ADOBE InCopy CS6 User Manual

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Last updated 6/16/2016

Chapter 1: What’s new

New features summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Chapter 2: Workspace

Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Viewing stories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Recovery and undo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Moving through documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Customizing preferences and defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Chapter 3: InCopy documents

Create and use InCopy workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Transforming graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Stand-alone documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Saving and exporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Importing graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Including metadata in a story . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Controlling graphics display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Frame grids . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Frames, grids, rulers, and guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

iii

Chapter 4: InCopy and InDesign

Sharing content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Working with managed files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Understanding a basic managed-file workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Adjusting your workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Assignment packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Chapter 5: Text

Glyphs and special characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Using editorial notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Using the thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Using text macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Tracking and reviewing changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Tex t var iables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Adding text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Checking spelling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Cross-references . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Copyfitting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Editing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Find/Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Footnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

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INCOPY

Content s

Chapter 6: Styles

Paragraph and character styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Working with styles Drop caps and nested styles

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Chapter 7: Typography

Bullets and numbering Formatting CJK characters Using fonts

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Text composition Tabs and indents Leading

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Kerning and tracking Aligning text

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Composing CJK characters Changing spacing between charac Formatting characters Formatting paragraphs Formatting text

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ters in CJK text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

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Chapter 8: Tables

Formatting tables Selecting and editing tables Tab le and cell styles Table strokes and fills Creating tables

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Chapter 9: Printing

Setting up a printer Printing stories

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Chapter 10: PDF

Understanding Adobe PDF Exporting to Adobe PDF

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Chapter 11: XML

Working with XML Using XML files Tagging content for XML

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Structuring documents for XML Exporting to XML

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Chapter 12: Keyboard shortcuts

Default keyboard shortcuts

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Chapter 1: What’s new

New features summary

Cleaner and bigger UI

Users often complain about eye strain after using InCopy for a long time, mostly due to small UI elements in InCopy. With this release, the following areas have been enhanced:

• Panels have been redesigned in InCopy by increasing the:

• Size of various controls in panels.

• Font size.

• Inter-spacing between controls (both vertical and horizontal).

• Dialogs have been redesigned by increasing the height of UI controls.

Panels and dialogs now look bigger, cleaner, and less cluttered.

Sorting Swatches

New options are available to sort swatches in the Swatches panel. You can sort swatches by the following:

• Name

• Color Values

For more information, see Sort swatches .

Style Override Highlighter

Use the Style Override Highlighter to identify all the paragraph and/or character style overrides applied in your document. You can enable the Style Override Highlighter widget in the Paragraph Styles or Character Styles panel.

For more information, see Highlight character and paragraph style overrides

Work with glyphs more easily

With the latest OpenType enhancements, apply alternate glyphs for a specific character, and convert text to true fractions, directly from an in-context menu.

Plus, search for a glyph in the Glyphs panel by name, by unicode or GID value, or by the specific character.

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What’s new

For more information, see the article on Glyphs and special characters.

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Chapter 2: Workspace

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. The workspaces of the different applications in Adobe® Creative Suite® 5 share the same appearance so that you can move between the applications easily. You can also adapt each application to the way you work by selecting from several preset workspaces or by creating one of your own.

Although the default workspace layout varies in different products, you manipulate the elements much the same way in all of them.

• The Application bar across the top contains a workspace switcher, menus (Windows only), and other application

controls. On the Mac for certain products, you can show or hide it using the Window menu.

• The Tools panel contains tools for creating and editing images, artwork, page elements, and so on. Related tools are

grouped.

• The Control panel displays options for the currently selected tool. In Illustrator, the Control panel displays options

for the currently selected object. (In Adobe Photoshop® this is known as the Options bar. In Adobe Flash®, Adobe Dreamweaver®, and Adobe Fireworks® this is known as the Property Inspector and includes properties of the currently selected element.)

• The Document window displays the file you’re working on. Document windows can be tabbed and, in certain cases,

grouped and docked.

• Panels help you monitor and modify your work. Examples include the Timeline in Flash, the Brush panel in

Illustrator, the Layers panel in Adobe Photoshop®, and the CSS Styles panel in Dreamweaver. Panels can be grouped, stacked, or docked.

• The Application frame groups all the workspace elements in a single, integrated window that lets you treat the

application as a single unit. When you move or resize the Application frame or any of its elements, all the elements within it respond to each other so none overlap. Panels don’t disappear when you switch applications or when you accidentally click out of the application. If you work with two or more applications, you can position each application side by side on the screen or on multiple monitors.

If you are using a Mac and prefer the traditional, free-form user interface, you can turn off the Application frame. In Adobe Illustrator®, for example, select Window > Application Frame to toggle it on or off. (In Flash, the Application frame is on permanently for Mac, and Dreamweaver for Mac does not use an Application frame.)

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Workspace

A Tabb ed D ocument wi ndows B Application bar C Workspace switcher D Panel title bar E Control panel F Tool s p ane l G Collapse To Icons button H Four panel groups in vertical dock

Hide or show all panels

• (Illustrator, Adobe InCopy®, Adobe InDesign®, Photoshop, Fireworks)To hide or show all panels, including the Tools

panel and Control panel, press Tab.

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

pre

ss Shift+Tab.

You can temporarily display hidden panels if Auto-Show Hidden Panels is selected in Interface preferences. It’s always

on in Illustrator. Move the pointer to the edge of the applica

tion window (Windows®) or to the edge of the monitor (Mac

OS®) and hover over the strip that appears

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

Display panel options

k the panel menu icon in the upper-right corner of the panel.

Clic

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

In Photoshop, you can change the font size of the text in panels and tool tips. In the Interface preferences, choose a size from the UI Font Size menu.

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Workspace

(Illustrator) Adjust panel brightness

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

Reconfigure the Tools panel

You can display the tools in the Tools panel in a single column, or side by side in two columns. (This feature is not available in the Tools panel in Fireworks and Flash.)

In InDesign and InCopy, you also can switch from single-column to double-column (or single-row) display by setting an option in Interface preferences.

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

Manage windows and panels

You can create a custom workspace by moving and manipulating Document windows and panels. You can also save workspaces and switch among them. For Fireworks, renaming custom workspaces can lead to unexpected behavior.

Note: The following examples use Photoshop for demonstration purposes. The workspace behaves the same in all the products.

Rearrange, dock, or float document windows

When you open more than one file, the Document windows are tabbed.

• To rearrange the order of tabbed Document windows, drag a window’s tab to a new location in the group.

• To undock (float or untab) a Document window from a group of windows, drag the window’s tab out of the group.

Note: I

n Photoshop you can also choose Window > Arrange > Float in Window to float a single Document window, or Window > Arrange > Float All In Windows to float all of the Document windows at once. See tech note kb405298 for more information.

Note: Dr button to create floating windows (Windows), or choose Window > Tile Vertically to create side-by-side Document windows. Search “Tile Vertically” in Dreamweaver Help for more information on this topic. The workflow is slightly different for Macintosh users.

eamweaver does not support docking and undocking Document windows. Use the Document window’s Minimize

• To dock a Document window to a separate group of Document windows, drag the window into the group.

• To create groups of stacked or tiled documents, drag the window to one of the drop zones along the top, bottom, or

sides of another window. You can also select a layout for the group by using the Layout button on the Application bar.

Note: S

ome products do not support this functionality. However, your product may have Cascade and Tile commands in

the Window menu to help you lay out your documents.

• To switch to another document in a tabbed group when dragging a sele ction, drag the selection over the document’s

tab for a moment.

ome products do not support this functionality.

Note: S

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.

• 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.

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• 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.

You can prevent panels from filling all the space in a dock. Drag the bottom edge of the dock up so it no longer meets the edge of the workspace.

Move panels

As you move panels, you see blue highlighted drop zones, areas where you can move the panel. For example, you can move a panel up or down in a dock by dragging it to the narrow blue drop zone above or below another panel. If you drag to an area that is not a drop zone, the panel floats freely in the workspace.

Note: The position of the mouse (rather than the position of the panel), activates the drop zone, so if you can’t see the drop zone, try dragging the mouse to the place where the drop zone should be.

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

• To move a panel group, drag the title bar.

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A Title bar B Tab C Drop zone

Press Ctrl (Windows) or Command (Mac OS) while moving a panel to prevent it from docking. Press Esc while moving the panel to cancel the operation.

Add and remove panels

If you remove all panels from a dock, the dock disappears. You can create a dock by moving panels to the right edge of the workspace until a drop zone appears.

• To remove a panel, right-click (Windows) or Control-click (Mac) its tab and then select Close, or deselect it from

the Window menu.

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

Manipulate panel groups

• To move a panel into a group, drag the panel’s tab to the highlighted drop zone in the 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 move a group, drag the title bar (the area above the tabs).

Stack floating panels

When you drag a panel out of its dock but not into a drop zone, the panel floats freely. The floating panel allows you to position it anywhere in the workspace. You can stack floating panels or panel groups so that they move as a unit when you drag the topmost title bar.

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

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• 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 panels

• To minimize or maximize a panel, panel group, or stack of panels, double-click a tab. You can also double-click the

tab area (the empty space next to the tabs).

• To resize a panel, drag any side of the panel. Some panels, such as the Color panel in Photoshop, cannot be resized

by dragging.

Collapse and expand panel icons

You can collapse panels to icons to reduce clutter on the workspace. In some cases, panels are collapsed to icons in the default workspace.

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

• To expand a single panel icon, click it.

• To resize panel icons so that you see only the icons (and not the labels), adjust the width of the dock until the text

disappears. To display the icon text again, make the dock wider.

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

In some products, if you select Auto-Collapse Icon Panels from the Interface or User Interface Options preferences, an expanded panel icon collapses automatically when you click away from it.

• To add a floating 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.)

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• To move a panel icon (or panel icon group), drag the icon. You can drag panel icons up and down in the dock, into

ther docks (where they appear in the panel style of that dock), or outside the dock (where they appear as floating

o icons).

Save and switch workspaces

By saving the current size and position of panels as a named workspace, you can restore that workspace even if you move or close a panel. The names of saved workspaces appear in the workspace switcher in the Application bar.

Save a custom workspace

1 With the workspace in the configuration you want to save, do one of the following:

• (Illustrator) Choose Window > Workspace > Save Workspace.

• (Photoshop, InDesign, InCopy) Choose Window > Workspace > New Workspace.

• (Dreamweaver) Choose Window > Workspace Layout > New Workspace.

• (Flash) Choose New Workspace from the workspace switcher in the Application bar.

• (Fireworks) Choose Save Current from the workspace switcher in the Application bar.

2 Type a name for the workspace.

3 (Photoshop, InDesign) Under Capture, select one or more options:

Panel Locations Saves the current panel locations (InDesign only).

Keyboard shortcuts Saves the current set of keyboard shortcuts (Photoshop only).

Menus or Menu Customization Saves the current set of menus.

Display or switch workspaces

Select a workspace from the workspace switcher in the Application bar.

In Photoshop, you can assign keyboard shortcuts to each workspace to navigate among them quickly.

Delete a custom workspace

• Select Manage Workspaces from the workspace switcher in the Application bar, select the workspace, and then click

Delete. (The option is not available in Fireworks.)

• (Photoshop, InDesign, InCopy) Select Delete Workspace from the workspace switcher.

• (Illustrator) Choose Window > Workspace > Manage Workspaces, select the workspace, and then click the Delete

icon.

• (Photoshop, InDesign) Choose Window > Workspace >Delete Workspace, select the workspace, and then click

lete.

Restore the default workspace

1 Select the Default or Essentials workspace from the workspace switcher in the application bar. For Fireworks, see

the article http://www.adobe.com/devnet/fireworks/articles/workspace_manager_panel.html.

Note: I

n Dreamweaver, Designer is the default workspace.

