ADOBE® INCOPY® Help and tutorials June 2013
Contents What's new................................................................................................................................................... 1 Text changes.......................................................................................................................................................................... 2 Collaboration.................................................................................................................................................
Bullets and numbering........................................................................................................................................................ 156 Formatting characters......................................................................................................................................................... 164 Formatting paragraphs......................................................................................................................................
What’s new 1
Text changes New Eyedropper tool Use the Eyedropper tool to copy text formatting from one text selection and apply that formatting to different text. Customize which attributes to apply in the Eyedropper Tool Options dialog box. See Copy type attributes (Eyedropper). Paragraphs that span columns In InCopy CS5, you can make a paragraph span multiple columns. You can also split a paragraph into multiple columns within the same text frame. See Create paragraphs that span or split columns.
Collaboration Track change feature enhancements The Track Changes feature is now available in both InCopy CS5 and InDesign CS5. In InCopy, the Track Changes toolbar includes icons that are more intuitive. The Changes menu includes additional options for accepting and rejecting changes in either the current story or in all stories. You can also accept and reject changes from individual participants. See Tracking and reviewing changes.
Usability and productivity Enhanced layers The Layers panel in InCopy gives you more control over your documents. You can hide or lock individual page items in a layer. See Use layers. Save performance improvements Close documents and save changes to multiple stories faster than before due to multithreading implementation. Use the Background Tasks panel (Window > Utilities > Background Tasks) to view the progress of ongoing processes.
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Customizing preferences and defaults About preferences Set defaults Restore all preferences and default settings Reset warning dialog boxes To the top About preferences Preferences include settings such as panel positions, measurement options, and display options for graphics and typography. The difference between preferences and defaults is the area to which each applies. Preference settings specify the initial appearance and behavior of certain InCopy features.
Moving through documents Scrolling through documents Move through a document with the Hand tool Go to another page in Layout view Jump to position markers Reorder InCopy stories To the top Scrolling through documents You can use the scroll bars (along the bottom and right sides of the InCopy window) or scroll with a mouse wheel or sensor in any view. You can also use the Page Up, Page Down, and arrow keys on the keyboard to move through a story.
Choose the page number from the pop-up menu on the status bar. To the top Jump to position markers You can set a marker at a specific location in the text so that you can easily return to it using a command or shortcut. A position marker is useful if you change your place in the document to do another action, for example, to verify a fact in another area of text. A document can have only one position marker per session; inserting a marker deletes a previously placed marker.
Recovery and undo Recover documents Undo mistakes To the top Recover documents InCopy guards your data against unexpected power or system failures using an automatic recovery feature. Automatically recovered data exists in a temporary file that is separate from the original document file on disk.
Viewing stories Galley, Story, and Layout view overview About Galley view Customize Galley and Story views Layout view overview About frames Show or hide frame edges View documents Working with ConnectNow To the top Galley, Story, and Layout view overview InCopy offers three views of a story: Galley, Story, and Layout. These terms correspond to the terms used in traditional publishing. Galley view Displays text with line breaks established in the corresponding Adobe InDesign® document.
Story view Story view opens by default when you create a new InCopy story. To change the default view for new documents, close all documents and select the view you want as the default from the View menu. Layout view Displays text as it will print, with all formatting. When you use InCopy to synchronize with an InDesign layout, you can view text in context with all other page elements in the InDesign document—frames, columns, graphics, and so on.
To the top About Galley view Galley view provides an environment for efficient text processing; text is easy to read and annotate. You can also use Galley view to perform copyfitting and other production-related tasks. When you open an InDesign document in InCopy, working in Galley view is analogous to working with galley proofs in traditional typesetting.
adopted concerning in-house guidelines for your project. Set Story view preferences Use the Galley & Story Display section of the Preferences dialog box to customize the display of the Story view. 1. Choose Edit > Preferences > Galley & Story Display (Windows) or InCopy > Preferences > Galley & Story Display (Mac OS). 2. Specify the options you want. 3. Click OK. Show or hide paragraph break marks You can show or hide paragraph break marks in Galley and Story view.
Empty text frame (left) and empty graphics frame (right) To the top Show or hide frame edges Hiding frame edges also hides the X in an empty graphics frame. Text and graphics frames with frame edges displayed (left) and hidden (right) In Layout view, choose View > Extras > Show Frame Edges or View > Extras > Hide Frame Edges. To the top View documents Use the Zoom tool or View options to zoom in on or out of documents. Zoom in or out In Layout view, you can magnify or reduce the view of a page.
Magnify by dragging 1. Select the Zoom tool . 2. Drag to select the area you want to magnify. To activate the Zoom In tool while using another tool, press Ctrl+spacebar (Windows) or Command+spacebar (Mac OS). To activate the Zoom Out tool while using another tool, press Ctrl+Alt+spacebar (Windows) or Command+Option+spacebar (Mac OS). Zooming in on selection of text Display the document at 100% Do any of the following: Double-click the Zoom tool . Choose View > Actual Size.
Workspace basics Workspace overview Manage windows and panels Save and switch workspaces Change Interface preferences Use toolbars Use context menus Customize menus Use keyboard shortcut sets To the top 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.
Panels don’t disappear when you switch applications or when you accidentally click out of the application. If you work with two or more applications, you can position each application side by side on the screen or on multiple monitors. If you are using a Mac and prefer the traditional, free-form user interface, you can turn off the Application frame. In Adobe Illustrator®, for example, select Window > Application Frame to toggle it on or off.
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. To remove a panel or panel group, drag it out of the dock by its tab or title bar.
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.
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.
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.
To the top Use toolbars The basic toolbars contain buttons for many commonly used tools and commands, such as opening, saving, printing, scrolling, and zooming. Tool tips identify each tool button. Show or hide a toolbar Choose the toolbar name from the Window menu. A check mark appears next to the toolbar name if it’s currently visible. Customize a toolbar You can specify which tools appear on a toolbar, change the toolbar orientation, and combine or separate toolbars.
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.
A text file opens with all current and undefined shortcuts for that set. Create a new shortcut set 1. Choose Edit > Keyboard Shortcuts. 2. Click New Set. 3. Type a name for the new set, select a shortcut set from the Based On Set menu, and click OK. Create or redefine a shortcut 1. Choose Edit > Keyboard Shortcuts. 2. For Set, select a shortcut set, or click New Set to create a new shortcut set. Note: You can make changes to the Default shortcut set, but it’s not recommended.
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Controlling graphics display Control graphics’ display performance Customize the display performance options To the top Control graphics’ display performance You can control the resolution of graphics placed in your document. You can change the display settings for the entire document or for individual graphics. You can also change a setting that either allows or overrides the display settings for individual documents.
settings applied to objects are saved with the document. 1. Select Edit > Preferences > Display Performance (Windows) or InCopy > Preferences > Display Performance (Mac OS). 2. For Default View, select Typical, Fast, or High Quality. The display option you choose applies to all documents you open or create. 3. Do one of the following: To save display settings applied to individual objects, select Preserve Object-Level Display Settings.
Frames, grids, rulers, and guides About frames in InCopy files Change measurement units and rulers Change the zero point Use grids View ruler guides Use layers To the top About frames in InCopy files As in Adobe InDesign, all InCopy text and graphics appear inside frames. For linked documents, InDesign controls the frame placement and design for a publication. You can see the frame structure of the InDesign document in InCopy Layout view.
Rulers A. Labeled tick marks B. Major tick marks C. Minor tick marks You can set up different measurement systems for horizontal and vertical rulers. For example, many newspapers measure horizontal layouts in picas and vertical text stories in inches. The system you select for the horizontal ruler governs tabs, margins, indents, and other measurements.
To the top Change the zero point The zero point is the position at which the zeros on the horizontal and vertical rulers intersect. By default, the zero point is at the top left corner of the first page of each spread. This means that the default position of the zero point is always the same relative to a spread, but may seem to vary relative to the pasteboard. The X and Y position coordinates in the Control panel, Info panel, and Transform panel are displayed relative to the zero point.
Set up a baseline grid Use Grid Preferences to set up a baseline grid for the entire document. 1. Choose Edit > Preferences > Grids (Windows) or InCopy > Preferences > Grids (Mac OS). 2. Specify a baseline grid color by choosing a color in the Color menu. You can also choose Custom in the Color menu. 3. For Relative To, specify whether you want the grid to start at the top of the page or the top margin. 4.
of a multiple-page spread. You can view ruler guides if they exist in the InDesign document or assignment file, but you cannot create them in InCopy. Guides A. Spread guide B. Page guide Show or hide ruler guides 1. Make sure that you are in Layout view; if necessary, click the Layout view tab at the top of the edit pane. 2. Choose View > Grids & Guides > Show/Hide Guides. Display ruler guides behind objects By default, ruler guides appear in front of all other guides and objects.
The Layers panel lists layers, with the frontmost layer appearing at the top of the panel. Show and hide layers 1. Choose Window > Layers. 2. In the Layers panel, do any of the following: To hide a specific layer, click the eye icon to the left of the layer name. To show a specific layer, click the space to the left of the layer name. Click a triangle next to a layer name to display the layer objects. Click the eye icon to show or hide individual objects.
Importing graphics Import graphics Import options for graphics Fit a graphic to its frame Links panel overview Update, restore, and replace links Edit original artwork Control layer visibility in imported images Importing InDesign (.indd) pages To the top Import graphics InCopy allows you to import graphics into existing frames. This is especially useful where content is created before the layout, because you can choose the graphics for your articles as you write.
