Adobe® InCopy® CC Help
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iii Contents Chapter 1: What’s new Usability and productivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Text changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 Collaboration . . . . . . .
iv INCOPY Contents Chapter 6: Text Using the thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 Using text macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Using editorial notes . . . . .
v INCOPY Contents Chapter 11: PDF Understanding Adobe PDF Exporting to Adobe PDF Chapter 12: XML Working with XML Using XML files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358 . .
1 Chapter 1: What’s new Usability and productivity Enhanced layers The Layers panel in InCopy gives you more control over your documents. You can hide or lock individual page items in a layer. See Use layers. Save performance improvements Close documents and save changes to multiple stories faster than before due to multithreading implementation. Use the Background Tasks panel (Window > Utilities > Background Tasks) to view the progress of ongoing processes.
2 What’s new Tip: Choose Window > Workspace > [New in CS5] to highlight menu commands of new and enhanced features.
3 What’s new See Using Adobe Bridge with InCopy. Document installed fonts In InDesign CS5, if you choose to include the document fonts when using the Package command, InDesign generates a folder named “Document Fonts.” If you open an InDesign or InCopy file located in the same parent folder that this Document Fonts folder is located in, these fonts are automatically installed for you. See Document installed fonts.
6 Creative Cloud Chapter 2: Creative Cloud Adobe® Creative Cloud™ allows you to download, install, and update apps. You can also sync files and fonts, and showcase and discover creative work on Behance. Download and install apps Download, install, and update your Creative Cloud apps. Discover new Creative Cloud apps and install them on your computer. You can browse apps by popularity and design segments. Creative Cloud desktop app is installed automatically when you download a product.
7 Creative Cloud 3 Scroll down to find additional apps. You can also filter by category to find apps that you need.
8 Creative Cloud 4 Click Install or Update. 5 To download and install a previous version of an app, select Previous Version, and then choose a version from the Install menu. For more information on installing CC or CS6 apps, see . The apps, for example Photoshop, Illustrator, are downloaded and installed on your computer. You need to launch them from your computer. For detailed instructions, see . Sync files and folders Sync files from your computer to Creative Cloud and access them from anywhere.
9 Creative Cloud To sync files, do one of the following: • Copy, paste, or move files to the Creative Cloud Files directory on your computer • In an app, choose File > Save or File > Save As and navigate to the Creative Cloud Files directory on your computer. The original files are always on your computer or device. Files are synced via Creative Cloud to all connected devices. You can view your files online on the Creative Cloud Assets page.
10 Creative Cloud You must have a paid Creative Cloud membership or an eligible Typekit account to sync fonts to your desktop computer. The Fonts panel displays fonts synced to your computer. To sync fonts, do the following: 1 In Creative Cloud desktop app, click the Fonts panel. 2 Click Add Fonts from Typekit. A Typekit window opens in your browser. 3 In the Typekit window, move your mouse over a font card and click + Use Fonts. 4 Select the fonts from the selected family and click Sync selected fonts.
11 Creative Cloud 1 On the Stock tab, enter keywords for the stock image search and click Go. 2 If prompted, provide your date of birth and click Update. You are taken to an Adobe Stock website page that displays stock images relevant to your search.
12 Creative Cloud Adobe Stock and Creative Cloud Libraries Once you've found a stock image of interest, you can add its watermarked preview to any of your libraries directly using the Adobe Stock website. Then, in Creative Cloud apps that support Libraries—Photoshop, lllustrator, InDesign, Premiere Pro, and After Effects—you can drag the watermarked stock image from the Libraries panel to your creative project.
13 Creative Cloud For more information, see . Share and discover work on Behance Showcase & discover creative work on Behance. As a member, you can create a portfolio of your work and broadcast it widely and efficiently. Or, explore the latest creative work on a global scale by browsing featured or popular work across fields. • Login or sign up to access your Behance Activity Feed, Portfolio, and Share & Discover New Work. If you already have an account, you'll be prompted to log in.
14 Creative Cloud For more information, see Share on Behance or visit the Adobe Behance Forum. Home and activity feed The Activity Stream on the Home panel contains your interactions with Creative Cloud. Events and activities, such as new app availability, updates, and installation status are displayed here.
15 Creative Cloud Preferences Choose > Preferences to open the Preferences screen. • To sign out of the Creative Cloud desktop app, click General and then click Sign Out. • Select the Show notifications setting. • Select Always Keep Creative Cloud Desktop Up To Date to enable automatic updates. • Enable Login to AEM Assets to connect to your AEM Assets repository. For more information, see Work with AEM Assets . • Select Creative Cloud and use the Apps tab to specify App Language and Install Location.
16 Creative Cloud Browse, sync, and manage assets Your Adobe Creative Cloud account comes with online storage so that your files are available to you anywhere and on any device or computer. You can preview many creative file types directly in a web browser on your computer, tablet, or smartphone. These file types include: PSD, AI, INDD, JPG, PDF, GIF, PNG, Photoshop Touch, Ideas, and others. Adobe Creative Cloud for desktop keeps all the files in sync.
17 Creative Cloud All: shows all files synced with Creative Cloud Files directory Shared: shows files shared between you and other Creative Cloud users Archived: shows deleted files Similarly, you can browse assets created using Creative Cloud mobile apps under Mobile Creations, where the assets are further categorized based on the creating mobile app. For information about Libraries, see .
18 Creative Cloud Note: Filenames that contain special characters such as |, ", ?, <, >, /, *, or : are not synced. Neither do files with reserved names, such as AUX or Com1. If you receive an error, rename the file to sync it to Creative Cloud. For more information, see Error: Unable to Sync Files . Additionally, you can upload files directly to the Creative Cloud Assets page using any of the following methods.
19 Creative Cloud Drag and drop assets from your desktop to the Creative Cloud Assets page. Replace a file Uploading the file again, creates a version of the file and replaces the existing file with a new one. Creative Cloud also keeps a copy of every change you make to a file and sync through Photoshop Touch, Adobe Ideas, and the Creative Cloud desktop app. To replace a file, using the Creative Cloud Assets page, do the following: 1 Navigate to and open the file for viewing.
20 Creative Cloud Archived files continue to occupy online storage. You can permanently delete or restore files from the Archive folder. Permanently deleting the files frees up the storage quota. Permanently delete or restore files Deleting assets permanently is a two-step process: 1 Archive a file from your Creative Cloud Files directory on your desktop, Creative Cloud enabled touch apps, or the Creative Cloud Assets page. Archived files move to the Archived category under My Assets > Files.
21 Creative Cloud The Creative Cloud syncs up to 1 GB of overflow from any device. After that, the desktop app stops syncing new files and notifies that you are over quota. A red exclamation point marks any files that are unable to upload. You can still move, rename, or delete files. To continue to sync files, permanently delete other files to free up space. Note: A small portion of storage is used for administrative purposes. Therefore, the actual storage space is slightly less than allocated.
22 Creative Cloud • Adobe Creative Cloud Status • Error: Unable to Sync Files • Versioning FAQ Add fonts from Typekit Typekit is a subscription service offering access to a vast library of fonts for use in desktop applications and on websites. A Typekit Portfolio plan is included with your Creative Cloud subscription, and free Creative Cloud members have access to a selection of fonts from Typekit for web and desktop use.
23 Creative Cloud From a Typekit integrated app: In the applications' font menu, click Add Fonts from Typekit. A browser window is launched directly from within the app.
24 Creative Cloud Directly on Typekit.com website: Use your Adobe ID and password to sign in to Typekit.com. You can browse for fonts, and filter down to desired fonts. The availability of a particular font is indicated on the font card.
25 Creative Cloud A Web and Desktop B Web Click an individual font's card to see more details about the typeface, including type specimens for all available weights and styles. Click Use Fonts. In the Use This Family window, specify where you’d like to sync the font to your desktop or add it to a kit for use on the web.
26 Creative Cloud Select the styles you need from the font family and then click Sync Selected Fonts. The fonts are synced to all computers where you've installed the Creative Cloud application. To view fonts, open Creative Cloud application and click theFontspanel.
27 Creative Cloud Use synced fonts To use the fonts you’ve synced, simply open any desktop application and go to the font menu. You will see your synced fonts in the list of options. Some desktop applications like Microsoft Office may require a restart after a new font has been synced.
28 Creative Cloud Work with fonts from Typekit in Illustrator CC Work with fonts from Typekit in After Effects CC Work with fonts from Typekit in Photoshop CC Manage sync fonts You can view synced fonts on your computer using the Fonts panel in Adobe Creative Cloud app or on Typekit.com account. Remove synced fonts To remove synced fonts from your computer: 1 In Adobe Creative Cloud Fonts panel, click Manage Fonts. The Synced Fonts page opens in a browser window. You can also log in to Typekit.
29 Creative Cloud Turn off Typekit You can enable or disable Font Sync. Disabling Font Sync will stop syncing fonts and remove any synced fonts from your computer. 1 In the Creative Cloud desktop app, choose > Preferences> Creative Cloud. 2 Click Fonts. 3 To enable or disable font sync, select either On or Off from the Typekit On/Off settings. Use Typekit while offline If you go offline while the Creative Cloud application is running and signed in, any synced fonts will still be available to use.
30 Creative Cloud To access Market, you'll first need to install the Creative Cloud for desktop application or a supported mobile app such as Adobe Photoshop Sketch. For instructions to download, see Creative Cloud for desktop. Watch and learn more in this short video tutorial: Access Creative Cloud Market design assets . Discover and download creative assets You can browse thousands of high-quality assets from within the Creative Cloud for desktop app. Choose Assets > Market.
31 Creative Cloud 3 To search for assets, click and enter a search term.
32 Creative Cloud You can filter and sort the search results. 4 Click an asset thumbnail to view additional information and the details for the asset. 5 Click Download and choose a Library to download the asset to. You can also create a new library. For more information, see . In addition to the Library, the Assets are also automatically downloaded to the Market Downloads folder in your main Creative Cloud Files folder.
33 Creative Cloud FAQs Do I need a Creative Cloud membership? Creative Cloud Market is available to all paid Creative Cloud members. Single app and complete members with any plan—single user, Team, Education, or Enterprise—are eligible. Users can access Creative Cloud Market through Creative Cloud for desktop app. Creative Cloud Photography plan members are not eligible to access Market through Creative Cloud for desktop.
34 Creative Cloud No. While the assets are royalty-free for eligible Creative Cloud members to use in their publications, productions, and projects, you cannot share or redistribute the assets. How does Adobe source content for Creative Cloud Market? Adobe sources content from the best creative talent in the industry direct from Behance, the leading free online platform to showcase & discover creative work.
35 Creative Cloud Extract is powered by Creative Cloud, and is available to you at various places in the PSD design to code workflow. Using Extract gives you the freedom to choose wherever you're the most comfortable with the tools and technologies, and enables you to transform your design to reality. • Designers can work in the familiar environment of Photoshop CC to define and extract image assets from layers or layer groups.
36 Creative Cloud Extract in Creative Cloud Assets Web designers can share PSDs directly from Creative Cloud Assets in the browser, so that developers can quickly extract design information — colors, gradients, fonts, text, CSS, and more — that helps them turn the comp into code. Plus, they can export optimized PNG, SVG, and JPG images for the web. Extract for Brackets (Preview) Extract integration in Brackets brings the power of Extract to a lightweight, modern code editor.
37 Creative Cloud Creative Cloud Libraries Creative Cloud Libraries makes your favorite assets available to you anywhere. Create images, colors, text styles, and more in several Creative Cloud desktop applications and mobile apps, and then easily access them across other desktop and mobile apps for a seamless creative workflow. Creative Cloud Libraries connects to your Creative Profile, putting the creative assets you care about at your fingertips.
38 Creative Cloud You can organize design assets into multiple Creative Cloud Libraries. These may be based on projects, types of assets, or even your personal favorites that you reuse to create your signature style. Reuse and create Reuse and create designs and artwork by using objects from Creative Cloud Libraries.
39 Creative Cloud Overview: Work with Creative Cloud Libraries Add to library Creative Cloud Libraries provide a mechanism to capture design assets from a variety of apps, and is not limited to desktop applications. You can capture inspiration, whenever it strikes, using the family of Creative Cloud mobile apps or even download assets from the Creative Cloud Market. Mobile You can add assets to your library using a growing family of Adobe mobile apps. Consult to understand how.
40 Creative Cloud Adobe Stock and Creative Cloud Libraries Adobe Stock is deeply integrated with Creative Cloud Libraries. You can add a watermarked preview of a stock image to any of your libraries directly using the Adobe Stock website. Then, in Creative Cloud apps that support Libraries— Photoshop, lllustrator, InDesign, Premiere Pro, and After Effects—you can drag the watermarked stock image from the Libraries panel to your creative project.
41 Creative Cloud If you use an InDesign text style asset in Illustrator or Photoshop, those applications will attempt to map the properties of the asset with the properties for text styles available in the host application. Any properties not found in the host application are ignored. Where are the assets stored? Your assets are stored locally on your device and synchronized with Creative Cloud. Can I share a library with others? Yes. See .
42 Creative Cloud To collaborate with co-workers (share assets with read-write access), see . To share your work and seek feedback from a wider network of creatives, see Share your work on Behance . To share links to files or folders with others, do the following: 1 On the Creative Cloud Assets page, navigate to a file or folder to share. 2 From the Share menu, choose Send Link. 3 The file is shared and a short public URL is created.
43 Creative Cloud 5 Click Send Link. An email is sent to the recipients with the link (short URL) to access the shared file or folder. Clicking the short URL opens the shared file or folder in a web browser. Recipients don't have to be Creative Cloud members to view or access publicly shared files and folders.
44 Creative Cloud More Help topics Get started with Creative Cloud Assets Collaborate with others Share on Behance Collaborate on folders and libraries You can collaborate with other users and share a folder or library from your Creative Cloud account with specified Creative Cloud users. All invited users can then work co-operatively with the assets in the shared folder or library. Collaborators can view, edit, rename, move, or delete contents of the shared folder or library.