2 For Fireworks (Windows), delete these folders:Wi n d ow s

Vista\\Users\<username>\AppData\Roaming\Adobe\Fireworks CS4\ Windows XP\\Documents and

Settings\<username>\Application Data\Adobe\Fireworks CS4

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3 (Photoshop, InDesign, InCopy) Select Window > Workspace > Reset [Workspace Name].

(Photoshop) Restore a saved workspace arrangement

In Photoshop, workspaces automatically appear as you last arranged them, but you can restore the original, saved arrangement of panels.

• To restore an individual workspace, choose Window > Workspace > Reset Wo r k s p a c e Name.

• To restore all the workspaces installed with Photoshop, click Restore Default Workspaces in the Interface

preferences.

To rearrange the order of workspaces in the application bar, drag them.

Change Interface preferences

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

2 Choose the settings you want to specify, and click OK.

Tool Tips Tool tips appear when you hold the mouse pointer over interface items such as tools in the toolbar and

options in the Control panel. Choose None to turn off tool tips.

Show Thumbnails On Place When you place a graphic, a thumbnail of the image appears in the loaded graphics cursor.

Similarly, a thumbnail of the first few lines of text appears in the loaded text cursor. Deselect this option if you don’t want thumbnails to appear when placing graphics or text.

Show Transformation Values When you’re creating, sizing, or rotating an object, the cursor displays the [x,y]

coordinates, width and height, or rotation information.

Enable Multi-Touch Gestures Select this option to allow Windows and Mac OS multi-touch mouse gestures to work in

InDesign. For example, when you use the Magic Mouse in Mac OS, the swipe gesture scrolls up or down or moves to the previous or next page or spread, and the rotate gesture rotates the spread.

Highlight Object Under Selection Tool Select this option to highlight the frame edges of objects when the direct

selection tool is moved over it.

Floating Tools Panel Specify whether the toolbar appears as a single column, double column, or single row.

Auto-Collapse Icon Panels When this option is selected, clicking the document window closes the open panel

automatically.

Auto-Show Hidden Panels When you hide panels by pressing Tab, holding the mouse pointer over the side of the

document window temporarily reveals the panels if this option is selected. If this option is not selected, you must press Tab again to display panels.

Open Documents As Tabs When this option is deselected, documents you create or open appear as floating windows

rather than tabbed windows.

Enable Floating Document Window Docking If this option is selected, you can dock floating documents with each

other as tabbed windows. If this option is deselected, floating document windows aren’t docked with other document windows, unless you hold down Ctrl (Windows) or Command (Mac OS) while dragging.

Hand Tool To control whether to greek text and images when you scroll a document, drag the Hand Tool slider to the

desired level of performance versus quality.

Live Screen Drawing Select an option to determine whether the image redraws as you drag an object. If Immediate is

selected, the image redraws while you drag. If Never is selected, dragging an image moves only the frame, and then

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image is moved when you release the mouse button. If Delayed is selected, the image redraws only if you pause before dragging. Delayed offers the same behavior as in InDesign CS4.

Use toolbars

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

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:

• To spe cify whi ch t ool s appear o n a t ool bar, cl ick the tria ngl e at th e en d of the too lba r, se lec t Cu stomi ze, and sel ect

tools. The menu contains options specific to the toolbar.

• To move a toolbar, drag its title bar.

• To combine toolbars, click the gripper area of a toolbar, and drag the toolbar on top of another or along the same

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

• 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).

• 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.

View tool hints

The Tool Hints panel describes how modifier keys work with the selected tool.

1 Choose Window > Utilities > Tool Hints to display the Tool Hints panel.

2 Select a tool in the toolbox to view a description of that tool and its modifier keys and shortcuts.

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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 command from view; it doesn’t disable any features. At any time, you can view hidden commands by selecting the Show All Menu Items command at the bottom of a menu, or you can choose Window > Workspace > Show Full Menus to show all the menus for the selected workspace. 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 icon in the upper right of a panel.

Note: If you select a different workspace, such as Getting Started, some menu commands are hidden. To display menu commands, choose Show All Menu Items at the bottom of the menu, or choose a different workspace, such as Advanced.

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, click the eye icon under Visibility to show or hide the command; click None under Color to select 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.

• 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.

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Show hidden menu items

• Choose Window > Workspace > Show Full Menus. This command turns on all menus for the selected workspace.

You can hide the menus again by resetting the workspace.

• 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 commands that can accept shortcuts but don’t have shortcuts defined for them in the default shortcut set.

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.

2 Click New Set.

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

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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.

Note: Assigning single-key shortcuts to menu commands interferes with entering 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.

More Help topics

Keyboard 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.

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Story view Displays text in a continuous stream, wrapping the text at the document window. Story view doesn’t show

accurate line endings, so you can concentrate on content. However, if text doesn’t fit into the assigned layout space, an overset indicator marks the point at which the InCopy text exceeds the space. In Story view, the information area displays only paragraph styles. Line numbers aren’t visible in 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.

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

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

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

When you open an InDesign document in InCopy, working in Galley view is analogous to working with galley 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.

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

Galley view includes the Copyfit break feature, which indicates the point at which the InCopy text exceeds the layout s

By default, Galley view displays text at 12 points. You can cha or edit. You can also change the background and font colors.

Note: T

hen multiple breaks are represented by a single boundary, such as a page break coinciding with a frame break, the

pace assigned for it in InDesign.

nge the font, size, or spacing to make text easier to read

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

The Galley & Story Appearance toolbar at the bottom of the workspace controls several settings that you might want t

o change frequently when working on a document. These settings include:

• Display font type and size

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

• Show/hide line number and styles columns

• Customize Galley & Story Appearance controls

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.)

te: I

t’s important to understand the difference between changing the font display size and applying text formatting.

th can be done in Galley view. Changing the font display size doesn’t affect the way text looks in a publication,

Bo 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) or InCopy > Preferences > Galley & Story Display

(Mac OS).

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

Tex t 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 transition between

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. The Default option uses shades of gray to smooth text. The LCD Optimized option uses colors, rather than shades of gray, and works best on light-colored backgrounds with black text. The Soft option uses shades of gray, but produces a lighter, fuzzier appearance.

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

Note: A

ny settings made in the Galley & Story Display section apply to both the

Galley and Story views.

Show or hide the information column

The information column appears on the left side of the document window in Galley and Story views. This column contains read-only information about paragraph styles, line numbers, and the vertical depth of text; you cannot type in this area.

Do one of the following:

• To change the view in the current document only, choose View > Show Info Column or View > Hide Info

Column.

• To c han ge t he de fau lt vi ew in t he ap pli cat ion, clo se all d oc ume nts , and cho os e Vie w > Sh ow I nfo Colu mn or Vie w

ide Info Column.

> H

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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.

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 lin modify the story layout with InCopy. You can work only with the text and text attributes.

If you work with a stan document or assignment file—you can work with the text and text attributes, and you can change the page size using the Document Setup command.

Layout view offers more tools and View-menu commands than the other views. You can use the Hand tool, the Zoom to

ol, 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: T

hese 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.

ked story—a managed story within an open InDesign document or assignment file—you cannot

d-alone InCopy document—an individual InCopy document that isn’t within an open InDesign

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About frames

In the Layout view of a document in progress, you see one or more boxes on the page. These nonprinting boxes might contain text, graphics, or nothing. The boxes represent frames—spaces in the layout reserved for specific elements. Each frame is defined to contain either text or a graphic. Non-managed stories in an InDesign document or in an assignment file are dimmed so that they can be identified easily.

Tex t f rames 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 a story, the frame configuration determines how the story text flows through the layout.

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

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

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 add text to an empty text frame only if the frame is associated with the story exported to InCopy from InDesign. You can also import or paste graphics into an empty graphics frame in InCopy.

Show or hide frame edges

Hiding frame edges also hides the X in an empty graphics frame.

In Layout vie

w, choose View > Extras > Show Frame Edges or View > Extras > Hide Frame Edges.

View documents

Use the Zoom tool or View options to zoom in on or out of documents.

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Zoom in or out

In Layout vie

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

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

• To set a specific magnification level, type or choose a magnification level in the Zoom box in the application bar.

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

w, you can magnify or reduce the view of a page. The application bar displays the zoom percentage.

the view to the next preset percentage, centering the display around the point you click. At maximu

agnification, 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.

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

Use power zoom

Power zoom offers a quick way to scroll through your document pages. Using the grabber hand, you can use zoom in or out and scroll through your entire document. This feature is especially useful for long documents.

You must be in Layout view to use power zoom.

1 Click the Hand tool .

To activate the grabber hand, you can also hold down the s

2 With the grabber hand active, click and hold down the mouse button.

pacebar or hold down Alt/Option while in text mode.

The document zooms out so that you can see more of the spread. A red box indicates the view area.

3 With the mouse button still held down, drag the red box to scroll through the document pages. Press arrow keys or

use the mouse scroll wheel to change the size of the red box.

4 Release the mouse button to zoom in on the new area of the document.

The document window returns to its original zoom

percentage or to the size of the red box.

Magnify by dragging

1 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

ommand+Option+spacebar (Mac OS).

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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 box in the application bar.

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.

Working with ConnectNow

Adobe® ConnectNow provides you with a secure, personal online meeting room where you can meet and collaborate with others via the web in real time. With ConnectNow, you can share and annotate your computer screen, send chat messages, and communicate using integrated audio. You can also broadcast live video, share files, capture meeting notes, and control an attendee's computer.

You can access ConnectNow directly from the application interface.

1 Choose File > Share My Screen.

2 In the Sign In to Adobe CS Live dialog box, enter your email address and password, and click Sign In. If you don’t

have an Adobe ID, click the Create Adobe ID button.

3 To share your screen, click the Share My Computer Screen button at the center of the ConnectNow application

window.

For complete instructions on using ConnectNow, see Adobe ConnectNow Help.

For a video tutorial about using ConnectNow, see Using ConnectNow to share your screen (7:12). (This demonstration is in Dreamweaver.)

More Help topics

Keys for navigating through documents

Editing overset text

Working with tables in Galley/Story view

Sharing content between InCopyand InDesign

Recovery and undo

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Recover documents

InCopy guards your data against unexpected power or system failures using an automatic recovery feature. Automatically recovered data exists in a temporary file that is separate 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 As command or exit from InCopy normally. Automatically recovered data is important only if you’re unable to save successfully before an unexpected power or system failure.

Even though these features exist, you should save your files often and create backup files in case of unexpected power or system failures.

Find recovered documents

1 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.

4 Do one of the following:

• To save the recovered data, choose File >Save As, specify a location and a new filename, and click Save. The Save

As command keeps the recovered version that includes the automatically recovered data; the word [Recovered] disappears from the title bar.

• To discard automatically recovered changes and use the most recent version of the document that was explicitly

saved to disk before the failure occurred, close the file without saving it and open the file on disk, or choose File > Revert.

Change the location of recovered documents

1 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 Select (Windows) or Choose (Mac OS), and then click

OK.

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Undo mistakes

If necessary, you can cancel a lengthy operation before it’s completed, undo recent changes, or revert to a previously saved version. You can undo or redo up to several hundred of the most recent actions (the amount is limited by the 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.

Do one of the following:

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

crolling.)

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

• To undo all changes made since the last time you saved the project, choose File > Revert (InDesign) or File >

ert Content (InCopy).

Rev

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

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.

You can also use the Page Up, Page Down, and arrow keys on the keyboard to move through a story. In Layout view, p

ressing 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 too

l 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. In Galley and Story view, you must use the scroll bars to see text that doesn’t fit in the view. In Layout view, you can also use the Hand tool, page buttons, and commands.

In Layout view, select the Hand tool

, and then drag the document to move it.

To use power zoom when the Hand tool is selected, hold down the mouse button. This technique offers a quick way to scroll through multiple document pages.

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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.

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.