Drag a graphic into a frame Do one of the following: To place a graphic in an existing graphics frame, make sure the frame is checked out to you, and then drag the graphic file’s icon from the file system to the frame. To place a graphic at an active text insertion point, drag the graphic file’s icon to any place in the text frame. This method is available only in Layout view. Paste a graphic into a frame 1. Make sure the graphics frame is checked out to you.
Apply Photoshop Clipping Path If this option isn’t available, the image wasn’t saved with a clipping path, or the file format doesn’t support clipping paths. If the bitmap image doesn’t have a clipping path, you can create one in InDesign. Alpha channel Select an alpha channel to import the area of the image saved as an alpha channel in Photoshop. InCopy uses the alpha channel to create a transparent mask on the image. This option is available only for images that contain at least one alpha channel.
Crop Places the PDF only in the area that is displayed or printed by Adobe Acrobat. Trim Identifies the place where the final produced page will be physically cut in the production process, if trim marks are present. Bleed Places only the area that represents where all page content should be clipped, if a bleed area is present. This information is useful if the page is being output in a production environment. Note that the printed page may include page marks that fall outside the bleed area.
To the top Links panel overview All files placed in a document are listed in the Links panel. These include both local (on disk) files and assets that are managed on a server. However, files that are pasted from a website in Internet Explorer do not display in this panel. In InCopy, the Links panel also displays linked stories. When you select a linked story in the Links panel, the Link Info section displays information such as the number of notes, the managed status, and the status of tracked changes.
Links panel. 1. Choose Panel Options from the Links panel menu. 2. Select the check boxes under Show Column to add columns in the Links panel. Folder 0 is the folder that contains the linked file; Folder 1 is the folder that contains Folder 0, and so on. 3. Select the check boxes under Show In Link Info to display the information in the Link Info section at the bottom of the Links panel. 4. Click OK. You can change the order of columns by selecting a column and dragging it to a different location.
Replace a link with a different source file 1. Select any link in the Links panel, and click the Relink button or choose Relink from the Links panel menu. If a “parent” link of multiple instances is selected, choose Relink All Instances Of [Filename] from the Links panel menu. Relink is disabled in managed stories unless a story is checked out. 2.
The Relink File Extension command lets you replace images based on file extensions. For example, if you have several JPEG images in your document, you can replace them with PSD files. The files with different extensions must be in the same folder as the linked files being replaced. 1. Make sure the files with different file extensions appear in the same folder as the original files. 2. Select one or more links in the Links panel. 3. Choose Relink File Extensions from the Links panel menu. 4.
3. In the Image Import Options or Place dialog box, click the Layers tab. 4. To view a preview of the image, click Show Preview. 5. (PDFs only) If you’re placing a page from a multipage PDF, click the arrows, or type a page number under the preview image to preview a specific page. 6. (Photoshop PSD files only) If the image contains layer comps, choose the layer comp you want to display from the Layer Comp pop-up menu. 7.
Including metadata in a story Work with metadata To the top Work with metadata Metadata is a set of standardized information about a file, such as author name, resolution, color space, copyright, and keywords applied to it. You can use metadata to streamline your workflow and organize your files. About the XMP standard Metadata information is stored using the Extensible Metadata Platform (XMP) standard, on which Adobe Bridge , Adobe Illustrator, Adobe InDesign, and Adobe Photoshop are built.
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.
Saving and exporting Save documents InCopy file types Export InCopy documents Rename InCopy stories Export content to Buzzword To the top Save documents Do one of the following: To save an existing document under the same name, choose File > Save Content. To save a document under a new name, choose File > Save Content As, specify a location and filename, and click Save. The newly named document becomes the active document.
Assignment package files (.icap) These files are assignment files that have been compressed in InDesign for distribution. Assignment packages include the assignment file, the assigned story files, and any linked images. Legacy InCopy CS3 assignment packages used the .incp extension. Template files (.
Stand-alone documents Work with stand-alone documents Using Adobe Bridge with InCopy Scripting in InCopy To the top Work with stand-alone documents An InCopy document that is not associated with an InDesign document is called a stand-alone document. You can set up and modify the text area, page size, and orientation for stand-alone documents. However, if the story is later linked to an InDesign document, the InDesign settings override the settings used in InCopy.
Load buttons in the Document Presets dialog box. Linking InCopy files to InDesign When a stand-alone InCopy story is linked to an InDesign document, the InDesign formatting overrides the InCopy layout and design settings. The link between InCopy files and InDesign layouts can be made a number of ways in InDesign, usually by placing an InCopy (.icml) file into an InDesign layout.
Transforming graphics Position tool overview Transform graphics To the top Position tool overview Click the Position tool in the toolbox to manipulate selected graphics, either directly, in conjunction with a Transform command (Object > Transform) or a command on a context menu, or by using keyboard shortcuts to nudge the graphic within its frame.
object. Deselect this icon if you want to scale the X and Y values separately, which may result in the image being skewed. 4. Enter the horizontal and vertical scale values as either percentages (such as 90%) or distance values (such as 6p). The scale values can be negative numbers. 5. Do one of the following: To preview the effect before you apply it, select Preview. To scale the object, click OK. To scale the graphic in a specific direction, use the Position tool to drag the handle of a selected graphic.
Using an InCopy workflow About InCopy workflows About linked (managed) documents Working with multistory files In Adobe® InCopy®, you can create stand-alone documents, or you can work with documents that are linked to Adobe® InDesign®. When you work with linked documents, you can have more than one InCopy story in an InDesign file, depending on your workflow system. Writers, editors, and designers can work simultaneously on the same InDesign document, without overwriting each other’s work.
The story separator bar A. Expand and collapse button B. Story name C.
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Adjusting your workflow Move content between assignments (InDesign) Delete assignments (InDesign) Relink missing assignment files (InDesign) Correct mistakes Overriding locked files (InDesign) Unlink content files (InDesign) Placing InCopy files in InDesign documents To the top 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.
Double-click the assignment name. In the Assignment Options dialog box, click Change and specify a location and name for the new file. To the top Correct mistakes If you make a mistake, you can discard changes made since the last Save command and restore the content from the file system. Because InDesign automatically saves every editable InCopy content file when you save the InDesign document, the Cancel Checkout command restores only versions since the last time the document was changed.
Assignment packages Create and send packages (InDesign) Receive packages (InCopy) Receive return packages (InDesign) To the top 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.
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.
Sharing content Exporting content from InDesign Assignments panel overview Assignment files Create assignments and add content (InDesign) Export content as separate InCopy files (InDesign) To the top 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 (*.
Out/Check In Selection button K. New Assignment button L. Delete Selected Assignments/Remove button 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 Out Of Date status F. Editing And Text Up To Date status G. User name H. Update Design button I. Update Content button J.
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.
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.
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 Enter user identification Workflow icons For detailed information and instructions, click the links below. To the top 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.
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. Open assignment packages The assignment packages workflow is especially useful when designers and writers are working on the same project but don’t have access to a local server. In such cases, the InDesign user can create one or more packages and send the compressed files to the assigned InCopy users via e-mail.
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 InCopy. This approach can be useful for editing and copyfitting if seeing the overall layout is important, or for editing most of the stories in a document rather than a few.
Once a content file becomes managed, it’s read-only to all users in the workflow at all times, except to the person who has checked it out. The software creates a lock file (*.idlk) when a user checks out a content file, giving that user exclusive editing control. Read-only files have the following characteristics: An InCopy user cannot manually format the text in it.
5. In InCopy, continue working. When finished with your edits, check in the content. Other users are then able to check out the content and work on it. If a user is modifying the layout in InDesign simultaneously, you can update and view the layout geometry as you work. 6. In InDesign, make sure that all the content is checked in. The managed workflow makes it possible to know who has checked out files.
text frames, and graphics frames In Use By [name] Assignments panel, text frames, and graphics frames Editing Assignments panel, text frames, and graphics frames Available And Out Of Date Text and graphics frames In Use By [name] And Out Of Date Text and graphics frames Editing And Out Of Date Text and graphics frames Out Of Date Assignments panel Text Content Out Of Date Assignments panel and text frames Text Content Up To Date Assignments panel and text frames Graphics Content Out Of Date
Working with managed files Open shared content Check out content Opening managed files (InCopy) Update assignment files (InDesign) Update content Accidentally updating your work Update the InDesign layout Check in content Save changes (InDesign) Save changes (InCopy) To the top 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.
The Editing icon exclusive use. appears next to the item or items in the Assignments panel, indicating that the content is checked out to you for your 3. If prompted to update the content with changes, click OK. When you check out available content in InCopy, you see the Editing icon In Use icon on the InCopy frame, and in the Assignments panel. In InDesign, the appears on the InDesign frame. To the top Opening managed files (InCopy) Opening a managed content file (.icml or .
1. Choose File > Open, locate the file you want to open, and click Open. 2. Click Yes when prompted to update the document with the modified content on the file system. 3. Do one of the following: To let InDesign update the links, click Fix Links Automatically. To fix links manually, click Don’t Fix, and then, in the Links panel, select the file to update and choose Update Link from the panel menu.
The LiveEdit Workflow plug-ins do not create multiple file versions. Instead, files are overwritten when updated in either InCopy or InDesign. If you are working on an assignment package, return or forward the assignment package after checking it in. Check in managed content (InDesign) Do one of the following: Select the content in the layout and choose Edit > InCopy > Check In. In the Assignments panel, select the content and choose Check In from the panel menu.
