Macromedia InDesign - CC User Guide

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Adobe® InDesign® CC

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June 2014

Legal notices

For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html.

Last updated 6/14/2014

Chapter 1: What's New

New features summary

Chapter 2: Workspace and workflow

Create new documents Sync Settings using Adobe Creative Cloud Saving documents Understanding a basic managed-file workflow Workspace basics Default keyboard shortcuts Working with files and templates Customize menus and keyboard shortcuts Recovery and undo Converting QuarkXPress and PageMaker documents Toolbox Sharing content PageMaker menu commands Assignment packages Adjusting your workflow Working with managed files Viewing the workspace Creating and saving your own workspace Working with Tools Setting preferences Toolbox

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Chapter 3: Layout and design

Generate QR codes Footnotes Creating type on a path Linked content Add basic page numbering About pages and spreads Liquid Layouts and Alternate Layouts | CC, CS6 Aligning and distributing objects Create new documents (Chinese, Japanese, and Korean only) Creating text and text frames Creating book files Creating an index Creating a table of contents Creating documents Clipping paths Linking Content

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INDESIGN

Content s

Reviewing the Forms tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Testing a form in Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Working with Frames Creating cross-references (video 5:45) Formatting grids Frame grid properties Generating image captions with metadata (PDF, 148 KB) Grid Mode and Live Distribute (video 2:48)

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Grids Grouping, locking, and duplicating objects Importing files from other applications Layers

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Laying out frames and pages Layout grids

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Live captions (video 3:04) Making shiny graphics (PDF, 203 KB) Managing documents with multiple page sizes (PDF, 136 KB) Managing graphics links Managing pages and spreads Master pages Mini Bridge: Getting access to your assets (PDF, 180 KB) Mixing page sizes with the new Page tool (video 8:03) Numbering pages, chapters, and sections Paragraphs that span and split columns (video 2:01) Placing graphics Reusing graphics and text Rotating Spread view (video 3:31) Ruler guides

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Rulers and measurement units Spanning and Splitting columns (video 6:15) Tex t var iables Transforming objects Understanding graphics formats Working with files and templates Working with frames and objects

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Chapter 4: Text

Threading text Wrapping text around objects

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Arabic and Hebrew features | CC, CS6 Anchored objects Find/Change Bullets and numbering Formatting CJK characters Articles (CS5.5)

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Spell-checking and language dictionaries

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INDESIGN

Content s

Text Frame fitting options | CC, CS6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

Adding text to frames . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244

Editing text Captions Tracking and reviewing changes Tex t var iables Adding editorial notes in InDesign Glyphs and special characters Linked stories (CS5.5) Creating bullets and number Creating conditional text (vid Creating footnotes (video 2:44) Linking text stories (PDF, 217 KB) Track text changes (video 2:01) Working with markers

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ing (video 12:16) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

eo 6:48) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

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Chapter 5: Styles

Paragraph and character styles Object styles

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Drop caps and nested styles Working with styles

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Applying GREP styles (video 4:46)

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Chapter 6: Typography

Using fonts Formatting text Text composition Formatting characters Aligning text Formatting paragraphs Leading Tabs and indents Kerning and tracking

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Document installed fonts (video 2:29)

Chapter 7: Tables

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

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Chapter 8: Interactivity

Hyperlinks Forms | CC, CS6 Buttons Cross-references

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Interactive web documents for Flash

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Animation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405

Dynamic PDF documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409

Structuring PDFs Page transitions Movies and sounds Bookmarks Creating and editing motion presets (video 5:23) Creating documents with Interactive features (video 8:06) Creating interactive documents in a snap (PDF, 201 KB) Creating multistate objects (PDF, 203 KB) Creating rich interactive documents (PDF, 6.7 MB) Exploring new FLA export options (video 6:26)

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Chapter 9: Drawing and painting

Drawing with the Pen tool Drawing with lines and shapes Editing paths

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Understanding paths and shapes Drawing with the Pencil tool Compound paths and shapes Change corner appearance Applying line (stroke) settings

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Chapter 10: Color

Applying color

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Tints Mixing inks Gradients Working with swatches Using colors from imported graphics Understanding spot and processcolors

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Chapter 11: Transparency

Adding transparency effects Flattening transparent artwork Blending colors

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Chapter 12: Exporting and publishing

Export content for EPUB Export content to HTML Exporting to Adobe PDF Export to JPEG format Export content for EPUB | CS6 Export content for EPUB | CS5.5 Export content to HTML | CS6 & CS5.5 Exporting XML

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Adobe PDF options Build digital magazines with InDesign CS5.5 and A

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dobe Digital Publishing Suite (video 09:06) . . . . . . . . . . . . . . . . . . . . . . . . . 542

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INDESIGN

Content s

Adding audio and video content to EPUB (video 02:46) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542

Controlling order of content export from InDesign to EPUB without changing your layout (video 04:54) . . . . . . . . . . . . . . . . 542

Creating covers and title pages for EPUB (video 05:50) Exporting documents to EPUB (PDF, 265 KB) Exporting to EPUB for the Apple iBook

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542

store (PDF, 2.5 MB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543

Setting object export options (PDF, 160 KB), CS5.5 and later Styles mapped to tags in InDesign for im

proved EPUB export (video 05:13) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543

Using Object Export options to customize how objects and images ex

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543

port to EPUB ( video 05:18) . . . . . . . . . . . . . . . . . . . . . . 543

Chapter 13: Printing

Preflighting files before handoff Preparing PDFs for service providers Preparing to print separations Printer’s marks and bleeds Printing booklets Printing documents

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 560

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565

Creating PostScript and EPS files Trap presets

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 580

Trapping documents and books Printing thumbnails and oversized Printing graphics and fonts Overprinting

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 593

Adjusting ink options for trapping Inks, separations, and screen frequency Printing booklets using your desktop printer Adobe Creative Suite 5/5.5 Printing Guide (PDF, 21 MB)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 553

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 558

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585

documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 589

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 597

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604

vii

Chapter 14: Digital publications

Digital Publishing Suite overview Applying guide-based Liquid Layout rules Applying object-based Liquid Layout rules Understanding Liquid Layout rules Using basic Liquid Layout rules: Scale, R Working with Alternate Layouts Folio Producer Tools (video 1:04)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 605

ecenter, and Based on Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 606

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 606

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 606

Chapter 15: Automation

Scripting Plug-ins Data merge

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 607

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 608

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 609

Chapter 16: Accessibility

Creating accessible PDF documents (PDF, 2.6 MB)

Chapter 17: System requirements

System requirements for Indesign

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 620

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 619

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Chapter 1: What's New

New features summary

Adobe InDesign CC 2014 ships with several new features and enhancements that enrich your publishing experience. New features such as creating color groups, enhancements to EPUB, Behance integration, and footnotes enhancements make your publishing experience exciting and more effective.

Seamless update

Shortcuts and preferences are retained when you update to the latest version of InDesign, ensuring that you can easily and quickly get to work with the latest version.

• The InDesign preferences and presets from an earlier version are retained. You can also manually trigger local

gration of presets and preferences from Edit > Migrate Previous Local Settings.

• Previous version settings are migrated from Creative Cloud in the following scenarios:

• No local settings are available for migration

• No current version (10.0) settings are available on Creative Cloud

This ensures that you don’t have to change your settings every time y migrated, make sure that sync settings is initiated for the current version so that all the latest settings are now stored in the cloud.

ou update InDesign CC. Once settings are

In application - What's New dialog

On the first installation of InDesign CC 2014, a What's new dialog greets you with content that provides information about the new features in this release. Click a link to learn more about the feature.

EPUB enhancements

In this release, InDesign provides support for Fixed Layout EPUBs. You also get control over adding epub:type markups. The enhancements made in this release also provide improved CSS support for table and cell styles. You can update metadata in the fixed layout and reflowable layouts, in addition to, viewing the exported outputs in Viewing Apps tabs.

Fixed Layout: InDesi children's eBooks and for complex non-fiction like cookbooks and textbooks. Unlike standard eBooks, fixed layout eBooks retain the same page layout and design, as their print book counterparts. You can export your InDesign document to a fixed layout EPUB format. You can control the way the layout would appear on a digital reader using this feature. Select File > Export > EPUB (Fixed Layout) from Save as type, to explore this format.

gn now supports this format that is interesting and interactive. This format is used widely for

Last updated 6/14/2014

What's New

EPUB Fixed Layout

Customizable object width and height in CSS: You can now customize the height and width of an object in a CSS file in the Object Export Options dialog box (reflowable layout only).

New EPUB type markup: A n

ew EPUB type helps improve the accessibility of components in EPUB export design. This new epub:type (Object Export Options > EPUB and HTML) helps you define the elements in a publication and design the intended reading order for the reader of the EPUB file.

Writing improved CSS for table and cells styles: T

nd cell styles now get mapped appropriately to the CSS. If a

able a

table is not used, InDesign creates no unnecessary CSS files.

Metadata:

h Reflowable/Fixed Layout tabs.

bot

Viewing Apps (Export): A V

You can update the file info or metadata of your InDesign file and the same EPUB data gets populated in

iewing Apps tab has been introduced in both Reflowable and Fixed Layout EPUB export

options. Viewing Apps displays the applications that you can configure to open or view the EPUB files.

A. Add EPUB viewers in Viewing Apps tab

Many significant improvements and enhancements have been made to the EPUB capability of InDesign. (To see the list of all changes, refer to InDesign_EPUB_Changes_CC_9.2_to_10.0 pdf .)

B. Select the viewer for EPUB output

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What's New

More Help topics

Export content to HTML

Improvements to tables

As part o f en han cemen ts to t abl es i n InDesig n, y ou now get the abili ty t o simply dra g-and -dr op t able r ows and c olu mns from one position to another within the same table. Select the rows you want to copy or duplicate, hover over the selected rows, a unique cursor indicating that the selection can be moved is displayed. The item row can be simply dragged and dropped (or copied with an 'Alt' key pressed).

You can also copy the contents from header and footer rows t rows can also be duplicated and converted to header and footer rows.

For more information, see Creating tables.

Simplified working in tables

o b

ody rows (by pressing Alt/Opt key). Likewise, body

Color groups

You can now create and manage color groups in InDesign. Simply create Color Groups from the Swatches panel through the new Color Group icon or from the flyout and context menu. You can also share the color groups with another application using Adobe Swatch Exchange (.ase) files. For example, load color swatches from another project in Illustrator.

Create and manage color swatches with color groups

For details, see Apply color.

Last updated 6/14/2014

What's New

Enhanced search - Find Previous

In previous InDesign versions, users could only search in forward direction. It meant that if you skipped over an item too fast and wanted to go back, the only way was to complete the find operation and start over again. This workflow has been improved now.

The Find/Change dialog in InDesign now has two search direction buttons - Forward and Backward. As search forward is ena search strings in Text, GREP, and Glyph tabs.

y default, you can switch to Backward to reverse the flow of the search. The new functionality helps you

bled b

Enhanced Search

For more information, see Find/Change overview.

Behance integration

Showcase and discover creative work on Behance. As a member, you can create a portfolio of your work and broadcast it widely and efficiently. Or, explore the latest creative work on a global scale by browsing featured or popular work across fields.

You can upload spreads as work-in-progress to Behance directly from within InDesign. Spreads are converted to images a

shared on Behance for review and feedback.

At a time, you can upload only one spread from InDesign. To share a complete document, you can share as many times as t

umber of spreads in the document. Each spread goes as a separate upload and posting on Behance.

he n

For more information, see Share your InDesign work on Behance .

Share on Behance

Last updated 6/14/2014

What's New

Improved packaging

From this release, you get the ability to include a PDF and IDML file in any package created from InDesign for individual documents. An InDesign package now includes INDD, linked files, fonts, IDML, and a PDF (Print).

Enhanced data merge for QR code

Now, you can place a data source containing a QR code in a merged document. The QR code workflow is integrated with the merged document. The following types of QR code can be linked via data merge in InDesign documents:

• Plain Text

• We b Hyp e r l in k

• Te x t Mess a g e

• Email

• Business Card

Today, if you’re creating business cards for multiple people (in an organization, for example), you can use data merge. If

you want to add a QR code, you would have to manually create a QR code for every unique business card. With this ne w update to data me rge, you d on't have to create a QR co de manuall y for each card; th e QR code can be automat ically created during the data merge.

For more information, see Generate QR codes

Footnote enhancements

You can now apply textwrap to an anchored or floating object that is part of a footnote. This enhancement works on both rectangular and non-rectangular text frames.

If a floating object (not anchored or inline) on which textwrap is applied interacts with footnote text, text wrap takes effe

ct.

For more information, see

HiDPI support for Windows

InDesign now supports HiDPI for Microsoft Windows across a wide variety of DPI display settings. You can view sharp and clear User Interface elements, visually appealing under various scaling factors. HiDPI support enables the display of text and complex artwork in greater clarity, and in colors and hues that are more vibrant.

Scalable effects

Earlier, transparency effects applied on an object in InDesign did not scale with the object. Now, all effects get applied. Effects such as drop shadows properly scale as you change the scale of an object or text. With the new Scalable Effects feature, an option to scale the transparency effects while scaling an object has been added in the Control panel and Transform panel flyout menus. You can activate scaling using this option.

For more information, see Scalability of an effect.

Last updated 6/14/2014

What's New

Modernization - Changes to panels

Tool Hints panel

As part of modernization, the Tool Hints panel has been converted from Flash technology to HTML5. This panel (Windows >Utilities >Tool Hints) displays information about tool name, toolhint, and tool icon of the selected tool. It was earlier APE (Flash) based extension, the panel is now a CEP HTML5 based extension.

Background Tasks panel

The Background Tasks panel (Window > Utilities > Background Tasks) is used to monitor the progress of ongoing background tasks. It also allows the user to cancel an ongoing background task. This panel was earlier APE (Flash) based and has now been converted to run on the drover User Interface technology.

Last updated 6/14/2014

Chapter 2: Workspace and workflow

Create new documents

Page design begins with the basics: starting a new document, setting up pages, and positioning margins and columns or changing grid settings.

Create a new document

1 Choose File > New > Document.

The New Document dialog box combines the Document Setup and the Margins And Columns dialog boxes, so that you

can set up the page size, margins, and page columns all in one place. You can change these settings at any time.

