Adobe InCopy In Copy CC (2015.4) Help 2015.4 EN

User Manual: adobe InCopy - CC (2015.4) - Help Free User Guide for Adobe InCopy Software, Manual

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Adobe® InCopy®
CC
Help
Last updated 6/16/2016
Legal notices
Legal notices
For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html.
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Last updated 6/16/2016
Contents
Chapter 1: What’s new
New features summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Chapter 2: Workspace
Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Viewing stories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Recovery and undo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Moving through documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Customizing preferences and defaults . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Chapter 3: InCopy documents
Create and use InCopy workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Transforming graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Stand-alone documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Saving and exporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Importing graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Including metadata in a story . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Controlling graphics display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Frame grids . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Frames, grids, rulers, and guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Chapter 4: InCopy and InDesign
Sharing content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Working with managed files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Understanding a basic managed-file workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Adjusting your workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Assignment packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Chapter 5: Text
Glyphs and special characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Using editorial notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Using the thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Using text macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Tracking and reviewing changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Text variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Adding text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Checking spelling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Cross-references . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Copyfitting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Editing text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Find/Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Footnotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
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Chapter 6: Styles
Paragraph and character styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Working with styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Drop caps and nested styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Chapter 7: Typography
Bullets and numbering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Formatting CJK characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Using fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Text composition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Tabs and indents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Leading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Kerning and tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Aligning text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Composing CJK characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Changing spacing between characters in CJK text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Formatting characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Formatting paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Formatting text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Chapter 8: Tables
Formatting tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Selecting and editing tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Table and cell styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Table strokes and fills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Creating tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Chapter 9: Printing
Setting up a printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Printing stories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Chapter 10: PDF
Understanding Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Exporting to Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Chapter 11: XML
Working with XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Using XML files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Tagging content for XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Structuring documents for XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Exporting to XML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Chapter 12: Keyboard shortcuts
Default keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
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Chapter 1: What’s new
New features summary
Cleaner and bigger UI
Users often complain about eye strain after using InCopy for a long time, mostly due to small UI elements in InCopy.
With this release, the following areas have been enhanced:
Panels have been redesigned in InCopy by increasing the:
Size of various controls in panels.
Font size.
Inter-spacing between controls (both vertical and horizontal).
Dialogs have been redesigned by increasing the height of UI controls.
Panels and dialogs now look bigger, cleaner, and less cluttered.
Sorting Swatches
New options are available to sort swatches in the Swatches panel. You can sort swatches by the following:
Name
Color Values
For more information, see Sort swatches .
Style Override Highlighter
Use the Style Override Highlighter to identify all the paragraph and/or character style overrides applied in your
document. You can enable the Style Override Highlighter widget in the Paragraph Styles or Character Styles panel.
For more information, see Highlight character and paragraph style overrides
Work with glyphs more easily
With the latest OpenType enhancements, apply alternate glyphs for a specific character, and convert text to true
fractions, directly from an in-context menu.
Plus, search for a glyph in the Glyphs panel by name, by unicode or GID value, or by the specific character.
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What’s new
Last updated 6/16/2016
For more information, see the article on Glyphs and special characters.
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Chapter 2: Workspace
Workspace basics
Workspace overview
You create and manipulate your documents and files using various elements, such as panels, bars, and windows. Any
arrangement of these elements is called a workspace. The workspaces of the different applications in Adobe® Creative
Suite® 5 share the same appearance so that you can move between the applications easily. You can also adapt each
application to the way you work by selecting from several preset workspaces or by creating one of your own.
Although the default workspace layout varies in different products, you manipulate the elements much the same way
in all of them.
The Application bar across the top contains a workspace switcher, menus (Windows only), and other application
controls. On the Mac for certain products, you can show or hide it using the Window menu.
The Tools panel contains tools for creating and editing images, artwork, page elements, and so on. Related tools are
grouped.
The Control panel displays options for the currently selected tool. In Illustrator, the Control panel displays options
for the currently selected object. (In Adobe Photoshop® this is known as the Options bar. In Adobe Flash®, Adobe
Dreamweaver®, and Adobe Fireworks® this is known as the Property Inspector and includes properties of the
currently selected element.)
The Document window displays the file youre working on. Document windows can be tabbed and, in certain cases,
grouped and docked.
Panels help you monitor and modify your work. Examples include the Timeline in Flash, the Brush panel in
Illustrator, the Layers panel in Adobe Photoshop®, and the CSS Styles panel in Dreamweaver. Panels can be grouped,
stacked, or docked.
The Application frame groups all the workspace elements in a single, integrated window that lets you treat the
application as a single unit. When you move or resize the Application frame or any of its elements, all the elements
within it respond to each other so none overlap. Panels dont disappear when you switch applications or when you
accidentally click out of the application. If you work with two or more applications, you can position each
application side by side on the screen or on multiple monitors.
If you are using a Mac and prefer the traditional, free-form user interface, you can turn off the Application frame.
In Adobe Illustrator®, for example, select Window > Application Frame to toggle it on or off. (In Flash, the
Application frame is on permanently for Mac, and Dreamweaver for Mac does not use an Application frame.)
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Workspace
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A Tabbed D o c ument windows B Application bar C Workspace switcher D Panel title bar E Control panel F Tools panel G Collapse To Icons
button H Four panel groups in vertical dock
Hide or show all panels
(Illustrator, Adobe InCopy®, Adobe InDesign®, Photoshop, Fireworks)To hide or show all panels, including the Tools
panel and Control panel, press Tab.
(Illustrator, InCopy, InDesign, Photoshop) To hide or show all panels except the Tools panel and Control panel,
press Shift+Tab.
You can temporarily display hidden panels if Auto-Show Hidden Panels is selected in Interface preferences. It’s always
on in Illustrator. Move the pointer to the edge of the application window (Windows®) or to the edge of the monitor (Mac
OS®) and hover over the strip that appears
(Flash, Dreamweaver, Fireworks) To hide or show all panels, press F4.
Display panel options
Click the panel menu icon in the upper-right corner of the panel.
You can open a panel menu even when the panel is minimized.
In Photoshop, you can change the font size of the text in panels and tool tips. In the Interface preferences, choose a
size from the UI Font Size menu.
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(Illustrator) Adjust panel brightness
In User Interface preferences, move the Brightness slider. This control affects all panels, including the Control panel.
Reconfigure the Tools panel
You can display the tools in the Tools panel in a single column, or side by side in two columns. (This feature is not
available in the Tools panel in Fireworks and Flash.)
In InDesign and InCopy, you also can switch from single-column to double-column (or single-row) display by setting
an option in Interface preferences.
Click the double arrow at the top of the Tools panel.
Manage windows and panels
You can create a custom workspace by moving and manipulating Document windows and panels. You can also save
workspaces and switch among them. For Fireworks, renaming custom workspaces can lead to unexpected behavior.
Note: The following examples use Photoshop for demonstration purposes. The workspace behaves the same in all the
products.
Rearrange, dock, or float document windows
When you open more than one file, the Document windows are tabbed.
To rearrange the order of tabbed Document windows, drag a window’s tab to a new location in the group.
To undock (float or untab) a Document window from a group of windows, drag the window’s tab out of the group.
Note: In Photoshop you can also choose Window > Arrange > Float in Window to float a single Document window, or
Window > Arrange > Float All In Windows to float all of the Document windows at once. See tech note kb405298 for more
information.
Note: Dreamweaver does not support docking and undocking Document windows. Use the Document window’s Minimize
button to create floating windows (Windows), or choose Window > Tile Vertically to create side-by-side Document
windows. Search “Tile Vertically” in Dreamweaver Help for more information on this topic. The workflow is slightly
different for Macintosh users.
To dock a Document window to a separate group of Document windows, drag the window into the group.
To create groups of stacked or tiled documents, drag the window to one of the drop zones along the top, bottom, or
sides of another window. You can also select a layout for the group by using the Layout button on the Application bar.
Note: Some products do not support this functionality. However, your product may have Cascade and Tile commands in
the Window menu to help you lay out your documents.
To switch to another document in a tabbed group when dragging a selection, drag the selection over the documents
tab for a moment.
Note: Some products do not support this functionality.
Dock and undock panels
A dock is a collection of panels or panel groups displayed together, generally in a vertical orientation. You dock and
undock panels by moving them into and out of a dock.
To dock a panel, drag it by its tab into the dock, at the top, bottom, or in between other panels.
To dock a panel group, drag it by its title bar (the solid empty bar above the tabs) into the dock.
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To remove a panel or panel group, drag it out of the dock by its tab or title bar. You can drag it into another dock or
make it free-floating.
You can prevent panels from filling all the space in a dock. Drag the bottom edge of the dock up so it no longer meets
the edge of the workspace.
Move panels
As you move panels, you see blue highlighted drop zones, areas where you can move the panel. For example, you can
move a panel up or down in a dock by dragging it to the narrow blue drop zone above or below another panel. If you
drag to an area that is not a drop zone, the panel floats freely in the workspace.
Note: The position of the mouse (rather than the position of the panel), activates the drop zone, so if you can’t see the drop
zone, try dragging the mouse to the place where the drop zone should be.
To move a panel, drag it by its tab.
To move a panel group, drag the title bar.
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A Title bar B Tab C Drop zone
Press Ctrl (Windows) or Command (Mac OS) while moving a panel to prevent it from docking. Press Esc while moving
the panel to cancel the operation.
Add and remove panels
If you remove all panels from a dock, the dock disappears. You can create a dock by moving panels to the right edge of
the workspace until a drop zone appears.
To remove a panel, right-click (Windows) or Control-click (Mac) its tab and then select Close, or deselect it from
the Window menu.
To add a panel, select it from the Window menu and dock it wherever you want.
Manipulate panel groups
To move a panel into a group, drag the panel’s tab to the highlighted drop zone in the group.
To rearrange panels in a group, drag a panels tab to a new location in the group.
To remove a panel from a group so that it floats freely, drag the panel by its tab outside the group.
To move a group, drag the title bar (the area above the tabs).
Stack floating panels
When you drag a panel out of its dock but not into a drop zone, the panel floats freely. The floating panel allows you to
position it anywhere in the workspace. You can stack floating panels or panel groups so that they move as a unit when
you drag the topmost title bar.
To stack floating panels, drag a panel by its tab to the drop zone at the bottom of another panel.
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To change the stacking order, drag a panel up or down by its tab.
Note: Be sure to release the tab over the narrow drop zone between panels, rather than the broad drop zone in a title bar.
To remove a panel or panel group from the stack, so that it floats by itself, drag it out by its tab or title bar.
Resize panels
To minimize or maximize a panel, panel group, or stack of panels, double-click a tab. You can also double-click the
tab area (the empty space next to the tabs).
To resize a panel, drag any side of the panel. Some panels, such as the Color panel in Photoshop, cannot be resized
by dragging.
Collapse and expand panel icons
You can collapse panels to icons to reduce clutter on the workspace. In some cases, panels are collapsed to icons in the
default workspace.
To collapse or expand all panel icons in a column, click the double arrow at the top of the dock.
To expand a single panel icon, click it.
To resize panel icons so that you see only the icons (and not the labels), adjust the width of the dock until the text
disappears. To display the icon text again, make the dock wider.
To collapse an expanded panel back to its icon, click its tab, its icon, or the double arrow in the panel’s title bar.
In some products, if you select Auto-Collapse Icon Panels from the Interface or User Interface Options preferences, an
expanded panel icon collapses automatically when you click away from it.
To add a floating panel or panel group to an icon dock, drag it in by its tab or title bar. (Panels are automatically
collapsed to icons when added to an icon dock.)
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To move a panel icon (or panel icon group), drag the icon. You can drag panel icons up and down in the dock, into
other docks (where they appear in the panel style of that dock), or outside the dock (where they appear as floating
icons).
Save and switch workspaces
By saving the current size and position of panels as a named workspace, you can restore that workspace even if you
move or close a panel. The names of saved workspaces appear in the workspace switcher in the Application bar.
Save a custom workspace
1With the workspace in the configuration you want to save, do one of the following:
(Illustrator) Choose Window > Workspace > Save Workspace.
(Photoshop, InDesign, InCopy) Choose Window > Workspace > New Workspace.
(Dreamweaver) Choose Window > Workspace Layout > New Workspace.
(Flash) Choose New Workspace from the workspace switcher in the Application bar.
(Fireworks) Choose Save Current from the workspace switcher in the Application bar.
2Type a name for the workspace.
3(Photoshop, InDesign) Under Capture, select one or more options:
Panel Locations Saves the current panel locations (InDesign only).
Keyboard shortcuts Saves the current set of keyboard shortcuts (Photoshop only).
Menus or Menu Customization Saves the current set of menus.
Display or switch workspaces
Select a workspace from the workspace switcher in the Application bar.
In Photoshop, you can assign keyboard shortcuts to each workspace to navigate among them quickly.
Delete a custom workspace
Select Manage Workspaces from the workspace switcher in the Application bar, select the workspace, and then click
Delete. (The option is not available in Fireworks.)
(Photoshop, InDesign, InCopy) Select Delete Workspace from the workspace switcher.
(Illustrator) Choose Window > Workspace > Manage Workspaces, select the workspace, and then click the Delete
icon.
(Photoshop, InDesign) Choose Window > Workspace >Delete Workspace, select the workspace, and then click
Delete.
Restore the default workspace
1Select the Default or Essentials workspace from the workspace switcher in the application bar. For Fireworks, see
the article http://www.adobe.com/devnet/fireworks/articles/workspace_manager_panel.html.
Note: In Dreamweaver, Designer is the default workspace.
2For Fireworks (Windows), delete these folders:Wi ndow s
Vista\\Users\<username>\AppData\Roaming\Adobe\Fireworks CS4\ Windows XP\\Documents and
Settings\<username>\Application Data\Adobe\Fireworks CS4
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3(Photoshop, InDesign, InCopy) Select Window > Workspace > Reset [Workspace Name].
