Adobe® InCopy® CC Help
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iii Contents Chapter 1: What’s new InCopy CC manual (PDF 6 MB) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Text changes . . . . . . . . . . .
iv INCOPY Contents Using text macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 Using the thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Chapter 6: Styles Drop caps and nested styles .
v INCOPY Contents Chapter 13: System requirements System requirements for Incopy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1 Chapter 1: What’s new InCopy CC manual (PDF 6 MB) InCopy CC manual (PDF 6 MB) 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.
2 What’s new 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.
3 What’s new Collapse multiple links to same source In InCopy CS5, links to images placed multiple times in a document are collapsed into a single row in the Links panel. You can now turn off this collapsing behavior with a new option in the Panel Options dialog box. Menu commands changed or moved The following menu commands have new locations. Tip: Choose Window > Workspace > [New in CS5] to highlight menu commands of new and enhanced features.
4 Chapter 2: Workspace Workspace basics Workspace overview You create and manipulate your documents and files using various elements, such as panels, bars, and windows. Any arrangement of these elements is called a workspace. The workspaces of the different applications in Adobe® Creative Suite® 5 share the same appearance so that you can move between the applications easily. You can also adapt each application to the way you work by selecting from several preset workspaces or by creating one of your own.
5 Workspace Default Illustrator workspace A Tabbed Document windows B Application bar C Workspace switcher D Panel title bar E Control panel F Tools panel G Collapse To Icons button H Four panel groups in vertical dock Hide or show all panels • (Illustrator, Adobe InCopy®, Adobe InDesign®, Photoshop, Fireworks)To hide or show all panels, including the Tools panel and Control panel, press Tab.
6 Workspace (Illustrator) Adjust panel brightness ❖ In User Interface preferences, move the Brightness slider. This control affects all panels, including the Control panel. Reconfigure the Tools panel You can display the tools in the Tools panel in a single column, or side by side in two columns. (This feature is not available in the Tools panel in Fireworks and Flash.
7 Workspace • To remove a panel or panel group, drag it out of the dock by its tab or title bar. You can drag it into another dock or make it free-floating. Navigator panel being dragged out to new dock, indicated by blue vertical highlight Navigator panel now in its own dock You can prevent panels from filling all the space in a dock. Drag the bottom edge of the dock up so it no longer meets the edge of the workspace.
8 Workspace Narrow blue drop zone indicates Color panel will be docked on its own above the Layers panel group. A Title bar B Tab C Drop zone Press Ctrl (Windows) or Command (Mac OS) while moving a panel to prevent it from docking. Press Esc while moving the panel to cancel the operation. Add and remove panels If you remove all panels from a dock, the dock disappears. You can create a dock by moving panels to the right edge of the workspace until a drop zone appears.
9 Workspace • To change the stacking order, drag a panel up or down by its tab. Note: Be sure to release the tab over the narrow drop zone between panels, rather than the broad drop zone in a title bar. • To remove a panel or panel group from the stack, so that it floats by itself, drag it out by its tab or title bar. Resize panels • To minimize or maximize a panel, panel group, or stack of panels, double-click a tab. You can also double-click the tab area (the empty space next to the tabs).
10 Workspace • To move a panel icon (or panel icon group), drag the icon. You can drag panel icons up and down in the dock, into other docks (where they appear in the panel style of that dock), or outside the dock (where they appear as floating icons). Save and switch workspaces By saving the current size and position of panels as a named workspace, you can restore that workspace even if you move or close a panel. The names of saved workspaces appear in the workspace switcher in the Application bar.
11 Workspace 3 (Photoshop, InDesign, InCopy) Select Window > Workspace > Reset [Workspace Name]. (Photoshop) Restore a saved workspace arrangement In Photoshop, workspaces automatically appear as you last arranged them, but you can restore the original, saved arrangement of panels. • To restore an individual workspace, choose Window > Workspace > Reset Workspace Name. • To restore all the workspaces installed with Photoshop, click Restore Default Workspaces in the Interface preferences.
12 Workspace image is moved when you release the mouse button. If Delayed is selected, the image redraws only if you pause before dragging. Delayed offers the same behavior as in InDesign CS4. Use toolbars The basic toolbars contain buttons for many commonly used tools and commands, such as opening, saving, printing, scrolling, and zooming. Tool tips identify each tool button. Show or hide a toolbar ❖ Choose the toolbar name from the Window menu.
13 Workspace Use context menus Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the active tool or selection. You can use context menus as a quick way to choose commonly used commands. 1 Position the pointer over the document, object, or panel. 2 Click the right mouse button. Note: (Mac OS) If you don’t have a two-button mouse, you can display a context menu by pressing the Control key as you click with the mouse.
14 Workspace Show hidden menu items • Choose Window > Workspace > Show Full Menus. This command turns on all menus for the selected workspace. You can hide the menus again by resetting the workspace. • Choose Show All Menu Items at the bottom of the menu that includes hidden commands. Holding down Ctrl (Windows) or Command (Mac OS) and clicking a menu name temporarily displays any menu commands you’ve hidden by customizing menus.
15 Workspace Create or redefine a shortcut 1 Choose Edit > Keyboard Shortcuts. 2 For Set, select a shortcut set, or click New Set to create a new shortcut set. Note: You can make changes to the Default shortcut set, but it’s not recommended. Instead, edit a copy of the Default shortcut set. 3 For Product Area, select the area containing the command you want to define or redefine. 4 In the Commands list, select the command you want to define or redefine.
16 Workspace Galley view Story view Displays text in a continuous stream, wrapping the text at the document window. Story view doesn’t show accurate line endings, so you can concentrate on content. However, if text doesn’t fit into the assigned layout space, an overset indicator marks the point at which the InCopy text exceeds the space. In Story view, the information area displays only paragraph styles. Line numbers aren’t visible in Story view.
17 Workspace Story view Layout view Displays text as it will print, with all formatting. When you use InCopy to synchronize with an InDesign layout, you can view text in context with all other page elements in the InDesign document—frames, columns, graphics, and so on. In Layout view, you can zoom in and out to inspect different aspects of the layout.
18 Workspace Switch between Galley, Story, or Layout view ❖ Do either of the following: • Choose the view from the View menu. • Click the Galley, Story, or Layout tab at the top of the editing area. About Galley view Galley view provides an environment for efficient text processing; text is easy to read and annotate. You can also use Galley view to perform copyfitting and other production-related tasks.
19 Workspace 2 In the Text Display Options section, specify the following: Text Color Controls text color in the viewing area. Black is the default text color. Background Controls the background color of the viewing area. White is the default background color. Theme Assigns preset text and background colors. Override Preview Font Enables you to display one additional font using the correct typeface in the Galley and Story view.
20 Workspace Use the vertical depth ruler When you type text, it’s sometimes useful to know the physical depth of a story as it will appear in Layout view, in addition to the number of lines. The vertical depth ruler draws a ruler along the left edge of the Galley and Story views. Each tick mark in the ruler aligns to the bottom of a line of text. A value is displayed every five tick marks to show the total vertical depth of the text to that point.
21 Workspace You can add text to an empty text frame only if the frame is associated with the story exported to InCopy from InDesign. You can also import or paste graphics into an empty graphics frame in InCopy. Empty text frame (left) and empty graphics frame (right) Show or hide frame edges Hiding frame edges also hides the X in an empty graphics frame.
22 Workspace You must be in Layout view to use power zoom. 1 Click the Hand tool . To activate the grabber hand, you can also hold down the spacebar or hold down Alt/Option while in text mode. 2 With the grabber hand active, click and hold down the mouse button. The document zooms out so that you can see more of the spread. A red box indicates the view area. 3 With the mouse button still held down, drag the red box to scroll through the document pages.
23 Workspace Working with ConnectNow Adobe® ConnectNow provides you with a secure, personal online meeting room where you can meet and collaborate with others via the web in real time. With ConnectNow, you can share and annotate your computer screen, send chat messages, and communicate using integrated audio. You can also broadcast live video, share files, capture meeting notes, and control an attendee's computer. You can access ConnectNow directly from the application interface.
24 Workspace Note: If InCopy fails after attempting to open a document using automatically recovered changes, the automatically recovered data may be corrupted. 3 Do one of the following: • For Adobe InCopy® files linked to an InDesign publication, choose File > Save. • For stand-alone InCopy files, choose File >Save As, specify a location and a new filename, and click Save. The Save As command creates a new file that includes the automatically recovered data.
25 Workspace Scrolling through documents You can use the scroll bars (along the bottom and right sides of the InCopy window) or scroll with a mouse wheel or sensor in any view. You can also use the Page Up, Page Down, and arrow keys on the keyboard to move through a story. In Layout view, pressing Page Up or Page Down shifts to the next or previous page in the layout. In Galley or Story view, Page Up and Page Down shift the view by one screen; the view doesn’t necessarily go to the next page break.
26 Workspace Jump to position markers You can set a marker at a specific location in the text so that you can easily return to it using a command or shortcut. A position marker is useful if you change your place in the document to do another action, for example, to verify a fact in another area of text. A document can have only one position marker per session; inserting a marker deletes a previously placed marker. Closing a document also deletes a marker.
27 Workspace Similarly, if you change settings when no objects are selected, your changes set the defaults for new objects. Change default settings for new documents 1 Close all documents. 2 Change any menu items or panel or dialog box settings. If you use the same page size and language for most of your documents, you can change these defaults with no document open. For example, to change the default page size, close all documents, choose File > Document Setup, and select a desired page size.
28 Chapter 3: InCopy documents Controlling graphics display Control graphics’ display performance You can control the resolution of graphics placed in your document. You can change the display settings for the entire document or for individual graphics. You can also change a setting that either allows or overrides the display settings for individual documents. Change a document’s display performance A document always opens using the default Display Performance preferences.
29 InCopy documents Display performance options These options control how graphics are displayed on the screen, but they do not affect the print quality or exported output. Use Display Performance preferences to set the default option used to open all documents, and customize the settings that define those options. Each display option has separate settings for displaying raster images, vector graphics, and transparencies. Fast Draws a raster image or vector graphic as a gray box (default).
30 InCopy documents Managed (linked) InCopy stories include low-resolution proxy data for images so that the full-resolution image doesn’t have to be downloaded from the server whenever the file is checked out. 1 Select Edit > Preferences > Display Performance (Windows) or InCopy > Preferences > Display Performance (Mac OS). 2 For Adjust View Settings, choose the display option you want to customize.
31 InCopy documents Frame grids have the following characteristics: • Frame grids contain character attribute settings. These preset character attributes are applied to placed text. Plain text frames, meanwhile, do not have character attribute settings. When text is placed, it takes on the character attributes currently selected in the Character panel. • Frame grid character attributes can be changed using File >Document Setup.
32 InCopy documents Note: Since character attributes are not set for text frames, changing a frame grid with character attributes into a plain text frame may cause reformatting. For example, when a frame grid with Character Aki set to -1H is converted into a plain text frame, character spacing becomes 0H, and the characters will be slightly spread out. Since the frame grid settings are preserved, converting back to a frame grid will display character spacing at the original value of -1H.
33 InCopy documents When you add text to a threaded story, the story flows through each successive frame until all of the assigned frames are full. Flow of threaded text: Original text in threaded frames (top); after you add text to first frame, text reflows to second frame (bottom) If the text doesn’t fit in its allotted frame space, the hidden part of the story is called overset text.
34 InCopy documents Vertical ruler using inches (left), and custom 12-point increments (right) Setting custom ruler increments in the vertical ruler is useful for lining up a ruler’s major tick marks with a baseline grid. Specify the measurement units You can set custom measurement units for the on-screen rulers and for use in panels and dialog boxes. You can also change these settings at any time and temporarily override the current measurement units as you enter a value.
35 InCopy documents To specify: Type these letters after the value: Examples Result Pixels px 5px 5 pixels Ciceros c 5c 5 ciceros Agates ag 5ag agates Japanese measurement units Q and Ha are units used in a Japanese manual or automatic photo composer to show font size, tracking or leading length. Each unit has a value of 0.25mm. Q is used only to express font size, Ha can be used to express direction and length for leading, object spacing and similar elements.
36 InCopy documents Change the default zero point Using the Origin setting in the Preferences dialog box, you can set the default zero point for rulers as well as the scope of the horizontal ruler. The scope determines whether the ruler measures across the page, across the entire spread, or, for multipage spreads, from the center of the spine. If you set the ruler origin at each spread’s binding spine, the origin becomes locked at the spine.
37 InCopy documents Baseline grid in document window A First grid line B Increment between grid lines 6 For View Threshold, type a value to specify the magnification below which the grid does not appear. Increase the view threshold to prevent crowded grid lines at lower magnifications. Baseline grid at magnification below view threshold (left) and above view threshold (right) 7 Click OK. Note: The Snap To Guides command controls both snapping to guides and snapping to the baseline grid.
38 InCopy documents • To show or hide frame grids, choose View > Grids & Guides > Show/Hide Frame Grid. View ruler guides Ruler guides are different from grids in that they can be positioned freely on a page or on a pasteboard. InDesign users can create two kinds of ruler guides: pageguides, which appear only on the page on which they create them, or spreadguides, which span all pages and the pasteboard of a multiple-page spread.