2 Specify document setup options. (See New Document options .)

To specify the dimensions of the bleed and slug areas, click the Arrow button before the Bleed and Slug label. The ble

ed and slug areas extend out from the edges of the defined Page Size. To make the bleed or slug areas extend

evenly on all sides, click the Make All Settings The Same icon .

3 (Only in InDesign CC) Select the Preview checkbox to see how your new document will look like. Make necessary

changes if required.

4 Click OK to open the new document with the settings you specified.

To set default layout settings for all new documents , choose File > Document Setup or Lay out > Margins And Columns, and set options when no documents are open.

New Document options

Document Preset Choose a preset that you have saved earlier.

Intent If you are creating a document to be output to PDF or SWF for the web, choosing the Web option changes

several options in t he dialog box, such as turning off Facing Pages, changing the orientation from portrait to landscape, and using a page size based on monitor resolution. You can edit any of these settings after the document is created.

CS6 and later: also change the intent of the document after it is created.

Number of pages Specify the number of pages to create in the new document.

Start Page # Specify which number the document starts on. If you specify an even number (such as 2) with Facing

Pages selected, the first spread in the document begins with a two-page spread. See Start a document with a two-page

spread .

Facing Pages Select this option to make left and right pages face each other in a double-page spread, such as for books

and magazi nes. Deselect this option to let each page stand alone, such as w hen you’re printing flyers or posters or when you want objects to bleed in the binding.

tal publishing intent has been added for publications aimed for the Digital Publishing Suite. You can

Digi

After you’ve created a document, you can use the Pages panel to create spreads with more than two pages or force the f

wo pages to open as a spread. (See Control spread pagination .)

irst t

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Workspace and workflow

Master Text Frame CS5.5 and earlier: Select this option to create a text frame the size of the area within the margin

guides, matching the column settings you specified. The master text frame is added to the A Master. (See Using text

frames on master pages.)

The Master Text Frame option is available only when you’ve chosen File > New > Document.

Primary Text Frame CS6 and later: select this option to add a primary text frame on the master page. When you apply

a new master page, the story in the primary text frame automatically flows into the primary text frame of the new master page.

Page Size Choose a page size from the menu, 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.

Orientation Click Portrait (tall) or Landscape (wide). These icons interact dynamically with the dimensions

you enter in Page Size. When Height is the larger value, the portrait icon is selected. When Width is the larger value,

ndscape icon is selected. Clicking the deselected icon switches the Height and Width values.

the la

Ti p:

To specify the dimensions of the bleed and slug areas, click the Arrow button before the Bleed and Slug label in the

Document dialog box. To make the bleed or slug areas extend evenly on all sides, click the Make All Settings The

New Same icon .

Bleed The Bleed area allows you to print objects that are arranged at the outer edge of the defined page size. For a page

of the required dimensions, if an object is positioned at its edge, some white may appear at the edge of the printed area due to slight misalignment during printing or trimming. For this reason, you should position an object that is at the edge of the page of the required dimensions a little beyond the edge, and trim after printing. Bleed area is shown by a red line on the document. You can set bleed area settings from Bleed in the Print dialog box.

Slug The slug area is discarded when the document is trimmed to its final page size. The slug area holds printing

information, customized color bar information, or displays other instructions and descriptions for other information in the document. Objects (including text frames) positioned in the slug area are printed but will disappear when the document is trimmed to its final page size.

Objects outside the bleed or slug area (whichever extends farther) do not print.

Preview (Only in InDesign CC) Select this checkbox to see how your new document will look like. Make necessary

changes to the options if the preview is not as desired.

Note: You can also click the Save Document Preset icon to save document settings for future use.

Document window overview

Each page or spread in your document has its own pasteboard and guides, which are visible in Normal View mode. (To switch to Normal View, choose View > Screen Mode > Normal.) The pasteboard is replaced with a gray background when the document is viewed using one of the Preview modes. (See Preview documents.) You can change the color of this preview background and guides in Guides & Pasteboard preferences.

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Workspace and workflow

Document and guides in Normal View Mode A Spread (black lines) B Page ( black lines) C Margin guides (magenta lines) D Column guides (violet lines) E Bleed area (red lines) F Slug area

e lines)

(blu

Document window notes:

• Lines of other colors are ruler guides which, when present, appear in the layer color when selected. See Layers .

• Column guides appear in front of margin guides. When a column guide is exactly in front of a margin guide, it hides

the margin guide.

Create custom page sizes

You can create custom page sizes that appear in the Page Size menu in the New Document dialog box.

1 Choose File > New > Document.

2 Choose Custom Page Size from the Page Size menu.

3 Type a name for the page size, specify page size settings, and then click Add.

The New Doc Sizes.txt file that lets you create custom page sizes in previous version of InDesign is not available in InDe

sign CS5 or later.

Define document presets

You can save document settings for page size, columns, margins, and bleed and slug areas in a preset to save time and ensure consistency when creating similar documents.

1 Choose File > Document Presets > Define.

2 Click New in the dialog box that appears.

3 Specify a name for the preset and select basic layout options in the New Document Preset dialog box. (See New

Document options 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 docume nt pres et files, use the Save and Load buttons in the Document Presets dialog box.

Create a document using a preset

1 Do one of the following:.

• Choose File > Document Preset > [name of preset]. (Hold down Shift while choosing the preset to create a new

document based on the preset without opening the New Document dialog box.)

Last updated 6/14/2014

Workspace and workflow

• Choose File > New > Document, and then choose a preset from the Document Preset menu in the New

Document dialog box.

The New Document dialog box displays the preset layout options.

2 Make changes to the options (if desired) and click OK.

To skip the New Document dialog box, press the Shift key as you select a preset from the Document Preset menu.

More Help topics

Recommended workflow for InDesign documents

Use document templates

Add documents to a book file

Change document setup, margins, and columns

Sync Settings using Adobe Creative Cloud

Introduction

When you work on multiple computers, managing and syncing glyph sets, menu customizations, keyboard shortcuts, custom workspaces, and PDF presets among the computers could be a chore.

The new Sync Settings feature enables individual users to sync their settings using Creative Cloud. If you use two comp

uters, for example, one at home and another at work, the Sync Settings feature makes it easy for you to keep those settings synchronized on these two computers. Also, if you have replaced your old computer with a new one and have reinstalled InDesign, you can get the application set up quickly with all your settings in place by just pressing a button.

Note: A

t any given time, you can activate InDesign on two computers only.

The

syncing happens via your Adobe Creative Cloud account. All the settings are uploaded to Creative Cloud and then

wnloaded and applied on the other computer.

are do

All sync operations are initiated by users. They cannot be scheduled or performed automatically (such as at launch or du

ng shutdown).

Prerequisites for this feature to work:

• Computers should be connected to the Internet.

• You have signed into your Adobe Creative Cloud account on both computers.

Sync settings at first launch

After installation, when you launch the application and create a document or open an existing document for the first time, you will see a prompt asking whether you want to start the sync.

Last updated 6/14/2014

Workspace and workflow

• Click Sync Settings Now to initiate the sync.

• Click Disable Sync Settings to disable the feature.

• Click Advanced to open the Preferences dialog, where you can choose and customize what items are synchronize.

Using the sync settings feature

Do any one of the following:

• [Recommended] Click the Sync Settings icon ( ) at the lower-left corner of the InDesign active document

window, and then click Sync

• ClickEdit (Mac:InDesign) > {AdobeID logged in} > Sync Settings Now.

Settings Now.

Sync settings on successive launches

When you launch InDesign with prior sync information available, and create a document or open an existing document for the first time, you will see a prompt asking whether you would like to sync the setting from the cloud. To initiate the sync, click Sync Settings Now.

The settings are downloaded to your local computers and are updated in the application. If you change glyph sets, keyb

oard shortcuts, custom workspaces, or PDF presets, you should initiate sync before you close the application. You can see the sync status in the left-bottom corner of the document status bar. Click the Sync Settings icon ( ) in the status bar and then click Sync Settings Now.

Managing sync

What gets synced

• Wo r k sp a c es

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Workspace and workflow

• Menu sets

• PDF presets

• Keyboard shortcuts

• Glyphs sets

Choose what you want to sync

Navigate to the Preferences > Sync Settings tab:

• Click Edit (Mac: InDesign) > {AdobeID logged in} > Manage Sync Settings. or

• ClickEdit (Mac: InDesign) > Preferences > Sync Settings.

Select the checkboxes for the settings that you want to sync. You can also choose what to do in case of conflict.

Note: T

o sync your settings successfully, you must change the settings only from within the application. The sync settings

ature does not sync any file that is manually placed in a folder location.

Choose an option in case of conflict

There are situations when the system could detect sync conflicts. Sync conflicts occur when the system is unable to determine whether you want a setting from Creative Cloud or from your local computer to be retained since both have been changed after the last sync operation.

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Suppose that you change PDF presets on your work computer and sync settings to the Cloud. You then go home and change the same presets on your home computer without syncing with the cloud first. Now since the settings in the cloud and the settings on your home computer are both updated, conflict occurs when your try to sync. If you try to sync in this state, you see a conflict prompt.

• Sync Local: Sync local settings on this computer to the cloud; overwrite the cloud version with the local version of

settings.

• Sync Cloud: Sync from the cloud to this local computer; ignore changes made to the local settings and replace them

with the settings in the cloud.

What’s not supported

• Keyboard shortcuts created for Windows will only sync with a Windows computer. Mac keyboard shortcuts will

only sync with a Mac computer.

• Assets saved to a custom location are not synced.

• Any modifications (for example: rearrangement of panel) made after creation of the Workspace will not be synced.

For Workspace syncing, first set up your working environment and then create a workspace and initiate the sync process.

Saving documents

Save documents

Saving a document saves the current layout, references to source files, which page is currently displayed, and the zoom level. Protect your work by saving often. You can save a file as any of the following:

• A regular document.

• A copy of the document, which creates a duplicate of the document under a different name, leaving the original

document active.

• A template, which normally opens as an untitled document. A template can contain settings, text, and graphics that

you preset as a starting point for other documents.

Saving a document also updates the metadata (or file informa metadata includes a thumbnail preview, fonts used in the document, color swatches, and all metadata in the File Info dialog box, all of which enable efficient searching. For example, you might want to search for all documents that use a particular color.

n) that is part of the InDesign document. This

tio

You can view this metadata in Bridge and in the Advanced area of the File Info dialog box. You can control whether to

update the preview when you save by using a preference setting. The other metadata (fonts, colors, and links) are

updated whenever you save a document.

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The Save, Save As, and Save a Copy commands store documents in the InDesign file format. For information about storing documents in other file formats, see the Index.

If you’re saving a document in order to bring it to a prepress service provider for final output, InDesign can a

omatically collect all necessary files, such as linked graphics and fonts, in one folder. (See Package files.)

Note: The information entered in the File > File Info dialog box g EPUB in the following formats:

ets updated in the Metadata tab when you export an

• Fixed Layout EPUB

• Reflowable EPUB

❖ Do one of the following:

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

The newly named file becomes the active document. Using the Save As command might reduce the file size.

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

• To save all open documents to their existing locations and filenames, press Ctrl+Alt+Shift+S (Windows) or

Command+Option+Shift+S (Mac OS).

• To save a copy of a document under a new name, choose File > Save a Copy, specify a location and filename, and

click Save. The saved copy does not become the active document.

Note: To avoid problems, avoid reserved characters that have special meanings in some operating systems. For example,

oid filenames with spaces, tabs, or initial periods, or filenames that use these characters: / \ : ; * ? < > , $ %. Similarly,

av avoid using characters with accents (such as ü, ñ, or é), even when using a non-English version of InDesign. Problems may occur if the file is opened in a different platform.

If you have frequently work with several documents open at the same time and want to save them all at once, use a keyboard shortcut. Choose Edit > Keyboard Shortcuts, choose Views, Navigation from the Product Area menu, and

ct Save All in the Commands list. You can then edit or add a shortcut. You can use Quick Apply to specify the Save All

ele

command.

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.

You can enable the option in Preferences or in the Save As dialog box. Because previews increase both file size and the tim

t takes to save the document, you may prefer to enable the option on demand using the Save Asdialog box.

e i

1 Do one of the following:

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

InDesign > 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.

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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.

Save an InDesign Markup (IDML) document

In some cases you may want to save an InDesign in interchange markup format. It’s especially useful to save in this format when you open a QuarkXPress or PageMaker publication in InDesign, when you open a document created in a previous version of InDesign, or when you’re experiencing problems with your document, such as not being able to delete color swatches.

1 Choose File > Save (CS6) or File > Export (CS5).

2 From the Save As Type (Windows) or Format (Mac OS) menu, choose InDesign Markup (IDML).

3 Click Save.

You can open the saved IDML file in InDesign CS5 and InDesign CS4 but not in any previous version of InDesign.

For information on using IDML for development purposes, see

www.adobe.com/go/learn_id_indesignmarkup_cs4_en.

Save backwards to the previous InDesign version

To open an InDesign CS6 document in InDesign CS5, in InDesign CS6, Save (File > Save) the document to the InDesign Markup Language (IDML). (The IDML format replaces the Interchange INX format used for saving backwards in previous versions.)

To open an InDesign CS5 document in InDesign CS4, in I InDesign Markup Language (IDML). (The IDML format replaces the Interchange INX format used for saving backwards in previous versions.)

Ensure that the computer running the previous version of InDesign is updated with the appropriate plug-ins so that it c

pen the exported IDML file. The person running the previous version of InDesign can obtain the compatibility

an o plug-i ns by ch oosing Help > Updates and foll owing the prompt s. Plug-ins c an also b e installed from the Adobe web site : Vi si t Product updates page on the Adobe website, and choose InDesign from the product list.

Opening a document in a previous version of InDesign is also referred to as “saving down.”

Note: C

ontent created using features specific to the later version

the document in a previous version of InDesign.

1 Choose File > Save (CS6) or File > Export (CS5).

2 From the File Type (Windows) or Format (Mac OS) menu, choose InDesign Markup (IDML).

3 Click Save.

You can open the .idml file in previous version of InDesign t

Note: To open the InDesign CS5 document in InDesign CS3, open the exported IDML file in InDesign CS4, save it and expor

t it to InDesign CS3 Interchange (INX), and then open the exported INX file in InDesign CS3. Make sure that all

InDesign versions are up to date.

nDesign CS5, exp

of InDesign may be modified or omitted when you open

o convert it to an untitled InDesign document.

ort (File > Export) the document to the

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

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Workspace and workflow

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

o 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. M

ta is also retained when files are placed in an Adobe document or project.

etada

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 SD

isit the Adobe website.