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. A position marker is useful if you change your place in the document to do another action, for example, to verify a 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 retu r n to a m a r k e r, s el e c t G o To Marke r.

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.

More Help topics

Use power zo om

Keys for navigating through documents

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Workspace

Customizing preferences and defaults

About preferences

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

The difference between preferences and defaults is the area to which each applies. Preference settings specify the initial a

ppearance and behavior of certain InCopy features. Default settings apply to InCopy documents.

Note: I

nCopy preference settings are fully scriptable. To share a consistent set of preferences across user groups, develop a script to set the preferences, and then have all users in the group run the script on their computers. 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 Adobe website.

Set defaults

If you change settings when no documents are open, your changes set the defaults for new documents. If a document is open when you change settings, the changes affect only that document.

Similarly, if you change settings when no objects are selected, your changes set the defaults for new objects.

Change default settings for new documents

1 Close all documents.

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

If you use the sa me page size a nd lang uage for mo st of you r doc uments, y ou can ch ange thes e def aults w ith no do cument open. For example, to change the default page size, close all documents, choose File > Document Setup, and select a

sired page size. To set a default dictionary, close all documents, choose Edit > Preferences > Dictionary (Windows) or

de InCopy > Preferences > Dictionary (Mac OS), and select an option from the Language menu.

Specify default settings for new objects in a document

1 With document open, choose Edit >Deselect All.

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

Restore all preferences and default settings

Do one of the following:

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

reference files.

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

delete the preference files.

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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.)

More Help topics

Adding text

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Chapter 3: InCopy documents

Create and use InCopy workflows

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.

About InCopy workflows

Tight integration between InCopy and InDesign enables 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. In addition, InDesign users can share design updates with InCopy users, ensuring they are working with 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 controls file 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. The InDesign user makes this connection from within InDesign; you cannot create or manage the link from InCopy. The InDesign connection can be made before the InCopy user starts writing and editing text, while the writing is in progress, or after the text work is finished. Once the content is linked, the InCopy user can see (but not change) the page layouts, styles, and so on, as they appear in the InDesign document.

Linked documents have the following additional characteristics:

• With a linked InCopy file, you can do just about anything that concerns the text itself. For example, 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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InCopy documents

• Linked content is managed by your workflow system, where it is locked for access control. Your system might offer

several options for opening a linked story, such as checking out each InCopy file so that you alone can work on it. For instructions, see your workflow system documentation or ask your system administrator, or check out content using InCopy if your workflow uses the InCopy LiveEdit Workflow plug-ins.

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 Expand and collapse button B Story name C Story separator bar

More Help topics

Sharing content between InCopyand InDesign

Ways to work with content inInCopy

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

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

manipulate it within the frame.

to indicate that you can import the graphic into that frame.

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InCopy documents

• 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 the frame itself.

• 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

1 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.

• To move an object a precise distance and angle, enter the distance and angle for the move. The angle you enter is

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 t h e obj e c t, c l i ck O K .

Scale a graphic

1 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 if you 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.

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5 Do one of the following:

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

• To s c a le t h e obj e c t, c l i ck O K .

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

1 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

1 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.

Clear transformations to a graphic

1 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 > Clear Transformations.

Stand-alone documents

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Work with stand-alone documents

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.

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

presets.)

Create a stand-alone document

1 Choose File > New.

2 To create a document that does not have facing pages in each spread, deselect Facing Pages.

3 From the Text Area menu, choose Frame Grid to create a document with a grid into which Japanese characters are

set, or choose Text Frame to create a plain text frame. (See

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

without relying on InDesign for copyfit information.

5 Specify whether the text direction is horizontal or vertical.

You can change this setting any time by choosing Type > Writing Direction > Horizontal or Vertical.

About frame grids in InCopy documents.)

Define custom document

6 In the Grid Attributes section, specify the frame grid characteristics for vertical and horizontal scaling, character

aki, and line aki. (See

Document setup options for frame grids.) The se g rid att ributes do n ot app ear if you’re cr eatin g

a plain text frame.

7 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.

8 Click OK.

Open a stand-alone document

You can open an InCopy content file (.icml) that has been created in InCopy or exported from InDesign. 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 (.icmt).

You can also open Microsoft® Word and text files directly in InCopy, and then save them as Text Only (.TXT) or Rich Text For m a t ( . RTF).

1 Choose File > Open.

2 Select the document, and then click Open.

You can also choose File > Open Recent, and select one of the documents you saved recently. To specify how many recent documents are displayed, choose Edit > Preferences > File Handling (Windows), or InCopy > Preferences > File Handling, and then specify a number for Number Of Recent Items To Display.

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.

3 Click OK.

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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 Work w it h s t a n d - a l one doc u m e nt s for a description

of each option.)

4 Click OK twice.

You can save a d ocument preset to a s eparate f ile and distr ibute i t to oth er use rs. To save and load docu ment pres et files, use the Save and Load buttons in the Document Presets dialog box.

Linking InCopy files to InDesign

When a stand-alone InCopy story is linked to 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 I

nCopy (.icml) file into an InDesign layout.

Using Adobe Bridge with InCopy

Adobe Bridge is a cross-platform application included with AdobeCreative Suite components that helps you locate, organize, and browse the assets you need to create print, web, video, and audio content. You can start Adobe Bridge from any Creative Suitecomponent (except Adobe Acrobat), 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 Adobe Bridge without opening

individual applications. You can also edit metadata for files, and use Adobe Bridge to place files into yo d

ocuments, projects, or compositions.

• View the links inside an InDesign or InCopy document as thumbnails while in Adobe Bridge, without actually

having to open the document.

• 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.

Browse for files by using Adobe Bridge

Bridge lets you efficiently organize, browse, and locate the assets you need to create content for print, the web,

Adobe and mobile devices.

To open the Adobe Bridge Browser, choose File >Browse In Bridge or click the Adobe Bridge icon in the

application bar.

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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 > Utilities > Scripts) to run scripts within InCopy.

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

More Help topics

Save documents

Place (import) text

Working with managed files

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

cation 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 all stories in the document, choose File > Save All Content.

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

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

Note: S

aving 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.

Include previews in saved documents

Thumbnail previews of documents and templates provide easy identification of those files in Adobe Bridge and Adobe Mini Bridge. A preview is created when you save a document or template. A document preview includes a JPEG image of only the first spread; a template preview includes a JPEG image of each page in the template. You can control the size of the preview and the number of pages to suit your needs. For example, Extra Large 1024x1024 enables you to quickly scan the contents of a page at high-resolution before you open the file.

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InCopy documents

You can enable the option in Preferences or in the Save As dialog box. Because previews increase both file size and the time it takes to save the document, you may prefer to enable the option on demand using the Save Asdialog box.

1 Do one of the following:

• To include a preview every time you save a document, choose Edit > Preferences > File Handling (Windows) or

InCopy > Preferences > File Handling (Mac OS).

• To include a preview for a specific document, choose File >Save As.

• To include a preview for a specific document, choose File > Save Content As.

2 Select Always Save Preview Images With Documents.

3 If you are setting the preview using the Preferences dialog box, choose the number of preview pages from the Pages

menu, and choose an option from the Preview Size menu.

Note: Selecting the preview option in the Save As dialog box also selects the option in the Preferences dialog box, and uses the default Pages and Preview Size settings.

InCopy file types

You can work with several different file types in InCopy.

InCopy content files (.icml) This is the default file type when exporting stories or graphics from InDesign, and when

saving or creating new documents using InCopy. This file type appears as InCopy Document in the Export or Save As dialog box.

InCopy CS3 Interchange files (.incx) This is a legacy file type used in InCopy CS3 and earlier.

Assignment files (.icma) 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 all spreads). The InDesign user sets these options while creating the assignment file. Only InDesign users can create assignment files; only InCopy users can open assignment files.

Legacy assignment files for InCopy CS3 used the .inca extension.

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

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

Legacy InCopy CS3 assignment packages used the .incp extension.

Template files (.icmt) 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 sample content, and so on. Template files open as “Untitled” documents and display content and styles, but no page 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.

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.

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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 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: E

xporting in ASCII format removes all character attributes from the text. To retain all formatting, use the InCopy

Tagge d Te x t e xpor t f i l t e r.

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

been added to the document. If you are exporting text

Rename InCopy stories

When a story is exported from InDesign, it is given a document filename with a .icml extension. InCopy automatically uses this filename as the story name that appears in the Assignments panel in InDesign and the 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 that the Description tab is selected, and then type a new name for Document Title.

Note: D

epending 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. However, the filename is no

t changed on disk.

Export content to Buzzword

Buzzword is a web-based text editor that lets users create and store text files on a web server. When you export a story to Buzzword, you create a text file on the Buzzword server.

1 Select text or place the insertion point in a text frame that is part of the story you want to export.

2 Do one of the following:

• In InDesign choose File > Export For > Buzzword.

• In InCopy choose File > Export to Buzzword.

3 If you haven’t already signed in to CS Live, click Sign In, specify your e-mail address and password, and then click

4 In the Export Story For Buzzword dialog box, specify the name of the Buzzword document to be created and then

click OK.

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The Buzzword document is opened on Acrobat.com. You can then move the document to a different workspace and share it with other people.

More Help topics

Save changes (InCopy)

Place (import) text

Import Buzzword documents

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) it inside 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-level frame under the pointer.

Nested frames that contain graphics, unlike top-level frames, can be selected with the Position tool. (See

tool overview.)

• If an effect, such as 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 (.icml) file open in InCopy.

Position

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Place a graphic in an InCopy document

1 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 graphic in a linked document, make sure the graphics frame is checked out to you. The Editing icon

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 see format-specific settings, and then click

Open.

Note: W 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 fr ame, click the load ed graphic s icon in the f rame. To plac e a spe cifie d page of a multi page PDF

document, click the loaded graphics icon in a frame.

hen you place a graphic created in lllustrator 9.0 or later by using the Show Import Options dialog box, the

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

aphic 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

1 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

he loaded graphics icon in the fram

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

use the Place command to import the graphic.

Import options for graphics

The options for importing graphics vary depending on the type of image being imported. To display import options, make sure that Show Import Options is selected in the Place dialog box.

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Encapsulated PostScript (.eps) import options

When you place an EPS graphic (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 tells InCopy to read links from OPI comments 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 Regardless of whether this option is selected, a placed EPS file includes a clipping path

in InDesign. However, deselecting this option may result in a different bounding box size.

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 this option to generate the proxy

image of the existing preview. If a preview does not exist, the proxy will be generated by rasterizing 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 you import more than one single file into the same document, all instances share the proxy setting of the first instance of the imported file.

Bitmap import options

You can apply color-management options to individual imported graphics when using 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 graphics 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. InCopy

uses the alpha channel to create a transparent mask on the image. This option is available only for images that contain at least one alpha channel.

Click the Color tab to view the following options:

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Profile If Use Document Default is selected, leave this option unchanged. O ther wise, choose a color source profile that

matches the gamut of the device or software used to create the graphic. This profile enables InDesign to properly translate its color to the gamut of the output device.

Rendering Intent Choose a method for scaling the color range 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

Wh en you pl ace a PN G imag e and s ele ct Show Impo rt O pti ons in the Pla ce d ial og b ox, you’ ll se e a d ial og b ox w ith thr ee 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 by

default. However, it is only enabled if Use Transparency Information is activated. If this option is selected, 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 Transparency

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 Information 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 match image gamma to the gamma of the device you will use 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 applying any gamma correction. By default, this option is selected if the PNG graphic was saved with a gamma value.

Gamma Value This option, available only if Apply Gamma Correction is selected, displays the gamma value that was

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

When PNG files are imported, the settings in the Image Import Options dialog box are always based on the selected file, not on the default or last-used settings.

Acrobat (.pdf) and Illustrator (.ai) import options

The layout, graphics, and typography in a placed PDF are preserved. As with other placed graphics, you cannot edit a placed PDF page within InCopy . You can control the visibility of layers in a layered PDF. You can also place more than one page of a multipage PDF.