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Adding text Adding text Importing files Place (import) text Import options Import Buzzword documents Type Asian text using inline input To the top Adding text You can add text by typing, pasting, or importing text from another file. In general, you use standard word-processing techniques to work with text on the toolbox, and then use the techniques described below. These methods work the same way in Galley, in InCopy.
placing. 4. Select the text file you want to place, and then click Open. (If you Shift-click Open, the Import Options dialog box appears, even if Show Import Options isn’t selected.) 5. Do any of the following: If a dialog box displays import options for the type of file you’re placing, select any options you want, and click OK. If the document you’re importing contains fonts that aren’t available on your system, a dialog box opens to inform you of the font substitution.
Platform Specifies whether the file was created in Windows or Mac OS. Set Dictionary To Specifies the dictionary to be used by the imported text. Extra Carriage Returns Specifies how extra paragraph returns are imported. Choose Remove At End Of Every Line or Remove Between Paragraphs. Replace Replaces the specified number of spaces with a tab.
Once you sign in, the Place Buzzword Documents dialog box displays a list of the Buzzword documents you can import. 3. Select one or more documents you want to import, or paste the URL of the Buzzword document into the Paste URL field. 4. Select any of the following options, and then click OK. Show Import Options If you select this option, the Buzzword Import Options dialog box appears before you place the file.
Checking spelling Check spelling Hyphenation and spelling dictionaries Assign a language dictionary to selected text To the top Check spelling You can check the spelling in a document or in all open stories. InCopy highlights misspelled or unknown words, repeated words (such as “the the”), uncapitalized words, and uncapitalized sentences. When performing a spell check, InCopy checks all XML content and expanded inline notes.
To add a word to a dictionary, select the dictionary from the Add To menu, and click Add. Click Dictionary to display the Dictionary dialog box, where you can specify the target dictionary and language, and specify hyphenation breaks in the added word. If you want to add the word to all languages, choose All Languages from the Language menu. Click Add. Correct spelling errors as you type By turning on Autocorrect, you can allow capitalization errors and common typing mistakes to be replaced while you type.
language for an entire document, or for all new documents. (See Assign a language to text.) Exception word lists You can exclude words from being considered. For example, if you want to use an alternate spelling for a common word such as “bicycle,” which you may need to spell in a different way for your company name or for a specific document, add the word to the list of excluded words so that it will be flagged during a spell check.
If you need to include an actual tilde in a word, type a backslash before the tilde (\~). 8. Click Add, and then click Done. The word is added to the currently selected Dictionary List. Note: Remember that hyphenation points interact with the hyphenation settings in your documents. As a result, the word might not break where you expect it to. Control these settings by choosing Hyphenation in the Paragraph panel menu. (See Hyphenate text.) Remove or edit words in dictionaries 1.
8. Click OK. Using dictionaries in a workgroup Make sure that each station in your workgroup has the same customized user dictionaries installed and added, so that a document uses the same spelling and hyphenation rules regardless of who is working on it. You can either make sure that everyone adds the same dictionaries to their computer, or you can share a user dictionary over the network server. A lock icon indicates that a dictionary is locked and can be used, but not edited.
Copyfitting text Copyfitting text Customize Copyfit Info settings Editing overset text Show or hide the depth ruler To the top Copyfitting text InCopy keeps track of several text statistics and makes this data available in the Copyfit Info toolbar. As you write your story, the Copyfit Info toolbar automatically displays the number of lines, words, and characters, and the vertical depth at the bottom of the work area for both linked and stand-alone stories in Galley and Layout views.
To add Copyfit Info controls, click the triangle on the right side of the Copyfit Info toolbar, choose Customize, select which items you want to appear in the toolbar, and then click OK. To include footnote text in text statistics, choose Include Footnotes In Text Statistics from the Copyfit Info toolbar menu.
Cross-references Insert cross-references Using cross-reference formats Manage cross-references If you’re writing a manual or reference document, you may want to include a cross-reference to refer the reader from one part of your document to another. Example: For more information, see “Field mice” on page 249. You can specify whether a cross-reference derives from a paragraph style, such as a heading style, or from a text anchor you’ve created.
Click the Create New Cross-Reference button in the Hyperlinks panel. 3. In the New Cross-Reference dialog box, choose Paragraph or Text Anchor from the Link To menu. If you choose Paragraph, you can create a cross-reference to any paragraph in the document you specify. If you choose Text Anchor, you can create a cross-reference to any text in which you have created a hyperlink destination. (See Create a hyperlink destination.
Paragraph Number Inserts the paragraph number in a crossreference to a numbered list. See See 1 In this example, only “1” is used from the paragraph, “1. Animals.” Paragraph Text Inserts the paragraph text without the paragraph number in a cross-reference to a numbered list. See “” See “Animals” In this example, only “Animals” is used from the paragraph, “1. Animals.” Full Paragraph Partial Paragraph Inserts the entire paragraph, including paragraph number and paragraph text.
Cross-reference to partial paragraph A. The cross-reference source ends at an em dash (^_) B. “false” excludes the em dash from the source When you insert the Partial Paragraph building block, you must do two things. First, specify the delimiter between the quotation marks. The delimiter is the character that ends the paragraph. Common delimiters include colons (Chapter 7: Granada), periods (Chapter 7. Granada), and dashes (Chapter 7—Granada).
Style names are case sensitive. If the character style is in a group, type the name of the group followed by a colon before the character style, such as Style Group 1: Red. 6. Click Save to save the format, and then click OK. Load (import) cross-reference formats When you load cross-reference formats from another document, the incoming formats replace any existing formats that share the same name. In InCopy, you can import cross-reference formats only in standalone documents.
In the Cross-References section of the Hyperlinks panel, double-click the cross-reference you want to edit. Select the cross-reference, and choose Cross-Reference Options from the Hyperlinks panel menu. 2. Edit the cross-reference, and then click OK. Delete cross-references When you delete a cross-reference, the source cross-reference is converted to text. 1. In the Cross-References section of the Hyperlinks panel, select the cross-reference or cross-references you want to delete. 2.
Editing text Select text Paste text Drag and drop text Transpose characters View hidden characters Edit text on a master page Undo actions Jump to a position marker Add column, frame, and page breaks Use conditional text To the top Select text Using the Type tool, do one of the following: Drag the I-bar cursor over a character, word, or an entire text block to select it. Double-click a word to select it. Spaces next to the word are not selected. Triple-click anywhere in a line to select a line.
You can use the mouse to drag and drop text in Galley View, Story View, or Layout View. You can even drag text into some dialog boxes, such as Find/Change. Dragging text from a locked or checked-in story copies the text rather than moves it. You can also copy text when dragging. Jeff Witchel provides a video tutorial about drag and drop at Using InDesign Drag and Drop Text. 1.
text on an InDesign master page if the text is a linked file. However, you cannot change any of the frame attributes controlled by the master, and you cannot edit master-page text from any other (regular) pages in the document. Note: If you can’t click an insertion point into a nonlocked text frame on a regular page, that text might be on a master page. Check with the person who set up the frames and with your design team. 1. Choose View > Layout View if your document is not already in Layout view. 2.
Frame break Flows text to the next threaded text frame, regardless of the current text frame’s column setup. Page break Flows text to the next page with a text frame threaded to the current text frame. Odd page break Flows text to the next odd-numbered page with a text frame threaded to the current text frame. Even page break Flows text to the next even-numbered page with a text frame threaded to the current text frame. Paragraph Return Inserts a paragraph return (the same as pressing Enter or Return).
Number of versions Define how many versions your finished project will contain. For example, if you’re creating a manual that describes a program that runs on both Windows and Mac OS platforms, you might want to produce at least two versions: a Windows version and a Mac OS version.
conditions from the selected text. Note: You cannot apply keyboard shortcuts to specific conditions. However, you can apply conditions using Quick Apply. Show or hide conditions When you hide a condition, all text to which that condition is applied is hidden. Hiding conditions often causes the page numbering to change in a document or book. You can use the Smart Text Reflow feature to add and remove pages automatically as you hide and show conditions.
name. Edit condition indicators In the Conditional Text panel, double-click a condition, or select a condition and choose Condition Options from the panel menu. Specify indicator settings, and click OK. Find and change conditional text Use the Find/Change dialog box to find text to which one or more conditions have been applied and replace it with one or more other conditions. 1. Show any conditional text you want included in the search. Hidden text is excluded from the search. 2.
Find/Change Find/Change overview Find and change text Search using GREP expressions Metacharacters for searching Find and change glyphs Find and change fonts Find/change items using queries To the top Find/Change overview The Find/Change dialog box contains tabs that let you specify what you want to find and change. Find/Change dialog box A Find/Change tabs B. Find a tab character C. Replace with an em dash D. Search options E.
Use metacharacters to search for special characters, such as a tab. Use a predefined query to find and replace text. (See Find/change items using queries.) 5. In the Change To box, type or paste the replacement text. You can also select a representative character from the pop-up menu to the right of the Change To box. 6. Click Find. 7.
Clipboard for metacharacter searches To search for metacharacters such as em dashes or bullet characters, you may want to select the text first and paste it into the Find What box to spare the trouble of entering metacharacters. InCopy automatically converts pasted special characters to their metacharacter equivalent. Replace with clipboard contents You can replace search items with either formatted or unformatted content copied to the clipboard. You can even replace text with a graphic you copied.
6. To continue searching, click Find Next, Change (to change the current occurrence), Change All (a message indicates the total number of changes), or Change/Find (to change the current occurrence and search for the next one. You can also use GREP Styles to apply a character style to text that conforms to a GREP expression. In fact, the GREP Styles dialog box is a good way to test your GREP expression.