K, v

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 y our fi les and versi ons de

d on XMP metadata in your files. Adobe Bridge provides two ways of working with metadata: through the

pen

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 o

iew and Creator in another, but both refer to the same underlying property. Even if you customize these views for

ne v specific workflows, they remain standardized through XMP.

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 metadata panels. You can add metadata 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 Inclu des two areas : Ca mera D ata 1 di spl ays re ad- only i nform ati on abo ut the cam era and se tti 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.

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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 InDesign 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).

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.

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Workspace and workflow

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

Use document templates

Recover documents

Print thumbnails

Work with metadata in Adobe

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 t

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 t

he s

ame 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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Workspace and workflow

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 co

ent for sharing. This method lets the InDesign user

nt associate related components (heading, body, graphics, captions, and so on), and then assign them to different InCopy users for writing and editing. InCopy users open the assignment file and work on only the components assigned to them. The live layout view shows how their edited copy relates to the InDesign layout, without opening the entire InDesign document. However, if the layout changes, the InDesign user must update assignments to notify InCopy users about the changes. You can share assignment files on a server or through assignment packages.

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

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Open assignment packages

The a ssignment pa ckages workf low is espe cially usef ul whe n designe

rs 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 a

signment file. Exporting separate files is useful if you work on unrelated graphics or bodies of text. However,

n as

InCopy users aren’t able to see how the content fits within the InDesign layout.

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

Open InDesign documents that have linked InCopy files

To see all page items in the context of an entire layout, InCopy users can open and edit an InDesign document in InC

opy. 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 re 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:

-only to all users in the workflow at all times, except to the person who

• 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 individua l InCopy sto r y. That way, you can s ee the c opyfit 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. L

ut geometries include page dimensions as well as text and graphics frames. InCopy uses these items to show proper

ayo

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 InC

opy 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 lo

erver, the changes are saved on the file system and anyone working on that document (the InDesign layout or

cal s 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; t

y 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. I

user is modifying the layout in InDesign simultaneously, you can update and view the layout geometry as you work.

f a

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, I

esign 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 InC

opy 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 t

ile are saved only locally. Other users are not notified when you make changes.

he f

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

k out the document. If you need to update the layout or assignments, you can send an updated package to the

chec

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 c

k out the content, view the latest revisions, and work on the file.

hec

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, s

ies in assignment packages are checked in. InDesign users can check out the files to finalize the layout as necessary.

tor

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. Other

wise, 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: T

he InCopy Notes and Track Changes features also use the specified name to identify the author of a note or a tracked

ge.

chan

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 workfl

ow action.

Note: The Color pop-up menu in this dialog box is for identifying editorial notes and tracked changes. You can choose the co

lor now if you want, but it doesn’t affect anything you do in a managed workflow.

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Workspace and workflow

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: (I

nDesign) The InDesign document window must be in Normal Mode for the frame edges to show. (Click the Normal

de button at the lower left of the toolbox.)

Icon Name Location

Available Assignments panel (InDesign and InCopy),

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

Editing Assignments panel, text frames, and graphics

vailable 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 fr

ames, 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 cont

ent 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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Workspace and workflow

Workspace basics

Click the following links for more information.

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. I

dobe Illustrator®, for example, select Window > Application Frame to toggle it on or off. (In Flash, the

n A

Application frame is on permanently for Mac, and Dreamweaver for Mac does not use an Application frame.)

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Workspace and workflow

Default Illustrator workspace A Tabb ed D ocument wi ndows B Application bar C Workspace switcher D Panel title bar E Control panel F Too l s pan el G Collapse To Icons

on H Four panel groups in vertical dock

butt

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,

press 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

on 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

❖ Click the panel menu icon in the upper-right corner of the panel.

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 and workflow

(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 pro

ducts.

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: In Photoshop you can also choose Window > Arrange > Float in Window to float a single Document window, or Wi

ndow > Arrange > Float All In Windows to float all of the Document windows at once. See tech note kb405298 for more

information.

Note: Dr button 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 create floating windows (Windows), or choose Window > Tile Vertically to create side-by-side Document

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

e Window menu to help you lay out your documents.

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

tab for a moment.

Note: S

ome products do not support this functionality.

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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Workspace and workflow

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

make it free-floating.

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

Navigator panel now in its own dock

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

the edge of the workspace.

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: T

he position of the mouse (rather than the position of the panel), activates the drop zone, so if you can’t see the drop

ne, 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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Workspace and workflow

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

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.

Adding a panel to a panel group

• To rearrange panels in a group, drag a panel’s tab to a new location in the group.

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

• To 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.

Free-floating stacked panels

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

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Workspace and workflow

• 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.

Panels collapsed to icons

Panels expanded from icons

• 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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Workspace and workflow

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

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

Delete.

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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Workspace and workflow

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 N ame.

• 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.

About view modes

You can change the visibility of the document window using the Mode buttons at the bottom of the toolbox or by choosing commands from the View > Screen Mode menu. When the toolbox is displayed in a single column, you can select view modes by clicking the current mode button and selecting a different mode from the menu that appears.

Normal Mode

Displays artwork in a standard window with all visible grids and guides showing, non-printing objects showing, and a white pasteboard.

Preview Mode

Displays artwork as if it were output, with all non-printing elements suppressed (grids, guides, non-printing objects), and the pasteboard set to the preview background color defined in Preferences.

Bleed Mode

Displays artwork as if it were output, with all non-printing elements suppressed (grids, guides, non-printing objects), the pasteboard set to the preview background color defined in Preferences, and any printing elements within the document's bleed area (defined in Document Setup) showing.

Slug Mode

Presentation Mode

Displays artwork as if it were a slideshow presentation, with no menus, panels, or tools displayed. See Use Presentation

Mode.

Using the status bar

The status bar (at the lower left of a document window) shows information about the status of a file and lets you turn to a different page. Click the status bar menu to do any of the following:

• Show the current file in the file system by choosing Reveal In Explorer (Windows®) or Reveal In Finder (Mac OS®).

• Show the current file in Adobe® Bridge® by choosing Reveal in Bridge.

• Show the current file in Adobe Mini Bridge by choosing Reveal in Mini Bridge.

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Workspace and workflow

In Mac OS, you can display the zoom percentage in the status bar by hiding the application bar (Window > Application

Bar). In Windows, you cannot hide the application bar.

Control panel overview

The Control panel (Window > Control) offers quick access to options, commands, and other panels related to the current page item or objects you select. By default, the Control panel is docked to the top of the document window; however, you can dock it to the bottom of the window, convert it to a floating panel, or hide it altogether.

Options displayed in the Control panel vary depending on the type of object you select:

• When you select a frame, the Control panel displays options for resizing, repositioning, skewing, and rotating the

frame, or applying an object style.

• When you select text inside a frame, the Control panel displays either character or paragraph options. Click the

paragraph and character icons on the left side of the Control panel to determine whether paragraph or character options are displayed. If your monitor size and resolution allows, the Control panel displays additional options. For example, if the character icon is selected, all the character options are displayed, and some paragraph options appear on the right of the Control panel. If you click the paragraph icon, all paragraph options are displayed, and some character options appear on the right.

• When you select a table cell, the Control panel displays options for adjusting row and column dimensions, merging

cells, aligning text, and adding strokes.

As the options in the Control panel change, you can get more information about each option by using tool tips—p descriptions that appear when you hover over an icon or option label with the pointer.

op-up

Control panel with tool tip displayed

Control panel menu

To open dialog boxes associated with Control panel icons, Alt-click (Windows) or Option-click (Mac OS) as you click a Control panel icon. For example, when a frame is selected, hold down Alt or Option and click the Rotation Angle icon

to open the Rotate dialog box.

Display the panel menu

❖ Click the icon to the right of the Control panel.

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Workspace and workflow

Dock or float the Control panel

❖ Do one of the following:

• Drag the vertical bar on the left side of the Control panel until the toolbar is docked to the top or bottom of the

application window (Windows) or screen (Mac OS).

• Choose Dock At Top, Dock At Bottom, or Float from the Control panel menu.

Customize the Control panel

1 Choose Customize from the Control panel menu locatedd on the right side of the Control panel.

2 Specify options that you want to display or hide, and then click OK.

About the Navigator panel

If you’re familiar with previous versions of InDesign, you may wonder why you can’t find the Navigator panel. The Navigator panel does not appear in InDesign CS5. The Power Zoom feature effectively replaces the Navigator panel. See Use power zo om.

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 cli

ck with the mouse.

Change Interface preferences

1 Choose Edit > Preferences > Interface (Windows) or InDesign > 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.

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Workspace and workflow

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 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.

More Help topics

Using Adob e Bridge with InDesign

Adobe Version Cue

Keys for the Control panel

Default keyboard shortcuts

Adobe InDesign CS5 provides shortcuts to help you quickly work in documents without using the mouse. Many keyboard shortcuts appear next to the command names in menus. You can use the default InDesign shortcut set, the QuarkXPress 4.0 or Adobe PageMaker 7.0 shortcut set, or a shortcut set that you create. You can share shortcut shortcut sets with others using InDesign on the same platform.

InDesign provides shortcuts to help you quickly work in documents without using the mouse. Many keyboard sh

tcuts appear next to the command names in menus. You can use the default InDesign shortcut set or a shortcut set

that you create. You can share shortcut sets with others using InDesign on the same platform.

Keys for tools

You can generate a list of the current keyboard set by choosing Show Set in the Keyboard Shortcuts dialog box. This

option is especially useful for printing a copy of your custom shortcuts.

This table isn’t a complete list of keyboard shortcuts. It lists commands or tool tips.

Choose Window > Utilities > Tool Hints, and then select a tool to view its shortcuts and modifier keys.

only those shortcuts that aren’t displayed in menu

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Workspace and workflow

To ol Windows Mac OS

Selection tool V, Esc V, Esc

Direct Selection tool A A

Toggle Selection and Direct Selection tool Ctrl+Tab Command+Control+Tab

Page tool Shift+P Shift+P

Gap tool U U

Pen tool P P

Add Anchor Point tool = =

Add Anchor Point tool = = (on the numeric pad)

Delete Anchor Point tool - -

Delete Anchor Point tool -

Convert Direction Point tool Shift+C Shift+C

Type tool T T

Type On A Path tool Shift+T Shift+T

Pencil tool (Note tool) N N

Line tool \ \

Rectangle Frame tool F F

Rectangle tool M M

Ellipse tool L L

Rotate tool R R

Scale tool S S

Shear tool O O

Free Transform tool E E

Eyedropper tool I I

Measure tool K K

Gradient tool G G

Scissors tool C C

Hand tool H H

Temporarily selects Hand tool Spacebar (Layout mode), Alt (Text mode), or

Zoom tool Z Z

Temporarily selects Zoom In tool Ctrl+Spacebar Command+Spacebar

Alt+Spacebar (bo

th)

Spacebar (Layout mode), Option (Text mode), or Option+Spacebar (both)

Toggle Fill and Stroke X X

Swap Fill and Stroke Shift+X Shift+X

Toggle between Formatting Affects Container and Formatting Affects Text

J J

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Workspace and workflow

Tool Windows Mac OS

Apply Color , [comma] , [comma]

Apply Gradient . [period] . [period]

Apply No Color / /

Switch between Normal View and Preview Mode

Frame Grid tool (horizontal) Y Y

Frame Grid tool (vertical) Q Q

Gradient Feather tool Shift+G Shift+G

W W

Keys for selecting and moving objects

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Temporarily select Selection or Direct

ion tool (last used)

Select

Temporarily select Group Selection tool Direct Selection tool+Alt; or Pen, Add Anchor

Select container of selected content Esc or double-click Esc or double-click

Select content of selected container Shift+Esc or double-click Shift+Esc or double-click

Add to or subtract from a selection of multiple objects

Any tool (except selection tools)+Ctrl Any tool (except selection tools)+ Command

Point, or Delete Anchor Point tool+Alt+Ctrl

Selection, Direct Selection, or Group Selection tool+Shift–click (to deselect, click center point)

Direct Selection tool+Option; or Pen, Add Anchor Point, or Delete Anchor Point tool+Option+Command

Selection, Direct Selection, or Group Selection tool+Shift–click (to deselect, click center point)

Duplicate selection Selection, Direct Selection, or Group Selection

Duplicate and offset selection Alt+Left Arrow, Right Arrow, Up Arrow, or

Duplicate and offset selection by 10 times** Alt+Shift+Left Arrow, Right Arro

Move selection** Left Arrow, Right Arrow, Up Arrow, Down

Move selection by 10th** Ctrl+Shift+Left Arrow, Right Arrow, Up Arrow,

Move selection by 10 times** Shift+Left Arrow, Right Arrow, Up Arrow,

Select master page item from document page Selection or Direct Selection tool+Ctrl+Shift–

Select next object behind or in front Selection tool+Ctrl–click, or Selection

Alt–drag*

tool+

Down Arrow key

Arrow key

Down arrow key

Down Arrow key

click

Alt+Ctrl–click

tool+

w, Up Arrow,

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Selection, Direct Selection, or Group Selection tool+ Option–drag*

Option+Left Arrow, Right Arrow, Up Arrow, or Down Arrow key

Option+Shift+Left Arrow, Right Arrow, Up Arrow, Down Arrow key

Left Arrow, Right Arrow, Up Arrow, Down Arrow key

Command+Shift+Left Arrow, Right Arrow, Up Arrow, Down arrow key

Shift+Left Arrow, Right Arrow, Up Arrow, Down Arrow key

Selection or Direct Selection tool+ Command+Shift–click

Selection tool+Command–click or Selection tool+Option+ Command–click

Workspace and workflow

Result Windows Mac OS

Select next or previous frame in story Alt+Ctrl+Page Down/ Alt+Ctrl+Page Up Option+Command+Page Down/

Select first or last frame in story Shift+Alt+Ctrl+Page Down/

*Press Shift to constrain movement to 45° angles.