(Photoshop) Restore a saved workspace arrangement
In Photoshop, workspaces automatically appear as you last arranged them, but you can restore the original, saved
arrangement of panels.
To restore an individual workspace, choose Window > Workspace > Reset Workspace Name.
To restore all the workspaces installed with Photoshop, click Restore Default Workspaces in the Interface
preferences.
To rearrange the order of workspaces in the application bar, drag them.
Change Interface preferences
1Choose Edit > Preferences > Interface (Windows) or InCopy > Preferences > Interface (Mac OS).
2Choose the settings you want to specify, and click OK.
Tool Tips Tool tips appear when you hold the mouse pointer over interface items such as tools in the toolbar and
options in the Control panel. Choose None to turn off tool tips.
Show Thumbnails On Place When you place a graphic, a thumbnail of the image appears in the loaded graphics cursor.
Similarly, a thumbnail of the first few lines of text appears in the loaded text cursor. Deselect this option if you don’t
want thumbnails to appear when placing graphics or text.
Show Transformation Values When you’re creating, sizing, or rotating an object, the cursor displays the [x,y]
coordinates, width and height, or rotation information.
Enable Multi-Touch Gestures Select this option to allow Windows and Mac OS multi-touch mouse gestures to work in
InDesign. For example, when you use the Magic Mouse in Mac OS, the swipe gesture scrolls up or down or moves to
the previous or next page or spread, and the rotate gesture rotates the spread.
Highlight Object Under Selection Tool Select this option to highlight the frame edges of objects when the direct
selection tool is moved over it.
Floating Tools Panel Specify whether the toolbar appears as a single column, double column, or single row.
Auto-Collapse Icon Panels When this option is selected, clicking the document window closes the open panel
automatically.
Auto-Show Hidden Panels When you hide panels by pressing Tab, holding the mouse pointer over the side of the
document window temporarily reveals the panels if this option is selected. If this option is not selected, you must press
Tab again to display panels.
Open Documents As Tabs When this option is deselected, documents you create or open appear as floating windows
rather than tabbed windows.
Enable Floating Document Window Docking If this option is selected, you can dock floating documents with each
other as tabbed windows. If this option is deselected, floating document windows aren’t docked with other document
windows, unless you hold down Ctrl (Windows) or Command (Mac OS) while dragging.
Hand Tool To control whether to greek text and images when you scroll a document, drag the Hand Tool slider to the
desired level of performance versus quality.
Live Screen Drawing Select an option to determine whether the image redraws as you drag an object. If Immediate is
selected, the image redraws while you drag. If Never is selected, dragging an image moves only the frame, and then
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image is moved when you release the mouse button. If Delayed is selected, the image redraws only if you pause before
dragging. Delayed offers the same behavior as in InDesign CS4.
Use toolbars
The basic toolbars contain buttons for many commonly used tools and commands, such as opening, saving, printing,
scrolling, and zooming. Tool tips identify each tool button.
Show or hide a toolbar
Choose the toolbar name from the Window menu. A check mark appears next to the toolbar name if its currently
visible.
Customize a toolbar
You can specify which tools appear on a toolbar, change the toolbar orientation, and combine or separate toolbars.
Do any of the following:
To specify which tools appear on a toolbar, click the triangle at the end of the toolbar, select Customize, and select
tools. The menu contains options specific to the toolbar.
To move a toolbar, drag its title bar.
To combine toolbars, click the gripper area of a toolbar, and drag the toolbar on top of another or along the same
edge of the application window (Windows®) or screen (Mac OS®).
To switch a toolbar to a floating panel, click the gripper area of the toolbar and drag the toolbar away from the
edge of the application window (Windows) or screen (Mac OS).
To separate a grouped toolbar, click the gripper area of the toolbar, and drag the toolbar away from the group.
Dragging a toolbar out of an existing group creates a new toolbar.
View tool hints
The Tool Hints panel describes how modifier keys work with the selected tool.
1Choose Window > Utilities > Tool Hints to display the Tool Hints panel.
2Select a tool in the toolbox to view a description of that tool and its modifier keys and shortcuts.
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Use context menus
Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the active
tool or selection. You can use context menus as a quick way to choose commonly used commands.
1Position the pointer over the document, object, or panel.
2Click the right mouse button.
Note: (Mac OS) If you don’t have a two-button mouse, you can display a context menu by pressing the Control key as you
click with the mouse.
Customize menus
Hiding and colorizing menu commands is a way to remove menu clutter and emphasize commands you frequently use.
Note that hiding menu commands simply removes the menu command from view; it doesnt disable any features. At
any time, you can view hidden commands by selecting the Show All Menu Items command at the bottom of a menu,
or you can choose Window > Workspace > Show Full Menus to show all the menus for the selected workspace. You can
include customized menus in workspaces you save.
You can customize the main menu, context menus, and panel menus. Context menus appear when you right-click
(Windows) or Control-click (Mac OS) an area. Panel menus appear when you click the icon in the upper right of a
panel.
Note: If you select a different workspace, such as Getting Started, some menu commands are hidden. To display menu
commands, choose Show All Menu Items at the bottom of the menu, or choose a different workspace, such as Advanced.
Create a custom menu set
1Choose Edit > Menus.
You cannot edit the default menu set.
2Click Save As, type the name of the menu set, and click OK.
3From the Category menu, choose Application Menus or Context & Panel Menus to determine which menus are
customized.
4Click the arrows to the left of the menu categories to display subcategories or menu commands. For each command
you want to customize, click the eye icon under Visibility to show or hide the command; click None under Color to
select a color from the menu.
5Click Save, and then click OK.
Select a custom menu set
1Choose Edit > Menus.
2Choose the menu set from the Set menu, and then click OK.
Edit or delete a custom menu set
1Choose Edit > Menus.
2Choose the menu set from the Set menu, and then do one of the following:
To edit a menu set, change the visibility or color of menu commands, click Save, and then click OK.
To delete a menu set, click Delete and then click Yes. If youve modified the menu set without saving it, you’re
prompted to save the current menu set. Click Yes to save the menu set, or click No to discard changes.
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Show hidden menu items
Choose Window > Workspace > Show Full Menus. This command turns on all menus for the selected workspace.
You can hide the menus again by resetting the workspace.
Choose Show All Menu Items at the bottom of the menu that includes hidden commands.
Holding down Ctrl (Windows) or Command (Mac OS) and clicking a menu name temporarily displays any menu
commands you’ve hidden by customizing menus.
Use keyboard shortcut sets
InCopy provides keyboard shortcuts for many menu commands, options, scripts, and controls. You can also define
your own keyboard shortcuts. Using the Keyboard Shortcuts dialog box, you can:
Choose the set you want to use.
View existing shortcut commands.
Generate a complete list of shortcuts.
Create your own shortcuts and shortcut sets.
Edit current shortcuts.
The Keyboard Shortcuts dialog box also lists all commands that can accept shortcuts but dont have shortcuts
defined for them in the default shortcut set.
Change the active shortcut set
1Choose Edit > Keyboard Shortcuts.
2Select a shortcut set from the Set menu.
3Click OK.
View shortcuts
1Choose Edit > Keyboard Shortcuts.
2For Set, select a shortcut set.
3For Product Area, select the area containing the commands you want to view.
4From Commands, select a command. The shortcut appears in the Current Shortcuts section.
Generate a list of shortcuts
1Choose Edit > Keyboard Shortcuts.
2Select a shortcut set from the Set menu.
3Click Show Set.
A text file opens with all current and undefined shortcuts for that set.
Create a new shortcut set
1Choose Edit > Keyboard Shortcuts.
2Click New Set.
3Type a name for the new set, select a shortcut set from the Based On Set menu, and click OK.
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Create or redefine a shortcut
1Choose Edit > Keyboard Shortcuts.
2For Set, select a shortcut set, or click New Set to create a new shortcut set.
Note: You can make changes to the Default shortcut set, but it’s not recommended. Instead, edit a copy of the Default
shortcut set.
3For Product Area, select the area containing the command you want to define or redefine.
4In the Commands list, select the command you want to define or redefine.
5Click inside the New Shortcut box and press the keys for your new keyboard shortcut. If the key sequence is
currently used for another command, InCopy displays that command under Current Shortcuts. You can change the
original shortcut also, or try another shortcut.
Note: Assigning single-key shortcuts to menu commands interferes with entering text. If an insertion point is active
when you type a single-key shortcut, InCopy carries out the command instead of inserting the character.
6Do one of the following:
Click Assign to create a new shortcut where none currently exists.
Click Assign to add another shortcut to the command.
7Click OK to close the dialog box, or click Save to keep the dialog box open and enter more shortcuts.
More Help topics
Keyboard shortcuts
Viewing stories
Galley, Story, and Layout view overview
InCopy offers three views of a story: Galley, Story, and Layout. These terms correspond to the terms used in traditional
publishing.
Galley view Displays text with line breaks established in the corresponding Adobe InDesign® document. If text doesn’t
fit into the assigned layout space, an overset indicator marks the point at which the InCopy text exceeds the space.
Although you can use InCopy to apply formatting, such as paragraph indents and font size, these formats dont appear
in Galley view.
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Story view Displays text in a continuous stream, wrapping the text at the document window. Story view doesn’t show
accurate line endings, so you can concentrate on content. However, if text doesn’t fit into the assigned layout space, an
overset indicator marks the point at which the InCopy text exceeds the space. In Story view, the information area
displays only paragraph styles. Line numbers aren’t visible in Story view.
Story view opens by default when you create a new InCopy story.
To change the default view for new documents, close all documents and select the view you want as the default from
the View menu.
Layout view Displays text as it will print, with all formatting. When you use InCopy to synchronize with an InDesign
layout, you can view text in context with all other page elements in the InDesign document—frames, columns,
graphics, and so on.
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In Layout view, you can zoom in and out to inspect different aspects of the layout.
Switch between Galley, Story, or Layout view
Do either of the following:
Choose the view from the View menu.
Click the Galley, Story, or Layout tab at the top of the editing area.
About Galley view
Galley view provides an environment for efficient text processing; text is easy to read and annotate. You can also use
Galley view to perform copyfitting and other production-related tasks.
When you open an InDesign document in InCopy, working in Galley view is analogous to working with galley proofs
in traditional typesetting. Within the viewing area, the text wraps exactly as it will in the final InDesign layout, and all
text is displayed in one column, regardless of how many columns exist in the layout. Page breaks, frame breaks, and
column breaks are shown by a line with the words “Page break, “Frame break, or “Column break” in the center of the
line.
Note: When multiple breaks are represented by a single boundary, such as a page break coinciding with a frame break, the
break with the highest priority is displayed. Page breaks have the highest priority, and column breaks have the lowest.
Galley view includes the Copyfit break feature, which indicates the point at which the InCopy text exceeds the layout
space assigned for it in InDesign.
By default, Galley view displays text at 12 points. You can change the font, size, or spacing to make text easier to read
or edit. You can also change the background and font colors.
Note: The font display size applies to all stories, rather than individual characters, words, or paragraphs.
The Galley & Story Appearance toolbar at the bottom of the workspace controls several settings that you might want
to change frequently when working on a document. These settings include:
Display font type and size
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Display leading (single space, 150% space, double space, or triple space)
Show/hide line number and styles columns
Customize Galley & Story Appearance controls
Customize Galley and Story views
You can customize Galley and Story views in a variety of ways.
Change the Galley view display settings
Select an option from the Galley & Story Appearance toolbar. (If the toolbar is hidden, choose Window > Galley &
Story Appearance. The toolbar appears at the bottom of the application window by default.)
Note: Its important to understand the difference between changing the font display size and applying text formatting.
Both can be done in Galley view. Changing the font display size doesn’t affect the way text looks in a publication,
whereas applying text formatting does change the text appearance in Layout view and in the published document.
Set Galley view display preferences
1Choose Edit > Preferences > Galley & Story Display (Windows) or InCopy > Preferences > Galley & Story Display
(Mac OS).
2In the Text Display Options section, specify the following:
Text Color Controls text color in the viewing area. Black is the default text color.
Background Controls the background color of the viewing area. White is the default background color.
Theme Assigns preset text and background colors.
Override Preview Font Enables you to display one additional font using the correct typeface in the Galley and Story
view. InCopy automatically displays the Symbol, Zapf Dingbats, Webdings, and Wingdings® fonts accurately,
overriding the display font you’ve chosen.
Enable Anti-aliasing Smooths the jagged edges of type and bitmap images by softening the color transition between
edge pixels and background pixels. Because only the edge pixels change, no detail is lost. You can choose the level of
anti-aliasing to apply. The Default option uses shades of gray to smooth text. The LCD Optimized option uses
colors, rather than shades of gray, and works best on light-colored backgrounds with black text. The Soft option uses
shades of gray, but produces a lighter, fuzzier appearance.
Cursor Options Controls the cursor display. Choose from four different cursors. Select or deselect Blink.
Note: Any settings made in the Galley & Story Display section apply to both the Galley and Story views.
Show or hide the information column
The information column appears on the left side of the document window in Galley and Story views. This column
contains read-only information about paragraph styles, line numbers, and the vertical depth of text; you cannot type in
this area.
Do one of the following:
To change the view in the current document only, choose View > Show Info Column or View > Hide Info
Column.
To change the default view in the application, close all documents, and choose View > Show Info Column or View
> Hide Info Column.
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Note: Paragraph styles make it much easier to maintain consistency in your publications. Consult any workflow
documentation your team has adopted concerning in-house guidelines for your project.
Set Story view preferences
Use the Galley & Story Display section of the Preferences dialog box to customize the display of the Story view.
1 Choose Edit > Preferences > Galley & Story Display (Windows) or InCopy > Preferences > Galley & Story Display
(Mac OS).
