraphs” on page 193.)

Style mapping for Microsoft Word documents Specify how InCopy handles style name conflicts when importing

or opening Microsoft Word files. Save the style mapping as a preset to use when importing other Word files. (See “To convert Word styles to InCopy styles” on page 189.)

Editorial productivity tools

Automated text macros

Automatically replace macro codes with the associated text by typing the macro and

pressing the spacebar. (See “To create a text macro” on page 163.)

Automated bullets and numbering Save time formatting lists by using the new automated bullets and numbering

features. (See

Notes Mode Work with notes in the intuitive way editors prefer, with a single context-sensitive keystroke to create,

“Bulleted and numbered lists” on page 227.)

split, or convert selected text into a note, or back to text again. (See “About editorial notes” on page 168.)

Stand-alone copyfit Define the text area and page size so you can copyfit text without an InDesign layout. Save

custom document setups as presets for ongoing use. (See “To create a stand-alone document” on page 97.)

Customizable change tracking Customize the way tracked changes are displayed on-screen. (See “To set change-

tracking preferences” on page 168.)

Overset text indicator Easily identify overset text while quickly entering uncomposed text in Story view. (See

“Copyfitting text” on page 177.)

Vertical depth ruler Display a vertical ruler along the edge of Galley and Story views to measure copy depth as you

edit or write copy. (See “To use the vertical depth ruler” on page 22.)

Position marker Set a position marker at a specific location in your text so you can easily jump to it using a shortcut.

“To jump to a position marker” on page 153.)

(See

Anti-aliasing preferences Adjust the anti-aliasing of text to suit your on-screen preferences. (See “To set Galley

view display preferences” on page 21.)

Versatile file support

Ability to save InCopy documents as templates

Easily transfer story settings such as styles, column widths, and copy depth to an editor by saving an InCopy document as a template. (See “To define custom document presets” on page 98.)

Enhanced support for Microsoft Word and RTF files Open and save RTF (.rtf), tagged text, and Text (.txt) files as

native documents in InCopy. Open Microsoft Word (.doc) files as untitled documents that preserve footnotes, anchored objects, and change tracking, and then edit and save those documents in RTF to share back with writers or editors working in Word. (See “Microsoft Word and RTF import options” on page 147.)

XML tagging of tables Tag tables, table cells, and table cell content, and easily export and re-import tagged table

content in InCopy files. (See “About XML and InCopy” on page 266.)

Chapter 2: Work area

Work area basics

About the work area

By default, the InCopy work area consists of three views of a story (Galley, Story, and Layout views), palettes to help you monitor and modify artwork, and menus that contain commands for performing tasks.

You can rearrange the work area to best suit your needs by moving, hiding, or showing palettes; zooming in or out; scrolling to a different area of the document window; or creating multiple windows and views.

See also

“Viewing stories” on page 18

About InCopy toolbars, palettes, and menus

The InCopy window includes a main menu bar, and several customizable toolbars and palettes to provide the controls you need to work with documents. You can access toolbar functions from the keyboard without ever having to use the mouse. InCopy also provides floating palettes with groups of tools you use to work on your document. To help unclutter the work area, you can collapse palettes into side tabs. Once you find a palette arrangement you like, you can save it as a workspace and use it with other InCopy documents. You can also share these workspaces with other InCopy users, creating a consistent editing environment across a workgroup.

If you’re working with a file from an Adobe Version Cue™ project, the document title bar provides additional information about the status of a file. The Adobe Version Cue Workspace is a feature that is available only as part of Adobe Creative Suite.

See also

“Version Cue managed projects” on page 29

To show or hide a toolbar

InCopy’s basic toolbars contain buttons for many commonly used tools and commands, such as opening, saving, printing, scrolling, and zooming. Tool tips identify each tool button.

❖ Choose thetoolbar name from theWindowmenu. Acheck mark appearsnexttothe toolbarnameifitiscurrently

visible.

To customize a toolbar

You can choose the tools you want included in a toolbar, change the orientation, and combine or separate toolbars.

❖ Do any of the following:

• To specify which tools appear on a toolbar, click the triangle at the end of the toolbar, select Customize, and then

select the tools you want to appear. Each menu contains options specific to the chosen toolbar.

• To move a toolbar, drag its title bar.

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User Guide

• Tocombinetoolbars,clickthegripperareaofatoolbar,anddragthetoolbarontopofanotheroralongthesame

edge of the application window (Windows) or screen (Mac OS).

