User Guide Chapter 1: Copyright
© 2005 Adobe Systems Incorporated. All rights reserved. Adobe InCopy® CS2 User Guide for Windows® and Macintosh If this guide is distributed with software that includes an end user agreement, this guide, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license.
iii Contents Chapter 1: Getting started Installation and registration Adobe Help Center Using Help .........................................................3 Tips and training What’s new .........................................1 .................................................2 ....................................................6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Chapter 2: Work area Work area basics . . . . . . . . .
iv Chapter 5: Sharing content between InCopy and InDesign Understanding a basic managed-file workflow . . . . . . . . . . . . . . . . . . . . . 124 Getting started with shared content Shared content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .134 Wrapping up your work session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Chapter 6: Text Adding text . . .
v Chapter 10: Printing Setting up a printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256 Printing stories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257 Chapter 11: Creating Adobe PDF files Understanding Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261 Exporting to Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1 Chapter 1: Getting started Installation and registration To install 1 Close any Adobe® applications that are open. 2 Insert the product CD into your computer’s CD drive. 3 Double-click the CD icon, and then follow the on-screen instructions. After the installation, you may be prompted to activate your copy of the product. (See “To activate” on page 1.) For more detailed instructions about installing the product, see the How To Install file on the product CD.
ADOBE INCOPY CS2 2 User Guide See also “Adobe Studio” on page 7 “Extras” on page 9 Adobe Help Center About Adobe Help Center Adobe Help Center is a free, downloadable application that includes three primary features. Product Help Provides Help topics for Adobe Photoshop Elements and Adobe CS2 products installed on your system. (If none of these products are installed, Help topics for them aren’t available.
ADOBE INCOPY CS2 3 User Guide To set Adobe Help Center preferences 1 Click the Preferences button . Set any of the following options: Region Specifies your geographical location. Changing this option may affect which services are available to you. Language Specifies the language in which Expert Support content is displayed. Display Renewal Reminders For Expert Support Contracts Displays reminder screens when your Expert Support plan has almost expired.
ADOBE INCOPY CS2 4 User Guide A B C D E Product Help section of Adobe Help Center A. Returns you to Help home page B. Adds bookmark for current topic C. Prints contents of right pane box E. Opens About Adobe Help Center window D. Opens Preferences dialog See also “To navigate Help” on page 4 “To search Help topics” on page 5 To navigate Help ❖ Do any of the following: • To view Help for a product, choose the product name from the Help For menu.
ADOBE INCOPY CS2 5 User Guide To search Help topics Search using words or phrases to quickly find topics. You can search Help for one product or for all Adobe products you’ve installed. If you find a topic that you may want to view again, bookmark it for quick retrieval. 1 In Adobe Help Center, click Product Help. 2 Type one or more words in the Search box. To search across Help for all Adobe products you have installed, click the black triangle to the left of the Search box and choose Search All Help.
ADOBE INCOPY CS2 6 User Guide To change the view By default, Adobe Help Center opens in Full view. Full view gives you access to the Product Help, Expert Support, and More Resources sections. Switch to Compact view when you want to see only the selected Help topic and you want to keep the Help window on top of your product workspace. ❖ Click the view icon to switch between Full and Compact views.
ADOBE INCOPY CS2 7 User Guide Tutorials in Help The Help system for each Adobe CS2 product includes several step-by-step tutorials on key features and concepts. These tutorials are also available in the complete, printable, PDF version of the Help contents, included on the Resources and Extras CD. To use these tutorials with the product, select the tutorial you want from the Contents pane in Adobe Help Center, to switch to Compact view.
ADOBE INCOPY CS2 8 User Guide Tips and tutorials in Adobe Studio See also “Total Training Video Workshop CD” on page 7 “Other resources” on page 9 Technical information The Technical information folder on the Resources and Extras CD included with your Adobe product includes several useful documents in PDF, fully searchable and optimized for printing. These documents provide conceptual and reference material on various in-depth topics, such as scripting, transparency, and high-end printing.
ADOBE INCOPY CS2 9 User Guide Other resources Additional sources of information and help are available for Adobe products. • Visit the Training area of the Adobe website for access to Adobe Press books; online, video, and instructor-led training resources; Adobe software certification programs; and more. • Visit the Adobe user forums, where users share tips, ask questions, and find out how others are getting the most out of their software.
ADOBE INCOPY CS2 10 User Guide What’s new New features Collaborative editorial workflow Adobe InCopy® LiveEdit Workflow plug-ins Use a file check-in and check-out system between InDesign® CS2 and InCopy CS2 to enable designers and editors to work simultaneously on the same content without overwriting each other’s changes. (See “Sharing content” on page 124.
ADOBE INCOPY CS2 11 User Guide Apply next style Quickly apply a series of styles to a run of text as long as each style used specifies a Next Style in its definition. For example, apply headline, subhead, byline, and body text styles to an article in one click. (See “To apply sequential styles to multiple paragraphs” on page 193.) Style mapping for Microsoft Word documents Specify how InCopy handles style name conflicts when importing or opening Microsoft Word files.
12 Chapter 2: Work area Work area basics About the work area By default, the InCopy work area consists of three views of a story (Galley, Story, and Layout views), palettes to help you monitor and modify artwork, and menus that contain commands for performing tasks. You can rearrange the work area to best suit your needs by moving, hiding, or showing palettes; zooming in or out; scrolling to a different area of the document window; or creating multiple windows and views.
ADOBE INCOPY CS2 13 User Guide • 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). Gripper area of the toolbar Combining toolbars • To switch a toolbar to a floating palette, click the gripper area of the toolbar, and drag the toolbar away from the edge of the application window (Windows) or screen (Mac OS).
ADOBE INCOPY CS2 14 User Guide Docked palettes Collapsing palettes When you start InCopy, several groups of palettes are collapsed into tabs at the side of the application window (Windows) or screen (Mac OS). You can move collapsed palettes into windows of their own or collapse other palettes into side tabs. Palettes collapsed into side tabs can be grouped and rearranged. Tabs of collapsed palettes are visible at the side of the screen.
ADOBE INCOPY CS2 15 User Guide • To move a palette or palette group, drag its title bar. • To rearrange or separate palettes in a group, drag a palette’s tab. Dragging a palette out of an existing group changes it to a stand-alone palette. Click the palette’s tab and drag it to a new location (top) to place it in a separate group (bottom). • To move a palette to another group, drag the palette’s tab to that group. • To display a palette menu, click the triangle in the upper right corner of the palette.
ADOBE INCOPY CS2 16 User Guide • (Windows only) To collapse a group to the palette titles only, click the Minimize/Maximize box. Click the box again to restore the palette display. • (Mac OS only) To collapse the palette to the title bar only, click the green Expand button in the upper left corner of a floating palette. • To dock a palette, drag a palette’s tab to the lower edge of another palette. When the lower edge of the other palette is highlighted, release the mouse button.
ADOBE INCOPY CS2 17 User Guide Customizing preferences and defaults About preferences The difference between preferences and defaults is the area to which each applies. Preference settings specify the initial appearance and behavior of certain InCopy features. Default settings apply to InCopy documents. Preferences include settings such as palette positions, measurement options, and display options for graphics and typography. Note: InCopy preference settings are fully scriptable.
ADOBE INCOPY CS2 18 User Guide Viewing stories Viewing stories InCopy offers three views of a story: Galley, Story, and Layout. These terms correspond to the terms used in tradi tional publishing. Galley view Displays text with line breaks established in the corresponding 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.
ADOBE INCOPY CS2 19 User Guide Story view Story view opens by default when you create a new InCopy story. To change the default view when a new document is created, close all documents and select the view you want as the default from the View menu. Layout view Shows the text as it will print, with all the formatting. When you use InCopy to synchronize with an InDesign layout, you can view your text in context with all other page elements in the InDesign document—frames, columns, graphics, and so on.
ADOBE INCOPY CS2 20 User Guide See also “To switch to the Story view” on page 22 “About Layout view” on page 22 To switch between Galley, Story, or Layout view ❖ Do either of the following: • Choose the view from the View menu. • Click the Galley, Story, or Layout tab at the top of the editing area. See also “Keys for navigating through documents” on page 283 About Galley view Galley view provides an environment for efficient text processing. Text is easy to read and annotate.
ADOBE INCOPY CS2 21 User Guide To change the Galley view display settings ❖ Select an option from the Galley & Story Appearance toolbar. (If the toolbar is not displayed, choose Window > Galley & Story Appearance to open it. The toolbar appears at the bottom of the application window by default.) Note: It is important to understand the difference between changing the font display size and applying text formatting. Both can be done in Galley view.
ADOBE INCOPY CS2 22 User Guide To use the vertical depth ruler When typing text, it is sometimes useful to know the physical depth of a story as it will appear in Layout view, in addition to the number of lines. The vertical depth ruler draws a ruler along the left edge of the Galley and Story views. Each tick mark in the ruler aligns to the bottom of a line of text. A value is displayed every five tick marks to show the total vertical depth of the text to that point.
ADOBE INCOPY CS2 23 User Guide Layout view offers more tools and View-menu commands than the other views. You can use the Hand tool, the Zoom tool, and the Zoom commands to view a spread at various magnifications. You can also use various layout aids, such as rulers, document grids, and baseline grids. Note: These viewing options do not affect formatting. For example, zooming in to enlarge your view of the page does not change the way the story appears in InDesign or when printed.
ADOBE INCOPY CS2 24 User Guide Text and graphics frames with frame edges displayed (left) and hidden (right) ❖ Choose View > Show Frame Edges or View > Hide Frame Edges. Viewing documents To zoom in or out In Layout view, you can magnify or reduce your view of a page. The lower left corner of the document window displays the zoom percentage at all times. ❖ Do any of the following: • To magnify a specific area, select the Zoom tool and click the area you want to magnify.
ADOBE INCOPY CS2 25 User Guide Zooming in on a selection of text To display the document at 100% ❖ Do any of the following: • Double-click the Zoom tool . • Choose View > Actual Size. • Type or choose a magnification level of 100% in the Zoom text box at the lower left corner of the document window. To fit the page, spread, or pasteboard within the active window ❖ Do any of the following: • Choose View > Fit Page in Window. • Choose View > Fit Spread in Window. • Choose View > Entire Pasteboard.
ADOBE INCOPY CS2 26 User Guide To move through a document with the Hand tool ❖ In Layout view, select the Hand tool , and click and drag to push the document in the direction you want it to move. Dragging to view another part of the page To go to another page in Layout view ❖ Do one of the following: • Click the buttons in the status bar, as shown in the following illustration: A B C D E Status bar in Layout view A. First-page button B. Previous-page button C. Page number display box D.
ADOBE INCOPY CS2 27 User Guide See also “Keys for navigating through documents” on page 283 Recovery and undo Recovering a document InCopy guards your data against unexpected power or system failures by using an automatic recovery feature. Automatically recovered data exists in a temporary file that is separate from the original document file on disk.
ADOBE INCOPY CS2 28 User Guide To undo mistakes If you change your mind or make a mistake, you can cancel a lengthy operation before it completes, undo recent changes, or revert to a previously saved version. You can undo or redo up to several hundred of the most recent actions (the exact number may be limited by the amount of RAM available and the kinds of actions you have performed). The series of actions is discarded when you choose the Save As command, close a document, or when you exit the program.
29 Chapter 3: Adobe Version Cue Using Adobe Version Cue Version Cue managed projects Adobe Version Cue® is an innovative set of features designed to increase your productivity when you work alone or collaborate with others. Version Cue integrates design management into your existing workflows within and across Adobe Creative Suite components, including Adobe Photoshop CS2, Adobe InDesign CS2, Adobe Illustrator CS2, Adobe GoLive CS2, Adobe Acrobat 7, and Adobe Bridge.
ADOBE INCOPY CS2 30 User Guide Note: Acrobat 7 and GoLive access Version Cue features differently than other Adobe Creative Suite components and don’t use the Adobe dialog box. • If you don’t have Adobe Creative Suite, you can gain access to the full Version Cue feature set by participating in a shared project; that is, if another user on your network installs Adobe Creative Suite and gives you access to a Version Cue project in a Version Cue Workspace.
ADOBE INCOPY CS2 31 User Guide About the Adobe dialog box In Adobe Creative Suite 2.0 components (except for GoLive and Acrobat 7) and InCopy CS2, you can use the Adobe dialog box when you choose the Open, Import, Export, Place, Save, or Save As commands, even if you don’t use Version Cue. The Adobe dialog box displays additional information, including thumbnails, which make it easy to identify files. You can use the Adobe dialog box when working with both Adobe and non-Adobe files.
ADOBE INCOPY CS2 32 User Guide See also “To view Version Cue Workspace, project, and file information” on page 37 “Availability of Version Cue features” on page 29 What’s new in Version Cue CS2 In addition to enhanced performance and reliability, here are some key new features in Version Cue CS2: Integration with Adobe Bridge View Version Cue projects, work with versions, and make groups of alternates, all from one central place.
ADOBE INCOPY CS2 33 User Guide 4 Choose one of the following from the Workspace Access menu: This Workspace Is Visible To Others Gives others access to your shared Version Cue projects. This Workspace Is Private Keeps your Version Cue Workspace hidden from other users. Note: If Version Cue is installed on a computer that uses a firewall and you want to share the workspace with others, make sure that TCP ports 3703 and 427 are left open and deselect the Internet Connection Firewall option (Windows only).
ADOBE INCOPY CS2 34 User Guide To turn Version Cue on or off By default, access to Version Cue is turned on in InCopy CS2 and in all Adobe Creative Suite components, except for Acrobat 7. If you disable Version Cue, you won’t have access to any Version Cue Workspace, which could affect files in a project.