2 Specify the options you want.
3 Click OK.
Show or hide paragraph break marks
You can show or hide paragraph break marks in Galley and Story view. An arrow symbol indicates the start of a new
paragraph.
Choose View > Show Paragraph Break Marks or View > Hide Paragraph Break Marks.
Use the vertical depth ruler
When you type text, its 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. The depth is updated dynamically when layout composition for the portion
of the document is complete.
The depth measurement uses the vertical units setting in Units & Increments preferences.
Note: To aid in copyfitting, the depth of overset text is also calculated and displayed.
1 Click the Galley or Story tab at the top of the editing area.
2 Do either of the following:
To show or hide the depth ruler, choose View > Show/Hide Depth Ruler.
To show or hide the information column, choose View > Show/Hide Info Column.
Layout view overview
In Layout view, you see text and other elements exactly as they are formatted and positioned in an InDesign document.
Stories are laid out in frames, just as they appear in InDesign.
If you work with a linked story—a managed story within an open InDesign document or assignment file—you cannot
modify the story layout with InCopy. You can work only with the text and text attributes.
If you work with a stand-alone InCopy documentan individual InCopy document that isn’t within an open InDesign
document or assignment file—you can work with the text and text attributes, and you can change the page size using
the Document Setup command.
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 don’t affect formatting. For example, zooming in to enlarge your view of the page doesn’t
change the way the story appears in InDesign or when printed.
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About frames
In the Layout view of a document in progress, you see one or more boxes on the page. These nonprinting boxes might
contain text, graphics, or nothing. The boxes represent frames—spaces in the layout reserved for specific elements. Each
frame is defined to contain either text or a graphic. Non-managed stories in an InDesign document or in an assignment
file are dimmed so that they can be identified easily.
Text frames Control which stories appear where, and how much page area they cover. For linked stories, frames are
defined by the InDesign user. If multiple frames are set aside for a story, the frame configuration determines how the
story text flows through the layout.
Graphics frames Can function as borders and background, and can crop or mask graphics. You can work with graphics
inside frames in InCopy, and you can see the graphics frames from InDesign layouts when you work with linked
documents. You can also work with the frames of inline graphics (embedded in text), but you cannot work with other
graphics frames. (See Create an inline graphic.)
Empty frames Are placeholders. You can distinguish empty text frames from empty graphics frames by their
appearance. An empty box represents an empty text frame; a box with an X across it indicates an empty graphics frame.
You can add text to an empty text frame only if the frame is associated with the story exported to InCopy from
InDesign. You can also import or paste graphics into an empty graphics frame in InCopy.
Show or hide frame edges
Hiding frame edges also hides the X in an empty graphics frame.
In Layout view, choose View > Extras > Show Frame Edges or View > Extras > Hide Frame Edges.
View documents
Use the Zoom tool or View options to zoom in on or out of documents.
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Zoom in or out
In Layout view, you can magnify or reduce the view of a page. The application bar displays the zoom percentage.
Do any of the following:
To magnify a specific area, select the Zoom tool and click the area you want to magnify. Each click magnifies
the view to the next preset percentage, centering the display around the point you click. At maximum
magnification, the center of the Zoom tool appears blank. To zoom out, hold down Alt (Windows) or Option
(Mac OS) to activate the Zoom Out tool , and click the area you want to reduce. Each click reduces the view
to the previous preset percentage.
To magnify the view to the next preset percentage, activate the window you want to view, and choose View
>Zoom In. Choose View > Zoom Out to reduce the view to the previous preset percentage.
To set a specific magnification level, type or choose a magnification level in the Zoom box in the application bar.
While pressing Alt (Windows) or Option (Mac OS), use the mouse scroll wheel or sensor to zoom in or out.
Use power zoom
Power zoom offers a quick way to scroll through your document pages. Using the grabber hand, you can use zoom in
or out and scroll through your entire document. This feature is especially useful for long documents.
You must be in Layout view to use power zoom.
1Click the Hand tool .
To activate the grabber hand, you can also hold down the spacebar or hold down Alt/Option while in text mode.
2With the grabber hand active, click and hold down the mouse button.
The document zooms out so that you can see more of the spread. A red box indicates the view area.
3With the mouse button still held down, drag the red box to scroll through the document pages. Press arrow keys or
use the mouse scroll wheel to change the size of the red box.
4Release the mouse button to zoom in on the new area of the document.
The document window returns to its original zoom percentage or to the size of the red box.
Magnify by dragging
1Select the Zoom tool .
2Drag to select the area you want to magnify.
To activate the Zoom In tool while using another tool, press Ctrl+spacebar (Windows) or Command+spacebar (Mac
OS). To activate the Zoom Out tool while using another tool, press Ctrl+Alt+spacebar (Windows) or
Command+Option+spacebar (Mac OS).
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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 box in the application bar.
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.
Working with ConnectNow
Adobe® ConnectNow provides you with a secure, personal online meeting room where you can meet and collaborate
with others via the web in real time. With ConnectNow, you can share and annotate your computer screen, send chat
messages, and communicate using integrated audio. You can also broadcast live video, share files, capture meeting
notes, and control an attendee's computer.
You can access ConnectNow directly from the application interface.
1Choose File > Share My Screen.
2In the Sign In to Adobe CS Live dialog box, enter your email address and password, and click Sign In. If you dont
have an Adobe ID, click the Create Adobe ID button.
3To share your screen, click the Share My Computer Screen button at the center of the ConnectNow application
window.
For complete instructions on using ConnectNow, see Adobe ConnectNow Help.
For a video tutorial about using ConnectNow, see Using ConnectNow to share your screen (7:12). (This demonstration
is in Dreamweaver.)
More Help topics
Keys for navigating through documents
Editing overset text
Working with tables in Galley/Story view
Sharing content between InCopyand InDesign
Recovery and undo
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Recover documents
InCopy guards your data against unexpected power or system failures using an automatic recovery feature.
Automatically recovered data exists in a temporary file that is separate from the original document file on disk. Under
normal circumstances you dont need to think about automatically recovered data, because any document updates
stored in the automatic recovery file are automatically added to the original document file when you choose the Save
or Save As command or exit from InCopy normally. Automatically recovered data is important only if you’re unable to
save successfully before an unexpected power or system failure.
Even though these features exist, you should save your files often and create backup files in case of unexpected power
or system failures.
Find recovered documents
1Restart your computer.
2Start InCopy .
If automatically recovered data exists, InCopy automatically displays the recovered document. The word
[Recovered] appears after the filename in the title bar of the document window to indicate that the document
contains unsaved changes that were automatically recovered.
Note: If InCopy fails after attempting to open a document using automatically recovered changes, the automatically
recovered data may be corrupted.
3Do one of the following:
For Adobe InCopy® files linked to an InDesign publication, choose File > Save.
For stand-alone InCopy files, choose File >Save As, specify a location and a new filename, and click Save. The
Save As command creates a new file that includes the automatically recovered data.
To discard any automatically recovered changes and use the last saved version of the file, choose File > Revert
Content.
4Do one of the following:
To save the recovered data, choose File >Save As, specify a location and a new filename, and click Save. The Save
As command keeps the recovered version that includes the automatically recovered data; the word [Recovered]
disappears from the title bar.
To discard automatically recovered changes and use the most recent version of the document that was explicitly
saved to disk before the failure occurred, close the file without saving it and open the file on disk, or choose File
> Revert.
Change the location of recovered documents
1Choose Edit > Preferences > File Handling (Windows) or InCopy > Preferences > File Handling (Mac OS).
2Under Document Recovery Data, click Browse (Windows) or Choose (Mac OS).
3Specify the new location for the recovered document, click Select (Windows) or Choose (Mac OS), and then click
OK.
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Undo mistakes
If necessary, you can cancel a lengthy operation before its completed, 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 amount is limited by the
amount of RAM available and the kinds of actions you performed). The series of actions is discarded when you choose
the Save As command, close a document, or when you exit from the program.
Do one of the following:
To undo the most recent change, choose Edit > Undo [action]. (You cannot undo certain actions, such as
scrolling.)
To redo an action, choose Edit > Redo [action].
To undo all changes made since the last time you saved the project, choose File > Revert (InDesign) or File >
Revert Content (InCopy).
To close a dialog box without applying changes, click Cancel.
Moving through documents
Scrolling through documents
You can use the scroll bars (along the bottom and right sides of the InCopy window) or scroll with a mouse wheel or
sensor in any view.
You can also use the Page Up, Page Down, and arrow keys on the keyboard to move through a story. In Layout view,
pressing Page Up or Page Down shifts to the next or previous page in the layout. In Galley or Story view, Page Up and
Page Down shift the view by one screen; the view doesnt necessarily go to the next page break. The Up Arrow and
Down Arrow keys move the insertion point within the copy and scroll the view as necessary so that you can always see
the insertion point.
In Layout view only, you can also use the Hand tool to move the document view in any direction.
Move through a document with the Hand tool
Some options for moving around within a story depend on whether you’re working in Galley, Story, or Layout view. In
Galley and Story view, you must use the scroll bars to see text that doesn’t fit in the view. In Layout view, you can also
use the Hand tool, page buttons, and commands.
In Layout view, select the Hand tool , and then drag the document to move it.
To use power zoom when the Hand tool is selected, hold down the mouse button. This technique offers a quick way to
scroll through multiple document pages.
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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 First-spread button B Previous-spread button C Page number display box D Next-spread button E Last-spread button
Choose the page number from the pop-up menu on the status bar.
Jump to position markers
You can set a marker at a specific location in the text so that you can easily return to it using a command or shortcut.
A position marker is useful if you change your place in the document to do another action, for example, to verify a fact
in another area of text. A document can have only one position marker per session; inserting a marker deletes a
previously placed marker. Closing a document also deletes a marker.
Choose Edit > Position Marker, and do any of the following:
To add a marker, place the insertion point in the text and then select Insert Marker.
To replace an existing marker, select Replace Marker.
To delete a marker, select Remove Marker.
To return to a marker, select Go To Marker.
Reorder InCopy stories
When you open an assignments file or an InDesign document, you can change the order of the stories in Galley or Story
view. Reordering stories doesn’t affect their layout position.
1Make sure that you are in Galley or Story view.
2Drag the story’s title to a new location.
More Help topics
Use power zoom
Keys for navigating through documents
Keys for navigating through documents
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Customizing preferences and defaults
About preferences
Preferences include settings such as panel positions, measurement options, and display options for graphics and
typography.
The difference between preferences and defaults is the area to which each applies. Preference settings specify the initial
appearance and behavior of certain InCopy features. Default settings apply to InCopy documents.
Note: InCopy preference settings are fully scriptable. To share a consistent set of preferences across user groups, develop a
script to set the preferences, and then have all users in the group run the script on their computers. Don’t copy and paste
one users preferences files onto another computer, as doing so might cause application instability. For more information
about scripting, see the InCopy Scripting Guide on the Adobe website.
Set defaults
If you change settings when no documents are open, your changes set the defaults for new documents. If a document
is open when you change settings, the changes affect only that document.
Similarly, if you change settings when no objects are selected, your changes set the defaults for new objects.
Change default settings for new documents
1 Close all documents.
2 Change any menu items or panel or dialog box settings.
If you use the same page size and language for most of your documents, you can change these defaults with no document
open. For example, to change the default page size, close all documents, choose File > Document Setup, and select a
desired page size. To set a default dictionary, close all documents, choose Edit > Preferences > Dictionary (Windows) or
InCopy > Preferences > Dictionary (Mac OS), and select an option from the Language menu.
Specify default settings for new objects in a document
1 With document open, choose Edit >Deselect All.
2 Change any menu items or panel or dialog box settings.
Restore all preferences and default settings
Do one of the following:
(Windows) Start InCopy, and then press Shift+Ctrl+Alt. Click Yes when asked if you want to delete the
preference files.
(Mac OS) While pressing Shift+Option+Command+Control, start InCopy. Click Yes when asked if you want to
delete the preference files.
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Reset warning dialog boxes
1Choose Edit > Preferences > General (Windows) or InCopy > Preferences > General (Mac OS).
2Click Reset All Warning Dialogs to display all warnings, even the ones you’ve already dismissed. (As warnings
appear, you can select an option to indicate you do not want to see the warning again.)
More Help topics
Adding text
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Chapter 3: InCopy documents
Create and use InCopy workflows
In Adobe® InCopy®, you can create stand-alone documents, or you can work with documents that are linked to Adobe®
InDesign®. When you work with linked documents, you can have more than one InCopy story in an InDesign file,
depending on your workflow system. Writers, editors, and designers can work simultaneously on the same InDesign
document, without overwriting each other’s work.
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. Using
InCopy, writers and editors can take full control of text, including typesetting functions such as applying formatting
styles (usually imported from InDesign), copyfitting, adjusting line and page breaks, setting hyphenation, kerning, and
so on. InCopy users can import graphics to enhance their stories, and make limited transformations on those graphics,
such as scaling and cropping. After the content is saved in InCopy, the document can be updated in InDesign. In
addition, InDesign users can share design updates with InCopy users, ensuring they are working with the latest layouts.
Typically, a system integrator customizes the interaction between InCopy and InDesign, setting up and defining the
workflow system for the group. The workflow system controls file creation, synchronization (with the master server),
and viewing. InCopy and InDesign work with several different workflow systems, including the built-in system enabled
by the InCopy® LiveEdit Workflow plug-ins for small workgroups. For specific details about your workflow system, talk
to the system integrator.
About linked (managed) documents
A linked InCopy document is a content file (either text or graphics) that is placed in 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 or manage the link from InCopy.
The InDesign connection can be made before the InCopy user starts writing and editing text, while the writing is in
progress, or after the text work is finished. Once the content is linked, the InCopy user can see (but not change) the
page layouts, styles, and so on, as they appear in the InDesign document.