**Amount is set in Edit > Preferences > Units &

ents (Windows) or InDesign >

Increm Preferences > Units & Increments (Mac OS).

Shift+Alt+Ctrl+Page Up

Option+Command+Page Up

Shift+Option+Command+Page Down/ Shift+Option+Command+Page Up

Keys for transforming objects

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Duplicate and transform selection Transformation tool+Alt–drag* Transformation tool+Option–drag*

Display Transform tool dialog box Select object+double-click Scale tool, Rotate

Decrease scale by 1% Ctrl+, Command+,

Decrease scale by 5% Ctrl+Alt+, Command+Option+,

Increase scale by 1% Ctrl+. Command+.

tool

, or Shear tool in Toolbox

Select object+double-click Scale tool, Rotate tool, or Shear tool in Toolbox

Increase scale by 5% Ctrl+Alt+. Command+Option+.

Resize frame and content Selection tool+Ctrl–drag Selection tool+Command–drag

Resize frame and content proportionately Selection tool+Shift+Ctrl–drag Selection tool+Shift+Command–drag

Constrain proportion Ellipse tool, Polygon tool, or Rectangle

Switch image from High Quality Display to Fast Dis

play

*After you select a transformation tool, hold

e mouse button, and then hold down

down th Alt (Windows) or Option (Mac OS) and drag. Press Shift to constrain movement to 45° angles.

hift–drag

tool+S

Ctrl+Alt+Shift+Z Command+Option+Shift+Z

Ellipse tool, Polygon tool, or Rectangle tool+Shift–drag

Keys for editing paths and frames

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Last updated 6/14/2014

Workspace and workflow

Result Windows Mac OS

Temporarily select Convert Direction Point tool

Temporarily switch between Add Anchor Point and Delete Anchor Point tool

Temporarily select Add Anchor Point tool Scissors tool+Alt Scissors tool+Option

Keep Pen tool selected when pointer is over path or anch

Move anchor point and handles while drawing

Display the Stroke panel F10 Command+F10

or point

Dir

ect Selection tool+Alt+C trl, or Pen tool+Alt Direct Selection tool+Option+ Command, or

Alt Option

Pen tool+Shift Pen tool+Shift

Pen tool+spacebar Pen tool+spacebar

Pen tool+Option

Keys for tables

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Insert or delete rows or columns while

ging

drag

Resize rows or columns without changing the size of the table

Resize rows or columns proportionally Shift–drag right or bottom table border Shift–drag right or bottom table border

Begin dragging row or column border, and then hold down Alt as you drag

Shift–drag interior row or column border Shift–drag interior row or column border

Begin dragging row or column border, and then hold down Option as you drag

Move to next/previous cell Tab /S hi ft +Tab Tab /S hi ft +Tab

Move to first/last cell in column Alt+Page Up/ Alt+Page Down Option+Page Up/ Option+Page Down

Move to first/last cell in row Alt+Home/ Alt+End Option+Home/ Option+End

Move to first/last row in frame Page Up/Page Down Page Up/Page Down

Move up/down one cell Up Arrow/Down Arrow Up Arrow/Down Arrow

Move left/right one cell Left Arrow/Right Arrow Left Arrow/Right Arrow

Select cell above/below the current cell Shift+Up Arrow/ Shift+Down Arrow Shift+Up Arrow/ Shift+Down Arrow

Select cell to the right/left of the current cell Shift+Right Arrow/ Shift+Left Arrow Shift+Right Arrow/ Shift+Left Arrow

Start row on next column Enter (numeric keypad) Enter (numeric keypad)

Start row on next frame Shift+Enter (numeric keypad) Shift+Enter (numeric keypad)

Toggle between text selection and cell selec

tion

Esc Esc

Keys for finding and changing text

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Last updated 6/14/2014

Workspace and workflow

Result Windows Mac OS

Insert selected text into Find What box Ctrl+F1 Command+F1

Insert selected text into Find What box and find

s next

Find next occurrence of Find What text Shift+F2 or Alt+Ctrl+F Shift+F2 or Option+Command+F

Insert selected text into Change To box Ctrl+F2 Command+F2

Replace selection with Change To text Ctrl+F3 Command+F3

Shift+F1 Shift+F1

Keys for working with type

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Bold (only for fonts with bold face) Shift+Ctrl+B Shift+Command+B

Italic (only for fonts with italic face) Shift+Ctrl+I Shift+Command+I

Normal Shift+Ctrl+Y Shift+Command+Y

Underline Shift+Ctrl+U Shift+Command+U

Strikethrough Shift+Ctrl+/ Control+Shift+Command+/

All caps (on/off) Shift+Ctrl+K Shift+Command+K

Asian language hyphenation Shift+Ctrl+K Shift+Command+K

Small caps (on/off ) Shift+Ctrl+H Shift+Command+H

Tate-chu-yoko setting Shift+Ctrl+H Shift+Command+H

Superscript Shift+Ctrl+(+) [plus sign] Shift+Command+(+) [plus sign]

Subscript Shift+Alt+Ctrl+(+) [plus sign] Shift+Option+Command+(+) [plus sign]

Reset horizontal or vertical scale to 100% Shift+Ctrl+X or Shift+Alt+Ctrl+X Shift+Command+X or

Basic letter group setting or detail setting Shift+Ctrl+X or Shift+Alt+Ctrl+X Shift+Command+X or

Align left, right, or center Shift+Ctrl+L, R, or C Shift+Command+L, R, or C

Justify all lines Shift+Ctrl+F (all lines) or J (all but last line) Shift+Command+F (all lines) or J (all but last

Align both ends or equal spacing Shift+Ctrl+F (align both end) or J (equal

Increase or decrease point size* Shift+Ctrl+> or < Shift+Command+> or <

Increase or decrease point size by five times* Shift+Ctrl+Alt+> or < Shift+Command+ Option+> or <

Increase or decrease leading (horizontal text)* Alt+Up Arrow/ Alt+Down Arrow Option+Up Arrow/ Option+Down Arrow

Increase or decrease leading (vertical text)* Alt+Right Arrow/ Alt+Left Arrow Option+Right Arrow/ Option+Left Arrow

Increase or decrease leading by five times (horizontal text)*

spacing)

Alt+Ctrl+Up Arrow/ Alt+Ctrl+Down Arrow Option+Command+Up Arrow/

Shift+Option+Command+X

)

line

Shift+Command+F (align both ends) or J (equal spacing)

Option+Command+Down Arrow

Last updated 6/14/2014

Workspace and workflow

Result Windows Mac OS

Increase or decrease leading by five times (vertical text)*

Auto leading Shift+Alt+Ctrl+A Shift+Option+Command+A

Align to grid (on/off ) Shift+Alt+Ctrl+G Shift+Option+Command+G

Auto-hyphenate (on/off ) Shift+Alt+Ctrl+H Shift+Option+Command+H

Increase or decrease kerning and tracking (horizontal text)

Increase or decrease kerning and tracking (vertical text)

Increase or decrease kerning and tracking by five times (horizontal text)

Increase or decrease kerning and tracking by five times (vertical text)

Increase kerning between words* Alt+Ctrl+\ Option+Command+\

Decrease kerning between words* Alt+Ctrl+Backspace Option+Command+Delete

Clear all manual kerning and reset tracking to 0Alt+Ctrl+Q Option+Command+Q

Increase or decrease baseline shift**

izontal text)

(hor

Increase or decrease baseline shift** (vertical text)

Alt+Ctrl+Right Arrow/ Alt+Ctrl+Left Arrow Option+Command+Right Arrow/

Option+Command+Left Arrow

Alt+Left Arrow/Alt+Right Arrow Option+Left Arrow/ Option+Right Arrow

Alt+Up Arrow/ Alt+Down Arrow Option+Up Arrow/ Option+Down Arrow

Alt+Ctrl+Left Arrow/ Alt+Ctrl+Right Arrow Option+Command+Left Arrow/

Option+Command+Right Arrow

Alt+Ctrl+Up Arrow/ Alt+Ctrl+Down Arrow Option+Command+Up Arrow/

Option+Command+Down Arrow

Shift+Alt+Up Arrow/ Shift+Alt+Down Arrow Shift+Option+Up Arrow/ hift+Option+Down

Arrow

Shift+Alt+Right Arrow/ Shift+Alt+Left Arrow Shift+Option+Right Arrow/

Shift+Option+Left Arrow

Increase or decrease baseline shift by five times (horizontal text)

Increase or decrease baseline shift by five times (vertical text)

Automatically flow story Shift–click loaded text icon Shift–click loaded text icon

Semi-automatically flow story Alt–click loaded text icon Option–click loaded text icon

Recompose all stories Alt+Ctrl+/ Option+Command+/

Insert current page number Alt+Ctrl+N Option+Command+N

*Press Shift to increase or decrease kerning betw

een words by five times.

**Amount is set in Edit > Preferences > Units &

ents (Windows) or InDesign >

Increm Preferences > Units & Increments (Mac OS).

Shift+Alt+Ctrl+Up Arrow/ Shift+Alt+Ctrl+Down Arrow

Shift+Alt+Ctrl+Right Arrow/ Shift+Alt+Ctrl+Left Arrow

Shift+Option+Command+Up Arrow/ Shift+Option+Command+Down Arrow

Shift+Option+Command+Right Arrow/ hift+Option+Command+Left Arrow

Keys for navigating through and selecting text

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Last updated 6/14/2014

Workspace and workflow

Result Windows Action Mac OS Action

Move to right or left one character Right Arrow/ Left Arrow Right Arrow/ Left Arrow

Move up or down one line Up Arrow/ Down Arrow Up Arrow/ Down Arrow

Move to right or left one word Ctrl+Right Arrow/ Ctrl+Left Arrow Command+Right Arrow/ Command+Left

Move to start or end of line Home/End Home/End

Move to previous or next paragraph Ctrl+Up Arrow/ Ctrl+Down Arrow Command+Up Arrow/ Command+Down

Move to start or end of story Ctrl+Home/ Ctrl+End Command+Home/ Command+End

Select one word Double-click word Double-click word

Select one character right or left Shift+Right Arrow/ Shift+Left Arrow Shift+Right Arrow/ Shift+Left Arrow

Select one line above or below Shift+Up Arrow/ Shift+Down Arrow Shift+Up Arrow/ Shift+Down Arrow

Select start or end of line Shift+Home/ Shift+End Shift+Home/ Shift+End

Select one paragraph Triple-click or quadruple-click paragraph,

Select one paragraph before or after Shift+Ctrl+Up Arrow/ Shift+Ctrl+Down Ar row Shift+Command+Up Arrow/

Select current line Shift+Ctrl+\ Shift+Command+\

Select characters from insertion point Shift–click Shift–click

Select start or end of story Shift+Ctrl+Home/ Shift+Ctrl+End Shift+Command+Home/

Select all in story Ctrl+A Command+A

depend

ing on Text Preferences setting

Arrow

Arro

Triple-click or quadruple-click paragraph, depending on Text Preferences setting

Shift+Command+Down Arrow

Shift+

Command+End

Select first/last frame Shift+Alt+Ctrl+Page Up/ Shift+Alt+Ctrl+Page

Select previous/next frame Alt+Ctrl+Page Up/ Alt+Ctrl+Page Down Option+Command+Page Up/

Delete word in front of insertion point (Story Editor)

Update missing font list Ctrl+Alt+Shift+/ Command+Option+Shift+/

Down

Ctrl+Backspace or Delete Command+Delete or Del (numeric keypad)

Shift+Option+ Command+Page Up/ Shift+Option+ Command+Page Down

Option+Co

mmand+Page Down

Keys for viewing documents and document workspaces

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Temporarily select Hand tool Spacebar (with no text insertion point), Alt-

Temporarily select Zoom In tool Ctrl+spacebar Command+spacebar

Temporarily select Zoom Out tool Alt+Ctrl+spacebar or Alt+Zoom In tool Option+Command+spacebar or

drag (

with text insertion point), or Alt+spacebar (in both text and non-text modes)

Spacebar (with no text insertion point), Option–drag (with text insertion point), or Option+spacebar (in both text and nontext modes)

Option+Zoom Intool

Last updated 6/14/2014

Workspace and workflow

Result Windows Mac OS

Zoom to 50%, 200%, or 400% Ctrl+5, 2, or 4 Command+5, 2, or 4

Redraw screen Shift+F5 Shift+F5

Open new default document Ctrl+Alt+N Command+Option+N

Switch between current and previous zoom levels

Switch to next/previous document window Ctrl+~ [tilde]/ Shift+Ctrl+F6 or Ctrl+Shift+~

Scroll up/down one screen Page Up/Page Down Page Up/Page Down

Go back/forward to last-viewed page Ctrl+Page Up/ Ctrl+Page Down Command+Page Up/ Command+Page Down

Go to previous/next spread Alt+Page Up/ Alt+Page Down Option+Page Up/ Option+Page Down

Fit spread in window Double-click Hand tool Double-click Hand tool

Activate the Go To command Ctrl+J Command+J

Fit selection in window Ctrl+Alt+(+) [plus sign] Command+Option+(+) [plus sign]

Display the entire object Ctrl+Alt+(+) [plus sign] Command+Option+(+) [plus sign]

Go to master page while \ panel is closed Ctrl+J, type prefix of master, press Enter Command+J, type prefix of master, press

Cycle through units of measurement Shift+Alt+Ctrl+U Shift+Option+Command+U

Snap guide to ruler increments Shift–drag guide Shift–drag guide

Switch between page and spread guides (creation only)

Temporarily turn on/off snap to Control-drag object

Create vertical and horizontal ruler guides for the spread

Alt+Ctrl+2 Option+Command+2

[tilde]

Ctrl–drag guide Command–drag guide

drag from zero point Command–drag from zero point

Ctrl–

Command+F6 or Command+~ [tilde]/ Command+Shift+~ [tilde]

Return

Select all guides Alt+Ctrl+G Option+Command+G

Lock or unlock zero point Right-click zero point and choose an option Control–c lick zero point and choose an option

Use current magnification for view threshold of new

guide

Select buttons in alert dialog boxes Press first letter of button name, if underlined Press first letter of button name

