ADOBE InCopy CS3 User Manual

ADOBE

ADOBE® InCopy® CS3

USER GUIDE

Adobe InCopy® CS3 User Guide for Windows® and Mac OS

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Certain Spelling portions of this product is based on Proximity Linguistic Technology. ©Copyright 1990Merriam-Webster Inc. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2003 Franklin Electronic Publishers Inc.©Copyright 2003 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. Legal Supplement ©Copyright 1990/1994 Merriam-Webster Inc./Franklin Electronic Publishers Inc. ©Copyright 1994 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990/1994 Merriam-Webster Inc./Franklin Electronic Publishers Inc. ©Copyright 1997All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA ©Copyright 1990 Merriam-Webster Inc. ©Copyright 1993 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2004 Franklin ElectronicPublishers Inc. ©Copyright2004 All rights reserved. Proximity TechnologyADivision of Franklin Electronic Publishers, Inc. Burlington,New Jersey USA. ©Copyright 1991 Dr. Lluis de Yzaguirre IMaura ©Copyright 1991 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990Munksgaard International Publishers Ltd. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 Van Dale Lexicografie bv ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1995 Van Dale Lexicografie bv ©Copyright 1996 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 IDE a.s. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1992 Hachette/Franklin Electronic Publishers Inc. ©Copyright 2004 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1991 Text & Satz Datentechnik ©Copyright 1991 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2004 Bertelsmann Lexikon Verlag ©Copyright 2004 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2004MorphoLogic Inc. ©Copyright 2004 All rightsreserved. Proximity Technology A Division ofFranklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 William Collins Sons & Co. Ltd. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1993-95 Russicon Company Ltd. ©Copyright 1995 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 2004 IDE a.s. ©Copyright 2004 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. The Hyphenation portion of this product is based on Proximity Linguistic Technology. ©Copyright 2003 Franklin Electronic Publishers Inc.©Copyright 2003 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1984WilliamCollinsSons & Co. Ltd. ©Copyright 1988 All rightsreserved.Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 Munksgaard International Publishers Ltd. ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1997 Van Dale Lexicografie bv ©Copyright 1997 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1984 Editions Fernand Nathan ©Copyright 1989 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1983 S Fischer Verlag ©Copyright 1997 All rights reserved. Proximity Technology A Division of Franklin ElectronicPublishers, Inc.Burlington,New Jersey USA. ©Copyright 1989Zanichelli ©Copyright 1989All rights reserved. ProximityTechnology A Division of Franklin Electronic Publishers,Inc. Burlington,New JerseyUSA. ©Copyright 1989IDE a.s. ©Copyright1989 All rightsreserved. ProximityTechnology A Division ofFranklin Electronic Publishers, Inc. Burlington, New Jersey USA. ©Copyright 1990 Espasa-Calpe ©Copyright 1990 All rights reserved. Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington,NewJersey USA.©Copyright 1989 C.A. StrombergAB.©Copyright 1989 All rights reserved. Proximity TechnologyADivision of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. The Spelling portion of this product is based on Proximity Linguistic Technology. Color-database derived from Sample Books © Dainippon Ink and Chemicals, Inc., licensed to AdobeSystems Incorporated. Portions © The Focoltone Colour Systems, andused under license. This product includes software developed by the Apache Software Foundation (www.apache.org). Portions © 1984-1998 FaircomCorporation. All rights reserved. Portions copyrighted by Trumatch, Inc. and used under license.

PANTONE® Colors displayed inthe software application or inthe user documentationmay not match PANTONE-identified standards. Consult current PANTONE Color Publications for accurate color. PANTONE® and other Pantone, Inc. trademarks are the property of Pantone, Inc. © Pantone, Inc., 2006.

This product contains either BISAFE and/or TIPEM software by RSA Data Security, Inc. Copyright (c) 1994 Hewlett-Packard Company. Permission to use, copy, modify, distributeandsellthissoftwareanditsdocumentationforanypurposeisherebygrantedwithoutfee,providedthattheabovecopyrightnoticeappearinallcopiesandthatboth that copyright notice andthis permission notice appear in supporting documentation.Hewlett-Packard Companymakes no representations about the suitability of this software for any purpose. It is provided “as is” without express or implied warranty. Copyright (c) 1996, 1997 Silicon Graphics Computer Systems, Inc. Permission to use, copy, modify, distributeandsellthissoftwareanditsdocumentationforanypurposeisherebygrantedwithoutfee,providedthattheabovecopyrightnoticeappearinallcopiesandthatboth that copyright notice and this permission notice appear in supporting documentation. Silicon Graphics makes no representations about the suitability of this software for any purpose. It is provided “as is”without expressor impliedwarranty.Notice to U.S. Government End Users: The Software and Documentation are “Commercial Items,” as that term is defined at 48 C.F.R. §2.101, consistingof “CommercialComputerSoftware” and “Commercial Computer Software Documentation,” assuch terms are used in48 C.F.R. §12.212 or 48 C.F.R. §227.7202, as applicable. Consistent with 48 C.F.R. §12.212 or 48 C.F.R. §§227.7202-1 through 227.7202-4, as applicable, the Commercial Computer Software and Commercial Computer Software Documentation are being licensed toU.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 herein. 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. The affirmative action clause and regulations contained in the preceding sentence shall be incorporated by reference.Adobe Systems Incorporated, 345 Park Avenue, San Jose, California 95110, USA.

Chapter 1: Getting started

Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

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

Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Chapter 2: Workspace

Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Viewing stories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Customizing preferences and defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Moving through documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Recovery and undo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Chapter 3: Working with InCopy documents

Using an InCopy workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Working with stand-alone documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Saving and exporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Frames, grids, rulers, and guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Using layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Importing graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Importing options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Transforming graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Controlling graphics display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Including metadata in a story . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

iii

Chapter 4: Sharing content between InCopy and InDesign

Understanding a basic managed-file workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Sharing content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Assignment packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Working with managed files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Adjusting your workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Chapter 5: Text

Adding text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Editing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Glyphs and special characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Find/Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Using text macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Text variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Tracking and reviewing changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Using editorial notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Footnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135

Copyfitting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Checking spelling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .140

Using the thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Chapter 6: Styles

Paragraph and character styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150

Drop caps and nested styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Working with styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Chapter 7: Typography

Formatting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Using fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Leading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

Kerning and tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Formatting characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .176

Formatting paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Aligning text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

Indents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191

Bullets and numbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Composing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

Chapter 8: Tables

Creating tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Selecting and editing tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .215

Formatting tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Table strokes and fills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

Table and cell styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

Chapter 9: Printing

Setting up a printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

Printing stories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233

Chapter 10: Creating Adobe PDF files

Understanding Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237

Exporting to Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Chapter 11: Creating XML Files

Using XML files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

Tagging content for XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

Structuring documents for XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

Exporting to XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Chapter 12: Keyboard shortcuts

Default keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

Chapter 1: Getting started

If you haven’t installed your new software, begin by reading some information on installation and other preliminaries. Before you begin working with your software, take a few moments to read an overview of Adobe Help® and of the many resources available to users. You have access to instructional videos, plug-ins, templates, user communities, seminars, tutorials, RSS feeds, and much more.

Installation

Requirements

❖ To review complete system requirements and recommendations for your Adobe® software, see the Read Me file

on the installation disc.

Install the software

1 Close any other Adobe applications open on your computer.

2 Insert the installation disc into the disc drive, and follow the on-screen instructions.

Note: For more information, see the Read Me file on the installation disc.

Activate the software

Ifyouhaveasingle-userretaillicenseforyourAdobesoftware,youwillbeaskedtoactivateyoursoftware;thisisa simple, anonymous process that you must complete within 30 days of starting the software.

For more informationon product activation, see the Read Me file onyour installation disc, or visitthe Adobe website at www.adobe.com/go/activation.

1 If the Activation dialog box isn’t already open, choose Help > Activate.

2 Follow the on-screen instructions.

Note: If you want to install the software on a different computer, you must first deactivate it on your computer. Choose Help > Deactivate.

Register

❖ To register, follow the on-screen instructions in the Registration dialog box, which appears after you install and

activate the software.

If you postpone registration, you can register at any time by choosing Help > Registration.

INCOPY CS3

User Guide

Read Me

The installation disc contains the Read Me file for your software. (This file is also copied to the application folder during product installation.) Open the file to read important information about the following topics:

• System requirements

• Installation (including uninstalling the software)

• Activation and registration

• Font installation

• Troubleshooting

• Customer support

• Legal notices

Adobe Help

Adobe Help resources

Documentation for your Adobe software is available in a variety of formats.

In-product and LiveDocs Help

In-product Help provides access to all documentation and instructional content available at the time the software ships. It is available through the Help menu in your Adobe software.

LiveDocs Help includes all the content from in-product Help, plus updates and links to additional instructional content available on the web. For some products, you can also add comments to the topics in LiveDocs Help. Find LiveDocs Help for your product in the Adobe Help Resource Center, at www.adobe.com/go/documentation.

INCOPY CS3

User Guide

Most versions of in-product and LiveDocs Help let you search across the Help systems of multiple products. Topics may also contain links to relevant content on the web or to topics in the Help of another product.

Think of Help, both in the product and on the web, as a hub for accessing additional content and communities of users. The most complete and up-to-date version of Help is always on the web.

Adobe PDF documentation

The in-product Help is also available as a PDF that is optimized for printing. Other documents, such as installation guides and white papers, may also be provided as PDFs.

All PDF documentation is available through the Adobe Help Resource Center, at www.adobe.com/go/documen-

tation.Tosee the PDF documentation included with your software, look in the Documents folder on the installation

or content DVD.

Printed documentation

Printed editions of the in-product Help are available for purchase in the Adobe Store, at www.adobe.com/go/store. You can also find books published by Adobe publishing partners in the Adobe Store.

A printed workflow guide is included with all Adobe Creative Suite® 3 products, and stand-alone Adobe products may include a printed getting started guide.

Using Help in the product

In-productHelpisavailablethroughtheHelpmenu.AfteryoustarttheAdobeHelpViewer,clickBrowsetoseeHelp for additional Adobe products installed on your computer.

These Help features facilitate cross-product learning:

• Topics may contain links to the Help systems of other Adobe products or to additional content on the web.

• Some topics are shared across two or more products. For instance, if you see a Help topic with an Adobe

Photoshop® CS3 icon and an Adobe AfterEffects® CS3 icon, you know that the topiceither describes functionality that is similar in the two products or describes cross-product workflows.

• You can search across the Help systems of multiple products.

If you search for a phrase, such as “shape tool,” enclose it in quotation marks to see only those topics that include all the words in the phrase.

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Adobe Help A. Back/Forwardbuttons (previously visited links) B. Expandable subtopics C. Icons indicating sharedtopic D. Previous/Next buttons (topics in sequential order)

Accessibility features

Adobe Help content is accessible to people with disabilities—such as mobility impairments, blindness, and low vision. In-product Help supports these standard accessibility features:

• The user can change text size with standard context menu commands.

• Links are underlined for easy recognition.

• If link text doesn’t match the title of the destination, the title is referenced in the Title attribute of the Anchor tag.

For example, the Previous and Next links include the titles of the previous and next topics.

• Content supports high-contrast mode.

• Graphics without captions include alternate text.

• Each frame has a title to indicate its purpose.

• Standard HTML tags define content structure for screen reading or text-to-speech tools.

• Style sheets control formatting, so there are no embedded fonts.

Keyboard shortcuts for Help toolbar controls (Windows)

Back button Alt+Left Arrow

Forward button Alt+Right Arrow

Print Ctrl+P

About button Ctrl+I

Browse menu Alt+Down Arrow or Alt+Up Arrow to view Help for another application

Search box Ctrl+S to place the insertion point in the Search box

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User Guide

Keyboard shortcuts for Help navigation (Windows)

• To move between panes, press Ctrl+Tab (forward) and Shift+Ctrl+Tab (backward).

• To move through and outline links in a pane, press Tab (forward) or Shift+Tab (backward).

• To activate an outlined link, press Enter.

• To make text bigger, press Ctrl+equal sign.

• To make text smaller, press Ctrl+hyphen.

Resources

Adobe Video Workshop

The Adobe Creative Suite 3 Video Workshop offers over 200 training videos covering a wide range of subjects for print, web, and video professionals.

YoucanusetheAdobeVideoWorkshoptolearnaboutanyCreativeSuite3product.Manyvideosshowyouhowto use Adobe applications together.

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When you start the Adobe Video Workshop, you choose the products you want to learn and the subjects you want to view. You can see details about each video to focus and direct your learning.

Community of presenters

With this release, Adobe Systems invited the community of its users to share their expertise and insights. Adobe and lynda.com present tutorials, tips, and tricks from leading designers and developers such as Joseph Lowery, Katrin Eismann, and Chris Georgenes. You can see and hear Adobe experts such as Lynn Grillo, Greg Rewis, and Russell Brown. In all, over 30 product experts share their knowledge.

Tutorials and source files

The Adobe Video Workshop includes training for novices and experienced users. You’ll also find videos on new features and key techniques. Each video covers a single subject and typically runs about 3-5 minutes. Most videos come with an illustrated tutorial and source files, so you can print detailed steps and try the tutorial on your own.

Using Adobe Video Workshop

YoucanaccessAdobeVideoWorkshopusingtheDVDincludedwithyourCreativeSuite3product.It’salsoavailable online at www.adobe.com/go/learn_videotutorials. Adobe will regularly add new videos to the online Video Workshop, so check in to see what’s new.

Extras

You have access to a wide variety of resources that will help you make the most of your Adobe software. Some of these resources are installed on your computer during the setup process; additional helpful samples and documents are included on the installation or content disc. Unique extras are also offered online by the Adobe Exchange community, at www.adobe.com/go/exchange.

INCOPY CS3

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User Guide

Installed resources

During software installation,a number of resources areplaced in your application folder. Toview those files,navigate to the application folder on your computer.

• Windows®: [startup drive]\Program Files\Adobe\[Adobe application]

• Mac OS®: [startup drive]/Applications/[Adobe application]

The application folder may contain the following resources:

Plug-ins Plug-in modules are small software programs that extend or add features to your software. Once installed,

plug-in modules appear as options in the Import or Export menu; as file formats in the Open, Save As, and Export Original dialog boxes; or as filters in the Filter submenus. For example, a number of special effects plug-ins are automatically installed in the Plug-ins folder inside the Photoshop CS3 folder.

Presets Presets include a wide variety of useful tools, preferences, effects, and images. Product presets include

brushes, swatches, color groups, symbols, custom shapes, graphic and layer styles, patterns, textures, actions, workspaces, and more. Preset content can be found throughout the user interface. Some presets (for example, Photoshop Brush libraries) become available only when you select the corresponding tool.If you don’t want to create an effect or image from scratch, go to the preset libraries for inspiration.

Templates Template files can be opened and viewed from Adobe Bridge CS3, opened from the Welcome Screen, or

opened directly from the File menu. Depending on the product, template files range from letterheads, newsletters, and websites to DVD menus and video buttons. Each template file is professionally constructed and represents a best-use example of product features. Templates can be a valuable resource when you need to jump-start a project.

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Samples Sample files include more complicated designs and are a great way tosee new featuresin action. These files

demonstrate the range of creative possibilities available to you.

Fonts Several OpenType® fonts and font families are included with your Creative Suite product. Fonts are copied to

your computer during installation:

• Windows: [startup drive]\Windows\Fonts

• Mac OS X: [startup drive]/Library/Fonts

For information about installing fonts, see the Read Me file on the installation DVD.

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DVD content

The installation or content DVD included with your product contains additional resources for use with your software. The Goodies folder contains product-specific files suchas templates,images, presets,actions, plug-ins,and effects, along with subfolders for Fonts and Stock Photography. The Documentation folder contains a PDF version of the Help, technical information, and other documents such as specimen sheets, reference guides, and specialized feature information.

Adobe Exchange

For more free content, visit www.adobe.com/go/exchange, an online community where users download and share thousands of free actions, extensions, plug-ins, and other content for use with Adobe products.

Bridge Home

Bridge Home, a new destination in Adobe Bridge CS3, provides up-to-date information on all your Adobe Creative Suite 3 software in one convenient location. Start Adobe Bridge, then click the Bridge Home icon at the top of the Favorites panel to access the latest tips, news, and resources for your Creative Suite tools.

Note: Bridge Home may not be available in all languages.

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Adobe Design Center

Adobe Design Center offers articles, inspiration, and instruction from industry experts, top designers and Adobe publishing partners. New content is added monthly.

You can find hundreds of tutorials for design products and learn tips and techniques through videos, HTML tutorials, and sample book chapters.

New ideas are the heart of Think Tank, Dialog Box, and Gallery:

• ThinkTankarticlesconsiderhowtoday’sdesignersengagewithtechnologyandwhattheirexperiencesmeanfor

design, design tools, and society.

• In Dialog Box, experts share new ideas in motion graphics and digital design.

• The Gallery showcases how artists communicate design in motion.

Visit Adobe Design Center at www.adobe.com/designcenter.

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Adobe Developer Center

Adobe Developer Center provides samples, tutorials, articles, and community resources for developers who build rich Internet applications, websites, mobile content,and other projects using Adobe products. The Developer Center also contains resources for developers who develop plug-ins for Adobe products.

In addition to sample code and tutorials, you'll find RSS feeds, online seminars, SDKs, scripting guides, and other technical resources.

Visit Adobe Developer Center at www.adobe.com/go/developer.

Customer support

VisittheAdobeSupportwebsite,atwww.adobe.com/support, to find troubleshooting information for your product and tolearn about freeand paid technicalsupport options.Follow the Training link foraccess to Adobe Press books, a variety of training resources, Adobe software certification programs, and more.

Downloads

Visit www.adobe.com/go/downloads to find free updates, tryouts, andother useful software. In addition, the Adobe Store (at www.adobe.com/go/store) provides access to thousands of plug-ins from third-party developers, helping you to automate tasks, customize workflows, create specialized professional effects, and more.

Adobe Labs

Adobe Labs gives youthe opportunity toexperience andevaluate new and emerging technologies and products from Adobe.

At Adobe Labs, you have access to resources such as these:

• Prerelease software and technologies

• Code samples and best practices to accelerate your learning

• Early versions of product and technical documentation

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• Forums, wiki-based content, and other collaborative resources to help you interact with like-minded developers

Adobe Labs fosters a collaborative software development process. In this environment, customers quickly become productive with new products and technologies. Adobe Labs is also a forum for early feedback, which the Adobe development teams use to create software that meets the needs and expectations of the community.

Visit Adobe Labs at www.adobe.com/go/labs.

User communities

User communities feature forums, blogs, and other avenues for users to share technologies, tools, and information. Users can ask questions and find out how others are getting the most out of their software. User-to-user forums are available in English, French, German, and Japanese; blogs are posted in a wide range of languages.

To participate in forums or blogs, visit www.adobe.com/communities.

What’s new

Collaboration enhancements

E-mail-based assignments

Use new e-mail-based assignments to send stories and graphics as a single assignment package to any contributor in your small workgroup through e-mail. The e-mail package contains all of the information needed to update the layout with the added or edited content, so it’s easy to assign tasks and integrate contributions without the need for a shared server. See “Assignment packages” on page 77.

LiveEdit workflow enhancements

Move a story or graphic from one assignment to another, and Adobe® InCopy® LiveEdit Workflow automatically moves the associated file to the new assignment’s folder. Plus, you can take advantage of dimmed text and graphics surrounding your stories for context without distraction. See “Understanding a basic managed-file workflow” on page 64.

Enhanced Assignments panel

View and manage the status of assignments, arrange story order, select multiple items, and unlink stories from the enhanced Assignments panel. See “Assignments panel overview” on page 72.

Save story order

In Story View or Galley View, change the sequence of stories in an assignment so that you can work on stories in the order you prefer. See “Reorder InCopy stories” on page 32.

Productivity enhancements

Convenient Glyphs panel

Use the Glyphs panel to locate recently used glyphs, filer and sort glyphs, and save glyph sets for sharing and reuse. See “Glyphs panel overview” on page 98.