45 Creative Cloud For more information about libraries in Creative Cloud, see . To share your work and seek feedback from a wider network of creatives, see Share your work on Behance . Collaborate on folders Add collaborators 1. You can share a folder, either using the website or using the Creative Cloud Files folder on your desktop. Do one of the following: Website From the folder menu, choose Collaborate. If you’re viewing the contents of a folder, choose Share > Collaborate.
46 Creative Cloud 2. In the Collaborators pop-up widget, enter an email address. To invite multiple collaborators, enter a list of email addresses separated by a comma or semicolon. Click Invite. Your collaborators receive an email inviting them join the collaboration. Existing Creative Cloud members also receive a notification via the Creative Cloud desktop app and website. Note: Collaborators will need an Adobe ID; if they don't have one already, they can create one when they accept the invitation.
47 Creative Cloud Click Manage Collaborators to open the Collaborators pop-up widget. • To invite another user, enter an email address and click Invite. • To remove a user, click the X icon next to the user and click Remove Access (if the collaborator has accepted the invitation) or Remove Invitation (if the collaborator hasn't accepted the invitation yet).
48 Creative Cloud Note: Simply select the folder from the Files folder context-menu to begin synchronizing it again.
49 Creative Cloud Collaborate on libraries Creative Cloud Libraries connects to your Creative Profile, putting the creative assets you care about at your fingertips. Your Creative Profile moves with you from app-to-app while automatically surfacing your assets in the right apps and at the right time for your projects. You can share libraries with collaborators using the Creative Cloud website or from within Creative Cloud apps. For a list of Creative Cloud apps currently supporting Libraries, see .
50 Creative Cloud Your collaborators receive an email message inviting them join the collaboration. Existing Creative Cloud members also receive a notification via the Creative Cloud desktop app and website. Manage collaborators The Collaborators dialog displays the status of the invites. Collaborators who haven't yet accepted the invite have Invited displayed next to their names/email IDs. Once a collaborator has accepted the invite, this string is no longer displayed.
51 Creative Cloud By default, the Adobe CC Desktop application is started when you log in to your computer. 2 Click the Apps panel. To launch an installed app, click Open. Note: For a few apps, such as Touch App Plugins or Gaming SDK, the launch from the Creative Cloud Desktop application feature is not available. To launch such apps, use the alternate method described below. Launch apps from installed location Mac OS The Creative Cloud Desktop app downloads and installs apps in the Applications folder.
52 Creative Cloud For easier access to the apps, you can drag the icon to the Dock. For more information, see Mac Basics: The Dock on the Apple website. Launchpad The Launchpad is the fastest way to find and launch apps on your Mac. Open Launchpad, and then click the app to launch it. You can also filter the list to locate the app quickly.
53 Creative Cloud For more information, see Mac Basics: Launchpad on the Apple website. For easier access to the apps, you can drag the icon to the Dock. Windows The Creative Cloud Desktop app downloads and installs the apps in the Program Files folder. It also creates shortcuts in the Start screen or the Start menu. Windows 8 App shortcuts are added to the Windows product menus. Choose Start > All Programs and then click the app.
54 Creative Cloud For easier access, you can also pin the shortcut to the Taskbar. Choose Start > All Programs, and right-click the application name and choose "Pin to Taskbar". Windows 7 Launch the installed apps from the Start screen. You can access the Start screen by using the Windows key or icon. Scroll the screen to locate the app and then click to launch it. For more information, see Start Screen tutorial on the Microsoft website.
55 Creative Cloud Purchase a Creative Cloud for teams membership You can purchase a Creative Cloud for teams membership either directly from Adobe.com or join the VIP program via a reseller. • Directly from Adobe.com: https://creative.adobe.com/plans?plan=team • From a reseller: http://www.adobe.com/volume-licensing/vip-resellers.html The Adobe ID used to purchase the Creative Cloud for teams membership is designated as the primary admin.
56 Creative Cloud To assign a license to a single user: 1 Click Unassigned Licenses in the left navigation pane to open the Unassigned Licenses tab. 2 Click Assign User in the Name column. The Assign User dialog box is displayed. 3 Enter the user's email address and click Assign User. You can also choose to include the name of the user along with a personal message before sending the invitation. An email invitation is sent to the user.
57 Creative Cloud Resend Invitation If a user hasn’t accepted an invitation to join the team, the invitation status appears in the list of Pending Users. If you want to resend the invitation, you can revoke the pending invitation and invite the user again. To resend the invitation: 1 Click Pending Users in the left navigation pane to open the Pending Users tab. 2 Click X for the user to whom you want to resend the invitation. 3 Click Remove user.
58 Creative Cloud Export users to CSV • If you are using Safari, Chrome, or Firefox, click here and follow the steps. • In the top toolbar, click Export CSV. The csv file is downloaded. Open the file to see the list of users. For multi-byte languages (CJK - Chinese, Japanese, Korean) on Mac, do the following to open the downloaded CSV file: 1 Launch Microsoft Excel and open an Excel Workbook. 2 On the File menu, choose Import. In the Import dialog, click the Text file radio button and then click Import.
59 Creative Cloud Remove a user You can choose to remove a user from your team. The assigned license is then available to be assigned to another user. 1. To remove a user, click X corresponding to the user in the All Licenses tab. 2. Click Removeuser. The license is now unassigned. This unassigned license is moved to the Unassigned Licenses tab - the number of unassigned licenses is increased by 1. Note: All end-user files stored on the available cloud storage are dictated by the EULA.
60 Creative Cloud Remove licenses A license is committed for one year or prorated to the anniversary. Therefore, you must maintain the committed number of licenses until your anniversary date. If you have purchased your Creative Cloud for teams membership directly from Adobe.com, you can remove licenses, however, a cancelation fee will be charged. Contact Adobe Customer Support for details.
61 Creative Cloud Troubleshooting Ask the Experts Contact Support (sign in for premium support options) See Also • • Troubleshoot installation and download • Creative Cloud FAQ • Adobe ID FAQ Last updated 6/13/2015
62 Chapter 3: 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.
63 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. • (Illustrator, InCopy, InDesign, Photoshop) To hide or show all panels except the Tools panel and Control panel, press Shift+Tab.
64 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.
65 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. You can prevent panels from filling all the space in a dock. Drag the bottom edge of the dock up so it no longer meets the edge of the workspace. Move panels As you move panels, you see blue highlighted drop zones, areas where you can move the panel.
66 Workspace Press Ctrl (Windows) or Command (Mac OS) while moving a panel to prevent it from docking. Press Esc while moving the panel to cancel the operation. Add and remove panels If you remove all panels from a dock, the dock disappears. You can create a dock by moving panels to the right edge of the workspace until a drop zone appears. • To remove a panel, right-click (Windows) or Control-click (Mac) its tab and then select Close, or deselect it from the Window menu.
67 Workspace • To collapse or expand all panel icons in a column, click the double arrow at the top of the dock. • To expand a single panel icon, click it. • To resize panel icons so that you see only the icons (and not the labels), adjust the width of the dock until the text disappears. To display the icon text again, make the dock wider. • To collapse an expanded panel back to its icon, click its tab, its icon, or the double arrow in the panel’s title bar.
68 Workspace 3 (Photoshop, InDesign) Under Capture, select one or more options: Panel Locations Saves the current panel locations (InDesign only). Keyboard shortcuts Saves the current set of keyboard shortcuts (Photoshop only). Menus or Menu Customization Saves the current set of menus. Display or switch workspaces ❖ Select a workspace from the workspace switcher in the Application bar. In Photoshop, you can assign keyboard shortcuts to each workspace to navigate among them quickly.
69 Workspace Show Thumbnails On Place When you place a graphic, a thumbnail of the image appears in the loaded graphics cursor. Similarly, a thumbnail of the first few lines of text appears in the loaded text cursor. Deselect this option if you don’t want thumbnails to appear when placing graphics or text. Show Transformation Values When you’re creating, sizing, or rotating an object, the cursor displays the [x,y] coordinates, width and height, or rotation information.
70 Workspace • To combine toolbars, click the gripper area of a toolbar, and drag the toolbar on top of another or along the same edge of the application window (Windows®) or screen (Mac OS®). • To switch a toolbar to a floating panel, click the gripper area of the toolbar and drag the toolbar away from the edge of the application window (Windows) or screen (Mac OS). • To separate a grouped toolbar, click the gripper area of the toolbar, and drag the toolbar away from the group.
71 Workspace 2 Click Save As, type the name of the menu set, and click OK. 3 From the Category menu, choose Application Menus or Context & Panel Menus to determine which menus are customized. 4 Click the arrows to the left of the menu categories to display subcategories or menu commands. For each command you want to customize, click the eye icon under Visibility to show or hide the command; click None under Color to select a color from the menu. 5 Click Save, and then click OK.
72 Workspace View shortcuts 1 Choose Edit > Keyboard Shortcuts. 2 For Set, select a shortcut set. 3 For Product Area, select the area containing the commands you want to view. 4 From Commands, select a command. The shortcut appears in the Current Shortcuts section. Generate a list of shortcuts 1 Choose Edit > Keyboard Shortcuts. 2 Select a shortcut set from the Set menu. 3 Click Show Set. A text file opens with all current and undefined shortcuts for that set.
73 Workspace Galley, Story, and Layout view overview InCopy offers three views of a story: Galley, Story, and Layout. These terms correspond to the terms used in traditional publishing. Galley view Displays text with line breaks established in the corresponding Adobe InDesign® document. If text doesn’t fit into the assigned layout space, an overset indicator marks the point at which the InCopy text exceeds the space.
74 Workspace 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. Switch between Galley, Story, or Layout view ❖ Do either of the following: • Choose the view from the View menu.
75 Workspace About Galley view Galley view provides an environment for efficient text processing; text is easy to read and annotate. You can also use Galley view to perform copyfitting and other production-related tasks. When you open an InDesign document in InCopy, working in Galley view is analogous to working with galley proofs in traditional typesetting.
76 Workspace Override Preview Font Enables you to display one additional font using the correct typeface in the Galley and Story view. InCopy automatically displays the Symbol, Zapf Dingbats, Webdings, and Wingdings® fonts accurately, overriding the display font you’ve chosen. Enable Anti-aliasing Smooths the jagged edges of type and bitmap images by softening the color transition between edge pixels and background pixels. Because only the edge pixels change, no detail is lost.
77 Workspace Note: To aid in copyfitting, the depth of overset text is also calculated and displayed. 1 Click the Galley or Story tab at the top of the editing area. 2 Do either of the following: • To show or hide the depth ruler, choose View > Show/Hide Depth Ruler. • To show or hide the information column, choose View > Show/Hide Info Column. Layout view overview In Layout view, you see text and other elements exactly as they are formatted and positioned in an InDesign document.
78 Workspace Show or hide frame edges Hiding frame edges also hides the X in an empty graphics frame. ❖ In Layout view, choose View > Extras > Show Frame Edges or View > Extras > Hide Frame Edges. View documents Use the Zoom tool or View options to zoom in on or out of documents. Zoom in or out In Layout view, you can magnify or reduce the view of a page. The application bar displays the zoom percentage.
79 Workspace The document zooms out so that you can see more of the spread. A red box indicates the view area. 3 With the mouse button still held down, drag the red box to scroll through the document pages. Press arrow keys or use the mouse scroll wheel to change the size of the red box. 4 Release the mouse button to zoom in on the new area of the document. The document window returns to its original zoom percentage or to the size of the red box. Magnify by dragging 1 Select the Zoom tool .
80 Workspace 3 To share your screen, click the Share My Computer Screen button at the center of the ConnectNow application window. For complete instructions on using ConnectNow, see Adobe ConnectNow Help. For a video tutorial about using ConnectNow, see Using ConnectNow to share your screen (7:12). (This demonstration is in Dreamweaver.
81 Workspace 4 Do one of the following: • To save the recovered data, choose File >Save As, specify a location and a new filename, and click Save. The Save As command keeps the recovered version that includes the automatically recovered data; the word [Recovered] disappears from the title bar.
82 Workspace Move through a document with the Hand tool Some options for moving around within a story depend on whether you’re working in Galley, Story, or Layout view. In Galley and Story view, you must use the scroll bars to see text that doesn’t fit in the view. In Layout view, you can also use the Hand tool, page buttons, and commands. ❖ In Layout view, select the Hand tool , and then drag the document to move it. To use power zoom when the Hand tool is selected, hold down the mouse button.
83 Workspace Reorder InCopy stories When you open an assignments file or an InDesign document, you can change the order of the stories in Galley or Story view. Reordering stories doesn’t affect their layout position. 1 Make sure that you are in Galley or Story view. 2 Drag the story’s title to a new location.
84 Workspace 2 Change any menu items or panel or dialog box settings. Restore all preferences and default settings ❖ Do one of the following: • (Windows) Start InCopy, and then press Shift+Ctrl+Alt. Click Yes when asked if you want to delete the preference files. • (Mac OS) While pressing Shift+Option+Command+Control, start InCopy. Click Yes when asked if you want to delete the preference files.
85 Chapter 4: InCopy documents Using an InCopy workflow In Adobe® InCopy®, you can create stand-alone documents, or you can work with documents that are linked to Adobe® InDesign®. When you work with linked documents, you can have more than one InCopy story in an InDesign file, depending on your workflow system. Writers, editors, and designers can work simultaneously on the same InDesign document, without overwriting each other’s work.
86 InCopy documents • Linked content is managed by your workflow system, where it is locked for access control. Your system might offer several options for opening a linked story, such as checking out each InCopy file so that you alone can work on it. For instructions, see your workflow system documentation or ask your system administrator, or check out content using InCopy if your workflow uses the InCopy LiveEdit Workflow plug-ins.
87 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.
88 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.