Show information on installed plug-ins and

components

InDesign

Alt–drag guide Option–drag guide

Ctrl+Help > About Design Command+InDesign menu > About InDesign

Keys for working with XML

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Last updated 6/14/2014

Workspace and workflow

Result Windows Mac OS

Expand/Collapse element Right Arrow/Left Arrow Right Arrow/Left Arrow

Expand/Collapse element and child elements Alt+Right Arrow/ Alt+Left Arrow Option+Right Arrow/ Option+Left Arrow

Extend XML selection up/down Shift+Up Arrow/ Shift+Down Arrow Shift+Up Arrow/ Shift+Down Arrow

Move XML selection up/down Up Arrow/ Down Arrow Up Arrow/ Down Arrow

Scroll structure pane up/down one screen Page Up/ Page Down Page Up/ Page Down

Select first/last XML node Home/ End Home/ End

Extend selection to first/last XML node Shift+Home/ Shift+End Shift+Home/ Shift+End

Go to previous/next validation error Ctrl+Left Arrow/ Ctrl+Right Arrow Command+Left Arrow/ Command+Right

Automatically tag text frames and tables Ctrl+Alt+Shift+F7 Command+Option+Shift+F7

Arro

Keys for indexing

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Create index entry without dialog box

(alphanumeric only)

Open index entry dialog box Ctrl+7 Command+7

Create proper name index entry (last name, first name)

Shift+Ctrl+Alt+[ Shift+Command+Option+[

Shift+Ctrl+Alt+] Shift+Command+Option+]

Keys for panels

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Delete without confirmation Alt-click Delete icon Option-click Delete icon

Create item and set options Alt-click New button Option-click New button

Apply value and keep focus on option Shift+Enter Shift+Enter

Activate last-used option in last-used panel Ctrl+Alt+~ [tilde] Command+Option+~ [tilde]

Select range of styles, layers, links, swatches, or library objec

Select nonadjacent styles, layers, links, swatches, or library objects in a panel

Apply value and select next value Tab Tab

Move focus to selected object, text, or window

ts in a panel

Shift-click Shift-click

Ctrl-click Command-click

Esc Esc

Last updated 6/14/2014

Workspace and workflow

Result Windows Mac OS

Show/Hide all panels, Toolbox, and Control panel (with no insertion point)

Show/Hide all panels except the Toolbox and Control panel (docked or not)

Open or close all stashed panels Ctrl+Alt+Tab Command+Option+Tab

Stash a panel group Alt+drag any panel tab (in the group) to edge

Select item by name Alt+Ctrl-click in list, and then use keyboard to

Open the Drop Shadow panel Alt+Ctrl+M Command+Option+M

Tab Ta b

Shift+Tab Shift+Tab

reen

of sc

select item by name

Option+drag any panel tab (in the group) to edge of window

Option+Command-click in list and then use keyboard to select item by name

Keys for the Control panel

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Toggle focus to/from Control panel Ctrl+6 Command+6

Toggle Character/Paragraph text attributes mode

Change reference point when proxy has focus Any key on the numeric keypad or keyboard

Ctrl+Alt+7 Command+Option+7

numb

ers

Any key on the numeric keypad or keyboard numbers

Display the pop-up menu that has focus Alt+Down Arrow

Open Units & Increments Preferences Alt-click Kerning icon Option-click Kerning icon

Open the Text Frame Option

Open the Move dialog box Alt-click X or Y icon Option-click X or Y icon

Open the Rotate dialog box Alt-click Angle icon Option-click Angle icon

Open the Scale dialog box Alt-click X or Y Scale icon Option-click X or Y Scale icon

Open the Shear dialog box Alt-click Shear icon Option-click Shear icon

Open Text Preferences Alt-click Superscript, Subscript, or Small

Open the Underline Options dialog box Alt-click Underline button Option-click Underline button

Open the Strikethrough Options dialog box Al

Open the Grids Preferences Alt-click Align To Baseline Grid, or Do Not

Open the Drop Caps & Nested Styles dialog box

Open the Justification dialog box Alt-click Leading icon Option-click Leading icon

s dialog box Alt-click Number Of Columns icon Option-click Number of Columns icon

Caps

button

t-click Strikethrough button Option-click Strikethrough button

Align To Baseline Grid button

Alt-click Drop Cap Number Of Lines, or Drop Cap One Or More Characters icon

Option-click Superscript, Subscript, or Small Caps button

Option-click Align To Baseline Grid, or Do Not Align To Baseline Grid button

Option-click Drop Cap Number Of Lines, or Drop Cap One Or More Characters icon

Last updated 6/14/2014

Workspace and workflow

Result Windows Mac OS

Open Named Grid dialog box Double-click Named Grid icon Double-click Named Grid icon

Open New Named Grid Options dialog box Alt-click Named Grid icon Option-click Named Grid icon

Open Frame Grid Options dial

og box Alt-click Number of characters Horizontal,

Number of Characters Vertical, Character Aki, Line Aki, Vertical Scale, Horizontal Scale, Grid View, Font Size, Number of Columns, or Column Gutter icon

Option-click Number of characters Horizontal, Number of Characters Vertical, Character Aki, Line Aki, Vertical Scale, Horizontal Scale, Grid View, Font Size, Number of Columns, or Column Gutter icon

Keys for type panels and dialog boxes

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Open Justification dialog box Alt+Ctrl+Shift+J Option+Command+Shift+J

Open Paragraph Rules dialog box Alt+Ctrl+J Option+Command+J

Open Keep Options dialog box Alt+Ctrl+K Option+Command+K

Activate Character panel Ctrl+T Command+T

Activate Paragraph panel Ctrl+Alt+T Command+Option+T

Keys for the character and paragraph styles

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Make character style definition match text Select text and press Shift+Alt+Ctrl+C Select text and press

Make paragraph style definition match text Select text and press Shift+Alt+Ctrl+R Select text and press

Change options without applying style Shift+Alt+Ctrl-double-click style Shift+Option+Command-double-click style

Remove style and local formatting Alt-click paragraph style name Option-click paragraph style name

Clear overrides from paragraph style Alt+Shift-click paragraph style name Option+Shift-click paragraph style name

Show/hide Paragraph and Character Styles

, respectively

panels

F11, Shift+F11 Command+F11, Command+Shift+F11

Shift+

Option+Command+C

Shift+Option+Command+R

Keys for the Tabs panel

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Activate Tabs panel Shift+Ctrl+T Shift+Command+T

Switch between alignment options Alt-click tab Option-click tab

Last updated 6/14/2014

Workspace and workflow

Keys for the Layers panel

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Select all objects on layer Alt-click layer Option-click layer

Copy selection to new layer Alt-drag small square to new layer Option-drag small square to new layer

Add new layer below selected layer Ctrl-click Create New Layer Command-click Create New Layer

Add new layer to the top of the layer list Shift+Ctrl-click Create New Layer Shift+Command-click Create New Layer

Add new layer to the top of the layer list and open New Laye

Add new layer and open New Layer dialog box Alt-click Create New Layer Option-click Create New Layer

r dialog box

Shift+Alt+Ctrl-click Create New Layer Cmd+Option+Shift-click Create New Layer

Keys for the Pages panel

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Apply master to selected page Alt-click master Option-click master

Base another master page on selected master Alt-click the master you want to base the

Create master page Ctrl-click Create New Page button Command-click Create New Page button

Display Insert Pages dialog box Alt-click New Page button Option-click New Page button

Add new page after last page Shift+Ctrl+P Shift+Command+P

selec

ted master on

Option-click the master you want to base the selected master on

Keys for the Color panel

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Move color sliders in tandem Shift-drag slider Shift-drag slider

Select a color for the nonactive fill or stroke Alt-click color bar Option-click color bar

Switch between color modes (CMYK, RGB, LAB)

Shift-click color bar Shift-click color bar

Keys for using the Separations Preview panel

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Last updated 6/14/2014

Workspace and workflow

Result Windows Action Mac OS Action

Turn on Overprint preview Ctrl+Alt+Shift+Y Command+Option+Shift+Y

Show all plates Ctrl+Alt+Shift+~ [tilde] Command+Option+Shift+~ [tilde]

Show Cyan plate Ctrl+Alt+Shift+1 Command+Option+Shift+1

Show Magenta plate Ctrl+Alt+Shift+2 Command+Option+Shift+2

Show Yellow plate Ctrl+Alt+Shift+3 Command+Option+Shift+3

Show Black plate Ctrl+Alt+Shift+4 Command+Option+Shift+4

Show 1st Spot plate Ctrl+Alt+Shift+5 Command+Option+Shift+5

Show 2nd Spot plate Ctrl+Alt+Shift+6 Command+Option+Shift+6

Show 3rd Spot plate Ctrl+Alt+Shift+7 Command+Option+Shift+7

Keys for the Swatches panel

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Create new swatch based on the current swat

Create spot color swatch based on the current swat

Change options without applying swatch Shift+Alt+Ctrl-double-click swatch Shift+Option+Command-double-click

Alt-click New Swatch button Option-click New Swatch button

Alt+Ctrl-click New Swatch button Option+Command-click New Swatch button

swatch

Keys for the Transform panel

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Windows Mac OS

Apply value and copy object Alt+Enter Option+Enter

Apply width, height, or scale value

ortionally

prop

Ctrl+Enter Command+Enter

Keys for resolving conflicts between Mac OS 10.3x and 10.4

This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.

Result Mac OS

Open Preferences dialog box Command+K

Open Paragraph Styles panel Command+F11

Open Character Styles panel Command+Shift+F11

Last updated 6/14/2014

Workspace and workflow

Result Mac OS

Open Swatches panel F5

Open Pages panel Command+F12

Minimize active application window Command+M

Hide application Command+H

More Help topics

Use keyboard shor tcut s ets

Working with files and templates

Open InDesign documents

In ge ner al, you op en d ocumen t and t emplate files the s ame way yo u do in other p rog rams. When y ou ope n an InD esi gn template, it opens as a new, untitled document by default. Document files use the extension .indd, template files use the extension .indt, snippet files use the extension .idms, library files use the extension .indl, interchange files use the extension .inx, markup files use the extension .idml, and book files use the extension .indb.

You can also use the File > Open command to open files from earlier versions of InDesign, InDesign Interchange (.inx) f

iles, I

nDesign Markup (.idml) files, Adobe PageMaker 6.0 and later, QuarkXPress 3.3 and 4.1, and QuarkXPress

Passport 4.1 files. In addition, other software vendors may make plug-in software that lets you open other file formats.

To view additional information about an InDesign document, hold down Ctrl and choose Help > About InDesign (Windows) or hold down Command and choose InDesign > About InDesign (Mac OS).

Use the Open command

1 Choose File > Open and select one or more documents.

2 Do one of the following, and then click Open:

• Select Normal (Windows) or Open Normal (Mac OS) to open the original document or a copy of a template.

• Select Original (Windows) or Open Original (Mac OS) to open an original document or template.

• Select Copy (Windows) or Open Copy (Mac OS) to open a copy of a document or template.

3 If a warning message appears telling you that the color settings in the document are different from the color settings

in the application, select an option, and click OK.

Note: C

olor warning messages are off by default, but you can show warnings if you change the default settings in the

lor Settings dialog box (Edit >Color Settings.)

4 If a warning message appears telling you that the document contains missing fonts, do one of the following:

• Click OK. InDesign will automatically format the text with a substitute.

• Click Find Font to search for and list fonts used throughout your document.

For more information on finding missing fonts, see Find and change fonts.

5 If a warning message appears telling you that the document contains missing or modified links, use the Links panel

to fix the links. See Update, restore, and replace links .

Open recent document

❖ 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 InDes

ign > Preferences > File Handling, and then specify a number for Number Of Recent Items To Display. The

maximum number is 30.

Choosing word lists when opening documents

When opening a document, you may see an alert message asking if you want to use the word list in the document or an exception word list in the user dictionary. An exception word list includes words that were added to the User Dictionary while the document was worked on. If you know which exception word list you use, click its button. If you’re not sure, cl ick either button, cho ose Edit > Spel ling > Dictionar y to insp ect th e word lists, and t hen, if n ecess ary, choose Edit > Preferences > Dictionary (Windows) or InDesign > Preferences > Dictionary (Mac OS) to reset the word list used for composition. See Hyphenation and spelling dictionaries.

Last updated 6/14/2014

Workspace and workflow

Convert earlier versions of InDesign documents

❖ To convert previous versions of InDesign documents to the current version, choose File > Open and open the file.

Keep in mind the following points:

• If you used third-party plug-ins to create an earlier version of a document, check with the manufacturer to make

sure that they are installed correctly for and are compatible with InDesign CS5 before you convert the document.

• When you convert a document, you may see an alert message asking if you want to use the exception word list

in the user dictionary or the one in the document. For information about this alert message, see Choosing word

lists when opening documents .

• Library files created in earlier versions of InDesign will open and convert in InDesign CS5, even if the library is

locked. You have to specify a name and location for the converted library files; the default naming convention is filename-X.indl.

• Previous versions of InDesign can’t open latest InDesign documents directly. For example, to open an InDesign

CS5 document in InDesign CS4, you must do two things. First, choose File > Export in InDesign CS5 to save the document in IDML format. Second, update InDesign CS4 with special plug-ins that let you open the IDML file. (See Save backwards to the previous InDesign version.)

If you’re experiencing problems with a document that was created in a previous version of InDesign, use the Export dialog box in InDesign CS5 to save the document in InDesign Markup (IDML) format. Then open the IDML file and

t as an InDesign document.

ave i

Using Adobe Bridge with InDesign

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 your documents, projects, or compositions.

• View the links inside an InDesign document as thumbnails while in Adobe Bridge, without actually having to open

the InDesign document in InDesign.

• Drag assets from Adobe Bridge into the InDesign document window, or drag assets from the document window

into Adobe Bridge to create snippets. See Use snippets .

• 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.

Adobe Version Cue

Adobe Version Cue® and Adobe Drive are not included in Adobe Creative Suite 5, nor any future version of the Creative Suite. Adobe continues to invest in asset management enablement through open industry standards and partnerships. For more information, see www.adobe.com/go/learn_vc_end_en.

Last updated 6/14/2014

Workspace and workflow

Use document templates

Templates are useful starting points for standard documents because you can preset them with layout, graphics, and text. For example, if you prepare a monthly magazine, you can create a template that contains the layout of a typical issue, including ruler guides, grids, master pages, custom styles and swatches, placeholder frames, layers, and any standard graphics or text. That way you can simply open the template each month and import new content.