39 InCopy documents Only InDesign users can create layers. InCopy users can show or hide layers, show or hide objects on layers, and change layers settings. If the InDesign user created multiple layers in the document, you can hide layers in InCopy, letting you edit specific areas or kinds of content in the document without affecting other areas or kinds of content.
40 InCopy documents Importing graphics Import graphics InCopy allows you to import graphics into existing frames. This is especially useful where content is created before the layout, because you can choose the graphics for your articles as you write. You can import graphics into existing frames only. Only InDesign users can create graphics frames. In standalone InCopy documents, you can insert a graphic into the default text frame, making it an inline graphic.
41 InCopy documents Note: When you place a graphic created in lllustrator 9.0 or later by using the Show Import Options dialog box, the options are identical to those for PDF files. When you place an Illustrator 8.x graphic, the options are identical to those for EPS files. 4 If another dialog box appears, select your import options, and click OK. 5 To import into a frame, click the loaded graphics icon in the frame.
42 InCopy documents Select this option if you’re using a proxy-based workflow and you want InDesign, instead of your service provider, to perform image replacement when you output the final file. When you select this option, the OPI links appear in the Links panel. Also select this option when you import EPS files containing OPI comments that are not part of a proxy-based workflow.
43 InCopy documents Rendering Intent Choose a method for scaling the color range of the graphic to the color range of the output device. Typically, you’ll choose Perceptual (Images) because it accurately represents colors in photographs. The Saturation (Graphics), Relative Colorimetric, and Absolute Colorimetric options are better for areas of solid color; they don’t reproduce photographs well. Rendering Intent options aren’t available for bitmap, grayscale, and index-color mode images.
44 InCopy documents Bounding Box Places the PDF page’s bounding box, or the minimum area that encloses the objects on the page, including page marks. The Bounding Box (Visible Layers Only) option uses the bounding box only of the visible layers of the PDF file. The Bounding Box (All Layers) option places the bounding box of the entire layer area of the PDF file, even if layers are hidden.
45 InCopy documents InDesign (.indd) import options InDesign preserves the layout, graphics, and typography in a placed INDD file. However, the file is treated as an object, and you can’t edit it, although you can control the visibility of layers and choose which pages of a multi-page INDD file to import. When you place an InDesign file and select Show Import Options in the Place dialog box, you’ll see a dialog box containing the following options: Show preview Preview a page before you place it.
46 InCopy documents Links panel A Category columns B Show/Hide Link Information C One or more instances modified icon D Modified icon E Missing-link icon F Embeddedlink icon When the same graphic appears several times in the document, the links are combined under a disclosure triangle in the Links panel. When a linked EPS graphic or InCopy document contains links, the links are also combined under a disclosure triangle.
47 InCopy documents • To select and view a linked graphic, select a link in the Links panel and then click the Go To Link button , click the page number of the link in the Page column, or choose Go To Link in the Links panel menu. InCopy centers the display around the selected graphic. To view a hidden object, you show the layer (or condition if it’s an anchored object). • To expand or collapse nested links, click the triangle icon to the left of the link.
48 InCopy documents Update, restore, and replace links Use the Links panel to check the status of any link, or to replace files with updated or alternate files. When you update or reestablish (relink) a link to a file, any transformations performed in InCopy are preserved (if you choose Relink Preserved Dimensions in the File Handling preferences).
49 InCopy documents Restore missing links 1 To restore a missing link, select any link marked with the missing link icon Relink button in the Links panel, and click the . 2 In the dialog box that appears, select Search For Missing Links In This Folder to relink any missing file that appears in the specified folder. Locate and double-click a file. Find missing links By default, InCopy checks for missing links and tries to resolve them when you open a document.
50 InCopy documents Relink to a different folder When you use the Relink To Folder command, you can point to a folder that contains files with the same names as your out-of-date links. For example, if your current links point to low-resolution images, you can specify a different folder that contains high-resolution images. You can specify a different extension for the files, allowing you to change links from .jpg to .tiff, for example.
51 InCopy documents Edit original artwork The Edit Original command lets you open most graphics in the application in which you created them so that you can modify them as necessary. Once you save the original file, the document in which you linked it is updated with the new version. Note: In InDesign, if you check out and select a managed graphics frame (one that has been exported to InCopy), rather than the graphic itself, the graphic opens in InCopy.
52 InCopy documents 9 Do one of the following: • To open or close a layer set, click the triangle to the left of the folder icon. • To hide a layer or layer set, click the eye icon next to the layer or layer set. • To display the layer or layer set, click the empty eye column next to the layer or layer set. • To display only the content of a particular layer or layer set, Alt-click (Windows) or Option-click (Mac OS) its eye icon.
53 InCopy documents 6 Set the Updating Link Options as desired: Use Layer Visibility Matches the layer visibility settings to those of the linked file when you update the link. Keep Layer Visibility Overrides Maintains the layer visibility settings as they were when the file was originally placed. 7 Click OK. Importing InDesign (.indd) pages Using the Place command, you can import pages from one InDesign document into another. You can import a page, a page range, or all of the pages in the document.
54 InCopy documents Metadata information is stored using the Extensible Metadata Platform (XMP) standard, on which Adobe Bridge , Adobe Illustrator, Adobe InDesign, and Adobe Photoshop are built. XMP is built on XML, and in most cases the metadata is stored in the file. If it isn’t possible to store the information in the file, metadata is stored in a separate file called a sidecar file. XMP facilitates the exchange of metadata between Adobe applications and across publishing workflows.
55 InCopy documents Mobile SWF Lists information about mobile media files, including title, author, description, and content type. Categories Lets you enter information based on Associated Presscategories. Origin Lets you enter file information that is useful for news outlets, including when and where the file was created, transmission information, special instructions, and headline information. DICOM Lists patient, study, series, and equipment information for DICOM images.
56 InCopy documents Edit metadata in image files When you generate captions of placed images in InDesign, the metadata from the placed image is used. Although you can edit the metadata of InDesign documents, you cannot edit the metadata of placed files in InDesign. Instead, change the metadata of placed images using their original applications, using Finder or Explorer, or using Adobe Bridge or Adobe Mini Bridge.
57 InCopy documents You can enable the option in Preferences or in the Save As dialog box. Because previews increase both file size and the time it takes to save the document, you may prefer to enable the option on demand using the Save Asdialog box. 1 Do one of the following: • To include a preview every time you save a document, choose Edit > Preferences > File Handling (Windows) or InCopy > Preferences > File Handling (Mac OS). • To include a preview for a specific document, choose File >Save As.
58 InCopy documents Export InCopy documents You can save all or part of an InCopy document in a different file format. In most cases, each component (for example, text frames and graphics) in an InCopy document is exported to a separate file. The exception is exporting an InCopy document to Adobe PDF, which copies all of the text and graphics in a document to a single PDF file. 1 Do one of the following: • To export text, click in the text with the Type tool .
59 InCopy documents The Buzzword document is opened on Acrobat.com. You can then move the document to a different workspace and share it with other people. More Help topics Save changes (InCopy) Place (import) text Import Buzzword documents Stand-alone documents 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.
60 InCopy documents You can also open Microsoft® Word and text files directly in InCopy, and then save them as Text Only (.TXT) or Rich Text Format (.RTF). 1 Choose File > Open. 2 Select the document, and then click Open. You can also choose File > Open Recent, and select one of the documents you saved recently.
61 InCopy documents From Adobe Bridge, you can: • Manage image, footage, and audio files: Preview, search, sort, and process files in Adobe Bridge without opening individual applications. You can also edit metadata for files, and use Adobe Bridge to place files into your documents, projects, or compositions. • View the links inside an InDesign or InCopy document as thumbnails while in Adobe Bridge, without actually having to open the document. • Perform automated tasks, such as batch commands.
62 InCopy documents • When placed over the bounding box handle of an inline graphic, it changes to the resize arrow to indicate that dragging will resize the graphic. • When placed over a graphics frame or the top-level container of nested frames, it changes to the object select icon to indicate that you can select the graphic or nested frame under the pointer. You cannot select the frame itself. • When placed over a text frame, it changes to the I-beam to indicate a text insertion point.
63 InCopy documents 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. Pressing Shift forces proportional scaling. Rotate a graphic 1 Make sure the frame with the desired object is checked out to you, and then select the object using the Position tool . 2 Choose Object > Transform > Rotate.
64 InCopy documents About InCopy workflows Tight integration between InCopy and InDesign enables a workflow that lets writers, editors, and designers work simultaneously on the same InDesign document, without overwriting each other’s work. The workflow system allows users to check files out and in, thereby preserving file integrity. InCopy users can view their content contributions within the context of layouts without installing InDesign.
65 InCopy documents The story separator bar A Expand and collapse button B Story name C Story separator bar More Help topics Sharing content between InCopy and InDesign Ways to work with content in InCopy Last updated 6/15/2014
66 Chapter 4: InCopy and InDesign Working with managed files Open shared content Only InCopy users can open assignment files (.inca). If an InCopy user opens an InDesign file that contains assignments, the user will have access to all the managed content, regardless of assignments. ❖ Do one of the following. • In InCopy, choose File > Open, select an assignment file (.icma or .inca), and click Open. • In InDesign or InCopy, choose File > Open, select an InDesign file (.
67 InCopy and InDesign • If the content you want was exported as individual files, choose File > Open and select the InCopy file (.icml or .incx). To see the layout so you can do copyfitting, select the InDesign document. 2 Do one of the following: • To check out a single InCopy content file, choose File > Check Out. • To check out all content in an assignment at once, select the assignment in the Assignments panel, and choose Check Out from the panel menu.
68 InCopy and InDesign A typical updating workflow is as follows: 1 The InCopy user opens an assignment file or checks out an individual content file and edits the content. 2 The InCopy user saves the content file, which updates the copy on the file system, and continues working. 3 The InDesign user sees the Out Of Date icon selection, and the In Use the associated frame.
69 InCopy and InDesign Accidentally updating your work In most cases, the update commands are disabled for content you have checked out, because that content would always be up to date. However, an undesirable situation can occur if a different user deletes the lock on checked-out content (by dragging the lock file [.idlk] to the Recycle Bin [Windows] or Trash [Mac OS]), and modifies the content.
70 InCopy and InDesign Check in managed content (InDesign) ❖ Do one of the following: • Select the content in the layout and choose Edit > InCopy > Check In. • In the Assignments panel, select the content and choose Check In from the panel menu. Check in managed content (InCopy) ❖ Do one of the following: • Select the content in Layout view and choose File > Check In. • In the Assignments panel, select the content and choose Check In from the panel menu.
71 InCopy and InDesign More Help topics Assignment files Managed files Managed files Managed files Create and send packages (InDesign) Links panel overview Exporting content from InDesign Work with stand-alone documents Managed files Understanding a basic managed-file workflow For detailed information and instructions, click the links below.
72 InCopy and InDesign InDesign users can create an assignment file and designate content for sharing. This method lets the InDesign user associate related components (heading, body, graphics, captions, and so on), and then assign them to different InCopy users for writing and editing. InCopy users open the assignment file and work on only the components assigned to them. The live layout view shows how their edited copy relates to the InDesign layout, without opening the entire InDesign document.
73 InCopy and InDesign In certain workflows, InDesign users might export text and graphics as separate files, rather than wrapping them inside an assignment file. Exporting separate files is useful if you work on unrelated graphics or bodies of text. However, InCopy users aren’t able to see how the content fits within the InDesign layout. InDesign document (.indd) with three linked but unassigned content files (.
74 InCopy and InDesign Managed files For a file to be managed, it must be added to an assignment file, exported from InDesign as InCopy content, or placed as InCopy content into InDesign. Managed files communicate both content status and ownership. With managed files, you can: • Lock and unlock stories to help preserve file integrity. • Notify InCopy users when the associated InDesign layout is outdated. • Identify the user working on a file.
75 InCopy and InDesign • In InDesign, if you must remove files from the workflow (because of a production deadline, for example), you can unlink them or cancel an assignment package. Managed-file workflow examples When you establish workflow management between InCopy and InDesign, writers and editors can compose, rewrite, expand, and edit documents at the same time that designers prepare the layout.
76 InCopy and InDesign 3.In InDesign, work on the layout. Regardless of whether the content files are packaged, InDesign users can work on the document layout; they don’t have to check out the document. If you need to update the layout or assignments, you can send an updated package to the InCopy users. 4.In InCopy, return the edited package. When finished with your edits, check in the content and return the modified package.
77 InCopy and InDesign Icon Name Location Available Assignments panel (InDesign and InCopy), 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 tex
78 InCopy and InDesign Exporting content from InDesign Exporting content from InDesign to InCopy establishes a link between the two applications. You export InDesign text frames, graphics frames, and their contents to InCopy using either of two methods: • Create a container file (*.icma)—called an assignment—and add related groupings of document items (such as the text and graphics of a story) to the assignment so they can be worked on together. Content within assignments is exported as *.icml files.