When you place a PDF that was saved with passwords, you’ll be prompted to enter the 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.

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When you place a PDF (or a file saved with Illustrator 9.0 or later) and select Show Import Options in 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. For

Illustrator files, you can specify which artboard to place.

If you specify multiple pages, hold down Alt (Windows) or Option (Mac OS) while placing the file to place them all at the same time, overlapping each other.

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. The Bounding Box (Visible Layers Only) option uses the bounding box only of the visible layers of the PDF file. The Bounding Box (All Layers) option places the bounding box of the entire layer area of the PDF file, even if layers are hidden.

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.

Tri m 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

information is useful if the page is being output in a production environment. Note that the 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.

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A Media B Trim C Bleed D Content E Crop F Art

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.

InDesign (.indd) import options

InDesign preserves the layout, graphics, and typography in a placed INDD file. However, the file is treated as an object, and you can’t edit it, although you can control the visibility of layers and choose which pages of a multi-page INDD file to import.

When you place an InDesign file and select Show Import Options in the Place dialog box, you’ll see a dialog box containing the following options:

Show preview Preview a page before you place it. You can type a page number or click the arrows to preview a page in

a multi-page document.

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 page or pages to place, the page itself or the bleed or slug areas on the pasteboard.

Fit a graphic to its frame

When you place or paste a graphic into a frame, it appears at the upper left corner of the frame by default. If the frame 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 .

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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.

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.

Links panel overview

All files placed in a document are listed in the Links panel. These include both local (on disk) files and assets that are managed on a server. However, files that are pasted from a website in Internet Explorer do not display in this panel.

In InCopy, the Links panel also displays linked stories. When you select a linked story in the Links panel, the Link Info section displays information such as the number of notes, the managed status, and the status of tracked changes.

A Category columns B Show/Hide Link Information C One or more instances modified icon D Modified icon E Missing-link icon F Embedded- link icon

When the same graphic appears several times in the document, the links are combined under a disclosure triangle in the Links panel. When a linked EPS graphic or InCopy document contains links, the links are also combined under a disclosure triangle.

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

Up to Date An up-to-date file is blank in the Status column.

Modified This icon means that the version of the file on disk is more recent than the version in your document. For

example, this icon appears if you import a Photoshop graphic into InCopy , and then you or someone else edits and saves the original graphic in Photoshop.

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A slightly different version of the Modified icon appears when a graphic is modified and one or more instances are updated while others are not.

Missing The graphic is no longer in the location from which it was imported, although it may still exist somewhere.

Missing links can happen if someone deletes the original file or moves it to a different folder or server after it’s been imported. 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.

Embedded 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.

If a linked object does not appear on a specific document page, the following codes indicate where the object appears: PB (pasteboard), MP (master page), OV (overset text), and HT (hidden text).

For a video tutorial on using the Links panel, see www.adobe.com/go/lrvid4027_id.

InDesign Secrets provides a videocast on Links panel tips and techniques at Saving time with the Links panel.

Use the Links panel

• To display the Links panel, choose Window > Links. Each linked file and automatically embedded file is identified

by name.

• To select and view a linked graphic, select a link in the Links panel and then click the Go To Link button , click

the page number of the link in the Page column, or choose Go To Link in the Links panel menu. InCopy centers the display around the selected graphic. To view a hidden object, you show the layer (or condition if it’s an anchored object).

• To expand or collapse nested links, click the triangle icon to the left of the link. Nested links occur when the same

graphic appears several times in the document or when the linked EPS graphic or InCopy document contains links.

• To sort links in the panel, click the category title at the top of the Links panel to sort by that category. Click the same

category again to reverse the order. For example, if you click the Page category, the links appear in their order from the first page to the last page. If you click Page again, the links are sorted from last page to first. Use Panel Options to add columns to the Links panel.

Work with Links panel columns

You can display additional categories, such as Creation Date and Layer, in the Links panel to display more information about the graphics. For each category, you can determine whether the information appears as a column in the Links panel and in the Link Info section at the bottom of the Links panel.

1 Choose Panel Options from the Links panel menu.

2 Select the check boxes under Show Column to add columns in the Links panel.

Folder 0 is the folder that contains the linked file; Folder 1 is the folder that contains Folder 0, and so on.

3 Select the check boxes under Show In Link Info to display the information in the Link Info section at the bottom of

the Links panel.

4 Click OK.

You can change the order of columns by selecting a column and dragging it to a different location. Drag the column bo und ari es t o chan ge t he col umn wid th. Cli ck a categ ory tit le t o so rt t he l inks by that c ate gor y in asc end ing order. Cli ck again to sort in descending order.

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Change the Links panel rows and thumbnails

1 Choose Panel Options from the Links panel menu.

2 For Row Size, select Small Rows, Regular Rows, or Large Rows.

3 For Thumbnails, determine whether thumbnail representations of the graphics appear in the Name column and in

the Link Info section at the bottom of the Links panel.

4 Click OK.

Display link information

The Link Info section of the Links panel lists information about the selected linked file.

To change the information displayed in the Link Info section of the Links panel, choose Panel Options from the Links panel menu, and select check boxes in the Show In Link Info column.

Double

-click a link, or select a link and click the Show/Hide Link Information icon, which is a triangle on the left

side of the panel.

View metadata via the Links panel

If a linked or embedded file contains metadata, you can view the metadata using the Links panel. You cannot edit or replace metadata associated with a linked file.

Select a file in the Links panel and choose Utilities > XMP File Info from the panel menu.

Update, restore, and replace links

Use the Links panel to check the status of any link, or to replace files with updated or alternate files.

When you update or reestablish (relink) a link to a file, any transformations performed in InCopy are preserved (if you choose Relink Preserved Dimensions in the File Handling preferences). For example, if you import a square graphic and rotate it 30°, and then you relink it to an unrotated graphic, InCopy rotates it 30° to match the layout of the graphic it’s replacing.

Note: Placed EPS files may contain OPI links, which appear in the Links panel. Don’t relink OPI links to files other than those originally intended by the creator of the EPS file; doing so can cause problems with font downloading and color separations.

Choose how relinked graphics are scaled

When you relink to replace one graphic with a different source file, you can keep the image dimensions of the file that’s being replaced, or you can display the incoming file in its actual dimensions.

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

2 Choose Preserve Image Dimensions When Relinking if you want images to appear at the same size as the images

they’re replacing. Deselect this option to have relinked images appear at their actual size.

Update modified links

InDesign first looks for a missing link in the folder in which another file has been relinked in the current session. Next, it looks for a link in the same folder where the document is located. If it’s still not found, it looks in the parent folder of the document.

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Modified links are also called “out of date” links.

In the Links panel, do one of the following:

• To update specific links, select one or more links marked with the modified-link icon . Then click the Update

Link button , or choose Update Link from the Links panel menu.

• To update all modified links, choose Update All Links from the Links panel menu, or select a modified link and

Alt-click (Windows) or Option-click (Mac OS) the Update Link button.

• To update only one link to a graphic that appears in several places in the document, select only the sublink and

hoose Update Link. If you select the “parent” link, you can update all links to the modified graphic.

Replace a link with a different source file

1 Select any link in the Links panel, and click the Relink button or choose Relink from the Links panel menu. If

a “parent” link of multiple instances is selected, choose Relink All Instances Of [F menu.

Relink is disabled in managed stories unless a story is checked out.

2 In the dial og b ox t hat appea rs, sel ect S earch For Mis sin g Li nks In T his Fol der if y ou w ant In Cop y to sea rch the fol der

for files that have the same names as other missing linked files. If this option is not selected, only the selected image is relinked.

ilename] from the Links panel

3 Choose Show Import Options to control how the new source file is imported.

4 Locate and double-click the new source file.

5 Choose import options if you clicked the Show Import options option. (See Import options for graphics.)

Restore missing links

1 To restore a missing link, select any link marked with the missing link icon in the Links panel, and click the

Relink button .

2 In the dialog box that appears, select Search For Missing Links In This Folder to relink any missing file that appears

in the specified folder. Locate and double-click a file.

Find missing links

By default, InCopy checks for missing links and tries to resolve them when you open a document. Two preference options let InCopy check for and find missing links automatically when you open a document.

Check Links Before Opening Document If you turn off this option, InCopy opens the document immediately, and the

link statuses remain pending until links are determined to be up-to-date, missing, or modified. If you turn on this option, InCopy checks for modified or missing links.

Find Missing Links Before Opening Document If you turn off this option, InCopy does not attempt to resolve the

mi ssi ng l ink s. You may w ant to tur n of f th is o ption if l ink s sl ow p erf orman ce t o a s erver or if une xpe cte d lin kin gs o ccu r. This option is dimmed if Check Links Before Opening Document is turned off.

Search For Missing Links Use the Search For Missing Links command to search for and resolve missing links in your

document. This command is useful if you turned off the preferences option that checks for missing links when you open a document, and now you have missing links. This command is also useful if you mount a server where images are stored after opening a document.

• To change link settings, open the File Handling section of the Preferences dialog box, and determine whether the

heck Links Before Opening Document and Find Missing Links Before Opening Document options are selected.

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• To let InCopy attempt to resolve missing links, choose Utilities > Search For Missing Links from the Links panel

menu.

This command is dimmed if the document contains no missing links.

Specify a default Relink folder

1 In the Preferences dialog box, select File Handling.

2 From the Default Relink Folder menu, choose either of the following options, and then click OK:

Most Recent Relink Folder This option displays the most recently used folder you selected when relinking,

matching InCopy CS3 behavior.

Original Link Folder This option displays the original location of the linked file, matching the behavior of InCopy

CS2 and earlier.

Copy links to a different folder

Use the Copy Link(s) To command to copy graphics files to a different folder and redirect the links to the copied files. This command is especially us eful for moving files to a different drive, such as moving files from a DVD to a hard drive.

1 Select the links to the files you want to copy, and choose Utilities > Copy Link(s) To from the Links panel menu.

2 Specify the folder where the linked files will be copied and choose Select (Windows) or Choose (Mac OS).

Relink to a different folder

When you use the Relink To Folder command, you can point to a fol der that contains files with the same names as your out-of-date links. For example, if your current links point to low-resolution images, you can specify a different folder that contains high-resolution images. You can specify a different extension for the files, allowing you to change links from .jpg to .tiff, for example.

The Relink To Folder command is dimmed in a managed InCopy story unless the story is checked out.

1 Select one or more links in the Links panel.

2 Choose Relink To Folder from the Links panel menu.

3 Specify the location of the new folder.

4 To use a different extension, select Match Same Filename But This Extension, and specify the new extension (such

as AI, TIFF, or PSD).

5 Click Select (Windows) or Choose (Mac OS).

Relink files with different file extensions

The Relink File Extension command lets you replace images based on file extensions. For example, if you have several JPEG images in your document, you can replace them with PSD files. The files with different extensions must be in the same folder as the linked files being replaced.

1 Make sure the files with different file extensions appear in the same folder as the original files.

2 Select one or more links in the Links panel.

3 Choose Relink File Extensions from the Links panel menu.

4 Specify the file extension to replace the selected files, and click Relink.

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Replace an imported file using the Place command

1 Do one of the following:

• To replace the contents of a graphics frame, such as an imported graphic, use the Selection tool to select the

frame.

To replace the contents of a graphics frame, such as an imported graphic, use the Position tool to select the image.

• To replace the contents of a text frame, use the Type tool to click an insertion point in a text frame, and choose

Edit > Select All.

2 Choose File > Place.

3 Locate and select the new file.

4 Make sure that Replace Selected Item is selected, and then click Open.

5 Click Open.

Copy the link pathname

You can copy either the full path of the linked image or the platform style path. Copying the full path of the image is useful for notifying team members where art is located. For example, you can copy the full path and paste it into an email message. Copying the platform path is useful for scripting or for specifying image fields in a data merge.