You create a template the same way you create a regular document; the only difference occurs when you save the do

ment. When you prepare a template for others to use, you may want to add a layer containing instructions about

the template; hide or delete the layer before printing the document. See Layers .

Note: F

or Chinese versions of InDesign, you can open specially de

signed templates that include custom mojikumi sets.

Save a document as a template

1 Choose File > Save As, and specify a location and filename.

2 Choose InDesign CS5 Template for Save As Type (Windows) or Format (Mac OS), and then click Save.

Start a new document from a template

1 Choose File > Open.

2 Locate and select a template.

3 Select Normal (Windows) or Open Normal (Mac OS), and then click Open.

4 Save the new document with its own name.

Edit an existing template

1 Choose File > Open.

2 Locate and select a template.

3 Select Original (Windows) or Open Original (Mac OS), and then click Open.

Reviewing InDesign documents

Adobe offers several methods for reviewing InDesign documents.

Tracking editing changes

As you or another person edits text, InDesign highlights added text and strikes through deleted text when Track Chan

ges is turned on. Use the Story Editor to view changes. The document owner can go through the edits and accept

or reject changes. See Tracking and reviewing changes .

Using Acrobat to review a PDF file

You can export the InDesign document to PDF and use Adobe Acrobat to set up an e-mail review or a shared review on

Acrobat.com or another server. Reviewers can add comments using the Sticky Note tool and other markup methods. The document owner can then go through the PDF review comments and edit the original InDesign document. For more information, see Acrobat Help.

Using CS Revie w

CS Review is an online subscription service that lets you s immediate feedback. When you create a review using the CS Review panel, you upload one or more snapshots of the file to the Acrobat.com workspace. Reviewers can then add comments.

re your designs on the web so that others can provide

Last updated 6/14/2014

Workspace and workflow

When you create a review, you can divide the review into parts that offer separate areas for review commenting. A review can consist of parts from different files and applications. As the review progresses, you can add and remove review parts as part of a dynamic review process.

Designing calendars and business cards from templates

One way to create a calendars, business cards, resumes or CVs, and other specialized documents is to use templates.

Adobe provides several templates at the Adobe Marketplace and Exchange site:

www.adobe.com/go/exchange

Use search to locate additional resources for specialty documents.

More Help topics

Save backwards to the previous InDesign version

Add documents to a book file

Hyphenation and spelling dictionaries

Save backwards to the previous InDesign version

Plug-ins

Reusing graphics and text

Adobe Bridge

Mini Bridge

CS Review

Customize menus and keyboard shortcuts

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 (W

indows) o

panel.

r Control-click (Mac OS) an area. Panel menus appear when you click the icon in the upper right of a

Note: I

f you select a different workspace, such as Getting Started, some menu commands are hidden. To display menu

mmands, choose Show All Menu Items at the bottom of the menu, or choose a different workspace, such as Advanced.

Last updated 6/14/2014

Workspace and workflow

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.

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.

Missing menu commands

If you can’t find a menu command, it may be hidden. If you select a workspace other than Advanced, some menu commands are hidden. It’s also possible that you or someone else used the Menus command to hide menu items.

If you can’t find a command you’re looking for, try any of these techniques:

• Choose Show All Menu Items at the bottom of the menu.

• Choose Window > Workspace > Show Full Menus.

• Choose Window > Workspace, and select a different workspace (Advanced shows all menu items).

• Choose Edit > Menus, locate the menu command, and make sure it isn’t hidden.

If menu commands are still missing, try restoring preferences.

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Workspace and workflow

Use keyboard shortcut sets

Tool tips provide an instantaneous reference for shortcuts. InDesign also provides a shortcut editor in which you can view and generate a list of all shortcuts, and edit or create your own shortcuts. The shortcut editor includes all the commands that accept shortcuts, but some of these commands are undefined in the Default shortcut set.

You can also associate keyboard shortcuts with paragraph or character styles (see Add paragraph and character styles) or scripts.

Mike Witherell provides a reference guide of keyboard shortcuts on Free keyboard shortcuts (English only).

Change the active shortcut set

1 If you want the shortcut set to be active for all documents, make sure that no documents are open.

2 Choose Edit > Keyboard Shortcuts.

3 Select a shortcut set in the Set menu. For example, select Shortcuts for QuarkXPress® 4.0.

4 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 is displayed in the Current Shortcut section.

Generate a list of shortcuts for printing

1 Choose Edit > Keyboard Shortcuts.

2 For Set, select a shortcut set.

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 in the Based On Set menu, and click OK.

Create or redefine a shortcut

1 Choose Edit > Keyboard Shortcuts.

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

Note: You cannot edit the Default or the QuarkXPress shortcut sets. Instead, create a new set based on one of these sets, an

d then edit the new 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 that you want to define or redefine.

5 In the New Shortcut box, press the keys for your new keyboard shortcut. If the key sequence is currently being used

for another command, InDesign displays that command under Current Shortcuts. You can choose to change the original shortcut also, or try another shortcut.

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Workspace and workflow

Note: Do not assign single-key shortcuts to menu commands, because they interfere with the typing of text. If an insertion point is active when you type a single-key shortcut, InDesign actives the keyboard shortcut instead of inserting the character in the text.

6 In the Context list, select the context in which you want the keyboard shortcut to function. The context ensures that

the shortcut performs the way you intended. For example, you can assign Ctrl+G to merge table cells (Table context) and Ctrl+G to insert special characters (Text context).

Note: Assig document. Shortcuts you assign in other contexts, such as Table or Text, override shortcuts assigned in the Default context.

7 Do one of the following:

n shortcuts in the Default context when you want them t

o function regardless of the current state of the

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

• Click Assign to add another shortcut to a command. Menu commands can have multiple keyboard shortcuts.

8 Click OK to close the dialog box, or click Save to keep the dialog box open while you enter more shortcuts.

Copying keyboard shortcut sets

Keyboard shortcut s ets (*.indk) are saved in two loc ations. The application preset shor tcuts appear in the Prese ts folder in the main application folder. The shortcut sets you create appear in the Shortcut Sets folder in the following locations:

Windows XP Documents and Settings\[username]\Application Data\Adobe\InDesign\[version]\[language]InDesign

Shortcut Sets

Windows Vista and Windows 7

Users\[username]\AppData\Roaming\Adobe\InDesign\[Version]\[Language]\InDesign Shortcut Sets

Mac OS Users/[username]/Library/Preferences/Adobe InDesign/[version]/[language]/InDesign Shortcut Sets

If you created a keyboard shortcut set on one computer and want to use it on a different computer, copy the *.indk file to th

e same location on the other computer.

You can move a keyboard set from the custom location to the application folder. Doing so makes the custom shortcuts ava

ilable to all the users sharing a computer. However, make sure that you do not have two sets with the same name,

one in each place. Make sure that the application keyboard sets and the custom sets have different names.

More Help topics

Save a custom workspace

Restore all preferences and default settings

Default keyboard shortcuts

Scripting

Recovery and undo

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Workspace and workflow

Recover documents

InDesign 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 InDesign 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 or system failures.

ten and create backup files in case of unexpected power

Find recovered documents

1 Restart your computer.

2 Start InDesign.

If automatically recovered data exists, InDesign automatically displays the recovered document. The word [Recov

ered] 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: I

f InDesign fails after attempting to open a document using automatically recovered changes, the automatically

covered data may be corrupted.

3 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 InDesign > 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.

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

scrolling.)

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

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

Revert Content (InCopy).

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Workspace and workflow

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

Converting QuarkXPress and PageMaker documents

Open QuarkXPress files in InDesign

InDesign can convert document and template files from QuarkXPress 3.3 or 4.1x. InDesign can also convert document and template files from multi-language QuarkXPress Passport 4.1x files, so there is no longer any need to save these files as single-language files first. (To convert documents created with QuarkXPress 5.0 or later, reopen the documents in QuarkXPress and save them in 4.0 format.)

For more information, see the QuarkXPress Conversion Guide (PDF) at www.adobe.com/go/learn_quarkconv.

Open a QuarkXPress document or template

1 Make sure that the original application file is closed.

2 To ensure that all links are maintained, copy all linked files to the same QuarkXPress document folder.

3 In InDesign, choose File > Open.

4 In Windows, choose QuarkXPress (3.3-4.1x) or QuarkXPress Passport (4.1x) from the Files Of Type menu.

5 Select a file and click Open.

Note: If InDesign cannot convert a file or a specific part of a file, it displays a warning describing the reasons it cannot co

nvert it and the results of the conversion.

6 If a warning dialog box appears, do one of the following:

• Click Save to save a copy of the warnings as a text file, and then open the file in InDesign.

• Click Close to close the dialog box and open the file in InDesign.

7 To more accurately convert text wrap applied in QuarkXPress, do the following in InDesign:

• Select Text Wrap Only Affects Objects Beneath in the Composition area of the Preferences dialog box.

• Assign the Adobe Single-Line Composer in the Paragraph panel menu to one or more paragraphs.

If you’re experiencing problems with the converted QuarkXPress document, use the Export dialog box to save the document in InDesign Markup (IDML) format. Then open the IDML file and save it as an InDesign document.

Save a QuarkXPress template as an InDesign template

1 Open the template in InDesign.

2 Choose File > Save As and specify a location and filename.

3 Choose InDesign Template for Save As Type (Windows) or Format (Mac OS), and then click Save.

What gets converted from QuarkXPress

When you open a QuarkXPress file, InDesign converts the original file information to native InDesign information:

• Text boxes are converted to InDesign text frames.

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Workspace and workflow

To accurately convert text wrap applied in QuarkXPress, select Text Wrap Only Affects Text Beneath in the Composition area of the Preferences dialog box.

• Styles are converted to InDesign styles.

• Because QuarkXPress uses different color profiles, they are ignored in InDesign.

• Text and graphics links are preserved and appear in the Links panel.

Note: Embedded graphics—those added to the original document using the Paste command—are not converted. For more in

formation on embedded graphics, see About links and embedded graphics.

InDesign does not support OLE or Quark XTensions. Consequently, when you open files that contain OLE or Quark XTensions graphics, those graphics will not appear in the InDesign document. If your QuarkXPress document does not

con

rt, check the original and remove any objects that were created by an XTension; then save, and try to convert again.

• All master pages and layers are converted to InDesign masters and layers.

• All master-page objects, as well as QuarkXPress guides, are placed on the corresponding InDesign master pages.

• Grouped objects remain grouped except where nonprinting items are included in a group.

• All strokes and lines (including paragraph rules) are converted to the stroke styles they most closely resemble.

Custom strokes and dashes are converted to custom strokes and dashes in InDesign.

Colors are converted exactly to InDesign colors, except in the following situations:

• Multi-ink colors from QuarkXPress are mapped to mixed inks in InDesign, unless the multi-ink color does not

contain at least one spot color. In this case, the multi-ink color is converted to a process color instead.

• QuarkXPress 4.1 colors from the color library are converted based on their CMYK values.

• QuarkXPress 3.3 HSB colors are converted to RGB, and colors from the color library are converted based on their

CMYK values.

• QuarkXPress 4.1 HSB and LAB colors are converted to RGB, and colors from the color library are converted based

on their RGB/CMYK values.

For information about other conversion issues, check the support documents on the Adobe website at

www.adobe.com/support.

Convert PageMaker documents

InDesign can convert document and template files from Adobe PageMaker 6.0 and later. When you open a PageMaker file, InDesign converts the original file information to native InDesign information. InDesign files are saved with an .indd filename extension.

For more information, see the PageMaker Conversion Guide (PDF) at www.adobe.com/go/learn_pmconv.

Before opening the document in InDesign, you may want to do the following:

• If the PageMaker file or its linked graphics are located on a network server, floppy disk, or removable drive, it may

not open as expected if an interruption in data transfer occurs. To prevent data transfer problems, copy documents and their links to the hard disk, preferably in the same folder where the PageMaker publication is stored, before opening them in InDesign.

• You may want to use Save As in PageMaker to clear unnecessary hidden data.

• To ensure that all links are maintained, copy all linked files to the same folder where the PageMaker publication is

stored.

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Workspace and workflow

• Make sure that all necessary fonts are available in InDesign.

• Repair broken graphics links in the PageMaker publication.

• If you have a problem converting a large PageMaker document, convert portions of the PageMaker file separately to

isolate the problem.

If you cannot open a corrupt PageMaker document in PageMaker, try opening it in InDesign. InDesign can recover most documents that PageMaker cannot open.

Open a PageMaker document or template

1 Make sure that the original application file is closed.

2 In InDesign, choose File > Open.

3 In Windows, choose PageMaker (6.0-7.0) in the Files of Type menu.

4 Select a file and click Open.

Note: If InDesign cannot convert a file or a specific part of a file, it displays a warning describing the reasons it cannot co

nvert it and the results of the conversion attempt.

5 If a warning dialog box appears, do one of the following:

• Click Save to save a copy of the warnings as a text file, and then open the file in InDesign.

• Click Close to open the file in InDesign without saving the text file.

If you’re experiencing problems with the converted PageMaker document, use the Export dialog box to save the document in InDesign Markup (IDML) format. Then open the IDML file and save it as an InDesign document.

Save a PageMaker template as an InDesign template

1 Open the template in InDesign.

2 Choose File > Save As and specify a location and filename.

3 Choose InDesign Template for Save As Type (Windows) or Format (Mac OS), and then click Save.

Common PageMaker conversion issues

Note the following:

• All master pages and layers are converted to InDesign masters and layers. Master pages in PageMaker convert to

master pages in InDesign and retain all objects including page numbering and guides. To maintain the order of overlapping items, InDesign creates two layers when converting a PageMaker publication: Default and Master Default. Master Default contains the Master page items.

• PageMaker document guides are placed on the Default layer in InDesign.

• All items on the PageMaker pasteboard appear on the pasteboard of the first spread in the InDesign document.

• All objects designated in PageMaker as Non-Printing are converted with Nonprinting selected in the InDesign

Attributes panel.

• Grouped objects remain grouped except where nonprinting items are included in a group.

Text and tables conversion issues

Note the following:

• Text is converted to InDesign text frames.

• Tables in PageMaker files are converted to InDesign tables.