79 InCopy and InDesign InDesign Assignments panel A InCopy content names B InDesign document name C Assignment Out Of Date status D Available And Text Up To Date status E In Use And Text Out Of Date status F Editing And Text Up To Date status G Unassigned content H User name I Update Content button J Check Out/Check In Selection button K New Assignment button L Delete Selected Assignments/Remove button InCopy Assignments panel A InCopy content names B Assignment Out Of Date status C Assignment name D Avai
80 InCopy and InDesign • Any transformations on the graphics included in the assignment, such as moving, scaling, rotating, or shearing. • Page geometry, so InCopy users can see the layout of the frame and its content that they’re editing without opening the entire InDesign file. • Color-coding of assigned frames in the document.
81 InCopy and InDesign 4 In the New Assignment dialog box, specify assignment file options and click OK. The newly created assignment file includes any frames selected in the document window. Add content to existing assignments (InDesign) 1 Save the InDesign document. 2 Select the text and graphics frames you want to add. 3 Do one of the following: • From the Assignments panel menu, choose Add To Assignment, and then select the assignment.
82 InCopy and InDesign All Spreads Exports all content in the InDesign document to the assignment file. This option provides the maximum amount of fidelity; it also provides the slowest performance because the assignment file displays the design and layout of every page, including pages not relevant to the section a user is editing. Linked Image Files When Packaging Includes a copy of linked images in the assignment package.
83 InCopy and InDesign When you export content, you see the Available icon on the text frame (InDesign and InCopy), and in the Assignments panel (InCopy). The word [Editing] appears in the story bar (InCopy).
84 InCopy and InDesign Relink missing assignment files (InDesign) If you move or delete an assignment file from disk, and then open the InDesign document from which it was created, InDesign won’t know where the assignment file is located. You need to re-create the assignment file so InDesign can find it.
85 InCopy and InDesign Note: Unlinking your own checked-out file removes it from the workflow and deletes the lock file from disk. You can reexport the content and overwrite the file name without conflict. ❖ To unlink an InCopy content file, select the file (.icml or .incx extension) in the Links panel and choose Unlink from the panel menu. Unlinking embeds the content into the document and removes the link to the InCopy file on disk. To relink the file, choose Edit > Undo Unlink.
86 InCopy and InDesign Create and send packages (InDesign) Under ideal circumstances, all InDesign and InCopy users on the team have access to a server where assignment files are stored. However, if one or more users don’t have access to a common server, you can create and distribute compressed assignment packages. After working on the assignment, the InCopy user repackages the assignment and returns it to be integrated into the InDesign document. Package files created in InDesign include the .
87 InCopy and InDesign When a package is cancelled, the package’s contents are available for editing. Be aware that if someone returns a package that has been cancelled, conflicts may occur. Update a package After you create a package, you may want to add, remove, or resize items. 1 Add, remove, or resize one or more stories to the packaged assignment. 2 Select the assignment in the Assignments panel, and do one of the following: • Choose Update Package from the Assignments panel menu.
88 InCopy and InDesign Return For InDesign And Email Create and return a package to the InDesign user by e-mail. The package appears as an attachment in a new message in your default e-mail application. Specify the recipient, provide instructions, and send the e-mail message. Receive return packages (InDesign) ❖ To open an InDesign package (*.idap or *.indp), do any of the following: • Launch the package using the e-mail application. For example, double-click the attachment file.
89 Chapter 5: Text Adding text Adding text You can add text by typing, pasting, or importing text from another file. In general, you use standard word-processing on the toolbox, and then use the techniques described techniques to work with text in InCopy. Select the Type tool below. These methods work the same way in Galley, Story, and Layout views, whether or not the content is linked to Adobe InDesign®. Typing Click the insertion point where you want to add text, and begin typing.
90 Text If your word-processing application can save files in more than one file format, try using the format capable of retaining the most formatting—either the application’s native file format or an interchange format such as Rich Text Format (RTF). You can import files created in the recent versions of Microsoft Word.
91 Text Use Typographer’s Quotes Ensures that imported text includes left and right quotation marks (“ ”) and apostrophes (’) instead of straight quotation marks (" ") and apostrophes ('). Remove Styles And Formatting From Text And Tables Removes formatting, such as typeface, type color, and type style, from the imported text, including text in tables. Paragraph styles and inline graphics aren’t imported if this option is selected.
92 Text Text-file import options If you select Show Import Options when placing a text file, you can choose from these options: Character Set Specifies the computer language character set, such as ANSI, Unicode UTF8, or Windows CE, that was used to create the text file. The default selection is the character set that corresponds to the default language and platform of InDesign or InCopy.
93 Text Use Typographer’s Quotes Ensures that imported text includes left and right quotation marks (“ ”) and apostrophes (’) instead of straight quotation marks (" ") and apostrophes ('). Tagged-text import options You can import (or export) a text file capable of taking advantage of InCopy formatting capabilities by using the tagged text format. Tagged-text files are text files containing information describing the formatting you want InCopy to apply.
94 Text update the link, the text in InCopy is updated. However, formatting changes you’ve made to this text in InCopy are lost. Apply Grid Format Reformat the imported text according to grid attributes. 5 If you selected Show Import Options, specify settings in the Buzzword Import Options dialog box. This dialog box includes most of the same options found in the RTF Import Options dialog box. See Microsoft Word and RTF import options .
95 Text 2 Do any of the following: • Select Misspelled Words to find words that do not appear in the language dictionary. • Select Repeated Words to find duplicate words such as “the the.” • Select Uncapitalized Words to find words (such as “germany”) that appear in the dictionary only as capitalized words (“Germany”). • Select Uncapitalized Sentences to find uncapitalized words following periods, exclamation points, and question marks.
96 Text 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. Before Autocorrect will work, you must create a list of commonly misspelled words and associate them with the correct spelling. 1 Choose Edit > Preferences > Autocorrect (Windows) or InCopy > Preferences > Autocorrect (Mac OS). 2 Choose Enable Autocorrect.
97 Text Hyphenation and spelling dictionaries InCopy uses Proximity dictionaries for most languages to verify spelling and to hyphenate words. You can add words to each dictionary to customize it. You can assign different languages to text, and InCopy uses the appropriate dictionary to handle spelling and hyphenation. You can create additional user dictionaries, and you can import or export word lists saved in a plain text file.
98 Text 2 From the Language menu, choose the language with which you want to associate the dictionary. 3 Do one of the following: • To create a new dictionary, click the New User Dictionary icon below the Language menu. Specify the name and location of the user dictionary (which includes a .udc extension), and then click Save. • To add an existing dictionary, click the Add User Dictionary icon includes a .udc or .not extension, and then click Open.
99 Text Add words to dictionaries If, during a spell check, InDesign displays an unfamiliar word in the Check Spelling dialog box, select the dictionary from the Add To menu, and then click Add. You can also use the Dictionary dialog box to let you specify the target dictionary and language, and to indicate how words are added to an exception word list. For stand-alone stories (stories not linked to an InDesign layout), you can add words to the language dictionaries.
100 Text Export a word list You can export word lists to a text file (.txt) and then import that list of words into a user dictionary in InCopy . The words in the text file must be separated by a space, tab, or paragraph return. You can export added words and removed words, but you cannot export ignored words, which are used only in the current session. 1 Choose Edit > Spelling > User Dictionary.
101 Text Note: If you work with many different partners or clients, you might want to deselect the Merge User Dictionary Into Document option. For example, if you’re a service provider, you probably don’t want your user dictionary merged with every customer’s file. 8 To recompose all stories when certain settings are changed, select Recompose All Stories When Modified.
102 Text Note: If the InCopy story is linked to an InDesign layout with an embedded hyphenation list, the embedded list governs spell checking and hyphenation. Copyfitting text Copyfitting text InCopy keeps track of several text statistics and makes this data available in the Copyfit Info toolbar.
103 Text The Copyfit Info toolbar also includes options for displaying the number of lines, words, and characters, and the vertical depth in the current selection, from the beginning of the current story to the current insertion point, or from the current insertion point to the end of the current story. (See Customize Copyfit Info settings .
104 Text Insert cross-references Use the Hyperlinks panel to insert cross-references into your document. The text being referred to is the destination text. The text that is generated from the destination text is the source cross-reference. When you insert a cross-reference in your document, you can choose from several predesigned formats, or you can create your own custom format. You can apply a character style to the entire cross-reference source, or to text within the cross-reference.
105 Text 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.) Creating a text anchor is especially useful if you want to use different text than the actual destination paragraph. 4 For Document, select the document containing the destination that you want to refer to. All open documents that have been saved are listed in the pop-up menu.
106 Text 5 To apply a character style to the entire cross-reference, select Character Style For Cross-Reference, and then choose or create the character style from the menu. You can also use the Character Style building block to apply a character style to text within the cross-reference. 6 Click Save to save the changes. Click OK when finished. Cross-reference building blocks Building block What it does Example Page Number Inserts the page number.
107 Text Building block What it does Example Chapter Number Inserts the chapter number. in chapter in chapter 3 File Name Character Style Inserts the filename of the destination document. in in newsletter.indd Applies a character style to text within a cross- See on reference. page See Animals on page 23.
108 Text Apply character styles within a cross-reference If you want to emphasize a section of text within a cross-reference, you can use the Character Style building block. This building block consists of two tags. The tag indicates which style is applied, and the tag ends the character style. Any text or building blocks between these tags is formatted in the specified style.
109 Text Delete cross-reference formats You cannot delete a cross-reference format that has been applied to cross-references in the document. 1 In the Cross-Reference Formats dialog box, select the format you want to delete. 2 Click the Delete Format button . Manage cross-references When you insert a cross-reference, the Hyperlinks panel indicates the status of the cross-reference.
110 Text Edit cross-references To change the appearance of the source cross-reference or specify a different format, you can edit the cross-reference. If you edit a cross-reference that links to a different document, the document is opened automatically. 1 Do any of the following: • Choose Type > Hyperlinks & Cross References > Cross-Reference Options. • In the Cross-References section of the Hyperlinks panel, double-click the cross-reference you want to edit.
111 Text If you cannot select text in a frame, the text frame could be on a locked layer or on a master page. Try unlocking the layer or going to the master page. The text frame may also be beneath another text frame or transparent object. See Select text in a frame that is covered . Change what triple-clicking does 1 Choose Edit > Preferences > Type (Windows) or InCopy > Preferences > Type (Mac OS). 2 Select Triple Click To Select A Line to enable triple-clicking to select a line (this is the default).
112 Text Note: This feature is used primarily for working with Roman text. Also, this feature is available only when the Roman text to be pasted is set to a Roman language in the Character panel. 1 Choose Edit > Preferences > Type (Windows) or InCopy > Preferences > Type (Mac OS). 2 Select Adjust Spacing Automatically When Cutting And Pasting Words, and then click OK. Paste text to a frame grid You can paste text that retains its source formatting attributes.
113 Text You can use the mouse to drag and drop text in Galley View, Story View, or Layout View. You can even drag text into some dialog boxes, such 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.
114 Text Nonprinting characters hidden (top) and visible (bottom) ❖ Do one of the following: • Choose Type > Show Hidden Characters. A check mark appears next to the menu command. • Click the Show Hidden Characters button on the horizontal toolbar. Edit text on a master page In InDesign documents, a master page is a kind of template that applies to multiple pages.
115 Text Undo actions You can undo or redo up to several hundred of the most recent actions. The exact number of actions you can undo is limited by the amount of RAM available and the kinds of actions you have performed. The record of recent actions is erased when you save, close, quit, or exit, so they can no longer be undone. You can also cancel an operation before it completes, or revert to a previously saved version.
116 Text 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.
117 Text Conditional text hidden A “Mac” condition hidden B Hidden condition symbols Conditions can be applied only to text. You can make anchored objects conditional, but only by selecting the anchored object marker. You can apply conditions to text within table cells, but you cannot apply conditions to table cells, columns, or rows. You cannot apply conditions to text in locked InCopy stories. For a video tutorial on using conditional text, see www.adobe.com/go/lrvid4026_id.
118 Text Inconsistency in applying conditions to spaces and punctuation can result in extra spacing or misspelled words. Decide whether to make spaces and punctuation conditional. If conditional text begins or ends with punctuation, make the punctuation conditional too. This makes the text easier to read when you're viewing more than one version.
119 Text • To remove a condition, click the box next to the condition name to remove the check mark. Or, click [Unconditional] to remove all 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.
120 Text Manage conditions ❖ Do any of the following: Delete a condition Select a condition and click the Delete Condition icon at the bottom of the Conditional Text panel. Specify a condition to replace the deleted condition and click OK. The condition you specify is applied to all text to which the deleted condition was applied.
121 Text 5 Click the Change Format box to display the Change Format Settings dialog box. Specify the different formatting option, such as a condition or a character style, and then click OK. If you select the Conditions section in the Change Format Settings dialog box, the [Any Condition] makes no changes to the found conditional text. This option is useful if you want to apply different formatting, such as a character style. Select [Unconditional] to remove all conditions from the found text.