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Expanded Quick Apply

TypeafewlettersintotheQuickApplypaneltoaccesscommands,textvariables,scripts,andstylesinstantlywithout havingtorummagearoundindifferentpanels.YoucanalsocustomizeQuickApplysearches.See“UseQuickApply” on page 163.

Nested style looping

Automatically apply a sequence of character styles within a paragraph with one click instead of manually formatting each style change. With nested style looping, you can repeat a sequence of nested styles until the end of the paragraph. See “Define paragraph and character styles” on page 151.

Tables and cell styles

As well as applying styles to characters and paragraphs, apply styles to a table or to table cells. With table styles and cell styles, you no longer have to manually format tables or individual table cells. See “About table and cell styles” on page 226.

Enhanced XML

Automate the creation and formatting of documents by integrating in Adobe Design® content into XML workflows by way of XML rules. The conditional rules automatically adapt formatting and layout depending on content. Apply XSLT style sheets when importing or exporting XML content to make flowing XML into Adobe® InDesign® pages easier. See “Using XML files” on page 242.

Editorial enhancements

Text variables

Automate the use of repeating elements such as headers, footers, product names, and date stamps. Running headers and footers can be generated from the text and dynamically updated as text flows from page to page. See “Text variables” on page 121.

Advanced bulleted and numbered lists

Create sophisticated lists with hierarchical, outline-style number sequences. Set styles, modes, alignment, indents, and other advanced options for different levels of bulleted and numbered lists. You can interrupt lists and spread them across different pages and stories. See “Bullets and numbering” on page 195.

More powerful Find/Change capabilities

Search and replace more efficiently with new find/change features. You can save searches, search across many documents, enlarge the scope of a search, and use GREP expression in searches. See “Find/Change overview” on page 104.

Nested style looping

Automatically apply a sequence of character styles within a paragraph with one click instead of manually formatting eachstylechange.Withnestedstylelooping,youcanrepeatasequenceofnestedstylesuntiltheendofaparagraph. See “Define paragraph and character styles” on page 151.

Agate measurement units

Take advantage of agate measurement units for newspaper publishing.See “About measurement units and rulers” on page 42.

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Expanded Quick Apply

Type a few letters into the Quick Apply panel and be able to access commands, text variables, scripts, and styles instantly without having to rummage around in different panels. You can also customize Quick Apply searches. See “Use Quick Apply” on page 163.

Customizable user interface

Customized workspaces

Savepanelandmenucustomizationsaspersonalworkspacesyoucanloadatanytime.Createdifferentworkspaces for different projects and tasks. See “Save workspaces” on page 20.

Customized menus

Get direct access to commonly used commands or simplify training on new workflows by color-coding or hiding individual menu items. Save customized menus as part of a workspace. See “Customize menus” on page 21.

Flexible compact panels

Make more room for viewing your document while preserving instant access to your favorite features. View docked panels as icons to keep them accessible and easily recognizable. See “Workspace basics” on page 14.

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.WhenyoufirststartanAdobeCreativeSuitecomponent,you see the default workspace, which you can customize for the tasks you perform there. For instance, you cancreate one workspace for editing and another for viewing, save them, and switch between them as you work.

You can restore the default workspace at any time by choosing the default option on the Window > Workspace menu.

Although default workspaces vary across Flash, Illustrator, InCopy, InDesign, and Photoshop, you manipulate the elements much the same way in all of them. The Photoshop default workspace is typical:

• The menu bar across the top organizes commands under menus.

• The Tools panel (called the Tools palette in Photoshop) contains tools for creating and editing images, artwork,

page elements, and so on. Related tools are grouped together.

• The Control panel (called the options bar in Photoshop) displays options for the currently selected tool. (Flash has

no Control panel.)

• The Document window (called the Stage in Flash) displays the file you’re working on.

• Panels (called palettes in Photoshop) help you monitor and modify your work. Examples include the Timeline in

Flash and the Layers palette in Photoshop. Certain panels are displayed by default, but you can add any panel by selecting it from the Window menu.Many panels have menus with panel-specific options. Panels can be grouped, stacked, or docked.

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A B C

Default Photoshop workspace A. Document window B. Dock of panels collapsed to icons C. Panel title bar D. Menu bar E. Options bar F. Tools palette G. Collapse To Icons button H. Three palette (panel) groups in vertical dock

For a video on understanding the workspace, see www.adobe.com/go/vid0187.

Hide or show all panels

• (Illustrator, InCopy, InDesign, Photoshop) To hide or show all panels, including the Tools panel and options bar

or Control panel, press Tab.

• (Illustrator, InCopy, InDesign, Photoshop) To hide or show all panels except the Tools panel and options bar or

Control panel, press Shift+Tab.

You can temporarily display panels hidden by these techniques by moving the pointer to the edge of the application window (Windows) or to the edge of the monitor (Mac OS) and hovering over the strip that appears.

• (Flash) To hide or show all panels, press F4.

Display panel menu options

❖ Position the pointer on the panel menu icon in the upper-right corner of the panel, and press the mouse

button.

(Illustrator) Adjust panel brightness

❖ In User Interface preferences, move the Brightness slider. This control affects all panels, including the Control

panel.

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Reconfigure the Tools panel

You can display the tools in the Tools panel in a single column, or side by side in two columns.

In InDesign, you also can switch from single-column to double-column display by setting an option in Interface preferences.

❖ Click the double arrow at the top of the Tools panel.

Customize the workspace

To create a custom workspace, move and manipulate panels (called palettes in Photoshop and in Adobe Creative Suite 2 components).

A B

Narrow blue drop zone indicates Color panel will be docked on its own above Layers panel group. A. Title bar B. Ta b C. Drop zone

You can save custom workspaces and switch among them.

In Photoshop, you can change the font size of the text in the options bar, palettes, and tool tips. Choose a size from

the UI Font Size menu in General preferences.

Note: For a video on customizing the workspace in Illustrator, see www.adobe.com/go/vid0032. For a video on custom- izing the workspace in InDesign, see www.adobe.com/go/vid0065.

Dock and undock panels

A dock is a collection of panels or panel groups displayed together, generally in a vertical orientation. You dock and undock panels by moving them into and out of a dock.

Note: Docking is not the same as stacking. A stack is a collection of free-floating panels or panel groups, joined top to bottom.

• To dock a panel, drag it by its tab into the dock, at the top, bottom, or in between other panels.

• To dock a panel group, drag it by its title bar (the solid empty bar above the tabs) into the dock.

• To remove a panel or panel group, drag it out of the dock by its tab or title bar. You can drag it into another dock

or make it free-floating.

Navigator panel being dragged out to new dock, indicated by blue vertical highlight

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Navigator panel now in its own dock

To prevent panels from filling all space in a dock, drag the bottom edge of the dock up so it no longer meets the edge of the workspace.

Move panels

As you move panels, you see blue highlighted drop zones,areaswhereyoucanmovethepanel.Forexample,youcan moveapanelupordowninadockbydraggingittothenarrowbluedropzoneaboveorbelowanotherpanel.Ifyou drag to an area that is not a drop zone, the panel floats freely in the workspace.

• To move a panel, drag it by its tab.

• To move a panel group or a stack of free-floating panels, drag the title bar.

Press Ctrl (Windows) or Control (Mac OS) while moving a panel to prevent it from docking.

Add and remove docks and panels

If you remove allpanels from a dock, the dock disappears. You can create new docks by moving panels to drop zones next to existing docks or at the edges of the workspace.

• To removea panel, clickits close icon (the X at the upper-right corner of the tab), or deselect it fromthe Windowmenu.

• To add a panel, select it from the Window menu and dock it wherever you wish.

Manipulate panel groups

• To move a panel into a group, drag the panel’s tab to the highlighted drop zone at the top of the group.

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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.

• To remove a panel from a group so that it floats freely, drag the panel by its tab outside the group.

• To make a panel appear at the front of its group, click its tab.

• To move grouped panels together, drag their title bar (above the tabs).

Stack free-floating panels

When you drag a panel out of its dock but not into a drop zone, the panel floats freely, allowing you to position it anywhere in the workspace. Panels may also float in the workspace when first selected from the Window menu. You can stack free-floating panels or panel groups together so that they move as a unit when you drag the topmost title bar. (Panels that are part of a dock cannot be stacked or moved as a unit in this way.)

Free-floating stacked panels

• To stack free-floating panels, drag a panel by its tab to the drop zone at the bottom of another panel.

• To change the stacking order, drag a panel up or down by its tab.

Note: Be sure to release the tab over the narrow drop zone between panels, rather than the broad drop zone in a title bar.

• To remove a panel or panel group from the stack, so that it floats by itself, drag it out by its tab or title bar.

Resize or minimize panels

• To resize a panel, drag any side of the panel or drag the size box at its lower-right corner. Some panels, such as the

Color panel in Photoshop, cannot be resized by dragging.

• To change the width of all the panels in a dock, drag the gripper at the top left of the dock.

• To minimize a panel, panel group, or stack of panels, click the Minimize button in its title bar.

You can open a panel menu even when the panel is minimized.

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Minimize button

Manipulate panels collapsed to icons

Collapse panels to icons to reduce clutter on the workspace. (In some cases, panels are collapsed to icons in the default workspace.) Click a panel icon to expand the panel. You can expand only one panel or panel group at a time.

Panels collapsed to icons

Panels expanded from icons

• To collapse or expand all panels in a dock, click the double arrow at the top of the dock.

• To resize panel icons so that you see only the icons (and not the labels), drag the gripper at the top of the dock

toward the icons until the text disappears. (To display the icon text again, drag the gripper away from the panels.)

• To expand a single panel icon, click it.

• To collapse an expanded panel back to its icon, click its tab, its icon, or the double arrow in the panel’s title bar.

If you select Auto-Collapse Icon Panels from the Interface or User Interface Options preferences, an expanded panel icon will collapse automatically when you click away from it.

• To add a panel or panel group to an icon dock, drag it in by its tab or title bar. (Panels are automatically collapsed

to icons when added to an icon dock.)

• To move a panel icon (or panel icon group), drag the bar that appears above the icon. You can drag panel icons up

and down in the dock, into other docks (where they appear in the panel style of that dock), or outside the dock (where they appear as free-floating, expanded panels).

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Save workspaces

Youcansavethecurrentsizesandpositionsofpanelsonthescreenandmenuchangesasacustomworkspace.The namesofworkspacesappearinaWorkspacesubmenuoftheWindowmenu.Youcaneditthelistofnamesbyadding or deleting a workspace.

❖ Do one of the following:

• To save the current workspace, choose Window > Workspace > Save Workspace. Type a name for the new

workspace, indicate whether you want to include panel locations and customized menus as part of the saved 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.

Use toolbars

Thebasictoolbarscontainbuttonsformanycommonlyusedtoolsandcommands,suchasopening,saving,printing, scrolling, and zooming. Tool tips identify each tool button.

Show or hide a toolbar

❖ Choose the toolbar name from the Window menu. A check mark appears next to the toolbar name if it’s currently

visible.

Customize a toolbar

You can specify which tools appear on a toolbar, change the toolbar orientation, and combine or separate toolbars.

❖ Do any of the following:

• Tospecifywhichtoolsappearonatoolbar,clickthetriangleattheendofthetoolbar,selectCustomize,andselect

tools. The menu contains options specific to the toolbar.

• To move a toolbar, drag its title bar.

• 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 panel, click the gripper area of the toolbar and drag the toolbar away from the

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

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• 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. You can use context menus as a quick way to choose commonly used commands.

1 Position the pointer over the document, object, or panel.

2 Click the right mouse button.

Note: (Mac OS) If you don’t have a two-button mouse, you can display a context menu by pressing the Control key as you click with the mouse.

Customize menus

Hiding and colorizing menu commands is a way to remove menu clutter and emphasize commands you frequently use. Note that hiding menu commands simply removes the menu from view; it doesn’t disable any features. At any time, you can view hidden commands by selecting theShow All Menu Items command at the bottom of a menu. You can include customized menus in workspaces you save.

You can customize the main menu, context menus, and panel menus. Context menus appear when you right-click (Windows) or Control-click (Mac OS) an area. Panel menus appear when you click the triangle icon in the upper right of a panel.

See also

“Save workspaces” on page 20

Create a custom menu set

Choose Edit > Menus.

You cannot edit the default menu set.

2 Click Save As, type the name of the menu set, and click OK.

3 From the Category menu, choose Application Menus or Context & Panel Menus to determine which menus are

customized.

4 Click the arrows to the left of the menu categories to display subcategories or menu commands. For each

command you want to customize, clickthe eye iconunder Visibility to showor hide thecommand; click None under Color to select a a color from the menu.

5 Click Save, and then click OK.

Select a custom menu set

Choose Edit > Menus.

2 Choose the menu set from the Set menu, and then click OK.

Edit or delete a custom menu set

Choose Edit > Menus.

2 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.

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• To delete a menu set, click Delete and then click Yes. If you’ve modified the menu set without saving it, you’re

prompted to save the current menu set. Click Yes to save the menu set, or click No to discard changes.

Show hidden menu items

❖ Choose Show All Menu Items at the bottom of the menu that includes hidden commands.

Holding down Ctrl (Windows) or Command (Mac OS) and clicking a menu name temporarily displays any menu commands you’ve hidden by customizing menus.

Use keyboard shortcut sets

InCopy provides keyboard shortcuts for many menu commands, options, scripts, and controls. You can also define your own keyboard shortcuts. Using the Keyboard Shortcuts dialog box, you can:

• Choose the set you want to use.

• View existing shortcut commands.

• Generate a complete list of shortcuts.

• Create your own shortcuts and shortcut sets.

• Edit current shortcuts.

The Keyboard Shortcuts dialog box also lists all commandsthat canaccept shortcuts but don’t have shortcuts defined for them in the default shortcut set.

See also

“Default keyboard shortcuts” on page 260

Change the active shortcut set

Choose Edit > Keyboard Shortcuts.

2 Select a shortcut set from the Set menu.

3 Click OK.

View shortcuts

Choose Edit > Keyboard Shortcuts.

2 For Set, select a shortcut set.

3 For Product Area, select the area containing the commands you want to view.

4 From Commands, select a command. The shortcut appears in the Current Shortcuts section.

Generate a list of shortcuts

Choose Edit > Keyboard Shortcuts.

2 Select a shortcut set from the Set menu.

3 Click Show Set.

A text file opens with all current and undefined shortcuts for that set.

Create a new shortcut set

Choose Edit > Keyboard Shortcuts.

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2 Click New Set.

3 Type a name for the new set, select a shortcut set from the Based On menu, and click OK.

Create or redefine a shortcut

Choose Edit > Keyboard Shortcuts.

2 For Set, select a shortcut set, or click New Set to create a new shortcut set.

Note: You can make changes to the Default shortcut set, but it’s not recommended. Instead, edit a copy of the Default shortcut set.

3 For Product Area, select the area containing the command you want to define or redefine.

4 In the Commands list, select the command you want to define or redefine.

5 Click inside the New Shortcut box and press the keys for your new keyboard shortcut. If the key sequence is

currently used for another command, InCopy displays that command under Current Shortcuts. You can change the original shortcut also, or try another shortcut.

Important: Assigning single-key shortcutsto menucommands interferes withentering text. If an insertion point is active when you type a single-key shortcut, InCopy carries out the command instead of inserting the character.

6 Do one of the following:

• Click Assign to create a new shortcut where none currently exists.

• Click Assign to add another shortcut to the command.

7 Click OK to close the dialog box, or click Save to keep the dialog box open and enter more shortcuts.

Viewing stories

Galley, Story, and Layout view overview

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 Adobe 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 don’t appear in Galley view.

Galley view

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Story view Displays text in a continuous stream, wrappingthe textat the document window. Story view doesn’tshow

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. In Story view, the information area displays only paragraph styles. Line numbers aren’t visible in Story view.

Story view

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

To change the default view for new documents, close all documents and select the view you want as the default from the View menu.

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

InDesign layout, you can view 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.

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Layout view

See also

“Layout view overview” on page 28

“Keys for navigating through documents” on page 260

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.

About Galley view

Galleyviewprovidesanenvironmentforefficienttextprocessing;textiseasytoreadandannotate.Youcanalsouse Galley view to perform copyfitting and other production-related tasks.

When you open an InDesign document inInCopy,working inGalley view isanalogous toworking withgalley proofs in traditional typesetting. Within the viewing 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 the layout. 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.

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Note: Whenmultiplebreaksarerepresentedbyasingleboundary,suchasapagebreakcoincidingwithaframebreak, the break with the highest priority is displayed. Page breaks have the highest priority, and column breaks have the lowest.

Galley view includes the Copyfitbreak feature, which indicatesthe point at whichthe InCopy text exceeds the layout space assigned for it in InDesign.

By default, Galley view displaystext 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 colors.

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

TheGalley&StoryAppearancetoolbaratthebottomoftheworkspacecontrolsseveralsettingsthatyoumightwant 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 139

Customize Galley and Story views

You can customize Galley and Story views in a variety of ways.

Change the Galley view display settings

❖ Select an option from the Galley & Story Appearance toolbar. (If the toolbar is hidden, choose Window > Galley

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

Note: It’s important to understand the difference between changing the font display size and applying text formatting. Both can be done in Galleyview. Changing thefont display size doesn’t affect the way text looks ina publication, whereas applying text formatting does change the text appearance in Layout view and in the published document.

Set Galley view display preferences

Choose Edit > Preferences > Galley & Story Display (Windows) orInCopy > Preferences > Galley &Story Display

(Mac OS).

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

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

Background Controls the background color of the viewing 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’ve chosen.

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

edge pixels and background pixels. Because only the edge pixels change, no detail is lost. You can choose the level of anti-aliasing to apply. TheDefault option uses shadesof gray to smooth text. The LCDOptimized optionuses colors,

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rather than shades of gray, and works best on light-colored backgroundswith 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 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 oftext; you cannot type in this area.

❖ Do one of the following:

• Tochangetheviewinthecurrentdocumentonly,chooseView>ShowInfoColumnorView>HideInfoColumn.

• To change the default view in the application, close all documents, and choose View > Show Info Column or

View > Hide Info Column.

Note: Paragraph styles make it much easier to maintain consistency in your publications. Consult any workflow documentation your team has adopted concerning in-house guidelines for your project.

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

(Mac OS).

2 Specify the options you want.

3 Click OK.

Show or hide paragraph break marks

You can show or hide paragraph break marks in Galley and Story view. An arrow symbol indicates the start of a new paragraph.

❖ Choose View > Show Paragraph Break Marks or View > Hide Paragraph Break Marks.

Use the vertical depth ruler

When you type text, it’s 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 is updated dynamically when layout composition for the portion of the document is complete.

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

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 the depth ruler, choose View > Show/Hide Depth Ruler.

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

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Layout view overview

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 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 youcan change the page size using the Document Setup command.

LayoutviewoffersmoretoolsandView-menucommandsthantheotherviews.YoucanusetheHandtool,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 don’t affect formatting. For example, zooming in to enlarge your view of the page doesn’t change the way the story appears in InDesign or when printed.

About frames

IntheLayoutviewofadocumentinprogress,youseeoneormoreboxesonthepage.Thesenonprintingboxesmight 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. Non-managed stories in an InDesign document or in an assignment file are dimmed so that they can be identified easily.

Text frames Control which stories appear where, and how much page area they cover. For linked stories, frames are

defined by the InDesign user. If multiple frames are set aside for astory, 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. (See “Create an inline graphic” on page 49.)

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

appearance. An empty box represents an empty text frame; a box with an X across it indicates an empty graphics frame. You can addtext to an empty text frame onlyif the frame is associatedwith 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)

Show 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)

❖ 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

InLayoutview,youcanmagnifyorreducetheviewofapage.Thelowerleftcornerofthedocumentwindowdisplays the zoom percentage.

❖ 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 of

the document window.

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

Magnify by dragging

Select the Zoom tool .

2 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).

Zooming in on selection of text

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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 of the document window.

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.

Customizing preferences and defaults

About preferences

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

User Guide

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.