89 InCopy 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. However, if the story is later linked to an InDesign document, the InDesign settings override the settings used in InCopy. Note: You can also click Save Preset to save document settings for future use.
90 InCopy documents Define custom document presets You can create custom document settings and then share them with others in your workgroup to save time and ensure consistency when creating similar documents. 1 Choose File > Document Presets > Define. 2 Do one of the following: • To create a new preset, click New and specify a name for the preset. • To base a preset on an existing one, select a preset from the list and click Edit.
91 InCopy documents Scripting in InCopy Scripting is a great tool for performing a variety of tasks. A script can be as simple as an automated common task or as complex as an entire new feature. You can create your own scripts, and you can run scripts that other people have created. Use the Scripts panel (Window > Utilities > Scripts) to run scripts within InCopy. For more information about scripting, see the InCopy Scripting Guide on the Adobe website.
92 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.
93 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 .
94 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 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.
95 InCopy documents Place a graphic in an InCopy document 1 Do one of the following: • To place a graphic in a standalone InCopy document, place the insertion point in the text frame. • To place a graphic in a linked document, make sure the graphics frame is checked out to you. The Editing icon appears in the upper left corner of the frame. 2 Choose File > Place and select a graphics file.
96 InCopy documents Encapsulated PostScript (.eps) import options When you place an EPS graphic (or a file saved with Illustrator 8.0 or earlier) and select Show Import Options in the Place dialog box, you’ll see a dialog box containing these options: Read Embedded OPI Image Links This option tells InCopy to read links from OPI comments for images included (or nested) in the graphic.
97 InCopy documents Profile If Use Document Default is selected, leave this option unchanged. Otherwise, choose a color source profile that matches the gamut of the device or software used to create the graphic. This profile enables InDesign to properly translate its color to the gamut of the output device. Rendering Intent Choose a method for scaling the color range of the graphic to the color range of the output device.
98 InCopy documents When you place a PDF (or a file saved with Illustrator 9.0 or later) and select Show Import Options in the Place dialog box, you’ll see a dialog box containing the following options: Show Preview Preview a page in the PDF before you place it. If you’re placing a page from a PDF that contains multiple pages, click the arrows, or type a page number under the preview image to preview a specific page.
99 InCopy documents A Media B Trim C Bleed D Content E Crop F Art Transparent Background Select this option to reveal text or graphics that fall beneath the PDF page in the InCopy layout. Deselect this option to place the PDF page with an opaque white background. If you make the background transparent in a frame containing a PDF graphic, you can make it opaque later by adding a fill to the frame. InDesign (.
100 InCopy documents 2 Choose Object > Fitting and one of the following options: Fit Content To Frame Resizes content to fit a frame and allows the content proportions to be changed. The frame will not change, but the content may appear to be stretched if the content and the frame have different proportions. Center Content Centers content within a frame. The proportions of the frame and its content are preserved.
101 InCopy documents A slightly different version of the Modified icon appears when a graphic is modified and one or more instances are updated while others are not. Missing The graphic is no longer in the location from which it was imported, although it may still exist somewhere. Missing links can happen if someone deletes the original file or moves it to a different folder or server after it’s been imported. You can’t know whether a missing file is up to date until its original is located.
102 InCopy documents Change the Links panel rows and thumbnails 1 Choose Panel Options from the Links panel menu. 2 For Row Size, select Small Rows, Regular Rows, or Large Rows. 3 For Thumbnails, determine whether thumbnail representations of the graphics appear in the Name column and in the Link Info section at the bottom of the Links panel. 4 Click OK. Display link information The Link Info section of the Links panel lists information about the selected linked file.
103 InCopy documents Modified links are also called “out of date” links. ❖ In the Links panel, do one of the following: • To update specific links, select one or more links marked with the modified-link icon Link button , or choose Update Link from the Links panel menu. . Then click the Update • To update all modified links, choose Update All Links from the Links panel menu, or select a modified link and Alt-click (Windows) or Option-click (Mac OS) the Update Link button.
104 InCopy documents • To let InCopy attempt to resolve missing links, choose Utilities > Search For Missing Links from the Links panel menu. This command is dimmed if the document contains no missing links. Specify a default Relink folder 1 In the Preferences dialog box, select File Handling.
105 InCopy documents Replace an imported file using the Place command 1 Do one of the following: • To replace the contents of a graphics frame, such as an imported graphic, use the Selection tool frame. to select the To replace the contents of a graphics frame, such as an imported graphic, use the Position tool to select the image. • To replace the contents of a text frame, use the Type tool to click an insertion point in a text frame, and choose Edit > Select All. 2 Choose File > Place.
106 InCopy documents Control layer visibility in imported images When you import Photoshop PSD files, layered PDFs, and INDD files, you can control the visibility of top-level layers. Adjusting layer visibility in InCopy lets you vary an illustration depending on context. For example, in a multilanguage publication, you can create a single illustration that includes one text layer for each language.
107 InCopy documents If you accidently replace an existing graphic with an image you’re placing, press Ctrl+Z (Windows) or Command+Z (Mac OS) to return the original image to the frame and display the loaded graphics icon. Set layer visibility for placed AI, PSD, PDF, and INDD files After you place a Photoshop PSD or layered PDF, an Illustrator AI file, or an InDesign INDD file, you can control the visibility of its layers by using the Object Layer Options dialog box.
108 InCopy documents More Help topics Keys for moving and transforming graphics Links panel video Importing Adobe Illustrator graphics Create a layered PDF in Adobe Illustrator Importing Adobe Photoshop (.PSD) files About layers Place (import) graphics Including metadata in a story Work with metadata Metadata is a set of standardized information about a file, such as author name, resolution, color space, copyright, and keywords applied to it.
109 InCopy documents Add metadata using the File Info dialog box The File Info dialog box displays camera data, file properties, an edit history, copyright, and author information of the current document. The File Info dialog box also displays custom metadata panels. You can add metadata directly in the File Information dialog box. Any information you enter in a field overrides existing metadata and applies the new value to all selected files.
110 InCopy documents 2 Choose Export from the pop-up menu at the bottom of the dialog box. 3 Type a filename, choose a location for the file, and click Save. To view metadata templates in Explorer (Windows) or the Finder (Mac OS), click the pop-up menu at the bottom of the File Info dialog box and choose Show Templates Folder.
111 InCopy documents If you’ve set the display performance of any images separately, you can override the settings so all objects use the same settings. 1 Choose View > Layout View. 2 Choose View > Display Performance, and select an option from the submenu. 3 To force objects that you have set individually to display using the document setting, deselect View > Display Performance > Allow Object-Level Display Settings. (A check mark indicates it is selected.
112 InCopy documents Set default display performance The Display Performance preferences let you set the default display option, which InCopy uses for every document. You can change a document’s display performance using the View menu, or change the setting for individual objects using the Object menu. For example, if you work on projects that contain numerous high-resolution photos (such as a catalog), you may prefer to have all your documents open quickly. You can set the default display option to Fast.
113 InCopy documents Note: In this mode, page contents are not isolated from the background; therefore, objects with blend modes other than Normal might appear different in other applications and final output. Medium Quality Displays low-resolution drop shadows and feathers. This mode is recommended for most work unless the document is particularly transparency-heavy, or has many transparency effects.
114 InCopy documents Document setup options for frame grids When Frame Grid is selected for Text Area in the New Document or Document Setupdialog box, the following options are available: Vertical and Horizontal Grid Scaling Specify the grid scaling for full-width Japanese characters in percentage. Char Aki Specify the spacing between characters. This value is used for the grid mesh spacing. Line Aki Enter a value to specify the grid line spacing.
115 InCopy documents 3 Click OK. More Help topics Work with stand-alone documents Frames, grids, rulers, and guides About frames in InCopy files As in Adobe InDesign, all InCopy text and graphics appear inside frames. For linked documents, InDesign controls the frame placement and design for a publication. You can see the frame structure of the InDesign document in InCopy Layout view.
116 InCopy documents You can set up different measurement systems for horizontal and vertical rulers. For example, many newspapers measure horizontal layouts in picas and vertical text stories in inches. The system you select for the horizontal ruler governs tabs, margins, indents, and other measurements. Each spread has its own vertical ruler; however, all vertical rulers use the same settings you specify in the Units & Increments section of the Preferences dialog box.
117 InCopy documents To specify: Type these letters after the value: Examples Result Q q 6q 6Q Ha h 6h 6 Ha Inches i 5.25i 5 1/4 inches in 5.25in inch 5.25inch " 5.
118 InCopy documents Adjust the zero point When you move the zero point, it moves to the same relative location in all spreads. For example, if you move the zero point to the top left corner of the second page of a page spread, it will appear in that position on the second page of all other spreads in the document. ❖ Do one of the following: • To move the zero point, drag from the intersection of the horizontal and vertical rulers to the position on the layout where you want to set the zero point.
119 InCopy documents These grids and guides are never visible on printed or exported output. One set of rulers and grids exists per page, but a guide can exist across all pages of a spread or within only a single page. Note: Grids, rulers, and guides are not available in Galley or Story view. Set up a baseline grid Use Grid Preferences to set up a baseline grid for the entire document. You can set up a baseline grid for a frame by using the Text Frame Options. (See Change text frame properties .
120 InCopy documents 3 To set horizontal grid spacing, specify a value for Gridline Every in the Horizontal section of the Document Grid section, and then specify a value for Subdivisions between each grid line. 4 To set vertical grid spacing, specify a value for Gridline Every in the Vertical section of the Document Grid section, and then specify a value for Subdivisions between each grid line.
121 InCopy documents Customize the pasteboard and guides 1 In the Edit menu (Windows) or InCopy menu (Mac OS), choose Preferences > Guides & Pasteboard. 2 To change the color of margin or column guides, choose a preset color from a menu, or choose Custom and specify a color using the color picker. 3 To make the pasteboard bigger or smaller, enter a value for Minimum Vertical Offset. 4 Click OK. Use layers Layers are like transparent sheets stacked on top of each other.
122 InCopy documents • To show or hide all layers at once, choose Show/Hide All Layers from the panel menu. Note: Only visible layers and objects print.
123 Chapter 5: InCopy and InDesign Sharing content Exporting content from InDesign Exporting content from InDesign to InCopy establishes a link between the two applications. You export InDesign text frames, graphics frames, and their contents to InCopy using either of two methods: • Create a container file (*.icma)—called an assignment—and add related groupings of document items (such as the text and graphics of a story) to the assignment so they can be worked on together.
124 InCopy and InDesign A InCopy content names B InDesign document name C Assignment Out Of Date status D Available And Text Up To Date status E In Use And Text Out Of Date status F 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 A InCopy content names B Assignment Out Of Date status C Assignment name D Available And Text Up To Date status E In Use And Text
125 InCopy and InDesign • Page geometry, so InCopy users can see the layout of the frame and its content that they’re editing without opening the entire InDesign file. • Color-coding of assigned frames in the document. Create assignments and add content (InDesign) Only InDesign users can create assignments and add content to them. There are several ways to create assignments. The method you choose usually depends on whether you have content to add at the time you create the assignment.
126 InCopy and InDesign The newly created assignment file includes any frames selected in the document window. Add content to existing assignments (InDesign) 1 Save the InDesign document. 2 Select the text and graphics frames you want to add. 3 Do one of the following: • From the Assignments panel menu, choose Add To Assignment, and then select the assignment. • Drag content from the Unassigned InCopy Content section of the Assignments panel into an existing assignment.
127 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.
128 InCopy and InDesign When you export content, you see the Available icon on the text frame (InDesign and InCopy), and in the Assignments panel (InCopy). The word [Editing] appears in the story bar (InCopy). More Help topics Workflow icons Placing InCopy files in InDesign documents Relink missing assignment files (InDesign) Best practices for working with managed files Working with managed files Open shared content Only InCopy users can open assignment files (.inca).
129 InCopy and InDesign Check out content (InCopy) 1 Do one of the following: • If the content you want is part of an assignment, choose File > Open and select the assignment file (.icma or .inca). • If the content you want was exported as individual files, choose File > Open and select the InCopy file (.icml or .incx). To see the layout so you can do copyfitting, select the InDesign document. 2 Do one of the following: • To check out a single InCopy content file, choose File > Check Out.
130 InCopy and InDesign Update content To make sure that you’re always working on the most up-to-date content, be sure to watch for Out Of Date icons in the Assignments panel, and then update content accordingly. Updating an InCopy assignment file and its contents or updating individual content files copies data from the latest file system copy so that the version displayed on your computer matches the one on the file system.
131 InCopy and InDesign • Select the content in the Assignments panel, and then click the Update Content button Content from the Assignments panel menu. or choose Update You can also update content using the Links panel. Accidentally updating your work In most cases, the update commands are disabled for content you have checked out, because that content would always be up to date.
132 InCopy and InDesign The LiveEdit Workflow plug-ins do not create multiple file versions. Instead, files are overwritten when updated in either InCopy or InDesign. If you are working on an assignment package, return or forward the assignment package after checking it in. Check in managed content (InDesign) ❖ Do one of the following: • Select the content in the layout and choose Edit > InCopy > Check In. • In the Assignments panel, select the content and choose Check In from the panel menu.
133 InCopy and InDesign • To save all currently open and checked-out InCopy content files, choose File > Save All Content. This saves all files to their current locations. The Save All Content command is available only if you have opened an assignment or InDesign file.
134 InCopy and InDesign Ways to work with content in InCopy Content is either a body of text that flows through one or more frames, or an imported graphic. There are five basic ways to work on content in InCopy: open an assignment file, open an assignment package, open a linked InCopy file, open an InDesign file that has linked InCopy files, or compose content entirely in InCopy. Open assignment files created in InDesign InDesign users can create an assignment file and designate content for sharing.
135 InCopy and InDesign The assignment packages workflow is especially useful when designers and writers are working on the same project but don’t have access to a local server. In such cases, the InDesign user can create one or more packages and send the compressed files to the assigned InCopy users via e-mail. InCopy users can open the assignment packages, edit the contents, and return the packages to the InDesign user, who can then update the document.