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Workspace and workflow

• Styles are converted to InDesign styles. The [No style] in PageMaker is the equivalent of [No Paragraph Style] in

InDesign. However, [No Paragraph Style] picks up the attributes of a named style if that style was selected before any typing occurred in the PageMaker publication.

• InDesign uses the Adobe Paragraph Composer for all paragraphs, causing some text to reflow. You can assign the

Adobe Single-Line Composer to one or more paragraphs to create line breaks more similarly to the PageMaker composition engine, but text may still reflow.

• InDesign uses only Baseline leading. Proportional and Top of Caps leading in PageMaker convert to Baseline

leading in InDesign, possibly resulting in text shifting.

• The First Baseline of converted text may appear different than text created in InDesign. The First Baseline of

converted text is set to Leading, but the First Baseline of text created in InDesign is set to Ascent by default.

• InDesign uses a different hyphenation method than PageMaker, so line breaks may be different.

• Shadow text converts as plain text. Outline text converts as text with a stroke of 0.25 inches and a fill of Paper.

Book, index, and TOC conversion issues

Note the following:

• InDesign ignores Booklists when opening PageMaker publications. If you want to open all the publications on a

Booklist together, run the Build Booklet plug-in in PageMaker with a layout of None selected so that the booked publications are combined into one. Note that text blocks and frames will no longer be threaded.

• Index entries from a PageMaker publication appear in the InDesign Index panel. Text with cross-references that use

the See Herein or See Also Herein option are mapped as See or See Also.

• Table of Contents text converts as a Table of Contents, with PageMaker TOC Style available in the style pop-up menu

in the InDesign TOC dialog box.

Linking and embedding conversion issues

Note the following:

• Text and graphics links are preserved and appear in the Links panel.

• If InDesign cannot locate the original link to a graphic, a warning appears asking you to repair the link in

PageMaker.

• InDesign does not support OLE (object linking and embedding). Consequently, when you open files that contain

OLE graphics, those graphics will not appear in the InDesign document.

Color and trapping conversion issues

Note the following:

• Colors are converted exactly to InDesign colors. PageMaker HLS colors are converted to RGB colors, and colors

from other color libraries are converted based on their CMYK values.

• Tints are converted as percentages of the parent color. If the parent color isn’t in the Swatches panel, it’s added during

conversion. When an object with a tint is selected, the parent color is selected in the Swatches panel, and the tint value appears in the pop-up menu.

• Color profiles for PageMaker files are converted directly. All Hexachrome colors are converted to RGB values.

Profiles that are not ICC-compliant are replaced using the default CMS settings and profiles you specified for InDesign.

• All strokes and lines (including paragraph rules) are converted to the default stroke styles they most closely

resemble. Custom strokes and dashes are converted to custom strokes and dashes in InDesign.

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Workspace and workflow

• InDesign does not support screen patterns or angles applied to TIFF images in Image Control; it drops these from

imported TIFF files.

• When Auto-Overprint Black Strokes or Fills (or both) is selected in the Trapping Preferences dialog box in

PageMaker, the setting carries over to InDesign, but Overprint Stroke or Overprint Fill is deselected in the Attributes panel.

For information about other PageMaker conversion issues, check the support documents on the Adobe website.

More Help topics

PageMaker Conversion Guide

To olb ox

Toolbox overview

Some tools in the toolbox are for selecting, editing, and creating page elements. Other tools are for choosing type, shapes, lines, and gradients. You can change the overall layout of the toolbox to fit your preferred window and panel layout. By default, the toolbox appears as a single vertical column of tools. You can also set it up as a double vertical column or as one horizontal row. However, you can’t rearrange the positions of individual tools in the toolbox. You can drag the top of the toolbox to move it.

Select a tool from the default toolbox by clicking it. The toolbox also contains several hidden tools related to the visible to

. Hidden tools are indicated by arrows to the right of the tool icons. Select a hidden tool by clicking and holding

ols

the current tool in the toolbox and then selecting the tool that you want.

The name of the tool and its keyboard shortcut appear when you hold the pointer over the tool—this text is called the

ou can turn off tool tips by choosing None from the Tool Tips menu in Interface preferences.

ol tip. Y

Open the Tool Hints panel (choose Window > Utilities > Tool Hints) to see which shortcut and modifier keys work with the selected tool.

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Workspace and workflow

Note: Content Collector and Content Placer tools are not available in CS5.5 or earlier.

Display the toolbox

❖ Choose Window > Tools.

Display tool options

❖ Double-click a tool in the toolbox.

This procedure works only for some tools, such as the Eyedropper, Pencil, and Polygon tools.

Display and select hidden tools

1 In the toolbox, position the pointer over a tool that has hidden tools and hold down the mouse button.

2 When the hidden tools appear, select a tool.

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Workspace and workflow

Hidden tools menu

Select tools temporarily

1 When one tool is selected, hold down the keyboard shortcut of a different tool.

2 With the keyboard shortcut still held down, perform an action.

3 Release the keyboard shortcut to return to the previous tool.

For example, if the Gap tool is selected, hold down the V key to temporarily use the Selection tool. When you release the V

key, the Gap tool is selected.

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.

Change the toolbox layout

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

2 Choose a layout option from the Floating Tools Panel menu and click OK.

You can also click the double arrow icon at the top of the toolbox to change the toolbox layout.

Tools over view

Type tools Create and format type in standard or customized blocks or paths. (See Create text frames.)

Drawing tools Draw and style simple and complex objects, including rectangles, ellipses, polygons, freeform shapes.

(See Drawing .)

Selection tools Select (activate) objects, points, or lines. (See Selecting objects .)

Transform tools Reshape, reorient, and resize objects. (See Transforming ob j e c ts .)

Navigation tools Move around in, control the view of, and measure distances in a document. (See Zoom in and outand

Rulers and measurement units .)

The Scissors tool Splits paths and frames. (See Split a path.)

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Workspace and workflow

Gallery of selection tools

Selection tool lets you select entire objects.

Direct Selection tool lets you select points on a path or contents within a frame.

Page tool lets you create multiple page sizes within a document.

Gap tool lets you adjust the space between objects.

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Workspace and workflow

Gallery of drawing and type tools

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Workspace and workflow

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Workspace and workflow

Pen tool lets you draw straight and curved paths.

Add Anchor Point tool lets you add anchor points to a path.

Delete Anchor Point tool lets you remove anchor points from a path.

Convert Direction Point tool lets you convert corner points and smooth points.

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Workspace and workflow

Type tool lets you create text frames and select text.

Vertical Type tools lets you create vertic

al text frames and select text.

Type on a Path tool lets you create and edit typ

e on paths.

Pencil tool lets you draw a freeform path.

Smooth tool lets you remove excess angles from a path.

Erase tool lets you delete points on a path.

Line tool lets you draw a line segment.

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Rectangle Frame tool lets you create a square or rectangle placeholder.

Ellipse Frame tool lets you create a circle or oval placeholder.

Workspace and workflow

Polygon Frame tool lets you create a multi-sided shape placeholder.

Rectangle tool lets you create a square or rectangle.

Gallery of transformation tools

Free Transform tool lets you rotate, scale, or shear an obj

ect.

Rotate tool lets you rotate objects around a fixed point.

Ellipse tool lets you create a c ircle or oval.

Scale tool lets you resize objects around a fixed point.

Polygon tool lets you create multisided shape.

Shear tool lets you skew objects around a fixed point.

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Workspace and workflow

Gallery of modification and navigation tools

Eyedropper tool lets you sample color or type attributes from objects and apply them to other objects.

Measure tool measures the distance

Scissors tool cuts paths at specified points.

Hand within the document window.

More Help topics

Selecting objects

Understanding paths and shapes

between two points.

tool moves the page view

Gradient Swatch tool lets you adjust

the beginning and ending points and angle of gradients within objects.

Zoom tool increases and decreases the view magnification in the document window.

Gradient Feather tool lets you fade an object into the background.

Note tool lets you add comments.

Tran sformin g objects

Sharing content

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Workspace and workflow

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 Assignmen 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 do

cume

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

ts panel. A link to the exported file appears in the Links panel. These icons indicate the status of managed

nt. (This link is made from within InDesign; you cannot create the link from InCopy.)

InDesign document.

Note: Y

ou 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: A

ll content expor ted to InCopy or added to an assignment is also listed in the Links panel. Although you can do some

workf

low management tasks, such as checking out and checking in content, the recommended panel for these tasks is the

Assignments panel.

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Workspace and workflow

InDesign Assignments panel A InCopy content names B InDesign document name C Assignment Out Of Date status D Available And Text Up To Date status E In Use And

t Out Of Date status F Edi ting And Te xt Up To D ate s tatu s G Unassigned content H User name I Update Content button J Check Out/Check

Tex

election button K New Assignment button L Delete Selected Assignments/Remove button

In S

InCopy Assignments panel 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

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

Out Of D

election button

In S

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 s as sig nme nt folde r in clude s the *. icm a as sig nme nt f ile s and a conte nt subfo lde r th at conta ins any e xporte d In Copy s tor y 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.

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cation as the InDesign document by default. This

ame lo

Workspace and workflow

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

• 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.

Illustration of page in InCopy showing page geometry and color coding

Create assignments and add content (InDesign)

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

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

as templates for content to come later.

• Create assignments and add content at the same time.

• 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 f

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

n a server or create and send a package.

older o

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 Assig n m e nt > New.

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Workspace and workflow

4 In the New Assignment dialog box, specify assignment file options and click OK.

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

Add content to existing assignments (InDesign)

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

ltiple 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: I

f toggling the display of assigned frames produces unexpected results, those frames might be tagged for XML and

ew > Structure > Show Tagged Frames might be enabled. You cannot show assigned frames and tagged frames at the

Vi 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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Workspace and workflow

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 exp

ted 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

assigned 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)

comm

and 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 mul

tiple 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 th

e Links pa

el to update its link.

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Workspace and workflow

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

Workf l o w i cons

Placing InCopy files in InDesign documents

Relink missing assignment files (InDesign)

Best practices for working with managed files

PageMaker menu commands

Browse through these tables to learn where Adobe PageMaker commands are found in AdobeInDesign CS5.

PageMaker File menu commands

PageMaker command InDesign equivalent Additional information

File > New File > New > Document

File > Open File > Open

File > Recent Publications File > Open Recent (Windows®)

File > Close File > Close

File > Save File > Save There is no preference in InDesign to Save

File > Save As File > Save As See note above.

File > Revert File > Revert InDesign does not revert to “mini-saved”

File > Place File > Place

File > Acquire No equivalent Scan images using the software that came

File > Export File > Export

File > Links Manager Window > Links

File > Document Setup File > Document Setup

File > Printer Styles File > Print Presets

Smaller

or Save Faster. Use Save to perform a fast save and Save Asto compact a document to the smallest possible size.

of a document as PageMaker does;

versions instead, InDesign offers unlimited levels of Undo.

with your scanne in InDesign.

r, and then place the images

File > Print File > Print

File > Preferences > General Edit > Preferences (Windows) or InDesign >

Preferences (Mac OS)

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Equivalent settings can be found in Composition, Units & Increments, Guides & Pasteboard, and Display Performance preferences.

Workspace and workflow

PageMaker command InDesign equivalent Additional information

File > Preferences > Online No equivalent You can drag objects from a web browser to

File > Preferences > Layout Adjustment Layout > Layout Adjustment You specify layout adjustment options and

File > Preferences > Trapping Window > Output > Trap Presets To specify trapping preferences, create a new

File > Exit (Windows) or File > Quit (Mac OS) File > Exit (Windows) or InDesign > Quit

InDesign (Mac OS)

InDesign without configuring a proxy.

enable layout adjustment at the same time. Settings in InDesign match those in PageMaker almost exactly. Ruler guides follow their associated column or margin guides by default. To change this, deselect Allow Ruler Guides To Move.

eset.

Trap pr

PageMaker Edit menu commands

PageMaker command InDesign equivalent Additional information

Edit > Undo Edit > Undo InDesign allows unlimited levels of Undo.

Edit > Cut Edit > Cut

Edit > Copy Edit > Copy

Edit > Paste Edit > Paste InDesign does not support OLE; however, you

can se

t similar options in the Links panel.

Edit > Clear Edit > Clear

Edit > Select All Edit > Select All

Edit > Deselect All Edit > Deselect All

Edit > Editions (Mac OS) No equivalent InDesign does not support Publish/Subscribe ;

Edit > Paste Multiple Edit > Step And Repeat

Edit > Paste Special Edit > Paste Without Formatting

Edit > Insert Object (Windows) File > Place

Edit > Edit Story Edit > Edit In Story Editor

Edit > Edit Original Edit > Edit Original You can also choose Edit Original in the Links

Edit > Show Clipboard (Mac OS) No equivalent

Edit > Ruby/Tatechuyoko/Emphasis

omposite Glyphs

Marks/C

Edit > Vertical Text Type > Writing Direction > Horizontal or

Ruby Placement and Spacing, Tate-chu-yoko, and Kenten (for emphasis marks) appear on the Character panel menu. Choose Type > Glyphs to display the Glyphs panel.

Vertical

ver, you can set similar options in the

howe Links panel.

panel m

enu.

You can use the Vertical Type tool in the toolbox.

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Workspace and workflow

PageMaker Layout menu commands

PageMaker command InDesign equivalent Additional information

Layout > Go To Page Layout > Go To Page You can also double-click a page icon in the

Layout > Insert Pages Layout > Pages > Insert Pages

Layout > Remove Pages Layout > Pages > Delete Pages

Layout > Sort Pages Window > Pages Click an d drag pages in the Pages panel to sort

yout > Go Back Layout > Go Back

Layout > Go Forward Layout > Go Forward

Layout > Column Guides Layout > Margins And Columns

Layout > Copy Master Guides No equivalent InDesign master guides from any given

Layout > Autoflow

Press Shift when a loaded text icon is displayed.

Pages pan

them.

master are always copied to pages that use that master.

You can flow text manually, automatically (with

el to jump to that page.

autoflow), or semi-automatically.