1 Select a link in the Links panel.

2 From the Links panel menu, choose Copy Info > Copy Full Path or Copy Platform Style Path.

3 Paste the path.

Edit original artwork

The Edit Original command lets you open most graphics in the application in which you created them so that you can modify them as ne cessar y. Once you s ave the original file, the document in which you linked it is updated with the new version.

Note: In InDesign, if you check out and select a managed graphics frame (one that has been exported to InCopy), rather than the graphic itself, the graphic opens in InCopy.

Edit original artwork using the default application

By default, InCopy relies on the operating system to determine which application is used when opening the original.

1 Select one or more images on the page or in the Links panel.

2 Do any of the following:

• In the Links panel, click the Edit Original button .

• Choose Edit > Edit Original.

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

Edit original artwork using a different application

1 Select the image.

2 Choose Edit > Edit With, and then specify the application you want to use to open the file. If the application does

not appear, choose Other, and browse to locate the application.

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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 var y 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

1 Do one of the following:

• To import a graphic without first creating a frame, make sure that nothing in the document is selected.

• To import a graphic into an existing frame, select the frame.

• To replace an existing image, select the graphics frame.

2 Choose File > Place and select a graphics file.

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

4 Select Show Import Options, and then click Open.

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

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

7 (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.

8 (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.

9 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 layer set, 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.

10 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 they were when the file was originally

placed.

11 Click OK.

12 Click OK, and do one of the following:

• To import into a new frame, click the loaded graphics icon in the layout at the place where you want the upper

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.

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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.

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 Opt ions dialog box. If the Photoshop PSD f ile c ontai ns 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 InCopy document.

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.

• To display only the content of a particular layer or layer set, 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 they were when the file was originally

placed.

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 in your document to hold the pages you want to import. After you choose File > Place and select an INDD file, you can choose Show Import Options and then choose which pages to import, which layers to make visible, and how to crop the imported pages. 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. If you place multiple pages, 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 each page you imported. If a page you imported contains a 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 listed under a disclosure triangle in the Links panel to distinguish them from imported pages.

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More Help topics

Keys for moving and transforming graphics

Links panel video

Importing Adobe Illustrator graphics

Create a layered PDF in Adobe Illustrator

Importing Adobe Photoshop (.PSD) files

About layers

Place (import) graphics

Including metadata in a story

Work with metadata

Metadata is a set of standardized information about a file, such as author name, resolution, color space, copyright, and keywords applied to it. 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. XMP is built on XML, and in most 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 also use XMP to communicate and store information such as version comments, which you can search using Adobe 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 XMP Software Development Kit to customize the creation, processing, and interchange of metadata. For example, you can use the XMP SDK to add fields to the File Infodialog box. For more information on XMP and the

XMP SDK, visit the Adobe website.

Working with metadata in Adobe Bridge and Adobe Creative Suite components

Many of the power ful Adobe Bri dge featu res th at a llow y ou to o rgani ze, sea rch, a nd kee p tr ack of you r fi les and versi ons depend on XMP metadata in your files. Adobe Bridge provides two ways of working with metadata: through the Metadata panel and through the File Infodialog box (InDesign) or the Content File Info dialog box (InCopy).

In some cases, multiple views 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.

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Add metadata using the File Info dialog box

The File Info dialog box displays camera data, file properties, an edit history, copyright, and author information of the current document. The File Info dialog box also displays custom met adata panels. You can add met adata directly in the File Information dialog box. Any information you enter in a field overrides existing metadata and applies the new value to all selected files.

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

2 Select any of the following from the tabs at the top of the dialog box:

Use the Right and Left arrows to scroll the tabs, or click the down-pointing arrow and choose a category from the list.

Description Lets you enter document information about the file, such as document title, author, description, and

keywords that can be used to search for the document. To specify copyright information, select Copyrighted from the Copyright Status pop-up menu. Then enter the copyright owner, notice text, and the URL of the person or company holding the copyright.

IPTC Includes four areas: IPTC Content describes the visual content of the image. IPTC Contact lists the contact

information for the photographer. IPTC Image lists descriptive information for the image. IPTC Status lists workflow and copyright information.

Camera Data Inc ludes two areas : Ca mer a Data 1 displ ays re ad- only i nform ati on about t he cam era and setti ngs use d

to take the photo, such as make, model, shutter speed, and f-stop. Camera Data 2 lists read-only file information about the photo, including pixel dimensions and resolution

Video Data Lists information about the video file, including video frame width and height, and lets you enter

information such as tape name and scene name.

Audio Data Lets you enter information about the audio file, including the title, artist, bit rate, and loop settings.

Mobile SWF Lists information about mobile media files, including title, author, description, and content type.

Categories Lets you enter information based on Associated Presscategories.

Origin Lets you enter file information that is useful for news outlets, including when and where the file was created,

transmission information, special instructions, and headline information.

DICOM Lists patient, study, series, and equipment information for DICOM images.

History Displays Adobe Photoshop history log information for images saved with Photoshop. The History tab

appears only if Adobe Photoshop is installed.

Illustrator Lets you apply a document profile for print, web, or mobile output.

Advanced Displays fields and structures for storing metadata by using namespaces and properties, such as file

format and XMP, Exif, and PDF properties.

Raw Data Displays XMP text information about the file.

3 Type the information to add in any displayed field.

4 Click OK to apply the changes.

Export metadata as an XMP file

You c an sa ve m etad ata in an XMP f il e to sha re w ith o ther user s. Th ese X MP fi le s ca n be u sed a s tem pla tes for popu lat ing InCopy documents and other documents created with XMP-enabled applications. Templates you export are stored in a shared location that all XMP-enabled applications can access. They also appear in the pop-up menu at the bottom of the File Infodialog box.

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

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2 Choose Export from the pop-up menu at the bottom of the dialog box.

3 Type a filename, choose a location for the file, and click Save.

To view metadata templates in Explorer (Windows) or the Finder (Mac OS), click the pop-up menu at the bottom of the File Info dialog box and choose Show Templates Folder.

Import metadata from an XMP file

When you import metadata into a document from an exported XMP template file, you can specify whether to clear all metadata in the current document and add the new metadata, keep all but the matching metadata, or add matching metadata to the existing metadata.

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

• Choose an XMP file from the pop-up menu at the bottom of the dialog box, select an import option, and click

OK.

• Choose Import from the pop-up menu at the bottom of the dialog box, select an import option, and click OK.

Then double-click the XMP template file you want to import.

Edit metadata in image files

When you generate captions of placed images in InDesign, the metadata from the placed image is used. Although you can edit the metadata of InDesign documents, you cannot edit the metadata of placed files in InDesign. Instead, change the metadata of placed images using their original applications, using Finder or Explorer, or using Adobe Bridge or Adobe Mini Bridge.

1 In InDesign, right-click (Windows) or Control-click (Mac OS) the image, and then choose Edit Original.

You can also choose Edit With and then choose an application such as Adobe Illustrator or Adobe Photoshop.

2 In the original application, choose File > File Info.

3 Edit the metadata, and then click OK.

You can also select an image in Adobe Bridge and choose File > File Info to edit the image metadata. See Add metadata

using the File Info dialog box.

More Help topics

Work with metadata in Adobe

Controlling graphics display

Control graphics’ display performance

You can control the resolution of graphics placed in your document. You can change the display settings for the entire document or for individual graphics. You can also change a setting that either allows or overrides 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.

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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.

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

1 Choose View > Layout View.

2 To preserve the display performance for individual objects when the document is closed and reopened, make sure

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

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

4 With the Selection tool or Direct Selection tool , select an imported graphic.

5 Select an imported graphic using the Position tool .

6 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.

Typ ica l Draws a low-resolution proxy image (default) appropriate for 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.

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Set default display performance

The Display Performance preferences let you set the default display option, which InCopy uses for every document. You can change a document’s display performance using the View menu, or change the setting for individual objects using the Object menu. For example, if you work on projects that contain numerous high-resolution photos (such as 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).

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:

• 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.

5 Click OK.

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, and High Quality). Each display 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.

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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).

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.

Frame grids

About frame grids in InCopy documents

When you create a new document in InCopy, you can decide whether the text area will contain a frame grid or plain text frame. A frame grid includes a set of squares into which Japanese characters appear. Frame grids are essentially the same as plain text frames in function and appearance except that they contain grids that can affect the appearance of text.

Frame grids have the following characteristics:

• Frame grids contain character attribute settings. These preset character attributes are applied to placed text. Plain

text frames, meanwhile, do not have character attribute settings. When text is placed, it takes on the character attributes currently selected in the Character panel.

• Frame grid character attributes can be changed using File >Document Setup. Because plain text frames have no

character attributes, you will need to select some placed text and set attributes using the Character panel. You can also select text placed in a frame grid and use the Character panel to change the character attributes.

• The grid of the frame grid is determined by the grid attributes (text direction, vertical and horizontal percentage,

character aki, and line aki). You cannot change the color of a frame grid in InCopy.

• When you place the InCopy document into an existing InDesign frame grid or text frame, the InDesign settings are

used to format the text. If you click the loaded text icon while placing the InCopy document, the InCopy document maintains the text area setting defined in InCopy.

• Unlike InDesign, InCopy does not have a layout grid or named grids.

• Frame grids appear only in Layout View when Show Frame Grid is selected. Show Frame Grid is turned on by

default.

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Document setup options for frame grids

When Frame Grid is selected for Text Area in the New Document or Document Setupdi alog box, the following options are available:

Vertical and Horizontal Grid Scaling Specify the grid scaling for full-width Japanese characters in percentage.

Char Aki Specify the spacing between characters. This value is used for the grid mesh spacing.

Line Aki Enter a value to specify the grid line spacing. The value used here is the distance between the bottom (or left)

edge of the character embox for the first line to the top (or right) edge of the character embox for the next line.

View frame grids

Frame grids are shown by default.

1 Choose View > Layout View.

2 Choose View > Grids & Guides > Show Frame Grid.

If the frame grid still does not appear, choose File >Document Setup, and make sure that Frame Grid is selected from theWork Area menu.

Convert text frames and frame grids

In stand-alone documents, you can convert plain text frames into grid frames or frame grids into text frames. When plain text frames are converted into frame grids, for text that has not had a character style or paragraph style applied in the story, the frame grid's document defaults are applied. (See

You cannot apply grid format directly to documents that don’t have frame grids. After converting the text area into a frame grid, you can apply grid format attributes by applying a predetermined grid format to a frame grid using text that has not been given a paragraph style. (See

Note: Since character attributes are not set for text frames, changing a frame grid with character attributes into a plain text frame may cause reformatting. For example, when a frame grid with Character Aki set to -1H is converted into a plain text frame, character spacing becomes 0H, and the characters will be slightly spread out. Since the frame grid settings are preserved, converting back to a frame grid will display character spacing at the original value of -1H.

Apply grid format to text.)

Convert a text frame into a frame grid

1 Choose File > Document Setup.

The Document Setup option is dimmed if you’re working with content that is linked to InDesign. For linked content, change the settings in InDesign.

2 From the Text Area menu, choose Frame Grid.

3 Specify the frame grid attributes. (See Document setup options for frame grids.)

4 Click OK.

To reformat the text according to grid attributes, select the text, and choose Edit > Apply Grid Format.

About frame grids in InCopy documents.)

Convert a frame grid to a plain text frame

1 Choose File > Document Setup.

The Document Setup option is dimmed if you’re working with content that is linked to InDesign. For linked content, change the settings in InDesign.

2 From the Te x t Are a m e nu, ch o o se Te x t Fram e .

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3 Click OK.

More Help topics

Work with stand-alone documents

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 (or someone on your team) must make any changes to frames from within the InDesign document, unless the 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

A long story can flow from one frame to other frames that are connected in sequence, or threaded. A threaded story 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.