122 Text Find/Change dialog box A Find/Change tabs B Find a tab character C Replace with an em dash D Search options E Metacharacters menu Text Search for and change specific occurrences of characters, words, groups of words, or text formatted a certain way. You can also search for and replace special characters such as symbols, markers, and white space characters. Wildcard options help to broaden your search.
123 Text 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.
124 Text Some OpenType formatting options appear in both the OpenType Options and Basic Character Formats (Position menu) sections. For information on OpenType and other formatting attributes, search for the related topic in InCopy Help. Note: To search for (or replace with) formatting only, leave the Find What or Change To box blank. 5 If you want to apply formatting to the text found, click the Change Format box, or click the Specify Attributes To in the Change Format Settings section.
125 Text Documents Search the entire document or All Documents to search all open documents. Story Search all text in the currently selected frame, including text in other threaded text frames and overset text. Select Stories to search stories in all selected frames. This option appears only if a text frame is selected or an insertion point is placed. To End Of Story Search from the insertion point. This option appears only if an insertion point is placed. Selection Search only selected text.
126 Text Full-Width/Half-Width Sensitive Distinguishes between half-width and full-width characters. For example, if you search for ka in half-width katakana, InDesign disregards ka in full-width katakana. Search using GREP expressions On the GREP tab of the Find/Change dialog box, you can construct GREP expressions to find alphanumeric strings and patterns in long documents or many open documents. You can enter the GREP metacharacters manually or choose them from the Special Characters For Search list.
127 Text GREP search examples Follow these examples to learn how to take advantage of GREP expressions. Example 1: Finding text within quotation marks Suppose you want to search for any word enclosed in quotation marks (such as “Spain”), and you want to remove the quotation marks and apply a style to the word (so that it becomes Spain instead of “Spain”). The expression (")(\w+)(") includes three groupings, as indicated by parentheses ( ).
128 Text 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. The first three digits (\d\d\d) of the phone number may or may not be enclosed in parentheses, so a question mark appears after the parentheses: \(? and \)?. Note that the backslash \ indicates that the actual parenthesis is being searched for and that it’s not part of a subexpression.
129 Text Expression Search string Sample text Matches (in bold) Case-insensitive on (?i)apple Apple apple APPLE AppleappleAPPLE (?i) You can also use (?i:apple) 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.
130 Text Character: Text tab metacharacter: GREP tab metacharacter: Tab Character ^t \t End of Paragraph ^p \r Forced Line Break ^n \n Any Page Number ^# ~# Current Page Number ^N ~N Next Page Number ^X ~X 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 Japanese Bullet ^5 ~5 Caret Character ^^ \^ Backslash Character \ \\ Copyrig
131 Text Character: Text tab metacharacter: GREP tab metacharacter: Em Space ^m ~m En Space ^> ~> Third Space ^3 ~3 Quarter Space ^4 ~4 Sixth Space ^% ~% Flush Space ^f ~f Hair Space ^| ~| Nonbreaking Space ^s ~s Nonbreaking Space (fixed width) ^S ~S Thin Space ^< ~< Figure Space ^/ ~/ Punctuation Space ^. ~.
132 Text Character: Text tab metacharacter: GREP tab metacharacter: * Running header (character style) variable ^Z ~Z * Custom text variable ^u ~u * Last page number variable ^T ~T * Chapter number variable ^H ~H * Creation date variable ^S ~S * Modification date variable ^o ~o * Output date variable ^D ~D * File name variable ^l (lowercase L) ~l (lowercase L) * Any Digit ^9 \d * Any character that is not a digit \D * Any Letter ^$ [\l\u] * Any Character ^? .
133 Text Character: Text tab metacharacter: GREP tab metacharacter: * Zero or More Times (Shortest Match) *? * One or More Times (Shortest Match) +? * Marking Subexpression () * Non-marking Subexpression (?: ) * Character Set [] * Or | * Positive Lookbehind (?<= ) * Negative Lookbehind (?
134 Text 2 Click the Transliterate tab. 3 At the bottom of the dialog box, specify the range from the Search menu, and click icons to determine whether items such as locked layers, master pages, and footnotes are included in the search. 4 Specify the character type in Find What. 5 Specify the replacement character type in Change To. Depending on the character type specified in Find What, some options in Change To may be unavailable.
135 Text • Choose Unicode or GID/CID, and enter the code for the glyph. You can use other methods to enter the glyph you want to find in the Glyph box. Select a glyph in the document window and choose Load Selected Glyph In Find from the context menu, or select a glyph in the Glyphs panel and choose Load Glyph In Find from the context menu. 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.
136 Text 5 To replace a font, select the new font you want to use from the Replace With list, and do one of the following: • To change just one occurrence of the selected font, click Change. This option is not available if multiple fonts are selected. • To change the font in that occurrence, and then find the next instance, click Change/Find. This option is not available if multiple fonts are selected. • To change all instances of the font selected in the list, click Change All.
137 Text 2 Select Text, GREP, or a different tab to undertake the search you want. 3 Below the Search menu, click icons to determine whether items such as locked layers, master pages, and footnotes are included in the search. These items are included in the saved query. However, the range of the search isn’t saved with the query. 4 Define the Find What and Change To fields. (See Metacharacters for searching and Search using GREP expressions .
138 Text For a video tutorial on creating footnotes, see www.adobe.com/go/vid0218. 1 Place the insertion point where you want the footnote reference number to appear. 2 Choose Type > Insert Footnote. 3 Type the footnote text. Footnote added to document A Reference number B Footnote text As you type in Layout view, the footnote area expands while the text frame remains the same size. The footnote area continues to expand upward until it reaches the line with the footnote reference.
139 Text Restart Numbering Every If you want numbering to restart within the document, select this option and choose Page, Spread, or Section to determine when footnote numbering is restarted. Some numbering styles, such as asterisks (*), work best when reset every page. Show Prefix/Suffix In Select this option to show prefixes or suffixes in the footnote reference, the footnote text, or both. Prefixes appear before the number (such as [1) and suffixes appear after the number (such as 1]).
140 Text If Allow Split Footnotes is turned on, you can still prevent an individual footnote from splitting by placing the insertion point in the footnote text, choosing Keep Options from the Paragraph panel menu, and selecting the Keep Lines Together and All Lines In Paragraph options. If the footnote contains multiple paragraphs, use the Keep With Next X Lines option in the first paragraph of the footnote text.
141 Text • If you accidentally delete the footnote number at the start of the footnote text, you can add it back by placing the insertion point at the beginning of the footnote text, right-clicking (Windows) or Control-clicking (Mac OS), and choosing Insert Special Character > Markers > Footnote Number. • Text wrap has no effect on footnote text.
142 Text Change the Glyphs panel view • Click the cycle widget (it’s located to the left of the word “Glyphs” on the Glyphs panel) to change views of the panel. Clicking the widget presents these views in succession: the collapsed panel, the entire panel, and the panel without recently used glyphs. • Click the Zoom In or Zoom Out buttons in the lower-right corner of the Glyphs panel. • Resize the Glyphs panel by dragging the lower-right corner.
143 Text Insert a recently used glyph InCopy tracks the previous 35 distinct glyphs you inserted and makes them available under Recently Used in the first row of the Glyphs panel (you have to expand the panel to see all 35 glyphs on the first row). ❖ Do one of the following: • Double-click a glyph under Recently Used. • Choose Recent Glyphs on the Show list to display all recently used glyphs in the main body of the Glyphs panel, and then double-click a glyph.
144 Text 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.
145 Text 4 Choose the insert order in which glyphs will be added to the glyph set, and click OK: Insert At Front Each new glyph is listed first in the set. Append At End Each new glyph is listed last in the set. Unicode Order All glyphs are listed by the order of their unicode values.
146 Text Windows XP Documents and Settings\[username]\Application Data\Adobe\InCopy \[Version]\[Language]\Glyph Sets Windows Vista and Windows 7 Users\[username]\AppData\Roaming\Adobe\InCopy \[Version]\[Language]\Glyph Sets Use quotation marks You can specify different quotation marks for different languages. These quotation mark characters appear automatically during typing if the Use Typographer’s Quotes option is selected in the Type section of the Preferences dialog box.
147 Text This is a space that is based on a full-width character in Asian languages. It wraps to the next line as with other fullwidth characters. Em Space Equal in width to the size of the type. In 12-point type, an em space is 12 points wide. En Space One-half the width of an em space. Nonbreaking Space The same flexible width as pressing the spacebar, but it prevents the line from being broken at the space character.
148 Text Hyperlinks 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, a hyperlinked text frame, or a hyperlinked graphics frame. A destination is the URL, file, email address, page text anchor, or shared destination to which a hyperlink jumps.
149 Text Display hyperlinks in smaller rows ❖ Choose Small Panel Rows from the Hyperlinks panel menu. Create hyperlinks You can create hyperlinks to pages, URLs, text anchors, email addresses, and files. If you create a hyperlink to a page or text anchor in a different document, make sure that the exported files appear in the same folder. To show or hide hyperlinks, choose View > Extras > Show Hyperlinks or Hide Hyperlinks.
150 Text 3 In the New Hyperlink dialog box, choose File from the Link To menu. 4 For Path, type the pathname or click the folder button to locate and double-click the filename. 5 Select Shared Hyperlink Destination if you want the file to be stored in the Hyperlinks panel for easy reuse. 6 Specify the appearance of the hyperlink source, and then click OK. Create a hyperlink to an email message 1 Select the text, frame, or graphic you want to be the source of the hyperlink.
151 Text 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 crossreference that points to the hyperlink destination. You can also create hyperlink destinations for pages and URLs, but a destination isn’t necessary for those links.
152 Text 5 Choose a destination from the Name menu. 6 Specify hyperlink appearance options, and then click OK. Hyperlink appearance options The options determine the appearance of the hyperlink or cross-reference source in the exported PDF or SWF file. These appearance options are also displayed in the InDesign document if you choose View > Extras > Show Hyperlinks. Character Style Choose a character style to apply to the hyperlink source.
153 Text Delete hyperlinks When you remove a hyperlink, the source text or graphic remains. ❖ Select the item or items you want to remove in the Hyperlinks panel, and then click the Delete button at the bottom of the panel. Rename a hyperlink source Renaming the hyperlink source changes the way it appears in the Hyperlinks panel. 1 In the Hyperlinks panel, select the hyperlink. 2 Choose Rename Hyperlink from the Hyperlinks panel menu, and specify a new name.
154 Text To remove the box, in the Hyperlinks panel, double-click the hyperlink. Under Appearance, choose Invisible Rectangle from the Type menu, and click OK. You may also want to delete the imported swatch. While doing so, you can replace it with a different swatch. See Delete individual swatches . Before you place the Word document in InDesign, you may want to remove the hyperlinks from the URLs in the Word document to avoid inheriting this formatting. See your Word documentation.
155 Text Different options are available depending on the variable type you select. Text Before / Text After For all variable types (except Custom Text), you can specify text that will be added before or after the variable. For example, you can add the word “of ” before the Last Page Number variable and the phrase “total pages” after the variable to create an “of 12 total pages” effect. You can also paste text into the boxes, but special characters such as tabs and auto page numbers are stripped out.
156 Text Abbreviation Description Example hh Hour, leading zero 04 H Hour, no leading zero, 24-hour format 16 HH Hour, leading zero, 24-hour format 16 m Minute, no leading zero 7 mm Minute leading zero 07 s Second, no leading zero 7 ss Second, leading zero 07 a AM or PM, two characters PM z or zzzz Time zone, abbreviated or expanded PST or Pacific Standard Time File Name This variable inserts the name of the current file into the document.
157 Text This variable is commonly used for inserting placeholder text, or a text string that may need to be changed quickly. For example, if you’re working on a project that uses a code name for a company, you can create a custom text variable for the code name. When you are able to use the real company name, you can simply change the variable to update all the occurrences. To insert special characters in a text variable, click the triangle to the right of the text box.
158 Text 4 Choose OK, and then click Done. You can also copy variables to other documents when you synchronize a book file. Create variables for running headers and footers By default, the Running Header variables insert the first occurrence (on the page) of the text to which the specified style is applied. Running Header variables are especially useful for displaying the current heading or title in the header or footer.
159 Text Tracking and reviewing changes 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.
160 Text The Track Changes section of the Preferences dialog box lets you choose a color to identify your changes. It also lets you select which changes (adding, deleting, or moving text) you want tracked and the appearance of tracking. Added text Highlighted. Deleted text Highlighted and marked with a strikethrough. Moved (cut-and-pasted) text Highlighted and marked with a strikethrough in its original location; highlighted and boxed in the new location.
161 Text When you accept a change, it becomes a normal part of the text flow and is no longer highlighted as a change. When you reject a change, the text reverts to how it was before the change was made. 1 In Story Editor (InDesign) or Galley or Story view (InCopy), position the insertion point at the beginning of the story. 2 In the Track Changes panel (InDesign) or the Track Changes toolbar (InCopy), click the Next Change button .