ADOBE INCOPY CS2 35 User Guide Version Cue uses a special folder for each project: the documents folder. This folder is where Version Cue stores nonGoLive files for each project. When you access the project from Bridge, InCopy, or any Adobe Creative Suite component except Acrobat 7, Version Cue automatically opens the documents folder and temporarily displays the project title as the folder name. (If you access the project using Acrobat 7, the folder is named “documents”.
ADOBE INCOPY CS2 36 User Guide 2 To open a Version Cue Workspace, double-click it. Note: If you don’t see a desired Version Cue Workspace, choose Refresh from the Tools menu. 3 To open a project, double-click it. If the Use Adobe Dialog button doesn’t appear in the Open, Save As, Save A Copy, or Place dialog boxes, make sure that you’ve turned on the Version Cue preference in InCopy or in the Adobe Creative Suite component you’re using.
ADOBE INCOPY CS2 37 User Guide To connect to a project using WebDAV The Version Cue Workspace can communicate with applications that are WebDAV enabled. When Version Cue is running on a server, you can use it as a WebDAV server. However, Version Cue's native versioning features are more sophisticated than those available through WebDAV. WebDAV capabilities are provided for legacy workflows.
ADOBE INCOPY CS2 38 User Guide See also “About the Adobe dialog box” on page 31 “Version Cue file statuses” on page 44 To view Version Cue Workspace, project, and file information in Bridge Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace. See “Availability of Version Cue features” on page 29 for more information.
ADOBE INCOPY CS2 39 User Guide The Project Tools menu contains frequently used commands See also “To create a project” on page 39 “To edit Version Cue project properties” on page 78 “To create a new Version Cue project from a folder” on page 77 “To share or unshare a project” on page 41 “To share or unshare a project from Bridge” on page 42 “Availability of Version Cue features” on page 29 To create a project Note: You can perform this task only if you have access to the full Version Cue feature set, ava
ADOBE INCOPY CS2 40 User Guide 6 To make this project and its files available to others, select Share This Project With Others. (If the Version Cue Workspace is on a computer other than your own, the Version Cue project is shared by default.) 7 Click OK. See also “About the Adobe dialog box” on page 31 To create a project in Bridge Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace.
ADOBE INCOPY CS2 41 User Guide shared project, deselect Share This Project With Others. Note, however, that this action does not delete any working copies currently in project folders on the workgroup’s computers. • To view the location of working copies on your computer, expand Local Project Files. To open the folder, choose Show Files (Windows) or Show Files in Finder (Mac OS). To change the location of the files, click Change Location and choose the new location for working copies.
ADOBE INCOPY CS2 42 User Guide See also “About the Adobe dialog box” on page 31 “To view Version Cue Workspace, project, and file information” on page 37 To share or unshare a project from Bridge Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace. See “Availability of Version Cue features” on page 29 for more information. At any time, you can make a project shared or unshared.
ADOBE INCOPY CS2 43 User Guide Working copies allow you to work on a file even when the host workspace is unavailable, or offline. Though some features, such as versions and alternates, can’t be used when you’re working offline, you can edit files and save your work. When the workspace is online again, you can save a version to update the master file. There are times when you may wish to delete the working copies of your project files.
ADOBE INCOPY CS2 44 User Guide You can use the Version Cue Workspace Administration utility to assign lock protection to a Version Cue project. Only the first user to begin editing an available file in a lock-protected project can save the next version of that file to the Version Cue project. Other users who edit that file simultaneously can’t save changes to a new version of that file, even after the first user saves a version.
ADOBE INCOPY CS2 45 User Guide You can edit an offline copy and save these changes; however, you must save a version or synchronize the file once the workspace comes back online. A local copy exists, but there is a newer version of the file in the workspace. This status indicates that it will take a few moments to create an up-to-date working copy before you can edit the file. Outdated Copy The Version Cue Workspace is offline or you don’t have access privileges.
ADOBE INCOPY CS2 46 User Guide To reveal a file in Bridge ❖ Right-click (Windows) or Ctrl-click (Mac OS) the file in the Open dialog box in InCopy or an Adobe Creative Suite component, and choose Reveal In Bridge. The file appears in the Bridge window. To edit a file in use by another user Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace.
ADOBE INCOPY CS2 47 User Guide If another user creates a new version of a file that you have open or that is still marked In Use By Me, Version Cue prompts you to update your document with the latest version when you open it or attempt to make changes to it, or when you bring the document window frontmost in a group of documents. ❖ When the prompt appears, click one of the following: Discard Changes Updates the document with the most recent version from the Version Cue project.
ADOBE INCOPY CS2 48 User Guide See also “About the Adobe dialog box” on page 31 To add a file or folder to a project in Bridge Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace. See “Availability of Version Cue features” on page 29 for more information. 1 Start Bridge. In Folders (in the Favorites panel), navigate to the folder in the Version Cue project to which you want to add files.
ADOBE INCOPY CS2 49 User Guide 3 In Illustrator, InCopy, InDesign, Photoshop, or Acrobat, choose File > Open. Click Use Adobe Dialog if you’re using the OS dialog box. 4 Click Version Cue in the Favorites panel. Open the Version Cue Workspace, and select the project. 5 Choose Synchronize from the Project Tools menu . (Alternatively, you can select the project in Bridge and synchronize it.) Once the synchronization is complete, the files are added to the project.
ADOBE INCOPY CS2 50 User Guide While you’re working with a Version Cue project in Illustrator, InCopy, InDesign, or Photoshop, you can add a file to a document just as you normally would—by using the Place command.
ADOBE INCOPY CS2 51 User Guide The Version Cue Edit Status column in the Links palette displays nothing if the linked file is available, or it displays a status icon. See Illustrator Help, InCopy Help, or InDesign Help for more information about working with the Links palette and placed files.
ADOBE INCOPY CS2 52 User Guide To replace a placed file with an alternate derived from a previous version 1 In Illustrator, InCopy, or InDesign, select the file in the Links palette. 2 Click Edit Original and edit the file in its native application. 3 Choose File > Save As, and select Save As Alternate (rename the file if you save it in the original folder). 4 Close the file. 5 In Illustrator, InCopy, or InDesign, select the placed file in the Links palette. 6 Choose Alternates from the Links palette menu.
ADOBE INCOPY CS2 53 User Guide 3 Click Version Cue in the Favorites panel. 4 Double-click the host Version Cue Workspace. 5 Double-click the project you want to search. 6 Click Project Search . 7 Enter information in Project Search. If you open an older version of a file found as the result of a search, the file name will be prefaced with Version -. Note: It is best to treat older versions as view-only when opened as the result of a search.
ADOBE INCOPY CS2 54 User Guide See also “Deleting files and folders” on page 54 “To disconnect from a project in Bridge” on page 54 “To disconnect from a project” on page 54 “Using working copies” on page 42 “Availability of Version Cue features” on page 29 To disconnect from a project Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace.
ADOBE INCOPY CS2 55 User Guide Any user with appropriate privileges can delete files and folders unless the files or folders are marked In Use. In a workgroup, if a user is editing a file that you need to delete, you can reset the file’s lock by using the Version Cue Administration utility. You can restore files or folders that have a Deleted status. Restoring reinstates Version Cue management. Restored files and folders appear in their previous location in the project folder hierarchy.
ADOBE INCOPY CS2 56 User Guide 4 Choose Delete from the Project Tools menu. 5 Click OK in the confirmation dialog box. You can also delete projects using the Version Cue Administration utility.
ADOBE INCOPY CS2 57 User Guide Note: If Show Deleted files is not selected in the Project Tools menu, the file will become hidden and removed from view. If Show Deleted Files is selected, the file or folder will remain visible with the status Deleted.
ADOBE INCOPY CS2 58 User Guide To delete a file or folder permanently Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace. See “Availability of Version Cue features” on page 29 for more information. You can permanently delete and erase files or folders that have a Deleted status. For information about deleting a file or folder permanently in Acrobat 7, see Acrobat Help.
ADOBE INCOPY CS2 59 User Guide If you want to continue your work using a previous version instead of the current version, promote the previous version to the next current version (do this instead of opening the previous version directly). This process keeps the previous version intact, should you decide to return to it again in the future. If you want a previous version, along with the current version, to be available for use in a project, you can save the previous version as a separate asset.
ADOBE INCOPY CS2 60 User Guide Note: You can save versions of nonembedded graphics, image, and text files in InCopy, InDesign, and Illustrator by using the Edit Original command in the Links palette. After editing the file, save it in its native application. Then, in the Links palette, select the file and use the Save Link Version command to save a version in the Version Cue project. For more information, see InCopy Help, InDesign Help, or Illustrator Help.
ADOBE INCOPY CS2 61 User Guide After opening a file from a Version Cue Workspace, you can quickly access the previous version thumbnails, version comments, and version dates by using the Versions dialog box. 1 In Illustrator, InCopy, InDesign, or Photoshop, choose File > Open. Click Use Adobe Dialog if you’re using the OS dialog box. 2 Click Version Cue in the Favorites panel. 3 Double-click the host Version Cue Workspace. Double-click the project to open it.
ADOBE INCOPY CS2 62 User Guide To view a previous version in its native application Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace. See “Availability of Version Cue features” on page 29 for more information. ❖ Do one of the following: • In the Versions dialog box, click the version you want to open and click View.
ADOBE INCOPY CS2 63 User Guide To delete a version Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace. See “Availability of Version Cue features” on page 29 for more information. ❖ Do one of the following: • In the Versions dialog box, click the version you want to delete and click Delete. To delete multiple versions, Shift click (Windows) or Control-click (Mac OS) the versions and click Delete.
ADOBE INCOPY CS2 64 User Guide Version Cue maintains relationships between alternates by creating alternates groups, which you can view together in the Alternates dialog box. You can manually group files into an alternates group by using the Make Alternates command. You create alternates from files in different folders by dragging them between Bridge windows. Using this method you can add files from additional folders to the group as well.
ADOBE INCOPY CS2 65 User Guide Note: If you don’t change the folder or file name, Version Cue prompts you to create a new version of the file (not an alternate). To view alternates from Bridge Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace. See “Availability of Version Cue features” on page 29 for more information.
ADOBE INCOPY CS2 66 User Guide To make an alternate the primary Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace. See “Availability of Version Cue features” on page 29 for more information. ❖ Do one of the following: • In Bridge, click the Versions And Alternates View icon, and then click Alternates View at the top of the screen.
ADOBE INCOPY CS2 67 User Guide 3 Shift-click or Control-click to select the files you want to make alternates. To view files in more than one folder, click the triangle to the left of the folder name. 4 Right-click (Windows) or Control-click (Mac OS) one of the selected files, and then choose Make Alternates from the menu. Note: Although it is possible to reveal files in different projects by using the disclosure triangles, only files within a single project can be made alternates of each other.
ADOBE INCOPY CS2 68 User Guide A file cannot be a member of more than one alternates group. To move an alternate to another group, you must first remove it from it’s original group and then add it to a new group. 1 Remove the alternate from its group. For instructions, see “To remove an alternate” on page 66. 2 Add the file to a new alternates group. For instructions, see “To save an alternate” on page 64 or “To make alter nates in Bridge” on page 67.
ADOBE INCOPY CS2 69 User Guide If you haven’t made any changes, you can manually cancel the In Use By Me status, by choosing Cancel Mark In Use from the context menu. See also “To synchronize files” on page 70 “To synchronize files in Bridge” on page 69 To edit working copies of files from an offline project Note: You can perform this task only if you have access to the full Version Cue feature set, available in Adobe Creative Suite or in a shared workspace.
ADOBE INCOPY CS2 70 User Guide 3 Select the project that contains the master file, and do one of the following: • To synchronize the entire project, right-click (Windows) or Control-click (Mac OS) the project, and then choose Synchronize. • To synchronize a file in the project, open the project, right-click (Windows) or Control-click (Mac OS) the folder or file, and choose Synchronize from the Project Tools menu.
ADOBE INCOPY CS2 71 User Guide The following table lists the Version Cue-related tasks that you can accomplish through an Adobe Creative Suite component and those that you can accomplish through the Version Cue Administration utility.
ADOBE INCOPY CS2 72 User Guide Task Adobe Cre ative Suite components Version Cue Administra tion Create file versions Yes No View file comments and other Yes information No Search for files using file infor Yes mation (metadata) No Initiate and manage a web based review of PDF files in Version Cue projects Yes No Logging into and out of the Version Cue Administration utility When you install Version Cue on your computer, Version Cue automatically creates a default user login ID with admini
ADOBE INCOPY CS2 73 User Guide 5 Type your assigned Version Cue login ID and password in the text boxes. (The default for both the ID and password is system.) 6 Click Log In. To log into Version Cue Administration from GoLive CS 1 Open the Version Cue site file. 2 Choose Site > Version Control System > Open Version Cue Administration. 3 Type your assigned Version Cue login ID and password in the text boxes. (The default for both the ID and password is system.) 4 Click Log In.
ADOBE INCOPY CS2 74 User Guide On Mac OS, choose Version Cue CS2 Preferences to open the preferences dialog box 2 Type your assigned Version Cue login ID and password in the text boxes. (The default for both the ID and password is system.) 3 Click Log In. To log out of Version Cue Administration ❖ Click Log Off at the top of the page. About Version Cue Administration integrity checks Each time the Version Cue Workspace restarts, it performs an integrity check and performs repairs if necessary.
ADOBE INCOPY CS2 75 User Guide FTP Proxy Specifies the default FTP Proxy server for users importing projects from or exporting projects to an FTP server, or publishing with GoLive to an FTP server. HTTP Proxy Specifies the default HTTP Proxy server for users importing projects from or exporting projects to a WebDAV server, or publishing with GoLive to a WebDAV server. Color Scheme Sets the background colors of the tabs. 4 Click Save, and then restart Version Cue Administration.
ADOBE INCOPY CS2 76 User Guide 6 Uninstall Version Cue 1.0. 7 Restart the Version Cue 2.0 Workspace. This resets the port to allow access from both Adobe Creative Suite 1.0 and Adobe Creative Suite 2.0 components. Creating and editing projects in Version Cue Administration To create a new blank Version Cue project 1 Do one of the following: • In the Home tab, click Create A Project. • Click the Projects tab, and then click New.