Gripper area of the toolbar

Combining toolbars

• To switch a toolbar to a floating palette, click the gripper area of the toolbar, and drag the toolbar away from the

edge of the application window (Windows) or screen (Mac OS).

• 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.

About palettes

Most Adobe products include a number of palettes to help you monitor and modify your work. InCopy’s default palettes appear in side tabs at the right side of the application window (Windows) or screen (Mac OS). You can display, hide, or move these palettes as you work. You can also open and close individual palettes as needed.

InCopy provides several palettes, each containing options related to a specific aspect of your writing work. For example, the Paragraph Styles palette contains a list of currently defined paragraph styles you can click to apply to the paragraph you are working on in the story.

The Scripts palette lets you automate many InCopy tasks using JavaScript, Applescript, or Visual Basic. For more information, see the Scripting Guide in the Technical folder on the InCopy CD.

Docking palettes

When you dock a palette to another palette, you connect the top edge of one palette to the bottom edge of another. Docked palettes move together and are shown or hidden together. In contrast, when you group palettes, only the frontmost palette is visible.

You can dock one palette to another single palette or to a group of palettes. However, you can’t dock a group of palettes unless you dock each of them individually, because docking involves dragging an individual palette’s tab and not the title bar.

ADOBE INCOPY CS2

Docked palettes

Collapsing palettes

When you start InCopy, several groups of palettes are collapsed into tabs at the side of the application window (Windows) or screen (Mac OS).

User Guide

You can move collapsed palettes into windows of their own or collapse other palettes into side tabs. Palettes collapsed into side tabs can be grouped and rearranged.

Tabs of collapsed palettes are visible at the side of the screen.

To work with palettes

• To open a palette or palette group, choose Window > [palette name].

• To hide a palette or palette group, click the close button in the upper right (Windows) or upper left (Mac OS)

corner of the palette. Or, choose the palette name from the Window menu.

• To bring a palette to the front of its group, click the palette’s tab, choose the palette name in the Window menu, or

press the palette’s keyboard shortcut.

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User Guide

• To move a palette or palette group, drag its title bar.

• To rearrange or separate palettes in a group, drag a palette’s tab. Dragging a palette out of an existing group changes

it to a stand-alone palette.

Click the palette’s tab and drag it to a new location (top) to place it in a separate group (bottom).

• To move a palette to another group, drag the palette’s tab to that group.

• To display a palette menu, click the triangle in the upper right corner of the palette.

Palette menu

Note: Not all palettes have a palette menu.

• To customize a palette, click the triangle at the top of the palette, select Customize, and then select the tools you

want to appear. The Customize dialog box contains options specific to the chosen palette. (Some palettes do not include a Customize command and cannot be customized.)

• To change the size of a palette, drag any of its corners (Windows) or the lower right corner (Mac OS).

Note: Resizing one palette does not resize all palettes in that group. Also, not all palettes can be resized.

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User Guide

• (Windows only) To collapse a group to the palette titles only, click the Minimize/Maximize box. Click the box

again to restore the palette display.

• (Mac OS only) To collapse the palette to the title bar only, click the green Expand button in the upper left corner

of a floating palette.

• To dock a palette, drag a palette’s tab to the lower edge of another palette. When the lower edge of the other palette

is highlighted, release the mouse button.

Note: It is important that you drag the palette tab for these drag-and-drop techniques, not the bar across the top of the palette. The palette tab is where the name of the palette appears, such as “Paragraph” or “Character.”

• To move a set of docked palettes, drag the set’s title bar.

• To display a collapsed palette, click the palette’s tab.

• To convert a collapsed palette to a floating palette, drag a palette’s tab away from the side of the application window

(Windows) or the screen (Mac OS).

• To show or hide all docked palettes, press Alt (Windows) or Option (Mac OS) as you click a palette’s tab.

• To move all palettes in a group, press Alt (Windows) or Option (Mac OS) as you drag.

• To collapse a palette into a side tab, select the palette’s tab and drag it to the left or right side of the application

window (Windows) or of the screen (Mac OS).

• To collapse multiple palettes into one side tab, collapse a palette, and then drag another palette’s name over the

collapsed palette’s tab.

To use context menus

Unlike the menus that appear across the top of a window, context-sensitive menus display commands that relate to the active tool. You can use context menus as a quick way to choose commonly used commands.

