ADOBE InCopy CS3 User Manual

®

ADOBE

ADOBE® InCopy® CS3

USER GUIDE

Copyright

© 2007 Adobe Systems Incorporated. All rights reserved.

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

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Contents

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

iv

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.

1

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

Register your product to receive complimentary installation support, notifications of updates, and other services.

❖ 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.

2

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.

3

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.

INCOPY CS3

User Guide

A

C

D

B

4

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

INCOPY CS3

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.

5

INCOPY CS3

User Guide

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.

6

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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A

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.

7

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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.

INCOPY CS3

User Guide

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.

8

INCOPY CS3

User Guide

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.

9

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.

INCOPY CS3

User Guide

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.

10

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

INCOPY CS3

User Guide

• 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

11

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.

INCOPY CS3

User Guide

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.

12

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.

INCOPY CS3

User Guide

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.

13

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.

14

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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User Guide

A B C

D

E

G

15

F

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

H

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.

INCOPY CS3

User Guide

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

C

16

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

INCOPY CS3

User Guide

17

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.)

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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.

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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.

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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.

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See also

“Save workspaces” on page 20

Create a custom menu set

1

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

1

Choose Edit > Menus.

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

Edit or delete a custom menu set

1

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.

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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

1

Choose Edit > Keyboard Shortcuts.

2 Select a shortcut set from the Set menu.

3 Click OK.

View shortcuts

1

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

1

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

1

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

1

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.

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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

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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

1

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,