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 inthe group run the script on their computers. Don’t copy and paste one user’s preferences files onto another computer, as doing so might cause application instability. For more information about scripting, see the InCopy Scripting Guide on the application DVD.

Set interface preferences

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

2 In the General section, choose a display option from the Tool Tips menu. This setting determines how long tool

tips are displayed.

3 For Floating Tools Panel, select a layout option. This setting changes the layout of the toolbox to single column,

double column, or single row.

See also

“Adding text” on page 89

Specify default settings for new documents

If you change settings whenno documents are open, your changes set the defaultsfor 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 panel or dialog box settings.

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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 wantto delete the preference

files.

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

delete the preference files.

Reset warning dialog boxes

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

2 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 89

Moving through documents

Scrolling through documents

You can use the scroll bars (along the bottom and right sides of the InCopy window) or scroll with a mouse wheel or sensor in any view.

YoucanalsousethePageUp,PageDown,andarrowkeysonthekeyboardtomovethroughastory.InLayoutview, 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; the view doesn’t necessarily go to the next page break. 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.

Move through a document with the Hand tool

Some options for moving around within a story depend on whether you’re working in Galley, Story, or Layout view. InGalleyandStoryview,youmustusethescrollbarstoseetextthatdoesn’tfitintheview.InLayoutview,youcan also use the Hand tool, page buttons, and commands.

❖ In Layout view, select the Hand tool , and then drag the document to move it.

Dragging to view another part of page

Go to another page in Layout view

❖ Do one of the following:

• Click the buttons in the status bar, as shown in the following illustration:

D C A E B

Status bar in Layout view A. First-spread button B. Previous-spread button C. Page number display box D. Next-spread button E. Last-spread button

• Choose the page number from the pop-up menu on the status bar.

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See also

“Keys for navigating through documents” on page 260

Jump to position markers

You can set a marker at a specific location in the text so that you can easily return to it using a command or shortcut. Apositionmarkerisusefulifyouchangeyourplaceinthedocumenttodoanotheraction,forexample,toverifya fact in another area of text. A document can have only one position marker per session; inserting a marker deletes a previously placed marker. Closing a document also deletes a marker.

❖ Choose Edit > Position Marker, and do any of the following:

• To add a marker, place the insertion point in the text and then select Insert Marker.

• To replace an existing marker, select Replace Marker.

• To delete a marker, select Remove Marker.

• To return to a marker, select Go To Marker.

See also

“Keys for navigating through documents” on page 260

Reorder InCopy stories

When you open an assignments file or an InDesign document, you can change the order of the stories in Galley or Story view. Reordering stories doesn’t affect their layout position.

1 Make sure that you are in Galley or Story view.

2 Drag the story’s title to a new location.

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Recovery and undo

Recover documents

InCopy guards your data against unexpected poweror system failures using an automaticrecovery feature.Automatically recovered data existsin a temporary file that isseparate from the original document file on disk. Under normal circumstances you don’t need to think about automatically recovered data, because any document updates stored in the automatic recovery file are automatically added to the original document file when you choose the Save or Save AscommandorexitfromInCopynormally.Automaticallyrecovereddataisimportantonlyifyou’reunabletosave successfully before an unexpected power or system failure.

Even though these features exist, you shouldsave your files oftenand create backup files in case of unexpected power or system failures.

See also

“Adobe Version Cue” on page 40

Find recovered documents

Restart your computer.

2 Start InCopy.

If automatically recovered data exists, InCopy automatically displays the recovered document. The word [Recovered] appears after the filename in the title bar of the document window to indicate that the document contains unsaved changes that were automatically recovered.

Note: If InCopy fails after attempting to open a document using automatically recovered changes, the automatically recovered data may be corrupted.

3 Do one of the following:

• For Adobe InCopy® files linked to an InDesign publication, choose File > Save.

• For stand-alone InCopy files, choose File > Save As, specify a location and a new filename, and click Save. The

Save As command creates a new file that includes the automatically recovered data.

• To discard any automatically recovered changes and use the last saved version of the file, choose File > Revert

Content.

Change the location of recovered documents

Choose Edit > Preferences > File Handling (Windows) or InCopy > Preferences > File Handling (Mac OS).

2 Under Document Recovery Data, click Browse (Windows) or Choose (Mac OS).

3 Specify the new location for the recovered document, click OK, and then click OK again.

Undo mistakes

If necessary, you can cancel a lengthy operation before it’s completed, undo recent changes, or revert to a previously savedversion.Youcanundoorredouptoseveralhundredofthemostrecentactions(theamountislimitedbythe amount of RAM available and the kinds of actions you performed). The series of actions is discarded when you choose the Save As command, close a document, or when you exit from the program.

If you have access to a Version Cue Workspace, you can create and locate different file versions using Version Cue features in InDesign or InCopy. The Version Cue Workspace is available only as part of Adobe Creative Suite® 3.

❖ Do one of the following:

• To undo the most recent change, choose Edit > Undo [action]. (You cannot undo certain actions, such as

scrolling.)

• To redo an action, choose Edit > Redo [action].

• To undo all changes made since the last time you saved the project, choose File > Revert.

• To close a dialog box without applying changes, click Cancel.

See also

“Adobe Version Cue” on page 40

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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. Writers, editors, and designers can work simultaneously on the same InDesign document, without overwriting each other’s work.

Using an InCopy workflow

About InCopy workflows

Tight integration between InCopy and InDesignenables a workflow that lets writers, editors, and designers work simultaneously on the same InDesign document, without overwriting each other’s work. The workflow system allows users to check files out and in, thereby preserving file integrity.

InCopy users can view their content contributions within the context of layouts without installing InDesign. Using InCopy, writers and editors can take full control of text, including typesetting functions such as applying formatting styles (usually imported from InDesign), copyfitting, adjusting line and page breaks, setting hyphenation, kerning, and so on. InCopy users can import graphics to enhance their stories, and make limited transformations on those graphics, such as scaling and cropping. After the content is saved in InCopy, the document can be updated in InDesign.Inaddition,InDesignuserscansharedesignupdateswithInCopyusers,ensuringtheyareworkingwith the latest layouts.

Typically, a system integrator customizes the interaction between InCopy and InDesign, setting up and defining the workflow system for the group. The workflow system controlsfile creation,synchronization (with the master server), and viewing. InCopy and InDesign work with several different workflow systems, including the built-in system enabled by the InCopy® LiveEdit Workflow plug-ins for small workgroups. For specific details about your workflow system, talk to the system integrator.

About linked (managed) documents

A linked InCopy document is a content file (either text or graphics) that is placed in an open InDesign document or assignment file. The content is associated with an InDesign layout, and therefore managed by the InDesign document. TheInDesign user makesthis connection fromwithin InDesign; you cannot create the link fromInCopy. The InDesign connection can be made before the InCopy user starts writing and editing text, while the writing is in progress,orafterthetextworkisfinished.Oncethecontentislinked,theInCopyusercansee(butnotchange)the page layouts, styles, and so on, as they appear in the InDesign document.

Linked documents have the following additional characteristics:

• With alinked InCopyfile, youcan do just aboutanything that concerns the text itself. Forexample, you can specify

text-formatting options, change fonts, and carry out other editing and copyfitting functions within the design and formatting limits of the InDesign layout and your workflow system. You cannot, however, change the text or graphics frames, column layout, threading sequence, or any other design elements; these are set up in InDesign.

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• Linked content is managed by your workflow system, whereit is lockedfor access control. Your systemmight 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.

Working with multistory files

When you work with linked documents, you can have more than one InCopy story in an InDesign file, depending on your workflow system. A file with multiple stories must be created in InDesign as either an assignment file or an InDesign file with linked InCopy content. You cannot use InCopy to create a multistory document. See your workflow system documentation for details.

Multiple stories are shown and separated in Galley and Story views with a story separator bar. The story separator bar provides easy access to each story created within an InDesign document.

The story separator bar contains the story title and an Expand and Collapse button which enables you to show or hide each story. When a story is collapsed, the text is hidden and the story separator bar remains visible within the edit pane.

A B C

The story separator bar A. Expand and collapse button B. Story name C. Story separator bar

Working with stand-alone documents

Create a stand-alone document

An InCopy document that is not associated with an InDesign document is called a stand-alone document. You can set up and modify the text area, page size, and orientation for stand-alone documents. However, if the story is later linked to an InDesign document, the InDesign settings override the settings used in InCopy.

1 Choose File > New.

2 Under Text Area, type values for Width and Depth. Text dimensions provide accurate line break information

without relying on InDesign for copyfit information.

3 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.

4 Click OK.

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Note: You can also click Save Preset to save document settings for future use. When creating a new document, you can simply choose it from the Document Preset menu and click OK without having to change any settings. If you’re working in an editorial workgroup, these saved presets can be shared with other members of your team. (See “Define custom document presets” on page 37.)

Open a stand-alone document

You can open an InCopy content file (.incx) that has been created in InCopy or exported from InDesign. When opened in InCopy, these InCopy content files will not show the page geometry from the InDesign layout. You can also open documents from previous versions of InCopy, and you can open InCopy template files (.inct).

You canalso open Microsoft® Word and text files directly in InCopy, and then savethem as Text Only (.TXT) or Rich Text Format (.RTF).

1 Choose File > Open.

2 Select the document, and then click Open.

See also

“Save documents” on page 39

“Place (import) text” on page 90

Change document layout

1 In any view of a stand-alone document, choose File > Document Setup.

2 Select basic layout options in the dialog box that appears. (See “Create a stand-alone document” on page 36 for a

description of each option.)

3 Click OK.

Define custom document presets

You can create custom document settings and then share them with others in your workgroup to save time and ensure consistency when creating similar documents.

1 Choose File > Document Presets > Define.

2 Do one of the following:

• To create a new preset, click New and specify a name for the preset.

• To base a preset on an existing one, select a preset from the list and click Edit.

• To use a different set of settings, click Load, open a document settings file (.icst), and then click Edit.

3 Select basic layout options in the dialog box that appears. (See “Create a stand-alone document” on page 36 for a

description of each option.)

4 Click OK twice.

You can save a document preset to a separate file and distribute it to other users. To save and load document preset files, use the Save and Load buttons in the Document Presets dialog box.

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Linking InCopy files to InDesign

When astand-alone InCopystory is linkedto an InDesign document, the InDesign formatting overrides the InCopy layout and design settings.

The link between InCopy files and InDesign layouts can be made a number of ways in InDesign, usually by placing an InCopy (.incx) file into an InDesign layout.

Rename InCopy stories

When a story is exported from InDesign, it is given a document filename (.incx) on the file system. This filename is automatically used by InCopy as the story name that appears in the Assignments panel and story separator bar. Unlike the filename, the story name is embedded in the file.

1 To change a story name manually, open a story file in InCopy.

2 Choose File > Content File Info.

3 Make sure Description is selected on the left, and then type a new name for Document Title.

Note: Depending on the workflow processes of your system, an administrator might have to change the story name for you. If you are unable to rename the story by following the steps above, talk to your workflow administrator.

You can also change the story name in the Assignments panel when the story is checked out.

About Adobe Bridge

Adobe Bridge is a cross-platform application included with Adobe Creative Suite3 components that helps you locate, organize, and browse the assets you need to create print, web, video, and audio content. You can start Bridge from any Creative Suite component (except Acrobat® 8), and use it to access both Adobe and non-Adobe asset types.

From Adobe Bridge, you can:

• Manage image, footage, and audio files: Preview, search, sort, and process files in Bridge without opening

individual applications. You can also edit metadata for files, and use Bridge to place files into your documents, projects, or compositions.

• Work with Adobe Version Cue®-managed assets.

• Perform automated tasks, such as batch commands.

• Synchronize color settings across color-managed Creative Suite components.

• Start a real-time web conference to share your desktop and review documents.

For a video on using Bridge, see www.adobe.com/go/vid0090.

Browse for files by using Bridge

Adobe Bridge letsyou efficiently organize, browse, and locate the assetsyou need to create contentfor print,the web, and mobile devices.

❖ To open the Bridge Browser, choose File > Browse or click the Bridge icon in the Command bar.

Scripting in InCopy

Scripting is a great tool for performing a variety of tasks. A script can be as simple as an automated common task or as complex as an entire new feature. You can create your own scripts, and you can run scripts that other people have created. Use the Scripts panel (Window > Scripts) to run scripts within InCopy.

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For more information about scripting, see the InCopy Scripting Guide on the application DVD or on the Adobe website.

Saving and exporting

Save documents

❖ Do one of the following:

• To save an existing document under the same name, choose File > Save Content.

• To save a document under a new name, choose File > Save Content As, specify a location and filename, and click

Save. The newly named document becomes the active document.

• 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.

• To save a copy of a document as a template, choose File > Save Content As, specify a location and filename, and

then choose InCopy Template from Save as Type (Windows) or Format (Mac OS).

• To save a copy of a document in a format compatible with InCopy CS, choose File > Save Content As, specify a

location and filename, andthen choose InCopyCS Document fromSave as Type (Windows) or Format (Mac OS).

• To save a copy of a document in a text format, choose File > Save Content As, specify alocation and filename, and

then choose Text Only or Rich Text Format from Save as Type (Windows) or Format (Mac OS).

Note: Saving a managed (linked) document does not update the link in the InDesign file. To update the story on the file system, follow the process described in your workflow system documentation or ask your system administrator for information.

InCopy file types

You can work with several different file types in InCopy.

InCopy content files (.incx)

saving or creating new documents using InCopy. This file type appears asInCopy Document in the Save As dialogbox.

Assignment files (.inca) These files are a subset of an InDesign document. They display content and styles, as well as

page geometry from the parent InDesign file. Assignment files can display different levels of visual fidelity (wireframe, assigned spreads, or allspreads). The InDesign user sets these options while creating the assignmentfile. Only InDesign users can create assignment files; only InCopy users can open assignment files.

Assignment package files (.incp) These files are assignment files that have been compressed in InDesign for distri-

bution. Assignment packages include the assignment file, the assigned story files, and any linked images.

Template files (.inct) Templates are useful starting points for stand-alone documents, because you can preset them

with page size dimensions, text area dimensions, styles (paragraph and character), XML tags, swatches, pretagged samplecontent,andsoon.Templatefilesopenas“Untitled”documentsanddisplaycontentandstyles,butnopage geometry (layout information from an InDesign document). This file type appears as InCopy Template in the Save As dialog box.

InDesign files (.indd) When viewed in InCopy, these files provide full fidelity with the InDesign document,

including content, styles, and layout of all page items. InCopy users can edit only those content items made available to them by InDesign users. Other items can be viewed but not edited.

This is the default file type when exporting stories or graphics from InDesign, and when

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InCopy CS files (.incd) To open InCopy CS3 documents in InCopy CS, you must save them in .incd format, the file

format used by the InCopy CS application. Be aware that content created by new functionality in later versions of InCopy may be modified or omitted when you open the file in InCopy CS.

You can open several different types of text files, including Microsoft Word, RTF, and txt files, directly in InCopy. When you do so, the import options for that file type appear.

Export InCopy documents

You can save all or part of an InCopy document in a different file format. In most cases, each component (for example, text frames and graphics) in an 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.

1 Do one of the following:

• To export text, click in the text with the Type tool .

• To export a graphic, click the graphic with the Position tool .

2 Choose File > Export.

3 Specify a name and location for the exported content, and then select a format under Save as Type.

The XML format appears in the list only if XML tags have been added to the document. If you are exporting text and don’t see a listing for your word-processing application, you might need to export the text in a format that the application can import, such as Rich Text Format. If your word-processing application doesn’t support any of the InCopy export formats, use the Text Only (ASCII) format.

Note: Exporting in ASCII format removes all character attributes from the text. To retain all formatting, use the InCopy Tagged Text export filter.

4 Click Save to export the content in the format you’ve selected.

See also

“Place (import) text” on page 90

“InCopy file types” on page 39

Adobe Version Cue

Adobe® Version Cue® is a file-version manager included with Adobe Creative Suite 3 Design, Web, and Master Collection editions that consists of two pieces: the Version Cue Server and Version Cue connectivity. The Version Cue Server hosts Version Cue projects and PDF reviews, and can be installed locally or on a centralized computer. Version Cue connectivity enables you to connect to Version Cue Servers, and is included with all Version Cue-enabled components (Adobe Acrobat®, Adobe Flash®, Adobe Illustrator®, Adobe InDesign®, Adobe InCopy®, Adobe Photoshop®, and Adobe Bridge).

Use Version Cue to track changes to a file as you work on it, and to enable workgroup collaboration such as file sharing, version control, and online reviews. You can use Version Cuein a singleVersion Cue-enabled Creative Suite component, such as Photoshop, or across multiple components, such as Photoshop, Flash, and Illustrator.

You access Version Cue features by way of the Adobe dialog box or through Adobe Bridge, depending on whether you are using Version Cue-enabled software and whether or not you have installed a Creative Suite software set (for example, Adobe Creative Suite 3 Design Premium).

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User Guide

Version Cue handles the following tasks:

• Creating versions of your files

• Enabling workgroup collaboration (file sharing, version control, the ability to check files in and out)

• Organizing files into private or shared projects

• Providing thumbnails so you can browse and view files

• Organizing data so you can view and search on file information, version comments, and file status

• Creating and managing user access, projects, and PDF reviews by way of Version Cue Server Administration

Frames, grids, rulers, and guides

About frames in InCopy files

As in Adobe InDesign, all InCopy text and graphics appear inside frames. For linked documents, InDesign controls the frame placement and design for a publication. You can see the frame structure of the InDesign document in InCopy Layout view.

Modifying frames

You(orsomeoneonyourteam)mustmakeanychangestoframesfromwithintheInDesigndocument,unlessthe frames are for inline graphics. You can move, scale, rotate, or shear inline graphics frames, but not other frames. For more information, see your workflow documentation.

Threading text

Alongstorycanflowfromoneframetootherframesthatareconnectedinsequence,orthreaded. Athreadedstory begins on a particular column of a page and can continue on any other columns and pages of the publication. The InDesign user always sets up the threading sequence for an InCopy story.

When you add text to a threaded story, the story flows through each successive frame until all of the assigned frames are full.

1. 2.

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.

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See also

“About frames” on page 28

“Editing overset text” on page 139

About measurement units and rulers

InCopy includes a vertical depth ruler forcopyfitting text in Galley and Story views, as well as horizontal and vertical rulers in Layout view for measuring layouts. By default, rulers begin measuring from the upper-left corner of a page or spread. You can change this by moving the zero point.

You can work with several standard measurement units, change these settings at any time, and temporarily override the current measurement units as you enter a value. Changing the measurement units doesn’t move guides, grids, and objects, so when ruler tick marks change, they might not line up with objects aligned to the old tick marks.

Rulers A. Labeled tick marks B. Major tick marks C. Minor tick marks

You can set up different measurement systems for horizontal and vertical rulers. For example, many newspapers measure horizontal layouts in picas and vertical text stories in inches. The system you select for the horizontal ruler governs tabs, margins, indents, and other measurements. Each spread has its own vertical ruler; however, all vertical rulers use the same settings you specify in the Units & Increments section of the Preferences dialog box.

The default unit of measure for the rulers ispicas (a pica equals 12 points). You can change the ruler unitsand 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). The tick mark labels include your customized major tick marks, so when the ruler reads 3 in the same example, it marks the third instance of the 12-point increment, or 36 points.

Vertical ruler using inches (left), and custom 12-point increments (right)

Setting custom ruler increments in the vertical ruler is useful for lining up a ruler’s major tick marks with a baseline grid.

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Specify the measurement units

You can set custom measurement units for the on-screen rulers and for use in panels and dialog boxes. You can also change these settings at any time and temporarily override the current measurement units as you enter a value.

1 Choose Edit > Preferences > Units & Increments (Windows) or InCopy > Preferences > Units & Increments

(Mac OS).

2 For Horizontal and Vertical, choose the measurement system you want to use for horizontal and vertical dimen-

sions in rulers, dialog boxes, and panels; choose Custom, and type the number of points at which you want the ruler to display major tick marks. Click OK.

You can also change ruler units by right-clicking (Windows) or Control-clicking (Mac OS) a ruler, and choosing the units from the context menu.