Example 2: Phone numbers InDesign includes a number of search presets that you can choose from the Queries menu. For example, you can choose the Phone Number Conversion query, which looks like this: \(?(\d\d\d)\)?[-. ]?(\d\d\d)[-. ]?(\d\d\d\d) Phone numbers in the United States can appear in a variety of formats, such as 206-555-3982, (206) 555-3982, 206.555.3982, and 206 555 3982. This string looks for any of these variations.
Case-insensitive off (?-i)apple Apple apple APPLE Apple apple APPLE Multiline on (?m)^\w+ (?m) In this example, the expression looks for one or more (+) word characters (\w) at the beginning of a line (^). The (? m) expression allows all lines within the found text to be treated as separate lines. One Two Three Four Five Six Seven Eight One Two ThreeFour Five SixSeven Eight (?-m)^\w+ One Two Three Four Five Six Seven Eight One Two Three Four Five Six Seven Eight Single-line on (?s)c.
Previous Page Number ^V ~V * Any Variable ^v ~v Section Marker ^x ~x * Anchored Object Marker ^a ~a * Footnote Reference Marker ^F ~F * Index Marker ^I ~I Bullet Character ^8 ~8 Caret Character ^^ \^ Backslash Character \ \\ Copyright Symbol ^2 ~2 Ellipsis ^e ~e Tilde ~ \~ Paragraph Symbol ^7 ~7 Registered Trademark Symbol ^r ~r Section Symbol ^6 ~6 Trademark Symbol ^d ~d Open Parenthesis Character ( \( Close Parenthesis Character ) \) Open Brace Charact
Nonbreaking Space (fixed width) ^S ~S Thin Space ^< ~< Figure Space ^/ ~/ Punctuation Space ^. ~.
* Any Digit ^9 \d * Any character that is not a digit \D * Any Letter ^$ [\l\u] * Any Character ^? .
* Negative Lookbehind (?
5. Under Change Glyph, enter the replacement glyph by using the same techniques you use to enter the glyph you’re searching for. 6. Click Find. 7. To continue searching, click Find Next, Change (to change the most recently found glyph), Change All (a message indicates the total number of changes), or Change/Find (to change the current occurrence and search for the next one). 8. Click Done.
2. Choose a query from the Query list. The queries are grouped by type. 3. Specify a range to search on the Search menu. The search range is not stored with the query. 4. Click Find. 5. To continue searching, click Find Next, Change (to change the most recently found text or punctuation mark), Change All (a message indicates the total number of changes), or Change/Find (to change text or punctuation marks and continue your search).
Footnotes Create footnotes Change footnote numbering and layout Delete footnotes Work with footnote text To the top Create footnotes A footnote consists of two linked parts: the footnote reference number that appears in text, and the footnote text that appears at the bottom of the column. You can create footnotes or import them from Word or RTF documents. Footnotes are automatically numbered as they are added to a document. Numbering restarts in each story.
The following options appear in the Numbering And Formatting section of the Footnote Options dialog box: Numbering Style Choose the numbering style for footnote reference numbers. Start At Specify the number used for the first footnote in the story. Each story in a document begins with the same Start At number. If you have multiple documents in a book with continued page numbering, you may want to start the footnote numbering in each chapter to continue where the last chapter left off.
To the top Delete footnotes To delete a footnote, select the footnote reference number that appears in text, and then press Backspace or Delete. If you delete only the footnote text, the footnote reference number and footnote structure remain. To the top Work with footnote text As you edit footnote text, note the following: When the insertion point is in footnote text, choosing Edit > Select All selects all the footnote text for that footnote, but no other footnote or text.
Glyphs and special characters Glyphs panel overview Insert glyphs and special characters Create and edit custom glyph sets Use quotation marks Insert white space characters To the top Glyphs panel overview Enter glyphs by way of the Glyphs panel.
cap. You can use the Glyphs panel to locate any glyph in a font. OpenType fonts such as Adobe Caslon™ Pro provide multiple glyphs for many standard characters. Use the Glyphs panel when you want to insert these alternate glyphs in your document. You can also use the Glyphs panel to view and insert OpenType attributes such as ornaments, swashes, fractions, and ligatures. Insert special characters You can insert common characters such as em dashes and en dashes, registered trademark symbols, and ellipses. 1.
from the Show menu in the Glyphs panel. Show menu options in the Glyphs panel 1. In the Glyphs panel, choose an OpenType font from the font list. 2. Choose an option from the Show menu. The options displayed vary depending on which font is selected. For information on applying OpenType font attributes, see Apply OpenType font attributes. For more information on OpenType fonts, see www.adobe.com/go/opentype. Highlight alternate glyphs in the text 1.
On the Glyphs panel menu, choose View Glyph Set, and then the name of the glyph set. Edit custom glyph sets 1. Choose Edit Glyph Set from the Glyph panel menu, and then choose the custom glyph set. 2. Select the glyph you want to edit, do any of the following, and then click OK: To bind the glyph to its font, select Remember Font With Glyph. A glyph that remembers its font ignores the font applied to the selected text in the document when the glyph is inserted into that text.
If the font doesn’t have a prime or double prime mark, insert the straight quotation mark, and italicize it. To the top Insert white space characters A white space character is a blank space that appears between characters. You can use white-space characters for many different purposes, such as preventing two words from being broken at the end of a line. 1. Using the Type tool, position the insertion point where you want to insert a certain amount of white space. 2.
Hyperlinks Hyperlinks panel overview Create hyperlinks Manage hyperlinks To the top Hyperlinks panel overview You can create hyperlinks so that when you export to Adobe PDF or SWF in InDesign, a viewer can click a link to jump to other locations in the same document, to other documents, or to websites. Hyperlinks you export to PDF or SWF in InCopy are not active. A source is hyperlinked text or a hyperlinked graphic.
are included in the exported SWF file if Include Hyperlinks is selected in the Export SWF dialog box. Create a hyperlink to a web page (URL) You can use several different methods to create hyperlinks to URLs. When you specify a URL, you can use any valid Internet resource protocol: http://, file://, ftp://, or mailto://. You may want to create a character style for hyperlinks. Hyperlinks are often formatted in underlined blue text. 1.
Select Inherit Zoom to display the destination window at the magnification level the reader uses when the hyperlink is clicked. 7. Specify appearance options, and then click OK. Create a hyperlink destination Creating a hyperlink destination is necessary only if you’re creating a hyperlink or cross-reference to a text anchor. A text anchor can point to a selection of text or to the insertion point location. Then you create the hyperlink or cross-reference that points to the hyperlink destination.
Click Find to locate the next URL. Click Convert to convert the current URL to a hyperlink. Click Convert All to convert all URLs to hyperlinks. To the top Manage hyperlinks Use the Hyperlinks panel to edit, delete, reset, or locate hyperlinks. In InCopy, you can manage hyperlinks only if the story is checked out for editing. Edit hyperlinks 1. In the Hyperlinks panel, double-click the item you want to edit. 2.
Text variables Create and edit text variables Insert text variables Delete, convert, and import text variables Create variables for running headers and footers Define caption variables To the top Create and edit text variables A text variable is an item you insert in your document that varies according to the context. For example, the Last Page Number variable displays the page number of the last page of the document. If you add or remove pages, the variable is updated accordingly.
Date variables use the language applied to text. For example, the creation date may appear in Spanish text as “01 diciembre 2007” and in German as “01 Dezember 2007.
Note that the Last Page Number variable does not count the pages in the document. Running Header (Paragraph or Character Style) The Running Header variables insert the first or last occurrence on the page of the text to which the specified style is applied. If no text on the page is formatted with the specified style, the text from a previous page is used. Custom Text This variable is commonly used for inserting placeholder text, or a text string that may need to be changed quickly.
1. If your content is not already formatted, create and apply the paragraph style or character style for the text you want to appear in the header (such as a title or heading style). 2. Choose Type > Text Variables > Define. 3. Click New, and then type a name for the variable. 4. From the Type menu, choose Running Header (Paragraph Style) or Running Header (Character Style). 5. Specify the following options: Style Choose the style to display in your header or footer.
Tracking and reviewing changes Track changes Accept and reject changes Set Track Changes preferences Change the user name and color To the top Track changes A valuable feature is the ability to track changes made to a story by each contributor in the writing and editing process. Whenever anyone adds, deletes, or moves text within an existing story, the change is marked in the Story Editor in InDesign or the Galley and Story views in InCopy. You can then accept or reject the changes.
Note: If you cut text from one document and paste it into another, it is displayed as deleted text in the document of its original location and as added text in its new location. Copied text Highlighted in the new location. The original text is unchanged. Change bars A change bar is a vertical line that appears to the left of a line of text that has been changed. You can choose whether to show or hide change bars as you work. You can also specify what color to use for displaying the change bars.
tracked: adding, deleting, or moving text. You can also set the appearance of each type of tracked change, and you can have changes identified with colored change bars in the margins. 1. Choose Edit > Preferences > Track Changes (Windows) or InCopy > Preferences > Track Changes (Mac OS). 2. Select each type of change that you want to track. 3. For each type of change, specify the text color, background color, and marking method. 4.
Using editorial notes About editorial notes Notes panel overview Use Notes Mode Add a note Convert text to a note Convert notes to text Navigate between notes Split a note Expand or collapse notes Select and open a note in Layout view Edit a note Check spelling or find/change text in notes Move or duplicate notes Delete notes Printing and exporting notes Specify note preferences To the top About editorial notes Editorial notes are brief comments or annotations for yourself or other contributors.
Notes panel A. User color B. Show/Hide notes C. Go to note anchor D. Go to previous note E. Go to next note F. New note G. Delete note Note: Regardless of which view you are using, the content of the Notes panel appears the same. Open the Notes panel Do one of the following: Choose Window > Notes. In Layout view, choose Notes > New Note. To the top Use Notes Mode Notes Mode is a convenient way to add, split, or delete notes, depending on where the insertion point is located or what text is selected. 1.