If the text doesn’t fit in its allotted frame space, the hidden part of the story is called overset text.

Change measurement units and rulers

InCopy includes a vertical depth ruler for copyfitting 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.

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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 is picas (a pica equals 12 points). You can change the ruler units and control w

he re t he ma jor tick mark s ap pear on a ru ler. For exampl e, i f you cha nge the r ul er u nit f or t he ve rtic al ru le r to 12 po int s, 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.

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

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

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 dimensions

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:

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To specify: Type these letters after the

value:

Q q 6q 6 Q

Ha h 6h 6 Ha

Inches i

inch

Millimeters mm 48mm 48 millimeters

Centimeters cm 12cm 12 centimeters

Picas p 3p 3 picas

Points pt

p (before value)

American points ap 6ap 6 American points

Picas and points p (between values) 3p6 3 picas, 6 points

Pixels px 5px 5 pixels

Ciceros c 5c 5 ciceros

Agates ag 5ag agates

Examples Result

5.25i

5.25in

5.25inch

5.25”

6pt

5 1/4 inches

6 points

Japanese measurement units

Q and Ha are units used in a Japanese manual or automatic photo composer to show font size, tracking or leading length. Each unit has a value of 0.25mm. Q is used only to express font size, Ha can be used to express direction and length for leading, object spacing and similar elements.

You can also use points (also known as American points) to indicate font size on computers, or Adobe PostScript® points to indicate leading or spacing. One American point is 0.35146 millimeters, and there are 72.27 American points in 1 inch and 72 PostScript points in 1 inch.

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 oversiz ed 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 second page of a page spread, it will appear 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.

• 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 in the context menu.

Change the default zero point

Using the Origin setting in the Preferences dialog box, you can set the default zero point for rulers as well 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 center of the spine.

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 re

position 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.

• To set the ruler origin at the top-left corner of each page, choose Page. The horizontal ruler starts at zero for each

page in a spread.

• To set the ruler origin at the center of the spine, choose Spine. The horizontal ruler measures in negative numbers

to the left of the spine and positive numbers to the right of the spine.

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.

Use grids

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.

You can create grids within InCopy. But, because InDesign gri feature is more useful for stand-alone documents that you publish directly from InCopy.

ds override InCopy settings when files are linked, this

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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 view.

Set up a baseline grid

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

You can set up a baseline grid for a frame by using the Text Frame Options. (See Change text frame properties .)

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 Relative To, specify whether you want the grid to start at the top of the page or the top margin.

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

the option you choose from the Relative To menu. If you have trouble aligning the vertical ruler to this grid, try starting with a value of zero.

5 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.

A First grid line B Increment between grid lines

6 For View Threshold, type a value to specify the magnification below which the grid does not appear. Increase the

view threshold to prevent crowded grid lines at lower magnifications.

7 Click OK.

Note: The Snap To Guides command controls both snapping to guides and snapping to the baseline grid.

Set up a document grid

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

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

menu.

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3 To set horizontal grid spacing, specify a value for Gridline Every in the Horizontal section of the Document Grid

section, and then specify a value for Subdivisions between each grid line.

4 To set vertical grid spacing, specify a value for Gridline Every in the Vertical section of the Document Grid section,

and then specify a value for Subdivisions between each grid line.

5 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.

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

• To show or hide frame grids, choose View > Grids & Guides > Show/Hide Frame 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, which appear only on the page on which they create them, 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 Spread guide B Page guide

Show or hide ruler guides

1 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 app ear in front of all ot her gu ides and obje cts. Howe ver, some ruler gu ides may bloc k you r view of objects, such as lines with narrow stroke widths.

You can change the Guides In Back preference to display ruler guides in front of or behind all other objects. 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.

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InCopy documents

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.

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

4 Click OK.

Use 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, show or hide objects on 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 kinds of content in the document without affecting other areas or kinds of content. For example, if your document prints slowly because it contains many large graphics, you can hide all non-text layers and quickly print the text layer for proofreading.

Additional layer notes:

• Objects on masters appear at the bottom of each layer. Master objects can appear in front of 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.

Show and hide layers

1 Choose Window > Layers.

2 In the Layers panel, do any 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.

• Click a triangle next to a layer name to display the layer objects. Click the eye icon to show or hide individual

objects.

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InCopy documents

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

Note: Only visible layers and objects print.

More Help topics

About frames

Copyfitting text

About frame grids in InCopy documents

Layers

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Chapter 4: InCopy and InDesign

Sharing content

Exporting content from InDesign

Exporting content from InDesign to InCopy establishes a link between the two applications. You export InDesign text frames, graphics frames, and their contents to InCopy using either of two methods:

• Create a container file (*.icma)—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 *.icml files.

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

commands. Exported content is saved as *.icml files.

After content is exported, small icons appear at the top left of exported frames in InDesign and InCopy, and in the Assignments panel. A link to the exported file appears in the Links panel. These icons indicate the status of managed frames and they differentiate managed frames from those that aren’t part of the workflow. All exported content appears in the Assignments panel. 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.

Assignments panel overview

The primary tool for working with assignments is the Assignments panel (Window > Assignments in InCopy, Window > Editorial > Assignments in InDesign). 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 expor ted to InCopy or ad ded to an assignme nt is also listed in the Links panel. Although you can do s ome workflow management tasks, such as checking out and checking in content, the recommended panel for these tasks is the Assignments panel.

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InCopy and InDesign

A InCopy content names B InDesign document name C Assignment Out Of Date status D Available And Text Up To Date status E In Use And Text Out Of Date status F In Selection button K

Ed itin g And Tex t Up To Da te st atu s G Unassigned content H User name I Update Content button J Check Out/Check

New Assignment button L Delete Selected Assignments/Remove button

A InCopy content names B Assignment Out Of Date status C Assignment name D Available And Text Up To Date status E In Use And Text Out Of Date status F In Selection button

Editing And Text Up To Date status G User name H Update Design button I Update Content button J Check Out/Check

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 content for which they are responsible. Assignment files (*.icma) 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 *.icma assignment files and a content subfolder that contains any exported InCopy story files (in .icml format) that are part of images or other resources. Once the assignment is created, store the project folder 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.

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InCopy and InDesign

• Page geometry, so InCopy users can see the layout of the frame and its content that they’re editing without opening

the entire InDesign file.

• Color-coding of assigned frames in the document.

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.

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

exported as InCopy content—or you can add selected page items to become linked InCopy content. If one or more of the selected frames already contain InCopy content files, and none is part of an assignment, you can add them to a new or existing assignment file.

By default, the assignment folder you create is saved in the same folder as the InDesign document. You can then place 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.

Create empty assignment files (InDesign)

1 In InDesign, save the document.

2 In the Assignments panel, 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)

1 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.

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InCopy and InDesign

The newly created assignment file includes any frames selected in the document window.

Add content to existing assignments (InDesign)

1 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.

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 file naming 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 > Extras > 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 > Show Tagged Frames might be enabled. You cannot show assigned frames and tagged frames at the same time.

Change Click the Change button to specify the location of the assignments folder. By default, the assignments folder 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. 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

part of the assignment, on the same spread. In InCopy, content in frames outside an assignment isn’t editable and is visible only in Layout view.

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InCopy and InDesign

All Spreads Exports all content in the InDesign document to the assignment file. This option 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.

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 (.icml) 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).

Cater the InDesign document to suit your workflow needs. For example, if you want all of the editor’s comments to be exported in a single file, create a layer for the editor to make comments. You can then export all the content on the selected layer.

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 or graphics 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.icml.” 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, 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.

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InCopy and InDesign

When you export content, you see the Available icon on the text frame (InDesign and InCopy), and in the Assignments panel (InCopy). The word [Editing] appears in the story bar (InCopy).

More Help topics

Workflow icons

Placing InCopy files in InDesign documents

Relink missing assignment files (InDesign)

Best practices for working with managed files

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 (.icma or .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).

The assignment names and their contents appear in the Assignments panel.

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 fi les that are checked out to you, an alert message appears, prompting you to check in all content. If you close the document without 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.

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, the In Use icon appears on the InCopy frame and in the Assignments panel if the assignment files are stored on a local server.

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InCopy and InDesign

Check out content (InCopy)

1 Do one of the following:

• If the content you want is part of an assignment, choose File > Open and select the assignment file (.icma or

.inca).

• If the content you want was exported as individual files, choose File > Open and select the InCopy file (.icml or

.incx). To see the layout so you can do copyfitting, select the InDesign document.

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 an assignment, open the assignments list in the Assignments panel, select an

item or multiple items, and choose Check Out from the panel menu

The Editing icon a 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.

ppears next to the item or items in the Assignments panel, indicating that the content is

Opening managed files (InCopy)

Opening a managed content file (.icml or .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 automatically checks it out. When you save and close the file, InCopy automatically checks in the content. The Save commands are different when you open individual files.

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 Out-Of-Date Assignments from

the Assignments panel menu. Only assignments that are out of date are updated.

• To update all assignments in the current document, choose Update All Assignments from the Assignments panel

menu.

f an InCopy user has an assignment open when you update the assignment, the Out Of Date icon appears next

Note: I to the assignment in the InCopy Assignments panel.

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InCopy and InDesign

Update content

To make sure that you’re always working on the most up-to-date content, be sure to watch for Out Of Date icons in the Assignments panel, and then update content accordingly. Updating an InCopy assignment file and its contents or updating individual content files copies data from the latest file system copy so that the version displayed on your computer matches the one on the file system. 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: U

pdating 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.

4 The InDesign user updates the content.

Update content while opening a managed document (InDesign)

1 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.

• To fix links manually, click Don’t Fix, and then, in the Links panel, select the file to update and choose Update

from the panel menu.

Link

date 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 the text or graphics frames in the Links panel, and click the Update Link button or choose Update

Link from the Assignments panel menu.

Update content while working

Do one of the following:

• Click an insertion point in the text frame to select it, and then choose File > Update Content.

(InCopy)

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InCopy and InDesign

• 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 dragging the 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 results 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 InDes ign user changes the layout of frames in an assignment, the user must up date 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.

• If an InDesign user changes the layout of exported content that is not part of an assignment, the Out Of Date icon

appears next to the InDesign document name in the Assignments panel, and the document title bar indicates th l

ayout is out-of-date. InCopy users can update the currently active InDesign document with the latest layout an

yle changes.

Updating the layout in InCopy is useful for copyfitting in Layout and Galley views.

Do one of the following:

tasks, because the latest appearance and line breaks are visible

• 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.

• If you are not working with assignment files and you have more than one InDesign document open, select the

ne you want to make active, and choose File > Update Design.

Check in content

When you check in a managed content file, you save it to a shared location on a file system where it can be checked 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 co

ntent in stand-alone mode in InCopy). Checking in content relinquishes editing control, but does not close the file.

The content remains open on your screen, but in a read-only state.

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InCopy and InDesign

The LiveEdit Workflow plug-ins do not create multiple file versions. Instead, files are overwritten when updated in either InCopy or InDesign.

If you are working on an assignment package, return or forward the assignment package after checking it in.

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: Y

ou 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.

• To save ever y 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 action causes the assignments in the InDesign file to appear as missing until they are updated.

• To save a copy of the currently active document, choose File > Save A Copy. You can choose to give the copy a

w name and location with links to any existing InCopy files.

Save changes (InCopy)

Do one of the following:

• To save the InCopy file under the same name and location on the file system, choose File > Save Content. The

ile is still checked out to you.

• To save the InCopy content file under a new name, choose File > Save Content As. The newly created content file

is not managed in the workflow. The Save Content As command is available only if you have opened the InCopy content file (.icml or .incx) directly.

• To save a copy of the currently active InCopy content file, choose File > Save Content Copy. You can choose to

give 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 (.icml or .incx) directly.

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InCopy and InDesign

• 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.

