Using InCopy Alone

The standalone InCopy application looks and works very much like the new InDesign Story Editor. You'll also find a bevy of familiar panes ‚ Notes, Scripts, Swatches, Tags, Tools, and the various text editing panes ‚ in the Window menu. You'll also find the standard Edit and Type menu options to change text attributes and do spell checking. Plus you'll find many of the standard InDesign preferences panes.

What's different? Plenty.

Story views

First, there are three panes in which to view the story. The Story pane is the plainest view, essentially the same as the InDesign Story Editor. Here, you work on text as if you were in a word processor, with applied styles shown at left. Figure F-4 shows this pane. The Layout pane shows the story as it appears in InDesign. The Galley pane is like the Story pane, except that each line breaks as it does in InDesign, so you can see where lines end and whether the last lines in paragraphs have room for more text or whether small text deletions could easily eliminate a short last line during copy fitting.

Figure F-4: Adobe InCopy, with a layout viewed in the Story pane.

Note ‚  

Although this seems counterintuitive, you don't actually work on InCopy story files. You need to open the InDesign file in InCopy. InCopy will then load the InCopy files as needed. The reason that InCopy has all these separate story files is so multiple users can work on the same layout, but on different stories, at the same time. You can open and edit InCopy story files in InCopy, but you won't see the layout or line breaks properly.

Note ‚  

Note the bars that indicate different InCopy stories ‚ you can display and hide stories by clicking the triangles to the left of the story name .

Story checkout, check in, and saving

When you open an InDesign file in InCopy, you need to check out stories to edit them, and check them in to make them available to others, as described in the previous section. To check out stories, go to the story in any of the panes, then choose File ‚ Check Out Story, or press z +Y or Ctrl+Y. You check stories back in by choosing File ‚ Check In Story, or pressing Option+ z +W or Ctrl+Alt+W, or by choosing File ‚ Check In All, or pressing Option+Shift+ z +W or Ctrl+Alt+Shift+W. The Story List pane (Window ‚ Story List) shows which stories are already checked out.

You can also choose File ‚ Cancel Checkout to make a story available to others without saving any changes you made. Choose File ‚ Revert Story instead to undo changes made since the last save but keep the story checked out for your use.

To save a story, you have four options in the File menu:

• Save Story, or z +S or Ctrl+S, to save the current story.

• Save Story As, or Shift+ z +S or Ctrl+Shift+S, to save the current story with a new name or in a new location. Such a story will have to be imported into the InDesign layout.

• Save Story Copy, or Option+ z +S or Ctrl+Alt+S, to save a copy of the current story, such as for archiving story versions.

• Save All Stories, or Option+Shift+ z +S or Ctrl+Alt+Shift+S, to save all stories ‚ this helps ensure all changes are made to the InDesign document, no matter what stories the changes occurred in.

Revisions tracking

InCopy can track who made what changes to InDesign files. To enable such revisions tracking, choose Changes ‚ Track Changes in Current Story, or press Shift+ z +H or Ctrl+Shift+H. If multiple stories are open, you can choose Changes ‚ Enable Tracking in All Stories.

When reviewing changes, you can move from change to change by choosing Changes ‚ Next Change, or pressing Option+Shift+ z +right arrow or Ctrl+Alt+Shift+_right arrow. You can move backward by choosing Changes ‚ Previous Change, or pressing Option+Shift+ z +left arrow or Ctrl+Alt+Shift+left arrow. You can accept individual changes by choosing Changes ‚ Accept Change, or pressing Option+ z +=, and you can accept all changes by choosing Changes ‚ Accept All Changes, or Option+Shift+ z +=. Likewise, you can reject changes individually by choosing Changes ‚ Reject Change, or pressing Option+ z +- (hyphen) or Ctrl+Alt+- (hyphen), or globally by choosing Changes ‚ Reject All Changes, or pressing Option+Shift+ z +- (hyphen) or Ctrl+Alt+Shift+- (hyphen). When reviewing changes, you can get information on who made the change and when by having the Change Info pane open (Window ‚ Change Info, or Shift+ z +F3 or Ctrl+Shift+F3).

Tip ‚  

You can hide changes as you make them by choosing View ‚ Hide Changes, or pressing z +7 or Ctrl+7. To review changes, you'll need to make changes visible

Note ‚  

You can also use the Change Tracking pane to move among revisions and accept or reject changes. The iconic palette offers the following buttons from left to right: Track Changes in Current Story, Show/Hide Changes, Previous Change, Next Change, Accept Change, Reject Change, Accept All Changes, and Reject All Changes.

Special features

The editing and formatting features are the same as in InDesign, so this appendix does not cover them. Likewise, the Notes features are the same as described earlier in this appendix. But there are some specific InCopy features you should know about:

• The awkwardly named Commandbar pane provides iconic button access for, from left to right, New Document, Open Document, Save, Print, Find, Check Spelling, Show/Hide Hidden Characters .

• The Galley & Story Appearance pane likewise provides Font, Size, and text preview Spacing pop-up menus to change the Story and Galley panes' text display, plus iconic controls to Show/Hide Line Numbers and Show/Hide Paragraph Styles. You can also change these settings, plus the text cursor display, via the Galley & Story Display pane in the Preferences dialog box (choose InCopy ‚ Preferences on the Mac or Edit ‚ Preferences in Windows, or press z +K or Ctrl+K). The pane is identical to the Story Editor preferences pane covered in Chapter 15. The show/hide options in the Galley & Story Appearance pane are also available in the View menu.

• The Copyfit Info pane shows how many lines a story is over what fits in its text frame(s) and/or path (s), using the bar at its far right. As you delete text, the progress bar will get smaller and smaller until there is no runover. The pane also tracks the number of lines, words, characters, and column depth. The Update Copyfit Info button checks the current InDesign layout to see if changes to the layout have solved or created copy fitting problems, in which text overflows its text frame(s). The pane also has the Update Story Info button at far left that updates the Story Info pane (File ‚ Story Info) with the name of the current reviser.

Refer to Figure F-4 for an illustration of these three panes, as well as the Change Tracking pane.