ADOBE INCOPY CS2 77 User Guide To create a new Version Cue project from a folder You can create a Version Cue project from the files in a folder on the computer where the Version Cue Workspace is installed. 1 Log into Version Cue Administration. 2 Do one of the following: • In the Home tab, click Create A Project. • Click the Projects tab, and then click New. 3 In the New Project content frame, click Import From Folder. 4 Click Next to display the Import Project From Folder content frame.
ADOBE INCOPY CS2 78 User Guide 4 Click Next to display the Import Project From Server content frame. 5 If the content you’re importing is a website, select Import FTP/WebDAV As A Website to import the content to the project’s web-content folder. • In the FTP Server or WebDAV Server box, specify the WebDAV server from which to import files, and type the port number in the Port box. • To specify a folder, type its path in the Directory box.
ADOBE INCOPY CS2 79 User Guide 3 Set any of the following options: Share This Project With Others Gives other users access to the project. Users can be on your subnetwork, or be given the Version Cue Workspace IP or DNS address and port number. Require Login For This Project Ensures that only users with a Version Cue login ID and password have access to the project. Note that if you select this option after a user gains access, the user can still gain access without logging in.
ADOBE INCOPY CS2 80 User Guide To export a Version Cue project to your computer You can export the most recent version of all project files from the Version Cue Workspace. You can use this export to move these files from one host computer (or server) to another or to create a package of the most recent files for output or simply to create an archive of the final versions.Version Cue still manages projects moved between computers.
ADOBE INCOPY CS2 81 User Guide To remove file locks from a Version Cue project A user with system administrator privileges or with project-specific Administer privileges can remove file locks. Removing file locks forces the removal of In Use status of files designated by specific project or by user throughout all the projects. 1 Log into the Version Cue Workspace Administration utility. 2 Click the Advanced tab , and then click Reset Locks (under Maintenance).
ADOBE INCOPY CS2 82 User Guide To back up a Version Cue project The backup configuration used to back up a project is set in the Version Cue project preferences. 1 Log into the Version Cue Administration utility. 2 Click the Projects tab. 3 Select the check box next to the project name, and then click Backup. 4 In the Backup Name text box, accept the name, or type a new name.
ADOBE INCOPY CS2 83 User Guide 8 Choose an option from the Repeat menu if you want backups to occur automatically (choose Don’t Repeat if you want to back up the project manually). 9 Click Save to save the new configuration and to see a list of backup configurations. To back up all data in the Version Cue Workspace It’s important to back up projects in a Version Cue Workspace from time to time. Rather than doing this project by project, you can instead back up the complete Version Cue Workspace.
ADOBE INCOPY CS2 84 User Guide If you’ve configured the Version Cue Workspace to be visible to others in the Version Cue Administration utility, you don’t need to create and assign Version Cue user names to let other Adobe Creative Suite or WebDAV users access your Version Cue projects and the Version Cue Workspace. The users simply need either to be on your subnetwork or be given the Version Cue Workspace IP or DNS address and port number.
ADOBE INCOPY CS2 85 User Guide To edit a Version Cue user name To edit a user’s privileges, you need system administrator privileges. 1 Log into the Version Cue Workspace Administration page. 2 Do one of the following: • Click Edit Users in the Home page. • Click the Users tab. 3 Click the user name of the user name you want to edit. 4 Edit the user properties and privileges. 5 Click Save.
ADOBE INCOPY CS2 86 User Guide Administration utility task User System Administra tor Create new projects (users must have Project Creation Allowed selected in their privileges) Yes Yes Delete or restore project backups No Yes Perform all tasks listed in the Advanced content frame No Yes Change the Administration utility Yes color scheme in the Advanced preferences Yes Reset locks and remove file ver sions from projects to which the user is assigned and also granted Administer privileges Ye
ADOBE INCOPY CS2 87 User Guide 3 Click the name of the user list you want to import. 4 Select the check box next to each user name you want to import, or select the check box next to the User Name column label to select all listed user names. 5 Click Next.
ADOBE INCOPY CS2 88 User Guide 3 Choose the type of report you want to view from the Reports menu. 4 To view available reports from a single project, choose the project name from the Filter By menu. To view available reports from all projects on the Version Cue Workspace, choose All. 5 Click the project’s name in the Project Name column. The content frame displays the report. Choose options from the available menus to change how the report appears.
ADOBE INCOPY CS2 89 User Guide Keep in mind the following requirements for using Version Cue PDF review: • To use Version Cue PDF review, reviewers need a Version Cue login name and privileges that allow them to log into the Version Cue Workspace hosting the review. • To view the PDF and add comments, users need Acrobat 7.0 Professional. For more information about commenting in Acrobat, see Acrobat Help. • To access a review, users need an Internet connection.
ADOBE INCOPY CS2 90 User Guide To locate PDF reviews After you locate a PDF review, you can open it, view or delete review comments, stop or restart a review, or delete the review from the Version Cue Workspace. 1 Log into the Version Cue Administration utility. 2 Click the Version Cue CS2 Review link at the top of the page. 3 Do one of the following: • If you don’t know the name of the PDF document under review, or want to view all active reviews, click Active Reviews in the Home tab.
ADOBE INCOPY CS2 91 User Guide To restart a completed PDF review 1 Locate the completed review (see “To locate PDF reviews” on page 90). 2 Click the PDF document name in the Document List. 3 In the Document History list, select the completed review and click Start Review. Adjust review settings as desired. Note: After you click Start Review, you see a series of screens that refer to starting, rather than restarting, a review. However, this procedure does restart the review of the existing document.
ADOBE INCOPY CS2 92 User Guide About PDF review comments Review comments include, in addition to the text of the comment itself, information about who created the comment and when, what type of comment was created, and what page of the document the comment appears on. Different comment types are distinguished by their icons. You can use any of the Acrobat commenting tools in a Version Cue PDF review. Version Cue stores review comments in the Version Cue Workspace.
93 Chapter 4: Working with InCopy documents Using an InCopy workflow About InCopy workflows Tight integration between InCopy and InDesign enables a workflow that lets writers, editors, and designers work simultaneously on the same InDesign document, without overwriting each other’s work. The workflow system allows users to check files out and in, thereby preserving file integrity. InCopy users can view their content contributions within the context of layouts without installing InDesign.
ADOBE INCOPY CS2 94 User Guide An InDesign document (.indd) with an assignment file (.inca) composed of three linked content files (.incx). The assignment and its components are listed in the Assignments palette and are opened in InCopy. Open linked InCopy files exported from InDesign In certain workflows, InDesign users might export text and graphics as separate files, rather than wrapping them inside an assignment file.
ADOBE INCOPY CS2 95 User Guide An InDesign document (.indd) with three linked, but unassigned content files (.incx) opened in InCopy Open an InDesign document with linked InCopy files To see all page items in the context of the entire layout, InCopy users can open the InDesign document in InCopy. This can be time-consuming, compared to opening a compact assignment file, but it is useful for editing and copyfitting if seeing the overall layout is important.
ADOBE INCOPY CS2 96 User Guide See also “File type overview” on page 100 About linked documents A linked InCopy document is a content file (either text or graphics) within an open InDesign document or assignment file. The content is associated with an InDesign layout, and therefore managed by the InDesign document. The InDesign user makes this connection from within InDesign; you cannot create the link from InCopy.
ADOBE INCOPY CS2 97 User Guide A B The story separator bar A. Expand and collapse button C B. Story name C. Story separator bar To expand or collapse stories Do one of the following: • Click the Expand button or the Collapse button at the left edge of the separator bar. • Choose View > Expand Story or View > Collapse Story. • To expand all stories, choose View > Expand All Stories. • To collapse all stories, choose View > Collapse All Stories.
ADOBE INCOPY CS2 98 User Guide See also “To save documents” on page 99 “Microsoft Word and RTF import options” on page 147 To change document settings 1 In any view of a stand-alone document, choose File > Document Setup. 2 Select basic layout options in the dialog box that appears. (See “To create a stand-alone document” on page 97 for a description of each option.) 3 Click OK.
ADOBE INCOPY CS2 99 User Guide The link between InCopy files and InDesign layouts is made in InDesign, by placing an InCopy (.incx) file into an InDesign layout. For information about how this process works in your workgroup, talk to your system adminis trator. If your workflow uses the Assignments feature or the InCopy LiveEdit Workflow plug-ins, see “About managed files” on page 124.
ADOBE INCOPY CS2 100 User Guide File type overview You can open and save InCopy documents as several different file types. Assignment files (.inca) These files are a subset of the InDesign document. They display content and styles, as well as page geometry from the parent InDesign file. Assignment files can display different levels of visual fidelity (wireframe, assigned spreads, or all spreads). The InDesign user sets these options before creating the assignment file.
ADOBE INCOPY CS2 101 User Guide See also “File type overview” on page 100 Working with frames, grids, rulers, and guides About frames in linked files As in Adobe InDesign, all InCopy text and graphics appear inside frames. You can see frames in an open InCopy document when you choose Layout view. 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.
ADOBE INCOPY CS2 102 User Guide You can create grids within InCopy. But, because InDesign grids override InCopy settings when files are linked, this feature is more useful for stand-alone documents that you publish directly from InCopy. 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 views.
ADOBE INCOPY CS2 103 User Guide To specify the measurement units You can set custom measurement units for the on-screen rulers and for use in palettes and dialog boxes. You can also change these settings at any time and temporarily override the current measurement units as you enter a value. 1 Choose Edit > Preferences > Units & Increments (Windows) or InCopy > Preferences > Units & Increments (Mac OS).
ADOBE INCOPY CS2 104 User Guide To modify the zero point You can move, reset, lock, or unlock the zero point. ❖ Do one of the following: • To move the zero point, drag from the horizontal and vertical rulers intersection to the position on the layout where you want to set the zero point. Establishing zero point • To reset the zero point, double-click the horizontal and vertical rulers intersection .
ADOBE INCOPY CS2 105 User Guide When a grid is visible, you can observe the following characteristics: • The baseline grid covers entire spreads, but the document grid covers the entire pasteboard. • Grids appear on every spread and cannot be assigned to any master. • Grids appear behind everything else on the page. To set up a baseline grid 1 Choose Edit > Preferences > Grids (Windows) or InCopy > Preferences > Grids (Mac OS). 2 Specify a baseline grid color by choosing a preset color in the Color menu.
ADOBE INCOPY CS2 106 User Guide To show or hide the grids • To show or hide the baseline grid, choose View > Grids & Guides > Show Baseline Grid or View > Hide Baseline Grid. • To show or hide the document grid, choose View > Grids & Guides > Show Document Grid or View > Hide Document Grid. To show or hide ruler guides Ruler guides are different from grids in that they can be positioned freely on a page or on a pasteboard.
ADOBE INCOPY CS2 107 User Guide Using layers About layers Layers are like transparent sheets stacked on top of each other. If a layer doesn’t have objects on it, you can see through it to any objects on layers behind it. Only InDesign users can create layers. Each InDesign document includes at least one named layer. If multiple layers were used, you can edit specific areas or kinds of content in your document without affecting other areas or kinds of content.
ADOBE INCOPY CS2 108 User Guide Importing graphics Importing graphics InCopy allows you to import graphics into existing frames. This is especially useful in an editorial workflow (where content is created before the layout), because you can choose the graphics for your articles as you write. Once you import a graphic, you can transform (move, scale, rotate, shear) it inside the frame, fit the graphic to the frame, and control the graphic’s appearance.
ADOBE INCOPY CS2 109 User Guide 4 If another dialog box appears, select your import options, and click OK. 5 Do one of the following: • To import into a frame, click the loaded graphics icon in the frame. 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. • To place a specified page of a multipage PDF document, click the loaded graphics icon in a frame.
ADOBE INCOPY CS2 110 User Guide Fit Content Proportionally Resizes content to fit a frame while preserving the content proportions. The frame’s dimensions are not changed. If the content and the frame have different proportions, some empty space will result. Fill Frame Proportionally Resizes content to fit a frame completely while preserving the content proportions. The frame’s dimensions are not changed. Note: The Fitting commands fit the content outer edges to the center of the frame’s stroke.
ADOBE INCOPY CS2 111 User Guide To use the Links palette Use the Links palette to identify, select, monitor, and update files that are linked to external files. ❖ Do one of the following: • To display the Links palette, choose Window > Links. Each linked file and automatically embedded file is identified by name. • To select and view a linked graphic, select a link in the Links palette and then click the Go To Link button , or choose Go To Link in the Links palette menu.
ADOBE INCOPY CS2 112 User Guide To edit the original graphic The Edit Original command lets you edit most graphics in the application in which you created them. It opens the graphic in the original application so you can modify it as necessary. Once you save the file, InCopy updates the document with the new version of the graphic. 1 Make sure the graphics frame is checked out to you. The Editing icon frame.
ADOBE INCOPY CS2 113 User Guide For more information about importing EPS files or other vector graphic formats, search for those topics in Help. Bitmap import options You can import a clipping path or an alpha channel saved with an image created in Photoshop. This gives you the ability to directly select an image and modify its path without changing the graphic frame.
ADOBE INCOPY CS2 114 User Guide When PNG files are imported, the settings in the Import Options dialog box are always based on the selected file, not on the default or last-used settings. Acrobat (.pdf ) import options InCopy preserves the layout, graphics, and typography in a placed PDF file. As with other placed graphics, you cannot edit a placed PDF page within InCopy. You can control the visibility of layers in a layered PDF file.
ADOBE INCOPY CS2 115 User Guide A B C D E F Options for cropping placed PDF files A. Media B. Content C. Bleed D. Trim 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.