136 InCopy and InDesign You can create content in InCopy that isn’t associated with an InDesign file. In these stand-alone documents, you can type text, assign fonts and styles, and import graphics from other applications (such as Adobe Illustrator and Adobe Photoshop) to enhance the text. You can also assign tags for future XML use. This approach is a good option in an editorial workflow where the content precedes the design.
137 InCopy and InDesign • When you create an assignment, a special folder is created to hold the assignment file and the content. Use these assignment folders to maintain assignment and content files. They simplify managing the shared files across a workgroup and help ensure that users open the correct files. • In InCopy, open the assignment file instead of an individual InCopy story. That way, you can see the copyfit and layout information in Galley and Layout views.
138 InCopy and InDesign E-mail package workflow 1.In InDesign, create and send assignment packages. Create assignment packages and assign contents to the appropriate InCopy users, and then send the packages to the InCopy users. The packaged files are automatically checked out to help avoid editing conflicts. 2.In InCopy, open the assignment package, and check out and edit a story or graphic. If you receive an assignment package in e-mail, double-click the package to open it in InCopy.
139 InCopy and InDesign Workflow icons Icons can appear on text and graphics frames, the Assignments panel, and in the story bar (InCopy only). Edit status icons appear next to the managed file in the Links panel and Assignments panel, and communicate content status. Icons appear on frames that contain a linked InCopy story (in the Layout view in both InDesign and InCopy). These icons also communicate content status and can be used to differentiate between managed and unmanaged content.
140 InCopy and InDesign Adjusting your workflow Move content between assignments (InDesign) InDesign users can move content between existing assignments as well as from the Unassigned InCopy Content section of the Assignments panel. You can also create a new assignment and move content to it. 1 Save the InDesign document. 2 In the Assignments panel, click the arrow to the left of the assignment name to display the contents of the assignment. 3 Select an item in an assignment.
141 InCopy and InDesign • Choose Update All Assignments from the panel menu. Change the assignment location ❖ To re-create the assignment file in a new location, do one of the following in the Assignments panel: • Select the assignment and choose Change Assignment Location from the panel menu. Specify a location and name for the new file. • Double-click the assignment name. In the Assignment Options dialog box, click Change and specify a location and name for the new file.
142 InCopy and InDesign Placing InCopy files in InDesign documents Although a typical workflow begins in InDesign, where the basic layout and text and graphics placeholders are defined and exported to InCopy, a different workflow can start with a stand-alone InCopy content file (.icml or .incx) that you place in InDesign using the File > Place command.
143 InCopy and InDesign Create a package for manual distribution 1 Create an assignment and add the content you want to include in the package. Only content that is checked in can be included in the packaged assignment. If any content is checked out, you’re prompted to check in content. 2 In the Assignments panel, select the assignment and choose Package For InCopy from the panel menu. 3 Specify a name and location for the package file, and click Save.
144 InCopy and InDesign When InCopy users open the updated package, only new content is added automatically to the assignment; InCopy users can decide whether to overwrite existing content, allowing them to preserve previous edits. Receive packages (InCopy) You may receive a package from an InDesign user who created the package or from an InCopy user who forwarded the package to you.
145 InCopy and InDesign You’re prompted to update all links when opening the package. If a story has been modified since the assignment was packaged, you can determine whether to update or unlink the content in the InDesign file. When the stories in the files are returned and checked in, you can check out and edit the content.
146 Chapter 6: 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.
147 Text 2 Using the Type tool , select the word you want to look up, and do one of the following: • Copy and paste the word into the Lookup text box. • Click the Load Word button . 3 Select the language you want to use. 4 Click the Lookup Word button or press Enter. 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.
148 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.
149 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.
150 Text 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.
151 Text Open the Notes panel ❖ Do one of the following: • Choose Window > Notes. • In Layout view, choose Notes > New Note. Use Notes Mode Notes Mode is a convenient way to add, split, or delete notes, depending on where the insertion point is located or what text is selected. 1 Do any of the following: • To create a new note, place the insertion point in text. • To convert text to a note, select the text. • To split a note, place the insertion point inside a note.
152 Text Convert notes to text 1 Open the Notes panel. 2 Select the text in the Notes panel that you want to add to the text of the document. Or, in Galley view, select the text in the inline note. 3 Choose Notes > Convert To Text. You can also convert notes to text using Notes Mode.
153 Text Select and open a note in Layout view A note anchor marks the location of a note in Layout view. The Notes panel displays the contents of the note, along with specific information about the note. 1 Select the Type tool or Note tool . 2 Move the pointer over the note anchor until the pointer appears as a pointing hand. 3 Do one of the following: • Click the note anchor. • Choose Notes > Previous Note or Notes > Next Note.
154 Text Delete notes • To delete a single note, Shift+Alt-click (Windows) or Shift+Option-click (Mac OS) the start-note or end-note bookend to select the note, and then choose Notes > Delete Note. • To delete all notes in the active story, choose Notes > Remove Notes From Story. • To delete all notes in the document, choose Notes > Remove All Notes. Printing and exporting notes When you print an InCopy document, you can print any notes that are included in the document at the same time.
155 Text 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.
156 Text Note: If you cut text from one document and paste it into another, it is displayed as deleted text in the document of its original location and as added text in its new location. Copied text Highlighted in the new location. The original text is unchanged. Change bars A change bar is a vertical line that appears to the left of a line of text that has been changed. You can choose whether to show or hide change bars as you work. You can also specify what color to use for displaying the change bars.
157 Text • To reject the change and revert to the original text, click the Reject Change button To accept or reject the highlighted change and go to the next change, Alt-click (Windows) or Option-click (Mac OS) the Accept Change or Reject Change button. • To move back to the previous change or skip over a change and go to the next one, click the Previous Change or Next Change button .
158 Text Create and edit text variables A text variable is an item you insert in your document that varies according to the context. For example, the Last Page Number variable displays the page number of the last page of the document. If you add or remove pages, the variable is updated accordingly. InCopy includes several preset text variables that you can insert in your document. You can edit the format of these variables, or you can create your own.
159 Text Creation Date inserts the date or time the document is first saved; Modification Date inserts the date or time the document was last saved to disk; Output Date inserts the date or time the document starts a print job, exports to PDF, or packages the document. You can insert text before and after the date, and you can modify the date format for all date variables.
160 Text Include File Extension Select to include the file name extension. The File Name variable is updated whenever you save the file with a new name or to a new location. The path or extension does not appear in the document until it’s saved. Image Name The Image Name variable is useful for generating automatic captions from metadata. The Image Name variable includes a Metadata Caption variable type.
161 Text Delete text variables If you want to delete an instance of a text variable inserted in a document, simply select the variable and press Backspace or Delete. You can also delete the variable itself. When you do so, you can decide how to replace the variables inserted in the document. 1 Choose Type > Text Variables > Define. 2 Select the variable, and then click Delete.
162 Text Use Decide whether you want the first or last occurrence of the style that’s applied on the page. First On Page is the first paragraph (or character) that begins on a page. If there is no occurrence of the style on the page, the previous occurrence of the applied style is used. If there is no previous occurrence in the document, the variable is empty.
163 Text Note: If you want the source text to be generated from the destination text, insert a cross-reference instead of adding a hyperlink. See Cross-references. A Hyperlink source B List of hyperlinks in the current document C Hyperlink status icons Open the Hyperlinks panel • Choose Window > Interactive > Hyperlinks. • Choose Window > Hyperlinks. • Choose Window > Type & Tables > Cross-References.
164 Text You can also use the Buttons feature to link to web pages. (See Buttons .) You may want to create a character style for hyperlinks. Hyperlinks are often formatted in underlined blue text. 1 Select the text, frame, or graphic you want to be the hyperlink’s source. For example, you can select the text, “See the Adobe website.” 2 In the Hyperlinks panel, use any of the following methods to create a hyperlink to a URL: • In the URL text box, type or paste the URL name (such as http://www.adobe.
165 Text 6 Select Shared Hyperlink Destination if you want the email message to be stored in the Hyperlinks panel for easy reuse. 7 Specify the appearance of the hyperlink source, and then click OK. Create a hyperlink to a page You can create a hyperlink to a page without first creating a destination. However, by creating a page destination, you can specify a page number and view setting. 1 Select the text, frame, or graphic you want to be the source of the hyperlink.
166 Text • Choose Page in the Type menu. Specify the page number you want to jump to and the Zoom Setting. Type a name for the page, or select Name With Page Number to name the destination automatically based on the page number and zoom setting you specify. • Choose URL in the Type menu. Type or paste a URL, such as http://www.adobe.com. You can use any valid Internet resource protocol: http://, file://, ftp://, or mailto://.
167 Text Width Select Thin, Medium, or Thick to determine the thickness of the hyperlink rectangle. Style Select Solid or Dashed to determine the appearance of the hyperlink rectangle. Convert URLs to hyperlinks You can find and convert URLs (such as “www.adobe.com”) in your document and convert them to hyperlinks. 1 Choose Convert URLs To Hyperlinks from the Hyperlinks panel menu. 2 For Scope, indicate whether your want to convert URLs in the entire document, the current story, or the current selection.
168 Text 5 When you have finished editing or deleting destinations, click OK. Reset or update hyperlinks 1 Select the range of text, the text frame, or the graphic frame that will act as the new hyperlink source. For example, you may want to select additional text to include in the source. 2 Select the hyperlink in the Hyperlinks panel. 3 Do either of the following: • Choose Reset Hyperlink in the Hyperlinks panel menu.
169 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.
170 Text Place (import) text For large amounts of text, the Place command is the most useful way to import content. InCopy supports a variety of word-processing, spreadsheet, and text file formats. The degree to which the original formatting is preserved depends on the import filter for the file type and the options you choose as you place the file. You can also open Word, text, and RTF files directly in InCopy. 1 Using the Type tool , click where you want the text to appear. 2 Choose File > Place.
171 Text Convert Tables To When you choose to remove styles and formatting from text and tables, you can convert tables to either basic, unformatted tables or unformatted, tab-delimited text. If you want to import unformatted text and formatted tables, import the text without formatting, and then paste the tables from Word into InCopy . Preserve Styles And Formatting From Text And Tables Preserves the Word document’s formatting in the InDesign or InCopy document.
172 Text Extra Carriage Returns Specifies how extra paragraph returns are imported. Choose Remove At End Of Every Line or Remove Between Paragraphs. Replace Replaces the specified number of spaces with a tab. Use Typographer’s Quotes Ensures that imported text includes left and right quotation marks (“ ”) and apostrophes (’) instead of straight quotation marks (" ") and apostrophes (').
173 Text The following options are available when you import a tagged-text file and select Show Import Options in the Place dialog box. Use Typographer’s Quotes Ensures that imported text includes left and right quotation marks (“ ”) and apostrophes (’) instead of straight quotation marks (" ") and apostrophes ('). Remove Text Formatting Removes formatting, such as typeface, type color, and type style, from the imported text.
174 Text Type Asian text using inline input 1 Choose Edit > Preferences > Advanced Type (Windows) or InCopy > Preferences > Advanced Type (Mac OS). 2 Select Use Inline Input For Non-Latin Text, and then click OK. You can use a system input method, if available, for adding 2-byte and 4-byte characters. This method is especially useful for entering Asian characters. You can use a special input program to input Asian text directly into text frames.
175 Text 4 Specify the underline color of misspelled words (words not found in the user dictionaries), repeated words (such as “the the”), uncapitalized words (such as “nigeria” instead of “Nigeria”), and uncapitalized sentences (sentences that don’t begin with a capital letter). Note: To spell-check notes, make sure that Include Note Content When Checking Spelling is selected in Notes preferences.
176 Text 5 To add a word that you commonly misspell, click Add, type the misspelled word (such as “teh”), type the correction (such as “the”), and then click OK. 6 Continue to add words that you commonly misspell, and then click OK. When you type any misspelled word you added to the list, the word is automatically replaced by the word you entered as the correction. To remove autocorrect words you’ve added, select the word in the list and choose Remove.
177 Text By default, hyphenation and spelling exceptions are located in user dictionary files stored outside the document on the computer where InCopy is installed (dictionary file names end with a .clam or .not extension). However, you can also store exception lists inside any InCopy document. In addition, you can store word lists in an external user dictionary, in the document, or in both. The location of existing dictionaries appears in the Dictionary preferences.
178 Text Set the default language dictionary for the current document You can change the default language dictionary for a document or for all new documents you create. Changing the default dictionary in an existing document doesn’t affect text that has already been created or text that you type into an existing text frame. Use the Character Style or Paragraph Style panel to set a specific dictionary for a specific style. The Language menu appears in the Advanced Character Formats section.
179 Text 6 Click Hyphenate to see the word’s default hyphenation. Tildes (~) indicate possible hyphenation points. 7 If you don’t like the hyphenation points, follow these guidelines to indicate your preferred hyphenation of the word: • Type one tilde (~) to indicate the best possible hyphenation points, or the only acceptable hyphenation point, in the word. • Type two tildes (~~) to indicate your second choice. • Type three tildes (~~~) to indicate a poor but acceptable hyphenation point.
180 Text 3 Click Import, locate the text file containing your list of spelling exceptions, and then click Open. Change dictionary preferences Use Dictionary preferences to specify how InCopy handles hyphenation and spelling dictionaries. Most languages in InCopy use Proximity dictionaries to verify spelling and to hyphenate words. If you have installed hyphenation or spelling components from a different company, you can select a different vendor for each installed language.
181 Text A lock icon indicates that a dictionary is locked and can be used, but not edited. When a user dictionary is stored on a server, the first user to load the dictionary locks the file; all subsequent users see that the dictionary is locked. Files can also be locked through the operating system, when the file is made read-only. If you share a user dictionary over the network server, you may want to lock the file so that it’s read-only for all users, allowing only the administrator to add words.