Linked documents have the following additional characteristics:
With a linked InCopy file, you can do just about anything that concerns the text itself. For example, you can specify
text-formatting options, change fonts, and carry out other editing and copyfitting functions within the design and
formatting limits of the InDesign layout and your workflow system. You cannot, however, change the text or
graphics frames, column layout, threading sequence, or any other design elements; these are set up in InDesign.
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Linked content is managed by your workflow system, where it is locked for access control. Your system might offer
several options for opening a linked story, such as checking out each InCopy file so that you alone can work on it.
For instructions, see your workflow system documentation or ask your system administrator, or check out content
using InCopy if your workflow uses the InCopy LiveEdit Workflow plug-ins.
Working with multistory files
When you work with linked documents, you can have more than one InCopy story in an InDesign file, depending on
your workflow system. A file with multiple stories must be created in InDesign as either an assignment file or an
InDesign file with linked InCopy content. You cannot use InCopy to create a multistory document. See your workflow
system documentation for details.
Multiple stories are shown and separated in Galley and Story views with a story separator bar. The story separator bar
provides easy access to each story created within an InDesign document.
The story separator bar contains the story title and an expand and collapse button which enables you to show or hide
each story. When a story is collapsed, the text is hidden and the story separator bar remains visible within the edit pane.
A Expand and collapse button B Story name C Story separator bar
More Help topics
Sharing content between InCopyand InDesign
Ways to work with content inInCopy
Transforming graphics
Position tool overview
Click the Position tool in the toolbox to manipulate selected graphics, either directly, in conjunction with a
Transform command (Object > Transform) or a command on a context menu, or by using keyboard shortcuts to nudge
the graphic within its frame.
The Position tool is dynamic, automatically changing to reflect different states:
When placed directly over an empty graphics frame or frame with unassigned content after using the File > Place
command, it changes to the loaded graphics icon to indicate that you can import the graphic into that frame.
When it’s placed directly over a graphic, it changes to the Hand tool to indicate that you can select the graphic and
manipulate it within the frame.
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When placed over the bounding box handle of an inline graphic, it changes to the resize arrow to indicate that
dragging will resize the graphic.
When placed over a graphics frame or the top-level container of nested frames, it changes to the object select icon
to indicate that you can select the graphic or nested frame under the pointer. You cannot select the frame itself.
When placed over a text frame, it changes to the I-beam to indicate a text insertion point.
Set Position tool options
When using the Position tool to move a graphic, you can hold down the mouse button for a few seconds to display a
dynamic graphics preview (a ghosted-back image) of any part of the image that is outside the frame. You can control
the display and delay of the preview.
1Double-click the Position tool in the toolbox.
2From the Show Masked Portion of Image menu, select the rate at which the entire image will appear while dragging,
or select to turn it off entirely.
Transform graphics
You can use commands to move, scale, rotate, and shear graphics.
Move a graphic
1Make sure the frame with the desired object is checked out to you, and then select the object using the Position tool
.
2Choose Object > Transform > Move.
3In the Move dialog box, do one of the following:
Enter the horizontal and vertical distances that you want the graphic to move. Positive values move the object
down and to the right of the x axis; negative values move the object up and to the left.
To move an object a precise distance and angle, enter the distance and angle for the move. The angle you enter is
calculated in degrees from the x axis. Positive angles specify a counterclockwise move; negative angles specify a
clockwise move. You can also enter values between 180° and 360°; these values are converted to their
corresponding negative values (for example, a value of 270° is converted to –90°).
4Do one of the following:
To preview the effect before you apply it, select Preview.
To move the objec t, click OK.
Scale a graphic
1Make sure the frame with the desired object is checked out to you, and then select the object using the Position tool
.
2Choose Object > Transform > Scale.
3In the Scale dialog box, make sure the Constrain Proportions icon is selected if you want to preserve the relative
height and width of the object. Deselect this icon if you want to scale the X and Y values separately, which may result
in the image being skewed.
4Enter the horizontal and vertical scale values as either percentages (such as 90%) or distance values (such as 6p).
The scale values can be negative numbers.
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5Do one of the following:
To preview the effect before you apply it, select Preview.
To scale the object, click OK.
To scale the graphic in a specific direction, use the Position tool to drag the handle of a selected graphic. Pressing Shift
forces proportional scaling.
Rotate a graphic
1Make sure the frame with the desired object is checked out to you, and then select the object using the Position tool
.
2Choose Object > Transform > Rotate.
3Enter 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.
4Do one of the following:
To preview the effect before you apply it, select Preview.
To rotate the object, click OK.
Shear a graphic
1Make sure the frame with the desired object is checked out to you, and then select the object using the Position tool
.
2Choose Object > Transform > Shear.
3In the Shear dialog box, enter the new shear angle.
The shear angle is the amount of slant to be applied to the object, relative to a line perpendicular to the shear axis.
(Shear angle is calculated clockwise from the current axis.)
4Specify the axis along which the object is to be sheared. You can shear an object along a horizontal, a vertical, or an
angled axis.
If you choose an angled axis, enter the angle of the axis that you want, in degrees, relative to the perpendicular axis.
5Do one of the following:
To preview the effect before you apply it, select Preview.
To shear the object, click OK.
Clear transformations to a graphic
1Make sure the frame with the desired object is checked out to you, and then select the object using the Position tool
.
2Choose Object > Transform > Clear Transformations.
Stand-alone documents
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Work with stand-alone documents
An InCopy document that is not associated with an InDesign document is called a stand-alone document. You can set
up and modify the text area, page size, and orientation for stand-alone documents. However, if the story is later linked
to an InDesign document, the InDesign settings override the settings used in InCopy.
Note: You can also click Save Preset to save document settings for future use. When creating a new document, you can
simply choose it from the Document Preset menu and click OK without having to change any settings. If you’re working in
an editorial workgroup, these saved presets can be shared with other members of your team. (See Define custom document
presets.)
Create a stand-alone document
1Choose File > New.
2To create a document that does not have facing pages in each spread, deselect Facing Pages.
3From the Text Area menu, choose Frame Grid to create a document with a grid into which Japanese characters are
set, or choose Text Frame to create a plain text frame. (See About frame grids in InCopy documents.)
4Under Text Area, type values for Width and Depth. Text dimensions provide accurate line break information
without relying on InDesign for copyfit information.
5Specify whether the text direction is horizontal or vertical.
You can change this setting any time by choosing Type > Writing Direction > Horizontal or Vertical.
6In the Grid Attributes section, specify the frame grid characteristics for vertical and horizontal scaling, character
aki, and line aki. (See Document setup options for frame grids.) These grid attributes do not appear if you’re creating
a plain text frame.
7Choose a page size from the list, or type values for Width and Height. Page size represents the final size you want
after bleeds or other marks outside the page are trimmed.
8Click OK.
Open a stand-alone document
You can open an InCopy content file (.icml) that has been created in InCopy or exported from InDesign. When opened
in InCopy, these InCopy content files will not show the page geometry from the InDesign layout. You can also open
documents from previous versions of InCopy, and you can open InCopy template files (.icmt).
You can also open Microsoft® Word and text files directly in InCopy, and then save them as Text Only (.TXT) or Rich
Text Format (.RTF).
1Choose File > Open.
2Select the document, and then click Open.
You can also choose File > Open Recent, and select one of the documents you saved recently. To specify how many
recent documents are displayed, choose Edit > Preferences > File Handling (Windows), or InCopy > Preferences > File
Handling, and then specify a number for Number Of Recent Items To Display.
Change document layout
1In any view of a stand-alone document, choose File > Document Setup.
2Select basic layout options in the dialog box that appears.
3Click OK.
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Define custom document presets
You can create custom document settings and then share them with others in your workgroup to save time and ensure
consistency when creating similar documents.
1Choose File > Document Presets > Define.
2Do one of the following:
To create a new preset, click New and specify a name for the preset.
To base a preset on an existing one, select a preset from the list and click Edit.
To use a different set of settings, click Load, open a document settings file (.icst), and then click Edit.
3Select basic layout options in the dialog box that appears. (See Work with stand-alone documentsfor a description
of each option.)
4Click OK twice.
You can save a document preset to a separate file and distribute it to other users. To save and load document preset files,
use the Save and Load buttons in the Document Presets dialog box.
Linking InCopy files to InDesign
When a stand-alone InCopy story is linked to an InDesign document, the InDesign formatting overrides the InCopy
layout and design settings.
The link between InCopy files and InDesign layouts can be made a number of ways in InDesign, usually by placing an
InCopy (.icml) file into an InDesign layout.
Using Adobe Bridge with InCopy
Adobe Bridge is a cross-platform application included with AdobeCreative Suite components that helps you locate,
organize, and browse the assets you need to create print, web, video, and audio content. You can start Adobe Bridge
from any Creative Suitecomponent (except Adobe Acrobat), and use it to access both Adobe and non-Adobe asset
types.
From Adobe Bridge, you can:
Manage image, footage, and audio files: Preview, search, sort, and process files in Adobe Bridge without opening
individual applications. You can also edit metadata for files, and use Adobe Bridge to place files into your
documents, projects, or compositions.
View the links inside an InDesign or InCopy document as thumbnails while in Adobe Bridge, without actually
having to open the document.
Perform automated tasks, such as batch commands.
Synchronize color settings across color-managed Creative Suite components.
Start a real-time web conference to share your desktop and review documents.
Browse for files by using Adobe Bridge
Adobe Bridge lets you efficiently organize, browse, and locate the assets you need to create content for print, the web,
and mobile devices.
To open the Adobe Bridge Browser, choose File >Browse In Bridge or click the Adobe Bridge icon in the
application bar.
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Scripting in InCopy
Scripting is a great tool for performing a variety of tasks. A script can be as simple as an automated common task or as
complex as an entire new feature. You can create your own scripts, and you can run scripts that other people have
created. Use the Scripts panel (Window > Utilities > Scripts) to run scripts within InCopy.
For more information about scripting, see the InCopy Scripting Guide on the Adobe website.
More Help topics
Save documents
Place (import) text
Working with managed files
Saving and exporting
Save documents
Do one of the following:
To save an existing document under the same name, choose File > Save Content.
To save a document under a new name, choose File > Save Content As, specify a location and filename, and click
Save. The newly named document becomes the active document.
To save a copy of a story or graphic under a new document name, choose File > Save Content Copy, specify a
location and filename, and click Save. The saved copy does not become the active document.
To save a copy of a document as a template, choose File > Save Content As, specify a location and filename, and
then choose InCopy Template from Save As Type (Windows) or Format (Mac OS).
To save all stories in the document, choose File > Save All Content.
To save a copy of a document in a text format, choose File > Save Content As, specify a location and filename,
and then choose Text Only or Rich Text Format from Save As Type (Windows) or Format (Mac OS).
Note: Saving a managed (linked) document does not update the link in the InDesign file. To update the story on the file
system, follow the process described in your workflow system documentation or ask your system administrator for
information.
Include previews in saved documents
Thumbnail previews of documents and templates provide easy identification of those files in Adobe Bridge and Adobe
Mini Bridge. A preview is created when you save a document or template. A document preview includes a JPEG image
of only the first spread; a template preview includes a JPEG image of each page in the template. You can control the size
of the preview and the number of pages to suit your needs. For example, Extra Large 1024x1024 enables you to quickly
scan the contents of a page at high-resolution before you open the file.
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You can enable the option in Preferences or in the Save As dialog box. Because previews increase both file size and the
time it takes to save the document, you may prefer to enable the option on demand using the Save Asdialog box.
1Do one of the following:
To include a preview every time you save a document, choose Edit > Preferences > File Handling (Windows) or
InCopy > Preferences > File Handling (Mac OS).
To include a preview for a specific document, choose File >Save As.
To include a preview for a specific document, choose File > Save Content As.
2Select Always Save Preview Images With Documents.
3If you are setting the preview using the Preferences dialog box, choose the number of preview pages from the Pages
menu, and choose an option from the Preview Size menu.
Note: Selecting the preview option in the Save As dialog box also selects the option in the Preferences dialog box, and
uses the default Pages and Preview Size settings.
InCopy file types
You can work with several different file types in InCopy.
InCopy content files (.icml) This is the default file type when exporting stories or graphics from InDesign, and when
saving or creating new documents using InCopy. This file type appears as InCopy Document in the Export or Save As
dialog box.
InCopy CS3 Interchange files (.incx) This is a legacy file type used in InCopy CS3 and earlier.
Assignment files (.icma) These files are a subset of an 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 while creating the assignment file. Only InDesign
users can create assignment files; only InCopy users can open assignment files.
Legacy assignment files for InCopy CS3 used the .inca extension.
Assignment package files (.icap) These files are assignment files that have been compressed in InDesign for
distribution. Assignment packages include the assignment file, the assigned story files, and any linked images.
Legacy InCopy CS3 assignment packages used the .incp extension.
Template files (.icmt) Templates are useful starting points for stand-alone documents, because you can preset them
with page size dimensions, text area dimensions, styles (paragraph and character), XML tags, swatches, pretagged
sample content, and so on. Template files open as “Untitled” documents and display content and styles, but no page
geometry (layout information from an InDesign document). This file type appears as InCopy Template in the Save As
dialog box.
InDesign files (.indd) When viewed in InCopy, these files provide full fidelity with the InDesign document, including
content, styles, and layout of all page items. InCopy users can edit only those content items made available to them by
InDesign users. Other items can be viewed but not edited.
You can open several different types of text files, including Microsoft Word, RTF, and TXT files, directly in InCopy.
When you do so, the import options for that file type appear.
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Export InCopy documents
You can save all or part of an InCopy document in a different file format. In most cases, each component (for example,
text frames and graphics) in an InCopy document is exported to a separate file. The exception is exporting an InCopy
document to Adobe PDF, which copies all of the text and graphics in a document to a single PDF file.