ADOBE INCOPY CS2 116 User Guide • To display only the content of a particular layer or layer set, Alt-click (Windows) or Option-click (Mac OS) its eye icon. Alt-click (Windows) or Option-click (Mac OS) the eye icon again to restore the original visibility settings of the other layers. • To change the visibility of multiple items, drag through the boxes next to the layers.
ADOBE INCOPY CS2 117 User Guide To move a graphic You can use the Move command to move a graphic by a specific amount. 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 > Move. 3 In the Move dialog box, do one of the following: • Enter the horizontal and vertical distances that you want the graphic to move.
ADOBE INCOPY CS2 118 User Guide 3 Enter the rotation angle, in degrees, in the Angle text box. Enter a negative angle to rotate the object clockwise; enter a positive angle to rotate the object counterclockwise. 4 If the selected object is an inline graphics frame with content, and you want the content to rotate with the frame, make sure that Rotate Content is selected. This option is selected by default. 5 Do one of the following: • To preview the effect before you apply it, select Preview.
ADOBE INCOPY CS2 119 User Guide If graphics are taking a long time to redraw, you can press Shift+Control+0 (zero). Note: Image display options don’t affect output resolution when exporting or printing images within an InCopy document. When printing to a PostScript device, packaging for GoLive, or exporting to EPS or PDF, the final image resolution depends on the output options you choose when you print or export the file.
ADOBE INCOPY CS2 120 User Guide You can also choose to view or override display settings applied to individual objects. If Preserve Object-level Display Settings is selected, any settings applied to objects are saved with the document. 1 Select Edit > Preferences > Display Performance (Windows) or InDesign > Preferences > Display Performance (Mac OS). 2 For Default View, select Typical, Fast, or High Quality. The display option you choose applies to all documents you open or create.
ADOBE INCOPY CS2 121 User Guide Including metadata in a story About metadata Metadata is information about the file, such as its author, resolution, color space, copyright, and keywords applied to it. You can use metadata to streamline your workflow and organize your files. This information is stored in a standardized way using the Extensible Metadata Platform (XMP) standard on which Adobe Bridge and the Adobe Creative Suite applications are built.
ADOBE INCOPY CS2 122 User Guide Camera Data 1 Displays read-only information about the camera and settings used to take the photo, such as make, model, shutter speed, and f-stop. The Camera Data 1 option appears only if Adobe Photoshop is installed. Camera Data 2 Lists read-only file information about the photo, including pixel dimensions and resolution. The Camera Data 2 option appears only if Adobe Photoshop is installed.
ADOBE INCOPY CS2 123 User Guide To save metadata as a template or XMP file You can save metadata in a template to use as a starting point for populating InCopy documents and other documents created with XMP-enabled applications. Templates you create are stored in a shared location that all XMP-enabled applications can access. You can also save metadata in an XMP file to share with other users.
124 Chapter 5: Sharing content between InCopy and InDesign Understanding a basic managed-file workflow Sharing content When working in a collaborative environment, users share files. The process of passing files from one person to another is called a workflow, and controlling file handoff so that only one person can edit a file at any given time is part of a process called workflow management.
ADOBE INCOPY CS2 125 User Guide • Identify the user working on the file. • Notify users when an InCopy content file is out of date, is being used by someone, or is available for editing. Methods of notification include alert messages, frame icons, status icons in the Links palette, and status icons in the Assignments palette. Note: The Assignments palette in InDesign CS2 replaces the Story List palette from InDesign CS.
ADOBE INCOPY CS2 126 User Guide About read-only files Once a content file becomes managed, it is considered read-only to all users in the workflow at all times, except to the person who has checked it out. This is because the software creates a lock file (.idlk extension) when a user checks out a content file, giving that user exclusive editing control.
ADOBE INCOPY CS2 127 User Guide To enter user identification If you forget to specify a user name using this method, you are prompted to enter one when you attempt your first workflow action. 1 Do either of the following: • Choose File > User. • Choose User from the Assignments palette menu. 2 Type a unique name and click OK. Note: The Color pop-up menu in this dialog box is for identifying editorial notes and tracked changes.
ADOBE INCOPY CS2 128 User Guide About assignment files In InDesign, assignment files are used as containers for organizing collections of page items. For example, you might want to select all the items in a story (headline, byline, copy, graphics, and captions), and then assign them to one InCopy user. Adding those items to an assignment provides a convenient way for InCopy users to access just the content for which they are responsible. Assignment files use the extension .
ADOBE INCOPY CS2 129 User Guide “To add content to existing assignments (InDesign)” on page 130 “Best practices for working with managed files” on page 135 To create empty assignment files (InDesign) 1 In InDesign, create a document with one or more text frames, graphics frames, or placeholder items, and then save the document. 2 In the Assignments palette, choose New Assignment from the palette menu. 3 Specify a location and name for the assignment file, and click Save.
ADOBE INCOPY CS2 130 User Guide Assignment file options (InDesign) When you create or modify an assignment file, you can set the following options: Assignment Name The unique identification of the assignment in the Assignments palette, for example “Ocean article.” This name can be different from the name in the file system, but must conform to the file naming conven tions of the operating system. Assigned To The unique identification of the user assigned to the files.
ADOBE INCOPY CS2 131 User Guide See also “To move content between assignments (InDesign)” on page 131 “To create empty assignment files (InDesign)” on page 129 “To simultaneously create assignments and add content (InDesign)” on page 129 To 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 palette. You can also create a new assignment and move content to it.
ADOBE INCOPY CS2 132 User Guide All Graphics Exports every graphic that has not been exported already. All Graphics and Stories Exports every story and graphic that has not been exported already. If you export all content in the document, and then add more text or graphics frames to the same document, you can save time exporting the new ones by using the Export > All Stories command again. InDesign exports only the new content. 4 Enter a name and location for the files, and then click Save.
ADOBE INCOPY CS2 133 User Guide Include XMP Information Embeds Adobe XMP (Extensible Metadata Platform) information into a story. Encoding Allows selection of either UTF8 or UTF16 unicode encoding, which is required as a new InCopy file is created. The InCopy format is based on XML and requires this encoding for XML file creation. • UTF8 Contains all the characters needed for the language structure of HTML in 8-bit characters, which are the same as those in ASCII.
ADOBE INCOPY CS2 134 User Guide Icon Name Location Available and Out of Date Text and graphics frames In Use by name and Out of Date Text and graphics frames Editing and Out of Date Text and graphics frames Out of Date Assignments palette Text Content Out of Date Assignments palette and text frames Text Content Up to Date Assignments palette and text frames Graphics Content Out of Date Assignments palette and graphics frames Graphics Content Up to Date Assignments palette and graphics fram
ADOBE INCOPY CS2 135 User Guide If you attempt to close an InDesign document containing one or more InCopy content files that are checked out to you, an alert message appears, prompting you to check in all content. If you close the document without checking in the content files, they will still be checked out to you the next time you open the InDesign document. Saving the InDesign document automatically saves every editable InCopy content file.
ADOBE INCOPY CS2 136 User Guide • As soon as you open an assignment file, open an InDesign document, or check out content in either InDesign or InCopy, make sure frame edges are showing (View > Show Frame Edges) so that you can see the frame icons when they appear. • In InDesign, if you must remove files from the workflow, (because of a production deadline, for example), you can unlink them.
ADOBE INCOPY CS2 137 User Guide B C D A E F G H I J K InCopy Assignments palette A. InCopy content names B. InDesign document name C. Assignment Out of Date status D. Available and Graphic 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 Design button J. Update Content button K.
ADOBE INCOPY CS2 138 User Guide See also “Updating content” on page 140 To remove content from assignments (InDesign) ❖ In the Assignments palette, select content items in an assignment list and choose Remove From Assignment in the palette menu. This action moves the selected items to the Unassigned InCopy Content section in the Assignments palette, but does not unlink them from the managed workflow.
ADOBE INCOPY CS2 139 User Guide To 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 palette, select the content and choose Check In from the palette menu. To check in managed content (InCopy) ❖ Do one of the following: • Select the content in Layout view and choose File > Check In. • In the Assignments palette, select the content and choose Check In from the palette menu.
ADOBE INCOPY CS2 140 User Guide • To save a copy of the currently active InCopy content file, choose File > Save Content Copy. You can choose to give the copy a new name and location. The saved copy is not managed in the workflow. The Save Content Copy command is available only if you have opened the InCopy content file (.incx) directly. • To save all currently open and checked-out InCopy content files, choose File > Save All Content. This saves all files to their current locations.
ADOBE INCOPY CS2 141 User Guide To update content while opening a managed document (InDesign) 1 Choose File > Open, locate the file you want to open, and click Open. 2 Click Yes when prompted to update the document with the modified content on the file system. 3 Do one of the following: • To let InDesign update the links, click Fix Links Automatically. • To fix links manually, click Don’t Fix, and then, in the Links palette, select the file to update and choose Update Link from the palette menu.
ADOBE INCOPY CS2 142 User Guide To update the InDesign layout (InCopy) ❖ Do one of the following: • If you have an assignment file open and the Assignments palette shows the Out of Date icon assignment name, click the Update Design button command. next to the , or choose File > Update Design. You cannot undo this • If you are not working with assignment files and you have more than one InDesign document open, select the one you want to make active, and choose File > Update Design.
ADOBE INCOPY CS2 143 User Guide Note: Unlinking your own checked-out file completely removes it and the lock file from the workflow. You can re-export the content and overwrite the file name without conflict. ❖ To unlink an InCopy content file, select the file (.incx extension) in the Links palette and choose Unlink from the palette menu. Unlinking embeds the content into the document. To relink the file, choose Edit > Undo Unlink.
ADOBE INCOPY CS2 144 User Guide Adding editorial notes and tracking changes in InDesign The InCopy Notes and Track Changes features in InDesign use the workflow user names to identify the author of a note or a tracked change. Notes and tracked changes are color-coded for each user as defined in the Preferences dialog box in InCopy or the User dialog box in InCopy (File > User). When you add editorial notes to managed content in InDesign, these notes become available to others in the workflow.
145 Chapter 6: Text Adding text Adding text You can add text by typing, pasting, or importing text from another file. In general, you use standard word processing techniques to work with text in InCopy. Select the Type tool on the toolbox, and then use the techniques described below. These methods work the same way in Galley, Story, and Layout views, whether or not the content is linked to InDesign. Note: You can track changes so that added text is highlighted in Galley and Story views.
ADOBE INCOPY CS2 146 User Guide 4 Select the text file you want to place within your InCopy document, and then click Open. (If you Shift-click Open, the Import Options dialog box appears, even if Show Import Options isn’t selected.) 5 Do any of the following: • If a dialog box displays import options for the type of file you’re placing, select any options you want, and click OK.
ADOBE INCOPY CS2 147 User Guide You can import files created in the recent versions of Microsoft Word. If you are placing a file from a different word processing application or from Word 95 for Windows or earlier, such as Word 6, open the file in its original appli cation and save it in a compatible Word format or in RTF, which preserves most formatting.
ADOBE INCOPY CS2 148 User Guide the Paragraph Style Conflicts and Character Style Conflicts menu. Choosing Use InCopy Style Definition causes the imported style text to be formatted based on the InCopy style. Choosing Redefine InCopy Style causes the imported style text to be formatted based on the Word style, and changes existing InCopy text formatted with that style. Choosing Auto Rename causes the imported Word styles to be renamed.
ADOBE INCOPY CS2 149 User Guide Number of Decimal Places to Include Specifies the number of decimal places. This option is available only if you select Cell Alignment. Use Typographer’s Quotes Ensures that imported text includes left and right quotation marks (“ ”) and apostrophes (’) instead of straight quotation marks (" ") and apostrophes ('). Tagged-text import options You can use tagged-text format to import (or export) a text file capable of taking advantage of the InCopy formatting capabilities.
ADOBE INCOPY CS2 150 User Guide You can also press Ctrl+Shift+\ (Windows) or Command+Shift+\ (Mac OS) to select a line. • If the Triple Click to Select a Line option is selected (the default), quadruple-click anywhere in a paragraph to select the entire paragraph. • Quintuple-click to select the entire story, or click anywhere in a story and choose Edit > Select All. Note: If you select text that contains a note anchor, using any of the above procedures, the note and its contents are also selected.
ADOBE INCOPY CS2 151 User Guide See also “To drag and drop text” on page 151 To adjust spacing when pasting text When you paste text, InCopy can automatically add or remove spaces, depending on the context. For example, if you cut a word and then paste it between two words, InCopy will make sure that a space appears before and after the word. If you paste that word at the end of a sentence, before the period, InCopy will not add a space.
ADOBE INCOPY CS2 152 User Guide See also “Keys for working with text” on page 284 To view hidden characters When you’re editing text, it’s often useful to see nonprinting characters, such as spaces, tabs, and paragraph symbols. These characters are visible only in a document window; they won’t output or print.
ADOBE INCOPY CS2 153 User Guide To undo actions You can undo or redo up to several hundred of the most recent actions. The exact number of actions you can undo is limited by the amount of RAM available and the kinds of actions you have performed. The record of recent actions is erased when you save, close, quit, or exit, so they can no longer be undone. You can also cancel an operation before it completes, or revert to a previously saved version.
ADOBE INCOPY CS2 154 User Guide A B Glyphs palette A. Show menu C D B. Font family C. Type style D. Zoom buttons See also “About OpenType fonts” on page 201 To insert a glyph from a specified font 1 Using the Type tool , click to place the insertion point where you want to enter a character. 2 Choose Type > Glyphs to display the Glyphs palette.
ADOBE INCOPY CS2 155 User Guide To highlight alternate glyphs in the text 1 Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS). 2 Select Substituted Glyphs, and click OK. Substituted glyphs in the text are highlighted in nonprinting purple. Custom glyph sets A glyph set is a named collection of glyphs from one or more fonts. Saving commonly used glyphs in a glyph set prevents you from having to look for them each time you need to use them.