You can assign keyboard shortcuts to convert a word, line, paragraph, or story to a note. Choose Edit > Keyboard Shortcuts, and then choose Notes Menu from the Product Area menu. Add a shortcut to the command, and then click OK. To the top Convert notes to text 1. Open the Notes panel. 2. Select the text in the Notes panel that you want to add to the text of the document. Or, in Galley view, select the text in the inline note. 3. Choose Notes > Convert To Text.
Edit a note In Galley view or Story view, select the Type tool changes. In Layout View, select the Type tool , and then click between the bookends of the note you want to edit, and make your , click the note anchor to open the note in the Notes panel, and make your changes. To the top Check spelling or find/change text in notes 1. Select the Galley or Story view tab. 2. Expand the notes you want to spell-check or search. Choose Notes > Expand/Collapse Notes In Story to expand all notes. 3.
6. Click OK. To show or hide notes, choose View > Show Notes or Hide Notes.
Using text macros Create a text macro Edit a text macro Duplicate a macro Delete a text macro Insert or swap macro text To the top Create a text macro A textmacro is a shortcut for a sequence of keystrokes. A macro can be simple—it can type a word or phrase you use often—or it can be complex, such as a formatted address. A macro code is the name of the text macro you create.
To the top Insert or swap macro text You can insert macro text in three different ways: Using the Insert Macro Text command to insert macro text at the insertion point, having macro text inserted automatically while typing, or swapping existing text with macro text. Insert macro text automatically If Automatically Swap Macro Text is selected, macro codes are automatically converted to macro text while you type.
Using the thesaurus About the thesaurus Look up words in the thesaurus Insert a word from the Thesaurus panel To the top About the thesaurus The thesaurus lets you look up synonyms, related words, and antonyms for words you specify. For example, if you specify “figment,” the InCopy thesaurus provides synonyms such as “fiction” and “fable,” related words such as “concoction” and “fantasy,” and antonyms such as “fact.
6. Select the category (such as Synonyms or Antonyms) you want to look up from the Categories menu. Not all categories are available for all words. To replace the word in the Lookup field, Alt-click (Windows) or Option-click (Mac OS) a word in the Result list, and then click the Lookup Word button. To replace the word in the Change To field, click a word in the Result list. Look up a word not visible in the document window 1. Choose Window > Thesaurus to open the Thesaurus panel. 2.
Styles 137
Drop caps and nested styles Apply a character style to a drop cap Create nested styles Create GREP styles There are three main ways to use Drop Caps and Nested Styles feature: to apply a character style to a drop cap, to apply a nested style to text at the beginning of a paragraph, and to apply a nested line style to one or more lines in a paragraph. To the top Apply a character style to a drop cap You can apply a character style to the drop-cap character or characters in a paragraph.
In this example, the Number character style formats the first word, and the Run-in character style formats text through the first colon. Michael Murphy provides an article on nested styles at InDesign's Nested Styles Auto-Format Multiple Paragraphs. He also provides a series of video tutorials that starts at Nested Style Sheets. Create one or more nested styles 1. Create one or more character styles that you want to use to format text. 2.
those characters that precede this character. Select a style and click the up button or down button to change the order of the styles in the list. The order of the styles determines the sequence in which the formatting is applied. The formatting defined by the second style begins where the formatting of the first style concludes. If you apply a character style to the drop cap, the drop-cap character style acts as the first nested style.
Looping through nested styles 5. Click OK. Nested style character style options To determine how a nested character style ends, select any of the following: If you don’t want the character to be included in the nested style formatted, choose Up To instead of Through when you define the nested style. Sentences Periods, question marks, and exclamation points indicate the end of a sentence. If a quotation mark follows the punctuation, it is included as part of the sentence.
2. Choose Type > Insert Special Character > Other > End Nested Style Here. This character ends the nested style at that point, regardless of the nested style definition. Remove the formatting of a nested style In the Drop Caps And Nested Styles dialog box, or in the Drop Caps And Nested Styles section of the Paragraph Style Options dialog box, select the nested style and click Delete. Apply a different paragraph style. To the top Create GREP styles GREP is an advanced, pattern-based search technique.
GREP styles video Legal Notices | Online Privacy Policy 143
Paragraph and character styles About character and paragraph styles Styles panel overview Add paragraph and character styles Map styles to export tags | CC, CS6, CS5.
Open the Paragraph Styles panel Choose Type > Paragraph Styles, or click the Paragraph Styles tab, which appears by default on the right side of the application window. Open the Character Styles panel Choose Type > Character Styles, or click the Character Styles tab on the right side of the application window.
You can import paragraph styles and character styles from an InDesign or InCopy document into a stand-alone InCopy document or InCopy content that is linked to InDesign. You can determine which styles are loaded, and what should occur if a loaded style has the same name as a style in the current document.
4. In the Style Mapping dialog box, select the Word style, and then select an option from the menu under InCopy style. You can choose the following options: If there is no style name conflict, choose New Paragraph Style, New Character Style, or choose an existing InCopy style. If there is a style name conflict, choose Redefine InCopy Style to format the imported style text with the Word style. Choose an existing InCopy style to format the imported style text with the InCopy style.
To the top Edit character and paragraph styles One of the advantages of using styles is that when you change the definition of a style, all of the text formatted with that style changes to match the new style definition. Note: If you edit styles in InCopy content that’s linked to an InDesign document, the modifications are overridden when the linked content is updated. Edit a style using the dialog box 1.
To apply a paragraph style and remove both character styles and overrides, hold down Alt+Shift (Windows) or Option+Shift (Mac OS) as you click the name of the style in the Paragraph Styles panel. Right-click (Windows) or Control-click (Mac OS) the style in the Paragraph Styles panel, and then choose an option from the context menu. You can then clear overrides, character styles, or both while applying the style. Clear paragraph style overrides 1. Select the text containing the overrides.
Working with styles Duplicate styles or style groups Group styles Move and reorder styles To the top Duplicate styles or style groups Right-click (Windows) or Control-click (Mac OS) a style or style group in the Styles panel, and then choose Duplicate Style. A new style or group appears in the Styles panel, with the same name followed by “copy.” If you duplicated a group of styles, the style names within the new group remain the same. You can also duplicate styles by copying them to another group.
By default, styles you create appear at the bottom of the style group or panel. To alphabetize all groups and styles within groups, choose Sort By Name from the Styles panel menu. To move a single style, drag it to a new location. A black line indicates where the style will be moved to; a highlighted group folder indicates that the style will be added to that group.
Typography 152
Aligning text Align or justify text Align paragraphs to a baseline grid Create balanced headline text Create paragraphs that span or split columns To the top Align or justify text Text can be aligned with one or both edges (or insets) of a text frame. Text is said to be justified when it is aligned with both edges. You can choose to justify all text in a paragraph excluding the last line (Justify Left or Justify Right), or you can justify text in a paragraph including the last line (Justify All).
thereof. Align only the first line to the baseline grid 1. Select the paragraphs you want to align. 2. Choose Only Align First Line To Grid from the Paragraph menu or Control panel menu. 3. In the Paragraph panel or Control panel, click Align To Baseline Grid . To the top Create balanced headline text You can balance ragged aligned text across multiple lines. This feature is especially useful for multiline headings, pull-quotes, and centered paragraphs.
all the columns. 5. To add extra space before or after the span paragraph, specify Space Before Span and Space After Span values, and then click OK. Split a paragraph into columns 1. Place the insertion point inside the paragraph. You can also make this feature part of a paragraph style, such as a heading style. 2. Choose Span Columns from the Control panel menu or a Paragraph panel menu. 3. Choose Split Columns from the Paragraph Layout menu. 4.
Bullets and numbering Create bulleted or numbered lists Format a bulleted or numbered list Change bullet characters Change numbered list options Defining lists Create a paragraph style for running lists Create multi-level lists Create running captions for figures and tables Restart or continue numbering for a list Convert list bullets or numbers to text To the top Create bulleted or numbered lists In bulleted lists, each paragraph begins with a bullet character.
panel again, or choose Bullets And Numbering from the Paragraph panel menu. To the top Format a bulleted or numbered list 1. Using the Type tool , select the bulleted or numbered paragraphs you want to reformat. 2. Do any of the following to open the Bullets And Numbering dialog box: Choose Bullets And Numbering from the Control panel menu (in Paragraph mode) or the Paragraph panel menu. Alt-click (Windows) or Option-click (Mac OS) either the Bulleted List button or the Numbered List button . 3.
Italicized first word of step 3 causes numbering to be italicized as well, unless you create character style for numbers and apply it to list. To the top Change bullet characters If you don’t want to use one of the existing bullet characters, you can add other bullet characters to the Bullet Character grid. A bullet character that is available in one font may not be available in another font. You can choose whether the font is remembered with any bullet character you add.
To the top Change numbered list options In a numbered list, the numbers are updated automatically when you add or remove paragraphs in the list. Paragraphs that are part of the same list are numbered sequentially. These paragraphs do not have to be consecutive to one another as long as you define a list for the paragraphs. You can also create a multi-level list, in which list items are numbered in outline form and are indented by different degrees. 1. Open the Bullets And Numbering dialog box. 2.
Defined lists let you interrupt one list with another. For a video tutorial on creating bulleted and numbered lists, see www.adobe.com/go/vid0077. Define a list 1. Choose Type > Bulleted And Numbered Lists > Define Lists. 2. Click New in the Define Lists dialog box. 3. Enter a name for the list, choose whether you want to continue numbering across stories, and continue numbering from previous documents in your book. 4. Click OK twice.