Override default measurement units

You can specify a unit of measurement that is different from the default.

❖ Highlight the existing value in a panel or dialog box, and type the new value using the notation in the following

table:

To specify: Type these

Inches i

Millimeters mm 48mm 48 millime-

Picas p 3p 3 picas

Points pt

Picas and points

Ciceros c 5c 5 ciceros

Agates ag 5ag agates

letters after the value:

inch

p (before value)

p (between values)

Examples Result

5.25i

5.25in

5.25inch

5.25”

6pt

3p6 3 picas, 6

5 1/4 inches

ters

6 points

points

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. This means that the default position of the zero point is always the same relative to a spread, but may seem to vary relative to the pasteboard.

The X and Y position coordinates in the Control panel, Info panel, and Transform panel are displayed relative to the zero point. You can move the zero point to measure distances, to create a new reference point for measurement, or to tile oversized pages. By default, each spread has one zero point at the upper left corner of the first page, but you can also locate it at the binding spine, or specify that each page in a spread has its own zero point.

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Adjust the zero point

When you move the zero point, it moves to the same relative location in all spreads. For example, if you move the zero point to the top left corner of the secondpage ofa pagespread, it willappear in that position on the second page of all other spreads in the document.

❖ Do one of the following:

• To move the zero point, drag from the intersection of the horizontal and vertical rulers to the position on the

layout where you want to set the zero point.

Establishing a new zero point

• To reset the zero point, double-click the intersection of the horizontal and vertical rulers .

• To lock or unlock the zero point, right-click (Windows) or Control-click (Mac OS) the zero point of the rulers,

and choose Lock Zero Point or Unlock Zero Point in the context menu.

Change the default zero point

Usingthe Origin setting inthe Preferencesdialog box, you can set the default zero point for rulers aswell as the scope of the horizontal ruler. The scope determines whether the ruler measures across the page, across the entire spread, or, for multipage spreads, from the leftmost page to the spine and from the spine outward.

If you set the ruler origin at each spread’s binding spine, the origin becomes locked at the spine. You won’t be able to reposition the ruler origin by dragging it from the intersection of the rulers unless you choose another origin option.

1 Choose Edit > Preferences > Units & Increments (Windows) or InCopy > Preferences > Units & Increments

(Mac OS).

2 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.

• Tosettheruleroriginatthetop-leftcornerofeachpage,choosePage.Thehorizontalrulerstartsatzeroforeach

page in a spread.

• To set the ruler origin for multipage spreads on the top-left corner of the leftmost page, as well as at the top the

binding spine, choose Spine. The horizontal ruler measures from the leftmost page to the binding edge, and from the binding spine to the rightmost page.

You can also change horizontal ruler origin settings using the context menu that appears when you right-click (Windows) or Control-click (Mac OS) the horizontal ruler.

About grids and guides

In Layout view, you can view (or hide) a framework of grids and guides to show the position and alignment of objects. In most work systems, a designer working with InDesign sets up the grids and guides for the publication. InCopy users can see these layout aids after an InCopy story is linked to the InDesign document.

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You can create grids within InCopy. But, because InDesign grids override InCopy settings when files are linked, this feature is more useful for stand-alone documents that you publish directly from InCopy.

These grids and guides are never visible on printed or exported output. One set of rulers and grids exists per page, but a guide can exist across all pages of a spread or within only a single page.

Note: Grids, rulers, and guides are not available in Galley or Story views.

Set up a baseline grid

Use Grid Preferences to set up a baseline grid for the entire document.

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

2 Specify a baseline grid color by choosing a color in the Color menu. You can also choose Custom in the Color menu.

3 For Start, type a value to offset the grid from either the top of the page or the top margin of the page, depending

ontheoptionyouchoosefromtheRelativeTomenu.Ifyouhavetroublealigningtheverticalrulertothisgrid,try starting with a value of zero.

4 For Increment Every, type a value for the spacing between grid lines. In most cases, type a value that equals your

body text leading, so that lines of text align perfectly to this grid.

Baseline grid in document window A. First grid line B. Increment between grid lines

5 For View Threshold,type a value to specify the magnificationbelow which the griddoes not appear, and click OK.

Increase the view threshold to prevent crowded grid lines at lower magnifications.

Baseline grid at magnification below view threshold (left) and above view threshold (right)

6 Click OK.

Set up a document grid

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

Specify a document grid colorby choosinga color in the Color menu. You can alsochoose Custom in the Colormenu.

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3 Do one of the following, and click OK:

• To put the document and baseline grids behind all other objects, make sure that Grids in Back is selected.

• To put the document and baseline grids in front of all other objects, deselect Grids in Back.

To put guides behind all other objects, you can also choose Guides in Back in the context menu that appears when you right-click (Windows) or Control-click (Mac OS) an empty area of the document window.

Show or hide grids

• To show or hide the baseline grid, choose View > Grids & Guides > Show/Hide Baseline Grid.

• To show or hide the document grid, choose View > Grids & Guides > Show/Hide Document Grid.

View ruler guides

Ruler guides are different from grids in that they can be positioned freely on a page or on a pasteboard. InDesign users can create two kinds of ruler guides: pageguides,whichappearonlyonthepageonwhichtheycreatethem,or spreadguides, which span all pages and the pasteboard of a multiple-page spread. You can view ruler guides if they exist in the InDesign document or assignment file, but you cannot create them in InCopy.

A B

Guides A. Spread guide B. Page guide

Show or hide ruler guides

Make sure that you are in Layout view; if necessary, click the Layout view tab at the top of the edit pane.

2 Choose View > Grids & Guides > Show/Hide Guides.

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 canchange the Guides inBack preference to display ruler guides in frontof or behind all other objects. However, regardless of the Guides in Back setting, objects and ruler guides are always in front of margin and column guides.

1 Choose Edit > Preferences > Guides & Pasteboard (Windows) or InCopy > Preferences > Guides & Pasteboard

(Mac OS).

2 Select Guides in Back, and click OK.

Customize the pasteboard and guides

1 In the Edit menu (Windows) or InCopy menu (Mac OS), choose Preferences > Guides & Pasteboard.

2 To change the color of margin or column guides, choose a preset color from a menu, or choose Custom and

specify a color using the color picker.

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3 To make the pasteboard bigger or smaller, enter a value for Minimum Vertical Offset.

4 Click OK.

Using layers

About layers

Layers are like transparent sheets stacked on top of each other. If a layer doesn’t have objects on it, you can see through it to any objects on layers behind it.

Only InDesign users can create layers. InCopy users can show or hide layers and change layers settings. If the InDesign user created multiple layers in the document, you can hide layers in InCopy, letting you edit specific areas or kindsof content in thedocument without affecting other areas or kinds ofcontent. For example, if your document prints slowly because it contains many large graphics, you can hide all non-textlayers and quickly print the text layer for proofreading.

Additional layer notes:

• Objects on masters appear atthe bottomof each layer. Master objectscan appear infrontof document page objects

if the master page objects are on a higher layer.

• Layers involve all pages of a document, including masters. For example, if you hide Layer 1 while editing page 1

of your document, the layer is hidden on all pages until you decide to show it again.

The Layers panel lists layers with the frontmost layer appearing at the top of the panel.

Show and hide layers

1 Choose Window > Layers.

2 In the Layers panel, do one of the following:

• To hide a specific layer, click the eye icon to the left of the layer name.

• To show a specific layer, click the space to the left of the layer name.

• To show or hide all layers at once, choose Show/Hide All Layers from the panel menu.

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Note: Only visible layers print.

Importing graphics

Import graphics

InCopy allows you to import graphics into existing frames. This is especially useful where content is created before the layout, because you can choose the graphics for your articles as you write.

You can import graphics into existing frames only. Only InDesign users can create graphics frames. In standalone 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. You can even import InDesign (INDD) pages as images. Other supported formats include DCS, PICT, WMF, EMF, PCX, PNG, and Scitex CT (.SCT).

Notes on placing graphics in InCopy

When you import graphics into InCopy, keep the following in mind:

• For managed content, you must check out a frame before you can import a graphic into it.

• Once you import a graphic, you can transform (move, scale, rotate, shear) itinside the frame, fit the graphic to the

frame, and control the graphic’s appearance. You can also tag a selected frame for future XML use by selecting commands from the context menu.

• 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.

• You can select and modify the graphics but not the frames in InCopy, unless they are nested or inline frames. Only

InDesign users can modify graphics frames.

• You can place, paste, or drag graphics into an anchored, floating, or inline graphics frame. You can import a

graphic into a text frame only if that frame has an active insertion point or is an inline graphics frame.

• If you import a graphic into a nested frame, the graphic is imported into the deepest-levelframe under thepointer.

Nested frames that contain graphics, unlike top-levelframes, can be selected with the Position tool. (See “Position tool overview” on page 57.)

• If an effect, suchas transparency, drop shadow, or feathering, is applied to a frame in InDesign, it will be visible in

an assignment file or InDesign (.indd) file open in InCopy. It will not be visible in a linked (.incx) file open in InCopy.

Place a graphic in an InCopy document

Do one of the following:

• To place a graphic in a standalone InCopy document, place the insertion point in the text frame.

• To place a graphicin a linked document, make sure the graphicsframe is checkedout to you. The Editingicon

appears in the upper left corner of the frame.

2 Choose File > Place and select a graphics file.

3 To set format-specific import options, select Show Import Options to seeformat-specific settings, and thenclick Open.

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Note: When you place a graphic created in lllustrator 9.0 or later by using the Show Import Options dialog box, the options are identical to those for PDF files. When you place an Illustrator 8.x graphic, the options are identical to those for EPS files

4 If another dialog box appears, select your import options, and click OK.

5 To import into a frame, click the loaded graphics icon in the frame. To place a specified page of a multipage

PDF document, click the loaded graphics icon in a frame.

If you accidently replace an existing graphic with an image you’re placing, press Ctrl+Z (Windows) or Command+Z (Mac OS) to return the original image to the frame and display the loaded graphics icon.

Drag a graphic into a frame

❖ Do one of the following:

• To place a graphic in an existing graphics frame, make sure the frame is checked out to you, and then drag the

graphic file’s icon from the file system to the frame.

• To place a graphic at an active text insertion point, drag the graphic file’s icon to any place in the text frame. This

method is available only in Layout view.

Paste a graphic into a frame

Make sure the graphics frame is checked out to you. The Editing icon appears in the upper left corner of the

frame.

2 Cut or copy a graphic.

3 Hold the Hand tool over the graphics frame, right-click (Windows) or Control-click (Mac OS), and then choose

Paste Into.

Create an inline graphic

1 Make sure the text frame is checked out to you. The Editing icon appears in the upper left corner of the frame.

2 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.

• Toplaceagraphicatanactivetextinsertionpoint,dragthegraphicfile’sicontoanyplaceinthetextframe,oruse

the Place command to import the graphic.

Fit a graphic to its frame

Whenyouplaceorpasteagraphicintoaframe,itappearsattheupperleftcorneroftheframebydefault.Iftheframe and its content are different sizes, you can use the Fitting commands to achieve a perfect fit.

1 Select the graphic with the Position tool .

2 Choose Object > Fitting and one of the following options:

Fit Content to Frame Resizes content to fit a frame and allows the content proportions to be changed. The frame will

not change, but the content may appear to be stretched if the content and the frame have different proportions.

Center Content Centers content within a frame. The proportions of the frame and its content are preserved.

Fit Content Proportionally Resizes content to fit a frame while preserving the content proportions. The frame’s

dimensions are not changed. If the content and the frame have different proportions, some empty space will result.

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Fill Frame Proportionally Resizes content to fit a frame completely while preserving the content proportions. The

frame’s dimensions are not changed.

Note: The Fitting commands fit the content outer edges to the center of the frame’s stroke. If the frame has a thick stroke weight, outer edges of the content will be obscured. You can adjust the frame’s stroke alignment to the center, inside, or outside of a frame edge.

See also

“Keys for moving and transforming graphics” on page 262

Links panel overview

Use the Links panel (Window > Links) to identify, select, monitor, relink, and update files that are linked to external files—for example, to manage links toimported graphics. All files placed ina document are listed in the Links panel. This includes both local (on disk) files and assets that are managed on a server.

Note: If you’re working with files from an Adobe® Version Cue® project, the Links panel displays additional file information.

Links panel A. Linked graphic B. Page containing linked graphic C. Modified-link icon D. Missing-link icon E. Layer Visibility Override icon F. Adobe Stock Photos Comp icon G. Relink button H. Go To Link button

See also

“Adobe Version Cue” on page 40

Links panel icons

A linked file can appear in the Links panel in any of the following ways:

Up-to-date An up-to-date file displays only the file’s name and its page in the document.

Modified A modified file displays a modified link icon, a yellow triangle with an exclamation point . This icon

means that the version of the file on disk is more recent than the version in your document. For example, this icon will appear if you import an Adobe® Photoshop® graphic into InCopy, and then someone else edits and saves the original graphic in Photoshop.

Missing A missing file displays a missing link icon, a red circle with a question mark . The graphic is no longer

inthelocationfromwhichitwasimported,althoughitmaystillexistsomewhere.Thiscanhappenifsomeonemoves the original file to a different folder or server after it’s been imported into an InCopy document. You can’t know whether a missing file is up to date until its original is located. If you print or export a document when this icon is displayed, the file may not print or export at full resolution.

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Embedded An embedded file displays a square withshapes representingembedded files or graphics . Embedding

the contents of a linked file suspends management operations for that link. If the selected link is currently in an edit in place operation, this option is not enabled. Unembedding the file restores management operations to the link.

Sort links in the panel

❖ In the Links panel menu, choose Sort by Status, Sort by Name, Sort by Page, or Sort by Type.

Go to a linked graphic

❖ Select alink in theLinks panel and then click the GoToLink button , or choose Go To Link in theLinks panel

menu.

InCopy switches to Layout view (if necessary), selects the graphic, and centers the display around it.

Display link information

The Link Information dialog box lists specific information about the selected linked file. The Date, Time, and Size sections all specify information about the linked file at the time it was last placed or updated.

The Link Needed section specifies whether or not a link to a full-resolution version of the file is needed. Files that are automatically embedded at import (those under 48K, and text files) do not require links.

1 Double-click a link, or select a link and choose Link Information in the Links panel menu.

2 Do any of the following:

• To replace or update the current file (listed under the Name option), click Relink, locate and select a file, and then

click OK. The Relink command is available only if you have checked out the item.

• Click Next or Previous to see information for the other links in the Links panel.

3 Click Done.

See also

“Adobe Version Cue” on page 40

View metadata of linked files

If a file placed in InCopy contains metadata, you can view the metadata using the Links panel. You cannot edit or replace metadata associated with a linked file; however, you can save a copy of the metadata in a template and apply it to files created in InCopy.

1 Select a file in the Links panel.

2 In the Links panel menu, choose Link File Info. A dialog box appears showing metadata for the selected file.

3 To save the metadata as a template, choose Save Metadata Template in the menu at the top of the Content Infor-

mation dialog box.

See also

“About metadata” on page 62

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Edit the original graphic

The Edit Original command lets you edit most graphics in the application in which you created them. It opens the graphic in the original application so you can modify it as necessary. Once you save the file, InCopy updates the document with the new version of the graphic.

1 Make sure the graphics frame is checked out to you. The Editing icon appears in the upper left corner of the

frame.

2 Do one of the following:

• In Layout view, select the graphics frame you want to edit using the Position tool , and choose Edit > Edit

Original.

• Select a link in the Links panel, and then click the Edit Original button .

3 After making changes in the original application, save the file.

Importing options

Encapsulated PostScript (.eps) import options

When you place an EPSgraphic (or a file saved with Illustrator 8.0 or earlier) and select Show Import Options in the Place dialog box, you’ll see a dialog box containing these options:

Read Embedded OPI Image Links This option tellsInCopy toread linksfrom OPIcomments for images included (or

nested) in the graphic.

Deselect this option if you’re using a proxy-based workflow and plan to have your service providers perform the image replacement using their OPI software. When this option is deselected, InDesign preserves the OPI links but does not read them. When you print or export, the proxy and the links are passed on to the output file.

Select this option if you’re using a proxy-based workflow and you want InDesign, instead of your service provider, to perform image replacement when you output the final file. When you select this option, the OPI links appear in the Links panel.

Also select this option when you import EPS files containing OPI comments that are not part of a proxy-based workflow. For example, if you import an EPS file containing OPI comments for an omitted TIFF or bitmap image, you’ll want to select this option so that InDesign can access the TIFF information when you output the file.

Apply Photoshop Clipping Path Select this option to apply a clipping path from a Photoshop EPS file. Not all the

paths you created in Photoshop appear when placing EPS files. Only one clipping path displays, so make sure you convert the desired path to a clipping path in Photoshop before saving as EPS. (To preserve editable clipping paths, save the file as a PSD instead.)

Proxy Generation This creates a low-resolution bitmap representation of an image when drawing the file to the

screen. The following settings control how the proxy will be generated:

• Use TIFF or PICT Preview Some EPS images contain an embedded preview. Select Use TIFF or PICT Preview to

generate the proxyimage ofthe existing preview. If a preview doesnot exist,the proxywill be generated byrasterizing the EPS to an offscreen bitmap.

• Rasterize the PostScript Select this option to ignore the embedded preview. This option is typically slower but

provides the highest-quality results.

Note: When your import more than one single file into the same document, all instances share the proxy setting of the first instance of the imported file.

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Bitmap import options

You canapply color-management options to individual imported graphics whenusing color-management tools with a document. You can also import a clipping path or an alpha channel saved with an image created in Photoshop. Doing so lets you directly select an image and modify its path without changing the graphic frame.

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:

Apply Photoshop Clipping Path If this option isn’t available, the image wasn’t saved with a clipping path, or the file

format doesn’t support clipping paths. If the bitmap image doesn’t have a clipping path, you can create one in InDesign.

Alpha channel Select an alpha channel to import the area of the image saved as an alpha channel in Photoshop.

InDesignusesthealphachanneltocreateatransparentmaskontheimage.Thisoptionisavailableonlyforimages that contain at least one alpha channel.

Image imported without clipping path (left) and with clipping path (right)

Click the Color tab to view the following options:

Profile If Use Document Default is selected, leave this option unchanged. Otherwise, choose a color source profile

that matches the gamut of thedevice or softwareused to create the graphic.This profile enables InDesign toproperly translate its color to the gamut of the output device.

Rendering Intent Choose a method for scaling the colorrange of the graphic to the color range of the output device.

Typically, you’ll choose Perceptual (Images) because it accurately represents colors in photographs. The Saturation (Graphics), Relative Colorimetric, and Absolute Colorimetric options are better for areas of solid color; they don’t reproduce photographs well. Rendering Intent options aren’t available for bitmap, grayscale, and index-color mode images.

Portable Network Graphics (.png) import options

WhenyouplaceaPNGimageandselectShowImportOptionsinthePlacedialogbox,you’llseeadialogboxwith three sections of import settings. Two sections contain the same options available for other bitmap image formats. The other section, PNG Settings, contains the following settings:

Use Transparency Information This option is enabled by default when a PNG graphic includes transparency. If an

imported PNG file contains transparency, the graphic interacts only where the background is transparent.

White Background If a PNG graphic does not contain a file-defined background color, this option will be selected

bydefault.However,itisonlyenabledifUseTransparencyInformationisactivated.Ifthisoptionisselected,white is used as the background color when applying transparency information.

File Defined Background Color If a PNG graphic was saved with a non-white background color, and Use Trans-

parency Information is selected, this option is selected by default. If you don’t want to use the default background color, click White Background to import the graphic with a white background, or deselect Use Transparency Infor-

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mation to import the graphic without any transparency (displaying areas of the graphic that are currently transparent). Some image-editing programs can’t specify a non-white background color for PNG graphics.

Apply Gamma Correction Select this option to adjust the gamma (midtone) values of a PNG graphic as you place it.

This option lets you matchimage gammato the gamma of the deviceyou willuse to print or display the graphic (such as a low-resolution or non-PostScript printer or computer monitor). Deselect this option to place the image without applyinganygammacorrection.Bydefault,thisoptionisselectedifthePNGgraphicwassavedwithagammavalue.