ADOBE INCOPY CS2 156 User Guide See also “Custom glyph sets” on page 155 To specify which quotation marks to use You can specify different quotation marks for different languages. These quotation mark characters appear automat ically during typing if the Use Typographer’s Quotes option is selected in the Type section of the Preferences dialog box. 1 Choose Edit > Preferences > Dictionary (Windows) or InCopy > Preferences > Dictionary (Mac OS). 2 Choose a language dictionary from the Language menu.
ADOBE INCOPY CS2 157 User Guide Nonbreaking space The same width as pressing the spacebar, but it prevents the line from being broken at the space character. 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. Punctuation space Same width as an exclamation mark, period, or colon in the typeface.
ADOBE INCOPY CS2 158 User Guide Finding and changing text Finding and changing text You can search for and change specific occurrences of characters, a word, a group of words, or text formatted a certain way. You can also search for other items, including OpenType attributes such as fractions and swashes, or tabs, spaces, and special characters. Note the following: • If the Track Changes command is turned on when you are changing or replacing text, all added and deleted text is shown.
ADOBE INCOPY CS2 159 User Guide 4 Do one of the following: • In Find What, type or paste the text or special characters you want to find. • Leave Find What blank and click the right arrow. Then choose from the list of special characters. List of special characters Note: To search only for formatting, leave the Find What box blank. (See “To find and change formatted text” on page 161.) 5 Select from the following options: Whole Word Disregards search characters if they are part of another word.
ADOBE INCOPY CS2 160 User Guide Character: Enter: Auto Page Numbering ^# Section Marker ^x End of Paragraph ^p Forced Line Break ^n * Anchored Object Marker ^a * Footnote Reference Marker ^F Bullet Character ^8 Caret Character ^^ Copyright Symbol ^2 Ellipsis ^e Paragraph Symbol ^7 Registered Trademark Symbol ^r Section Symbol ^6 Trademark Symbol ^d Em Dash ^_ En Dash ^= Discretionary Hyphen ^- Nonbreaking Hyphen ^~ Em Space ^m En Space ^> Flush Space ^f Hair Spac
ADOBE INCOPY CS2 161 User Guide Character: Enter: End Nested Style ^h *Any Digit ^9 *Any Letter ^$ *Any Character ^? * White Space (any space or tab) ^w * Can be entered in the Find What box only To find and change formatted text You can use the Find/Change command to find and change text formatting, such as styles, indents, and spacing. You cannot, however, find and change text formatting if the range of your search is set to All Documents. 1 Choose Edit > Find/Change.
ADOBE INCOPY CS2 162 User Guide You can quickly remove your formatting search criteria by clicking the Clear buttons under Find Format Settings and Change Format Settings. Tips for using the Find/Change command These tips simplify finding and changing text: • You can use wildcard characters in your search. For example, typing “s^?ng” in the Find What box searches for “sing,” “sang,” “song,” and so on. (See the table of metacharacters in “Special characters for Find/Change” on page 159.
ADOBE INCOPY CS2 163 User Guide Using text macros To create a text macro A text macro is a shortcut for a sequence of keystrokes. A macro can be simple—it could 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 typing “Centers for Disease Control and Prevention” repeatedly, you can create a macro code (such as “cdc”) that changes to the full company name. 1 Choose Window > Text Macros.
ADOBE INCOPY CS2 164 User Guide To delete a text macro 1 Select the text macro you want to delete from the Text Macros palette list. 2 Choose Delete Macro from the Text Macros palette menu. Important: Once you delete a macro, you cannot undo the deletion. To insert macro text automatically If Automatically Swap Macro Text is selected, macro codes are automatically converted to macro text while you type.
ADOBE INCOPY CS2 165 User Guide Tracking and reviewing changes Tracking changes One of the most valuable InCopy features 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 Galley and Story views. You can see the date and time of each change in the Change Info palette, along with the contributor’s name and type of change made.
ADOBE INCOPY CS2 166 User Guide • To enable tracking in all open stories in a multistory document, choose Changes > Enable Tracking in All Stories. • To change the default for new documents, close all documents, and then choose Changes > Track Changes in Current Story. 2 Add, delete, or move text within the story as needed. Note: When Track Changes is turned on, a track changes icon and Story view.
ADOBE INCOPY CS2 167 User Guide A B C D E F G H Track Changes toolbar A. Enable/Disable Track Changes in Current Story B. Show/Hide Changes Change F. Reject Change G. Accept All Changes H. Reject All Changes C. Previous Change D. Next Change E. Accept To review changes using the toolbar 1 In Galley or Story view, position the insertion point at the beginning of the story. 2 Click the Next Change button .
ADOBE INCOPY CS2 168 User Guide To display Accept All Changes and Reject All Changes buttons on the Track Changes toolbar, choose Customize from the toolbar menu, select Accept All/Reject All, and then click OK. To set change-tracking preferences Preference settings let you control many tracking options. You can choose a color to identify your changes and select what changes you want tracked: adding, deleting, or moving text.
ADOBE INCOPY CS2 169 User Guide Note bookends shown in Galley view (left) and Note anchor shown in Layout view (right) See also “To specify note preferences” on page 173 About the Notes palette The Notes palette contains the name of the note’s author, the date and time it was last modified, the story label, the page number, the note number out of total notes, the number of characters and words, and the content of the note. A B C D E F G Notes palette A. User color B. Show/Hide notes C.
ADOBE INCOPY CS2 170 User Guide To open the Notes palette ❖ Do one of the following: • Choose Window > Notes. • In Layout view, choose Notes > New Note. To 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.
ADOBE INCOPY CS2 171 User Guide To convert notes to text 1 Open the Notes palette. 2 Select the text in the Notes palette 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. (See “To use Notes Mode” on page 170.
ADOBE INCOPY CS2 172 User Guide To select and open a note in Layout view A note anchor marks the location of a note in Layout view. The Notes palette 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.
ADOBE INCOPY CS2 173 User Guide To 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.
ADOBE INCOPY CS2 174 User Guide Creating footnotes To create a footnote A footnote consists of two linked parts: the footnote reference number that appears in text, and the footnote text that appears at the bottom of the column. You can create footnotes or import them from Word or RTF documents. Footnotes are automatically numbered as they are added to a document. Numbering restarts in each story. You can control the numbering style, appearance, and layout of footnotes.
ADOBE INCOPY CS2 175 User Guide 3 Click the Layout tab, and select options that control the look of the footnote section on the page. (See “Footnote layout options” on page 175.) 4 Click OK. Footnote numbering and formatting options The following options appear in the Numbering and Formatting section of the Footnote Options dialog box: Numbering Style Choose the numbering style for footnote reference numbers. Start At Specify the number used for the first footnote in the story.
ADOBE INCOPY CS2 176 User Guide First Baseline Offset This option determines the distance between the start of the footnote area (where the footnote divider appears by default) and the first line of footnote text. Place End of Story Footnotes at Bottom of Text Select this option if you want the last column’s footnotes to appear just below the text in the last frame of the story. If this option is not selected, any footnote in the last frame of the story appears at the bottom of the column.
ADOBE INCOPY CS2 177 User Guide • When you cut or copy text that includes the footnote reference number, the footnote text is also added to the Clipboard. If you copy the text to a different document, the footnotes in that text use the characteristics of the new document’s numbering and layout appearance.
ADOBE INCOPY CS2 178 User Guide Copyfit Info as a floating palette 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 “To customize Copyfit Info settings” on page 178.
ADOBE INCOPY CS2 179 User Guide To show or hide the depth ruler ❖ Choose View > Show Depth Ruler or Hide Depth Ruler. To change the units of measurement used for the depth ruler, change the Vertical setting in Units & Increments Preferences. Checking spelling Checking spelling You can check the spelling in a document or in all open stories. InCopy highlights misspelled or unknown words, repeated words (such as “the the”), uncapitalized words, and uncapitalized sentences.
ADOBE INCOPY CS2 180 User Guide 4 Click Start. 5 When InCopy displays an unfamiliar or misspelled word or other possible error, do one of the following to change it: • Click Skip to continue spell-checking without changing the highlighted word. Click Ignore All to ignore all occur rences of the highlighted word, until InCopy is restarted.
ADOBE INCOPY CS2 181 User Guide 3 From the Language menu, choose which language the autocorrections are applied to. 4 To correct capitalization errors (such as typing “germany” instead of “Germany”), select Autocorrect Capitali zation Errors. You don’t need to add the capitalized words to the list of autocorrections. 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.
ADOBE INCOPY CS2 182 User Guide Note: If the InCopy story is linked to an InDesign layout with an embedded hyphenation list, the embedded list governs spell checking and hyphenation. To create or add user dictionaries You can create a user dictionary, or you can add user dictionaries from previous InCopy or InDesign versions, from a current InDesign dictionary, from files that others have sent you, or from a server where your workgroup’s user dictionary is stored.
ADOBE INCOPY CS2 183 User Guide To import word lists into a dictionary You can import word lists from a text file. For example, if you have added many words to a user dictionary in a different application, you can export those words to a text file (.txt) and then import the list of words into a user dictionary in InCopy. 1 Choose Edit > Spelling > Dictionary. 2 Choose the language from the Language menu and the dictionary from the Target menu.
ADOBE INCOPY CS2 184 User Guide 6 In the Word box, type or edit the word to be added to the word list. 7 If you don’t like InCopy’s 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.
ADOBE INCOPY CS2 185 User Guide If you are using the Proximity dictionaries installed by InCopy, you can recognize the user dictionary file for each language by its .udc file name extension (such as eng.udc). Use your system Find command to locate user dictionary files and copy them from one workstation to another. (You might need to search for system folders.
ADOBE INCOPY CS2 186 User Guide 3 Select the language you want to use. 4 Click the Lookup Word button . A brief definition of the word is displayed in the Definition area of the Thesaurus palette. The Result list displays related words based on the selections you made from the Meanings and Category menus. Note: You can drag the vertical bar that separates the Definition area and the Result list from side to side to adjust the relative width of the two areas.
187 Chapter 7: Styles Creating, editing, and deleting styles About styles A character style is a collection of character formatting attributes that can be applied to text in a single step. A paragraph style includes both character and paragraph formatting attributes, and can be applied to a selected paragraph or range of paragraphs. Paragraph styles and character styles are found on separate palettes.
ADOBE INCOPY CS2 188 User Guide 3 For Style Name, type a name for your new style. 4 For Based On, select which style the current style is based on. (See “To base one style on another” on page 190.) 5 For Next Style (Paragraph Styles palette only), specify which style is applied after the current style when you press Enter or Return. (See “Next Style” on page 190.) 6 To add a shortcut keystroke, make sure Num Lock is turned on.
ADOBE INCOPY CS2 189 User Guide To convert Word styles to InCopy styles Before you import a Word document into a stand-alone InCopy document, you can map each style used in Word to an InCopy style. By doing so, you specify which styles InCopy uses to format the imported text. A disk icon appears next to each imported Word style until you edit the style in InDesign. 1 Do one of the following: • To add the Word document to existing text, choose File > Place.
ADOBE INCOPY CS2 190 User Guide Note: If you redefine styles in content linked to an InDesign document, the modifications are overridden when the linked content is updated. 1 Using the Type tool , select the text formatted with the style you want to redefine. 2 Make any changes to the paragraph or character attributes as desired. 3 Choose Redefine Style in the Styles palette menu. Next Style You can automatically apply styles as you type text.
ADOBE INCOPY CS2 191 User Guide To delete styles When you delete a style, you can select a different style to replace it. 1 Select the style name in the Styles palette. 2 Do one of the following: • Choose Delete Style in the palette menu. • Click the Delete icon at the bottom of the palette, or drag the style to the Delete icon. • Right-click (Windows) or Control-click (Mac OS) the style, and then choose Delete. This method is especially useful for deleting a style without applying it to text.
ADOBE INCOPY CS2 192 User Guide See also “To preserve or remove overrides when applying paragraph styles” on page 194 “To clear paragraph style overrides” on page 194 To apply a character style 1 Select the characters to which you want to apply the style. 2 Do one of the following: • Click the character style name in the Character Styles palette. • Press the keyboard shortcut you assigned to the style. (Make sure that Num Lock is on.
ADOBE INCOPY CS2 193 User Guide • To apply a style and leave the Quick Edit list displayed, press Shift+Enter or Shift+Return. • To close the Quick Edit list without applying a style, press Esc. When the Quick Edit list is displayed, press the left and right arrow keys to scroll through the edit field; press the up and down arrow keys to scroll through the list of styles.
ADOBE INCOPY CS2 194 User Guide Style overrides When you apply a paragraph style, character styles and other previous formatting remain intact. After you apply a style, you can override any of its settings. When formatting that is not part of a style is applied to text with that style applied, it is called an override. When you select text with an override, a plus sign (+) appears next to the style name. In character styles, an override is displayed only if the applied attribute is part of the style.
ADOBE INCOPY CS2 195 User Guide If no text is selected when you choose Break Link To Style, any new text you type uses the same formatting as the selected style, but no style is assigned to that text. See also “To clear paragraph style overrides” on page 194 “To preserve or remove overrides when applying paragraph styles” on page 194 To find and replace styles Use the Find/Change dialog box to find all instances of a particular style and replace it with another. 1 Choose Edit > Find/Change.
ADOBE INCOPY CS2 196 User Guide hat you don’t feel, you will not grasp by art, Unless it wells out of your soul And with sheer pleasure takes control, Compelling every listener’s heart. But sit – and sit, and patch and knead, Drop cap formatted automatically by nested character style 1 Create a character style that has the formatting you want to use for the drop-cap character.
ADOBE INCOPY CS2 197 User Guide The Number character style formats the first word, and the Run-in character style formats all text through the first colon. To create one or more nested styles You can create new styles in a stand-alone InCopy document, but not in content linked to an InDesign layout. 1 Create one or more character styles that you want to use to format text.