1Do one of the following:
To export text, click in the text with the Type tool .
To export a graphic, click the graphic with the Position tool .
2Choose File > Export.
3Specify a name and location for the exported content, and then select a format under Save As Type.
The XML format appears in the list only if XML tags have been added to the document. If you are exporting text
and dont see a listing for your word-processing application, you might need to export the text in a format that the
application can import, such as Rich Text Format. If your word-processing application doesnt support any of the
InCopy export formats, use the Text Only (ASCII) format.
Note: Exporting in ASCII format removes all character attributes from the text. To retain all formatting, use the InCopy
Tagged Text e xpor t filter.
4Click Save to export the content in the format you’ve selected.
Rename InCopy stories
When a story is exported from InDesign, it is given a document filename with a .icml extension. InCopy automatically
uses this filename as the story name that appears in the Assignments panel in InDesign and the story separator bar.
Unlike the filename, the story name is embedded in the file.
1To change a story name manually, open a story file in InCopy.
2Choose File > Content File Info.
3Make sure that the Description tab is selected, and then type a new name for Document Title.
Note: Depending on the workflow processes of your system, an administrator might have to change the story name for you.
If you are unable to rename the story by following the steps above, talk to your workflow administrator.
You can also change the story name in the Assignments panel when the story is checked out. However, the filename is
not changed on disk.
Export content to Buzzword
Buzzword is a web-based text editor that lets users create and store text files on a web server. When you export a story
to Buzzword, you create a text file on the Buzzword server.
1Select text or place the insertion point in a text frame that is part of the story you want to export.
2Do one of the following:
In InDesign choose File > Export For > Buzzword.
In InCopy choose File > Export to Buzzword.
3If you haven’t already signed in to CS Live, click Sign In, specify your e-mail address and password, and then click
Sign In.
4In the Export Story For Buzzword dialog box, specify the name of the Buzzword document to be created and then
click OK.
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The Buzzword document is opened on Acrobat.com. You can then move the document to a different workspace and
share it with other people.
More Help topics
Save changes (InCopy)
Place (import) text
Import Buzzword documents
Importing graphics
Import graphics
InCopy allows you to import graphics into existing frames. This is especially useful where content is created before the
layout, because you can choose the graphics for your articles as you write.
You can import graphics into existing frames only. Only InDesign users can create graphics frames. In standalone
InCopy documents, you can insert a graphic into the default text frame, making it an inline graphic.
InCopy supports the same wide range of graphics file formats as InDesign, including graphics created using Adobe®
Illustrator® 8.0 and later, bitmap formats such as PDF, PSD, TIFF, GIF, JPEG, and BMP, and vector formats such as EPS.
You can even import InDesign (INDD) pages as images. Other supported formats include DCS, PICT, WMF, EMF,
PCX, PNG, and Scitex CT (.SCT).
Notes on placing graphics in InCopy
When you import graphics into InCopy, keep the following in mind:
For managed content, you must check out a frame before you can import a graphic into it.
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. You can also tag a selected frame for future XML use by selecting
commands from the context menu.
When InDesign users create a new frame, they specify whether it is a text, graphics, or unassigned frame. InCopy
users cannot change this frame type within InCopy. Therefore, if you try to import a graphic into a text frame, for
example, it may appear as a large inline graphic.
You can select and modify the graphics but not the frames in InCopy, unless they are nested or inline frames. Only
InDesign users can modify graphics frames.
You can place, paste, or drag graphics into an anchored, floating, or inline graphics frame. You can import a graphic
into a text frame only if that frame has an active insertion point or is an inline graphics frame.
If you import a graphic into a nested frame, the graphic is imported into the deepest-level frame under the pointer.
Nested frames that contain graphics, unlike top-level frames, can be selected with the Position tool. (See Position
tool overview.)
If an effect, such as transparency, drop shadow, or feathering, is applied to a frame in InDesign, it will be visible in
an assignment file or InDesign (.indd) file open in InCopy. It will not be visible in a linked (.icml) file open in
InCopy.
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Place a graphic in an InCopy document
1Do one of the following:
To place a graphic in a standalone InCopy document, place the insertion point in the text frame.
To place a graphic in a linked document, make sure the graphics frame is checked out to you. The Editing icon
appears in the upper left corner of the frame.
2Choose File > Place and select a graphics file.
3To set format-specific import options, select Show Import Options to see format-specific settings, and then click
Open.
Note: When you place a graphic created in lllustrator 9.0 or later by using the Show Import Options dialog box, the
options are identical to those for PDF files. When you place an Illustrator 8.x graphic, the options are identical to those
for EPS files.
4If another dialog box appears, select your import options, and click OK.
5To import into a frame, click the loaded graphics icon in the frame. To place a specified page of a multipage PDF
document, click the loaded graphics icon in a 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.
Drag a graphic into a frame
Do one of the following:
To place a graphic in an existing graphics frame, make sure the frame is checked out to you, and then drag the
graphic files icon from the file system to the frame.
To place a graphic at an active text insertion point, drag the graphic file’s icon to any place in the text frame. This
method is available only in Layout view.
Paste a graphic into a frame
1Make sure the graphics frame is checked out to you. The Editing icon appears in the upper left corner of the
frame.
2Cut or copy a graphic.
3Hold the Hand tool over the graphics frame, right-click (Windows) or Control-click (Mac OS), and then choose
Paste Into.
Create an inline graphic
1Make sure the text frame is checked out to you. The Editing icon appears in the upper left corner of the frame.
2Do one of the following:
To place a graphic in an existing inline graphics frame, use the Place or Cut command to select a graphic. Click
the loaded graphics icon in the frame.
To place a graphic at an active text insertion point, drag the graphic files icon to any place in the text frame, or
use the Place command to import the graphic.
Import options for graphics
The options for importing graphics vary depending on the type of image being imported. To display import options,
make sure that Show Import Options is selected in the Place dialog box.
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Encapsulated PostScript (.eps) import options
When you place an EPS graphic (or a file saved with Illustrator 8.0 or earlier) and select Show Import Options in the
Place dialog box, you’ll see a dialog box containing these options:
Read Embedded OPI Image Links This option tells InCopy to read links from OPI comments for images included (or
nested) in the graphic.
Deselect this option if you’re using a proxy-based workflow and plan to have your service providers perform the image
replacement using their OPI software. When this option is deselected, InDesign preserves the OPI links but does not
read them. When you print or export, the proxy and the links are passed on to the output file.
Select this option if you’re using a proxy-based workflow and you want InDesign, instead of your service provider, to
perform image replacement when you output the final file. When you select this option, the OPI links appear in the
Links panel.
Also select this option when you import EPS files containing OPI comments that are not part of a proxy-based
workflow. For example, if you import an EPS file containing OPI comments for an omitted TIFF or bitmap image, you’ll
want to select this option so that InDesign can access the TIFF information when you output the file.
Apply Photoshop Clipping Path Regardless of whether this option is selected, a placed EPS file includes a clipping path
in InDesign. However, deselecting this option may result in a different bounding box size.
Proxy Generation This creates a low-resolution bitmap representation of an image when drawing the file to the screen.
The following settings control how the proxy will be generated:
Use TIFF Or PICT Preview Some EPS images contain an embedded preview. Select this option to generate the proxy
image of the existing preview. If a preview does not exist, the proxy will be generated by rasterizing the EPS to an
offscreen bitmap.
Rasterize The PostScript Select this option to ignore the embedded preview. This option is typically slower but provides
the highest-quality results.
Note: When you import more than one single file into the same document, all instances share the proxy setting of the first
instance of the imported file.
Bitmap import options
You can apply color-management options to individual imported graphics when using color-management tools with a
document. You can also import a clipping path or an alpha channel saved with an image created in Photoshop. Doing
so lets you directly select an image and modify its path without changing the graphics frame.
Note: Although Adobe InCopy does not include color-management options, these import options are relevant when the
images you place in InCopy are transferred to InDesign.
When you place a PSD, TIFF, GIF, JPEG, or BMP file and select Show Import Options in the Place dialog box, you’ll
see a dialog box containing these options:
Apply Photoshop Clipping Path If this option isnt available, the image wasnt saved with a clipping path, or the file
format doesnt support clipping paths. If the bitmap image doesn’t have a clipping path, you can create one in InDesign.
Alpha channel Select an alpha channel to import the area of the image saved as an alpha channel in Photoshop. InCopy
uses the alpha channel to create a transparent mask on the image. This option is available only for images that contain
at least one alpha channel.
Click the Color tab to view the following options:
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Profile If Use Document Default is selected, leave this option unchanged. Otherwise, choose a color source profile that
matches the gamut of the device or software used to create the graphic. This profile enables InDesign to properly
translate its color to the gamut of the output device.
Rendering Intent Choose a method for scaling the color range of the graphic to the color range of the output device.
Typically, you’ll choose Perceptual (Images) because it accurately represents colors in photographs. The Saturation
(Graphics), Relative Colorimetric, and Absolute Colorimetric options are better for areas of solid color; they don’t
reproduce photographs well. Rendering Intent options aren’t available for bitmap, grayscale, and index-color mode
images.
Portable Network Graphics (.png) import options
When you place a PNG image and select Show Import Options in the Place dialog box, youll see a dialog box with three
sections of import settings. Two sections contain the same options available for other bitmap image formats. The other
section, PNG Settings, contains the following settings:
Use Transparency Information This option is enabled by default when a PNG graphic includes transparency. If an
imported PNG file contains transparency, the graphic interacts only where the background is transparent.
White Background If a PNG graphic does not contain a file-defined background color, this option will be selected by
default. However, it is only enabled if Use Transparency Information is activated. If this option is selected, white is used
as the background color when applying transparency information.
File Defined Background Color If a PNG graphic was saved with a non-white background color, and Use Transparency
Information is selected, this option is selected by default. If you don’t want to use the default background color, click
White Background to import the graphic with a white background, or deselect Use Transparency Information to
import the graphic without any transparency (displaying areas of the graphic that are currently transparent). Some
image-editing programs cant specify a non-white background color for PNG graphics.
Apply Gamma Correction Select this option to adjust the gamma (midtone) values of a PNG graphic as you place it.
This option lets you match image gamma to the gamma of the device you will use to print or display the graphic (such
as a low-resolution or non-PostScript printer or computer monitor). Deselect this option to place the image without
applying any gamma correction. By default, this option is selected if the PNG graphic was saved with a gamma value.
Gamma Value This option, available only if Apply Gamma Correction is selected, displays the gamma value that was
saved with the graphic. To change the value, type a positive number from 0.01 to 3.0.
When PNG files are imported, the settings in the Image Import Options dialog box are always based on the selected
file, not on the default or last-used settings.
Acrobat (.pdf) and Illustrator (.ai) import options
The layout, graphics, and typography in a placed PDF are preserved. 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. You can also place more than
one page of a multipage PDF.
When you place a PDF that was saved with passwords, youll be prompted to enter the required passwords. If the PDF
file was saved with usage restrictions (for example, no editing or printing), but no passwords, you can place the file.
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When you place a PDF (or a file saved with Illustrator 9.0 or later) and select Show Import Options in the Place dialog
box, you’ll see a dialog box containing the following options:
Show Preview Preview a page in the PDF before you place it. If youre placing a page from a PDF that contains multiple
pages, click the arrows, or type a page number under the preview image to preview a specific page.
Pages Specify the pages you want to place: the page displayed in the preview, all pages, or a range of pages. For
Illustrator files, you can specify which artboard to place.
If you specify multiple pages, hold down Alt (Windows) or Option (Mac OS) while placing the file to place them all at
the same time, overlapping each other.
Crop To Specify how much of the PDF page to place:
Bounding Box Places the PDF pages bounding box, or the minimum area that encloses the objects on the page,
including page marks. The Bounding Box (Visible Layers Only) option uses the bounding box only of the visible layers
of the PDF file. The Bounding Box (All Layers) option places the bounding box of the entire layer area of the PDF file,
even if layers are hidden.
Art Places the PDF only in the area defined by a rectangle that the author created as a placeable artwork (for example,
clip art).
Crop Places the PDF only in the area that is displayed or printed by Adobe Acrobat.
Trim Identifies the place where the final produced page will be physically cut in the production process, if trim marks
are present.
Bleed Places only the area that represents where all page content should be clipped, if a bleed area is present. This
information is useful if the page is being output in a production environment. Note that the printed page may include
page marks that fall outside the bleed area.
Media Places the area that represents the physical paper size of the original PDF document (for example, the
dimensions of an A4 sheet of paper), including page marks.
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A Media B Trim C Bleed D Content E Crop F Art
Transparent Background Select this option to reveal text or graphics that fall beneath the PDF page in the InCopy
layout. Deselect this option to place the PDF page with an opaque white background.
If you make the background transparent in a frame containing a PDF graphic, you can make it opaque later by adding
a fill to the frame.
InDesign (.indd) import options
InDesign preserves the layout, graphics, and typography in a placed INDD file. However, the file is treated as an object,
and you cant edit it, although you can control the visibility of layers and choose which pages of a multi-page INDD file
to import.
When you place an InDesign file and select Show Import Options in the Place dialog box, youll see a dialog box
containing the following options:
Show preview Preview a page before you place it. You can type a page number or click the arrows to preview a page in
a multi-page document.
Pages Specify the pages you want to place: the page displayed in the preview, all pages, or a range of pages.
Crop to Specify how much of the page or pages to place, the page itself or the bleed or slug areas on the pasteboard.
Fit a graphic to its frame
When you place or paste a graphic into a frame, it appears at the upper left corner of the frame by default. If the frame
and its content are different sizes, you can use the Fitting commands to achieve a perfect fit.
1Select the graphic with the Position tool .
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2Choose Object > Fitting and one of the following options:
Fit Content To Frame Resizes content to fit a frame and allows the content proportions to be changed. The frame
will not change, but the content may appear to be stretched if the content and the frame have different proportions.