162 Text More Help topics Using editorial notes Adding editorial notes in InDesign Using editorial notes About editorial notes Editorial notes are brief comments or annotations for yourself or other contributors. In Galley and Story views, all notes . In Layout are displayed inline (within the text), and the content of the note is displayed between note bookends view, each note is indicated by a note anchor . The content of the note is displayed in the Notes panel and can be colorcoded for each user.
163 Text 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. 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.
164 Text Convert text to a note 1 Select the text that you want to move into a new note. 2 Choose Notes > Convert To Note. A new note is created. The selected text is removed from the body of the story and pasted into the new note. The note anchor or bookend is located where the text you selected was cut. If you add notes to a linked InCopy story, they also appear in the story in InDesign, and can be edited in InDesign. You can also convert text to a note using Notes Mode.
165 Text You can also split a note using Notes Mode. Expand or collapse notes When expanded, the content of the note appears between the bookends. As you enter the content of the note, the bookends move apart to accommodate the text. You can collapse the bookends to hide the content of the note. 1 Select the Type tool , and then click the begin-note bookend or the end-note bookend . 2 If the insertion point is in a note container, choose Notes > Collapse Note.
166 Text • Shift-drag the selected note to duplicate it. Duplicate a note anchor in Layout view ❖ Do one of the following: • Using the Type tool different location. , drag across the note anchor to highlight it, and then choose Edit > Copy. Paste it in a • Using the Note tool or Type tool, hold down Shift, and drag the anchor to where you want to place it in the text.
167 Text Using text macros 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. For example, instead of repeatedly typing “Centers for Disease Control and Prevention,” you can create a macro code (such as “cdc”) that changes to the full name. 1 Choose Window > Text Macros.
168 Text Delete a text macro 1 Select the text macro you want to delete from the Text Macros panel list. 2 Choose Delete Macro from the Text Macros panel menu. Note: Once you delete a macro, you cannot undo the deletion. 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.
169 Text Using the thesaurus 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.” The search for a word doesn’t need to end with the first set of synonyms, related words, and antonyms you find.
170 Text A brief definition of the word is displayed in the Definition area of the Thesaurus panel. The Result list displays related words based on the selections you made from the Meanings and Category menus. Note: You can drag the vertical bar that separates the Definition area and the Result list from side to side to adjust the relative width of the two areas. 5 Select the part of speech you want to look up from the Meanings menu. For example, if you want the noun meaning for the word, select noun.
171 Chapter 6: Styles Drop caps and nested 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. Apply a character style to a drop cap You can apply a character style to the drop-cap character or characters in a paragraph.
172 Styles Scale Up To Grid This option scales the drop cap to be wider for horizontal text or taller for vertical text so that the text aligns with the grid. Scale Down To Grid This option scales the drop cap to be narrower for horizontal text for shorter for vertical text so that the text aligns with the grid. 7 Click OK. If you want to apply a different nested style to any characters after the drop cap, use the New Nested Style option. (See Create nested styles .
173 Styles 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.
174 Styles 4 Do any of the following for each style, and then click OK: • Click the character style area, and then select a character style to determine the appearance of that section of the paragraph. If you haven’t created a character style, choose New Character Style and specify the formatting you want to use. • Specify the item that ends the character style formatting. You can also type the character, such as a colon (:) or a specific letter or number. You cannot type a word.
175 Styles 4 Do either of the following: • For nested styles, click New Nested Style again, choose [Repeat] in the character style area, and specify how many nested styles will be repeated. • For nested line styles, click New Nested Line Style again, choose [Repeat] in the character style area, and specify how many lines will be repeated. In some cases, you may want to skip the first style or styles.
176 Styles 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. Words Any space or white space character indicates the end of a word. Alphabet The endpoint for Arabic numerals is defined by a space.
177 Styles Create GREP styles GREP is an advanced, pattern-based search technique. You can use GREP styles to apply a character style to text that conforms to the GREP expression you specify. For example, suppose you want to apply a character style to all the phone numbers in text. When you create a GREP style, you select the character style and specify the GREP expression. All paragraph text that matches the GREP expression is formatted with the character style.
178 Styles More Help topics Use drop caps Search using GREP expressions GREP styles video Paragraph and character styles About character and paragraph styles A character style is a collection of character formatting attributes that can be applied to text in a single step. A paragraph style includes both character and paragraph formatting attributes, and can be applied to a paragraph or range of paragraphs. Paragraph styles and character styles are found on separate panels.
179 Styles If you use the context menu when applying a style to two or more paragraphs, you can cause the parent style to be applied to the first paragraph and the Next Style to be applied to the additional paragraphs. (See Apply styles .) To use the Next Style feature, choose a style from the Next Style menu when you’re creating or editing a style. Jeff Witchel provides a video tutorial about using the Next Style feature at Using the Next Style feature.
180 Styles 7 If you want the new style to be applied to the selected text, select Apply Style To Selection. 8 To specify the formatting attributes, click a category (such as Basic Character Formats) on the left, and specify the attributes you want to add to your style. When specifying a Character Color in the Style Options dialog box, you can create a new color by double-clicking the fill or stroke box.
181 Styles Note: If you import styles into linked content, new styles are added to the InDesign document when the content is updated, and any style with a name conflict is overridden by the InDesign style with the same name. 1 In the Character Styles or Paragraph Styles panel, do one of the following: • Choose Load Character Styles or Load Paragraph Styles in the Styles panel menu. • Choose Load All Text Styles in the Styles panel menu to load both character and paragraph styles.
182 Styles Edit all export tags You can view and modify all export tags together in a single window. 1 Select Edit All Export Tags in the Paragraph, Character, or Object style panel menu. 2 Click EPUB and HTML, or PDF. 3 Click the tag corresponding to the style. It gets converted to a list; choose the new value. Convert Word styles to InDesign styles While importing a Microsoft Word document into InDesign or InCopy, you can map each style used in Word to a corresponding style in InDesign or InCopy.
183 Styles Apply a paragraph style 1 Click in a paragraph, or select all or part of the paragraphs to which you want to apply the style. 2 Do one of the following: • Click the paragraph style name in the Paragraph Styles panel. • Select the paragraph style name from the menu in the Control panel. • Press the keyboard shortcut you assigned to the style. (Make sure that Num Lock is on.) 3 If any unwanted formatting remains in the text, choose Clear Overrides from the Paragraph Styles panel.
184 Styles Edit a style using the dialog box 1 Do one of the following: • If you don’t want the style to be applied to selected text, right-click (Windows) or Control-click (Mac OS) the style name in the Styles panel, and choose Edit [style name]. • In the Styles panel, double-click the style name, or select the style and choose Style Options in the Styles panel menu.
185 Styles You can clear character styles and formatting overrides when you apply a style. You can also clear overrides from a paragraph to which a style has been applied. If a style has a plus sign (+) next to it, hold the mouse pointer over the style to view a description of the override attributes.
186 Styles If you convert bullets and numbering to text in a style on which another style is based (a parent style), the bullets and numbering in the child style are also converted to text. After you convert numbering to text, you may need to update numbers manually if you edit the text. Find and replace character and paragraph styles Use the Find/Change dialog box to find instances of a particular style and replace it with another. 1 Choose Edit > Find/Change.
187 Styles 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.
188 Styles If you want to use the same replacement style for all styles, select Apply To All. If you cancel the replacement of any style, the group is not deleted. You can recover deleted styles by choosing Edit > Undo Delete Styles. Move and reorder styles 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.
189 Chapter 7: Typography Using fonts 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. Typefaces (often called type families or font families) are collections of fonts that share an overall appearance, and are designed to be used together, such as Adobe Garamond. A type style is a variant version of an individual font in a font family.
190 Typography When you apply a bold or italic style to type, InCopy applies the typeface style specified by the font. In most cases, the specific version of bold or 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.
191 Typography • Composite You can turn off the preview feature or change the point size of the font names or font samples in Type preferences. OpenType fonts OpenType fonts use a single font file for both Windows® and Macintosh® computers, so you can move files from one platform to another without worrying about font substitution and other problems that cause text to reflow.
192 Typography Apply OpenType font attributes 1 Select text. 2 In the Character panel or Control panel, make sure that an OpenType font is selected. 3 Choose OpenType from the Character panel menu, and then select an OpenType attribute, such as Discretionary Ligatures or Fractions. Features not supported in the current font appear in square brackets, such as [Swash]. You can also select OpenType font attributes when defining a paragraph or character style.
193 Typography Select a character and choose a Positional Forms option to format it correctly. The General Form option inserts the common character; the Automatic Form option inserts a form of the character according to where the character is located in the word and whether the character appears in isolation. Superscript/Superior & Subscript/Inferior Some OpenType fonts include raised or lowered glyphs that are sized correctly relative to the surrounding characters.
194 Typography Composite fonts A Character categories B Input menu for each category change C Scale at the center of the character Create composite fonts 1 Choose Type > Composite Font. 2 Click New, enter the name, specify the composite font on which the new composite font will be based, and then click OK. 3 Select a category (roman or other), and specify the font attributes under the list box.
195 Typography Enlarge/Shrink from Center of Character Set whether to scale from the center of the character or the roman baseline, when editing vertical and horizontal scales for kana. If you select this option, the characters will be scaled from the center. Make custom font settings in a composite font You can set the font in character units by setting Custom for composite fonts. 1 Click Custom in the Composite Font Editor dialog box.
196 Typography Use missing glyph protection By default, InCopy protects you from typing characters that the current font does not support or from applying a font to a selection of text when that font does not contain one or more of the glyphs selected. However, you can turn off preference settings to remove this protection. 1 Choose Edit > Preferences > Advanced Type (Windows) or InCopy > Preferences > Advanced Type (Mac OS). 2 Do any of the following and then click OK.
197 Typography Fonts in the Document Fonts folder are not the same as fonts available from the standard operating system font locations. They are installed when the document is opened and supersede any font of the same PostScript name. However, they supersede only fonts within the document. Fonts installed by one document are not available to other documents. When you close the document, the fonts that were installed for the document are uninstalled.
198 Typography InDesign Magazine provides an article about fixing composition problems at Mind the Gaps. Composition methods InCopy offers two composition methods: Adobe Paragraph Composer (the default) and Adobe Single-line Composer. Both composition methods evaluate possible breaks, and choose those that best support the hyphenation and justification options you’ve specified for a given paragraph.
199 Typography 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.
200 Typography Prevent unwanted word breaks By using nonbreaking hyphens, you can prevent certain words from breaking at all—for example, proper names or words which, when broken, become unattractive fragments. By using nonbreaking spaces, you can also keep multiple words from breaking—for example, clusters of initials and a last name (P. T. Barnum). Prevent text from breaking 1 Select the text you want to keep on the same line. 2 Choose No Break from the Character panel menu or the Control panel menu.
201 Typography 4 Set the Single Word Justification option to specify how you want to justify single-word paragraphs. In narrow columns, a single word can occasionally appear by itself on a line. If the paragraph is set to full justification, a single word on a line may appear to be too stretched out. Instead of leaving such words fully justified, you can center them or align them to the left or right margins.
202 Typography Highlight lines that are too loose or tight Because composing a line of type involves factors in addition to word spacing and letterspacing (hyphenation preferences, for example), InDesign cannot always honor your settings for word spacing and letterspacing. However, compositional problems in lines of text can be highlighted in yellow; the darkest of three shades indicates the most serious problems.
203 Typography Vertical tabs Open the Tabs dialog box 1 Using the Type tool, click in the text frame. 2 Choose Type > Tabs. If the top of the frame is visible, the Tabs dialog box snaps to the current text frame and matches its width to the current column. When the top of a horizontal frame is displayed, the Tabs dialog box will snap to the top of the current text frame, and the width will change to conform to the width of the current column.
204 Typography 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.
205 Typography Repeat tabs The Repeat Tab command creates multiple tabs based on the distance between the tab and the left indent or the previous tab stop. 1 Click an insertion point in the paragraph. 2 In the Tabs panel, select a tab stop on the ruler. 3 Choose Repeat Tab from the panel menu. Repeated tabs A Tab-alignment buttons B Tab stop on the ruler C Panel menu Move, delete, and edit tab settings Use the Tabs dialog box to move, delete, and edit tab settings.
206 Typography 2 In the Align On box, type the character to which you want to align. You can type or paste any character. Make sure that the paragraphs you’re aligning contain that character. Text aligned using a decimal tab Add tab leaders A tab leader is a repeated pattern of characters, such as a series of dots or dashes, between a tab and the following text. 1 In the Tabs panel, select a tab stop on the ruler.
207 Typography You can set indents using the Tabs dialog box, the Paragraph panel, or the Control panel. You can also set indents when you create bulleted or numbered lists. When setting CJK characters, you can use the mojikumi setting to specify the indent for the first line. However, for text in which the first line indent was specified in the Paragraph panel, if you specify indents in mojikumi settings, you can make the text indent the sum value of both indents.
208 Typography 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 To specify a negative first-line left indent value, do one of the following: • In the Control panel, type a negative value for the first-line left indent . • In the Tabs dialog box, drag the top marker to the left, or select the marker and type a negative value for X.