Gamma Value Thisoption, available only if Apply Gamma Correction isselected, displays the gamma value thatwas

saved with the graphic. To change the value, type a positive number from 0.01 to 3.0.

WhenPNGfilesareimported,thesettingsintheImageImportOptionsdialogboxarealwaysbasedontheselected file, not on the default or last-used settings.

Acrobat (.pdf) import options

The layout, graphics, and typography in a placed PDF are preserved. As with other placed graphics, you cannot edit aplacedPDFpagewithinInCopy.YoucancontrolthevisibilityoflayersinalayeredPDF.Youcanalsoplacemore than one page of a multipage PDF.

When you place a PDF that was saved with passwords, you’ll be prompted to enterthe required passwords. If the PDF file was saved with usage restrictions (for example, no editing or printing), but no passwords, you can place the file.

When you place a PDF (or a file saved with Illustrator9.0 orlater) andselect Show Import Optionsin the Place dialog box, you’ll see a dialog box containing the following options:

Show preview Preview a page in the PDF before you place it. If you’re placing a page from a PDF that contains

multiple pages, click the arrows, or type a page number under the preview image to preview a specific page.

Pages Specify the pages you want to place: the page displayed in the preview, all pages, or a range of pages.

Crop to Specify how much of the PDF page to place:

• Bounding box Places the PDF page’s bounding box, or the minimum area that encloses the objects on the page,

including page marks.

• Art Places the PDF only in the area defined by a rectangle that the author created as a placeable artwork (for

example, clip art).

• Crop Places the PDF only in the area that is displayed or printed by Adobe Acrobat.

• Trim Identifies the place where the final produced page will be physically cut in the production process, if trim

marks are present.

• Bleed Places only the area that represents where all page content should be clipped, if a bleed area is present. This

informationis useful ifthe page is being output ina productionenvironment. Note thatthe printed page may include page marks that fall outside the bleed area.

• Media Places the area that represents the physical paper size of the original PDF document (for example, the

dimensions of an A4 sheet of paper), including page marks.

C D

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E F

Options for cropping placed PDFs A. Media B. Content C. Bleed D. Tr im E. Crop F. Ar t

Transparent Background Select this option to reveal text or graphics that fall beneath the PDF page in the InCopy

layout. Deselect this option to place the PDF page with an opaque white background.

If you make the background transparent in a frame containing a PDF graphic, you can make it opaque later by adding a fill to the frame.

Control layer visibility in imported images

When you import Photoshop PSD files, layered PDFs, and INDD files, you can control the visibility of top-level layers. Adjusting layer visibility in InCopy lets you vary an illustration depending on context. For example, in a multilanguage publication, you can create a single illustration that includes one text layer for each language.

You can adjust layer visibility either when you place a file or by using the Object Layer Options dialog box. In addition, if the Photoshop file contains layer comps, you can display the desired comp.

Set layer visibility

Choose File > Place and select a graphics file.

To view Version Cue options, click Use Adobe Dialog.

2 To replace a selected object, select Replace Selected Item.

3 Select Show Import Options, and then click Open.

4 In the Image Import Options or Place dialog box, click the Layers tab.

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5 To view a preview of the image, click Show Preview.

6 (PDFs only) If you’re placing a page from a multipage PDF, click the arrows, or type a page number under the

preview image to preview a specific page.

7 (Photoshop PSD files only) If the image contains layer comps, choose the layer comp you want to display from the

Layer Comp pop-up menu.

8 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.

• To display the layer or layer set, click the empty eye column next to the layer or layer set.

• To display only the content of a particular layer or layerset, Alt-click (Windows) or Option-click (Mac OS) its eye

icon. Alt-click or Option-click the eye icon again to restore the original visibility settings of the other layers.

• To change the visibility of multiple items, drag through the eye column.

9 Set the When Updating Link option as desired:

Use Photoshop’s/PDF’s Layer Visibility Matches the layer visibility settings to those of the linked file when you

update the link.

Keep Layer Visibility Overrides Maintains the layer visibility settings as specified in the InCopy document.

10 Click OK, and do one of the following:

• Toimportintoanewframe,clicktheloadedgraphicsicon inthelayoutattheplacewhereyouwanttheupper

left corner of the graphic to appear.

• To import into an existing, unselected frame, click the loaded graphics icon anywhere in that frame.

• To import into an existing selected frame, you don’t need to do anything. The image automatically appears in that

frame.

Set layer visibility for placed AI, PSD, PDF, and INDD files

After you place a Photoshop PSD or layered PDF, an Illustrator AI file, or an InDesign INDD file, you can control the visibility of its layers by using the Object Layer Options dialog box. If the Photoshop PSD file contains layer comps, you can choose which comp you want to display. In addition, you can choose whether to maintain the visibility settings or match the settings of the original file each time you update the link.

1 Select the file in the InCopydocument.

2 Choose Object > Object Layer Options.

3 To view a preview of the image, select Preview.

4 (Photoshop PSD files only) If the image contains layer comps, choose the layer comp you want to display from the

Layer Comp pop-up menu.

5 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.

• To display the layer or layer set, click the empty eye column next to the layer or layer set.

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• To display only the content of a particular layer or layerset, Alt-click (Windows) or Option-click (Mac OS) its eye

icon. Alt-click or Option-click the eye icon again to restore the original visibility settings of the other layers.

• To change the visibility of multiple items, drag through the eye column.

6 Set the Updating Link Options as desired:

Use Layer Visibility Matches the layer visibility settings to those of the linked file when you update the link.

Keep Layer Visibility Overrides Maintains the layer visibility settings as specified in the InCopy document.

7 Click OK.

Importing InDesign (.indd) pages

Using the Place command, you can import pages from one InDesign document into another. You can import a page, a page range, or all of the pages in the document. The pages are imported as objects (much the same way that PDFs are imported).

Add pages inyour documentto hold the pagesyou wantto import. After you choose File > Place and selectan 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. You can scroll in the Preview window to examine the thumbnail pages closely. The page or pages you select are loaded in the graphics icon. As you click to import each page, InCopy loads the graphics icon with the following page so you can import pages one after the other.

Note: The Links panel lists the names of eachpage you imported. If apage you imported containsa graphic or other item that was imported into it, this item is listed as well in the Links panel. The names of these secondary imported items are indented in the Links panel to distinguish them from imported pages.

See also

“Control layer visibility in imported images” on page 55

Transforming graphics

Position tool overview

Click the Position tool in the toolbox to manipulate selected graphics, either directly, in conjunction with a Transform command (Object > Transform) or a command on a context menu, or by using keyboard shortcuts to nudge the graphic within its frame.

The Position tool is dynamic, automatically changing to reflect different states:

• When placed directly over an empty graphics frame or frame with unassigned content after using the File > Place

command, it changes to the loaded graphics icon to indicate that you can import the graphic into that frame.

• When it’s placed directly over a graphic, it changes to the Hand toolto indicate that you can select the graphic and

manipulate it within the frame.

• When placed over the bounding box handle of an inline graphic, it changes to the resize arrow to indicate that

dragging will resize the graphic.

• When placed over a graphics frame or the top-level container of nested frames, it changes to the object select

icon to indicate that you can select the graphic or nested frame under the pointer.You cannot select theframe itself.

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• When placed over a text frame, it changes to the I-beam to indicate a text insertion point.

Set Position tool options

When using the Position tool to move a graphic, you can hold down the mouse button for a few seconds to display a dynamic graphics preview (a ghosted-back image) of any part of the image that is outside the frame. You can control the display and delay of the preview.

1 Double-click the Position tool in the toolbox.

2 From the Show Masked Portion of Image menu, select the rate at which the entire image will appear while

dragging, or select to turn it off entirely.

Transform graphics

You can use commands to move, scale, rotate, and shear graphics.

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 .

2 Choose Object > Transform > Move.

3 In the Move dialog box, do one of the following:

• Enter the horizontal and vertical distances that you want the graphic to move. Positive values move the object

down and to the right of the x axis; negative values move the object up and to the left.

• Tomoveanobjectaprecisedistanceandangle,enterthedistanceandangleforthemove.Theangleyouenteris

calculated in degrees from the x axis. Positive angles specify a counterclockwise move; negative angles specify a clockwise move. You can also enter values between 180˚ and 360˚; these values are converted to their corresponding negative values (for example, a value of 270˚ is converted to –90˚).

4 Do one of the following:

• To preview the effect before you apply it, select Preview.

• To move the object, click OK.

Scale a graphic

Make sure the frame with the desired object is checked out to you, and then select the object using the Position

tool .

2 Choose Object > Transform > Scale.

3 In the Scale dialog box, make sure the Constrain Proportions icon is selected if you want to preserve the relative

height and width of the object. Deselect this icon ifyou want to scale the X and Y values separately, which may result in the image being skewed.

4 Enter the horizontal and vertical scale values as either percentages (such as 90%) or distance values (such as 6p).

The scale values can be negative numbers.

5 Do one of the following:

• To preview the effect before you apply it, select Preview.

• To scale the object, click OK.

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To scale the graphic in a specific direction, use the Position tool to drag the handle of a selected graphic. Pressing Shift forces proportional scaling.

Rotate a graphic

Make sure the frame with the desired object is checked out to you, and then select the object using the Position

tool .

2 Choose Object > Transform > Rotate.

3 Enter the rotation angle, in degrees, in the Angle text box. Enter a negative angle to rotate the object clockwise;

enter a positive angle to rotate the object counterclockwise.

4 Do one of the following:

• To preview the effect before you apply it, select Preview.

• To rotate the object, click OK.

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 .

2 Choose Object > Transform > Shear.

3 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. (Shear angle is calculated clockwise from the current axis.)

4 Specify the axis along which the object is to be sheared. You can shear an object along a horizontal, a vertical, or

an angled axis.

If you choose an angled axis, enter the angle of the axis that you want, in degrees, relative to the perpendicular axis.

5 Do one of the following:

• To preview the effect before you apply it, select Preview.

• To shear the object, click OK.

Controlling graphics display

Control graphics’ display performance

You can control theresolution of graphics placed in your document. You can change the display settingsfor the entire document orfor individual graphics. You canalso change asetting that either allows oroverrides the display settings for individual documents.

Change a document’s display performance

A document always opens using the default Display Performance preferences. You can change the display performance of a document while it is open, but the setting won’t be saved with the document.

If you’ve set the display performance of any images separately, you can override the settings so all objects use the same settings.

1 Choose View > Layout View.

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2 Choose View > Display Performance, and select an option from the submenu.

3 To force objects that you have set individually to display using the document setting, deselect View > Display

Performance > Allow Object-Level Display Settings. (A check mark indicates it is selected.)

Change an object’s display performance

Choose View > Layout View.

2 Topreservethedisplayperformanceforindividualobjectswhenthedocumentisclosedandreopened,makesure

Preserve Object-Level Display Settings is selected in Display Performance preferences.

3 Choose View > Display Performance, and make sure Allow Object-Level Display Settings is selected.

4 Select an imported graphic using the Position tool .

5 Do one of the following:

• Select Object > Display Performance, and choose a display setting.

• Right-click (Windows) or Control-click (Mac OS) the image, and choose a display setting from the Display

Performance submenu.

To remove an object’s local display setting, choose Use View Setting in the Display Performance submenu. To remove local display settings for all graphics in the document, select Clear Object-Level Display Settings in the View >

Display Performance submenu.

Display performance options

These options control how graphics are displayed on the screen, but they do not affect the print quality or exported output.

Use Display Performance preferences to set the default option used to open all documents, and customize the settings that define those options. Each display option has separate settings for displaying raster images, vector graphics, and transparencies.

Fast Draws a raster image or vector graphic as a gray box (default). Use this option when you want to quickly page

through spreads that have lots of images or transparency effects.

Typical Drawsa low-resolution proxyimage (default)appropriatefor identifying and positioning an image or vector

graphic. Typical is the default option, and is the fastest way to display an identifiable image.

High Quality Draws a raster image or vector graphic at High Resolution (default). This option provides the highest

quality but the slowest performance. Use this option when you want to fine-tune an image.

Note: Image display options don’t affect output resolution when exporting or printing images within a document. When printing to a PostScript device, exporting to XHTML, or exporting to EPS or PDF, the final image resolution depends on the output options you choose when you print or export the file.

Set default display performance

The Display Performance preferences let you set the default display option, which InCopy uses for every document. Youcanchangeadocument’sdisplayperformanceusingtheViewmenu,orchangethesettingforindividualobjects usingtheObjectmenu.Forexample,ifyouworkonprojectsthatcontainnumeroushigh-resolutionphotos(suchas a catalog), you may prefer to have all your documents open quickly. You can set the default display option to Fast. When you want to see the images in more detail, you can switch the document view to Typical or High Quality (leaving the preference set to Fast).

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You can also choose to view or override display settings applied to individual objects. If Preserve Object-Level Display Settings is selected, any settings applied to objects are saved with the document.

1 Select Edit > Preferences > Display Performance (Windows) or InCopy > Preferences > Display Performance

(Mac OS).

2 For Default View, select Typical, Fast, or High Quality. The display option you choose applies to all documents

you open or create.

3 Do one of the following, and click OK:

• 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.

4 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.

Each display option has separate settings for raster (bitmap) images, vector graphics, and transparency effects.

Customize the display performance options

You can customize the definitions of each display performance option (Fast, Typical, andHigh Quality). Eachdisplay option has separate settings for raster (bitmap) images, vector graphics, and transparency effects.

Managed (linked) InCopy stories include low-resolution proxy data for images so that the full-resolution image doesn’t have to be downloaded from the server whenever the file is checked out.

1 Select Edit > Preferences > Display Performance (Windows) or InCopy > Preferences > Display Performance

(Mac OS).

2 For Adjust View Settings, choose the display option you want to customize.

3 For each display option, move the slider for Raster Images or Vector Graphics to the desired setting:

Gray Out Draws an image as a gray box.

Proxy Draws images at proxy resolution (72 dpi).

High Resolution Draws images at the maximum resolution supported by the monitor and current view settings.

4 For each display option, move the slider for Transparency to the desired setting:

Off Displays no transparency effects.

Low Quality Displays basic transparency (opacity and blend modes), and transparency effects (drop shadow and

feather) are shown in a low-resolution approximation.

Note: In this mode, page contents are not isolated from the background; therefore, objects with blend modes other than Normal might appear different in other applications and final output.

Medium Quality Displays low-resolution drop shadows and feathers. This mode is recommended for most work

unless the document is particularly transparency-heavy, or has many transparency effects.

High Quality Displays higher-resolution (144 dpi) drop shadows and feathers, CMYK mattes, and spread isolation.

Note: When a document’s blending space is CMYK and you have either enabled the overprint preview mode or soft proofing, opacity matting is done in CMYK rather than RGB. This means that partially transparent CMYK colors display as tinted CMYK colors.

5 To view anti-aliasing for text, stroke, fill, and other page items, choose Enable Anti-aliasing. If text is converted to

outlines, then the resulting outlines can be anti-aliased (Mac OS only).

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6 To set the point size below which text displays as a dimmed bar, type a value for Greek Type Below.

7 Click OK.

To reset all controls back to the original default settings, click Use Defaults.

Including metadata in a story

About metadata

Metadata is a set of standardized information about a file, such as author name, resolution, color space, copyright, andkeywordsappliedtoit.Forexample,mostdigitalcamerasattachsomebasicinformationtoanimagefile,such as height, width, file format, and time the image was taken. You can use metadata to streamline your workflow and organize your files.

About the XMP standard

Metadata information is stored using the Extensible Metadata Platform (XMP) standard, on which Adobe Bridge, Adobe Illustrator, Adobe InDesign, and Adobe Photoshop are built. Adjustments made to images with Photoshop® Camera Raw are stored as XMP metadata. XMP is built on XML, and inmost cases the metadata is stored in the file. If it isn’t possible to store the information in the file, metadata is stored in a separate file called a sidecar file. XMP facilitates the exchange of metadata between Adobe applications and across publishing workflows. For example, you can save metadata from one file as a template, and then import the metadata into other files.

Metadata that is stored in other formats, such as Exif, IPTC (IIM), GPS, and TIFF, is synchronized and described with XMP so that it can be more easily viewed and managed. Other applications and features (for example, Adobe Version Cue) also use XMPto communicate and store information such as versioncomments, which you can search using Bridge.

In most cases the metadata remains with the file even when the file format changes, for example, from PSD to JPG. Metadata is also retained when files are placed in an Adobe document or project.

You can use the XMPSoftware Development Kitto customize the creation, processing, and interchangeof metadata. Forexample,youcanusetheXMPSDKtoaddfieldstotheFileInfodialogbox.FormoreinformationonXMPand

the XMP SDK, visit the Adobe website.

Working with metadata in Bridge and Adobe Creative Suite components

Many of the powerful Bridge features that allow you to organize, search, and keep track of your files and versions depend on XMP metadata in your files. Bridge provides two ways of working with metadata: through the Metadata panel and through the File Info dialog box.

In some cases, multiple views may exist for the same metadata property. For example, a property may be labeled Author in one view and Creator in another, but both refer to the same underlying property. Even if you customize these views for specific workflows, they remain standardized through XMP.

Save metadata as a template or XMP file

You can save metadata in a template to use as a starting point for populating InDesign documents and other documents created with XMP-enabled applications. Templates you create are stored in a shared location that all XMP-enabled applications can access.

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You can also save metadata in an XMP file to share with other users. Unlike metadata templates, the XMP files don’t appear in the File Information menu.

1 Choose File > File Info (InDesign) or File > Content File Info (Adobe InCopy).

2 Do one of the following:

• To save metadata as a template, click the triangle at the top of the dialog box, and choose Save Metadata Template.

Enter a template name, and click Save.

• To save metadata to an XMP file, click Save in the Advanced section of the dialog box. Type a filename, choose a

location for the file, and click Save.

To view metadata templates in Explorer (Windows) or the Finder (Mac OS), choose Show Templates from the File Information menu.

Chapter 4: Sharing content between InCopy and InDesign

Adobe InCopy is a professional writing and editing program that integrates tightly with Adobe InDesign. Large-tomedium publishers can acquirepowerful editorial solutionsbased on InCopy andInDesign fromsystems integrators and third-party developers. Smaller publishing groups can set up an affordable, flexible editorial workflow system using a version of InCopy available directly from Adobe.

Understanding a basic managed-file workflow

Sharing content

The Adobe InCopy LiveEdit Workflow plug-ins let writers and editors develop copy in InCopy at the same time as designers prepare layouts in Adobe InDesign. This workflow includes container files, called assignments, for grouping related pieces of content, and file-locking and notification tools for sharing and updating files in InCopy or InDesign over a shared network or in compressed packages that can be distributed via e-mail.

In the shared network workflow, InDesign users export text and graphics to a shared location ona file system, where the files become available to InCopy users who will write and edit the content. Selected text frames and graphics frames are either exported to the assignment or exported as separate InCopy files, where they become part of the managed process and are linked to the InDesign document. These shared files are referred to as managed files.When users work in the assignment file or in the InDesign file on a local server, changes to the associated layout or content are communicated to all users involved in the workflow for that document.

Multiple InCopy or InDesign users can open the same content file simultaneously, and multiple InCopy users can open the same assignment file simultaneously. However, only one user at a time can check out the InCopy file for editing. Others can view the file on a read-only basis. The user who checks out a managed InCopy file can share his or her work with other users by saving the file to the shared server or by returning the file to the InDesign user; however, other users can’t make changes to the file until it’s checked back in. This system allows multiple users to access the same file but prevents users from overwriting each other’s work.

For more information, see the InCopy LiveEdit Workflow guide (PDF) at www.adobe.com/go/learn_liveedit.

See also

“Managed files” on page 67

Ways to work with content in InCopy

Content is either a body of text that flows through one or more frames, or an imported graphic. There are five basic ways to work on content in InCopy: open an assignment file, open an assignment package, open a linked InCopy file, open an InDesign file that has linked InCopy files, or compose content entirely in InCopy.