182 Text 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. Cross-reference formats can be synchronized across a book. Cross-reference source text is editable and can break across lines.
183 Text 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. If the document you’re looking for isn’t open, choose Browse, locate the file, and then click Open. 5 Click a paragraph style (such as Head1) in the left box to narrow down the choices, and then select the paragraph you want to refer to. (Or, if Text Anchor is selected, choose the text anchor.
184 Text Cross-reference building blocks Building block What it does Example Page Number Inserts the page number. on page on page 23 Paragraph Number Inserts the paragraph number in a crossreference to a numbered list. See See 1 In this example, only “1” is used from the paragraph, “1. Animals.” Paragraph Text Inserts the paragraph text without the paragraph number in a cross-reference to a numbered list.
185 Text A The cross-reference source ends at an em dash (^_) B “false” excludes the em dash from the source When you insert the Partial Paragraph building block, you must do two things. First, specify the delimiter between the quotation marks. The delimiter is the character that ends the paragraph. Common delimiters include colons (Chapter 7: Granada), periods (Chapter 7. Granada), and dashes (Chapter 7—Granada).
186 Text A This tag applies a character style named “Red.” B This tag ends the character style formatting. C A character style named “Bold” is applied to the rest of the cross-reference source. 1 Create the character style you want to use. 2 In the Cross-Reference Formats dialog box, create or edit the format you want to apply. 3 Under Definition, select the text and building blocks to which you want to apply the character style. 4 Choose Character Style from the menu to the right of the definition list.
187 Text Manage cross-references When you insert a cross-reference, the Hyperlinks panel indicates the status of the cross-reference. For example, icons , indicate if the destination text appears on the pasteboard , a master page , a hidden layer , in overset text or in hidden text . Cross-references that link to such destination areas are unresolved. The panel also lets you know if the destination paragraph has been edited (also called out-of-date) or is missing .
188 Text 2 Edit the cross-reference, and then click OK. Delete cross-references When you delete a cross-reference, the source cross-reference is converted to text. 1 In the Cross-References section of the Hyperlinks panel, select the cross-reference or cross-references you want to delete. 2 Click the Delete icon, or choose Delete Hyperlink/Cross-Reference from the panel menu. 3 Click Yes to confirm. To completely remove a cross-reference, you can also select the cross-reference source and delete it.
189 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.
190 Text To change the units of measurement used for the depth ruler, change the Vertical setting in Units & Increments Preferences. Editing text Select text ❖ Using the Type tool, do one of the following: • Drag the I-bar cursor over a character, word, or an entire text block to select it. • Double-click a word to select it. Spaces next to the word are not selected. • Double-click a character to select contiguous characters of the same type.
191 Text When you use Edit > Paste Without Grid Format to paste text into a frame grid, the pasted text retains its font, font size, and character spacing settings of the copied text. You can select text and choose Edit > Apply Grid Format to format the pasted text according to the character attributes of the frame grid.
192 Text Apply grid format to text You can apply the grid format to any text that doesn’t conform to the grid format. 1 Select the text. 2 Choose Edit > Apply Grid Format. Change the text direction 1 Select the text frame. 2 Do either of the following: • Choose Type > Writing Direction > Horizontal or Vertical. • Choose Type > Story to show the Story panel. Select Horizontal or Vertical for Story Direction. In Galley view and Story view, text appears as horizontal, even if Vertical is selected.
193 Text • To drop the text without formatting, hold down Shift after you start dragging, and then release the mouse button before releasing the key. • To copy the text, hold down Alt (Windows) or Option (Mac OS) after you start dragging, and then release the mouse button before releasing the key. You can also use a combination of these modifier keys. For example, to copy unformatted text to a new frame, hold down Alt+Shift+Ctrl (Windows) or Option+Shift+Command (Mac OS) after you start dragging.
194 Text Note: If you can’t click an insertion point into a nonlocked text frame on a regular page, that text might be on a master page. Check with the person who set up the frames and with your design team. 1 Choose View > Layout View if your document is not already in Layout view. 2 Choose the master page from the page box at the lower left of the document window. 3 On the master page, select the text that you want to edit, and make the changes.
195 Text You can also create breaks by using the Enter key on the numeric keypad. For a column break, press Enter; for a frame break, press Shift+Enter; and for a page break, press Ctrl+Enter (Windows) or Command+Return (Mac OS). To remove a break character, choose Type > Show Hidden Characters so that you can see nonprinting characters, and then select and delete the break character.
196 Text A All conditions shown B Conditional indicators 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.
197 Text comments and another for Mac OS comments, or whether to use a single condition tag for both Windows and Mac OS comments. Organization of content Evaluate the extent to which the document can be conditional and how you can organize the material to simplify development and maintenance. For example, you might be able to organize a book so that conditional text is limited to a few documents.
198 Text Apply conditions to text You can apply multiple conditions to the same text. By default, condition indicators identify conditional text. However, if indicators are hidden, you can use the Conditional Text panel to determine which conditions have been applied to the current text. A solid check mark indicates the condition is applied to the current text. A dim check mark indicates that the condition is applied only to part of the selection. 1 Select the text to which you want to apply the condition.
199 Text The new set becomes the active set. 5 Do any of the following: • To apply the condition set to a document, choose the condition set name from the Set menu. • To override a condition set, select the set to make it active, and change the visibility setting of any condition. A plus sign (+) appears next to the condition set. Choose the condition set again to remove overrides. Choose Redefine “[Condition Set]” to update the condition set with the new visibility settings.
200 Text Find and change conditional text Use the Find/Change dialog box to find text to which one or more conditions have been applied and replace it with one or more other conditions. 1 Show any conditional text you want included in the search. Hidden text is excluded from the search. 2 Choose Edit > Find/Change. 3 If the Find Format and Change Format boxes don’t appear at the bottom of the dialog box, click More Options. 4 Click the Find Format box to display the Find Format Settings dialog box.
201 Text A Find/Change tabs B Find a tab character C Replace with an em dash D Search options E Metacharacters menu 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.
202 Text Find and change text 1 To search a range of text or a story, select the text or place the insertion point in the story. To search more than one document, open the documents. 2 Choose Edit > Find/Change, and then click the Text tab. 3 Specify the range of your search from the Search menu, and click icons to include locked layers, master pages, footnotes, and other items in the search. 4 In the Find What box, describe what you want to search for: • Type or paste the text you want to find.
203 Text Find and change formatted text 1 Choose Edit > Find/Change. 2 If the Find Format and Change Format options don’t appear, click More Options. 3 Click the Find Format box, or click the Specify Attributes To Find icon to the right of the Find Format Settings section. 4 On the left side of the Find Format Settings dialog box, select a type of formatting, specify the format attributes, and then click OK.
204 Text • In Galley view or Story view, the Find/Change command omits all collapsed stories. However, if you choose Change All, collapsed stories are affected. For best results, use Find/Change in Layout View. • The Include Note Content in Find/Change Operations in Notes preferences determines whether notes are searched. If this option is selected, you can use the Find/Change command to search notes in Galley and Story views, not in Layout view. Closed notes and footnotes are omitted from the search.
205 Text (Roman text only) Disregards search characters if they are part of a Roman word. For example, if you are searching for any as a whole word, InDesign disregards many. Whole Word Disregards search characters if they are part of another word. For example, if you search for any as a whole word, InDesign disregards many. Kana Sensitive Distinguishes between hiragana and katakana. For example, if you search for Tango in hiragana, InDesign disregards Tango in katakana.
206 Text • To search for a character that has symbolic meaning in GREP, enter a backslash (\) before the character to indicate that the character that follows is literal. For example, a period ( . ) searches for any character in a GREP search; to search for an actual period, enter “\.” • Save the GREP search as a query if you intend to run it often or share it with someone else. (See Find/change items using queries.) • Use parentheses to divide your search into subexpressions.
207 Text Example 2: Phone numbers InDesign includes a number of search presets that you can choose from the Queries menu. For example, you can choose the Phone Number Conversion query, which looks like this: \(?(\d\d\d)\)?[-. ]?(\d\d\d)[-. ]?(\d\d\d\d) Phone numbers in the United States can appear in a variety of formats, such as 206-555-3982, (206) 555-3982, 206.555.3982, and 206 555 3982. This string looks for any of these variations.
208 Text Expression Search string Sample text Matches (in bold) Groupings (quick) (brown) (fox) The quick brown fox jumps up and down. The quick brown fox jumps up and down. () All found text = quick brown fox; Found Text 1= quick; Found Text 2 = brown; Found Text 3= fox Non-marking parentheses (quick) ($:brown) (fox) (?:expression) The quick brown fox jumps up and down. The quick brown fox jumps up and down.
209 Text Expression Search string Sample text Matches (in bold) Single-line on (?s)c.a abc abc abc abc abc abcabc abc (?s) The searches for any character ( . ) between the letters c and a. The (?s) expression matches any character, even if it falls on the next line. (.) matches anything other than a paragraph return. (?s)(.) matches anything, including paragraph returns. Single-line off (?-s)c.
210 Text Character: Text tab metacharacter: GREP tab metacharacter: Bullet Character ^8 ~8 Japanese Bullet ^5 ~5 Caret Character ^^ \^ Backslash Character \ \\ Copyright Symbol ^2 ~2 Ellipsis ^e ~e Tilde ~ \~ Paragraph Symbol ^7 ~7 Registered Trademark Symbol ^r ~r Section Symbol ^6 ~6 Trademark Symbol ^d ~d Open Parenthesis Character ( \( Close Parenthesis Character ) \) Open Brace Character { \{ Close Brace Character } \} Open Bracket Character [ \[ Clos
211 Text Character: Text tab metacharacter: GREP tab metacharacter: ^ Clipboard Contents, Formatted ^c ~c ^ Clipboard Contents, Unformatted ^C ~C Any Double Quotation Mark " " Any Single Quotation Mark ' ' Straight Double Quotation Mark ^" ~" Double Left Quotation Mark ^{ ~{ Double Right Quotation Mark ^} ~} Straight Single Quotation Mark ^' ~' Single Left Quotation Mark ^[ ~[ Single Right Quotation Mark ^] ~] Standard carriage return ^b ~b Column Break ^M ~M Frame Br
212 Text Character: Text tab metacharacter: GREP tab metacharacter: * White Space (any space or tab) ^w \s (Inserts space in Change To) * Any character that is not a white space \S * Any word character \w * Any character that is not a word character \W * Any uppercase letter \u * Any character that is not an uppercase letter \U * Any lowercase letter \l * Any character that is not a lowercase letter \L ^ All Found Text $0 Found Text 1-9 $1 (specifies the number of the grouping found,
213 Text Character: Text tab metacharacter: GREP tab metacharacter: * Multiline On (?m) * Multiline Off (?-m) * Single-line On (?s) * Single-line Off (?-s) * Any alphanumeric character [[:alnum:]] * Any alphabetic character [[:alpha:]] * Any blank character, either space or tab [[:blank:]] * Any control character [[:control:]] * Any graphical character [[:graph:]] * Any printable character [[:print:]] * Any punctuation character [[:punct:]] * Any character whose code is greater tha
214 Text 2 Click the Object tab. 3 Click the Find Object Format box, or click the Specify Attributes To Find icon . 4 On the left side of the Find Object Format Options dialog box, select a type of formatting, specify the format attributes, and then click OK. Make sure that the categories you want to search for are in the appropriate state. You can use one of three states for each Effects category: turned on, turned off, or ignored.
215 Text Find and change fonts Use the Find Font command to search for and list the fonts used throughout your document. You can then replace any fonts (except those in imported graphics) with any other fonts available on your system. You can even replace a font that’s part of a text style. Note the following: • A font name is listed once for its use in the layout and listed each time in imported graphics.
216 Text 7 Click Done. You can open the Find Font dialog box while preflighting a document. In the Preflight dialog box, switch to the Fonts tab and click Find Font. To view the system folder in which a font appears, select the font in the Find Font dialog box and choose Reveal In Explorer (Windows) or Reveal In Finder (Mac OS). Find/change items using queries You can find and change text, objects, and glyphs by using or constructing a query. A query is a defined find-and-change operation.
217 Text Load queries Customized queries are stored as XML files. The names of customized queries appear in the Query list in the Find/Change dialog box.
218 Text 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. At that point, the footnote is split to the next page, if possible. If the footnote cannot be split, and if more text is added than can fit in the footnote area, the line containing the footnote reference is moved to the next page, or an overset icon appears.
219 Text for Prefix, Suffix, or both. To select special characters, click the icons next to the Prefix and Suffix controls to display a menu. If you think the footnote reference number is too close to the preceding text, adding one of the space characters as a prefix might improve the appearance. You can also apply a character style to the reference number. Position This option determines the appearance of the footnote reference number, which is superscript by default.
220 Text Rule Above Specify the location and appearance of the footnote divider line that appears above the footnote text. A divider line (also called a “separator line”) also appears above any footnote text continued in a separate frame. The options you select apply to either the First Footnote In Column or Continued Footnotes, whichever is selected in the menu. These options are similar to those that appear when you specify a paragraph rule.
221 Text More Help topics Place (import) text Place (import) text Creating Footnotes video Overprint rules above footnotes Glyphs and special characters Glyphs panel overview Enter glyphs by way of the Glyphs panel.
222 Text Filter the glyphs that appear ❖ Do one of the following on the Show list to determine which glyphs appear on the Glyphs panel: • Choose Entire Font to display all glyphs available in the font. • Choose an option below Entire Font to narrow the list to a subset of glyphs. For example, Punctuation displays only punctuation glyphs; Math Symbols narrows the choices to mathematical symbols.
223 Text Clear recently used glyphs • To clear a selected glyph from the Recently Used section, right-click (Windows®) or Control-click (Mac OS) a glyph in the Recently Used section, and then choose Delete Glyph From Recently Used. • To clear all recently used glyphs, choose Clear All Recently Used. Replace a character with an alternate glyph When a character includes alternate glyphs, it appears in the Glyphs panel with a triangle icon in the lower-right corner.