1 Position the pointer in the document.

2 Right-click (Windows) or Control-click (Mac OS).

To customize the workspace

You can save the current sizes and positions of palettes on the screen as a custom workspace. The names of workspaces appear in a Workspace submenu of the Window menu. You can edit the list by adding or deleting a workspace.

❖ Do one of the following:

• To save custom workspaces,chooseWindow > Workspace > Save Workspace. Type anamefor thenew workspace

and click OK.

• To display a custom workspace, choose it from the Window > Workspace submenu.

• To delete a custom workspace, choose Window > Workspace > Delete Workspace. Select a workspace to delete,

and click Delete.

ADOBE INCOPY CS2

User Guide

Customizing preferences and defaults

About preferences

The difference between preferences and defaults is the area to which each applies. Preference settings specify the initial appearance and behavior of certain InCopy features. Default settings apply to InCopy documents.

Preferences include settings such as palette positions, measurement options, and display options for graphics and typography.

Note: InCopy preference settings are fully scriptable. To share a consistent set of preferences across user groups, develop a script to set the preferences, and then have all users in the group run the script on their computers. Do not copy and paste one user’s preferences files onto another computer, as this might cause application instability. For more information about scripting, see the InCopy Scripting Guide on the application CD.

To set general preferences

1 Choose Edit > Preferences > General (Windows) or InCopy > Preferences > General (Mac OS).

2 In the General section, choose a display option in the Tool Tips menu. This changes the amount of time that tool

tips are displayed.

3 For Floating Tools Palette, select a layout option. This changes the layout appearance of the toolbox to single or

double column, or single row.

4 Click Reset All Warning Dialogs to display all warnings, even the ones you’ve already dismissed. (As warnings

appear, you can select an option to indicate you do not want to see the warning again.)

See also

“Adding text” on page 145

To specify default settings for new documents

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.

1 Close all InCopy documents.

2 Change any menu items or palette or dialog box settings.

To restore all preferences and default settings

❖ Do one of the following:

• (Windows) Start InCopy, and then press Shift+Ctrl+Alt. Click Yes when asked if you want to delete your

preference files.

• (Mac OS) While pressing Shift+Option+Command+Control, start InCopy. Click Yes when asked if you want to

delete your preference files.

ADOBE INCOPY CS2

User Guide

Viewing stories

InCopy offers three views of a story: Galley, Story, and Layout. These terms correspond to the terms used in traditional publishing.

Galley view Displays text with line breaks established in the corresponding InDesign document. If text doesn’t fit

into the assigned layout space, an overset indicator marks the point at which the InCopy text exceeds the space. Although you can use InCopy to apply formatting, such as paragraph indents and font size, these formats do not appear in Galley view.

Galley view

Story view Displays text in a continuous stream, wrapping the text at the document window. Story view does not

show 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. When using Story view, the information area displays only paragraph styles. Line numbers are not visible in Story view.

Story view

Story view opens by default when you create a new InCopy story.

ADOBE INCOPY CS2

User Guide

To change the default view when a new document is created, close all documents and select the view you want as the default from the View menu.

Layout view Shows the text as it will print, with all the formatting. When you use InCopy to synchronize with an

InDesign layout, you can view your text in context with all other page elements in the InDesign document—frames, columns, graphics, and so on.

In Layout view, you can zoom in and out to inspect different aspects of the layout.

Layout view

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User Guide

See also

“To switch to the Story view” on page 22

“About Layout view” on page 22

To switch between Galley, Story, or Layout view

❖ Do either of the following:

• Choose the view from the View menu.

• Click the Galley, Story, or Layout tab at the top of the editing area.

See also

“Keys for navigating through documents” on page 283

About Galley view

Galley view provides an environment for efficient text processing. Text is easy to read and annotate. You can also use Galley view to perform copyfitting and other production-related tasks.

Working in Galley view is analogous to working with galley proofs in traditional typesetting. Within the work area, the text wraps exactly as it will in the final InDesign layout, and all text is displayed in one column, regardless of how many columns exist in your design. Page breaks, frame breaks, and column breaks are shown by a line with the words “Page break,” “Frame break,” or “Column break” in the center of the line.

Note: When multiple breaks are represented by a single boundary, such as a page break coinciding with a frame break, the break with the highest priority is displayed. Page breaks have the highest priority, and column breaks have the lowest.