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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. InCopy users open the assignment file and work on only the components assigned to them. The live layout view shows how their edited copy relates to the InDesign layout, without opening the entire InDesign document. However, if the layout changes, the InDesign user must update assignments to notify InCopy users about the changes. You can share assignment files on a server or through assignment packages.

InDesign document (.indd)with assignment file (.inca) composed of threelinked content files (.incx). Assignment and its components are listed in Assignments panel and are opened in InCopy.

Open assignment packages

Theassignmentpackagesworkflowisespeciallyusefulwhendesignersandwritersareworkingonthesameproject butdon’thaveaccesstoalocalserver.Insuchcases,theInDesignusercancreateoneormorepackagesandsendthe compressed files to the assigned InCopy users via e-mail. InCopy users can open the assignment packages, edit the contents, and return the packages to the InDesign user, who can then update the document.

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Open linked InCopy files exported from InDesign

In certain workflows, InDesign users might export text and graphics as separate files, rather than wrapping them inside an assignment file. Exporting separate files is useful if you work on unrelated graphics or bodies of text. However, InCopy users aren’t able to see how the content fits within the InDesign layout.

InDesign document (.indd) with three linked but unassigned content files (.incx) opened in InCopy

Open InDesign documents that have linked InCopy files

To see all page items in the context of an entire layout, InCopy users can open and edit an InDesign document in InCopy.Thisapproachcanbeusefulforeditingandcopyfittingifseeingtheoveralllayoutisimportant,orforediting most of the stories in a document rather than a few. After the InCopy user edits the stories, the InDesign user can then update the links to the modified files. If the InDesign user changes the layout, the InCopy user is notified when the InDesign document is saved.

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Compose content entirely in InCopy

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 AdobePhotoshop)toenhancethetext.YoucanalsoassigntagsforfutureXMLuse.Thisapproachisagoodoption in an editorial workflow where the content precedes the design. You can also set up and modify the text area, page size, and orientation for stand-alone InCopy documents. But if the story is later linked to an InDesign document, the InDesign settings override the settings used in InCopy.

See also

“Create a stand-alone document” on page 36

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. Managed files communicate both content status and ownership. With managed files, you can:

• Lock and unlock stories to help preserve file integrity.

• Notify InCopy users when the associated InDesign layout is outdated.

• Identify the user working on a file.

• Notify users when an InCopy content file is outdated, being used by someone, or available for editing. Notification

methods include alert messages, frame icons, status icons in the Links panel, and status icons in the Assignments panel.

Read-only files

Once acontent file becomes managed, it’s read-only toallusersintheworkflowatalltimes,excepttothepersonwho has checked it out. The software creates a lock file (*.idlk) when a user checks out a content file, giving that user exclusive editing control. Read-only files have the following characteristics:

• An InCopy user cannot manually format the text in it. However, if text has been assigned character or paragraph

styles, an InDesign user can change the definition ofthose styles, thereby changing theformatting of the text even when the file is checked out to someone else. These style definition changes are reflected in the text once the InDesign user updates the file.

• In general, neither an InCopy nor InDesign user can change objects, such as text and applied styles, in locked

InCopy content. Some objects, such as character and paragraph styles, are only used by the content. For example, you can’t change how a character style is applied to objects in locked content, but you can change the character style itself, thereby changing the appearance of the text.

• An InDesign user can change the margins and columns of the text content as well as the shape, location, and

number of text frames the story occupies.

• An InDesign user can change the geometry and formatting of a graphics frame without checking out the graphic.

An InCopy user cannot change a graphics frame or any formatting on the frame. However, both InDesign and InCopy users have to check out the graphics frame in order to modify the graphic itself (for example, to rotate or scale it).

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Best practices for working with managed files

Use the following practices to make sure that you work with the most up-to-date content and don’t overwrite someone else’s work:

• Store assignment files on a server where all team members have access. If team members don’t have access to a

server, you can create and distribute assignment packages.

• When you create an assignment, a special folder is created to hold the assignment file and the content. Use these

assignment folders to maintain assignment and content files. They simplify managing the shared files across a workgroup and help ensure that users open the correct files. If a file is moved from one assignment to another, its content file is moved to that assignment's folder.

• InInCopy,opentheassignmentfileinsteadofanindividualInCopystory.Thatway,youcanseethecopyfitand

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.

• As soon as you open an assignment file, open an InDesign document, or check out content in either InDesign or

InCopy,makesurethatframeedgesareshowing(View>ShowFrameEdges)sothatyoucanseetheframeicons when they appear.

• In InDesign, if you must remove files from the workflow (because of a production deadline, for example), you can

unlink them or cancel an assignment package.

See also

“Unlink content files (InDesign)” on page 87

Managed-file workflow examples

When you establish workflow management between InCopy and InDesign, writers and editors can compose, rewrite, expand, and edit documents atthe same time that designers prepare the layout. Common workflows include managing files on a local server, sharing files via e-mail packages, or using some combination of the two methods.

These workflows assume that you have a basic InDesign template with layout geometries, styles, and placeholder text. Layout geometriesinclude pagedimensions aswell as text and graphics frames. InCopy uses these items to show proper copyfit information.

Local server workflow

1. In InDesign, create assignments and add content to them.

This step incorporates exported text and graphics frames into the managed process, where they become available to InCopy users for writing and editing.

2. Make the assignment files available to InCopy users.

Save the files to a server that all workflow users have access to.

3. In InCopy, open the assignment file, and check out and edit a story or graphic.

InInCopy,thefilescontainingcontentassignedtoyouappearintheAssignmentspanel.Wheneveryousavethefile onalocalserver,thechangesaresavedonthefilesystemandanyoneworkingonthatdocument(theInDesignlayout or another managed content file in the document) receives notification of the changes. Those users can update the content to view the latest changes. The content remains checked out to you until you check it in.

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User Guide

4. In InDesign, work on the layout.

Regardless of whether the content files are being edited in InCopy, InDesign users can work on the document layout; they don’t have to check out the document. Whenever the InCopy user saves the checked-out content, the InDesign user can update that content within the layout to see the latest revisions.

5. In InCopy, continue working.

When finished with your edits, check in the content. Other users are then able to check out the content and work on it. If a user is modifying the layout in InDesign simultaneously, you can update and view the layout geometry as you work.

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.

E-mail package workflow

1. In InDesign, create and send assignment packages.

Create assignment packages and assign contents to the appropriate InCopy users, and then send the packages to the InCopy users. The packaged files are automatically checked out to help avoid editing conflicts.

2. In InCopy, open the assignment package, and check out and edit a story or graphic.

If you receive an assignment package in e-mail, double-click the package to open it in InCopy.

3. In InDesign, work on the layout.

Regardless of whether the content files are being edited in InCopy, InDesign users can work on the document layout; theydon’thavetocheckoutthedocument.Ifyouneedtoupdatethelayoutorassignments,youcansendanupdated package to the InCopy users.

4. In InCopy, return the edited package.

When finished with your edits, check in the content and return the modified package. Other users are then able to check out the content and work on it.

5. 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 assignment packages are returned, stories in assignment packages are checked in. InDesign users can check out the files to finalize the layout as necessary.

Enter user identification

All users in the workflow must have a user name. This identification reveals who has checked out a particular file and makes this information available to other users. It’s also required in order to check out a file for editing.

Ifyou’vealreadyspecifiedausernameandwanttochangeit,youmustcheckinanycontentyouhavecheckedout. Otherwise, changing user identification during an editing session would forfeit your ability to edit content that you have checked out—it would be checked out to you under a different name.

User identification is application-specific; no single user can have multiple user identifications per application.

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Note: The InCopy Notes and Track Changes features also use the specified name to identify the author of a note or a tracked change.

1 Do either of the following:

• Choose File > User.

• Choose User from the Assignments panel menu (Window > Assignments).

2 Type a unique name and click OK.

If you forget to specify a user name using this method, you’re prompted to enter one when you attempt your first workflow action.

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” on page 126

“About editorial notes” on page 129

Workflow icons

Icons can appear on text and graphics frames, in the Links panel, the Assignments panel, and in the story bar (InCopy only). Edit status icons appear next to the managed file in the Links panel and Assignments panel, and communicate content status. Text frame icons appear on a text frame that contains a linked InCopy story (in the Layout view in both InDesign and InCopy). These icons also communicate content status and can be used to differentiate between managed and unmanagedcontent. Theassociated tool tipindicates editing status and ownership.To view the text frame icons, make sure that frame edges are showing in InDesign and InCopy (View > Show Frame Edges).

Note: (InDesign) The InDesign document window must be in Normal Mode for the frame edges to show. (Click the Normal Mode button at the lower left of the toolbox.)

Icon Name Location

Available Links panel (InDesign), Assign-

In Use By [name] Assignments panel, text frames,

Editing Assignments panel, text frames,

Available And Out Of Date

In Use By name And Out Of Date

Editing And Out Of Date

Out Of Date Assignments panel

ments panel (InDesign and InCopy), text frames, and graphics frames

and graphics frames

Text and graphics frames

Icon Name Location

INCOPY CS3

User Guide

Text Content Out Of Date

Text Content Up To Date

Graphics Content Out Of Date

Graphics Content Up To Date

Packaged Content

Assignments panel and text frames

Assignments panel and graphics frames

Assignments panel

Note: TheOutOfDateiconontheAvailable,InUse,Editing,TextContent,andGraphicsContenticonsindicatesthat the content is out of date; that is, the version on the file system is newer than the version displayed on your computer.

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:

• Create a container file (*.inca)—called an assignment—and add related groupings of document items (such as the

text and graphics of a story) to the assignment so they can be worked on together. Content within assignments is exported as *.incx files.

• Export text and graphics frames separately (including placeholder frames) using the Edit > InCopy > Export

menu commands. Exported content is saved as *.incx files.

After content is exported, small icons appear at the top left of exported frames in InDesign and InCopy, and in the Assignments and Links panels. These icons indicate the status of managed frames and they differentiate managed framesfromthosethataren’tpartoftheworkflow.AllexportedcontentappearsintheAssignmentspanel.Content exported using the Export menu commands appears in the Unassigned InCopy Content section of the Assignments panel list. While both methods establish a controlled connection between InCopy content and an InDesign document, the primary method is to use assignment files.

Exporting content makes the content available for users to check out while maintaining a link to the original InDesign document. (This link is made from within InDesign; you cannot create the link from InCopy.)

Once the content is exported, InCopy users can see (but not change) the page layouts, styles, and so forth as they appear in the InDesign document.

Note: You can also create text or anchored graphics using InCopy and then place them in InDesign.

See also

“Assignment files” on page 73

“Assignments panel overview” on page 72

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User Guide

“Workflow icons” on page 70

“Placing InCopy files in InDesign documents” on page 88

Assignments panel overview

The primary tool for working with assignments is the Assignments panel (Window > Assignments). The Assignments panel displays the files exported from the currently active InDesign document, and an icon indicates their status. The Assignments panel menu also contains commands that control import version and file-management functions between InCopy and InDesign. When you open an assignment in InCopy, the assignment name and its contents appear in the Assignments panel. You can double-click text and graphics frames in the Assignments panel to select them in the document window.

Note: All content exported to InCopy or added to an assignment is also listed in the Links panel. Although you can do some workflow management tasks, such as checking out and checking in content, the recommended panel for these tasks is the Assignments panel.

H I J K

InDesign Assignments panel A. InC opy content names B. InDesign doc ument n ame C. Assignment Out Of Date status D. AvailableAndGraphicUpToDatestatus 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. New Assignment button L. Delete Selected Assignments/Remove button

H I J K

InCopy Assignments panel A. InCopy content names B. Assignment name C. Assignment Out Of Date status D. Available And Graphic Up To Date status E. In Use And Text Out Of Date status F. Editing And Text Up To Date status G. Unas signed content H. User name I. Update D esign button J. Update Content button K. Check Out/Check In Selection button

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User Guide

See also

“Exporting content from InDesign” on page 71

“Assignment files” on page 73

Assignment files

In InDesign, assignment files are containers for organizing collections of page items. For example, you might want to select all the items in a story (headline, byline, copy, graphics, and captions), and then assign them to one InCopy user. Adding those items to an assignment provides a convenient way for InCopy users to access only the contentfor which they are responsible. Assignment files (*.inca) appear in the file system, in the InCopy story bar, and in status messages. Only InDesign users can create assignment files; only InCopy users can open them.

When you create an assignment, a folder is created in the same location as the InDesign document by default. This assignment folder includes the *.inca assignment files and a content subfolder that contains any exported InCopystory files (inINCX format)that arepart of images or other resources. Once the assignment is created, storethe projectfolder in a location where all users have access to it, or create and distribute an assignment package. If content is exported before it’s added to an assignment, the files on disk are not moved to the content folder of the assignment file.

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.

• Any transformations on the graphics included in the assignment, such as moving, scaling, rotating, or shearing.

• Page geometry, soInCopyusers can see the layout ofthe frame and itscontentthat they’re editing withoutopening

the entire InDesign file.

• Color-coding of assigned frames in the document.

Illustration of page in InCopy showing page geometry and color coding

Create assignments and add content (InDesign)

Only InDesign users can create assignments and add content to them. There are several ways to create assignments. The method you choose usually depends on whether you have content to add at the time you create the assignment.

• Create empty assignment files. From your InDesign document, you can create a series of empty assignments to

act as templates for content to come later.

• Create assignments and add content at the same time.

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User Guide

• Add content to an existing assignment file. You can add linked content—text and graphics that have already been

exported asInCopy content—or you can add selectedpage itemsto become linked InCopy content. Ifone ormore of the selected frames already contain InCopy content files, and none are part ofan assignment, you canadd them to a new or existing assignment file.

By default, the assignment folder you create is saved in thesame folder as the InDesigndocument. You can thenplace this folder on a server or create and send a package.

Note: If you don’t want InCopy users to place and fit graphics, don’t add graphics frames to an assignment.

See also

“Relink missing assignment files (InDesign)” on page 86

“Best practices for working with managed files” on page 68

Create empty assignment files (InDesign)

In InDesign, save the document.

2 In the Assignments panel (Window > Assignments), choose New Assignment from the panel menu.

3 In the New Assignment dialog box, specify assignment file options and click OK.

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.

2 Select the text and graphics frames you want to add.

3 Do one of the following:

• From the Assignments panel menu, choose Add To Assignment, and then select New.

• Choose Edit > InCopy > Add [option] To Assignment > New.

4 In the New Assignment dialog box, specify assignment file options and click OK.

The newly created assignment file includes any frames selected in the document window.

Add content to existing assignments (InDesign)

Save the InDesign document.

2 Select the text and graphics frames you want to add.

3 Do one of the following:

• From the Assignments panel menu, choose Add To Assignment, and then select the assignment.

• Drag content from the Unassigned InCopy Content section of the Assignments panel into an existing assignment.

• Select page items with the Selection tool and drag them to an existing Assignment in the Assignments panel.

• Choose Edit > InCopy > Add [option] To Assignment, and then select the assignment.

4 Choose Update All Assignments from the Assignments panel menu to make the content files available to InCopy

users.

Note: You can add content only to assignments in the same document. However, you can import the same content into multiple documents and add it to an assignment in each of those documents.

INCOPY CS3

User Guide

Assignment file options (InDesign)

When you create or modify an assignment file, you can set the following options:

Assignment Name The unique identification of the assignment in the Assignments panel, for example “Ocean

article.” This name must conform to the filenaming conventions of the operating system.

Assigned To The unique identification of the user assigned to the files. The user’s name appears in parentheses

following the assignment name in the Assignments panel. Entering a name here is for informational purposes only; it doesn’t grant special rights or permissions to the user.

Color Displays a list of colors for adding a distinctive highlight to the frames of the current assignment in the

document window, and to the assignment names in the Assignments panel. This color coding differentiates frames that belong to one assignment from frames that belong to another, and it differentiates from unassigned frames. To toggle the display of this color coding, choose View > Show/Hide Assigned Frames. In InCopy, the color coding is visible only in Layout view.

Note: If toggling the display of assigned frames produces unexpected results, those frames might be tagged for XML and View>Structure>ShowTaggedFramesmightbeenabled.Youcannotshowassignedframesandtaggedframesatthe same time.

Change Click the Change button to specify the location of the assignments folder. By default, the assignmentsfolder

is created in the same location as the InDesign file.

Placeholder Frames Lets InCopy users see the text and graphics frames in the assignment as well as boxes (or other

shapes) representing all other frames on those InDesign pages. All frames and placeholders accurately reflect the size, shape, and location of the InDesign originals. Placeholder frames are empty shapes that don’t show any of the content in the InDesign document. The Placeholder Frames option provides the least amount of fidelity, and therefore provides the fastest performance. In InCopy, the placeholder frames are visible only in Layout view, and they’re gray so users can distinguish them from empty frames in their assignment. InCopy users cannot check out and edit placeholder frames.

Assigned Spreads Lets InCopy users see all assigned frames, as well as the entire contents of other frames that aren’t

partoftheassignment,onthesamespread.InInCopy,contentinframesoutsideanassignmentisn’teditableandis visible only in Layout view.

All Spreads Exports allcontent in the InDesign document to the assignment file. Thisoption provides the maximum

amount of fidelity; it also provides the slowest performance because the assignment file displays the design and layout of every page, including pages not relevant to the section a user is editing.

Linked Image Files When Packaging Includes a copy of linked images in the assignment package. Selecting this

option gives InCopy users access to images but increases the package’s file size. InCopy users can include images while returning a package. If this option is not selected, InDesign users won’t get images that InCopy users add to placeholder frames.

Export content as separate InCopy files (InDesign)

If your workgroup prefers working with separate files rather than using assignments, you can export InCopy content without using an assignments file. Compared with creating a single assignment file with references to multiple content files and layout information, this method creates a separate file (.incx) for each text or graphics frame you specify in the document. To see the context of the content you are editing, you must also open the associated InDesign document (.indd).

INCOPY CS3

User Guide

Note: A quick way to export content as separate InCopy files is to use the Selection tool to drag selected frames into the Unassigned InCopy Content in the Assignments panel.

1 In InDesign, create a document with one or more text frames, graphics frames, or placeholder items.

2 Do either of the following:

• Select the text or graphics frame of a single story, or Shift-click to select multiple frames.

• Click an insertion point in a story, or select some text in a text frame.

3 Choose Edit > InCopy > Export, and then choose one of the following options:

Selection Exports all selected text and graphics frames.

Layer Exports all content on the selected layer.

All Stories Exports every story that has not been exported already.

All Graphics Exports every graphic that has not been exported already.

All Graphics And Stories Exports every story and graphic that has not been exported already.

If you export all content in the document, and then add more text orgraphics frames to the same document, you can save time exporting the new ones by using the Export > All Stories (or All Graphics or All Graphics And Stories)

command again. InDesign exports only the new content.

4 Enter a name and location for the files, and then click Save.

The file name you specify is used as a prefix for identifying each exported content file in the file system. If you export multiple text frames, the first several characters of the text are automatically appended to the file name; for example, “mystory-Upcoming cycling events.incx.” For multiple graphics frames, the file names are formed as “mystorygraphic,” “mystory-graphic-1,” and so on. The file name appears in the file system, in the InCopy story bar, and in status messages.

5 When prompted, click OK to save the content as managed InCopy files, inthe InCopy Interchange Format (.incx).

Also when prompted, save your InDesign file.

The InCopy content is now managed, and is available to be checked out and edited by other users in the workflow.

Shared content appears in the Links panel just like imported graphics. If you move a shared file manually, you can use the Links panel to update its link.

When you export content,you see the Available icon on thetext frame(InDesign and InCopy), and in the Assignments panel (InCopy). The word [Available] appears in the story bar (InCopy).

Export stories for use in InCopy CS (InDesign)

To open an InCopy CS3 document in InCopy CS, you must save the document to the InCopy CS Story format (INCD), the format used by InCopy CS. Be aware that stories created using functionality specific to InCopy CS3 might be modified or omitted when you open the file in InCopy CS.

1 In InDesign, do either of the following:

• Select the text frame of a single story, or Shift-click to select multiple frames.