224 Text The options displayed vary depending on which font is selected. For information on applying OpenType font attributes, see Apply OpenType font attributes . For more information on OpenType fonts, see www.adobe.com/go/opentype. Highlight alternate glyphs in the text 1 Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS). 2 Select Substituted Glyphs, and then click OK. Substituted glyphs in the text are highlighted in nonprinting yellow.
225 Text • To view additional glyphs, choose a different font or style. If the glyph is not defined with a font, you cannot select a different font. • To remove a glyph from the custom glyph set, choose Delete From Set. • To change the order in which glyphs are added to the set, choose an Insert Order option. Unicode Order is not available if Insert At Front or Append At End was selected when the glyph set was created.
226 Text • Deselect the Use Typographer’s Quotes option in the Type section of the Preferences dialog box, and then type the quotation mark or apostrophe. • Press Shift+Ctrl+Alt+' (Windows) or Shift+Command+Option+' (Mac OS) to switch between turning on and off the Use Typographer’s Quotes preferences option. The character frequently used to indicate feet, arcminutes, or minutes of time is the prime mark. It looks like a slanted apostrophe.
227 Text Flush Space Adds a variable amount of space to the last line of a fully justified paragraph, useful for justifying text in the last line. (See Change Justification settings.) Hair Space One-twenty-fourth the width of an em space. Thin Space One-eighth the width of an em space. You may want to use a thin space on either side of an em dash or en dash. Figure Space Same width as a number in the typeface. Use a figure space to help align numbers in financial tables.
228 Chapter 7: Styles Working with 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.
229 Styles Expand or collapse style groups • To expand or collapse only one group, click the triangle icon next to it. • To expand or collapse the group and all its subgroups, Ctrl-click (Windows) or Command-click (Mac OS) the triangle icon. Delete style groups Deleting a style group deletes the group and everything inside it, including styles and other groups. 1 Select the group you want to delete. 2 Choose Delete Style Group from the Styles panel menu, and then click Yes.
230 Styles Thomas Silkjaer provides samples of styles at Free InDesign Style Template. [Basic Paragraph] styles By default, each new document contains a [Basic Paragraph] style that is applied to text you type. You can edit this style, but you can’t rename or delete it. You can rename and delete styles that you create. You can also select a different default style to apply to text.
231 Styles Define paragraph or character styles 1 If you want to base a new style on the formatting of existing text, select that text or place the insertion point in it. If a group is selected in the Styles panel, the new style will be part of that group. 2 Choose New Paragraph Style from the Paragraph Styles panel menu, or choose New Character Style from the Character Styles panel menu. 3 For Style Name, type a name for your new style. 4 For Based On, select which style the current style is based on.
232 Styles By default, new styles are based on [No Paragraph Style] or [None], or on the style of any currently selected text. 3 Specify formatting in the new style to distinguish it from the style on which it’s based. For example, you might want to make the font used in a subheading slightly smaller than the one used in the heading (parent) style. If you make changes to the formatting of a child style and decide you want to start over, click Reset To Base.
233 Styles Define style-tag mapping 1 For the style to map, open the paragraph, character, or Object Style Options dialog box. 2 Click Export Tagging in the left pane, and do one of the following: • Choose a Tag to map for EPUB and HTML output. • Specify a Class to map for EPUB and HTML output. Class names are used to generate style definitions for default tags. • If you want to include this style in the CSS, select the Emit CSS checkbox.
234 Styles Apply styles By default, applying a paragraph style won’t remove any existing character formatting or character styles applied to part of a paragraph, although you have the option of removing existing formatting when you apply a style. A plus sign (+) appears next to the current paragraph style in the Styles panel if the selected text uses a character or paragraph style and also uses additional formatting that isn’t part of the applied style.
235 Styles 2 In the Paragraph Styles panel, right-click (Windows) or Control-click (Mac OS) the parent style, and then choose Apply [Style Name] Then Next Style. If the text includes formatting overrides or character styles, the context menu also lets you remove overrides, character styles, or both.
236 Styles If you select [No Paragraph Style] to replace a paragraph style or [None] to replace a character style, select Preserve Formatting to keep the formatting of text to which the style is applied. The text preserves its formatting but is no longer associated with a style. 4 Click OK. To delete all unused styles, choose Select All Unused in the Styles panel menu, and then click the Delete icon. When you delete an unused style, you are not prompted to replace the style.
237 Styles Break the link between text and its style When you break the link between text and its style, the text retains its current formatting. However, future changes to that style will not be reflected in the text that was separated from the style. 1 Select the text that is marked with the style that you want to break from. 2 Choose Break Link To Style from the Styles panel menu.
238 Styles Paste text Use Quick Apply Group styles Create a paragraph style for running lists Find and change text Find and change fonts 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.
239 Styles Pad To Frame Grid The drop cap is not scaled and the text is aligned to the grid, so there may be extra white space between the drop cap and text that wraps around it. 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.
240 Styles Michael Murphy provides an article on nested styles at InDesign's Nested Styles Auto-Format Multiple Paragraphs. He also provides a series of video tutorials that starts at Nested Style Sheets. Create one or more nested styles 1 Create one or more character styles that you want to use to format text. 2 Do one of the following: • To add nested styles to a paragraph style, double-click the paragraph style, and then click Drop Caps And Nested Styles.
241 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.
242 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.
243 Styles Words Any space or white space character indicates the end of a word. Alphabet The endpoint for Arabic numerals is defined by a space. For double-byte characters, it is the same as for letters. Characters Any character other than zero-width markers (for anchors, index markers, XML tags and so on) is included. Note: If you select Characters, you can also type a character, such as a colon or a period, to end the nested style.
244 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.
245 Styles More Help topics Use drop caps Search using GREP expressions GREP styles video Last updated 6/13/2015
246 Chapter 8: Typography Bullets and numbering Create bulleted or numbered lists In bulleted lists, each paragraph begins with a bullet character. In numbered lists, each paragraph begins with an expression that includes a number or letter and a separator such as a period or parenthesis. The numbers in a numbered list are updated automatically when you add or remove paragraphs in the list.
247 Typography InDesign Docs provides a series of articles about using bullets and numbering to create outlines, multi-level lists, figure captions, and numbered steps. 1 Select the set of paragraphs that will become the list, or click to place the insertion point where you want the list to begin. 2 Do any of the following: • Click the Bulleted List button or the Numbered List button in the Control panel (in Paragraph mode).
248 Typography Note: The Left Indent, First Line Indent, and Tab Position settings in the Bullets And Numbering dialog box are paragraph attributes. For that reason, changing these settings in the Paragraph panel also changes bulleted and numbered list formats Tab Position Activates the tab position to create space between the bullet or number and the start of the list item.
249 Typography A Bullet without remembered font B Bullet with remembered font Change the bullet character 1 On the Control panel menu or Paragraph panel menu, select Bullets And Numbering. 2 In the Bullets And Numbering dialog box, select Bullets from the List Type menu. 3 Select a different bullet character, and then click OK. Add a bullet character 1 In the Bullets And Numbering dialog box, select Bullets from the List Type menu, then click Add.
250 Typography You can also input a full-width separator instead of a half-width period separator, which is especially useful for vertical text. • Choose an item (such as Em Dash or Ellipses) from the Insert Special Character menu. • Type a word or character before the number metacharacter. For example, to number questions in a list, you can type the word Question. 4 Choose a character style for the expression. (The style you choose applies to the entire number expression, not just to the number.
251 Typography For a video tutorial on creating bulleted and numbered lists, see www.adobe.com/go/vid0077. Define a list 1 Choose Type > Bulleted And Numbered Lists > Define Lists. 2 Click New in the Define Lists dialog box. 3 Enter a name for the list, choose whether you want to continue numbering across stories, and continue numbering from previous documents in your book. 4 Click OK twice.
252 Typography Delete a defined list 1 Choose Type > Bulleted And Numbered Lists > Define Lists. 2 Select a list. 3 Click Delete, and then select a different list or the [Default] list to replace your list with. Create a paragraph style for running lists To create a running list—a list that is interrupted by other paragraphs or that spans multiple stories or documents— create a paragraph style and apply the style to paragraphs that you want to be part of the list.
253 Typography 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. Bob Bringhurst provides a series of articles about using bullets and numbering to create outlines, multi-level lists, figure captions, and numbered steps.
254 Typography 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. 11 In the Bullet or Number Position area, choose Indent or Tab Position options to indent list items at this level farther than list items at higher levels. Indenting helps subordinate items in lists stand out. 12 Click OK. In some cases, such as with numbered steps, you may want to restart numbering within the same story.
255 Typography 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. InDesign also offers commands for numbering lists that begin in one story or book and cross into the next story or book.
256 Typography Captions Convert style bullets and numbering to text 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.
257 Typography 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. Adjusting aki is especially useful to override Mojikumi Akiryo Settings for certain characters.
258 Typography 2 Do one of the following: • Choose and cancel Tate-chu-yoko from the Character panel menu or Control panel menu. • Choose Tate-chu-yoko Settings from the Character panel menu, deselect Tate-chu-yoko in the Tate-chu-yoko dialog box, and then click OK. Change tate-chu-yoko settings 1 Choose Tate-chu-yoko Settings from the Character panel menu. 2 Specify a value for moving the text up or down in X Offset.
259 Typography 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. When Per Character Ruby is selected, enter a half or full width space when inputting Ruby characters to separate them in line with their parent characters. For "hakunetsutou" for example, enter as "haku netsu tou" (example of a word composed of Japanese characters and its phonetic spelling is given).
260 Typography • Select Auto Align at Line Edges to align the parent with the start and end of the line. Ruby Color • Select a color swatch in the list box. • Specify the degree of tinting and line weight, as necessary. • Select Overprint Fill or Overprint Stroke to set filling or stroke overprint for ruby characters. (See Determining when to overprint manually .) Apply kenten Kenten (also known as Boten) are points which you attach to text you want to highlight.
261 Typography 4 Click OK. Align text of different sizes You can specify how to align text to the largest characters in a line using the Character Alignment option, when positioning characters of different sizes in 1 line. It is possible to align characters to the top, center or bottom of the embox (right, center, and left for vertical frames), to the roman baseline, and to the top or bottom of the ICF box (right or left for vertical frames).
262 Typography 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. Typically, the Roman or Plain (the actual name varies from family to family) member of a font family is the base font, which may include type styles such as regular, bold, semibold, italic, and bold italic.
263 Typography 2 Do any of the following: • In the Character panel or Control panel, select a font in the Font Family menu or a style in the Type Style menu. (In Mac OS, you can select type styles in the Font Family submenus.) • In the Character panel or Control panel, click in front of the font family name or type style name (or double-click its first word) and type in the first few characters of the name you want.
264 Typography A Ordinals B Discretionary ligatures C Swashes OpenType fonts may include an expanded character set and layout features to provide richer linguistic support and advanced typographic control. OpenType fonts from Adobe that include support for central European (CE) languages include the word “Pro,” as part of the font name in application font menus. OpenType fonts that don’t contain central European language support are labeled “Standard,” and have an “Std” suffix.
265 Typography Note: OpenType fonts vary greatly in the number of type styles and kinds of features they offer. If an OpenType feature is unavailable, it’s surrounded in square brackets (such as [Swash]) in the Control panel menu. Discretionary Ligatures Font designers may include optional ligatures that shouldn’t be turned on in all circumstances. Selecting this option allows these additional optional ligatures to be used, if they are present.
266 Typography Proportional Lining Full-height figures with varying widths are provided. This option is recommended for text that uses all caps. Tabular Oldstyle Varying-height figures with fixed, equal widths are provided. This option is recommended when you want the classic appearance of old-style figures, but you need them to align in columns, as in an annual report. Default Figure Style Figure glyphs use the default figure style of the current font.
267 Typography 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. You can specify font attributes by clicking Show Sample to display the sample edit window, and clicking the button on the right to choose Show or Hide for the colored lines that indicate the ICF box, embox, baseline and so on.
268 Typography If you have selected a base set, the characters stored in the selected set will be shown in the Custom Set Edit dialog box. If None is selected, no characters will be displayed. 3 Use Font to specify the font to use with the Custom Set. If Single Byte Gaiji is specified as the base set, choose the single byte Gaiji you would like to use. 4 To add a glyph directly, choose Direct Entry from the pop-up menu, enter the characters in the text box, and click Add.
269 Typography InCopy substitutes missing fonts with an available font. When this happens, you can select the text and apply any other available font. Missing fonts for which others have been substituted will appear at the top of the Type > Font menu in a section marked “Missing Fonts.” By default, text formatted with missing fonts appears in pink highlighting. If a TrueType font is installed and the document contains a Type 1 (T1) version of the same font, the font is displayed as missing.
270 Typography Some multiple master fonts include an optical size axis, which lets you use a font specifically designed for optimal readability at a particular size. Generally, the optical size for a smaller font, such as 10 point, is designed with heavier serifs and stems, wider characters, less contrast between thick and thin lines, taller x height, and looser spacing between letters than the optical size for a larger font, such as 72 point.
271 Typography You can use the Hyphenation dialog box to determine the relationship between better spacing and fewer hyphens. (See Hyphenate text.) The Adobe Single-line Composer Offers a traditional approach to composing text one line at a time. This option is useful if you want to restrict composition changes from late-stage edits.
272 Typography Note: Entering a discretionary hyphen in a word does not guarantee that the word will be hyphenated. Whether or not the word breaks depends on other hyphenation and composition settings. However, entering a discretionary hyphen in a word does guarantee that the word can be broken only where the discretionary hyphen appears.