ADOBE INCOPY CS2 198 User Guide • Select a style and click the up button or down button to change the order of the styles in the list. The order of the styles determines the order in which the formatting is applied. The formatting defined by the second style begins where the formatting of the first style concludes. If you apply a character style to the drop cap, the drop-cap character style acts as the first nested style. • Select a style and click Delete to delete the style.
ADOBE INCOPY CS2 199 User Guide Em Space, En Space, or Non-breaking Space Extends the nested style up to or through the space character. (Choose Type > Insert White Space > [space character].) Inline Graphic Marker Extends the nested style up to or through an inline graphic marker, which appears where an inline graphic is inserted. Page Number Marker or Section Name Marker Extends the nested style up to or through the page number or section name marker.
200 Chapter 8: Setting type Fonts About fonts A font is a complete set of characters—letters, numbers, and symbols—that share a common weight, width, and style, such as 10-point Adobe Garamond® Bold. Typefaces (often called type families or font families) are collections of fonts that share an overall appearance, and are designed to be used together, such as Adobe Garamond. A type style is a variant version of an individual font in a font family.
ADOBE INCOPY CS2 201 User Guide To apply a font 1 Using the Type tool , select the text you want to change. 2 Do one of the following: • In the Character palette, 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 palette, 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.
ADOBE INCOPY CS2 202 User Guide A B C Regular (left) and OpenType (right) fonts A. Ordinals B. Discretionary ligatures C. Swashes Installing OpenType fonts InCopy includes fonts from various OpenType families, including Adobe Garamond Pro, Adobe Caslon Pro, Trajan Pro, Caflisch Script Pro, Myriad Pro, Lithos, and Adobe Jenson Pro. OpenType fonts are installed automatically when you install InCopy. OpenType fonts are also located in the Adobe Fonts folder in the Goodies folder on the InCopy CD.
ADOBE INCOPY CS2 203 User Guide Titling Alternatives When they are available, characters used for uppercase titles are activated. In some fonts, selecting this option for text formatted in both uppercase and lowercase letters can yield undesired effects. Contextual Alternatives When they are available, contextual ligatures and connecting alternates are activated. This option is turned on by default.
ADOBE INCOPY CS2 204 User Guide If a TrueType font is installed and the document contains a T1 font, InCopy indicates that the font is missing. To make missing fonts available to InCopy ❖ Do one of the following: • Install the missing fonts on your system. (See “Installing fonts” on page 200.) • Place the missing fonts in the InCopy Fonts folder, which is located in the InCopy CS folder. Fonts in this folder are available only to InCopy. • Activate the missing fonts using a font-management application.
ADOBE INCOPY CS2 205 User Guide A B C officers take them away: good guard,Until their greater pleasures first be known That are to censure them. CORDELIA: We are not the first Who, with best meaning, have incurr'd the worst. Leading A . Leading B . Text height C . Larger text size of one word increases leading for that one line. To specify leading 1 Select the text you want to change. 2 Do one of the following: • In the Character palette, choose the leading you want in the Leading menu .
ADOBE INCOPY CS2 206 User Guide Types of kerning You can automatically kern type using metrics kerning or optical kerning. Metrics kerning uses kern pairs, which are included with most fonts. Kern pairs contain information about the spacing of specific pairs of letters. Some of these are: LA, P., To, Tr, Ta, Tu, Te, Ty, Wa, WA, We, Wo, Ya, and Yo. InCopy uses metrics kerning by default so that specific pairs are automatically kerned when you import or type text.
ADOBE INCOPY CS2 207 User Guide To use metrics kerning 1 Using the Type tool , set the insertion point between characters you want to pair kern, or select the text you want to kern. 2 In the Character palette, select Metrics in the Kerning menu. Metrics is the default. See also “Keys for working with type” on page 285 To use optical kerning 1 Using the Type tool want to kern.
ADOBE INCOPY CS2 208 User Guide To highlight text containing custom kerning and tracking In some instances, you’ll want to be aware of text that has custom tracking and kerning applied. If you select the Custom Tracking/Kerning preferences option, green highlighting appears over text with custom tracking or kerning. 1 Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS). 2 Select Custom Tracking/Kerning, and then click OK.
ADOBE INCOPY CS2 209 User Guide Scaling type You can specify the proportion between the height and width of the type, relative to the original width and height of the characters. Unscaled characters have a value of 100%. Some type families include a true expanded font, which is designed with a larger horizontal spread than the plain type style. Scaling distorts the type, so it is generally preferable to use a font that is designed as condensed or expanded, if one is available. A B C Scaling type A.
ADOBE INCOPY CS2 210 User Guide To change the default increment for baseline shift 1 Choose Edit > Preferences > Units & Increments (Windows) or InCopy > Preferences > Units & Increments (Mac OS). 2 Specify a value for Baseline Shift, and click OK. To skew type You can distort your type by slanting or skewing it to produce a special effect. Note that applying an angle to type does not produce true italic characters. 1 Using the Type tool , select the text you want to change.
ADOBE INCOPY CS2 211 User Guide Before and after adjusting underlines To change underline or strikethrough options 1 Using the Type tool , select the text you want to change. 2 From the Character palette menu, choose Underline Options or Strikethrough Options. 3 Do any of the following, and then click OK: • Select Underline On or Strikethrough On to turn on underline or strikethrough for the selected text.
ADOBE INCOPY CS2 212 User Guide With OpenType fonts, when you choose Ligatures in the Character palette menu, InCopy produces any standard ligature defined in the font, as determined by the font designer. However, some fonts include more ornate, optional ligatures, which can be produced when you choose the Discretionary Ligatures command. See also “About OpenType fonts” on page 201 To apply ligatures to letter pairs 1 Select text. 2 Select Ligatures in the Character palette menu.
ADOBE INCOPY CS2 213 User Guide Changing the case of type To apply all caps or small caps to text InCopy can automatically change the case of selected text. When you format text as small caps, InCopy automatically uses the small-cap characters designed as part of the font, if available. Otherwise, InCopy synthesizes the small caps using scaled-down versions of the regular capital letters. The size of synthesized small caps is set in the Text Prefer ences dialog box.
ADOBE INCOPY CS2 214 User Guide To change capitalization The Change Case command lets you change the case setting of selected text. The Change Case command is different than All Caps formatting in that it actually changes the underlying characters instead of merely changing the format appearance. If you’re using an OpenType font, you may want to take advantage of All Caps formatting to create more elegant type. (See “To apply all caps or small caps to text” on page 213.) 1 Select text.
ADOBE INCOPY CS2 215 User Guide To adjust space above or below paragraphs You can control the amount of space between paragraphs. If a paragraph begins at the top of a column or frame, InCopy does not insert extra space before the paragraph. In such a case, you can increase the leading of the first line of the paragraph, or increase the top inset of the frame in InDesign, and then update the file. 1 Using the Type tool change.
ADOBE INCOPY CS2 216 User Guide To add rules 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 the paragraph style definition. The width of the rule is determined by the column width. The offset for a rule above a paragraph is measured from the baseline of the top line of text to the bottom of the rule.
ADOBE INCOPY CS2 217 User Guide 10 Set the vertical position of the rule by typing a value for Offset. 11 Set left or right indents for the rule (not for text) by typing values for Left Indent and Right Indent. 12 Select Overprint Stroke if the paragraph rule will be printed over another color, and you want to avoid errors that can occur with printing misregistration. Then click OK. To remove a paragraph rule 1 Using the Type tool , click in the paragraph containing the paragraph rule.
ADOBE INCOPY CS2 218 User Guide To create hanging punctuation Optical Margin Alignment controls whether punctuation marks and edges of letters hang outside the text margins, so that the type looks aligned. Before (left) and after (right) applying Optical Margin Alignment When a punctuation character is followed by an end quotation mark, both characters hang. Optical Margin Alignment applies to all frames in the story. 1 Using the Type tool , click an insertion point in the story. 2 Choose Type > Story.
ADOBE INCOPY CS2 219 User Guide See also “To use a flush space with justified text” on page 235 “To set automatic hyphenation options for a paragraph” on page 233 “About text composition” on page 236 To change paragraph alignment 1 Select text. 2 Click one of the Alignment buttons (Align Left, Align Center, Align Right, Left Justify, Center Justify, Right Justify and Full Justify) in the Paragraph palette.
ADOBE INCOPY CS2 220 User Guide To align paragraphs to the baseline grid 1 Using the Type tool align. , click an insertion point in the desired paragraph or select the paragraphs you want to 2 In the Paragraph palette, click the Align to Baseline Grid button. 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 multiple thereof. To align only the first line to the baseline grid 1 Using the Type tool align.
ADOBE INCOPY CS2 221 User Guide You can set indents using the Paragraph palette or the Tabs palette, as well as by using the special Indent to Here character. You can also set indents when you create bulleted or numbered lists. To set an indent using the Paragraph palette 1 Using the Type tool , click in the paragraph you want to indent. 2 Adjust the appropriate indent values in the Paragraph palette.
ADOBE INCOPY CS2 222 User Guide No indent (left) and hanging indent (right) 1 Using the Type tool , click in the paragraph you want to indent. 2 In the Paragraph palette or the Tabs palette, specify a left indent value. 3 Do one of the following: • In the Paragraph palette, type a negative value in the First Line Left Indent box . • In the Tabs palette, drag the top marker to the left, or select the marker and type a negative value for X.
ADOBE INCOPY CS2 223 User Guide 3 To create a right indent for paragraphs, specify a value (such as 5p) in the Right Indent field of the Paragraph palette. 4 To offset the right indent value for the text that follows the tab, type a negative value (such as -5p) in the Last Line Right Indent field of the Paragraph palette. About Indent To Here You can use the Indent to Here special character to indent lines in a paragraph independently of a paragraph’s left indent value.
ADOBE INCOPY CS2 224 User Guide A B C E D F Tabs palette A. Tab alignment buttons B. Tab position C. Tab leader box D. Align On box E. Tab ruler F. Snap palette above frame 1 To see the effect of changing tab settings, choose View > Layout View. 2 Using the Type tool, click in the paragraph you want to format. 3 Choose Type > Tabs. If the top of the frame is visible, the Tabs palette snaps to the current text frame and matches its width to the current column.
ADOBE INCOPY CS2 225 User Guide 5 Do one of the following: • Click a location on the tab ruler to position a new tab. Adding a new tab setting • 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. 6 For subsequent tabs with different alignments, repeat steps 3 and 4. The first tab setting is right-aligned; the second tab setting is left-aligned.
ADOBE INCOPY CS2 226 User Guide To move a tab setting 1 Click an insertion point in the paragraph. 2 In the Tabs palette, select a tab on the tab ruler. 3 Do one of the following: • Type a new location for X, and press Enter or Return. • Drag the tab to a new location. To delete a tab setting 1 Click an insertion point in the paragraph. 2 In the Tabs palette, drag the tab off the tab ruler. To change a tab from one alignment to another 1 In the Tabs palette, select a tab on the tab ruler.
ADOBE INCOPY CS2 227 User Guide To add tab leaders A tab leader is a repeated pattern of characters, such as a series of dots or dashes, between a tab and the following text. 1 In the Tabs palette, select a tab on the tab ruler. 2 Type a pattern up to eight characters in the Leader box, and then press Enter or Return. InCopy repeats the characters you entered across the width of the tab.
ADOBE INCOPY CS2 228 User Guide Filling Ingredients Cooking Instructions • 4 cups pitted red cherries 1. Mix the cherries, sugar, corn starch and orange in a large saucepan. • 2/3 cup sugar • 2 tablespoons corn starch • 2 tablespoons orange juice 2. Cook on medium heat until the mixure comes to a full boil, then let it stand for about 10 minutes to thicken, stirring a couple of times during the cooling. 3. Transfer to a shallow baking dish.
ADOBE INCOPY CS2 229 User Guide Cooking Instructions 1. Mix the cherries, sugar, corn starch and orange in a large saucepan. 2. Cook on medium heat until the mixure comes to a full boil, then let it stand for about 10 minutes to thicken, stirring a couple of times during the cooling. 3. Transfer to a shallow baking dish. The italicized first word of step 3 causes the number 3 to be italicized as well, unless you change the numbering format in the Bullets and Numbering dialog box.
ADOBE INCOPY CS2 230 User Guide Editing bullet characters If you don’t want to use one of the existing bullet characters, you can add other bullet characters to the Bullet Character grid. A bullet character that is available in one font may not be available in another font. You can choose whether or not the font is remembered with any bullet character you add. If you want to use a bullet found in a specific font (such as the pointing hand from Dingbats), be sure to set the bullet to remember that font.
ADOBE INCOPY CS2 231 User Guide To remove a bullet character 1 In the Bullets and Numbering dialog box, select Bullets from the List Type menu. 2 Select the bullet character you want to remove, and choose Delete. (The first preset bullet character cannot be deleted.) Numbered list options In a numbered list, the numbers are updated automatically when you add or remove paragraphs in the list. Note the following: • Only consecutive paragraphs are numbered sequentially.
ADOBE INCOPY CS2 232 User Guide 5 Use the Indents and Spacing section and the Tabs section of the New Paragraph Style dialog box to change the indent spacing. For example, to create a hanging indent, type 2p for Left Indent and -2p for First Line Indent. 6 Specify other paragraph style attributes for the style, and then click OK. To convert bullets or numbering to text 1 Select the paragraphs containing the bulleted or numbered list.
ADOBE INCOPY CS2 233 User Guide To adjust hyphenation automatically Hyphenation is based on word lists that can be stored either in a separate user dictionary file on your computer, or in the document itself. To ensure consistent hyphenation, you may want to specify which word list to refer to, especially if you will be taking your document to a service provider or if you work in a workgroup.
ADOBE INCOPY CS2 234 User Guide 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. To create a nonbreaking hyphen 1 Using the Type tool , click where you want to insert the hyphen. 2 Choose Type > Insert Special Character > Nonbreaking Hyphen. To create a nonbreaking space 1 Using the Type tool , click where you want to insert the space.