Center Content Centers content within a frame. The proportions of the frame and its content are preserved.
Fit Content Proportionally Resizes content to fit a frame while preserving the content proportions. The frames
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
frames dimensions are not changed.
Note: The Fitting commands fit the content outer edges to the center of the frames stroke. If the frame has a thick stroke
weight, outer edges of the content will be obscured. You can adjust the frames stroke alignment to the center, inside, or
outside of a frame edge.
Links panel overview
All files placed in a document are listed in the Links panel. These include both local (on disk) files and assets that are
managed on a server. However, files that are pasted from a website in Internet Explorer do not display in this panel.
In InCopy, the Links panel also displays linked stories. When you select a linked story in the Links panel, the Link Info
section displays information such as the number of notes, the managed status, and the status of tracked changes.
A Category columns B Show/Hide Link Information C One or more instances modified icon D Modified icon E Missing-link icon F Embedded-
link icon
When the same graphic appears several times in the document, the links are combined under a disclosure triangle in
the Links panel. When a linked EPS graphic or InCopy document contains links, the links are also combined under a
disclosure triangle.
A linked file can appear in the Links panel in any of the following ways:
Up to Date An up-to-date file is blank in the Status column.
Modified This icon means that the version of the file on disk is more recent than the version in your document. For
example, this icon appears if you import a Photoshop graphic into InCopy , and then you or someone else edits and
saves the original graphic in Photoshop.
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A slightly different version of the Modified icon appears when a graphic is modified and one or more instances are
updated while others are not.
Missing The graphic is no longer in the location from which it was imported, although it may still exist somewhere.
Missing links can happen if someone deletes the original file or moves it to a different folder or server after it’s been
imported. You can’t know whether a missing file is up to date until its original is located. If you print or export a
document when this icon is displayed, the file may not print or export at full resolution.
Embedded Embedding the contents of a linked file suspends management operations for that link. If the selected link
is currently in an “edit in place” operation, this option is not enabled. Unembedding the file restores management
operations to the link.
If a linked object does not appear on a specific document page, the following codes indicate where the object appears:
PB (pasteboard), MP (master page), OV (overset text), and HT (hidden text).
For a video tutorial on using the Links panel, see www.adobe.com/go/lrvid4027_id.
InDesign Secrets provides a videocast on Links panel tips and techniques at Saving time with the Links panel.
Use the Links panel
To display the Links panel, 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 panel and then click the Go To Link button , click
the page number of the link in the Page column, or choose Go To Link in the Links panel menu. InCopy centers the
display around the selected graphic. To view a hidden object, you show the layer (or condition if its an anchored
object).
To expand or collapse nested links, click the triangle icon to the left of the link. Nested links occur when the same
graphic appears several times in the document or when the linked EPS graphic or InCopy document contains links.
To sort links in the panel, click the category title at the top of the Links panel to sort by that category. Click the same
category again to reverse the order. For example, if you click the Page category, the links appear in their order from
the first page to the last page. If you click Page again, the links are sorted from last page to first. Use Panel Options
to add columns to the Links panel.
Work with Links panel columns
You can display additional categories, such as Creation Date and Layer, in the Links panel to display more information
about the graphics. For each category, you can determine whether the information appears as a column in the Links
panel and in the Link Info section at the bottom of the Links panel.
1Choose Panel Options from the Links panel menu.
2Select the check boxes under Show Column to add columns in the Links panel.
Folder 0 is the folder that contains the linked file; Folder 1 is the folder that contains Folder 0, and so on.
3Select the check boxes under Show In Link Info to display the information in the Link Info section at the bottom of
the Links panel.
4Click OK.
You can change the order of columns by selecting a column and dragging it to a different location. Drag the column
boundaries to change the column width. Click a category title to sort the links by that category in ascending order. Click
again to sort in descending order.
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Change the Links panel rows and thumbnails
1Choose Panel Options from the Links panel menu.
2For Row Size, select Small Rows, Regular Rows, or Large Rows.
3For Thumbnails, determine whether thumbnail representations of the graphics appear in the Name column and in
the Link Info section at the bottom of the Links panel.
4Click OK.
Display link information
The Link Info section of the Links panel lists information about the selected linked file.
To change the information displayed in the Link Info section of the Links panel, choose Panel Options from the Links
panel menu, and select check boxes in the Show In Link Info column.
Double-click a link, or select a link and click the Show/Hide Link Information icon, which is a triangle on the left
side of the panel.
View metadata via the Links panel
If a linked or embedded file contains metadata, you can view the metadata using the Links panel. You cannot edit or
replace metadata associated with a linked file.
Select a file in the Links panel and choose Utilities > XMP File Info from the panel menu.
Update, restore, and replace links
Use the Links panel to check the status of any link, or to replace files with updated or alternate files.
When you update or reestablish (relink) a link to a file, any transformations performed in InCopy are preserved (if you
choose Relink Preserved Dimensions in the File Handling preferences). For example, if you import a square graphic
and rotate it 30°, and then you relink it to an unrotated graphic, InCopy rotates it 30° to match the layout of the graphic
its replacing.
Note: Placed EPS files may contain OPI links, which appear in the Links panel. Don’t relink OPI links to files other than
those originally intended by the creator of the EPS file; doing so can cause problems with font downloading and color
separations.
Choose how relinked graphics are scaled
When you relink to replace one graphic with a different source file, you can keep the image dimensions of the file thats
being replaced, or you can display the incoming file in its actual dimensions.
1 Choose Edit > Preferences > File Handling (Windows) or InCopy > Preferences > File Handling (Mac OS).
2 Choose Preserve Image Dimensions When Relinking if you want images to appear at the same size as the images
they’re replacing. Deselect this option to have relinked images appear at their actual size.
Update modified links
InDesign first looks for a missing link in the folder in which another file has been relinked in the current session. Next,
it looks for a link in the same folder where the document is located. If its still not found, it looks in the parent folder of
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Modified links are also called out of datelinks.
In the Links panel, do one of the following:
To update specific links, select one or more links marked with the modified-link icon . Then click the Update
Link button , or choose Update Link from the Links panel menu.
To update all modified links, choose Update All Links from the Links panel menu, or select a modified link and
Alt-click (Windows) or Option-click (Mac OS) the Update Link button.
To update only one link to a graphic that appears in several places in the document, select only the sublink and
choose Update Link. If you select the “parent” link, you can update all links to the modified graphic.
Replace a link with a different source file
1Select any link in the Links panel, and click the Relink button or choose Relink from the Links panel menu. If
a “parent” link of multiple instances is selected, choose Relink All Instances Of [Filename] from the Links panel
menu.
Relink is disabled in managed stories unless a story is checked out.
2In the dialog box that appears, select Search For Missing Links In This Folder if you want InCopy to search the folder
for files that have the same names as other missing linked files. If this option is not selected, only the selected image
is relinked.
3Choose Show Import Options to control how the new source file is imported.
4Locate and double-click the new source file.
5Choose import options if you clicked the Show Import options option. (See Import options for graphics.)
Restore missing links
1To restore a missing link, select any link marked with the missing link icon in the Links panel, and click the
Relink button .
2In the dialog box that appears, select Search For Missing Links In This Folder to relink any missing file that appears
in the specified folder. Locate and double-click a file.
Find missing links
By default, InCopy checks for missing links and tries to resolve them when you open a document. Two preference
options let InCopy check for and find missing links automatically when you open a document.
Check Links Before Opening Document If you turn off this option, InCopy opens the document immediately, and the
link statuses remain pending until links are determined to be up-to-date, missing, or modified. If you turn on this
option, InCopy checks for modified or missing links.
Find Missing Links Before Opening Document If you turn off this option, InCopy does not attempt to resolve the
missing links. You may want to turn off this option if links slow performance to a server or if unexpected linkings occur.
This option is dimmed if Check Links Before Opening Document is turned off.
Search For Missing Links Use the Search For Missing Links command to search for and resolve missing links in your
document. This command is useful if you turned off the preferences option that checks for missing links when you
open a document, and now you have missing links. This command is also useful if you mount a server where images
are stored after opening a document.
To change link settings, open the File Handling section of the Preferences dialog box, and determine whether the
Check Links Before Opening Document and Find Missing Links Before Opening Document options are selected.
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To let InCopy attempt to resolve missing links, choose Utilities > Search For Missing Links from the Links panel
menu.
This command is dimmed if the document contains no missing links.
Specify a default Relink folder
1In the Preferences dialog box, select File Handling.
2From the Default Relink Folder menu, choose either of the following options, and then click OK:
Most Recent Relink Folder This option displays the most recently used folder you selected when relinking,
matching InCopy CS3 behavior.
Original Link Folder This option displays the original location of the linked file, matching the behavior of InCopy
CS2 and earlier.
Copy links to a different folder
Use the Copy Link(s) To command to copy graphics files to a different folder and redirect the links to the copied files.
This command is especially useful for moving files to a different drive, such as moving files from a DVD to a hard drive.
1Select the links to the files you want to copy, and choose Utilities > Copy Link(s) To from the Links panel menu.
2Specify the folder where the linked files will be copied and choose Select (Windows) or Choose (Mac OS).
Relink to a different folder
When you use the Relink To Folder command, you can point to a folder that contains files with the same names as your
out-of-date links. For example, if your current links point to low-resolution images, you can specify a different folder
that contains high-resolution images. You can specify a different extension for the files, allowing you to change links
from .jpg to .tiff, for example.
The Relink To Folder command is dimmed in a managed InCopy story unless the story is checked out.
1Select one or more links in the Links panel.
2Choose Relink To Folder from the Links panel menu.
3Specify the location of the new folder.
4To use a different extension, select Match Same Filename But This Extension, and specify the new extension (such
as AI, TIFF, or PSD).
5Click Select (Windows) or Choose (Mac OS).
Relink files with different file extensions
The Relink File Extension command lets you replace images based on file extensions. For example, if you have several
JPEG images in your document, you can replace them with PSD files. The files with different extensions must be in the
same folder as the linked files being replaced.
1Make sure the files with different file extensions appear in the same folder as the original files.
2Select one or more links in the Links panel.
3Choose Relink File Extensions from the Links panel menu.
4Specify the file extension to replace the selected files, and click Relink.
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Replace an imported file using the Place command
1Do one of the following:
To replace the contents of a graphics frame, such as an imported graphic, use the Selection tool to select the
frame.
To replace the contents of a graphics frame, such as an imported graphic, use the Position tool to select the image.
To replace the contents of a text frame, use the Type tool to click an insertion point in a text frame, and choose
Edit > Select All.
2Choose File > Place.
3Locate and select the new file.
4Make sure that Replace Selected Item is selected, and then click Open.
5Click Open.
Copy the link pathname
You can copy either the full path of the linked image or the platform style path. Copying the full path of the image is
useful for notifying team members where art is located. For example, you can copy the full path and paste it into an
email message. Copying the platform path is useful for scripting or for specifying image fields in a data merge.
1Select a link in the Links panel.
2From the Links panel menu, choose Copy Info > Copy Full Path or Copy Platform Style Path.
3Paste the path.
Edit original artwork
The Edit Original command lets you open most graphics in the application in which you created them so that you can
modify them as necessary. Once you save the original file, the document in which you linked it is updated with the new
version.
Note: In InDesign, if you check out and select a managed graphics frame (one that has been exported to InCopy), rather
than the graphic itself, the graphic opens in InCopy.
Edit original artwork using the default application
By default, InCopy relies on the operating system to determine which application is used when opening the original.
1Select one or more images on the page or in the Links panel.
2Do any of the following:
In the Links panel, click the Edit Original button .
Choose Edit > Edit Original.
3After making changes in the original application, save the file.
Edit original artwork using a different application
1Select the image.
2Choose Edit > Edit With, and then specify the application you want to use to open the file. If the application does
not appear, choose Other, and browse to locate the application.
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Control layer visibility in imported images
When you import Photoshop PSD files, layered PDFs, and INDD files, you can control the visibility of top-level layers.
Adjusting layer visibility in InCopy lets you vary an illustration depending on context. For example, in a multilanguage
publication, you can create a single illustration that includes one text layer for each language.
You can adjust layer visibility either when you place a file or by using the Object Layer Options dialog box. In addition,
if the Photoshop file contains layer comps, you can display the desired comp.
Set layer visibility
1Do one of the following:
To import a graphic without first creating a frame, make sure that nothing in the document is selected.
To import a graphic into an existing frame, select the frame.
To replace an existing image, select the graphics frame.
2Choose File > Place and select a graphics file.
3To replace a selected object, select Replace Selected Item.
4Select Show Import Options, and then click Open.
5In the Image Import Options or Place dialog box, click the Layers tab.
6To view a preview of the image, click Show Preview.
7(PDFs only) If youre placing a page from a multipage PDF, click the arrows, or type a page number under the
preview image to preview a specific page.
8(Photoshop PSD files only) If the image contains layer comps, choose the layer comp you want to display from the
Layer Comp pop-up menu.
9Do one of the following:
To open or close a layer set, click the triangle to the left of the folder icon.
To hide a layer or layer set, click the eye icon next to the layer or layer set.
To display the layer or layer set, click the empty eye column next to the layer or layer set.
To display only the content of a particular layer or layer set, Alt-click (Windows) or Option-click (Mac OS) its
eye icon. Alt-click or Option-click the eye icon again to restore the original visibility settings of the other layers.
To change the visibility of multiple items, drag through the eye column.
10 Set the When Updating Link option as desired:
Use Photoshop’s/PDF’s Layer Visibility Matches the layer visibility settings to those of the linked file when you
update the link.
Keep Layer Visibility Overrides Maintains the layer visibility settings as they were when the file was originally
placed.
11 Click OK.
12 Click OK, and do one of the following:
To import into a new frame, click the loaded graphics icon in the layout at the place where you want the upper
left corner of the graphic to appear.