209 Typography Use Indent To Here You can use the Indent To Here special character to indent lines in a paragraph independently of a paragraph’s left indent value. The Indent To Here special character is different from the paragraph’s left indent in the following ways: • Indent To Here is part of the text flow, as if it were a visible character. If text reflows, the indent moves with it.
210 Typography Leading A Leading B Text height C Larger text size of one word increases leading for that one line. About leading in Asian text The basis position for leading can be set through the Leading Basis Position setting in the Paragraph panel menu. With the default setting (Embox Top/Right), the text line leading is measured from the top of its embox to the top of the next line's embox.
211 Typography Leading within a frame grid is complex. For placed text, the actual leading value changes depending on the Font Size, Leading value and also the Gyoudori settings in the Paragraph panel. Take note of the following: • If you leave the font size for the frame grid unchanged, but make the font size or leading value of placed text smaller than the grid size in the Character panel, the text will be aligned to the grid according to the Grid Justification settings.
212 Typography Apply leading to whole paragraphs 1 Choose Edit > Preferences > Type (Windows) or InCopy > Preferences > Type (Mac OS). 2 Select Apply Leading To Entire Paragraph, and then click OK. Note: When you use a character style to apply leading to text, the leading affects only the text to which the style is applied, not the entire paragraph, regardless of whether the Apply Leading To Entire Paragraph option is selected.
213 Typography Roman Baseline Leading occurs based on the Roman Baseline. Leading is measured from the baseline of the current line to the baseline of the previous line. This leading method is the same as that which is used in the Roman composer. The Roman Baseline is different for each font. The character position may vary even within the same font size if the fonts are different.
214 Typography Before applying the optical kerning option to the “W” and “a” pair (top), and after (bottom) You can also use manual kerning, which is ideal for adjusting the space between two letters. Tracking and manual kerning are cumulative, so you can first adjust individual pairs of letters, and then tighten or loosen a block of text without affecting the relative kerning of the letter pairs.
215 Typography Note: If Metrics is applied to fonts (including some Japanese OpenType fonts) which do not contain pair kerning information, spacing for each character will be set to “0” and character compression will not occur. To avoid using the built-in kerning information of a font for selected text, choose “0” in the Kerning menu. Note: The default setting is Metrics – Roman Only. When Metrics - Roman Only is applied to Roman OpenType fonts, kerning is the same as when Metrics is selected.
216 Typography 2 In the Character panel or Control panel, type or select a numeric value for Tracking . Highlight text containing custom kerning and tracking In some instances, you’ll want to be aware of text that has custom tracking and kerning applied. If you select the Custom Tracking/Kerning preferences option, green highlighting appears over text with custom tracking or kerning. 1 Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS).
217 Typography Bulleted list and numbered list A quick way to create a bulleted or numbered list is to type the list, select it, and then click the Bulleted List or Numbered List button in the Control panel. These buttons let you turn the list on or off and switch between bullets and numbers. You can also make bullets and numbering part of a paragraph style and construct lists by assigning styles to paragraphs.
218 Typography • Alt-click (Windows) or Option-click (Mac OS) either the Bulleted List button . or the Numbered List button 3 In the Bullets And Numbering dialog box, do any of the following: • Change the bullet character. • Change the numbered list options. • Choose a style for the numbers or bullets from the Character Style list.
219 Typography 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. 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.
220 Typography 4 Click Add. Note: The list of bullet characters is stored in the document, like paragraph and character styles. When you paste or load paragraph styles from another document, any bullet character used in those styles appears in the Bullets And Numbering dialog box, along with the other bullets defined for the current document. Remove a bullet character 1 In the Bullets And Numbering dialog box, select Bullets from the List Type menu.
221 Typography Defined lists are often used to track paragraphs for numbering purposes. When you create a paragraph style for numbering, you can assign the style to a defined list, and paragraphs are numbered in that style according to where they appear in the defined list. The first paragraph to appear is given number 1 (“Table 1”), for example, and the next paragraph is given number 2 (“Table 2”), even if it appears several pages later.
222 Typography After you define a list, you can use it in a paragraph style, such as a style for tables, figures, or ordered lists, as well as apply it by way of the Control panel and Paragraph panel. Note: Some lists are defined automatically. For example, when you import a numbered list from a Microsoft Word document, InDesign defines a list automatically for your document. Edit a defined list 1 Choose Type > Bulleted And Numbered Lists > Define Lists. 2 Select a list and click Edit.
223 Typography Multi-level list with numbers and letters marking hierarchy levels To create a multi-level list, define the list and then create a paragraph style for each level you want. For example, a list with four levels requires four paragraph styles (each one assigned the same defined list). As you create each style, you define its numbering format and paragraph formatting. Gabriel Powell provides a video tutorial about creating outlines and multi-level lists at Creating an automatic numbered list.
224 Typography 10 Select Restart Numbers At This Level After to renumber beginning at 1 when a paragraph at this level appears after a paragraph at a higher level; deselect this option to number paragraphs at this level consecutively throughout the list without regard for where the paragraphs appear in the list hierarchy. To restart numbers after a specific level or range of levels, type the level number or range (such as 2-4) in the Restart Numbers At This Level After field.
225 Typography number 1 (or letter A) to a paragraph and makes it the first paragraph in a list. In multi-level lists, this command assigns the first lower-level number to a nested paragraph. Continuing a numbered list Choose Continue Numbering from the context menu or choose Type > Bulleted And Numbered Lists > Continue Numbering. This command resumes numbering a list that was interrupted by commentary, graphics, or nested list items.
226 Typography Creating a table of contents Captions Convert style bullets and numbering to text Aligning text 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).
227 Typography Align paragraphs to a baseline grid When formatting paragraphs in a plain text frame, you might find it particularly useful to align paragraphs to the baseline grid. By default, text in a frame grid is aligned to the embox center, but you can also change individual paragraph grid alignment to align to the roman baseline, the frame grid embox, or the frame grid ICF. The baseline grid represents the leading for body text in a document.
228 Typography To align text in the center of a baseline grid, above or below virtual body, or above or bottom of average printing surface, select an option other than None from the Grid Alignment menu. Align paragraphs to a baseline grid The baseline grid represents the leading for body text in a document. You can use multiples of this leading value for all elements of the page to ensure that text always lines up between columns and from page to page.
229 Typography Before and after applying Balance Ragged Lines to the title 1 Click in the paragraph you want to balance. 2 In the Paragraph panel or Control panel, choose Balance Ragged Lines from the menu. This feature takes effect only when the Adobe Paragraph Composer is selected. This function is only available when Alignment is set to Align Left/Top, Center Justify or Align Right/Bottom and when Adobe Paragraph Composer has been used.
230 Typography Setting line deletion to 2 (left) and 3 (right) 1 Select the paragraph to which you want to apply paragraph gyoudori. 2 Choose Paragraph Gyoudori from the Paragraph panel menu or the Control panel menu. 3 Adjust the leading of the gyoudori paragraph to suit your layout needs. When Paragraph Gyoudori is used to center the paragraph on a number of grid lines, the line spacing of each line is governed by the leading amount, not by the grid aki.
231 Typography 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.
232 Typography Top of horizontal frame (upper left), center alignment (upper right), bottom (lower left), and justified (lower right) Vertical text alignment and justification is calculated from the baseline positions of each line of text in the frame. Keep the following in mind as you adjust vertical alignment: • Align Top/Right is defined as the baseline of the first line of top-aligned text. The First Baseline Offset option in the Text Frame Options dialog box affects this value.
233 Typography 4 In the Vertical Justification section of the Text Frame Options dialog box, choose one of the following options in the Align menu: • To vertically align text down from the top of the frame, choose Top. (This is the default setting.) • To center lines of text in the frame, choose Center. • To vertically align lines of text up from the bottom of the frame, choose Bottom. • To evenly distribute lines of text vertically between the top and bottom of the frame, choose Justify.
234 Typography CJK composition InCopy supports four methods developed for typesetting, including Adobe Japanese Single-line Composer, Adobe Japanese Paragraph Composer, Adobe Paragraph Composer, and Adobe Single-line Composer. Each Composer evaluates possible breaks in CJK and Roman text, and chooses those that best support the hyphenation and justification options specified for a given paragraph.
235 Typography 2 Under Mojikumi Compatibility Mode, do any of the following: • Select Use New Vertical Scaling to use the InDesign CS2 method of vertical scaling. Roman text is typically rotated on its side, whereas CJK text may be upright. In previous versions of InDesign, when you set glyph scaling in the Character panel, the X Scale and Y Scale attributes cause different results depending on the orientation of the characters being scaled.
236 Typography Last updated 6/15/2014
237 Typography Mojikumi Presets Line end all 1/2 em 1 em indent line end uke 1/2 em 1 or 1/2 em indent line end uke 1/2 em Last updated 6/15/2014 1 or 1/2 em indent line end all 1 em
238 Typography Mojikumi Presets 1 em indent line end all no float 1 em indent line end uke no float 1 or 1/2 em indent line end uke no float Last updated 6/15/2014 1 em indent line end all 1/2 em in mojibake
239 Typography Mojikumi Presets Line end uke no float 1 or 1/2 em indent line end period 1 em 1 em indent line end period 1 em line end period 1 em Last updated 6/15/2014
240 Typography Mojikumi Presets TradChinese default SimpChinese default Change mojikumi settings You can edit the settings for spacing that you use a lot, such as the spacing between a period and following opening parenthesis, in a mojikumi set you create. For example, when you want to compress the character spacing for parentheses in the text, from Okoshi yakumono in Yakumono, change the Middle Line setting for Open Parentheses, or Close Parentheses in Uke yakumono.
241 Typography Mojikumi sets that are set to compress parentheses By clicking the triangular to the left of Open Parenthesis, Close Parenthesis, commas, periods, and middle punctuation in each of Okoshi Yakumono, Uke Yakumono and Chuzuki Yakumono within Yakumono, items such as round parentheses, corner brackets, Japanese commas, commas, Japanese periods, periods, nakaguro and colons are displayed, allowing setting of aki for each character type.
242 Typography Edit detailed settings for mojikumi 1 Do one of the following: • Select Type > Mojikumi Settings > Detailed. • In the Paragraph panel or Control panel, choose Advanced Settings From Mojikumi. • Click Detailed in the Mojikumi Settings dialog box. Detailed mojikumi settings 2 Select a mojikumi set to edit from the Mojikumi pop-up menu or click New to create a new set. You can also import a mojikumi set from another document by clicking Import.
243 Typography 7 Specify the order of compression priority in Priority for each class, to determine the order of compression for each. When you specify 1 for any character class, characters given greater values will be processed afterwards, in increasing order of priority, and when you specify None they are processed last. You can assign the same value (1 to 9) in several aki options. 8 From the Indicate Differences menu, specify an option to indicate which mojikumi table is being compared.
244 Typography 4 To add a character to a field, select the field, and do one of the following: • Enter a character in the Add Character box, and click Add to insert in the list box. • In the Add Character pop-up menu, specify the code system (Shift JIS, JIS, Kuten, Big5, GB, Johab, or Unicode), enter the code into the Add Character box and click Add. 5 To delete a character in the list box, select the character and press Backspace (Windows) or Delete (Mac OS).
245 Typography Use rensuuji Rensuuji protects numbers from breaking. Furthermore, this option processes punctuation spacing in number strings according to JIS specifications. Rensuuji is off (Left) and on (Right). 1 Select the text you want to affect. 2 To turn rensuuji on, choose Rensuuji from the Paragraph panel menu or Control panel menu. Absorb ideographic space If a space falls at the end of the line, the space may wrap to the next line, causing an jagged appearance.
246 Typography 2 To turn on hanging, choose one of the following hanging methods from the Kinsoku Hang Type command in the Paragraph panel menu or Control panel menu. None No hanging. Regular When the paragraph is set to justify or justify all lines, positioning is applied to include hanging characters. Forced Forced When the paragraph is set to justify or align on both sides, the hanging characters are first forced to hang before positioning is applied.
247 Typography Change warichu options 1 Select the text you want to affect. 2 Choose Warichu Settings from the Character panel menu or Control panel menu. 3 For Number Of Lines, specify how many lines of text will appear as warichu characters. 4 For Line Spacing, specify the distance between the lines of warichu characters. 5 For Warichu Size, select the size of warichu characters as a percentage of the size of the parent text. 6 To align Warichu characters, select an alignment option.
248 Typography Before tsume (left), and after tsume (right) 1 Select the text to which you want to apply tsume. 2 Input the percentage in Tsume in the Character panel or the Control panel. You can also check which tsume or tracking was applied for each character by highlighting the affected text. Using grid tracking to adjust character spacing One way in which you can compress aki between characters is to specify the line spacing for the frame grid itself and adjusting tracking for placed text.
249 Typography More Help topics Highlight text containing custom kerning and tracking Use mojikumi Set paragraph gyoudori Formatting characters For a video tutorial on formatting characters, see www.adobe.com/go/lrvid4275_id. Apply baseline shift Use Baseline Shift to move a selected character up or down relative to the baseline of the surrounding text. This option is especially useful when you’re hand-setting fractions or adjusting the position of inline graphics.