• Click an insertion point in a story, or select some text in a text frame.

2 Choose Edit > InCopy > Export, and then choose one of the following options:

• Choose Selection to export all selected text frames.

• Choose All Stories to export every story that hasn’t been exported already.

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If you export all content in the document, and then add more text frames to the same document, you can save time exporting the new ones by using the Export > All Stories command again. InDesign exports only the new content.

3 From the Save As Type menu (Windows) or Format menu (Mac OS), choose InCopy CS Document.

4 Enter a location and name for the files, and click Save.

5 Specify the following options in the Adobe InCopy Export Options dialog box, and click OK.

Include Style Table Embeds character and paragraph styles into a story.

Include Swatch List Embeds swatches into a story.

Include XMP Information Embeds Adobe XMP (Extensible Metadata Platform) information into a story.

Encoding Allows selection of either UTF8 or UTF16 unicode encoding, which is required as a new InCopy file is

created. The InCopy format is based on XML and requires this encoding for XML file creation.

• UTF8 Contains all the characters needed for the language structure of HTML in 8-bit characters, which are the

same as those in ASCII.

• UTF16 Is easier for software writers to use and is more efficient for world languages. Generally, software that

supports world languages uses UTF16 internally.

6 Save your InDesign file.

The InCopy story is now managed, and it’s available to be checked out and edited by other users in the workflow.

Assignment packages

Create and send packages (InDesign)

Underidealcircumstances,allInDesignandInCopyusersontheteamhaveaccesstoaserverwhereassignmentfiles are stored. However, if one or more users don’t have access to a common server, you can create and distribute compressed assignment packages. After working onthe assignment, the InCopyuser repackages the assignment and returns it tobe integratedinto the InDesign document. Package files created in InDesign include the .incp extension; the return package files created in InCopy include the .indp extension.

There are two commands for packaging files: Package and Package And Email. Use Package to create a compressed package that you can distribute manually; use Package And Email to create a compressed package that is attached automatically to an e-mail message.

Create a package for manual distribution

Create an assignment and add the content you want to include in the package.

Only content that is checked in can be included in the packaged assignment.

2 In the Assignments panel, select the assignment and choose Package For InCopy from the panel menu.

3 Specify a name and location for the package file, and click Save.

You can attach the package file to an e-mail message, upload it to an FTP server, or copy it to a disk or other external media.

Note: ChoosingEdit>Undoafteryoucreateapackagecancelsthepackageandunlockstheitemsintheassignment,but it doesn’t delete the package file from your computer or unsend the e-mail.

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User Guide

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.

2 IntheAssignmentspanel,selecttheassignmentandchoosePackageForInCopyAndEmailfromthepanelmenu.

A compressed assignment package is created and attached to an e-mail message of your default e-mail application.

Note: If you want to use a different e-mail application, change the default e-mail application. See your system documentation for details.

3 Edit the e-mail message by adding a recipient and providing any instructions. Send the message.

All items in the assignment are checked out to the assigned user. However, the contents of the package itself aren’t locked, so anyone can open the package and edit them.

Cancel a package

In some cases, the package you send isn’t returned. For example, the message may have gotten lost, or the recipient may no longer work on the project. In such a situation, you can cancel a package.

1 In the Assignments panel, select the packaged assignment, and choose Cancel Package from the panel menu.

2 Click Yes to cancel the package.

Canceling a package doesn’t remove the package file from your computer.

When a package is cancelled, the package’s contents are available for editing. Be aware that if someone returns a package that has been cancelled, conflicts may occur.

Update a package

After you create a package, you may want to add, remove, or resize items.

1 Add, remove, or resize one or more stories to the packaged assignment.

2 Do one of the following:

• Choose Update Package from the Assignments panel menu. Specify the name and location of the file. Make the

updated packageavailable to users by placing it on a shared server or by e-mail. Remember to notify InCopy users that the package has been updated.

• Choose Update Package And Email from the Assignments panel menu, and then send the message.

When InCopy users open the updated package, only new content is added automatically to the assignment; InCopy users can decide whether to overwrite existing content, allowing them to preserve previous edits.

Receive packages (InCopy)

You may receive a package from an InDesign user who created the package or from an InCopy user who forwarded the package to you. When you open an assignment package, the package is decompressed, and the contents are copied to a new subfolder in an InCopy Assignments folder.

See also

“Check in content” on page 84

“Save changes (InCopy)” on page 85

INCOPY CS3

User Guide

Open a package (InCopy)

❖ To open an InCopy package (*.incp), do any of the following:

• Launch the package using the e-mail application. For example, double-click the attachment file.

• Use Exploreror Finder to open the file. Forexample, double-click the file or dragit to theInCopy application icon.

• In InCopy, choose File > Open, and double-click the packaged assignment file.

• In InCopy, choose Open Package from the Assignments panel menu, and then double-click the package file.

You can now edit the stories in the package. When you begin editing a story, you’re prompted to check out the contents of the frame. When you’ve finished editing, save all content and return or forward the package.

Return or forward a package (InCopy)

After you open and edit a package, you can send it to another InCopy user or you can return it to the InDesign user who created the package. Package files created for other InCopy users include the .incp extension; return package files created for InDesign users include the .indp extension.

1 Edit and check in the content you want to include in the package.

2 From the Assignments panel menu, choose one of the following:

Forward For InCopy Create a package for another InCopyuser. Specify thename andlocation ofthe package file, and

then make it available to the InCopy user.

Forward For InCopy And Email Create and send a package for another InCopy user via e-mail. The package appears

as anattachment in a new message inyour defaulte-mail application. Specify the recipient, provide instructions, and send the e-mail message.

Return For InDesign Create a package to return to the InDesign user.

Return For InDesign And Email Create and return a package to the Indesign user by e-mail. The package appears as

an attachment in a new message in your default e-mail application. Specify the recipient, provide instructions, and send the e-mail message.

Receive return packages (InDesign)

❖ To open an InDesign package (*.indp), do any of the following:

• Launch the package using the e-mail application. For example, double-click the attachment file.

• Use Explorer or Finder to open the file. For example, double-click the file or drag it to the InDesign application icon.

• In InDesign, choose File > Open, and double-click the package file.

• In InDesign, choose Open Package from the Assignments panel menu, and then double-click the package file.

You’re prompted to update all links when opening the package. If a story has been modified since the assignment was packaged, you can determine whether to update or unlink the content in the InDesign file. When the stories in the files are returned and checked in, you can check out and edit the content.

See also

“Update assignment files (InDesign)” on page 81

“Unlink content files (InDesign)” on page 87

INCOPY CS3

User Guide

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.

❖ Do one of the following.

• In InCopy, choose File > Open, select an assignment file (.inca), and click Open.

• In InDesign or InCopy, choose File > Open, select an InDesign file (.indd) that contains assigned content, and

click Open.

• Open an assignment package. See “Receive packages (InCopy)” on page 78.

The assignment names and their contents appear in the Assignments panel.

See also

“Assignment files” on page 73

“Managed files” on page 67

Check out content

When you check out an item, a hidden lock file (.idlk) is placed on the file system. Once the content is checked out, you have exclusive control over its content, and others are locked out from making changes. You can check out InCopy content only; you cannot check out InDesign documents with layout information.

If you attempt to close an InDesign document containing one or more InCopy content files that are checked out to you, an alert message appears, prompting you to check in all content. If you close the documentwithout checking in the content files, they will still be checked out to you the next time you open the InDesign document. Saving the InDesign document automatically saves every editable InCopy content file.

See also

“Managed files” on page 67

Check out content (InDesign)

❖ Do one of the following:

• In the layout, select the text or graphics frames to edit and choose Edit > InCopy > Check Out.

• In the Assignments panel, select the files and choose Check Out from the panel menu.

When you check out available content in InDesign, you see the Editing icon on the InDesign frame. In InCopy, theInUseicon appearsontheInCopyframeandintheAssignmentspaneliftheassignmentfilesarestoredon a local server.

Check out content (InCopy)

Do one of the following:

• If the content you want is part of an assignment, choose File > Open and select the assignment file (.inca).

• If the content you want was exported as individual files, choose File > Open and select the InCopy file (.incx). To

see the layout so you can do copyfitting, select the InDesign document.

INCOPY CS3

User Guide

2 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.

• To check out individual items in anassignment, open theassignments list in the Assignmentspanel, select anitem

or multiple items, and choose Check Out from the panel menu.

The Editing icon appears next to the item or items in the Assignments panel, indicating that the content is checked out to you for your exclusive use.

3 If prompted to update the content with changes, click OK.

When you check out available content in InCopy, you see the Editing icon on the InCopy frame, and in the Assignments panel. In InDesign, the In Use icon appears on the InDesign frame.

Opening managed files (InCopy)

Opening a managed content file (.incx) directly in InCopy and working with it in Story view may be more appropriate for quick writing and editing. You do not have to check out an individual managed file to edit it; InCopy automaticallychecksitout.Whenyousaveandclosethefile,InCopyautomaticallychecksinthecontent.TheSave commands are different when you open individual files.

See also

“Managed files” on page 67

“Save changes (InDesign)” on page 84

Update assignment files (InDesign)

You can save changes to assignments manually or when you close the current document. Updating an assignment file is the only way to make layout changes available to InCopy users.

❖ Do one of the following:

• To update selected assignments, select them in the Assignments panel and choose Update Selected Assignments

from the Assignments panel menu.

• To update all out-of-date assignments in the current document, choose Update All Assignments from the Assign-

ments panel menu. Only assignments that are out of date are updated.

Note: If an InCopy user has an assignment open when you update the assignment, the Out Of Date icon appears next to the assignment in the InCopy Assignments panel.

See also

“Update content” on page 82

“Create and send packages (InDesign)” on page 77

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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 orupdatingindividualcontentfilescopiesdatafromthelatestfilesystemcopysothattheversiondisplayedonyour computer matches the one on the file system. Updating does not require checking in or out and does not give you editing rights. However, updating can cause problems if another user has deleted your lock.

Note: Updating content does not update content in assignment packages that have not been returned.

A typical updating workflow is as follows:

1 The InCopy user opens an assignment file or checks out an individual content file and edits the content.

2 The InCopy user saves the content file, which updates the copy on the file system, and continues working.

3 The InDesign user sees the Out Of Date icon in both the Assignments panel and the Links panel next to the

selection, and the In Use and Text Content Out Of Date icon or Graphics Content Out Of Date icon on the associated frame.

Assignments panel with In Use and Out Of Date icons (left) and Layout with out-of-date content (right)

4 The InDesign user updates the content.

See also

“Accidentally updating your work” on page 83

“Links panel overview” on page 50

Update content while opening a managed document (InDesign)

Choose File > Open, locate the file you want to open, and click Open.

2 Click Yes when prompted to update the document with the modified content on the file system.

3 Do one of the following:

• To let InDesign update the links, click Fix Links Automatically.

• Tofix links manually, click Don’t Fix, and then,in the Links panel, selectthe file toupdate and choose Update Link

from the panel menu.

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Update content while working (InDesign)

❖ Do one of the following:

• Select the text or graphics frames in the layout and choose Edit > InCopy > Update Content.

• Select thetext or graphics frames inthe Linkspanel, and click theUpdateLink button or choose Update Link

from the Assignments panel menu.

Update content while working (InCopy)

❖ Do one of the following:

• Click an insertion point in the text frame to select it, and then choose File > Update Content.

• Select the content in the Assignments panel, and then click the Update Content button or choose Update

Content from the Assignments panel menu.

You can also update content using the Links panel.

Accidentally updating your work

In most cases, the update commands are disabled for content you have checked out, because that content would always be up to date. However, an undesirable situation can occur if a different user deletes the lock on checked-out content(by draggingthe lock file[.idlk] to the Recycle Bin[Windows] or Trash [Mac OS]),and modifies the content. In this case, the update commands can become enabled even while the content is checked out to you, essentially allowing two people to edit the content at the same time. Updating the content result in lost work. For best results, do not delete the lock files.

Update the InDesign layout

InDesign users can modify the layout (for example, change the size or location of the text frames of a story) and save the changes while InCopy users are modifying the text of these text frames. In a shared server workflow, the way InCopy users are notified about layout changes depends on whether they have opened an assignment file or have checked out individual content files and also opened the linked InDesign file.

Consider the following:

• If an InDesign user changes the layout of frames in an assignment, the user must update the assignment to make

the design changes available to InCopy users. InDesign does not automatically update assignment files when the document is saved.

• Once the InDesign user updates the assignment stored on a shared server, the Out Of Date icon appears next

to the assignment in the InCopy Assignments panel. The InCopy user must update the design to see the current layout.

• IfanInDesignuserchangesthelayoutofexportedcontentthatisnotpartofanassignment,theOutOfDateicon

appears next to the InDesign document name in the Assignments panel and in the document title bar. InCopy users can update the currently active InDesign document with the latest layout and style changes.

Updatingthe layout in InCopy is useful for copyfitting tasks, because the latest appearance and line breaks are visible in Layout and Galley views.

❖ Do one of the following:

• If you have an assignment file open and the Assignments panel shows the Out Of Date icon next to the

assignment name, click the Update Design button , or choose File > Update Design. You cannot undo this command.

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• IfyouarenotworkingwithassignmentfilesandyouhavemorethanoneInDesigndocumentopen,selecttheone

you want to make active, and choose File > Update Design.

Check in content

Whenyoucheckinamanagedcontentfile,yousaveittoasharedlocationonafilesystemwhereitcanbechecked out by others for editing or other changes. Exporting a text or graphics frame from InDesign also checks it in automatically.

Although a checked-in file is available for editing, it is not actually editable until it is checked out (unless you edit the content in stand-alone modein InCopy). Checking incontent relinquishes editing control, butdoes not close the file. The content remains open on your screen, but in a read-only state.

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. Version Cue is an authoring environment, which is available only as part of Adobe Creative Suite 3.)

If you are working on an assignment package, return or forward the assignment package after checking it in.

See also

“Exporting content from InDesign” on page 71

“Create a stand-alone document” on page 36

“Managed files” on page 67

Check in managed content (InDesign)

❖ Do one of the following:

• Select the content in the layout and choose Edit > InCopy > Check In.

• In the Assignments panel, select the content and choose Check In from the panel menu.

Check in managed content (InCopy)

❖ Do one of the following:

• Select the content in Layout view and choose File > Check In.

• In the Assignments panel, select the content and choose Check In from the panel menu.

Note: You can undo the most recent changes before you check in content.

When you check in a file, the Available icon appears on the text or graphics frame in the InDesign layout, in the InCopy Layout view, in the Assignments panel, and in the story bar (InCopy).

Save changes (InDesign)

As you work on content you have checked out, you can save your changes and update the file-system copy.

❖ Do one of the following:

• To save the selected content without saving changes to the InDesign document or any of its linked files, select the

content in the layout and choose Edit > InCopy > Save Content.

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• To save every content file checked out to you, choose File > Save. This type of save does not automatically update

assignment files or checked-out content files in InCopy. However, the checked-out files in InCopy will show the Out Of Date icon in the Assignments panel.

• To save the InDesign document under a new name with links to any existing InCopy files, choose File > Save As.

This type of save creates a situation in which one or more InCopy files are linked to two InDesign documents.

• Tosaveacopyofthecurrentlyactivedocument,chooseFile>SaveACopy.Youcanchoosetogivethecopyanew

name and location with links to any existing 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 content” on page 82

Save changes (InCopy)

❖ Do one of the following:

• TosavetheInCopyfileunderthesamenameandlocationonthefilesystem,chooseFile>SaveContent.Thefile

is still checked out to you.

• TosavetheInCopycontentfileunderanewname,chooseFile>SaveContentAs.Thenewlycreatedcontentfile

isnotmanagedintheworkflow.TheSaveContentAscommandisavailableonlyifyouhaveopenedtheInCopy content file (.incx) directly.

• TosaveacopyofthecurrentlyactiveInCopycontentfile,chooseFile>SaveContentCopy.Youcanchoosetogive

the copy a new name and location. The saved copy is not managed in the workflow. The Save Content Copy command is available only if you have opened the InCopy content file (.incx) directly.

• To save all currently open and checked-out InCopy content files, choose File > Save All Content. This saves all files

to their current locations. The Save All Content command is available only if you have opened an assignment or InDesign file.

Note: The Save A Version command is available only if you are working with a file managed by a Version Cue Workspace. The Version Cue Workspace feature is available as part of Adobe Creative Suite.

Adjusting your workflow

Move content between assignments (InDesign)

InDesign users can move content between existing assignments as well as from the Unassigned InCopy Content section of the Assignments panel. You can also create a new assignment and move content to it.

1 Save the InDesign document.

2 In the Assignments panel, click the arrow to the left of the assignment name to display the contents of the

assignment.

3 Select an item in an assignment.

4 Do one of the following:

• Drag the content from one assignment to another.

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• To move content to an existing assignment, choose Add To Assignment from the Assignments panel menu, and

then select the desired assignment.

• To create a new assignment as you move content, from the Assignments panel menu, choose Add To

Assignment > New, and then specify options in the New Assignment dialog box.

5 Choose Update All Assignments from the Assignments panel menu.

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 87

Delete assignments (InDesign)

❖ In the Assignments panel, select one or more assignments and choose Delete Assignment in the panel menu.

Deleting assignments accomplishes the following:

• Removes the assignment data from the document.

• Deletes the assignment file from the file system.

• Removes the assignment name from the list.

• Moves any InCopy content to the Unassigned InCopy Content section in the Assignments panel.

Note: If anInCopy user has an assignment open when it is deleted in InDesign, an alert messagenotifies the InCopy user that the assignment has been deleted. However, the content files are not deleted and can be updated without loss of changes.

See also

“Unlink content files (InDesign)” on page 87

Relink missing assignment files (InDesign)

Ifyoumoveordeleteanassignmentfilefromdisk,andthenopentheInDesigndocumentfromwhichitwascreated, InDesign won’t know where the assignment file is located. You need to re-create the assignment file so InDesign can find it.

See also

“Links panel overview” on page 50

Re-create the assignment file in the original location

❖ In the Assignments panel, do one of the following:

• Select the missing assignment (it will still be listed in the panel) and choose Update Selected Assignments from

the panel menu.

• Choose Update All Assignments from the panel menu.

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Change the assignment location

❖ To re-create the assignment file in a new location, do one of the following in the Assignments panel:

• Select theassignment andchoose ChangeAssignment Location from thepanel menu.Specify a locationand name

for the new file.

• Double-click the assignment name. In the Assignment Options dialog box, click Change and specify a location

and name for the new file.

Correct mistakes

Ifyoumakeamistake,youcandiscardchangesmadesincethelastSavecommandandrestorethecontentfromthe file system.

Because InDesign automaticallysaves 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.

❖ Do one of the following:

• To undo the most recent change, choose Edit > Undo [action].

• To undo all changes made since the last time you saved the document, choose File > Revert Content.

• To undo changes since the last saved version and remove the lock file, select the content in the Assignments panel

and choose Cancel Check Out from the panel menu. This action checks in the file.

Overriding locked files (InDesign)

Users might not immediately realize how their actions affect others in the workflow, and might accidentally create situations where conflicts exist between content status and ownership. If necessary, the InDesign user can resolve conflicts by unlinking a locked file checked out to a different user and taking control over the file. Unlinking a file stores the content in the InDesign document, but the content is no longer shared with InCopy.

If you edit a story that has been checked out in InCopy, you’re prompted to embed the story so thatthe original file’s location is remembered but the file is unlocked for editing. You can later unembed and link to the original file, or you can link to another file.

See also

“Unlink content files (InDesign)” on page 87

“Accidentally updating your work” on page 83

Unlink content files (InDesign)

If necessary (because of a production deadline, for example), InDesign users can remove a content file from the managed workflow and from the Links panel by unlinking it. If you want to make the content available again for editing, you must reexport it as InCopy content using a different file name. This ensures that the old lock file won’t prevent users from editing the file.

Note: Unlinkingyourownchecked-outfileremovesitfromtheworkflowanddeletesthelockfilefromdisk.Youcanreexport the content and overwrite the file name without conflict.