ADOBE INCOPY CS2 235 User Guide To set glyph scaling 1 Using the Type tool change. , click an insertion point in the desired paragraph or select the paragraphs you want to 2 Choose Justification in the Paragraph palette menu. 3 Type values for Glyph Scaling Minimum, Desired, and Maximum. Then click OK.
ADOBE INCOPY CS2 236 User Guide Before and after adding a flush-space character 1 Using the Type tool , click directly in front of the end-of-story character. 2 Choose Type > Insert White Space > Flush Space. Note: The effect of a flush space is not apparent until you apply the Justify All Lines option to the paragraph. Composing text About text composition The appearance of text on your page depends on a complex interaction of processes called composition.
ADOBE INCOPY CS2 237 User Guide To set composition preferences 1 Choose Edit > Preferences > Composition (Windows) or InCopy > Preferences > Composition (Mac OS). 2 To use on-screen highlighting to identify compositional problems, select Keep Violations and H&J Violations. (See “To highlight lines that are too tight or too loose” on page 237.) 3 Click OK.
238 Chapter 9: Tables Creating tables in InCopy About tables in InCopy With InCopy, you can create, edit, and format tables. A table consists of rows and columns of cells. A cell is like a text frame in which you can add text or other tables. To format the table, you can change row height and column width, apply alternating colors to rows or columns, rotate text, and merge and split cells. A Table options A. Rotated text in a merged table cell B B.
ADOBE INCOPY CS2 239 User Guide Table in Layout view (above) and in Galley view (below) To create a table 1 Choose View > Layout View. 2 Using the Type too , place the insertion point in the location you want the table to appear. 3 Choose Table > Insert Table. 4 Specify the numbers of rows and columns. 5 If your table will span more than one column or frame, specify the number of header or footer rows in which you want the information to be repeated. 6 Click OK.
ADOBE INCOPY CS2 240 User Guide To add text to a table ❖ Using the Type tool , do one of the following: • Place the insertion point in a cell, and type text. Press Enter or Return to create a new paragraph in the same cell. Press Tab to move the insertion point to the next cell, or Shift+Tab to move the insertion point to the previous cell. • Cut or copy text, place the insertion point in the table, and then choose Edit > Paste.
ADOBE INCOPY CS2 241 User Guide To convert a table to text 1 Choose View > Layout View. 2 Using the Type tool , place the insertion point inside the table, or select text in the table. 3 Choose Table > Convert Table to Text. 4 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. 5 Click OK.
ADOBE INCOPY CS2 242 User Guide • Press the arrow keys to navigate within and between table cells. If you press the Right Arrow key when the insertion point is at the end of the last cell in a row, the insertion point moves to the beginning of the first cell in the same row. Similarly, if you press the Down Arrow key when the insertion point is at the end of the last cell in a column, the insertion point moves to the beginning of the first cell in the same column.
ADOBE INCOPY CS2 243 User Guide To select an entire column or row ❖ Using the Type tool , do one of the following: • Click inside a table, or select text, and then choose Table > Select > Column or Row. • Move the pointer over the top edge of a column or the left edge of a row, so that the pointer becomes an arrow, and then click to select the entire column or row. Before and after selecting a row To select all header, body, or footer rows 1 Click inside a table, or select text.
ADOBE INCOPY CS2 244 User Guide The cells in the new row have the same formatting as the text in the row or column in which the insertion point was placed. You can also create a new row by pressing Tab when the insertion point is in the last cell. To insert a column 1 Place the insertion point in a column next to where you want the new column to appear. 2 Choose Table > Insert > Column. 3 Specify the number of columns you want.
ADOBE INCOPY CS2 245 User Guide To delete rows, columns, or tables • To delete a row, column, or table, place the insertion point inside the table, or select text in the table, and then choose Table > Delete > Row, Column, or Table. • To delete rows and columns by using the Table Options dialog box, choose Table > Table Options > Table Setup. Specify a different number of rows and columns, and then click OK.
ADOBE INCOPY CS2 246 User Guide Formatting tables Formatting tables You use the Character palette to format text within a table—just like formatting text outside a table. To format the actual table, such as the number of rows and the appearance of borders, use the Table Options and Cell Options dialog boxes. By default, row height is determined by the slug height of the current font. Thus, row height changes if you change the point size of type for entire rows of text.
ADOBE INCOPY CS2 247 User Guide To resize rows or columns without changing table width ❖ Do one of the following: • Hold down Shift while dragging an inside row or column edge (not the table boundary). One row or column gets bigger as the other gets smaller. • To resize rows or columns proportionally, hold down Shift while dragging the right table border or bottom table edge.
ADOBE INCOPY CS2 248 User Guide To change row height 1 Using the Type tool , place the insertion point in or select cells in the rows you want to resize. 2 Choose Table > Cell Options > Rows and Columns, or display the Table palette. 3 For Row Height, select Exactly or At Least. You can select At Least to set a minimum row height that will increase in height as you add text or increase the point size, or you can select Exactly to set a fixed row height.
ADOBE INCOPY CS2 249 User Guide Note: When you use the Tabs ruler to apply a decimal tab to a cell or group of cells, you usually don’t need to press Tab at the beginning of each paragraph to decimal-align the text in the cells. Paragraphs are automatically aligned on the decimal character, unless the paragraph contains additional formatting, such as center alignment, that overrides the decimal tab.
ADOBE INCOPY CS2 250 User Guide Overset cells In InCopy, a graphic may appear in a table if the graphic was added in InDesign. In most cases, a table cell will expand vertically to accommodate new text and graphics being added. However, if you set a fixed row height and add text or graphics that are too large for the cell, a small red dot appears in the lower right corner of the cell, indicating that the cell is overset. You cannot flow overset text into another cell.
ADOBE INCOPY CS2 251 User Guide See also “To display the contents of an overset cell” on page 250 Adding headers and footers to a table About table headers and footers When you create a long table, the table may span more than one column, frame, or page. You can use headers or footers to repeat the information at the top or bottom of each divided portion of the table. You can add header and footer rows when you create the table.
ADOBE INCOPY CS2 252 User Guide To remove header or footer rows ❖ Do any of the following: • Place the insertion point in the header or footer row, and then choose Table > Convert Rows > To Body. • Choose Table > Table Options > Headers and Footers, and then specify a different number of header rows or footer rows. Adding strokes and fills to tables Table strokes and fills You can add strokes and fills to your tables in a number of ways.
ADOBE INCOPY CS2 253 User Guide 3 In the Preview proxy, specify which lines to change. For example, if you want to add a heavy stroke to the outside lines but not to the inside lines of the selected cells, click an inside line to deselect it. (Selected lines are blue; deselected lines are gray.) Select the lines you want to affect in Preview proxy. In the Preview proxy, double-click any outside line to select the entire outer selection rectangle. Double-click any inside line to select the inside lines.
ADOBE INCOPY CS2 254 User Guide Table stroke and fill options When selecting strokes and fills for the table, use the following options: Weight Specifies the line thickness for the table or cell border. Type Specifies the line style, such as Thick-Thin and Solid. Color Specifies the color of the table or cell border. The choices listed are those available in the Swatches palette. Tint Specifies the percentage of ink of the specified color to be applied to the stroke or fill.
ADOBE INCOPY CS2 255 User Guide To add alternating fills to a table 1 With the insertion point in the table, choose Table > Table Options > Alternating Fills. 2 For Alternating Pattern, select the type of pattern you want to use. Select Custom if you want to specify a pattern such as one row shaded in gray followed by three rows shaded in yellow. 3 Under Alternating, specify the stroke or fill options for both the first pattern and the subsequent pattern.
256 Chapter 10: Printing Setting up a printer 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. However, you can use InCopy to print drafts of your stories in either Galley, Story, or Layout view.
ADOBE INCOPY CS2 257 User Guide 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. In Mac OS, this button displays the standard Mac OS Print dialog box. Setting up a PPD A PPD file isn’t the same as a printer driver; instead, it customizes the behavior of the driver for your specific printer.
ADOBE INCOPY CS2 258 User Guide 3 In the Print dialog box, specify the following options: • Type the number of copies to print. • Select the paper size from the list. • Choose the paper orientation. • Choose whether to print All stories, Current Story, or All Expanded. Note: The All Expanded option is active only when you are working with linked InCopy files. 4 In the Options section, specify whether you want to Use Current Galley Settings or Override Current Galley Settings.
ADOBE INCOPY CS2 259 User Guide See also “Printing with InCopy” on page 256 To create a standard PostScript file As an alternative to printing a document to a printer, you can save a PostScript language description of the document as a file for printing on remote printers. A standard PostScript (.ps) file contains a description of everything in your document, including information about linked files and instructions tailored to the currently selected output device.
ADOBE INCOPY CS2 260 User Guide To scale a document manually 1 In Layout view, choose File > Print. 2 To maintain the current document proportions of width to height, select Constrain Proportions. To scale the document asymmetrically, make sure this option is deselected. 3 Type percentages from 1 to 1000 in the Width and Height boxes. If you selected Constrain Proportions, you need to enter only one value; the other is updated automatically. 4 Click OK.
261 Chapter 11: Creating Adobe PDF files 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. PDF is the standard for the secure, reliable distri bution 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.
ADOBE INCOPY CS2 262 User Guide If characters are unconventional (left), the substitution font cannot always match (right). See also “Common Adobe PDF options” on page 263 About compression When exporting to Adobe PDF, InCopy automatically downsamples images, crops image data to the image’s frame, and compresses text and line art using the lossless ZIP method. ZIP works well on images with large areas of single colors or repeating patterns, and for black-and-white images that contain repeating patterns.
ADOBE INCOPY CS2 263 User Guide Common Adobe PDF options There are several options that are common to the Galley, Story, and Layout views when exporting a document to PDF. Compatibility Sets the compatibility level of the Adobe PDF file. For documents that will be distributed widely, consider choosing Acrobat 4 (PDF 1.3) or Acrobat 5 (PDF 1.4) to ensure that all users can view and print the document. If you create files with Acrobat 6 (PDF 1.
ADOBE INCOPY CS2 264 User Guide 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. This is the default setting. Range Specifies the range of pages to export in the current document. You can type a range by using a hyphen, and separate multiple pages or ranges by using commas. This option is unavailable when you’re exporting books.
ADOBE INCOPY CS2 265 User Guide Note: You cannot use the same password in both text boxes. 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.
266 Chapter 12: Creating XML Files Opening, saving, and exporting XML files About XML XML is a language designed to mark content so it can be output in multiple ways. Like an HTML file, an XML file includes tags that surround and organize content. However, unlike HTML, XML tags do not specify how the information should be displayed or formatted. Instead, XML tags describe the content, identifying items such as book title, author, or chapter name.
ADOBE INCOPY CS2 267 User Guide Note: Do not confuse XML tags with InCopy tagged text. For more information about InCopy tagged text, which is a different method of exporting and importing InCopy content, see the Tagged Text file on the Adobe InCopy CD. See also “About DTD files” on page 279 To open an XML file You can open any existing XML file in InCopy for editing and tagging. 1 Choose File > Open. 2 Locate and select the XML file you want to use. 3 Click Open.
ADOBE INCOPY CS2 268 User Guide See also “Tagging page items for XML” on page 271 To export tags only 1 Choose Save Tags from the Tags palette menu. 2 Type a name and specify a location for the file. 3 For Encoding, select UTF-8, UTF-16, or Shift-JIS (for Japanese characters), and then click Save. InCopy saves the tags as an XML file. XML tags To automatically format tagged text After you import XML, you can save time formatting the content by mapping XML element tags to paragraph or character styles.
ADOBE INCOPY CS2 269 User Guide Menu of styles appears for each tag in Map Tags to Styles dialog box 5 Click OK. See also “Creating and importing XML tags” on page 270 To automatically tag text for export While setting up your InCopy document for XML export, you can automatically apply XML tags to text that has been formatted with paragraph or character styles.
ADOBE INCOPY CS2 270 User Guide Converting InCopy stories to XML When you export an InCopy story to XML, all formatting and layout information is excluded, leaving just the tagged content. Converting an InCopy story to XML requires four main steps: • Create or load a set of tags. • Apply tags to page items. • Use the Structure pane to revise the levels of hierarchy as needed. • Use the Export command to export the structure and content of the InCopy document.
ADOBE INCOPY CS2 271 User Guide 4 Specify a color for the tag. You can use the same color for multiple tags. The color you select appears when you apply the tag to a frame and choose View > Structure > Show Tagged Frames (Layout view only), or when you apply the tag to text within a frame and choose View > Structure > Show Tag Markers. 5 Click OK. To edit a tag 1 Do one of the following: • Double-click a tag name in the Tags palette to change only the tag name.
ADOBE INCOPY CS2 272 User Guide A B XML elements and tags A. Elements appear in the Structure pane. B. Tag markers surround text to which tags have been applied. See also “Tagging rules and restrictions” on page 272 To tag text within a text frame 1 Choose View > Layout View. 2 Make sure that the text frame in which the text appears is tagged. (If the frame isn’t tagged when you try to tag text within the frame, InCopy tags the story using default tags.
ADOBE INCOPY CS2 273 User Guide • When you tag text within a tagged element (such as a paragraph within a tagged story), it appears as a child of the existing element in the Structure pane. • When you tag an element within a frame, InCopy automatically tags the frame using the tag specified in the Tagging Preset Options dialog box. To show or hide tagged frames or tag markers You can display tagged frames in color or display colored brackets around tagged text.
ADOBE INCOPY CS2 274 User Guide Note: Tags loaded with an imported DTD file cannot be deleted until the DTD file is deleted. ❖ Do one of the following: • To delete a tag from the Tags palette, drag the tag to the Delete icon. If the tag has been applied to content, an alert message appears. Select another tag to replace the deleted tag, and then click OK. • To delete all unused tags, choose Select All Unused Tags from the Tags palette menu, then click the Delete icon at the bottom of the palette.