273 Typography Another way to prevent a word from breaking is to place a discretionary hyphen at the beginning of the word. Press Ctrl+Shift+- (Windows) or Command+Shift+- (Mac OS) to insert a discretionary hyphen. Create a nonbreaking hyphen 1 Using the Type tool , click where you want to insert the hyphen. 2 Choose Type > Insert Special Character > Hyphens And Dashes > Nonbreaking Hyphen. Create a nonbreaking space 1 Using the Type tool , click where you want to insert the space.
274 Typography 3 Type values for Glyph Scaling Minimum, Desired, and Maximum. Then click OK. Glyph scaling can help in achieving even justification; however, values more than 3% from the 100% default value may result in distorted letter shapes. Unless you’re striving for a special effect, it’s best to keep glyph scaling to subtle values, such as 97–100–103.
275 Typography Tabs and indents Tabs dialog box overview Tabs position text at specific horizontal locations in a frame. The default tab settings depend on the Horizontal ruler units setting in the Units & Increments preferences dialog box. Tabs apply to an entire paragraph. The first tab you set deletes all default tab stops to its left. Subsequent tabs delete all default tabs between the tabs you set. You can set left, center, right, and decimal or special-character tabs.
276 Typography 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. When there is a text insertion point in a vertical frame, the Tabs dialog box will snap to the right side of the text frame, and the length displayed will conform to the length of the current column.
277 Typography • Type a position in the X box and press Enter or Return. If the X value is selected, press the up or down arrow key to increase or decrease the tab value by 1 point, respectively. 8 For subsequent tabs with different alignments, repeat steps 3 and 4. To insert a tab character in a table, choose Type > Insert Special Character > Other > Tab. 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.
278 Typography Delete a tab setting 1 Click an insertion point in the paragraph. 2 Do one of the following: • Drag the tab off the tab ruler. • Select the tab, and choose Delete Tab from the panel menu. • To return to the default tab stops, choose Clear All from the panel menu. Change a tab from one alignment to another 1 In the Tabs dialog box, select a tab on the tab ruler. 2 Click a tab-alignment button.
279 Typography • Is a special character located in the text, not in the Tabs dialog box. You add a right indent tab using a context menu, not the Tabs dialog box. As a result, a right indent tab can’t be part of a paragraph style. • Is different from the Right Indent value in the Paragraph panel. The Right Indent value keeps the entire right edge of the paragraph away from the right edge of the text frame. • Can be used with a tab leader.
280 Typography 2 Adjust the appropriate indent values in the Paragraph panel or Control panel. For example, do the following: • To indent the entire paragraph one pica, type a value (such as 1p) in the Left Indent box . • To indent only the first line of a paragraph one pica, type a value (such as 1p) in the First Line Left Indent box .
281 Typography 1 Type your paragraphs. In the last line of each paragraph, place the insertion point before the text to be indented, and choose Type > Insert Special Character > Other > Right Indent Tab. 2 Select the paragraphs. 3 To create a right indent for paragraphs, specify a value (such as 2p) in the Right Indent field of the Paragraph panel or Control panel.
282 Typography Leading About leading This topic refers to how leading is implemented in Roman composition. For information on leading in CJK text, see About leading in Asian text. The vertical space between lines of type is called leading. Leading is measured from the baseline of one line of text to the baseline of the line above it. Baseline is the invisible line on which most letters—that is, those without descenders— sit.
283 Typography When grid alignment is set to None, set text leading in the text frame with the Leading value in the Character panel. When grid alignment is set to anything other than None, leading will be applied according to the baseline grid settings. Note: When copying text placed on the frame grid and pasting into a text frame, the text is pasted with the frame grid attributes intact, so Automatic in Leading is set to 100%.
284 Typography If InCopy ignores the leading change, it may be due to Vertical Justification or Align To Baseline Grid being selected. Choose Object > Text Frame Options and make sure Vertical Justification is set to Top, and make sure Do Not Align To Baseline Grid is selected in the Paragraph panel, Control panel, or paragraph style. You can also adjust vertical space by aligning text to the baseline grid. When baseline grid is set, the baseline grid setting takes precedence over the leading value.
285 Typography To set even leading regardless of font size, you can use Embox Center to set leading from the center of the line. For frame grids, to align to the grid line spacing for lines with different font sizes, set grid alignment to Center and set Gyoudori to anything other than Automatic in the Paragraph panel. Leading Basis Position options From Leading Basis Position in the Paragraph panel menu or Control panel menu, select from the following options for leading basis.
286 Typography InCopy uses metrics kerning by default so that specific pairs are automatically kerned when you import or type text. To disable metrics kerning, select "0". Optical kerning adjusts the spacing between adjacent characters based on their shapes. Some fonts include robust kernpair specifications.
287 Typography Apply kerning to text You apply either of two types of automatic kerning: metrics kerning or optical kerning, or you can adjust the spacing between letters manually. Use metrics kerning 1 Set the text insertion point between the characters you want to pair kern, or select text. 2 In the Character panel or Control panel, select Metrics in the Kerning menu. 3 In the Character panel or Control panel, select Metrics or Metrics - Roman Only in the Kerning menu.
288 Typography Turn off kerning for selected text 1 Select text. 2 In the Character panel or Control panel, type or choose 0 in the Kerning menu. You can also press Alt+Ctrl+Q (Windows) or Option+Command+Q (Mac OS) to reset kerning and tracking. When you do so, kerning is set to Metrics regardless of which kerning option was previously applied. Adjust tracking 1 Select a range of characters. 2 In the Character panel or Control panel, type or select a numeric value for Tracking .
289 Typography Note: When you justify all lines of text and you are using the Adobe Paragraph Composer, InDesign shifts text to ensure that the paragraph has consistent text density and is visually appealing. You can fine-tune spacing in justified text. When you set center or justify for text in a frame grid, the text will no longer align exactly with the grid. You can also specify paragraph alignment for all the paragraphs in the frame grid. 1 Select text.
290 Typography Apart from specifying grid alignment, you can also specify whether or not to align only the first line of a paragraph to the grid. Furthermore, when characters of different sizes are in the same line, you can specify how to align the small characters to the larger ones. For more information, see Align text of different sizes. Note: When the text is the same size as the default frame grid settings, the text position won’t change even if you change the grid alignment.
291 Typography Align paragraphs to the baseline grid 1 Select text. 2 In the Paragraph panel or Control panel, click Align To Baseline Grid . To ensure that the leading of your text does not change, set the baseline grid leading to the same leading value as your text, or to a factor thereof. Align only the first line to the baseline grid 1 Select the paragraphs you want to align. 2 Choose Only Align First Line To Grid from the Paragraph menu or Control panel menu.
292 Typography 1 From Gyoudori in the Paragraph panel or Control panel, specify the number of lines you want to center justify. 2 To center the entire paragraph across the specified number of lines, choose Paragraph Gyoudori from the Paragraph panel menu or Control panel menu. Note: Gyoudori is set to the baseline grid value as standard in text frames.
293 Typography A Heading that spans columns B Split column Span a paragraph across 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 Span Columns from the Paragraph Layout menu. 4 Choose the number of columns you want the paragraph to span from the Span menu. Choose All if you want the paragraph to span across all the columns.
294 Typography 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. Align Bottom/Left is defined as the baseline of the last line of bottom-aligned text.
295 Typography 3 In the Vertical Justification section of the Text Frame Options dialog box, choose Top/Right, Center, Bottom/Left, or Justify. 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.
296 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.
297 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.
299 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 6/13/2015 1 or 1/2 em indent line end all 1 em
300 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 6/13/2015 1 em indent line end all 1/2 em in mojibake
301 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 6/13/2015
302 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.
303 Typography 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. If you apply these settings, brackets won’t be compressed but you can adjust aki for round parentheses.
304 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. 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.
305 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.
306 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).
307 Typography Use rensuuji Rensuuji protects numbers from breaking. Furthermore, this option processes punctuation spacing in number strings according to JIS specifications. 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. You can select an option to prevent a line from beginning with a space.
308 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.
309 Typography 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. For example, in a vertical frame grid, selecting Left/Top aligns the beginning of the warichu characters at the top of the frame.
310 Typography 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. This is a form of character compression that uses a feature called Adjust Tracking With CJK Grid in the Character panel menu or the Control panel (also called grid tracking).
311 Typography 1 Select text. 2 In the Character panel or Control panel, type a numeric value for Baseline Shift . Positive values move the character’s baseline above the baseline of the rest of the line; negative values move it below the baseline. To increase or decrease the value, click in the Baseline Shift box, and then press the Up or Down Arrow key. Hold down Shift while you press the Up or Down Arrow key to change the value in greater increments.
312 Typography 2 Do any of the following, and then click OK: • Select Underline On or Strikethrough On to turn on underline or strikethrough for the current text. • For Weight, choose a weight or type a value to determine the thickness of the underline or strikethrough line. • For Type, select one of the underline or strikethrough options. • For Offset, determine the vertical position of the line. The offset is measured from the baseline.
313 Typography A Swatch affects fill or stroke B Swatch affects container or text C Tint percentage 1 Do one of the following: • To apply color changes to text inside a frame, use the Type tool to select text. • To apply color changes to all text in a frame, use the Selection tool to select the frame. When applying color to the text rather than the container, make sure that you select the Formatting Affects Text icon in the Tools panel or in the Swatches panel.
314 Typography A Swatch affects fill or stroke B Swatch affects container or text C Tint percentage Change the color of text 1 Using the Type tool , select the text you want to color. 2 In the Swatches panel (choose Window > Swatches), click a color or gradient swatch. Note: You can apply colors to text in either Galley, Story, or Layout view; however, color changes are visible only in Layout view. Specify the type of swatches to display 1 Choose Window > Swatches to open the Swatches panel.
315 Typography Assign a language to text Assigning a language to text determines which spelling and hyphenation dictionary is used. Assigning a language does not change the actual text. 1 Do any of the following: • To apply the language only to selected text, select the text. • To change the default dictionary used in InDesign, choose the language with no documents open. • To change the default dictionary for a specific document, open the document, choose Edit > Deselect All, and then choose the language.
316 Typography If you select All Caps or Small Caps in an OpenType font, InDesign creates more elegant type. If you’re using an OpenType font, you can also choose All Small Caps from the Character panel menu or the Control panel. (See Apply OpenType font attributes .) 1 Select text. 2 Choose All Caps or Small Caps in the Character panel menu or in the Control panel. If the text was originally typed in all caps, selecting Small Caps will not change the text.
317 Typography A Unscaled type B Unscaled type in condensed font C Scaled type in condensed font Adjust vertical or horizontal scaling 1 Select text you want to scale. 2 In the Character panel or Control panel, type a numeric value to change the percentage of Vertical Scaling Horizontal Scaling or . If the Use New Vertical Scaling in Vertical preference option is selected, the X and Y scale for Roman glyphs in vertical text will be reversed, making all text in the line scale in the same direction.
318 Typography • The scaling values in the Transform panel tell you the horizontal and vertical percentage by which the frame was scaled. By default, with Apply To Content selected, scaling values display at 100% after a text is scaled. If you select the Adjust Scaling Percentage option, the scaling values reflect the scaled frame, so doubling the scale of a frame displays as 200%. Tracking scale changes to frames is useful if you have to revert a frame and the text inside it to their original size.
319 Typography 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. In such a case, you can increase the leading of the first line of the paragraph or increase the top inset of the text frame in InDesign. 1 Select text. 2 In the Paragraph panel or the Control panel, adjust the appropriate values for Space Before and Space After .
320 Typography Remove a drop cap 1 With the Type tool selected, click in the paragraph where the drop cap appears. 2 In the Paragraph panel or Control panel, type 0 for Drop Cap Number Of Lines or Drop Cap Number Of Characters. Add rules (lines) above or below paragraphs Rules are paragraph attributes that move and are resized along with the paragraph on the page. If you’re using a rule with headings in your document, you may want to make the rule part of a paragraph style definition.
321 Typography • Choose a tint or specify a tint value. The tint is based on the color you specified. Note that you can’t create tints of the built-in colors None, Paper, Registration, or Text Color. • If you specified any line type other than solid, choose a gap color or gap tint to change the appearance of the area between dashes, dots, or lines. 9 Choose the width of the rule.
322 Typography Use a different composer In general, use Adobe Paragraph Composer to let InDesign compose paragraphs automatically. If a paragraph isn’t composed the way you’d like, choose Adobe Single-line Composer from the Paragraph panel menu or Control panel menu and adjust selected lines individually. See Compose text. In general, use Adobe Japanese Paragraph Composer or Adobe Paragraph Composer to let InDesign compose paragraphs automatically.
323 Typography 1 Select a text frame, or click anywhere in the story. 2 Choose Type > Story. 3 Select Optical Margin Alignment. 4 Select a font size to set the appropriate amount of overhang for the size of type in your story. For optimal results, use the same size as the text. To turn off Optical Margin Alignment for an individual paragraph, choose Ignore Optical Margin from the Paragraph panel menu or Control panel menu.
324 Typography • To set the formatting for all future text frames that you’ll create in the current document, make sure that the insertion point is not active and that nothing is selected, and then specify text formatting options. To set default text formatting for all new documents, close all documents, and then specify the text settings. See Set defaults. • Select a frame to apply formatting to all text inside it. The frame cannot be part of a thread.
325 Typography Format a frame grid When you select a frame grid, options for formatting the grid are displayed in the Control panel. 1 Using a selection tool, select a frame grid. 2 Select any options in the Control panel.
326 Typography Copy type attributes to selected text 1 With the Type tool or Path Type tool , select the text to which you want to copy attributes. 2 Using the Eyedropper tool , click the text from which you want to copy attributes. (The text from which you want to copy attributes must be in the same InDesign document as the text you want to change.) The Eyedropper , to indicate that it’s loaded with the attributes you copied.
327 Typography 4 Select the item you want to apply, and then: • To apply a style, menu command, or variable, press Enter or Return. • To apply a paragraph style and remove overrides, press Alt+Enter (Windows) or Option+Return (Mac OS). • To apply a paragraph style and remove overrides and character styles, press Alt+Shift+Enter (Windows) or Option+Shift+Return (Mac OS). • To apply an item without closing the Quick Apply list, press Shift+Enter (Windows) or Shift+Return (Mac OS).