PageMaker Type menu commands

PageMaker command InDesign equivalent Additional information

Type > Font Type > Font

Type > Size Type > S ize

Type > Leading Type > Character or Control panel

mode (Window > Control)

Type > Type Style Type > Character or Control panel

mode (Window > Control)

Type > Expert Kerning Type > Character or Control panel

mode (Window > Control)

Type > Horizontal Scale Control panel in Character mode (Window >

Control)

Type > Character Type > Character

Type > Paragraph Type > Paragraph

Type > Indents/Tabs Type > Tabs

Type > Hyphenation Type > Paragraph Choose Hyphenation from the Paragraph

in Character

InDesign uses baseline leading by default, as opposed to proportional leading, which is PageMaker’s default.

InDesign displays the type styles available for the selected font. You can also use Quick Apply.

Expert kerning in PageMaker is similar to optical kerning in InDesign.

panel m

enu.

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Workspace and workflow

PageMaker command InDesign equivalent Additional information

Type > Alignment Type > Paragraph or Control panel in

Type > Styl e Type > Paragraph Styles or Type > Character

Type > Define Styles Type > Paragraph Styles or Type > Character

Paragraph mode (Window > Control)

Styles

InDesign supports both paragraph and character styles.

Choose New Paragraph Style in the Paragraph Styles panel to create a paragraph style. Choose New Character Style in the Character Styles panel to create a character style.

PageMaker Element menu commands

PageMaker command InDesign equivalent Additional information

Element > Fill Window > Color > Swatches or Window >

Element > Stroke Window > Stroke Choose a stroke style in the Stroke panel or

Element > Fill And Stroke Window > Color > Swatches, Window >

Element > Frame > Attach Content No equivalent InDesign automatically creates a frame for

r > Color

Colo

Stroke, and Window > Output > Attributes

InDesign does not support patterned fills. The Swatches panel in InDesign is equivalent to the Colors palette in PageMaker.

defin

e a custom stroke style.

Create tints using the Swatches panel. Specify overprinting in the Attributes panel.

text files or graphics you import. To paste content into an existing frame, select the frame, and then place or paste the content into it.

Element > Frame > Frame Options Object > Text Frame Options (text frames

Element > Frame > Change To Frame Object > Content > [con

Element > Frame > Next Frame View > Extras > Show Text Threads

Element > Frame > Previous Frame View > Extras > Show Text Threads

Element > Frame > Remove From Threads Double-click the in port or out port to break a

Element > Frame > Delete Content Select content in the frame, and then press

Element > Arrange Object > Arrange

Element > Align Objects (Windows) or

ment > Align (Mac OS)

Ele

Element > Text Wrap Window > Text Wrap

Element > Group Object > Group

Element > Ungroup Object > Ungroup

Element > Lock Position Object > Lock Position

only) or Obje

thre

Delete.

Window > Object & Layout > Align

ct > Fitting

tent type]

ad.

For text frames, specify columns, vertical alignment, and inset spacing in the Text Frame Options dialog box. Set horizontal alignment in the Paragraph panel (Type > Paragraph). For graphics and text frames, use subcommands on the Object > Fitting menu to fit content to a frame (or vice versa).

Select text with the Type tool. Select graphics with the Direct Selection tool.

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Workspace and workflow

PageMaker command InDesign equivalent Additional information

Element > Unlock Object > Unlock Position

Element > Mask Object > Clipping Path You can also mask a graphic by creating the

masking sha to mask, and then pasting it into the shape (Edit > Paste Into), or by adjusting its graphics frame.

Element > Unmask Object > Clipping Path See note above.

Element > Image > Image Control No equivalent Use the Edit Original command to change

image contr application.

Element > Image > CMS Source Object > Image Color Settings

Element > Image > Photoshop Effects Object > Effects

Element > Polygon Settings Double-click the Polygon tool in the Toolbox

Element > Rounded Corners Object > Corner Options

Element > Link Info Window > Links Choose Link Information on the Links panel

menu.

Element > Link Options Type Preferences or Window > Links In File Handling Preferences, select or deselect

Create Link Spreadsheet Files. Or, on the Links panel menu, choose Unlink.

Element > Non-Printing Window > Output > Attributes

Element > Remove Transformation No equivalent

pe, copying the image you want

ol settings in the original

s When Placing Text And

PageMaker Utilities menu commands

PageMaker command InDesign equivalent Additional information

Utilities > Plug-ins Help > Configure Plug-ins (Windows) or

Utilities > Find Edit > Find/Change You can perform Find/Change operations in

Utilities > Find Next Edit > Find Next See note above.

Utilities > Change Edit > Find/Change See note above.

Utilities > Spelling Edit > Spelling > Check Spelling You can check spelling in Layout view or Story

ilities > Book File > New > Book You add, delete, and sort documents in a book

Utilities > Index Entry Window > Type & Tables > Index To add an index entry, click the New button in

Utilities > Show Index Index panel in Reference mode (Window >

sign > Configure Plug-ins (Mac OS)

InDe

& Tables > Index)

Type

Layo

ut view or Story Editor.

Editor.

using the Book panel.

the Index panel.

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Workspace and workflow

PageMaker command InDesign equivalent Additional information

Utilities > Create Index Window > Type & Tables > Index Choose Generate Index on the Index panel

Utilities > Create TOC Layout > Table Of Contents

Utilities > Define Colors Window > Color > Swatches Choose New Color Swatch in the Swatches

menu.

panel m

enu.

PageMaker View menu commands

PageMaker command InDesign equivalent Additional information

View > Display Master Items Choose Hide/Show Master Items from the

View > Display Non-Printing Items

View > Zoom In View > Zoom In

View > Zoom Out View > Zoom Out

View > Actual Size View > Actual Size

View > Fit In Window View > Fit Page In Window or View > Fit

View > Entire Pasteboard View > Entire Pasteboard

Pages panel menu

Select Normal View Mode in the Toolbox to view nonprinting items. To hide nonpr

inting items, select Preview Mode .

Spread I

n Window

You can also create a layer for objects you do

want to print, and then show or hide that

not layer when you print or export.

View > Zoom To Choose a magnification level from the Zoom

View > Hide/Show Rulers View > Hide/Show Rulers

View > Snap To Rulers No equivalent

View > Zero Lock Right-click (Windows) or Control-click (Mac

View > Hide/Show Guides View > Grids & Guides > Hide/Show Guides

View > Snap To Guides View > Grids & Guides > Snap To Guides

View > Lock Guides View > Grids & Guid es > Lock Guides And View

View > Clear Ruler Guides Using InDesign keyboard shortcuts, Press

View > Send Guides To Back Edit > Preferences > Guides & Pasteboard

View > Hide/Show Scroll Bars No equivalent

the bottom of the document

menu at window.

OS) the z

ero point, and then choose Lock Zero

Point from the context menu that appears.

s & Guides > Lock Column Guides

> Grid

Ctrl+Alt+G (Windows) or Command+Option+G (Mac OS) to select all guides on the current spread, and then press Delete.

ows) or InDesign > Preferences > Guide s

(Wind & Pasteboard (Mac OS)

Select the Guides In Back option.

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Workspace and workflow

PageMaker Window menu commands

PageMaker command InDesign equivalent Additional information

Window > Arrange Icons (Windows) No equivalent

Window > Tile Window > Arrange > Tile

Window > Cascade Window > Arrange > Cascade

Window > Hide/Show Tools Window > Tools

Window > Hide/Show Control Palette Window > Control

Window > Hide/Show Colors Window > Color > Swatches or Window >

Window > Hide/Show Styles Window > Styles > Paragraph Styles or

Window > Hide/Show Layers Window > Layers

Window > Hide/Show Master Pages Window > Pages

Window > Hide/Show Hyperlinks Window > Interactive > Hyperlinks

Window > Plug-in Palettes No equivalent Plug-ins appear as added options in InDesign

Window > [name of open document] Window > [name of open document]

Color > Color

Character Styles

men

us or panels, or in InDesign dialog boxes.

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 cr

e a compressed package that you can distribute manually; use Package And Email to create a compressed package

eat

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

cument and its assets to a printer.

a do

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 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.

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assignment. If any content is checked out, you’re

Workspace and workflow

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: C

hoosing Edit > Undo after you create a package cancels th

it doesn’t delete the package file from your computer or unsend the e-mail.

e package and unlocks the items in the assignment, but

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 pro

mpted 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: I

f you want to use a different e-mail application, change the default e-mail application. See your system

documen

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 locke

tation for details.

d, 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

has been cancelled, conflicts may occur.

that

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.

When InCopy users open the updated package, only new content is added automatically to the assignment; InCopy users can de

cide 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.

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Workspace and workflow

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

icon.

• In InCopy, choose File > Open, and double-click the packaged assignment file.

• In InCopy, choose Open Package from the Assignments panel menu, and then double-click the package file.

You can now edit the stories in the package. When you begin editing a story, you’re prompted to check out the contents of the f

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

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

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

icon.

• In InDesign, choose File > Open, and double-click the package file.

• In InDesign, choose Open Package from the Assignments panel menu, and then double-click the package file.

You’re prompted to update all links when opening the package. I 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

f a story has been modified since the assignment was

Check in content

Save changes (InCopy)

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Workspace and workflow

Update assignment files (InDesign)

Unlink content files (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 c reate a new assignment as you move content , from the Ass ignments panel menu , choose Add To Ass ignment

> 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.

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Workspace and workflow

Re-create the assignment file in the original location

❖ In the Assignments panel, do one of the following:

• Select the missing assignment (it will still be listed in the panel) and choose Update Selected Assignments from

the panel menu.

• Choose Update All Assignments from the panel menu.

Change the assignment location

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

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

name for the new file.

• Double-click the assignment name. In the Assignment Options dialog box, click Change and specify a location

and name for the new file.

Correct mistakes

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 Cance

l 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 for others 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: U

nlinking your own checked-out file removes it from the workflow and deletes the lock file from disk. You can re-

expor

t the content and overwrite the file name without conflict.

❖ To unli nk an InC opy c ontent fi le, sele ct the file ( .icml or .i ncx extension) in the Li nks pane l and choos e Unlin k from

the panel menu. Unlinking embeds the content into the document and removes the link to the InCopy file on disk.

To relink the file, choose Edit > Undo Unlink.

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Workspace and workflow

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.

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

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: I

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

is not connected to the original and has no link to any external file (InCopy or otherwise). The original and the pasted

that 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.

Copy content files in an InDesign document:

More Help topics

Update, restore, and replace links

Accidentally updating your work

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.

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Workspace and workflow

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 do cument containing one or more InCopy content file s that are che cked out to you, a

t message appears, prompting you to check in all content. If you close the document without checking in the

n aler 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.

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 appears next to the item or items in the Assig 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.

ts panel, indicating that the content is

nmen

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.

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Workspace and workflow

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.

Note: I

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

to the assignment in the InCopy Assignments panel.

ars next

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.

cal updating workflow is as follows:

A typi

1 The InCopy user opens an assignment file or checks out an individual content file and edits the content.

2 The InCopy user saves the content file, which updates the copy on the file system, and continues working.

3 The InDesign user sees the Out Of Date icon in both the Assignments panel and the Links panel next to the

selection, and the In Use and Text Content Out Of Date icon or Graphics Content Out Of Date icon on the associated frame.

Assignments panel with In Use and Out Of Date icons (left) and Layout with out-of-date content (right)

4 The InDesign user updates the content.

Update content while opening a managed document (InDesign)

1 Choose File > Open, locate the file you want to open, and click Open.

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Workspace and workflow

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

Link from the panel menu.

Update content while working (InDesign)

❖ Do one of the following:

• Select the text or graphics frames in the layout and choose Edit > InCopy > Update Content.

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

Link from the Assignments panel menu.

Update content while working (InCopy)

❖ Do one of the following:

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

• Select the content in the Assignments panel, and then click the Update Content button or choose Update

Content from the Assignments panel menu.

You can also update content using the Links panel.

Accidentally updating your work

In most cases, the update commands are disabled for content you have checked out, because that content would always be up to date. However, an undesirable situation can occur if a different user deletes the lock on checked-out content (by 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 InDesign user changes the layout of frames in an assignment, the user must update the assignment to make the

design changes available to InCopy users. InDesign does not automatically update assignment files when the document is saved.

• Once the InDesign user updates the assignment stored on a shared server, the Out Of Date icon appears next to

the assignment in the InCopy Assignments panel. The InCopy user must update the design to see the current layout.

• 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 the layout is out-of-date. InCopy users can update the currently active InDesign document with the latest layout and style changes.

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Workspace and workflow

Updating the layout in InCopy is useful for copyfitting tasks, because the latest appearance and line breaks are visible in Layout and Galley views.

❖ Do one of the following:

• If you have an assignment file open and the Assignments panel shows the Out Of Date icon next to the

assignment name, click the Update Design button , or choose File > Update Design. You cannot undo this command.

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

one 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 conten

t 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.

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

er InCopy or InDesign.

If you are working on an assignment package, return or for

ward 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: You can undo the most recent changes before you check in content.

en 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 every content file checked out to you, choose File > Save. This type of save does not automatically update

assignment files or checked-out content files in InCopy. However, the checked-out files in InCopy will show the Out Of Date icon in the Assignments panel.

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Macromedia InDesign - CC User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Legal notices

Contents

Chapter 1: What's New

New features summary

Seamless update

In application - What's New dialog

EPUB enhancements

Improvements to tables

Color groups

Enhanced search - Find Previous

Behance integration

Improved packaging

Enhanced data merge for QR code

Footnote enhancements

HiDPI support for Windows

Scalable effects

Modernization - Changes to panels

Tool Hints panel

Background Tasks panel

Chapter 2: Workspace and workflow

Create new documents

Create a new document

New Document options

Document window overview

Create custom page sizes

Define document presets

Create a document using a preset

Sync Settings using Adobe Creative Cloud

Introduction

Sync settings at first launch

Using the sync settings feature

Sync settings on successive launches

Managing sync

What gets synced

Choose what you want to sync

Choose an option in case of conflict

What’s not supported

Saving documents

Save documents

Include previews in saved documents

Save an InDesign Markup (IDML) document

Save backwards to the previous InDesign version

Work with metadata

Add metadata using the File Info dialog box

Export metadata as an XMP file

Import metadata from an XMP file

Edit metadata in image files

Understanding a basic managed-file workflow

Sharing content

Ways to work with content in InCopy

Managed files

Best practices for working with managed files

Managed-file workflow examples

Local server workflow

E-mail package workflow

Enter user identification

Workflow icons

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