To create a running list—a list that is interrupted by other paragraphs or that spans multiple stories or documents—create a paragraph style and apply the style to paragraphs that you want to be part of the list. For example, to create a running list of the tables in your document, create a paragraph style called Tables, make a defined list part of the style, and then apply the Tables paragraph style to all paragraphs you want in your Table list.
Placeholder and then select a Level option (for example, Level 1), or enter ^ and then the list level (for example, enter ^1). In a list with first levels numbered 1, 2, 3, and so on, and second levels numbered a, b, c, and so on, including the first-level prefix in the second level renders second-level numbers as 1a, 1b, 1c; 2a, 2b, 2c; 3a, 3b, 3c. To create a number expression, enter punctuation, enter metacharacters, or select options on the Insert Special Character list. 10.
current story at 1 (or A). 4. Click OK twice. Number a list from the previous or current document in a book Whether a list resumes numbering from the previous document in a book or starts numbering anew in the current document depends on how the list is defined. 1. Choose Type > Bulleted And Numbered Lists > Define Lists. 2. Select a list and click the Edit button. 3.
Formatting characters Apply baseline shift Make characters superscript or subscript in a non-OpenType font Apply underline or strikethrough Apply ligatures to letter pairs Change the color and gradient of text Assign a language to text Change the case of type Scale type Skew type For a video tutorial on formatting characters, see www.adobe.com/go/lrvid4275_id. To the top Apply baseline shift Use Baseline Shift to move a selected character up or down relative to the baseline of the surrounding text.
Before and after adjusting underlines 1. From the Character panel menu or the Control panel menu, choose Underline Options or Strikethrough Options. 2. Do any of the following, and then click OK: Select Underline On or Strikethrough On to turn on underline or strikethrough for the current text. For Weight, choose a weight or type a value to determine the thickness of the underline or strikethrough line. For Type, select one of the underline or strikethrough options.
Swatches A. Swatch affects fill or stroke B. Swatch affects container or text C. Tint percentage Change the color of text 1. Using the Type tool , select the text you want to color. 2. In the Swatches panel (choose Window > Swatches), click a color or gradient swatch. Note: You can apply colors to text in either Galley, Story, or Layout view; however, color changes are visible only in Layout view. Specify the type of swatches to display 1. Choose Window > Swatches to open the Swatches panel. 2.
To the top Change the case of type The All Caps or Small Caps commands change the appearance of text, but not the text itself. Conversely, the Change Case command changes the case setting of selected text. This distinction is important when searching or spell-checking text. For example, suppose you type “spiders” in your document and apply All Caps to the word. Using Find/Change (with Case Sensitive selected) to search for “SPIDERS” will not find the instance of “spiders” to which All Caps was applied.
Scaling fonts horizontally A. Unscaled type B. Unscaled type in condensed font C. Scaled type in condensed font Adjust vertical or horizontal scaling 1. Select text you want to scale. 2. In the Character panel or Control panel, type a numeric value to change the percentage of Vertical Scaling or Horizontal Scaling .
Formatting paragraphs Adjust paragraph spacing Use drop caps Add rules (lines) above or below paragraphs Ways to control paragraph breaks Control paragraph breaks using Keep Options Create hanging punctuation For a video tutorial on formatting paragraphs, see www.adobe.com/go/lrvid4276_id. To the top Adjust paragraph spacing You can control the amount of space between paragraphs. If a paragraph begins at the top of a column or frame, InCopy does not honor the Space Before value.
Rules are paragraph attributes that move and are resized along with the paragraph on the page. If you’re using a rule with headings in your document, you may want to make the rule part of a paragraph style definition. The width of the rule is determined by the column width. The offset for a rule above a paragraph is measured from the baseline of the top line of text to the bottom of the rule.
To the top Ways to control paragraph breaks You can eliminate orphans and widows, words or single lines of text that become separated from the other lines in a paragraph. Orphans fall at the bottom of a column or page, and widows fall at the top of a column or page. Another typographic problem to avoid is a heading that stands alone on a page with the following paragraph on the next page.
Before (left) and after (right) applying Optical Margin Alignment 1. Select a text frame, or click anywhere in the story. 2. Choose Type > Story. 3. Select Optical Margin Alignment. 4. Select a font size to set the appropriate amount of overhang for the size of type in your story. For optimal results, use the same size as the text. To turn off Optical Margin Alignment for an individual paragraph, choose Ignore Optical Margin from the Paragraph panel menu or Control panel menu.
Formatting text Format text Copy type attributes (Eyedropper) Use Quick Apply To the top Format text For a video tutorial on formatting characters, see www.adobe.com/go/lrvid4275_id. For a video tutorial on formatting paragraphs, see www.adobe.com/go/lrvid4276_id. Use the Character panel and Paragraphs panel to change the appearance of text. In InDesign, you can also use the Control panel to format text. The Control panel is not available in InCopy.
The eyedropper is clicked on formatted text to copy its formatting (left), and then dragged across unformatted text (middle) to apply that formatting (right). If you use the Eyedropper tool to copy a paragraph style from text in one document to text in another, and the paragraph style has the same name but different sets of attributes, any style differences will appear as local overrides to the destination style. Copy type attributes to selected text 1.
Use Quick Apply to find styles, menu commands, scripts, and variables. You can narrow the search to only a single category by typing the appropriate prefix at the beginning of the search, such as m: for menu or p: for paragraph styles. To view a list of prefixes, click the down arrow to the left of the Quick Apply text box. You can deselect categories in this list that you don’t want to appear. 4.
Kerning and tracking About kerning and tracking Apply kerning to text Adjust kerning between words To the top About kerning and tracking Kerning is the process of adding or subtracting space between specific pairs of characters. Tracking is the process of loosening or tightening a block of text. Types of kerning You can automatically kern type using metrics kerning or optical kerning. Metrics kerning uses kern pairs, which are included with most fonts.
affecting the relative kerning of the letter pairs. When you click to place the insertion point between two letters, InCopy displays kerning values in the Character panel and the Control panel. Metrics and optical kerning values (or defined kern pairs) appear in parentheses. Similarly, if you select a word or a range of text, InCopy displays the tracking values in the Character panel and Control panel.
Leading About leading Change leading To the top About leading The vertical space between lines of type is called leading. Leading is measured from the baseline of one line of text to the baseline of the line above it. Baseline is the invisible line on which most letters—that is, those without descenders—sit. The default auto-leading option sets the leading at 120% of the type size (for example, 12-point leading for 10-point type).
paragraph, regardless of whether the Apply Leading To Entire Paragraph option is selected.
Tabs and indents Tabs dialog box overview Set tabs Repeat tabs Move, delete, and edit tab settings Specify characters for decimal tabs Add tab leaders Insert right indent tabs Set indents To the top Tabs dialog box overview Tabs position text at specific horizontal locations in a frame. The default tab settings depend on the Horizontal ruler units setting in the Units & Increments preferences dialog box. Tabs apply to an entire paragraph. The first tab you set deletes all default tab stops to its left.
Using tabs to align text 4. Choose Type > Tabs to display the Tabs dialog box. 5. To specify which paragraphs will be affected, select a paragraph or a group of paragraphs. Note: In Galley view and Story view, adding a tab at the beginning of the paragraph indents the text the same amount, regardless of the tab position. Layout view shows the actual distance of the tab. 6.
A. Tab-alignment buttons B. Tab stop on the ruler C. Panel menu To the top Move, delete, and edit tab settings Use the Tabs dialog box to move, delete, and edit tab settings. Move a tab setting 1. Using the Type tool , click an insertion point in the paragraph. 2. In the Tabs dialog box, select a tab on the tab ruler. 3. Do one of the following: Type a new location for X and press Enter or Return. Drag the tab to a new location. Delete a tab setting 1. Click an insertion point in the paragraph. 2.
Insert right indent tabs In one step, you can add a right-aligned tab at the right indent, making it easier to prepare tabular text that spans an entire column. Right indent tabs are slightly different from regular tabs. A right indent tab: Aligns all subsequent text to the right edge of the text frame. If the same paragraph includes any tabs after the right indent tab, those tabs and their text are pushed to the next line. Is a special character located in the text, not in the Tabs dialog box.
2. Choose Reset Indents from the Tabs dialog box menu. Create a hanging indent In a hanging indent, all the lines in a paragraph are indented except for the first line. Hanging indents are especially useful when you want to add inline graphics at the beginning of the paragraph. No indent (left) and hanging indent (right) 1. Using the Type tool , click in the paragraph you want to indent. 2. In the Tabs dialog box or the Control panel, specify a left indent value greater than zero. 3.
Indent To Here is part of the text flow, as if it were a visible character. If text reflows, the indent moves with it. Indent To Here affects all lines after the line where you’ve added its special characters, so you can indent just some of the lines in a paragraph. When you choose Type > Show Hidden Characters, the Indent To Here character Indent To Here special character 1. Using the Type tool , click the insertion point where you would like to indent. 2.
Text composition Compose text Hyphenate text Prevent unwanted word breaks Change Justification settings To the top Compose text The appearance of text on your page depends on a complex interaction of processes called composition. Using the word spacing, letterspacing, glyph scaling, and hyphenation options you’ve selected, InCopy composes your type in a way that best supports the specified parameters.
Eda Warren provides an article about avoiding composition problems at Mind the Gaps. Adjust hyphenation manually You can hyphenate words manually or automatically, or you can use a combination of the two methods. The safest way to hyphenate manually is to insert a discretionary hyphen, which is not visible unless the word needs to be broken at the end of a line. Placing a discretionary hyphen at the beginning of a word prevents it from being broken. 1.