328 Chapter 9: 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.
329 Tables Select the entire table ❖ Using the Type tool , do any of the following: • Click inside a table, or select text, and then choose Table > Select > Table. • Move the pointer over the upper left corner of the table so that the pointer becomes an arrow shape click to select the entire table. , and then • Drag the Type tool across the entire table.
330 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.
331 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.
332 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.
333 Tables 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.
334 Tables • 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.
335 Tables 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. When you edit a style, all tables or cells to which the style is applied are updated automatically.
336 Tables Table/Cell Styles panels overview Use the Table Styles panel (Window > Styles >Table Styles) to create and name table styles, and to apply the styles to existing tables or tables you create or import. Use the Cell Styles panel (Window > Styles > Cell Styles) to create and name cell styles, and to apply the styles to table cells. Styles are saved with a document and appear in the panel each time you open that document. You can save table and cell styles in groups for easier management.
337 Tables Load (import) table styles from other documents You can import table and cell styles from another InDesign document into the active document. During import, you can determine which styles are loaded and what should occur if a loaded style has the same name as a style in the current document. You can also import styles from an InCopy document. You can import table and cell styles from an InDesign or InCopy document into a standalone InCopy document or InCopy content that is linked to InDesign.
338 Tables 3 Specify formatting for the new style to distinguish it from the parent style. Edit table and cell styles One of the advantages of using styles is that when you change the definition of a style, all of the tables or cells formatted with that style change to match the new style definition. Note: If you edit styles in InCopy content that’s linked to an InDesign document, the modifications are overridden when the linked content is updated.
339 Tables Note: For cell styles, changes to only those attributes that are part of the cell style will enable the Redefine Style command. For example, if the cell style includes a red fill and you override a cell to use a blue fill, you can redefine the style based on that cell. But if you change an attribute that is ignored in the cell style, you can’t redefine the style with that attribute. Override table and cell styles After you apply a table or cell style, you can override any of its settings.
340 Tables More Help topics Group styles Table Styles video Use Quick Apply Duplicate styles or style groups Table strokes and fills About table strokes and fills You can add strokes and fills to your tables in a number of ways. Use the Table Options dialog box to change the stroke of the table border, and to add alternating strokes and fills to columns and rows.
341 Tables 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. If you want to change the appearance of all rows or columns in the table, use an alternating stroke or fill pattern in which the second pattern is set to 0. 1 Using the Type tool , place the insertion point in or select the cell or cells in which you want to add a stroke or fill.
342 Tables 3 Click in the Gradient Ramp to apply a gradient to the selected cells. Adjust the gradient settings as necessary. Add diagonal lines to a cell 1 Using the Type tool , place the insertion point in or select the cell or cells in which you want to add diagonal lines. 2 Choose Table > Cell Options > Diagonal Lines. 3 Click the button for the type of diagonal line you want to add.
343 Tables 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. 2 For Alternating Pattern, select the type of pattern you want to use. Select Custom if you want to specify a pattern; for example, one column with a thick black line followed by three columns with thin yellow lines. 3 Under Alternating, specify the fill options for both the first pattern and the next pattern.
344 Tables 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.
345 Tables 2 Using the Type tool , select the text you want to convert to a table. 3 Choose Table > Convert Text To Table. 4 For both Column Separator and Row Separator, indicate where new rows and columns should begin. Choose Tab, Comma, or Paragraph, or type the character, such as a semicolon (;), in the Column Separator and Row Separator field. (Any character you type appears in the menu the next time you create a table from text.
346 Tables Add text to a table You can add text, anchored objects, XML tags, and other tables to table cells. The height of a table row expands to accommodate additional lines of text, unless you set a fixed row height. You cannot add footnotes to tables. ❖ Using the Type tool , do any of the following: • Position the insertion point in a cell, and type text. Press Enter or Return to create a new paragraph in the same cell.
347 Tables 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. 2 Choose Table > Convert Rows > To Header or To Footer. Change header or footer row options 1 Place the insertion point in the table, and then choose Table > Table Options > Headers And Footers. 2 Specify the number of header or footer rows. Blank rows may be added to the top or bottom of the table.
348 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. Use these dialog boxes to change the number of rows and columns, to change the appearance of the table border and fill, to determine the spacing above and below the table, to edit header and footer rows, and to add other table formatting.
349 Tables Resize the entire table ❖ Using the Type tool , position the pointer over the lower-right corner of the table so that the pointer becomes an arrow shape , and then drag to increase or decrease the table size. Hold down Shift to maintain the table’s height and width proportions. For a vertical table, use the type tool to position the pointer over the lower left corner of the table so that the pointer becomes an arrow shape and then drag to increase or decrease the table size.
350 Tables • For vertical tables, place the insertion point at the beginning of the paragraph in the first cell, press the Up Arrow key, and begin typing. Format text within a table In general, use the same methods to format text in a table that you would use to format text that’s not in a table. Insert tabs into a table cell When the insertion point is in a table, pressing Tab moves the insertion point to the next cell. However, you can insert a tab within a table cell.
351 Tables In many cases, increasing the cell inset spacing will increase the row height. If the row height is set at a fixed value, make sure that you leave enough room for the inset values, to avoid causing overset text. Merge and split cells You can merge (combine) or split (divide) cells in a table. Merge cells You can combine two or more cells in the same row or column into a single cell.
352 Tables 2 Choose Table > Cell Options > Text. 3 Select Clip Contents To Cell, and then click OK. Change the cell writing direction 1 Place the text insertion point in the cell for which you want to change direction, or select the cell or cells you want to affect. 2 Choose Table > Cell Options > Text. 3 Select the type direction in the cell from the Writing Direction menu and click OK.
353 Chapter 10: Printing Setting up a printer Typically, the final printing process is done in Adobe® InDesign®, but you can use Adobe InCopy® to print drafts of your stories in Galley, Story, or Layout view. Printing with InCopy InCopy typically links with an InDesign master document. The InDesign document is usually the ultimate source for the final printing process, so many of the controls needed for production-quality printing are reserved for InDesign.
354 Printing Printer drivers may support features that are not included in InCopy, such as duplex printing. Support for these features varies depending on the printer driver you have. Check with your printer manufacturer for details. If you want to specify settings for a specific printer, InCopy provides access to the printer driver through the Setup button in the InCopy Print dialog box. In Windows, this button opens the Properties dialog box for the currently selected printer.
355 Printing 4 In the Options section, specify whether you want to Use Current Galley Settings or Override Current Galley Settings. If you choose Override Current Galley Settings, select which information you want to print. 5 To include the document name, number of pages, and print time on the printed page, select Print Page Information. 6 For a summary of information related to the story, select Print Story Information. This prints the information contained in the Content File Info dialog box.
356 Printing 3 Depending on your operating system, do one of the following: • (Windows) Select Print To File. Click Print. • (Mac OS) From the PDF menu, choose Save PDF As PostScript. Enter a name and location for the file when prompted, and click Save. 4 Change the existing settings in the InCopy Print dialog box, if necessary. InCopy uses the current page range when creating the PostScript file. 5 Click Print. 6 (Windows) Enter a name and location for the file, and click Save.
357 Chapter 11: PDF Understanding Adobe PDF About Adobe PDF Portable Document Format (PDF) is a universal file format that preserves the fonts, images, and layout of source documents created on a wide range of applications and platforms. Adobe PDF is the standard for the secure, reliable distribution and exchange of electronic documents and forms around the world. Adobe PDF files are compact and complete, and can be shared, viewed, and printed by anyone with free Adobe Reader® software.
358 PDF For each font embedded, InCopy can embed the entire font or just a subset—the particular characters, called glyphs, used in the file. Subsetting ensures that your fonts and font metrics are used at print time by creating a custom font name. The subsetting options you choose affect disk space and your ability to do late-stage editing.
359 PDF 4 Change settings as desired. The settings you specify are saved with the application, and are applied to every new InCopy document you export to PDF until you choose new settings. 5 Click Export. Note: When exporting to PDF, InCopy preserves links from Open Prepress Interface (OPI) comments for images in the InDesign document. OPI links let the InDesign user include fast, low-resolution versions (proxies) of images for positioning on a page.
360 PDF Fill Page (Use Multiple Columns) Exports the story using the number and width of columns you specify. This option is available only if Include Accurate Line Endings is selected. Note: Selecting a small column width and a large font size (in the Fonts section of this section) can cause text to overlap in the exported output. Adobe PDF options for Layout view The following options are available only when exporting from Layout view: All Exports all pages in the current document or book.
361 PDF 5 In the Permissions section, define the level of user actions allowed: No Printing Prevents users from printing the Adobe PDF file. No Changing The Document Prevents users from filling in forms or making any other changes to the Adobe PDF file. No Content Copying Or Extraction, Disable Accessibility Prevents users from selecting text and graphics.
362 Chapter 12: XML Working with XML Adobe InDesign CS5 is one of many applications that can produce and use XML. After you tag content in an InDesign file, you save and export the file as XML so that it can be repurposed in another InDesign file or another application. Similarly, you can import an XML file into InDesign and instruct InDesign to display and format the XML data any way you want.
363 XML You can see the structure of XML data in the Structure pane, which displays the hierarchy and sequence of elements. In the XML structure, child elements are contained by parent elements, which in turn may also be child elements. Or, seen from the other direction, parent elements contain child elements, and these child elements may in turn be parent elements to other child elements.
364 XML A Triangle to expand or collapse elements B Element (placed in layout) C Element (not in layout) D Text snippet E Element tag 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.
365 XML To use a DTD file (if your document doesn’t already contain one), you load it into your document. This imports the element names from the DTD into the Tags panel. Others who have loaded the same DTD file have the same element names, which ensures that everyone in the group uses the same elements. The imported elements are locked, which means they can’t be deleted or renamed unless the DTD file is deleted from the document.
366 XML Structure pane overview Use DTD files to validate XML Using XML files 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.
367 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.
368 XML A Elements appear in the Structure pane. B Tag markers surround text to which tags have been applied. 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.
369 XML For example, you can tag the first-row cells with a different tag to identify them as heading cells. To apply tags to cells, select the actual table cells in your document, and then select a tag. (Selecting cells in the table also selects the corresponding cell elements in the Structure pane.) You can also tag a table by selecting it and then clicking the Autotag icon in the Tags panel.
370 XML Untag a page item Untag an item to remove its tag but retain the associated content. 1 Select the element in the Structure pane window, or select the page item in the document layout. 2 Do one of the following: • Click Untag Element in the Structure pane menu. • Click the Untag button in the Tags panel. 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 .
371 XML Note: The Map Tags To Styles command reapplies styles throughout a document, sometimes with unwanted results. When you map a tag to a style, text that was previously assigned to one style may be reassigned to another, depending on its XML tag. If you’ve already formatted some text, you might prefer to apply styles manually to prevent your paragraph and character style choices from being overridden. 1 Choose Map Tags To Styles from the Tags panel menu or the Structure pane menu.
372 XML ❖ 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.
373 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. You can move elements in the Structure pane to define the order and hierarchy of items. An element consists of an icon indicating the element type and a tag name.
374 XML Use the Structure pane • To open the Structure pane, choose View > Structure > Show Structure. • To close the Structure pane, choose View > Structure > Hide Structure, or click the splitter button. • To expand or collapse an element (and display or hide any of its child elements), click the triangle next to the element. • To adjust the size of the Structure pane, drag the splitter button.
375 XML Icon Name Use Comment Includes comments that appear in the XML file, but not the InDesign document. Processing instruction Includes an instruction that triggers an action in applications that can read processing instructions. DOCTYPE element Tells InDesign which DTD file to use when validating the XML file. Rearrange structured elements You can change the order and hierarchical rank of elements in the Structure pane.
376 XML 1 In the Structure pane, select the elements that will be child elements to the new parent element you want to insert. Note the following: • You can’t select the Root or a root-level element. • You can’t select the Story or a story-level element. • The elements must be on the same level of the structural hierarchy. • The elements must be contiguous. • The selection must not include table cells or attributes.
377 XML If you are using a DTD file, view its contents to see which attributes it allows. Attribute names, like tag names, must conform to the DTD. Note: InCopy recognizes special namespace attributes that can specify paragraph or character styles, tables and table cell styles, as well as control whitespace. For more information, see the XML technical reference and other resources at www.adobe.com/go/learn_id_XMLscript. Add an attribute 1 Select an element.
378 XML You can edit the href attribute to specify a new link to an image. For example, you can edit an absolute link to make it a relative link, thereby making the image file accessible when you export the file. 1 In the Structure pane, double-click the href attribute. (You may need to click the triangle icon next to the image element to display the attribute.) 2 For Value, enter the new path to the image, and then click OK.
379 XML View comments and processing instructions ❖ Choose Show Comments or Show Processing Instructions in the Structure pane menu. Edit comments and processing instructions 1 Select the comment or processing instruction. 2 Do any of the following: • Double-click the comment or processing instruction. • Choose Edit on the Structure pane menu. 3 Edit the comment or processing instruction and click OK.
380 XML ❖ Do one of the following: • In the Structure pane menu, choose View DTD. • Double-click the DOCTYPE element in the Structure pane. To print a DTD file, copy code from the View DTD window and paste it in a text editor. 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.
381 XML A DOCTYPE element from assigned DTD file B Error or invalidating condition C Description of error with suggested fixes D Error count E Validate button F View all errors at once in a separate window 1 Choose View > Structure > Show Structure. 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.
382 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. 1 If you intend to export only a portion of the document, select the element in the Structure pane where you want exporting to begin.
383 Chapter 13: 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.
384 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
385 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+.
386 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
387 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.
388 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.
389 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.
390 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 6/13/2015
391 Chapter 14: System requirements System requirements for Incopy System requirements for Incopy Last updated 6/13/2015