More Help topics

Assignment files

Managed files

Create and send packages (InDesign)

Links panel overview

Exporting content from InDesign

Work with stand-alone documents

Managed files

Understanding a basic managed-file workflow

For detailed information and instructions, click the links below.

Sharing content

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

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

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

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

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InCopy and InDesign

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.

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.

Open assignment packages

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InCopy and InDesign

The assignment packages workflow is especially useful when designers and writers are working on the same project but don’t have access to a local server. In such cases, the InDesign user can create one or more packages and send the 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.

Open linked InCopy files exported from InDesign

In cert ain workflows, InDes ign us ers might e xport text and graphics as sep arate f iles, rather than w rapping t hem insi de 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.

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. This approach can be useful for editing and copyfitting if seeing the overall layout is important, or for editing 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.

Compose content entirely in InCopy

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You can create content in InCopy that isn’t associated with an InDesign file. In these stand-alone documents, you can type text, assign fonts and styles, and import graphics from other applications (such as Adobe Illustrator and Adobe Photoshop) to enhance the text. You can also assign tags for future XML use. This approach is a good option in an editorial workflow where the content precedes the design. 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.

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 a content file becomes managed, it’s read-only to all users in the workflow at all times, except to the person who 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 of those styles, thereby changing the formatting 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).

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.

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• 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.

• In InCopy, open the assignment file instead of an individual In C opy s tory. That way, you c an see t h e copyfit and

layout information in Galley and Layout views. If you export content without using assignment files, you can see copyfit and layout information only by opening the InDesign file.

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

InCopy; make sure that frame edges are showing (View > Extras > Show Frame Edges) so that you can see the frame icons 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.

Managed-file workflow examples

When you establish workflow management between InCopy and InDesign, writers and editors can compose, rewrite, expand, and edit documents at the 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 geometries include page dimensions as well 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.

In InC opy, the files containing content assigned to you app ear in t he Assignments panel. Whenever you save the file on a local server, the changes are saved on the file system and anyone working on that document (the InDesign layout 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.

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.

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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. Changes you make to the file are saved only locally. Other users are not notified when you make changes.

3.In InDesign, work on the layout.

Regardless of whether the content files are packaged, InDesign users can work on the document layout; they don’t have to check out the document. If you need to update the layout or assignments, you can send an updated 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, view the latest revisions, and work on the file.

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.

If you’ve already specified a user name and want to change it, you must check in any content you have checked out. 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.

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.

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.

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Workflow icons

Icons can appear on text and graphics frames, 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. Icons appear on frames that contain 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 unmanaged content. The associated tool tip indicates editing status and ownership. To view the frame icons, make sure that frame edges are showing in InDesign and InCopy (View > Extras > 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

Icon Name Location

at the lower left of the toolbox.)

Available Assignments panel (InDesign and InCopy),

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

Editing Assignments panel, text frames, and graphics

Available And Out Of Date Text and graphics frames

In Use By [name] And Out Of Date Text and graphics frames

Editing And Out Of Date Text and graphics frames

Out Of Date Assignments panel

Text Content Out Of Date Assignments panel and text frames

Text Content Up To Date Assignments panel and text frames

Graphics Content Out Of Date Assignments panel and graphics frames

Graphics Content Up To Date Assignments panel and graphics frames

Packaged Content Assignments panel

text frames, and graphics frames

frames

Note: The Out Of Date icon on the Available, In Use, Editing, Text Content, and Graphics Content icons indicates that the content is out of date; that is, the version on the file system is newer than the version displayed on your computer.

More Help topics

Export content as separate InCopy files (InDesign)

Work with stand-alone documents

Unlink content files (InDesign)

Tracking and reviewing changes

Using editorial notes

Adding editorial notes in InDesign

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InCopy and InDesign

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.

• 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 assig nment as you move content, from t he As signments pa nel menu, choos e 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.

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 an InCopy user has an assignment open when it is deleted in InDesign, an alert message notifies the InCopy user that the assignment has been deleted. However, the content files are not deleted and can be updated without loss of changes.

Relink missing assignment files (InDesign)

If you move or delete an assignment file from disk, and then open the InDesign document from which it was created, InDesign won’t know where the assignment file is located. You need to re-create the assignment file so InDesign can find it.

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.

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InCopy and InDesign

• Choose Update All Assignments from the panel menu.

Change the assignment location

To re-create the assignment file in a new location, do one of the following in the

• Select the assignment and choose Change Assignment Location from the panel menu. Specify a location and

me 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.

Assignments panel:

Correct mistakes

If you make a mistake, you can discard changes made since the last Save command and restore the content from the file system.

Because InDesign automatically saves every editable InCopy content file when you save the InDesign document, the Cancel Checkout command restores only versions since the last time the document was changed.

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 makes the content read-only and available fo

hers to check out.

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.

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: Unlinking your own checked-out file removes it from the workflow and deletes the lock file from disk. You can reexport the content and overwrite the file name without conflict.

To unlink an InCopy content file, select the file (.icml or .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.

You can also unlink by deleting a frame, or using the InDesign Links panel to relink a content file to another file. You can also select the story in the Assignments panel and drag it to the Trash icon.

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InCopy and InDesign

Placing InCopy files in InDesign documents

Although a typical workflow begins in InDesign, where the basic layout and text and graphics placeholders are defined and exported to InCopy, a different workflow can start with a stand-alone InCopy content file (.icml or .incx) 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 If you place an InCopy content file more than once, each instance of the content appears in the

InDesign Links panel, but they are all managed as one content file. The same is true for any exact copies of a content file (by any means of duplication).

Note: f 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 Once multiple instances of a managed content file are present in an InDesign document, they

beh ave as i f the y wer e op en in t wo appl icat ion s. For e xample , che ckin g ou t on e ins tan ce of the c ont ent file lock s all othe r 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.

More Help topics

Update, restore, and replace links

Accidentally updating your work

Assignment packages

Create and send packages (InDesign)

Under ideal circumstances, all InDesign and InCopy users on the team have access to a server where assignment files 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 on the assignment, the InCopy user repackages the assignment and returns it to be integrated into the InDesign document. Package files created in InDesign include the .icap extension. The return package files created in InCopy include the .idap extension.

There are two commands for packaging files: Package For InCopy and Package And Email. Use Package For InCopy 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.

Note: Do not confuse an assignment package with the File > Package command in InDesign that lets you bundle and send a document and its assets to a printer.

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Create a package for manual distribution

1 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. If any content is checked out, you’re prompted to check in content.

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: Choosing Edit > Undo after you create a package cancels the package and unlocks the items in the assignment, but it doesn’t delete the package file from your computer or unsend the e-mail.

Create a package for e-mail (InDesign)

1 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 In the Assignments panel, select the assignment and choose Package For InCopy And Email from the panel menu.

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 OK 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 Select the assignment in the Assignments panel, and do one of the following:

• Choose Update Package from the Assignments panel menu. Specify the name and location of the file. Make the

updated package available 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.

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InCopy and InDesign

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.

Open a package (InCopy)

To open an InCopy package (*.icap or *.incp), do any of the following:

• Launch the package using the e-mail application. For example, double-click the attachment file.

• Use Explorer or Finder to open the file. For example, double-click the file or drag it to the InCopy application

on.

• 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 .icap extension; return package files created for InDesign users include the .idap 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 InCopy user. Specify the name and location of the 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 an attachment in a new message in your default e-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 (*.idap

• 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.

or *.indp), do any of the following:

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InCopy and InDesign

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.

More Help topics

Package files

Check in content

Save changes (InCopy)

Update assignment files (InDesign)

Unlink content files (InDesign)

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Chapter 5: Text

Glyphs and special characters

Glyphs panel overview

Enter glyphs by way of the Glyphs panel. The panel initially shows glyphs in the font where the cursor is located, but you can view a different font, view a type style in the font (for example, Light, Regular, or Bold), and make the panel display a subset of glyphs in the font (for example, math symbols, numbers, or punctuation symbols).

A Search box B Show subset of glyphs C Tool tip displaying glyph ID, Unicode, and Name D Font list E Font style

By moving the pointer over a glyph, you can read its CID/GID value, Unicode value, and name in a tool tip.

Open the Glyphs panel

Choose Type > Glyphs or Window > Type & Tables > Glyphs.

Change the Glyphs panel view

• Click the cycle widget (it’s located to the left of the word “Glyphs” on the Glyphs panel) to change views of the panel.

Clicking the widget presents these views in succession: the collapsed panel, the entire panel, and the panel without recently used glyphs.

• Click the Zoom In or Zoom Out buttons in the lower-right corner of the Glyphs panel.

• Resize the Glyphs panel by dragging the lower-right corner.

the glyphs that appear

Filter

Do one of the following on the Show list to determine which glyphs appear on the Glyphs panel:

• Choose Entire Font to display all glyphs available in the font.

• Choose an option below Entire Font to narrow the list to a subset of glyphs. For example, Punctuation displays

nly punctuation glyphs; Math Symbols narrows the choices to mathematical symb

ols.

Sort glyphs in the Glyphs panel

Choose By CID / GID or By Unicode to determine how glyphs are sorted in the Glyphs pane

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Search for glyphs in the Glyphs panel

1 In the Glyph panel, click inside the Search box and enter the search query.

By default, InCopy uses a generic search to search based on the glyph name, Unicode, or glyph ID.

2 You can however, specify the search parameter to further filter the search results.

To do this, click the drop-down arrow on the left of the Search box and choose the required search parameter.

Insert glyphs and special characters

A glyph is a specific form of a character. For example, in certain fonts, the capital letter A is available in several forms, such as swash and small cap. You can use the Glyphs panel to locate any glyph in a font.

OpenType fonts such as Adobe Caslon™ Pro provide multiple glyphs for many standard characters. Use the Glyphs panel when you want to insert these alternate glyphs in your document. You can also use the Glyphs panel to view and insert OpenType attributes such as ornaments, swashes, fractions, and ligatures.

Insert special characters

You can insert common characters such as em dashes and en dashes, registered trademark symbols, and ellipses.

1 Using the Type tool, position the insertion point where you want to insert a character.

2 Choose Type > Insert Special Character, and then select an option from any of the categories in the menu.

If special characters that you use repeatedly do not appear on the list of special characters, add them to a glyph set that you create.

Insert a glyph from a specified font

1 Using the Type tool, click to place the insertion point where you want to enter a character.

2 Choose Type > Glyphs to display the Glyphs panel.

3 To display a different set of characters in the Glyphs panel, do any of the following:

• Select a different font and type style, if available. From the Show menu, choose Entire Font. Or, if you selected an

OpenType font, choose from a number of OpenType categories.

• Choose a custom glyph set from the Show menu. (See Create and edit custom glyph sets.)

4 Scroll through the display of characters until you see the glyph you want to insert. If you selected an OpenType font,

you can display a pop-up menu of alternate glyphs by clicking and holding the glyph box.

5 Double-click the character you want to insert. The character appears at the text insertion point.

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Text

Insert a recently used glyph

InCopy tracks the previous 35 distinct glyphs you inserted and makes them available under Recently Used in the first row of the Glyphs panel (you have to expand the panel to see all 35 glyphs on the first row).

Do one of the following:

• Double-click a glyph under Recently Used.

• Choose Recent Glyphs on the Show list to display all recently used glyphs in the main body of the Glyphs panel,

and then double-click a glyph.

Clear recently used glyphs

• To clear a selected glyph from the Recently Used section, right-click (Windows®) or Control-click (Mac OS) a glyph

in the Recently Used section, and then choose Delete Glyph From Recently Us

ed.

• To clear all recently used glyphs, choose Clear All Recently Used.

Replace a character with an alternate glyph

When a character includes alternate glyphs, it appears in the Glyphs panel with a triangle icon in the lower-right corner. You can click and hold the character in the Glyphs panel to display a pop-up menu of the alternate glyphs, or you can display alternate glyphs in the Glyphs panel.