Create a nonbreaking space 1. Using the Type tool , click where you want to insert the space. 2. Choose Type > Insert White Space> Nonbreaking Space (or any other white space character). The Nonbreaking Space varies in width depending on point size, the justification setting, and word space settings, whereas the Nonbreaking Space (Fixed Width) character maintains the same width regardless of context.
Before and after adding a flush space character 1. Using the Type tool , click directly in front of the end-of-story character. 2. Choose Type > Insert White Space > Flush Space. Note: The effect of a flush space isn’t apparent until you apply the Justify All Lines option to the paragraph.
Using fonts About fonts Installing fonts Apply a font to text Specify a typeface size Previewing fonts OpenType fonts Installing OpenType fonts Apply OpenType font attributes Work with missing fonts Document installed fonts Multiple master fonts To the top About fonts A font is a complete set of characters—letters, numbers, and symbols—that share a common weight, width, and style, such as 10 -pt Adobe Garamond Bold.
italic is applied as expected. However, some fonts may apply a bold or italic variation that isn’t exactly labeled bold or italic, respectively. For example, some font designers specify that when you apply bold to a font, the semibold variation is applied. 1. Select the text you want to change. 2. Do any of the following: In the Character panel or Control panel, select a font in the Font Family menu or a style in the Type Style menu. (In Mac OS, you can select type styles in the Font Family submenus.
OpenType fonts may include an expanded character set and layout features to provide richer linguistic support and advanced typographic control. OpenType fonts from Adobe that include support for central European (CE) languages include the word “Pro,” as part of the font name in application font menus. OpenType fonts that don’t contain central European language support are labeled “Standard,” and have an “Std” suffix.
Numerator & Denominator Some OpenType fonts convert only basic fractions (such as 1/2 or 1/4) to fraction glyphs, not non-standard fractions (such as 4/13 or 99/100). Apply Numerator and Denominator attributes to these non-standard fractions in such cases. Tabular Lining Same widths are provided for full-height figures. This option is appropriate in situations where numbers need to line up from one line to the next, as in tables. Proportional Oldstyle Varying-height figures with varying widths are provided.
2. Select Automatically Use Correct Optical Size, and click OK.
Tables 195
Creating tables Create tables Add text to a table Add graphics to a table Add table headers and footers A table consists of rows and columns of cells. A cell is like a text frame in which you can add text, anchored frames, or other tables. Create tables in Adobe InDesign CS5 or export them from other applications. Note: To create, edit, and format tables in Adobe InCopy, make sure you are in Layout view. To the top Create tables A table consists of rows and columns of cells.
Embed a table within a table 1. Do one of the following: Select the cells or table you want to embed, and then choose Edit > Cut or Copy. Place the insertion point in the cell where you want the table to appear, and then choose Edit > Paste. Click inside a cell, choose Table > Insert Table, specify the number of rows and columns, and then click OK. 2. Adjust the cell inset as necessary. (See Format text within a table.
change how they appear in the table. You can convert body rows to header or footer rows. Header rows repeated once per frame To number tables sequentially, such as Table 1A, Table 1B, and so on, add a variable to the table header or footer. (See Create running captions for figures and tables.) For a video tutorial on creating table headers and footers, see www.adobe.com/go/vid0082. Convert existing rows to header or footer rows 1.
Formatting tables Formatting tables Resize columns, rows, and tables Change the spacing before or after a table Break tables across frames Add text before a table Format text within a table Merge and split cells Work with overset cells To the top Formatting tables Use the Control panel or Character panel to format text within a table—just like formatting text outside a table. In addition, two main dialog boxes help you format the table itself: Table Options and Cell Options.
Resize the entire table Using the Type tool , position the pointer over the lower-right corner of the table so that the pointer becomes an arrow shape drag to increase or decrease the table size. Hold down Shift to maintain the table’s height and width proportions. Note: If the table spans more than one frame in a story, you cannot use the pointer to resize the entire table. , and then Distribute columns and rows evenly 1. Select cells in the columns or rows that should be the same width or height. 2.
Note: To change the horizontal alignment of text within a cell, use the alignment option in the Paragraph panel. To align text in a cell to a decimal tab, use the Tabs panel to add a decimal tab setting. Rotate text in a cell 1. Position the insertion point in the cell you want to rotate, or select the cells you want to affect. 2. Choose Table > Cell Options > Text, or display the Table panel. 3. Select a value for Rotation, and click OK. Change cell inset spacing 1.
Creating and Formatting Tables video Legal Notices | Online Privacy Policy 202
Selecting and editing tables Select table cells, rows, and columns Insert rows and columns Delete rows, columns, or tables Change the alignment of a table within a frame Navigate within a table Cut, copy, and paste table contents Move or copy a table Convert tables to text Combine tables Working with tables in Galley/Story view To the top Select table cells, rows, and columns When you select part or all of the text in a cell, that selection has the same appearance as would text selected outside a table.
Before and after selecting table Drag the Type tool across the entire table. You can also select a table in the same way you select an anchored graphic—place the insertion point immediately before or after a table, and then hold down Shift while pressing the Right Arrow key or Left Arrow key, respectively, to select the table. To the top Insert rows and columns You can insert rows and columns using a number of different methods. Insert a row 1.
To delete a row or column by using the mouse, position the pointer over the border of the bottom or right side of the table so that a doublearrow icon ( or ) appears; hold down the mouse button; and then hold down Alt (Windows) or Option (Mac OS) while dragging either up to delete rows, or to the left to delete columns. Note: If you press Alt or Option before holding down the mouse button, the Hand tool will appear—so press Alt or Option after you begin dragging.
3. For both Column Separator and Row Separator, specify the separators you want to use. For best results, use a different separator for columns and rows, such as tabs for columns and paragraphs for rows. 4. Click OK. When you convert a table to text, the table lines are removed and the separator you specify is inserted at the end of each row and column. To the top Combine tables Use the Paste command to merge two or more tables into a single table. 1.
Table and cell styles About table and cell styles Table/Cell Styles panels overview Define table and cell styles Load (import) table styles from other documents Apply table and cell styles Base one table or cell style on another Edit table and cell styles Delete table and cell styles Redefine table or cell styles based on current formatting Override table and cell styles Break the link to table or cell styles To the top About table and cell styles Just as you use text styles to format text, you can use t
To the top Table/Cell Styles panels overview Use the Table Styles panel (Window > Styles >Table Styles) to create and name table styles, and to apply the styles to existing tables or tables you create or import. Use the Cell Styles panel (Window > Styles > Cell Styles) to create and name cell styles, and to apply the styles to table cells. Styles are saved with a document and appear in the panel each time you open that document. You can save table and cell styles in groups for easier management.
To the top Apply table and cell styles Unlike paragraph and character styles, table and cell styles do not share attributes, so applying a table style does not override cell formatting, and applying a cell style does not override table formatting. By default, applying a cell style removes formatting applied by any previous cell style, but does not remove local cell formatting.
formatting. Note: If you redefine styles in InCopy content linked to an InDesign document, the modifications are overridden when the linked content is updated. 1. Place the insertion point in the table or cell that is formatted with the style you want to redefine. 2. Make changes to the table or cell as necessary. 3. Choose Redefine Style from the Styles panel menu. Note: For cell styles, changes to only those attributes that are part of the cell style will enable the Redefine Style command.
Table strokes and fills About table strokes and fills Change the table border Add stroke and fill to cells Add diagonal lines to a cell Table stroke and fill options Alternate strokes and fills in a table To the top About table strokes and fills You can add strokes and fills to your tables in a number of ways. Use the Table Options dialog box to change the stroke of the table border, and to add alternating strokes and fills to columns and rows.
Select the lines you want to affect in proxy preview area. In the proxy preview area, double-click any outside line to select the entire outer selection rectangle. Double-click any inside line to select the inside lines. Triple-click anywhere in the proxy to select or deselect all lines. 4. For Cell Stroke, specify desired weight, type, color, tint, and gap settings. (See Table stroke and fill options.) 5. For Cell Fill, specify desired color and tint settings. 6.
To the top Alternate strokes and fills in a table You can alternate strokes and fills to enhance readability or improve the appearance of your table. Alternating strokes and fills in table rows does not affect header and footer rows. However, alternating strokes and fills in columns does affect header and footer rows. Alternating stroke and fill settings override cell stroke formatting, unless you select the Preserve Local Formatting option in the Table Options dialog box.
Printing 214
Printing stories Print the Galley or Story view Print the Layout view Create a standard PostScript file Change the default print setting Scale documents To the top Print the Galley or Story view When you print the Galley or Story view, InCopy prints unformatted text in a continuous column (or columns), without layout and formatting features. Printing in Galley or Story view gives you a hard copy that resembles galleys in traditional publishing.
As an alternative to printing a document to a printer, you can save an Adobe PostScript® language description of the document as a file for printing on remote printers. A standard PostScript (.ps) file contains a description of everything in your document, including information about linked files and instructions tailored to the currently selected output device. A PostScript file is usually larger than the original InCopy document.
Setting up a printer Printing with InCopy About printer drivers Select a PPD file Typically, the final printing process is done in Adobe® InDesign®, but you can use Adobe InCopy® to print drafts of your stories in Galley, Story, or Layout view. To the top Printing with InCopy InCopy typically links with an InDesign master document. The InDesign document is usually the ultimate source for the final printing process, so many of the controls needed for production-quality printing are reserved for InDesign.