A feature unique to Galley view is the Copyfit break, 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. You can also change the background and font color.

Note: The font display size applies to all stories, rather than individual characters, words, or paragraphs.

The Galley & Story Appearance toolbar controls several settings that you might want to change frequently when working on a document. These settings include:

• Display font type and size.

• Display leading (single space, 150% space, double space, or triple space).

• Show/hide line number and styles columns.

• Customize Galley & Story Appearance controls.

See also

“Editing overset text” on page 178

“To set Galley view display preferences” on page 21

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User Guide

To change the Galley view display settings

❖ Select an option from the Galley & Story Appearance toolbar. (If the toolbar is not displayed, choose Window >

Galley & Story Appearance to open it. The toolbar appears at the bottom of the application window by default.)

Note: It is important to understand the difference between changing the font display size and applying text formatting. Both can be done in Galley view. However, changing the font display size does not affect the way text looks in your publi cation. Applying formatting to text does change the text appearance in Layout view and in your published document.

See also

“To format characters” on page 208

“To format paragraphs” on page 214

To set Galley view display preferences

1 Choose Edit > Preferences > Galley & Story Display (Windows) or InCopy > Preferences > Galley & Story Display

(Mac OS).

2 In the Text Display Options section, specify the following:

Text Color Controls the text color in the work area. Black is the default text color.

Background Controls the background color of the work area. White is the default background color.

Theme Assigns preset text and background colors.

Override Preview Font Enables you to display one additional font using the correct typeface in the Galley and Story

view. InCopy automatically displays the Symbol, Zapf Dingbats, Webdings, and Wingdings® fonts accurately, overriding the display font you have chosen.

Enable Anti-aliasing Smooths the jagged edges of type and bitmap images by softening the color transition between

edge pixels and background pixels. Since only the edge pixels change, no detail is lost. You can choose the level of anti-aliasing to apply. The Default option uses shades of gray to smooth text, and is equivalent to anti-aliasing in InCopy CS. The LCD Optimized option uses colors, rather than shades of gray, and works best on light-colored backgrounds with black text. The Soft option uses shades of gray, but produces a lighter, fuzzier appearance.

Cursor Options Controls the cursor display. Choose from four different cursors. Select or deselect Blink.

Note: Any settings made in the Galley & Story Display panel apply to both the Galley and Story views.

To 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; you cannot type in this area.

❖ Do one of the following:

• To change theviewinthe currentdocumentonly, choose View >ShowInfoColumnorView > Hide Info Column.

• To change the default view in the application, with no document open, choose View > Show Info Column or

View > Hide Info Column.

Note: Paragraph styles make it much easier to maintain consistency in your publications. See “About styles” on page 187, and consult any workflow system documentation your team has adopted concerning in-house guidelines for your project.

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User Guide

To use the vertical depth ruler

When typing text, it is sometimes useful to know the physical depth of a story as it will appear in Layout view, in addition to the number of lines. The vertical depth ruler draws a ruler along the left edge of the Galley and Story views. Each tick mark in the ruler aligns to the bottom of a line of text. A value is displayed every five tick marks to show the total vertical depth of the text to that point. The depth dynamically updates when layout composition for the portion of the document is complete.

The depth measurement uses the vertical units setting in the Units & Increments Preferences panel.

Note: To aid in copyfitting, the depth of overset text is also calculated and displayed.

1 Click the Galley or Story tab at the top of the editing area.

2 Do either of the following:

• To show or hide only the depth ruler, choose View > Show/Hide Depth Ruler.

• To show or hide only the information column, choose View > Show/Hide Info Column.

3 To hide the ruler, Hide Depth Ruler or Hide Info Column from the View menu.

To switch to the Story view

Use Story view to create content without worrying about the accuracy of line endings or line numbers.

❖ Do one of the following:

• Click the Story tab at the top of the editing area.

• Choose View > Story View.

To set Story view preferences

Use the Galley & Story Display section of the Preferences dialog box to customize the display of the Story view.

1 Choose InCopy > Preferences > Galley & Story Display (Mac OS).

2 Specify the options you want.

3 Click OK.

See also

“To set Galley view display preferences” on page 21

About Layout view

In Layout view, you see text and other elements exactly as they are formatted and positioned in an InDesign document. Stories are laid out in frames, just as they appear in InDesign.