To import into an existing, unselected frame, click the loaded graphics icon anywhere in that frame.
To import into an existing selected frame, you don’t need to do anything. The image automatically appears in that
frame.
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If you accidently replace an existing graphic with an image you’re placing, press Ctrl+Z (Windows) or Command+Z
(Mac OS) to return the original image to the frame and display the loaded graphics icon.
Set layer visibility for placed AI, PSD, PDF, and INDD files
After you place a Photoshop PSD or layered PDF, an Illustrator AI file, or an InDesign INDD file, you can control the
visibility of its layers by using the Object Layer Options dialog box. If the Photoshop PSD file contains layer comps, you
can choose which comp you want to display. In addition, you can choose whether to maintain the visibility settings or
match the settings of the original file each time you update the link.
1Select the file in the InCopy document.
2Choose Object > Object Layer Options.
3To view a preview of the image, select Preview.
4(Photoshop PSD files only) If the image contains layer comps, choose the layer comp you want to display from the
Layer Comp pop-up menu.
5Do one of the following:
To open or close a layer set, click the triangle to the left of the folder icon.
To hide a layer or layer set, click the eye icon next to the layer or layer set.
To display the layer or layer set, click the empty eye column next to the layer or layer set.
To display only the content of a particular layer or layer set, Alt-click (Windows) or Option-click (Mac OS) its
eye icon. Alt-click or Option-click the eye icon again to restore the original visibility settings of the other layers.
To change the visibility of multiple items, drag through the eye column.
6Set the Updating Link Options as desired:
Use Layer Visibility Matches the layer visibility settings to those of the linked file when you update the link.
Keep Layer Visibility Overrides Maintains the layer visibility settings as they were when the file was originally
placed.
7Click OK.
Importing InDesign (.indd) pages
Using the Place command, you can import pages from one InDesign document into another. You can import a page, a
page range, or all of the pages in the document. The pages are imported as objects (much the same way that PDFs are
imported).
Add pages in your document to hold the pages you want to import. After you choose File > Place and select an INDD
file, you can choose Show Import Options and then choose which pages to import, which layers to make visible, and
how to crop the imported pages. You can scroll in the Preview window to examine the thumbnail pages closely. The
page or pages you select are loaded in the graphics icon. If you place multiple pages, InCopy loads the graphics icon
with the following page so you can import pages one after the other.
Note: The Links panel lists the names of each page you imported. If a page you imported contains a graphic or other item
that was imported into it, this item is listed as well in the Links panel. The names of these secondary imported items are
listed under a disclosure triangle in the Links panel to distinguish them from imported pages.
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More Help topics
Keys for moving and transforming graphics
Links panel video
Importing Adobe Illustrator graphics
Create a layered PDF in Adobe Illustrator
Importing Adobe Photoshop (.PSD) files
About layers
Place (import) graphics
Including metadata in a story
Work with metadata
Metadata is a set of standardized information about a file, such as author name, resolution, color space, copyright, and
keywords applied to it. You can use metadata to streamline your workflow and organize your files.
About the XMP standard
Metadata information is stored using the Extensible Metadata Platform (XMP) standard, on which Adobe Bridge ,
Adobe Illustrator, Adobe InDesign, and Adobe Photoshop are built. XMP is built on XML, and in most cases the
metadata is stored in the file. If it isn’t possible to store the information in the file, metadata is stored in a separate file
called a sidecar file. XMP facilitates the exchange of metadata between Adobe applications and across publishing
workflows. For example, you can save metadata from one file as a template, and then import the metadata into other
files.
Metadata that is stored in other formats, such as Exif, IPTC (IIM), GPS, and TIFF, is synchronized and described with
XMP so that it can be more easily viewed and managed. Other applications and features also use XMP to communicate
and store information such as version comments, which you can search using Adobe Bridge.
In most cases the metadata remains with the file even when the file format changes, for example, from PSD to JPG.
Metadata is also retained when files are placed in an Adobe document or project.
You can use the XMP Software Development Kit to customize the creation, processing, and interchange of metadata.
For example, you can use the XMP SDK to add fields to the File Infodialog box. For more information on XMP and the
XMP SDK, visit the Adobe website.
Working with metadata in Adobe Bridge and Adobe Creative Suite components
Many of the powerful Adobe Bridge features that allow you to organize, search, and keep track of your files and versions
depend on XMP metadata in your files. Adobe Bridge provides two ways of working with metadata: through the
Metadata panel and through the File Infodialog box (InDesign) or the Content File Info dialog box (InCopy).
In some cases, multiple views exist for the same metadata property. For example, a property may be labeled Author in
one view and Creator in another, but both refer to the same underlying property. Even if you customize these views for
specific workflows, they remain standardized through XMP.
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Add metadata using the File Info dialog box
The File Info dialog box displays camera data, file properties, an edit history, copyright, and author information of the
current document. The File Info dialog box also displays custom metadata panels. You can add metadata directly in the
File Information dialog box. Any information you enter in a field overrides existing metadata and applies the new value
to all selected files.
1Choose File > File Info (InDesign) or File > Content File Info (InCopy).
2Select any of the following from the tabs at the top of the dialog box:
Use the Right and Left arrows to scroll the tabs, or click the down-pointing arrow and choose a category from the list.
Description Lets you enter document information about the file, such as document title, author, description, and
keywords that can be used to search for the document. To specify copyright information, select Copyrighted from
the Copyright Status pop-up menu. Then enter the copyright owner, notice text, and the URL of the person or
company holding the copyright.
IPTC Includes four areas: IPTC Content describes the visual content of the image. IPTC Contact lists the contact
information for the photographer. IPTC Image lists descriptive information for the image. IPTC Status lists
workflow and copyright information.
Camera Data Includes two areas: 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. Camera Data 2 lists read-only file information
about the photo, including pixel dimensions and resolution
Video Data Lists information about the video file, including video frame width and height, and lets you enter
information such as tape name and scene name.
Audio Data Lets you enter information about the audio file, including the title, artist, bit rate, and loop settings.
Mobile SWF Lists information about mobile media files, including title, author, description, and content type.
Categories Lets you enter information based on Associated Presscategories.
Origin Lets you enter file information that is useful for news outlets, including when and where the file was created,
transmission information, special instructions, and headline information.
DICOM Lists patient, study, series, and equipment information for DICOM images.
History Displays Adobe Photoshop history log information for images saved with Photoshop. The History tab
appears only if Adobe Photoshop is installed.
Illustrator Lets you apply a document profile for print, web, or mobile output.
Advanced Displays fields and structures for storing metadata by using namespaces and properties, such as file
format and XMP, Exif, and PDF properties.
Raw Data Displays XMP text information about the file.
3Type the information to add in any displayed field.
4Click OK to apply the changes.
Export metadata as an XMP file
You can save metadata in an XMP file to share with other users. These XMP files can be used as templates for populating
InCopy documents and other documents created with XMP-enabled applications. Templates you export are stored in
a shared location that all XMP-enabled applications can access. They also appear in the pop-up menu at the bottom of
the File Infodialog box.
1Choose File >File Info (InDesign) or File > Content File Info (InCopy).
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2Choose Export from the pop-up menu at the bottom of the dialog box.
3Type a filename, choose a location for the file, and click Save.
To view metadata templates in Explorer (Windows) or the Finder (Mac OS), click the pop-up menu at the bottom
of the File Info dialog box and choose Show Templates Folder.
Import metadata from an XMP file
When you import metadata into a document from an exported XMP template file, you can specify whether to clear all
metadata in the current document and add the new metadata, keep all but the matching metadata, or add matching
metadata to the existing metadata.
Choose File >File Info (InDesign) or File > Content File Info (InCopy).
Choose an XMP file from the pop-up menu at the bottom of the dialog box, select an import option, and click
OK.
Choose Import from the pop-up menu at the bottom of the dialog box, select an import option, and click OK.
Then double-click the XMP template file you want to import.
Edit metadata in image files
When you generate captions of placed images in InDesign, the metadata from the placed image is used. Although you
can edit the metadata of InDesign documents, you cannot edit the metadata of placed files in InDesign. Instead, change
the metadata of placed images using their original applications, using Finder or Explorer, or using Adobe Bridge or
Adobe Mini Bridge.
1In InDesign, right-click (Windows) or Control-click (Mac OS) the image, and then choose Edit Original.
You can also choose Edit With and then choose an application such as Adobe Illustrator or Adobe Photoshop.
2In the original application, choose File > File Info.
3Edit the metadata, and then click OK.
You can also select an image in Adobe Bridge and choose File > File Info to edit the image metadata. See Add metadata
using the File Info dialog box.
More Help topics
Work with metadata in Adobe
Controlling graphics display
Control graphics’ display performance
You can control the resolution of graphics placed in your document. You can change the display settings for the entire
document or for individual graphics. You can also change a setting that either allows or overrides the display settings
for individual documents.
Change a document’s display performance
A document always opens using the default Display Performance preferences. You can change the display performance
of a document while it is open, but the setting won’t be saved with the document.
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If youve set the display performance of any images separately, you can override the settings so all objects use the same
settings.
1Choose View > Layout View.
2Choose View > Display Performance, and select an option from the submenu.
3To force objects that you have set individually to display using the document setting, deselect View > Display
Performance > Allow Object-Level Display Settings. (A check mark indicates it is selected.)
Change an objects display performance
1Choose View > Layout View.
2To preserve the display performance for individual objects when the document is closed and reopened, make sure
Preserve Object-Level Display Settings is selected in Display Performance preferences.
3Choose View > Display Performance, and make sure Allow Object-Level Display Settings is selected.
4With the Selection tool or Direct Selection tool , select an imported graphic.
5Select an imported graphic using the Position tool .
6Do one of the following:
Select Object > Display Performance, and choose a display setting.
Right-click (Windows) or Control-click (Mac OS) the image, and choose a display setting from the Display
Performance submenu.
To remove an objects local display setting, choose Use View Setting in the Display Performance submenu. To remove
local display settings for all graphics in the document, select Clear Object-Level Display Settings in the View > Display
Performance submenu.
Display performance options
These options control how graphics are displayed on the screen, but they do not affect the print quality or exported
output.
Use Display Performance preferences to set the default option used to open all documents, and customize the settings
that define those options. Each display option has separate settings for displaying raster images, vector graphics, and
transparencies.
Fast Draws a raster image or vector graphic as a gray box (default). Use this option when you want to quickly page
through spreads that have lots of images or transparency effects.
Typical Draws a low-resolution proxy image (default) appropriate for identifying and positioning an image or vector
graphic. Typical is the default option, and is the fastest way to display an identifiable image.
High Quality Draws a raster image or vector graphic at High Resolution (default). This option provides the highest
quality but the slowest performance. Use this option when you want to fine-tune an image.
Note: Image display options don’t affect output resolution when exporting or printing images within a document. When
printing to a PostScript device, exporting to XHTML, or exporting to EPS or PDF, the final image resolution depends on
the output options you choose when you print or export the file.
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Set default display performance
The Display Performance preferences let you set the default display option, which InCopy uses for every document.
You can change a document’s display performance using the View menu, or change the setting for individual objects
using the Object menu. For example, if you work on projects that contain numerous high-resolution photos (such as a
catalog), you may prefer to have all your documents open quickly. You can set the default display option to Fast. When
you want to see the images in more detail, you can switch the document view to Typical or High Quality (leaving the
preference set to Fast).
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.
1Select Edit > Preferences > Display Performance (Windows) or InCopy > Preferences > Display Performance (Mac
OS).
2For Default View, select Typical, Fast, or High Quality. The display option you choose applies to all documents you
open or create.
3Do one of the following:
To save display settings applied to individual objects, select Preserve Object-Level Display Settings.
To display all graphics using the default display option, deselect Preserve Object-Level Display Settings.
4For Adjust View Settings, choose the display option you want to customize, and then move the slider for Raster
Images or Vector Graphics to the desired setting.
5Click OK.
Each display option has separate settings for raster (bitmap) images, vector graphics, and transparency effects.
Customize the display performance options
You can customize the definitions of each display performance option (Fast, Typical, and High Quality). Each display
option has separate settings for raster (bitmap) images, vector graphics, and transparency effects.
Managed (linked) InCopy stories include low-resolution proxy data for images so that the full-resolution image doesn’t
have to be downloaded from the server whenever the file is checked out.
1Select Edit > Preferences > Display Performance (Windows) or InCopy > Preferences > Display Performance (Mac
OS).
2For Adjust View Settings, choose the display option you want to customize.
3For each display option, move the slider for Raster Images or Vector Graphics to the desired setting:
Gray Out Draws an image as a gray box.
Proxy Draws images at proxy resolution (72 dpi).
High Resolution Draws images at the maximum resolution supported by the monitor and current view settings.
4For each display option, move the slider for Transparency to the desired setting:
Off Displays no transparency effects.
Low Quality Displays basic transparency (opacity and blend modes), and transparency effects (drop shadow and
feather) are shown in a low-resolution approximation.
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Note: In this mode, page contents are not isolated from the background; therefore, objects with blend modes other than
Normal might appear different in other applications and final output.
Medium Quality Displays low-resolution drop shadows and feathers. This mode is recommended for most work
unless the document is particularly transparency-heavy, or has many transparency effects.
High Quality Displays higher-resolution (144 dpi) drop shadows and feathers, CMYK mattes, and spread isolation.
Note: When a document’s blending space is CMYK and you have either enabled the overprint preview mode or soft
proofing, opacity matting is done in CMYK rather than RGB. This means that partially transparent CMYK colors
display as tinted CMYK colors.
5To view anti-aliasing for text, stroke, fill, and other page items, choose Enable Anti-aliasing. If text is converted to
outlines, then the resulting outlines can be anti-aliased (Mac OS only).