For best printing results, Adobe recommends that you obtain the latest version of the PPD file for your output device from the manufacturer. Many print service providers and commercial printers have PPDs for the imagesetters they use. Be sure to store PPDs in the location specified by the operating system. For details, consult the documentation for your operating system. In Windows and in Mac OS, you select a PPD file in the same way you add a printer.
PDF 219
Exporting to Adobe PDF Export an InCopy document to Adobe PDF Common Adobe PDF options Adobe PDF options for Galley and Story views Adobe PDF options for Layout view Create secure PDF documents To the top Export an InCopy document to Adobe PDF You can export InCopy documents directly to Adobe PDF. You can export in the Galley, Story, or Layout view. If you export in Layout view, the result is a PDF document with layout and design elements intact.
individuals on the project, select Show Tracked Changes Backgrounds In Color. Include Accurate Line Endings Exports line endings as they appear in the story. If unchecked, the lines of text wrap according to the width and orientation of the widest story window. Include Line Numbers Exports with line numbers displayed in the information column. This option is available only if Include Accurate Line Endings is selected.
Understanding Adobe PDF About Adobe PDF Embedding and substituting fonts About compression To the top About Adobe PDF Portable Document Format (PDF) is a universal file format that preserves the fonts, images, and layout of source documents created on a wide range of applications and platforms. Adobe PDF is the standard for the secure, reliable distribution and exchange of electronic documents and forms around the world.
If characters are unconventional (left), the substitution font cannot always match (right). To the top About compression When exporting to Adobe PDF, InCopy automatically downsamples images, crops image data to the image’s frame, and compresses text and line art using the lossless ZIP method. ZIP works well on images with large areas of single colors or repeating patterns, and for black-and-white images that contain repeating patterns.
XML 224
Exporting to XML Export an InCopy file to XML Export tags only To the top Export an InCopy file to XML Before you can convert InCopy stories to XML data, you must have done the following: Created or loaded element tags. Applied tags to items in stories. Rearranged elements in the Structure pane, if needed. You can export all or a portion of the XML content in your document. Only content that is tagged can be exported. 1.
Structuring documents for XML Structure pane overview Rearrange structured elements Insert a parent element Work with attributes Add comments and processing instructions Use DTD files to validate XML To the top Structure pane overview The Structure pane displays, in hierarchical form, items in a document that have been marked with XML tags. These items are called elements. You can move elements in the Structure pane to define the order and hierarchy of items.
The following icons appear in the Structure pane: Icon Name Use Root element Each document includes one root element at the top, which can be renamed but cannot be moved or deleted. Story element Represents tagged stories (one or more linked frames). Text element Represents tagged text within a frame. Unplaced text element Unplaced text element not yet associated with a page item. Unplaced graphic element Unplaced graphic element not yet associated with a page item.
Note: When you cut an element, the element and contents are cut to the clipboard, but the frame remains intact. To the top Insert a parent element Insert a parent element in the Structure pane to maintain the proper XML structure or organize content better. Before you can insert a new parent element, you must select the elements that will be the children of the new parent. When the new parent element is inserted, the selected child elements are demoted by one rank in the structural hierarchy.
2. Do one of the following: To edit the attribute, double-click it or choose Edit from the Structure pane menu. To delete the attribute, click the Delete icon or choose Delete from the Structure pane menu. Edit href attributes InCopy creates href attributes automatically to handle image files. The href attribute defines the on-disk location of the image file so that the image file can be displayed. When you tag a placed image, InCopy creates an href attribute value that lists the image’s path and filename.
Note: To add a processing instruction to a table, select a table cell element. You can add processing instructions to table cells, not tables. 2. Choose New Processing Instruction in the Structure pane menu. 3. For Target, enter a name that identifies the processing instruction to an application that reads exported XML files. 4. For Data, enter a value that tells the application what to do with the processing instruction.
Double-click the DOCTYPE element in the Structure pane. To print a DTD file, copy code from the View DTD window and paste it in a text editor. Validate XML structure When you validate your document, InCopy alerts you if the XML deviates from rules established by the DTD file. It suggests ways to make the XML meet DTD file requirements. You can fix errors one at a time or view all errors in a separate window. Structure pane with Suggestions section A. DOCTYPE element from assigned DTD file B.
Tagging content for XML Create and load XML tags Tagging items Specify Autotag defaults Map XML tags to styles Show or hide tagged frames or tag markers Delete tags or elements To the top Create and load XML tags Before you tag page items, create (or load) tags to identify each content type or item in your document. You can create tags from scratch or load them from another source, such as an InDesign document, InCopy document, or DTD file.
1. Double-click a tag name in the Tags panel or choose Tag Options in the Tags panel menu. 2. Change the name or the color of the tag, and click OK. Note: You cannot change the name of locked tags. InCopy automatically locks tags specified in a loaded DTD file. To change the name of these tags, you must edit the DTD file and reload it into the document.
table cells in your document, and then select a tag. (Selecting cells in the table also selects the corresponding cell elements in the Structure pane.) You can also tag a table by selecting it and then clicking the Autotag icon in the Tags panel. The Table tag (or another tag of your choice) is applied immediately to the table, according to your Autotag default settings.
Select the text or text frame, and then click a different tag in the Tags panel. Place the insertion point in a tagged text frame within a story element (not a child element). Select Retag at the top of the Tags panel, and click a different tag in the Tags panel. Select the entire block of text to which a tag has been applied, select Retag at the top of the Tags panel, and click a different tag.
such as tables and images have been tagged. The tag color determines the color of the marker or frame. In this example, all page items are tagged except for the subhead below the title. Do any of the following: To display tagged frames in color, choose View > Structure > Show Tagged Frames. To hide the color-coding of tagged frames, choose View > Structure > Hide Tagged Frames. To display color brackets around tagged text, choose View > Structure > Show Tag Markers.
Using XML files Open an XML file in InCopy Save an XML file as an InCopy story To the top Open an XML file in InCopy You can open any existing XML file in InCopy for editing and tagging. 1. Choose File > Open. 2. Locate and select the XML file you want to use. 3. Click Open. To the top Save an XML file as an InCopy story You can save XML files as InCopy stories. 1. Open the XML file in InCopy. 2. Choose File > Save Content As. 3. Type the name and specify the location for the file. 4.
Working with XML About XML XML tools About DTD files XML rule sets Preparing XML files for K4 or InCopy workflows Adobe InDesign CS5 is one of many applications that can produce and use XML. After you tag content in an InDesign file, you save and export the file as XML so that it can be repurposed in another InDesign file or another application. Similarly, you can import an XML file into InDesign and instruct InDesign to display and format the XML data any way you want.
InCopy document formatted with XML tags For more information on using XML in InDesign, visit www.adobe.com/go/learn_id_XMLscript. To the top XML tools InCopy provides the Structure pane and the Tags panel for working with XML content. The Structure pane displays all the elements in the document and their hierarchical structure. To help you identify each element, InCopy displays its element tag and an icon that indicates what type of content it holds.
the DTD file in InCopy and validate stories against it to ensure that tags have been applied correctly. DTD file opened for viewing in InCopy You may find that a DTD file created by a group or industry similar to yours includes tags and structures that meet your needs. For a current list of registered DTDs, visit www.xml.com/pub/rg/DTD_Repositories (English only).
Keyboard shortcuts 241
Default keyboard shortcuts Keys for tools Keys for navigating through documents Keys for moving and transforming graphics Keys for working with text Keys for working with type Keys for finding and changing text Keys for tables Keys for type panels and dialog boxes Keys for the character and paragraph styles Keys for the Thesaurus Keys for working with XML Other useful keyboard shortcuts Keys for resolving conflicts between Mac OS 10.3x and 10.
Move right/left one word Ctrl+Right Arrow/Left Arrow Command+Right Arrow/ Left Arrow Go to beginning of sentence forward/backward (Galley and Story views) Ctrl+]/[ Command+]/[ Go to beginning/end of line Home/End Home/End Go to previous/next paragraph Ctrl+Up Arrow/Down Arrow Command+Up Arrow/Down Arrow Go to next story (Galley view) Ctrl+Alt+] Command+Option+] Go to previous story (Galley view) Ctrl+Alt+[ Command+Option+[ Go to beginning/end of story Ctrl+Home/End Command+Home/ End Sel
Result Windows Mac OS Increase/Decrease size/scale by 1% Ctrl+. [period] or, [comma] Command+. [period] or, [comma] Increase/Decrease size/scale by 5% Ctrl+Alt+. [period] or, [comma] Command+Option+.
Insert right indent tab Shift+Tab Shift+Tab Update missing font list Ctrl+Alt+Shift+/ Command+Option+Shift+/ Toggle typographer’s quotes preference Ctrl+Alt+Shift+' Command+Option+Shift+' Expand/Collapse all notes except current note Alt+click expanded/collapsed note bookend Option+click expanded/collapsed note bookend To the top 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.
and find next Insert selected text into Replace box Ctrl+F2 Command+F2 To the top 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.
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 panels, respectively F11, Shift+F11 Command+F11, Command+Shift+F11 To the top Keys for the Thesaurus 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.
New default document Ctrl+Alt+N Command+Option+N Display Links panel Ctrl+Shift+D Command+Shift+D Activate last-used field in panel Ctrl+Alt+` [accent grave] Command+Option+` [accent grave] Update beginning to cursor info Ctrl+Alt+Shift+6 Command+Option+Shift+6 Update copyfit progress info Ctrl+Alt+Shift+8 Command+Option+Shift+8 Update cursor to end info Ctrl+Alt+Shift+7 Command+Option+Shift+7 Update selection info Ctrl+Alt+Shift+5 Command+Option+Shift+5 Update whole story info Ctrl+Al