250 Typography Apply underline or strikethrough 1 Select text. 2 Choose Underline or Strikethrough in the Character panel menu or the Control panel. Change underline or strikethrough options Creating custom underlining is especially useful when you want to create an even underline below characters of different sizes, or for creating special effects, such as background highlighting.
251 Typography Individual characters (top) and ligature combinations (bottom) With OpenType fonts, when you choose Ligatures from the Character panel menu or Control panel menu, InDesign produces any standard ligature defined in the font, as determined by the font designer. However, some fonts include more ornate, optional ligatures, which can be produced when you choose the Discretionary Ligatures command. 1 Select text. 2 Choose Ligatures from the Character panel menu or the Control panel menu.
252 Typography 3 Do any of the following: • In the Swatches panel, click a color or gradient swatch. • In the Stroke panel, specify a weight or other stroke options. (See Stroke panel options .) You can also apply a gradient to text by dragging across the selected text using either the Gradient Swatch tool the Gradient Feather tool . or To create reverse type, you can change the text fill color to white or [Paper] and the frame’s fill color to a dark color.
253 Typography Add transparency effects to text Use the Effects panel to add transparency effects, such as drop shadows, to text. Mike Rankin provides examples about transparency effects at InDesign Eye Candy, Part I. 1 Use the Selection tool to select the text frame. 2 Choose Object > Effects > [effect]. 3 Choose Text from the Settings For menu. You can choose Object if you want the effects you choose to apply to the text frame’s stroke and fill as well as the text inside it.
254 Typography 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.
255 Typography Note: The Sentence Case command assumes that the period (.), exclamation point (!), and question mark (?) characters mark the ends of sentences. Applying Sentence Case may cause unexpected case changes when these characters are used in other ways, as in abbreviations, file names, or Internet URLs. In addition, proper names may become lowercase when they should be uppercase.
256 Typography Determine the appearance of scaled text values When you change the scale of a frame, the text inside the frame is also scaled. For example, when you double the size of a text frame, the text also doubles in size; 20-point text increases to 40 points. David Blatner provides an article about scaled text frames at Making a Magnifying Glass Text Frame in InDesign.
257 Typography Transparency effects Hyphenation and spelling dictionaries Formatting CJK characters Apply shatai to text In traditional typesetting technology, characters were slanted by using a lens to distort the glyphs when being set on film. This oblique style is known as shatai. Shatai is distinct from a simple slant of the glyphs, because it also scales the glyphs.
258 Typography Adjust aki before and after characters 1 Select opening parenthesis or closing parenthesis with the type tool. 2 Choose the amount of aki you want to add from the Mojikumi Before Character or Mojikumi After Character pop-up menu, in the Character panel. For example, if you specify 2bu, half a full-width space is added, and if you specify 4bu, a quarter of a full-width space is added. This aki will not be adjusted when the line is set to full justification.
259 Typography If multiple instances of tate-chu-yoko appear next to each other, use the Non-joiner character to keep them separate. Choose Type > Insert Special Character > Other > Non-joiner. Remove tate-chu-yoko 1 Select the text to which you want to apply tate-chu-yoko. 2 Do one of the following: • Choose and cancel Tate-chu-yoko from the Character panel menu or Control panel menu.
260 Typography 2 Select Ruby > Ruby from the Character panel menu or Control panel menu. 3 Enter the ruby characters in Ruby. 4 Change Ruby settings by clicking an option on the left side of the dialog box and specifying settings. 5 Click OK. Ruby settings The following options appear in the different panels of the Ruby dialog box. Ruby Placement and Spacing • From the Type menu, choose Per-Character or Group Ruby.
261 Typography Adjustment When Ruby Is Longer Than Parent • With Overhang, when the total Ruby width is greater than that of their parent characters, the specified Ruby will overflow widthways into the space above characters either side of the parents. For Japanese, character types compatible with Overhang comply with the JISx4051-1995 specification. • Specify the parent character spacing necessary for attaching ruby in Spacing.
262 Typography Align Specify whether the kenten should be displayed in the center (Center) or to the left (Left) (above for vertical text) of the character's embox. H/Scale and V/Scale Specify the scale for the height and width of the kenten character. 3 To change the color of the kenten, choose Kenten Color from the list box, and then specify the options below: • Select a color swatch from the list box. • Specify the degree of tinting and line weight, as necessary.
263 Typography More Help topics Change the text direction Align paragraphs to a baseline grid Formatting paragraphs For a video tutorial on formatting paragraphs, see www.adobe.com/go/lrvid4276_id. 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.
264 Typography 3 For Drop Cap One Or More Characters , type the number of drop cap characters you want. 4 To apply a character style to the drop cap character, choose Drop Caps And Nested Styles from the Paragraph panel menu, and then choose the character style you created. You can also use the Drop Caps And Nested Styles dialog box to align the drop cap to the text edge, reducing the amount of space on the left side of the drop cap, and adjust for drop cap letters with descenders, such as “g” and “y.
265 Typography Note: If you want both a rule above and below, make sure that Rule On is selected for both Rule Above and Rule Below. 5 Select Preview to see what the rule will look like. 6 For Weight, choose a weight or type a value to determine the thickness of the rule. For Rule Above, increasing the weight expands the rule upwards. For Rule Below, increasing the weight expands the rule downward.
266 Typography Nonbreaking spaces Insert a nonbreaking space (Type > Insert White Space > [nonbreaking space]) between words you want to keep together. Keep Options Choose Keep Options from the Paragraph panel menu to specify how many lines in the following paragraph remain with the current paragraph. Start Paragraph Use Start Paragraph in the Keep Options dialog box to force a paragraph (usually a title or heading) to appear at the top of a page, column, or section.
267 Typography When you create paragraph styles for headings, use the Keep Options panel to make sure that your headings remain with the paragraph that follows them. Create hanging punctuation The Optical Margin Alignment function is for Roman text. For more information on hanging of punctuation marks in CJK text, see Apply kinsoku hanging. Punctuation marks and letters such as “W” can make the left or right edges of a column appear to be misaligned.
268 Typography Format text Use the Control panel to change the appearance of text. When text is selected or when the insertion point is placed in text, the Control panel displays either the character formatting controls or the paragraph formatting controls, or a combination of both, depending on your monitor resolution. These same text formatting controls appear in the Character panel and Paragraph panel. You can also use the Character panel and Paragraphs panel to change the appearance of text.
269 Typography Text formatting precedence To format text with attributes such as font style and text direction, you can use several different methods. For example, you can use the Control panel, frame grid options, or named grids or text styles. If you use more than one method and attributes conflict with each other, InDesign must choose which attribute to use.
270 Typography 3 To deselect the Eyedropper tool, click another tool. To clear the formatting attributes currently held by the eyedropper tool, press Alt (Windows) or Option (Mac OS) while the Eyedropper tool is loaded. The Eyedropper tool reverses direction and appears empty , to indicate that it’s ready to pick up new attributes. Click an object containing the attributes you want to copy, and then drop the new attributes on another object.
271 Typography Use Quick Apply Use Quick Apply to find and apply styles, menu commands, scripts, variables, and most other commands that can be found in the Keyboard Shortcuts dialog box. 1 Select the text or frame to which you want to apply the style, menu command, script, or variable. 2 Choose Edit > Quick Apply, or press Ctrl+Enter (Windows) or Command+Return (Mac OS). 3 Start typing the name of the item you want to apply. The name you type doesn’t need to be an exact match.
272 Chapter 8: Tables Table and cell styles About table and cell styles Just as you use text styles to format text, you can use table and cell styles to format tables. A table style is a collection of table formatting attributes, such as table borders and row and column strokes, that can be applied in a single step. A cell style includes formatting such as cell insets, paragraph styles, and strokes and fills.
273 Tables If a conflict occurs in formatting applied to a table cell, the following order of precedence determines which formatting is used: Cell style precedence 1. Header/Footer 2. Left column/Right column 3. Body rows. For example, if a cell appears in both the header and the left column, the formatting from the header cell style is used. Table style precedence 1. Cell overrides 2. Cell style 3. Cell styles applied from a table style 4. Table overrides 5. Table styles.
274 Tables 8 To specify the formatting attributes, click a category on the left and specify the attributes you want. For example, to assign a paragraph style to a cell style, click the General category, and then choose the paragraph style from the Paragraph Style menu. For cell styles, options that don’t have a setting specified are ignored in the style.
275 Tables Base one table or cell style on another You can create links between similar table or cell styles by creating a base, or parent, style. When you edit the parent style, any changed attribute that appears in the child styles will change as well. By default, table styles are based on [No Table Style], and cell styles are based on [None]. 1 Create a new style. 2 In the New Table Style or New Cell Style dialog box, select the parent style in the Based On menu. The new style becomes the child style.
276 Tables 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.
277 Tables Break the link to table or cell styles When you break the link between tables or cells and the style applied to them, the tables or cells retain their current formatting. However, future changes to that style won’t affect them. 1 Select the cells to which the style has been applied. 2 Choose Break Link To Style from the Styles panel menu.
278 Tables If you remove the stroke and fill from a table, choose View > Extras > Show Frame Edges to display the cell boundaries of a table. Add stroke and fill to cells You can add stroke and fill to cells using the Cell Options dialog box, Stroke panel, or Swatches panel. Add stroke and fill using Cell Options You can determine which cell lines are formatted with a stroke or fill by selecting or deselecting lines in the Preview proxy.
279 Tables 2 Choose Window > Color > Swatches to display the Swatches panel. 3 Make sure the Object button is selected. (If the Text button is selected, the color changes will affect the text, not the cells.) 4 Select a swatch. Add a gradient to cells using the Gradient panel 1 Select the cells you want to affect. To apply a gradient to header or footer cells, select the header or footer row. 2 Choose Window > Color > Gradient to display the Gradient panel.
280 Tables If you want to apply a fill or stroke to every body cell in the table, and not just alternating patterns, you can still use the alternating stroke and fill settings to create such non-alternating patterns. To create such an effect, specify 0 for Next in the second pattern. Before (left) and after (right) alternating fills in a table Add alternating strokes to a table 1 With the insertion point in a cell, choose Table > Table Options > Alternating Row Strokes or Alternating Column Strokes.
281 Tables Selecting and editing tables 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. However, if the selection spans more than one cell, the cells and their contents are both selected.
282 Tables 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. Insert rows and columns You can insert rows and columns using a number of different methods.
283 Tables Insert a row or column by dragging When adding columns, if you drag more than one and one-half times the width of the column being dragged, new columns are added that have the same width as the original column. If you drag to insert only one column, that column can have a narrower or wider width than the column from where you dragged. The same behavior is true of rows, unless the Row Height for the row being dragged is set to At Least.
284 Tables Move within a table using Tab • Press Tab to move to the next cell. If you press Tab in the last table cell, a new row is created. For information on inserting tabs and indents in a table, see Format text within a table. • Press Shift+Tab to move to the previous cell. If you press Shift+Tab in the first table cell, the insertion point moves to the last table cell. The first cell, last cell, previous cell, and next cell differ depending on the writing direction of the story.
285 Tables 2 Choose Edit > Cut or Copy, move the insertion point where you want the table to appear, and then choose Edit > Paste. Convert tables to text 1 Using the Type tool , place the insertion point inside the table, or select text in the table. 2 Choose Table > Convert Table To Text. 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.
286 Tables Editing tables in Story Editor A Table icon B Overset graphic • To expand or collapse the table in Story Editor, click the triangle to the left of the table icon at the top of the table. • To determine whether the table is sorted by rows or columns, right-click (Windows) or Ctrl-click (Mac OS) the table icon and choose Arrange By Rows or Arrange By Columns. • Use Layout view to modify and format the table. You cannot select columns or rows in Story Editor.
287 Tables Editing tables in Story view • To expand or collapse the table in Galley or Story view, click the triangle to the left of the table icon at the top of the table. • To determine whether the table is sorted by rows or columns, right-click (Windows) or Ctrl-click (Mac OS) the table icon and choose Arrange By Rows or Arrange By Columns. • Use Layout view to modify and format the table. You cannot select columns or rows in Galley or Story view.
288 Tables Note: To create, edit, and format tables in Adobe InCopy, make sure you are in Layout view. Create tables A table consists of rows and columns of cells. A cell is like a text frame in which you can add text, inline graphics, or other tables. You can create tables from scratch or by converting them from existing text. You can also embed a table within a table. When you create a table, the new table fills the width of the container text frame.
289 Tables Create a table from existing text Before you convert text to a table, make sure that you set up the text properly. 1 To prepare the text for conversion, insert tabs, commas, paragraph returns, or another character to separate columns. Insert tabs, commas, paragraph returns, or another character to separate rows. (In many instances, text can be converted to a table without having to be edited.) 2 Using the Type tool , select the text you want to convert to a table.
290 Tables You can also copy and paste tabbed text across a selection of table cells. This technique is a great way to replace content while preserving formatting. For example, suppose you want to update the content of a formatting table in a monthly magazine. One possibility is to link to an Excel spreadsheet. However, if your content comes from a different source, you can copy the tabbed text containing the new content, select the range of cells in the formatted InDesign table, and paste.