ADOBE INCOPY CS2 275 User Guide To use the Structure pane ❖ Do one of the following: • To view the Structure pane, choose View > Structure > Show Structure. • To expand or collapse an element, click the triangle next to the element you want to expand or collapse. • To expand or contract an element as well as all elements contained within it, hold down Ctrl (Windows) or Command (Mac OS) while clicking the triangle next to the element.
ADOBE INCOPY CS2 276 User Guide Icon Name Use Comment Includes comments that appear in the XML file, but not the pub lished InCopy story. Processing instruction Includes instructions that trigger actions in applications that can read processing instructions. DOCTYPE ele ment Tells InCopy which DTD file to use when validating the XML file. To rearrange elements You can rearrange the XML structure by dragging elements to different positions in the Structure pane or by copying and pasting.
ADOBE INCOPY CS2 277 User Guide To create an attribute An attribute describes an element and consists of both a name (such as href or keywords) and a value (such as the location of a placed image). You can view attributes in the Structure pane; however, they are not visible in the document window. You can add optional attributes to any element. For example, to include keywords for searching in another downstream application, you can create an attribute called keywords.
ADOBE INCOPY CS2 278 User Guide About comments and processing instructions You can add comments and processing instructions to your XML content using InCopy. Comments, viewed in a Web browser or text editor, provide additional information about the content in your XML file. Processing instructions trigger specific actions when the XML file is opened in an application that understands them. InCopy preserves comments and processing instructions, but does not act on them when you open an XML file.
ADOBE INCOPY CS2 279 User Guide To view comments and processing instructions ❖ Choose Show Comments or Show Processing Instructions in the Structure pane menu. Validating XML content About DTD files If you plan to share XML data with other users, you’ll need to agree on a set of tags, attributes, and how to apply them to page items in InCopy. One way to facilitate this agreement is to use a Document Type Definition (DTD) file. A DTD file defines the allowable tags and structures in an XML file.
ADOBE INCOPY CS2 280 User Guide A B C D E F Structure pane with Suggestions section A. DOCTYPE element from assigned DTD file B. Error or invalidating condition C. Description of error with suggested fixes count E. Validate button F. View all errors at once in a separate window D. Error Note: InCopy stops validating after detecting 250 errors. A plus sign in the Error Count box appears when this limit is reached. 1 Choose View > Structure > Show Structure.
281 Chapter 13: Keyboard shortcuts Customizing keyboard shortcuts About keyboard shortcuts InCopy provides keyboard shortcuts for many menu commands, options, scripts, and controls. InCopy provides two shortcut sets: the default InCopy set, and a set that mimics Microsoft Word keyboard shortcuts. To see how this set differs from Microsoft Word’s complete set, you can generate a complete list from InCopy and compare it to your Microsoft Word documentation. You can also define your own keyboard shortcuts.
ADOBE INCOPY CS2 282 User Guide To create a new shortcut set 1 Choose Edit > Keyboard Shortcuts. 2 Click New Set. 3 Type a name for the new set, select a shortcut set from the Based On menu, and click OK. To create or redefine a shortcut 1 Choose Edit > Keyboard Shortcuts. 2 For Set, select a shortcut set, or click New Set to create a new shortcut set. Note: You can make changes to the Default shortcut set, but it’s not a good idea. For best results, edit a copy of the Default shortcut set instead.
ADOBE INCOPY CS2 283 User Guide Keys for navigating through documents This is not a complete list of keyboard shortcuts. This table lists only those shortcuts that are not displayed in menu commands or tool tips.
ADOBE INCOPY CS2 284 User Guide Result Windows Mac OS Go to first/last spread Alt+Shift+Page Up/ Page Down Option+Shift+Page Up/ Page Down Scroll up/down one screen Page Up/Page Down Page Up/Page Down Go to first/last spread Alt+Shift+Page Up/ Page Down Option+Shift+Page Up/ Page Down Go to first previous/ next spread Ctrl+Alt+Page Up/Page Down Command+Alt+Page Up/Page Down Fit selection in window Ctrl+Alt+= Command+Option+= Increase screen to 50%/ 200%/400% Ctrl+5/2/4 Command+5/2/4 Ac
ADOBE INCOPY CS2 285 User Guide Result Windows Mac OS Increase/Decrease kerning/tracking five times Ctrl+Alt+Right Arrow/Left Arrow Command+Option+Right Arrow/Left Arrow Reset all manual kerning preferences (reset track to 0) Ctrl+Alt+Q Command+Option+Q Increase/Decrease baseline shift (horizontal Alt+Shift+Up Arrow/Down Arrow text) Option+Shift+Up Arrow/Down Arrow Increase/Decrease baseline shift five times (horizontal text) Ctrl+Alt+Shift+Up Arrow/Down Arrow Command+Option+Shift+Up Arrow/Dow
ADOBE INCOPY CS2 286 User Guide Result Windows Mac OS Strike through Ctrl+Shift+/ Command+Shift+/ Bold Ctrl+Shift+B Command+Shift+B Italic Ctrl+Shift+I Command+Shift+I Normal Ctrl+Shift+Y Command+Shift+Y Toggle align to grid (on/off ) Ctrl+Alt+Shift+G Command+Option+Shift+G Toggle auto-hyphenate (on/off ) Ctrl+Alt+Shift+H Command+Option+Shift+H Keys for finding and changing text This is not a complete list of keyboard shortcuts.
ADOBE INCOPY CS2 287 User Guide Keys for the Thesaurus This is not a complete list of keyboard shortcuts. This table lists only those shortcuts that are not displayed in menu commands or tool tips. Result Windows Mac OS Load word Ctrl+Shift+5 Command+Shift+5 Look up word Ctrl+Shift+6 Command+Shift+6 Change word Ctrl+Shift+7 Command+Shift+7 Keys for working with XML This is not a complete list of keyboard shortcuts.
ADOBE INCOPY CS2 288 User Guide Result Windows Mac OS Update copyfit progress info Ctrl+Alt+Shift+8 Command+Option+Shift+8 Update cursor to end info Ctrl+Alt+Shift+7 Command+Option+Shift+7 Update selection info Ctrl+Alt+Shift+5 Command+Option+Shift+5 Update whole story info Ctrl+Alt+Shift+4 Command+Option+Shift+4 Force redraw Shift+F5 Shift+F5 Toggle units Ctrl+Alt+Shift+U Command+Option+Shift+U New text macro Ctrl+Alt+F8 Command+Option+F8 Edit text macro Ctrl+Alt+Shift+F8 Command
ADOBE INCOPY CS2 289 User Guide Keys for navigation in Version Cue Result Windows Mac OS Open folder Control + O Command + O New folder Control + N Command + N Up one level Backspace Command + Up Arrow Open selected file Enter Return Delete selected file or files Delete Command + backspace Cancel dialog Escape Escape Keys for viewing in Version Cue Result Windows Mac OS Details Control + 1 Command + 1 Icons Control + 2 Command + 2 Thumbnails Control + 3 Command + 3 Tiles C
290 Index A Accept All Changes command 167 Adobe Single-line Composer 236 logs 74, 87 Adobe Studio 7 renaming 74 Accept Change command 167 Adobe Studio Exchange 9 restarting 32 Actual Size command 25 Adobe Version Cue setting preferences for 32 Add To Assignment command 129 connecting to remote projects 36 alerts, showing and hiding 17 Adobe Acrobat disconnecting in 53 aligning See also PDF files features, availability of 29 first line to grid 220 creating PDF files 100 folders 35 gra
INDEX missing 133 BMP files moving content between 131 See also bitmap graphics opening 93, 100, 134 import options for 113 options for creating 130 boldface 200 organizing by folders 135 breaking Rows and Columns 246, 247 Strokes and Fills 252 Text 249, 250 cells, table See also tables relocating 133 columns 157 about 238 removing content from 138 footnotes across columns 175 cutting, copying, and pasting 245 saving 137 notes 170 inserting tabs in 248 updating 129, 130, 133, 137, 141
INDEX importing from Adobe InCopy 132 Compact view importing from another document 188 composer, Adobe Paragraph or Single-line. See composition, paragraph mapping imported Word styles 189 mapping to XML tags 268, 269 of tutorials 7 text with formatting 150 copyright information, adding to files 121 copyright symbols, inserting 155 cropping. See moving graphics 93 composite fonts 203 curly quotes.
INDEX versions with Version Cue Administration utility 81 changing color of 105 Edit Original command 112 setting up 105 Edit Properties command 40 workspaces 16 viewing 23 editing depth ruler, showing and hiding 22 document presets 98 attributes (XML) 277 Deselect All command 150 Document Presets command 98 content in original application 112 design changes, updating 141 document settings linked stories 96 developer resources scripting guides 9 SDK documentation 9 diagonal lines, adding t
INDEX text and graphics 100 finding and changing creating 174 Version Cue projects 80 fonts 162 deleting 176 XML files 267 formatted text 159, 161 importing from Word 147 XML tags 270 keyboard shortcuts for 286 layout 175 notes 172 numbering options 174, 175 styles 195 in tables 240 Extensible Metadata Platform 121 F face (typeface) 200 text 158 tips for using 176 tips 162 forced line breaks 157 facing pages.
INDEX gap color in tables 252 Grids command 105 showing and hiding 106 history information, adding to files 121 paragraph rules 216 guides HREF attributes, XML 275, 277 geometries, layout 125, 128 See also grids, ruler guides HTML 266 GIF files, import options for 113 preferences for 106 HTTP Proxy server, specifying in Version Cue 75 glyphs alternate 154 viewing 106 Guides & Pasteboard command 106 custom glyph sets 155 embedding 261 highlighting alternates 155 H Ha measurement 103 inserti
INDEX See also assignments opening 100, 134 INCD files 132 Insert White Space command 199, 234, 236 for navigating stories and documents 283 inserting for navigating XML 287 notes 170 for tables 286 about 124 position markers 26 for transforming objects 284 checking in 134, 138, 139 tables 239 for using the Thesaurus 287 checking out 134, 135, 142 text macros 164 for using tools 282 InCopy content compared to Adobe Version Cue projects 138 insertion point, appearance 21 for working with
INDEX showing and hiding 18 line endings exported to PDF 263 printing accurately 257 viewing 18 line numbers printing 257 showing and hiding 21 lines See also paragraph rules unlinking InCopy content 136 lock protection, in Version Cue 78, 81 locking and unlocking InCopy content 126, 134 logins creating in Version Cue Administration utility 84 entering in Version Cue Administration utility 72 privilege levels, in Version Cue 85 margins aligning optically 218 changing 96 Mark In Use command 68 marking tex
INDEX importing text from 146 importing text from early versions 147 migrating to Adobe Version Cue 2.0 75 Minimum option (justified text) 234 missing fonts 203 mistakes, undoing 28, 142 moving See also cutting content between assignments 131 objects numerically 117 multibyte fonts 261 multiline composer.
INDEX page layout See also frames, master pages changing 96 saving settings as a preset 98 updating 141 importing from Adobe InCopy 132 importing from other documents 188 mapping imported Word styles 189 bleeds 114 transparency 115 PDF files, importing 114 PDF Writer 256 performance, display quality and 118, 119, 120 page size, maximum 259 mapping to XML tags 268, 269 pages overriding formatting 194 exporting to PDF 264 pink highlighting (in substituted fonts) 204 Quick Apply 192 masters 152 Pla
INDEX about 257 Print command 257, 258, 259, 260 red dots (in tables) 250 selecting in Mac OS 257 printable area.
INDEX about 106 changing color of 106 layers and 106 scripts See also macros keyboard shortcuts for 281 showing and hiding 106 scroll bars, hiding 12 stacking order of 106 SDK documentation 9 rulers depth 22 measurement units 102, 103 searching in Version Cue projects 52 starting position of 102, 104 searching and replacing. See finding and changing using 23 section symbols, inserting 155 zero point and 102, 103 security rules, paragraph.
INDEX inserting 156 standard screen mode 12 Stylistic Sets option (OpenType) 203 nonbreaking 234 status, of Version Cue project files 12 subscript type spacing stories applying to text 210 above and below paragraphs 215 See also InCopy content adjusting while pasting 151 adding notes to 170 before or after tables 247 expanding or collapsing 97 in footnotes 175 exporting to PDF 263 applying to text 210 highlighting loose or tight lines 237 keyboard shortcuts for 283, 287 default incremen
INDEX about 239 layout geometries 125 TIFF files, import options for 113 adding headers and footers 251 opening in InCopy 100 tips and tricks 7 converting from text 240 text toolbars embedding within other tables 241 See also type See also the toolbar name inserting tabs 225 adding 145 combining or separating 13 stroke and fill options 252 aligning 218 customizing 12 aligning to grids 105 docking or floating 13 See also cells, columns, rows copyfitting 177 keyboard shortcuts for 287
INDEX missing fonts 204 InCopy content 141, 143 pages and spreads 24 printing 258 layout 141, 142 stories for editing 20, 22 tryouts 9 linked text files 99 tutorials 7 uppercase letters 213, 214 type stories in InDesign layout 22 views Use Adobe Dialog command 31 Galley 20 capitalization, changing 214 User command 168 Layout 19 color, changing 212 user forums 9 Story 18 expanding or condensing 209 user identification 127 gradients applied to 212 assignments 130 kerning 205 entering
INDEX Workspace commands 16 editing 271 workspaces exporting 268 about 16 importing 270, 271 creating custom 16 mapping 269 deleting 16 mapping styles to 268 Galley, Story, and Layout views 12 retagging 272 rules 272 X X coordinate 103 XML showing and hiding 273 untagging 274 XMP 121 about 266 Adobe website for 121 adding elements 276 Software Development Kit 121 attributes, about 275 attributes, creating 277 attributes, editing 277 attributes, showing and hiding 277 comments 275, 278 Y