If you are working 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 are working with a stand-alone InCopy document—an individual InCopy document that is not within an open InDesign document or Assignment file—you can work with the text and text attributes, and change the page size using the Document Setup command.

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User Guide

Layout view offers more toolsand View-menucommandsthanthe otherviews.You canuse theHandtool, theZoom tool, and the Zoom commands to view a spread at various magnifications. You can also use various layout aids, such as rulers, document grids, and baseline grids.

Note: These viewing options do not affect formatting. For example, zooming in to enlarge your view of the page does not change the way the story appears in InDesign or when printed.

See also

“Sharing content” on page 124

To switch to Layout view

❖ Do one of the following:

• Click the Layout tab at the top of the editing area.

• Choose View > Layout View.

About frames

In theLayoutviewofadocument in progress,you seeone or more boxesonthe page.These nonprintingboxes might contain text, graphics, or nothing. The boxes represent frames—spaces in the layout reserved for specific elements. Each frame is defined to contain either text or a graphic.

Text frames Controlwhich storiesappearwhere,and howmuchpageareatheycover.For linkedstories,framesare

defined by the InDesign user. If multiple frames are set aside for a story, the frame configuration determines how the story text flows through the layout.

Graphics frames Can function as borders and background, and can crop or mask graphics. You can work with

graphics inside frames in InCopy, and you can see the graphics frames from InDesign layouts when you work with linked documents. You can also work with the frames of inline graphics (embedded in text), but you cannot work with other graphics frames.

Empty frames Are placeholders. You can distinguish empty text frames from empty graphics frames by their

appearance. A empty box represents an empty text frame; a box with an X across it indicates an empty graphics frame. You can add text to an empty text frame only if it’s associated with the story exported to InCopy from InDesign. You can also import or paste graphics into an empty graphics frame in InCopy.

Empty text frame (left) and empty graphics frame (right)

To show or hide frame edges

In Layout view, you can choose to see or hide frame edges. Hiding frame edges also hides the X in an empty graphics frame.

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Text and graphics frames with frame edges displayed (left) and hidden (right)

❖ Choose View > Show Frame Edges or View > Hide Frame Edges.

Viewing documents

To zoom in or out

In Layout view, you can magnify or reduce your view of a page. The lower left corner of the document window displays the zoom percentage at all times.

User Guide

❖ Do any of the following:

• To magnify a specific area, select the Zoom tool and click the area you want to magnify. Each click magnifies

the view to the next preset percentage, centering the display around the point you click. At maximum magnification, the center of the Zoom tool appears blank. To zoom out, hold down Alt (Windows) or Option (Mac OS) to activate the Zoom Out tool , and click the area you want to reduce. Each click reduces the view to the previous preset percentage.

• To magnify the view to the next preset percentage, activate the window you want to view, and choose View >

Zoom In. Choose View > Zoom Out to reduce the view to the previous preset percentage.

• To set a specific magnification level, type or choose a magnification level in the Zoom text box at the lower left

corner of the document window.

• While pressing Ctrl (Windows) or Command (Mac OS), use the mouse scroll wheel or sensor to zoom in or out.

To magnify by dragging

1 Select the Zoom tool .

2 Drag to create a dotted rectangle, called a marquee, around 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).

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Zooming in on a selection of text

To display the document at 100%

❖ Do any of the following:

• Double-click the Zoom tool .

• Choose View > Actual Size.

• Type or choose a magnification level of 100% in the Zoom text box at the lower left corner of the document

window.

To fit the page, spread, or pasteboard within the active window

❖ Do any of the following:

• Choose View > Fit Page in Window.

• Choose View > Fit Spread in Window.

• Choose View > Entire Pasteboard.

User Guide

Moving through a story

Some options for moving around within a story depend on whether you’re working in Galley, Story, or Layout view. In Galley and Story view, you must use the scroll bars to see text that does not fit in the work area. In Layout view, you can also use the Hand tool, page buttons, and commands.

Scrolling through documents

Youcan usethe scroll bars (along thebottomand rightsidesofthe InCopy window)orscrollwithamousewheel or sensor in any view.

You can also use the Page Up, Page Down, and arrow keys on your 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 andPageDownshift theviewbyone screen;the view does notnecessarily go to thenextpagebreak.The Up Arrow and Down Arrow keys move the insertion point within the copy and scroll the view as necessary so that you can always see the insertion point.

In Layout view only, you can also use the Hand tool to move the document view in any direction.

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