291 Tables 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 Select the rows at the top of the table to create header rows, or at the bottom of the table to create footer rows.
292 Tables Break tables across frames Create variables for running headers and footers Formatting tables 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.
293 Tables Resize rows or columns without changing the table width • Hold down Shift while dragging an inside row or column edge (not the table boundary). One row or column gets bigger as the other gets smaller. • To resize rows or columns proportionally, hold down Shift while dragging the right table border or bottom table edge.
294 Tables Add text before a table A table is anchored to the paragraphs that immediately precede and follow it. If you insert a table at the beginning of the text frame, you can’t click above the table to place an insertion point. Instead, use the arrow keys to move the insertion point before the table. 1 Place the insertion point at the beginning of the paragraph in the first cell, press the Left Arrow key, and begin typing.
295 Tables 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 Using the Type tool , place the insertion point in or select the cell or cells you want to affect. 2 Choose Table > Cell Options > Text, or display the Table panel.
296 Tables Display the contents of an overset cell ❖ Do one of the following: • Increase the size of the cell. • Change the text formatting. To select the cell’s contents, click in the overset cell, press Esc, and then use the Control panel to format the text. Clip an image in a cell If an image is too large for a cell, it extends beyond the cell borders. You can clip the parts of the image that extend beyond the cell borders.
297 Chapter 9: Printing Printing stories 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. The galley format makes it easy to concentrate on the textual content of a story, and to see the changes made by you and other contributors. 1 Choose File > Print.
298 Printing 3 Specify the following options: • Type the number of copies to print. • Select the paper size from the list. • Choose the paper orientation. • Choose to print all stories or specify the range of pages to print in the Current story. 4 Choose whether or not you want to scale the document. 5 To print the images included in the document, select Print Images. 6 To print facing pages on the same sheet, select Print Spreads.
299 Printing Scale documents When you print from Layout view, you can control how your document pages fit on the chosen paper size by scaling. The maximum page size you can print from a Windows system is 129 by 129 inches. To fit an oversized document on a smaller piece of paper, you can scale the document width and height either symmetrically or asymmetrically. You can also automatically scale the pages to fit the imageable area of the current paper size.
300 Printing Note: InCopy does not support the format used by PDF Writer. If you attempt to print to PDF Writer, you will experience delays or errors in printing. About printer drivers A printer driver lets you directly access printer features from applications on your computer. Having the correct driver ensures that you have access to all of the features a particular printer supports. Adobe recommends using the latest printer drivers, which are listed in the following table.
301 Chapter 10: PDF Exporting to Adobe PDF 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. In contrast, a document exported in Galley or Story view resembles the text-only look that you see in Galley or Story view within InCopy.
302 PDF View PDF After Exporting Opens the PDF file in the latest version of Acrobat currently installed on your computer. For accurate results, make sure that the compatibility option matches the latest version of Acrobat installed. Adobe PDF options for Galley and Story views The PDF Export dialog box contains options specific to Galley and Story views. Stories Exports a single story or multiple stories. Fonts Includes settings for font family and style, type size, and leading for the exported file.
303 PDF Create secure PDF documents You can restrict access to an Adobe PDF file when you export it. When files use security restrictions, any tools and menu items related to those features are dimmed. You can secure a PDF file so that a user password is required to open it and a master password is required to change security settings. If you set any security restrictions in your file, you should also specify a master password; otherwise, anyone who opens the file could remove the restrictions.
304 PDF Adobe PDF is highly effective in print publishing workflows. By saving a composite of your artwork in Adobe PDF, you create a compact, reliable file that you or your service provider can view, edit, organize, and proof. Then, at the appropriate time in the workflow, your service provider can either output the Adobe PDF file directly, or process it using tools from various sources for such post-processing tasks as preflight checks, trapping, imposition, and color separation.
305 PDF 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. Because InCopy uses the lossless ZIP method, data is not removed to reduce file size, so image quality is not affected.
306 Chapter 11: XML Exporting to XML 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.
307 XML 3 For Encoding, select UTF-8, UTF-16, or Shift-JIS (for Japanese characters), and then click Save. InCopy saves the tags as an XML file. More Help topics Create and load XML tags Tagging items Rearrange structured elements Structuring documents for XML 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.
308 XML Structure pane A Triangle to expand or collapse elements B Element C Text snippet D Attribute Additionally, elements may provide this information: Blue diamond A blue diamond on an element icon means that the element is attached to an item on the page; the absence of a blue diamond means that the element has not been attached to a page item. Underline The tag name is underlined if the item on the page to which the element corresponds is selected.
309 XML 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. Graphic element Represents a tagged frame that includes a placed image. Each graphic element includes an href attribute that defines the path or URL to the linked file.
310 XML • You cannot drag a table cell element into a table element or move elements into a table element. ❖ In the Structure pane, do one of the following: • To move an element, drag it to a new location within the structure. A line appears when you drag to indicate where you are inserting the element. The width of the line marks the level within the hierarchy.
311 XML 2 On the Structure pane menu, choose New Parent Element, or right-click (Windows) or Control-click (Mac OS) and choose New Parent Element. 3 Select a tag for the new parent element and click OK. Insert a new parent element quickly by selecting Add Tag in the Tags panel and then clicking a tag in the panel. You can also right-click (Windows) or Control-click (Mac OS) an element you selected in the Structure pane, choose New Parent Element, and then choose an element.
312 XML Show or hide attributes in the Structure pane ❖ Choose Show Attributes or Hide Attributes from the Structure pane menu. You may need to click the triangle icon next to an element to display its attributes. Edit or delete an attribute 1 Select an attribute in the Structure pane. 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.
313 XML InDesign Structure pane with text snippets showing A Processing instruction B Comment Add a comment 1 Select the element about which you will comment. Note: To add a comment to a table, select a table cell element. You can add comments to table cells, not tables. 2 Choose New Comment in the Structure pane menu. 3 Type the comment in the New Comment dialog box. Add a processing instruction 1 Select an element for the processing instruction.
314 XML The DOCTYPE element appears at the top of the Structure pane if a DTD file has been loaded into your document. (DTDs are sometimes loaded automatically when you import an XML file.) To replace the DTD file in a document, delete the existing DTD and then load a new one. Working with DTD files in InDesign A DOCTYPE element from the DTD file (Structure pane) B Locked tag from the DTD file (Tags panel) Load a DTD file When you load a DTD file, InDesign embeds the file in the document.
315 XML To print a DTD file, copy code from the View DTD window and paste it in a text editor. Delete a DTD file ❖ Choose Delete DTD from the Structure pane menu. InDesign deletes the copy of the DTD file stored in the InDesign document, not the original DTD file. Tags that were imported with the DTD file remain in the Tags panel but are unlocked. Validate XML structure When you validate your document, InCopy alerts you if the XML deviates from rules established by the DTD file.
316 XML 2 In the Structure pane, click the Validate button . To change the root element from which InDesign validates, choose DTD Options in the Structure pane menu. 3 To fix errors displayed in the Suggestion pane, either click a suggested fix to try it, or edit the XML structure and tags directly using the Structure pane and the Tags panel. 4 To view other errors, do one of the following: • Click the Left arrow or Right arrow • Click the Error Window button .
317 XML Create an XML tag 1 Choose Window > Utilities > Tags to open the Tags panel. 2 Do one of the following: • Choose New Tag from the Tags panel menu. • Click the New Tag button on the Tags panel. 3 Type a name for the tag. The name must conform to XML standards. If you include a space or an illegal character in the tag name, an alert message appears. 4 Select a color for the tag if you created your tag from the Tags panel menu.
318 XML When tagging page items, note the following: • Text frames must be tagged before you can tag the text inside them. • You can apply only one tag to a frame. • Threaded text frames share a single tag, which applies to all text in the thread, including overset text. • When you tag text within a tagged element (for example, when you tag a paragraph within a tagged story), the text appears as a child element of an existing element in the Structure pane.
319 XML Note: The Map Styles To Tags command tags content automatically, including paragraphs and characters that have been tagged already. To retain existing tags, apply tags manually. 1 Choose Map Styles To Tags from the Tags panel menu or Structure pane menu. 2 For each style in your document, specify the tag that you want it to be mapped to. Map Styles To Tags dialog box 3 To match style names to tag names, click Map By Name.
320 XML Retag a page item Retag an item to replace the existing tag (you don’t need to untag it first). 1 Select the Type tool . 2 Do one of the following: • 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.
321 XML A menu of styles appears for each tag in the Map Tags To Styles dialog box 2 Do any of the following: • To import styles, tags, and mapping definitions from another document, click Load, choose a document, and click Open. • To map tags to styles individually, click the Style column adjacent to a tag, and choose a paragraph or character style from the menu that appears. (The paragraph symbol identifies paragraph styles in the menu; an “A” identifies character styles.
322 XML 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. • To hide color brackets around tagged text, choose View > Structure > Hide Tag Markers.
323 XML Open an XML file in InCopy You can open any existing XML file in InCopy for editing and tagging. Note: You can import Ruby used in XML files when the Ruby is compliant with the W3C standard Ruby definition and uses the InDesign namespaces. InDesign uses the following namespaces. xmlns:aid="http://ns.adobe.com/AdobeInDesign/3.0/_ver3.0" 1 Choose File > Open. 2 Locate and select the XML file you want to use. 3 Click Open. Save an XML file as an InCopy story You can save XML files as InCopy stories.
324 XML Adobe InCopy is one of many applications that can produce and use XML. After you tag content in an InCopy file, you save and export the file as XML so that it can be repurposed in another InCopy file, InDesign file, or another application. In InCopy , you can create XML tags and tag parts of a document even if you’re not experienced with XML. InCopy handles XML programming behind the scenes and creates the XML for you when you export a document in XML format.
325 XML InCopy document formatted with XML tags For more information on using XML in InDesign, visit www.adobe.com/go/learn_id_XMLscript. 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.
326 XML Structure pane (left) and Tags panel (right) A Triangle to expand or collapse elements B Element placed in layout C Text snippet D Element tag The Structure pane lets you view, edit, and manage XML elements. You use the Structure pane in many ways when working with XML. For example, to place imported XML content into the layout, you can drag elements from the Structure pane directly to a page. You also use the Structure pane to adjust the hierarchy of the elements.
327 XML 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). XML rule sets XML rule sets are sets of instructions written in a scripting language (such as JavaScript or AppleScript) that evaluate XML data and take certain actions if that data meets certain conditions.
328 Chapter 12: Keyboard shortcuts Default keyboard shortcuts Adobe® InCopy® provides shortcuts to help you quickly work in documents. Many keyboard shortcuts appear next to the command names in menus. You can use the default InCopy shortcut set, a Microsoft® Word shortcut set, or a shortcut set that you create. You can generate a list of the current keyboard set by choosing Show Set in the Keyboard Shortcuts dialog box. This option is especially useful for printing a copy of your custom shortcuts.
329 Keyboard shortcuts Result Windows Mac OS 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 Select one character to the right/left Shift+Right Arrow/Left Arrow Shift+Right Arrow/Left Arrow Select one word to the right/left C
330 Keyboard shortcuts 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+.
331 Keyboard shortcuts Result Windows Mac OS Increase/Decrease word space kerning five times Ctrl+Alt+Shift+\ or Backspace Command+Option+Shift +\ or Delete Align text left/center/right Ctrl+Shift+L/C/R Command+Shift+L/C/R Justify with last line aligned left Ctrl+Shift+J Command+Shift+J Justify all lines Ctrl+Shift+F Command+Shift+F Insert right indent tab Shift+Tab Shift+Tab Update missing font list Ctrl+Alt+Shift+/ Command+Option+Shift+/ Toggle typographer’s quotes preference Ctrl+A
332 Keyboard shortcuts Keys for finding and changing text This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.
333 Keyboard shortcuts Result Windows Mac OS Open Keep Options dialog box Alt+Ctrl+K Option+Command+K Activate Character panel Ctrl+T Command+T Activate Paragraph panel Ctrl+Alt+T Command+Option+T Keys for the character and paragraph styles This table isn’t a complete list of keyboard shortcuts. It lists only those shortcuts that aren’t displayed in menu commands or tool tips.
334 Keyboard shortcuts Result Windows Mac OS Extend selection to first/last XML node Shift+Home/End Shift+Home/End Go to previous/next validation error Ctrl+Left Arrow/Right Arrow Command+Left Arrow/Right Arrow Automatically tag text frames and tables Ctrl+Alt+Shift+F7 Command+Option+Shift+F7 Other useful keyboard shortcuts 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.
335 Keyboard shortcuts Result Mac OS Open Preferences dialog box Command+K Open Paragraph Styles panel Command+F11 Open Character Styles panel Command+Shift+F11 Open Text Macros panel Control+Command+Shift+F10 Open Swatches panel F5 Show/Hide toolbox Control+Command+F12 Minimize application window Command+M Hide application Command+H More Help topics Use keyboard shortcut sets Last updated 6/15/2014
336 Chapter 13: System requirements System requirements for Incopy System requirements for Incopy Last updated 6/15/2014