1 Choose Type > Glyphs to display the Glyphs panel.

2 Select Alternates For Selection from the Show list.

3 Using the Type tool, select a character in your document.

4 Do one of the following to replace the selected character in the document:

• Double-click a glyph in the Glyphs panel.

• Select a glyph on the menu.

Display OpenType glyph attributes in the Glyphs panel

For easy selection, the Glyphs panel allows you to display characters for only the selected OpenType attributes. You can select various options from the Show menu in the Glyphs panel.

Note: D

o not confuse these options with those that appear on the Glyphs panel menu, which let you apply forms to selected

text. (See Apply OpenType font attributes .)

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1 In the Glyphs panel, choose an OpenType font from the font list.

2 Choose an option from the Show menu.

The options displayed vary depending on which font is selected. For information on applying OpenType font attributes,

Apply OpenType font attributes . For more information on OpenType fonts, see www.adobe.com/go/opentype.

see

Highlight alternate glyphs in the text

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

2 Select Substituted Glyphs, and then click OK. Substituted glyphs in the text are highlighted in nonprinting yellow.

Create and edit custom glyph sets

A glyph set is a n amed coll ecti on of glyp hs f rom one o r mo re f ont s. Sa vin g com mon ly us ed gly phs in a g lyph set p rev ent s you from having to look for them each time you need to use them. Glyph sets are not attached to any particular document; they are stored with other InDesign preferences in a separate file that can be shared.

You can determine whether the font is remembered with the added glyph. Remembering fonts is useful, for example, when you are working with dingbat characters that may not appear in other fonts. If a glyph’s font is remembered, but the font is missing, the font’s square appears in pink in the Glyphs panel and the Edit Glyph Set dialog box. If a font is not remembered with an added glyph, a “u” appears next to the glyph, indicating that the font’s unicode value determines the appearance of the glyph.

Create a custom glyph set

1 Choose Type > Glyphs.

2 Do one of the following:

• From the Glyphs panel menu, choose New Glyph Set.

• Open the context menu on the Glyphs panel and choose New Glyph Set.

3 Type the name of the glyph set.

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4 Choose the insert order in which glyphs will be added to the glyph set, and click OK:

Insert At Front Each new glyph is listed first in the set.

Append At End Each new glyph is listed last in the set.

Unicode Order All glyphs are listed by the order of their unicode values.

5 To add glyphs to the custom set, select the font containing the glyph at the bottom of the Glyphs panel, click the

glyph to select it, and then choose the name of the custom glyph set from the Add To Glyph Set menu on the Glyphs panel menu.

a custom glyph set

View

Do one of the following on the Glyphs panel:

• Choose the glyph set on the Show list.

• On the Glyphs panel menu, choose View Glyph Set, and then the name of the glyph set.

Edit custom glyph sets

1 Choose Edit Glyph Set from the Glyph panel menu, and then choose the custom glyph set.

2 Select the glyph you want to edit, do any of the following, and then click OK:

• To bind the glyph to its font, select Remember Font With Glyph. A gly ph that remembers its font ignores the font

applied to the selected text in the document when the glyph is inserted into that text. It also ignores the font specified in the Glyph panel itself. If you deselect this option, the Unicode value of the current font is used.

• To view additional glyphs, choose a different font or style. If the glyph is not defined with a font, you cannot select

a different font.

• To remove a glyph from the custom glyph set, choose Delete From Set.

• To change the order in which glyphs are added to the set, choose an Insert Order option. Unicode Order is not

vailable if Insert At Front or Append At End was selected when the glyph set was created.

Delete glyphs from custom glyph sets

1 In the Glyphs panel, choose the Custom Glyph Set from the Show menu.

2 Right-click (Windows) or Control-click (Mac OS) a glyph, and then choose Delete Glyph From Set.

Delete custom glyph sets

1 Do one of the following:

• From the Glyphs panel menu, choose Delete Glyph Set.

• From the context menu, choose Delete Glyph Set.

2 Click the name of a custom glyph set.

3 Click Yes to confirm.

Save and load glyph sets

Custom glyph sets are stored in files kept in the Glyph Sets folder, a subfolder of the Presets folder. You can copy glyph set files to other computers and in so doing make custom glyph sets available to others. Copy glyph set files to and from these folders to share them with others:

Mac OS Use rs\[username]\Library\Preferences\Adobe InCopy \[Version]\[Language]\Glyph Sets

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Windows XP Documents and Settings\[username]\Application Data\Adobe\InCopy \[Version]\[Language]\Glyph Sets

Windows Vista and Windows 7 Users\[username]\AppData\Roaming\Adobe\InCopy \[Version]\[Language]\Glyph

Sets

Use quotation marks

You can specify different quotation marks for different languages. These quotation mark characters appear automatically during typing if the Use Typographer’s Quotes option is selected in the Type section of the Preferences dialog box.

Specify which quotation marks to use

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

2 Choose a language from the Language menu.

3 Do any of the following, and then click OK:

• For Double Quotes, select a pair of quotation marks, or type the pair of characters you want to use.

• For Single Quotes, select a pair of quotation marks, or type the pair of characters you want to use.

Insert straight quotation marks

Do one of the following:

• Choose Type > Insert Special Character > Quotation Marks > Straight Double Quotation Marks or Straight

Single Quotation Mark (Apostrophe).

• Deselect the Use Typographer’s Quotes option in the Type section of the Preferences dialog box, and then type

the quotation mark or apostrophe.

• Press Shift+Ctrl+Alt+' (Windows) or Shift+Command+Option+' (Mac OS) to switch between turning on and

ff the Use Typographer’s Quotes preferences option.

The character frequently used to indicate feet, arcminutes, or m apostrophe. The character frequently used to indicate inches, arcseconds, or seconds of time is the double prime mark.

hese symbols are different from apostrophes and double quotation marks. Some fonts include the prime and double prime marks. Us e the Glyphs panel to insert these marks. If the font doesn’t have a pr ime or double prime mark, inser t the straight quotation mark, and italicize it.

inutes of time is the prime mark. It looks like a slanted

Insert white space characters

A white space character is a blank space that appears between characters. You can use white-space characters for many different purposes, such as preventing two words from being broken at the end of a line.

1 Using the Type tool, position the insertion point where you want to insert a certain amount of white space.

2 Choose Type > Insert White Space, and then select one of the spacing options (such as Em Space) in the context

menu.

Representative symbols of the white-space characters appear when you choose Type > Show Hidden Characters.

White space options

The following options appear on the Type > Insert White Space menu:

Ideographic Space

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This is a space that is based on a full-width character in Asian languages. It wraps to the next line as with other fullwidth characters.

Em Space

Equal in width to the size of the type. In 12-point type, an em space is 12 points wide.

En Space

One-half the width of an em space.

Nonbreaking Space

The same flexible width as pressing the spacebar, but it prevents the line from being broken at the space character.

Nonbreaking Space (Fixed Width)

A fixed width space prevents the line from being broken at the space character, but does not expand or compress in justified text. The fixed width space is identical to the Nonbreaking Space character inserted in InCopy CS2.

Third Space

One-third the width of an em space.

Quarter Space

One-fourth the width of an em space.

Sixth Space

One-sixth the width of an em space.

Flush Space

Adds a variable amount of space to the last line of a fully justified paragraph, useful for justifying text in the last line.

Change Justification settings.)

(See

Hair Space

One-twenty-fourth the width of an em space.

Thin Space

One-eighth the width of an em space. You may want to use a thin space on either side of an em dash or en dash.

Figure Space

Same width as a number in the typeface. Use a figure space to help align numbers in financial tables.

Punctuation Space

Same width as an exclamation point, period, or colon in the typeface.

About Adobe SING Glyphlet Manager

The Adobe SING Glyphlet Manager is a utility for installing and searching for glyphlets. It is not included in Adobe Creative Suite 5.

More Help topics

OpenType fonts

Create hanging punctuation

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Using editorial notes

About editorial notes

Editorial notes are brief comments or annotations for yourself or other contributors. In Galley and Story views, all notes are displayed inline (within the text), and the content of the note is displayed between note bookends view, each note is indicated by a note anchor . The content of the note is displayed in the Notes panel and can be colorcoded for each user.

. In Layout

Notes panel overview

The Notes panel contains the name of the note’s author, the date and time it was last modified, the story label, the page number, the note number out of total notes, the number of characters and words, and the content of the note.

A User color B Show/Hide notes C Go to note anchor D Go to previous note E Go to next note F New note G Delete note

Note: Regardless of which view you are using, the content of the Notes panel appears the same.

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Open the Notes panel

Do one of the following:

• Choose Window > Notes.

• In Layout view, choose Notes > New Note.

Use Notes Mode

Notes Mode is a convenient way to add, split, or delete notes, depending on where the insertion point is located or what text is selected.

1 Do any of the following:

• To create a new note, place the insertion point in text.

• To convert text to a note, select the text.

• To split a note, place the insertion point inside a note.

• To convert the note to text, select the note bookends (in Galley view or Story view).

• To move the insertion point out of a note, place the insertion point at the beginning or end of the note.

2 Choose Notes > Notes Mode.

Add a note

1 Do either of the following:

• Using the Type tool , click where you want to place the note, and choose Notes > New Note.

• Using the Note tool , click where you want to place the note.

Adding a note in Layout view opens the Notes panel if it is not already open.

2 In Galley or Story view, type your note between the note bookends. In Layout view, type your note in the Notes

panel.

You can add as many notes as you want in any location. However, you cannot create a note within another note.

You can also add a note using Notes Mode.

Convert text to a note

1 Select the text that you want to move into a new note.

2 Choose Notes > Convert To Note.

A new note is created. The selected text is removed from the body of the story and pasted into the new note. The note an

chor or bookend is located where the text you selected was cut.

If you add notes to a linked InCopy story, they also appear in the s

You can also convert text to a note using Notes Mode.

You can assign keyboard shortcuts to convert a word, line, paragraph, or story to a note. Choose Edit > Keyboard Shortcuts, and then choose Notes Menu from the Product Area

OK.

tory in InDesign, and can be edited in InDesign.

menu. Add a shortcut to the command, and then click

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ADOBE InCopy CS6 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Legal notices

Contents

Chapter 1: What’s new

New features summary

Chapter 2: Workspace

Workspace basics

Workspace overview

Hide or show all panels

Display panel options

(Illustrator) Adjust panel brightness

Reconfigure the Tools panel

Manage windows and panels

Rearrange, dock, or float document windows

Dock and undock panels

Move panels

Add and remove panels

Manipulate panel groups

Stack floating panels

Resize panels

Collapse and expand panel icons

Save and switch workspaces

Save a custom workspace

Display or switch workspaces

Delete a custom workspace

Restore the default workspace

(Photoshop) Restore a saved workspace arrangement

Change Interface preferences

Use toolbars

Show or hide a toolbar

Customize a toolbar

View tool hints

Use context menus

Customize menus

Create a custom menu set

Select a custom menu set

Edit or delete a custom menu set

Show hidden menu items

Use keyboard shortcut sets

Change the active shortcut set

View shortcuts

Generate a list of shortcuts

Create a new shortcut set

Create or redefine a shortcut

Viewing stories

Galley, Story, and Layout view overview

Switch between Galley, Story, or Layout view

About Galley view

Customize Galley and Story views

Change the Galley view display settings

Set Galley view display preferences

Show or hide the information column

Set Story view preferences

Show or hide paragraph break marks

Use the vertical depth ruler

Layout view overview

About frames

Show or hide frame edges

View documents

Zoom in or out

Use power zoom

Magnify by dragging

Display the document at 100%

Fit the page, spread, or pasteboard within the active window

Working with ConnectNow

Recovery and undo

Recover documents

Find recovered documents

Change the location of recovered documents

Undo mistakes

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

Customizing preferences and defaults