❖ To unlink an InCopy content file, select the file (.incx extension) in the Links panel and choose Unlink from the

panel menu. Unlinking embeds the content into the document and removes the link to the InCopy file on disk.

To relink the file, choose Edit > Undo Unlink.

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You can also unlink by deleting a frame, or using the InDesign Links panel to relink a content file to another file.

Placing InCopy files in InDesign documents

Although a typical workflow begins in InDesign, where the basic layout and text and graphics placeholders are defined andexported to InCopy, a differentworkflow canstart with a stand-alone InCopy content file(.incx or .incd) that you place in InDesign using the File > Place command.

Consider the following dependencies when you place InCopy content files in an InDesign document:

Styles If the InCopy text file has styles applied, they are added to the InDesign list of styles for the document. In the

event of a style-name conflict, InDesign overwrites the imported style with its existing style.

Layout You can create the basic layout geometry for the content in InDesign, and then create or import the text and

styles from a word-processing application. (Text files placed within InCopy are embedded in the InCopy document and are not linked to any external file.)

Placing/Duplicating IfyouplaceanInCopycontentfilemorethanonce,eachinstanceofthecontentappearsinthe

InDesignLinkspanel,buttheyareallmanagedasonecontentfile.Thesameistrueforanyexactcopiesofacontent file (by any means of duplication).

Note: If you copy and paste some, but not all, of the text in a managed InCopy content file, the result is a new content file that is not connected to the original and has no link to any external file (InCopy or otherwise). The original and the pasted portions can be edited independently of each other.

Updates/Management OncemultipleinstancesofamanagedcontentfilearepresentinanInDesigndocument,they

behave as if they were open in two applications. For example, checking out one instance of the content file locks all other instances so that you can edit only the checked-out instance. In this case, you would use the appropriate Update command to refresh the other (open) instances of the content.

Adding editorial notes and tracking changes in InDesign

The Notes and Track Changes features in InDesign use the workflow user names to identify the author of a note or a tracked change. Notes and tracked changes are color-coded for each user as defined in Notes preferences in InDesign or the User dialog box in InCopy (File > User).

When you add editorial notes to managed content in InDesign, these notes become available to others in the workflow.

When tracked changes are turned on in InCopy, and an InDesign user makes text or graphics changes in managed content, those changes are tracked and recorded in InDesign, but are visible only in InCopy.

See also

“Enter user identification” on page 69

“Track changes” on page 126

“About editorial notes” on page 129

Chapter 5: Text

Adobe® InCopy® gives you the tools you need to add text to stories with both flexibility and precision.

Adding text

You can add text by typing, pasting, or importing text from another file. In general, you use standard wordprocessing techniques to work with text in InCopy. Select the Type tool on the toolbox, and then use the techniques described below. These methods work the same way in Galley, Story, and Layout views, whether or not the content is linked to Adobe InDesign®.

Note: You can track changes so that added text is highlighted in Galley and Story views. (See “Track changes” on page 126.)

Typing Click the insertion point where you want to add text, and begin typing.

Selecting Drag, double-click, or triple-click to select individual characters, words, lines, or paragraphs (depending

on the Preferences settings). Or click anywhere in the content, and choose Edit > Select All.

Pasting Copy or cut text, click at the location you want, and choose Edit > Paste. If you want to remove the

formatting of the pasted text, choose Edit > Paste Without Formatting. If you want to add or remove spacing as necessary, select Adjust Spacing Automatically When Cutting And Pasting Words in the Type section of the Preferences dialog box.

Deleting Select the text you want to delete, and choose Edit > Clear.

You can also import text directly from another text document.

See also

“Place (import) text” on page 90

“Import options” on page 91

Importing files

You can import text from other InCopy stories, Microsoft® Word, Microsoft Excel, and any application that can export text in Rich Text Format (RTF) or text-only format. All importable file formats are listed in the InCopy Place dialog box (in the Files Of Type menu for Windows®, and in the right list pane for Mac OS).

Document formatting and styles

You can import files with or without formatting. If you import the files with formatting, InCopy imports most character and paragraph formatting attributesfrom textfiles, but ignores most page-layout information, suchas page breaks, margins, and column settings (which you can set in InDesign). In general, InCopy imports all formatting information specified in the word-processing application, except for features not available in InCopy.

If InCopy hasan import filter for an application, you can determine which styles are imported, and which formatting to use if there is a name conflict.

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Note: InDesign controls the styles in linked InCopy stories. When you place an InCopy story in InDesign, any imported styles in the InCopy document are overridden in InDesign if there are conflicting style names.

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).

You can import files created in the recent versions of Microsoft Word. If you are placing a file from a different wordprocessing application or from Word 95 for Windows or earlier, such as Word 6, open the file in its original application and save it in a compatible Word format or in RTF, which preserves most formatting.

See also

“Place (import) text” on page 90

“Import graphics” on page 48

Place (import) text

For large amounts of text, the Place command is the most useful way to import content. InCopy supports a variety of word-processing, spreadsheet, and text file formats. The degree to which the original formatting is preserved depends on the import filter for the file type and the options you choose as you place the file. You can also open Word, text, and RTF files directly in InCopy.

1 Using the Type tool , click where you want the text to appear.

2 Choose File > Place.

3 In thePlace dialog box, select Show Import Options if you want to display a dialog box containing import options

for the type of file you’re placing.

4 Select the textfile you want to place,and then click Open. (If you Shift-click Open, the Import Options dialog box

appears, even if Show Import Options isn’t selected.)

5 Do any of the following:

• If a dialog box displays import options for the typeof file you’replacing, select any options youwant, and click OK.

• Ifthedocumentyou’reimportingcontainsfontsthataren’tavailableonyoursystem,adialogboxopenstoinform

you of the font substitution. If you prefer to specify other substitution fonts, click Find Font and choose alternatives. Click OK.

If the text you import into your document includes pink, green, or another color of highlighting, you likely have one

or more composition preference options turned on. Open the Composition section of the Preferences dialog box, and notice which options are turned on under Highlight. For example, if the pasted text is formatted with fonts not available in InCopy, the text is highlighted in pink.

See also

“Import options” on page 91

“Importing files” on page 89

“Open a stand-alone document” on page 37

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Import options

When you import Word, Excel, and tagged text files, you can determine how the files are imported.

Microsoft Word and RTF import options

If you select Show Import Options when placing a Word file or an RTF file, you can choose from these options:

Table Of Contents Text Imports the table of contents as part of the text in the story. These entries are imported as

text only.

Index Text Imports the index as part of the text in the story. These entries are imported as text only.

Footnotes Imports Word footnotes. Footnotes and references are preserved, but renumbered based on the

document’s footnote settings.

Endnotes Imports endnotes as part of the text at the end of the story.

Use Typographer’s Quotes Ensures that imported text includes left and right quotation marks (“ ”) and

apostrophes (’) instead of straight quotation marks (" ") and apostrophes (').

Remove Styles And Formatting From Text And Tables Removes formatting, such as typeface, type color, and type

style, from the imported text, including text in tables. Paragraph styles and inline graphics aren’t imported if this option is selected.

Preserve Local Overrides When you choose to remove styles and formatting from text and tables, you can select

Preserve Local Overrides to maintain character formatting, such as bold and italics, that is applied to part of a paragraph. Deselect this option to remove all formatting.

Convert Tables To When you choose to remove styles and formatting from text and tables, you can convert tables to

either basic, unformatted tables or unformatted, tab-delimited text.

If you want to import unformatted text and formatted tables, import the text without formatting, and then paste the tables from Word into InCopy.

Preserve Styles And Formatting From Text And Tables Preserves the Word document’s formatting in the InDesign

or InCopy document. You can use the other options in the Formatting section to determine how styles and formatting are preserved.

Manual Page Breaks Determines how page breaks from the Word file are formatted in InDesign or InCopy. Select

Preserve Page Breaks to use the same page breaks used in Word, or select Convert To Column Breaks or No Breaks.

Import Inline Graphics Preserves inline graphics from the Word document in InCopy.

Import Unused Styles Imports all styles from the Word document, even if the styles aren’t applied to text.

Convert Bullets & Numbers To Text Imports bullets and numbers as actual characters, preserving the look of the

paragraph. However, in numbered lists, the numbers are not automatically updated when the list items are changed.

Track Changes Selecting this option causes highlighting and strikeout to appear when you edit the imported text in

InCopy while Track Changes is turned on; deselecting this option causes all the imported text to be highlighted as a single addition. Track Changes can be viewed in InCopy, not InDesign.

Import Styles Automatically Imports styles from the Word document into the InDesign or InCopy document. If a

yellow warning triangle appears next to Style Name Conflicts, then one or more paragraph or character style from the Word document has the same name as an InCopy style.

To determine how these style name conflicts are resolved, select an option from the Paragraph Style Conflicts and Character Style Conflicts menu. Choosing Use InDesign Style Definition causes the imported style text to be formatted based on the InDesign style. Choosing Redefine InDesign Style causes the imported style text to be

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formatted based on the Word style, and changes existing InDesign text formatted with that style. Choosing Auto RenamecausestheimportedWordstylestoberenamed.Forexample,ifInDesignandWordhaveaSubheadingstyle, the imported Word style is renamed Subheading_wrd_1 when Auto Rename is selected.

Note: InDesign converts paragraph and character styles but not bulleted and numbered list styles.

Customize Style Import Lets you use the Style Mapping dialog box toselect which InDesign style should be used for

each Word style in the imported document.

Save Preset Stores the current Word Import Options for later reuse. Specify the import options, click Save Preset,

type the name of the preset, and click OK. The next time you import a Word style, you can select the preset you created 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:

Character Set Specifies the computer language character set, such as ANSI, Unicode, or WindowsCE, that was used

to create the text file. The default selection is the character set that corresponds to the default language of InDesign or InCopy.

Platform Specifies whether the file was created in Windows or Mac OS.

Set Dictionary To Specifies the dictionary to be used by the imported text.

Extra Carriage Returns Specifies how extra paragraph returns are imported. Choose Remove At End Of Every Line

or Remove Between Paragraphs.

Replace Replaces the specified number of spaces with a tab.

Use Typographer’s Quotes Ensures that imported text includes left and right quotation marks (“ ”) and

apostrophes (’) instead of straight quotation marks (" ") and apostrophes (').

Microsoft Excel import options

You can choose from these options when importing an Excel file:

Sheet Specifies the worksheet you want to import.

View Specifies whether to import any stored custom or personal views, or to ignore the views.

Cell Range Specifies the range of cells, using a colon (:) to designate the range (such as A1:G15). If there are named

ranges within the worksheet, these names appear in the Cell Range menu.

Import Hidden Cells Not Saved in View Includes any cells formatted as hidden cells in the Excel spreadsheet.

Table Specifies how the spreadsheet information appears in the document.

• Formatted Table InCopy tries to preserve the same formatting used in Excel, although the formatting of text

within each cell may not be preserved. If the spreadsheet is linked rather than embedded, updating the link will override any formatting applied to the table in InCopy.

• Unformatted Table Thetable isimported without any formatting from thespreadsheet,and InCopy formatting is

usedevenifyouupdatealinkedtable.Whenthisoptionisselected,youcanapplyatablestyletotheimportedtable.

• Unformatted Tabbed Text The table is imported as tab-delimited text, which you can then convert to a table in

InDesign or InCopy.

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• Formatted Only Once InDesign preserves the same formatting used in Excel during the initial import. Whenever

you update the link to the table, any formatting changes made to the spreadsheet are ignored in the linked table.This option isn’t available in InCopy.

Table Style Applies the table style you specify to the imported document. This option is available only if Unfor-

matted Table is selected.

Cell Alignment Specifies the cell alignment for the imported document.

Include Inline Graphics Preserves inline graphics from the Excel document in InDesign.

Number Of Decimal Places To Include Specifies the number of decimal places of spreadsheet figures.

Use Typographer’s Quotes Ensures that imported text includes left and right quotation marks (“ ”) and

apostrophes (’) instead of straight quotation marks (" ") and apostrophes (').

Tagged-text import options

You can import (or export) a text file capable of taking advantage of InDesign’s formatting capabilities by using the tagged text format. Tagged-text files are text files containing information describing the formatting you want InDesign to apply. Properly tagged textcan describe almost anything that canappear in anInDesign story,including all paragraph-level attributes, character-level attributes, and special characters.

For information on specifying tags, see the Tagged Text PDF document on the InDesign CS3 DVD.

The following options are available when you import a tagged-text file and select Show Import Options in the Place dialog box.

Use Typographer’s Quotes Ensures that imported text includes left and right quotation marks (“ ”) and

apostrophes (’) instead of straight quotation marks (" ") and apostrophes (').

Remove Text Formatting Removes formatting, such as typeface, type color, and type style, from the imported text.

Resolve Text Style Conflicts Using Specifies which character or paragraph style to apply when there is a conflict

between the style in the tagged-text file and the style in the InDesign document. Select Publication Definition to use the definition that already exists for that style in the InDesign document. Select Tagged File Definition to use the style as defined in the tagged text. This option creates another style name,with “copy” appended to it in the Style panel.

Show List Of Problem Tags Before Place Displays a list of unrecognized tags. If a list appears, you can choose to

cancel or continue the import. If you continue, the file may not look as expected.

Type Asian text using inline input

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

2 Select Use Inline Input for Non-Latin Text, and then click OK.

You can use a system input method, if available, for adding 2-byte and 4-byte characters. This method is especially useful for entering Asian characters.

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Editing text

Select text

❖ Using the Type tool, do one of the following:

• Drag the I-bar cursor over a character, word, or an entire text block to select it.

• Double-click a word to select it. Spaces next to the word are not selected.

• Triple-click anywhere in a line to select a line. If the Triple Click To Select A Line preferences option is deselected,

triple-clicking selects the entire paragraph.

• If the Triple Click To Select A Line option is selected, quadruple-click anywhere in a paragraph to select the entire

paragraph.

• Quintuple-click to select the entire story, or click anywhere in a story and choose Edit > Select All.

Note: If you select text that contains a note anchor, using any of the above procedures, the note and its contents are also selected.

See also

“Keys for working with text” on page 262

Change what triple-clicking does

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

2 Select Triple ClickToSelect 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” on page 95

Paste text from another application

To preserve formatting and information such as styles and index markers, open the Clipboard Handling section of the Preferences dialog box, and select All Information under Paste. To remove these items and other formatting when pasting, select Text Only.

2 Cut or copy text in another application or in an InCopy document.

3 Do one of the following:

• Choose Edit > Paste. If the pasted text doesn’t include all the formatting, you may need to change settings in the

Import Options dialog box for RTF documents.

• Choose Edit > Paste Without Formatting. (Paste Without Formatting is dimmed if you paste text from another

application when Text Only is selected in Clipboard Handling Preferences.)

INCOPY CS3

User Guide

Adjust spacing automatically when pasting text

When you paste text, spaces can be automatically added or removed, depending on the context. For example, if you cutawordandthenpasteitbetweentwowords,aspaceappearsbeforeandaftertheword.Ifyoupastethatwordat the end of a sentence, before the period, a space is not added.

1 Choose Edit > Preferences > Type (Windows) or InCopy > Preferences > Type.

2 Select Adjust Spacing Automatically When Cutting And Pasting Words, and then click OK.

Drag and drop text

You can use the mouse to drag and drop text in Galley View, Story View, or Layout View. You can even drag text into some dialog boxes, such asFind/Change. Dragging text froma locked orchecked-in story copies the textrather than moves it. You can also copy text when dragging.

1 To enabledrag and drop, choose Edit > Preferences >Type (Windows)or InCopy >Preferences > Type (Mac OS),

select Enable In Layout View, Enable In Story Editor(InDesign), or Enable in Galley/Story View (InCopy), and then click OK.

2 Select the text that you want to move or copy.

3 Hold the pointer over the selected text until the drag and drop icon appears, and then drag the text.

As you drag,the selected textremains inplace, but a vertical bar indicates where the textwill appear when you release the mouse button. The vertical bar appears in any text frame that you drag the mouse over.

4 Do any of the following:

• To drop the text in a new location, position the vertical bar where you would like the text to appear and release

the mouse button.

• To drop the text without formatting, hold down Shift after you start dragging, and then release the mouse button

before releasing the key.

• To copy the text, hold down Alt (Windows) or Option (Mac OS) after you start dragging, and then release the

mouse button before releasing the key.

You can also use a combination of these modifier keys. For example, to copy unformatted text to a new frame, hold down Alt+Shift+Ctrl (Windows) or Option+Shift+Command (Mac OS) after you start dragging.

If the text you drop doesn’t have the proper spacing, select the Adjust Spacing Automatically option in Type Preferences.

See also

“Paste text” on page 94

Transpose characters

If you transpose two adjacent characters as you type, you can correct them with the Transpose command. For example, if you typed 1243 instead of 1234, the Transpose command switches the 4 and the 3.

1 Place the insertion point between the two characters you want to transpose.

2 Choose Edit > Transpose.

Note: The Transpose command applies only to characters and numbers within stories. It cannot move InCopy note anchors, tables, spaces, or other nonprinting characters. You cannot use Transpose in a locked story.

INCOPY CS3

User Guide

See also

“Keys for working with text” on page 262

View hidden characters

When you’re editing text, it’s often useful to see nonprinting characters,such as spaces, tabs, and paragraph symbols. These characters are visible only in a document window; they won’t output or print.

Growth in production of custom hand-made guitars by year:

1996 1997 1998

12 36 89

Growth in production of custom hand-made guitars by year:

1996 1997 1998

12 36 89

Nonprinting characters hidden (top) and visible (bottom)

❖ Do one of the following:

• Choose Type > Show Hidden Characters. A check mark appears next to the menu command.

• Click the Show Hidden Characters button on the horizontal toolbar.

Edit text on a master page

In InDesign documents, a master page is a kind of template that applies to multiple pages. Master pages typically specify only common layout elements that appear on all pages of the document, such as the margins, page numbers, headers, and footers. You can use InCopy to edit the text on an InDesign master page if the text is a linked file. However, you cannot change any of the frame attributes controlled by the master, and you cannot edit master-page text from any other (regular) pages in the document.

Note: If you can’t click an insertion point into a nonlocked text frame on a regular page, that text might be on a master page. Check with the person who set up the frames and with your design team.

1 Choose View > Layout View if your document is not already in Layout view.

2 Choose the master page from the page box at the lower left of the document window.

Selecting the InDesign master page

3 On the master page, select the text that you want to edit, and make the changes.

To edit text on a master page, the master page must include managed stories that are checked out.

ADOBE InCopy CS3 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Chapter 1: Getting started

Installation

Requirements

Install the software

Activate the software

Register

Read Me

Adobe Help

Adobe Help resources

Using Help in the product

Resources

Adobe Video Workshop

Extras

Bridge Home

Adobe Design Center

Adobe Developer Center

Customer support

Downloads

Adobe Labs

User communities

What’s new

Collaboration enhancements

Productivity enhancements

Editorial enhancements

Customizable user interface

Chapter 2: Workspace

Workspace basics

Workspace overview

Customize the workspace

Save workspaces

Use toolbars

Use context menus

Customize menus

Use keyboard shortcut sets

Viewing stories

Galley, Story, and Layout view overview

About Galley view

Customize Galley and Story views

Use the vertical depth ruler

Layout view overview

About frames

Show or hide frame edges

View documents

Customizing preferences and defaults

About preferences

Set interface preferences

Specify default settings for new documents

Restore all preferences and default settings

Reset warning dialog boxes

Moving through documents

Scrolling through documents

Move through a document with the Hand tool

Go to another page in Layout view

Jump to position markers

Reorder InCopy stories

Recovery and undo

Recover documents

Undo mistakes

Chapter 3: Working with InCopy documents

Using an InCopy workflow

About InCopy workflows

About linked (managed) documents

Working with multistory files

Working with stand-alone documents

Create a stand-alone document

Open a stand-alone document

Change document layout

Define custom document presets

Linking InCopy files to InDesign

Rename InCopy stories

About Adobe Bridge

Browse for files by using Bridge

Scripting in InCopy

Saving and exporting

Save documents