6To set the point size below which text displays as a dimmed bar, type a value for Greek Type Below.
7Click OK.
To reset all controls back to the original default settings, click Use Defaults.
Frame grids
About frame grids in InCopy documents
When you create a new document in InCopy, you can decide whether the text area will contain a frame grid or plain
text frame. A frame grid includes a set of squares into which Japanese characters appear. Frame grids are essentially the
same as plain text frames in function and appearance except that they contain grids that can affect the appearance of
text.
Frame grids have the following characteristics:
Frame grids contain character attribute settings. These preset character attributes are applied to placed text. Plain
text frames, meanwhile, do not have character attribute settings. When text is placed, it takes on the character
attributes currently selected in the Character panel.
Frame grid character attributes can be changed using File >Document Setup. Because plain text frames have no
character attributes, you will need to select some placed text and set attributes using the Character panel. You can
also select text placed in a frame grid and use the Character panel to change the character attributes.
The grid of the frame grid is determined by the grid attributes (text direction, vertical and horizontal percentage,
character aki, and line aki). You cannot change the color of a frame grid in InCopy.
When you place the InCopy document into an existing InDesign frame grid or text frame, the InDesign settings are
used to format the text. If you click the loaded text icon while placing the InCopy document, the InCopy document
maintains the text area setting defined in InCopy.
Unlike InDesign, InCopy does not have a layout grid or named grids.
Frame grids appear only in Layout View when Show Frame Grid is selected. Show Frame Grid is turned on by
default.
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Document setup options for frame grids
When Frame Grid is selected for Text Area in the New Document or Document Setupdialog box, the following options
are available:
Vertical and Horizontal Grid Scaling Specify the grid scaling for full-width Japanese characters in percentage.
Char Aki Specify the spacing between characters. This value is used for the grid mesh spacing.
Line Aki Enter a value to specify the grid line spacing. The value used here is the distance between the bottom (or left)
edge of the character embox for the first line to the top (or right) edge of the character embox for the next line.
View frame grids
Frame grids are shown by default.
1Choose View > Layout View.
2Choose View > Grids & Guides > Show Frame Grid.
If the frame grid still does not appear, choose File >Document Setup, and make sure that Frame Grid is selected from
theWork Area menu.
Convert text frames and frame grids
In stand-alone documents, you can convert plain text frames into grid frames or frame grids into text frames. When
plain text frames are converted into frame grids, for text that has not had a character style or paragraph style applied in
the story, the frame grid's document defaults are applied. (See About frame grids in InCopy documents.)
You cannot apply grid format directly to documents that dont have frame grids. After converting the text area into a
frame grid, you can apply grid format attributes by applying a predetermined grid format to a frame grid using text that
has not been given a paragraph style. (See Apply grid format to text.)
Note: Since character attributes are not set for text frames, changing a frame grid with character attributes into a plain text
frame may cause reformatting. For example, when a frame grid with Character Aki set to -1H is converted into a plain text
frame, character spacing becomes 0H, and the characters will be slightly spread out. Since the frame grid settings are
preserved, converting back to a frame grid will display character spacing at the original value of -1H.
Convert a text frame into a frame grid
1Choose File > Document Setup.
The Document Setup option is dimmed if you’re working with content that is linked to InDesign. For linked content,
change the settings in InDesign.
2From the Text Area menu, choose Frame Grid.
3Specify the frame grid attributes. (See Document setup options for frame grids.)
4Click OK.
To reformat the text according to grid attributes, select the text, and choose Edit > Apply Grid Format.
Convert a frame grid to a plain text frame
1Choose File > Document Setup.
The Document Setup option is dimmed if you’re working with content that is linked to InDesign. For linked content,
change the settings in InDesign.
2From t he Text Area me nu, choose Text Frame.
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3Click OK.
More Help topics
Work with stand-alone documents
Frames, grids, rulers, and guides
About frames in InCopy files
As in Adobe InDesign, all InCopy text and graphics appear inside frames. For linked documents, InDesign controls the
frame placement and design for a publication. You can see the frame structure of the InDesign document in InCopy
Layout view.
Modifying frames
You (or someone on your team) must make any changes to frames from within the InDesign document, unless the
frames are for inline graphics. You can move, scale, rotate, or shear inline graphics frames, but not other frames. For
more information, see your workflow documentation.
Threading text
A long story can flow from one frame to other frames that are connected in sequence, or threaded. A threaded story
begins on a particular column of a page and can continue on any other columns and pages of the publication. The
InDesign user always sets up the threading sequence for an InCopy story.
When you add text to a threaded story, the story flows through each successive frame until all of the assigned frames
are full.
If the text doesnt fit in its allotted frame space, the hidden part of the story is called overset text.
Change measurement units and rulers
InCopy includes a vertical depth ruler for copyfitting text in Galley and Story views, as well as horizontal and vertical
rulers in Layout view for measuring layouts. By default, rulers begin measuring from the upper-left corner of a page or
spread. You can change this by moving the zero point.
You can work with several standard measurement units, change these settings at any time, and temporarily override the
current measurement units as you enter a value. Changing the measurement units doesn’t move guides, grids, and
objects, so when ruler tick marks change, they might not line up with objects aligned to the old tick marks.
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You can set up different measurement systems for horizontal and vertical rulers. For example, many newspapers
measure horizontal layouts in picas and vertical text stories in inches. The system you select for the horizontal ruler
governs tabs, margins, indents, and other measurements. Each spread has its own vertical ruler; however, all vertical
rulers use the same settings you specify in the Units & Increments section of the Preferences dialog box.
The default unit of measure for the rulers is picas (a pica equals 12 points). You can change the ruler units and control
where the major tick marks appear on a ruler. For example, if you change the ruler unit for the vertical ruler to 12 points,
a major ruler increment appears every 12 points (if such a display is possible in the current magnification). The tick
mark labels include your customized major tick marks, so when the ruler reads 3 in the same example, it marks the
third instance of the 12-point increment, or 36 points.
A Labeled tick marks B Major tick marks C Minor tick marks
Setting custom ruler increments in the vertical ruler is useful for lining up a ruler’s major tick marks with a baseline
grid.
Specify the measurement units
You can set custom measurement units for the on-screen rulers and for use in panels and dialog boxes. You can also
change these settings at any time and temporarily override the current measurement units as you enter a value.
1Choose Edit > Preferences > Units & Increments (Windows) or InCopy > Preferences > Units & Increments (Mac
OS).
2For Horizontal and Vertical, choose the measurement system you want to use for horizontal and vertical dimensions
in rulers, dialog boxes, and panels; choose Custom, and type the number of points at which you want the ruler to
display major tick marks. Click OK.
You can also change ruler units by right-clicking (Windows) or Control-clicking (Mac OS) a ruler, and choosing the
units from the context menu.
Override default measurement units
You can specify a unit of measurement that is different from the default.
Highlight the existing value in a panel or dialog box, and type the new value using the notation in the following table:
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Japanese measurement units
Q and Ha are units used in a Japanese manual or automatic photo composer to show font size, tracking or leading
length. Each unit has a value of 0.25mm. Q is used only to express font size, Ha can be used to express direction and
length for leading, object spacing and similar elements.
You can also use points (also known as American points) to indicate font size on computers, or Adobe PostScrip
points to indicate leading or spacing. One American point is 0.35146 millimeters, and there are 72.27 American points
in 1 inch and 72 PostScript points in 1 inch.
Change the zero point
The zero point is the position at which the zeros on the horizontal and vertical rulers intersect. By default, the zero point
is at the top left corner of the first page of each spread. This means that the default position of the zero point is always
the same relative to a spread, but may seem to vary relative to the pasteboard.
The X and Y position coordinates in the Control panel, Info panel, and Transform panel are displayed relative to the
zero point. You can move the zero point to measure distances, to create a new reference point for measurement, or to
tile oversized pages. By default, each spread has one zero point at the upper left corner of the first page, but you can also
locate it at the binding spine, or specify that each page in a spread has its own zero point.
To specify: Type these letters after the
value:
Examples Result
Q q 6q 6 Q
Ha h6h 6 Ha
Inches i
in
inch
"
5.25i
5.25in
5.25inch
5.25”
5 1/4 inches
Millimeters mm 48mm 48 millimeters
Centimeters cm 12cm 12 centimeters
Picas p3p 3 picas
Points pt
p (before value)
6pt
p6
6 points
American points ap 6ap 6 American points
Picas and points p (between values) 3p6 3 picas, 6 points
Pixels px 5px 5 pixels
Ciceros c5c 5 ciceros
Agates ag 5ag agates
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Adjust the zero point
When you move the zero point, it moves to the same relative location in all spreads. For example, if you move the zero
point to the top left corner of the second page of a page spread, it will appear in that position on the second page of all
other spreads in the document.
Do one of the following:
To move the zero point, drag from the intersection of the horizontal and vertical rulers to the position on the
layout where you want to set the zero point.
To reset the zero point, double-click the intersection of the horizontal and vertical rulers .
To lock or unlock the zero point, right-click (Windows) or Control-click (Mac OS) the zero point of the rulers,
and choose Lock Zero Point in the context menu.
Change the default zero point
Using the Origin setting in the Preferences dialog box, you can set the default zero point for rulers as well as the scope
of the horizontal ruler. The scope determines whether the ruler measures across the page, across the entire spread, or,
for multipage spreads, from the center of the spine.
If you set the ruler origin at each spread’s binding spine, the origin becomes locked at the spine. You won’t be able to
reposition the ruler origin by dragging it from the intersection of the rulers unless you choose another origin option.
1Choose Edit > Preferences > Units & Increments (Windows) or InCopy > Preferences > Units & Increments (Mac
OS).
2In the Ruler Units section, in the Origin menu, do one of the following:
To set the ruler origin at the top-left corner of each spread, choose Spread. The horizontal ruler measures across
the entire spread.
To set the ruler origin at the top-left corner of each page, choose Page. The horizontal ruler starts at zero for each
page in a spread.
To set the ruler origin at the center of the spine, choose Spine. The horizontal ruler measures in negative numbers
to the left of the spine and positive numbers to the right of the spine.
You can also change horizontal ruler origin settings using the context menu that appears when you right-click
(Windows) or Control-click (Mac OS) the horizontal ruler.
Use grids
In Layout view, you can view (or hide) a framework of grids and guides to show the position and alignment of objects.
In most work systems, a designer working with InDesign sets up the grids and guides for the publication. InCopy users
can see these layout aids after an InCopy story is linked to the InDesign document.
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.
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These grids and guides are never visible on printed or exported output. One set of rulers and grids exists per page, but
a guide can exist across all pages of a spread or within only a single page.
Note: Grids, rulers, and guides are not available in Galley or Story view.
Set up a baseline grid
Use Grid Preferences to set up a baseline grid for the entire document.
You can set up a baseline grid for a frame by using the Text Frame Options. (See Change text frame properties .)
1Choose Edit > Preferences > Grids (Windows) or InCopy > Preferences > Grids (Mac OS).
2Specify a baseline grid color by choosing a color in the Color menu. You can also choose Custom in the Color menu.
3For Relative To, specify whether you want the grid to start at the top of the page or the top margin.
4For Start, type a value to offset the grid from either the top of the page or the top margin of the page, depending on
the option you choose from the Relative To menu. If you have trouble aligning the vertical ruler to this grid, try
starting with a value of zero.
5For Increment Every, type a value for the spacing between grid lines. In most cases, type a value that equals your
body text leading, so that lines of text align perfectly to this grid.
A First grid line B Increment between grid lines
6For View Threshold, type a value to specify the magnification below which the grid does not appear. Increase the
view threshold to prevent crowded grid lines at lower magnifications.
7Click OK.
Note: The Snap To Guides command controls both snapping to guides and snapping to the baseline grid.
Set up a document grid
1Choose Edit > Preferences > Grids (Windows) or InCopy > Preferences > Grids (Mac OS).
2Specify a document grid color by choosing a color in the Color menu. You can also choose Custom in the Color
menu.
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3To set horizontal grid spacing, specify a value for Gridline Every in the Horizontal section of the Document Grid
section, and then specify a value for Subdivisions between each grid line.
4To set vertical grid spacing, specify a value for Gridline Every in the Vertical section of the Document Grid section,
and then specify a value for Subdivisions between each grid line.
5Do one of the following, and click OK:
To put the document and baseline grids behind all other objects, make sure that Grids In Back is selected.
To put the document and baseline grids in front of all other objects, deselect Grids In Back.
To put guides behind all other objects, you can also choose Guides In Back in the context menu that appears when you
right-click (Windows) or Control-click (Mac OS) an empty area of the document window.
Show or hide grids
To show or hide the baseline grid, choose View > Grids & Guides > Show/Hide Baseline Grid.
To show or hide the document grid, choose View > Grids & Guides > Show/Hide Document Grid.
To show or hide the layout grid, choose View > Grids & Guides > Show/Hide Layout Grid.
To show or hide frame grids, choose View > Grids & Guides > Show/Hide Frame Grid.
View ruler guides
Ruler guides are different from grids in that they can be positioned freely on a page or on a pasteboard. InDesign users
can create two kinds of ruler guides: pageguides, which appear only on the page on which they create them, or
spreadguides, which span all pages and the pasteboard of a multiple-page spread. You can view ruler guides if they exist
in the InDesign document or assignment file, but you cannot create them in InCopy.
A Spread guide B Page guide
Show or hide ruler guides
1Make sure that you are in Layout view; if necessary, click the Layout view tab at the top of the edit pane.
2Choose View > Grids & Guides > Show/Hide Guides.
Display ruler guides behind objects
By default, ruler guides appear in front of all other guides and objects. However, some ruler guides may block your view
of objects, such as lines with narrow stroke widths.
You can change the Guides In Back preference to display ruler guides in front of or behind all other objects. However,
regardless of the Guides In Back setting, objects and ruler guides are always in front of margin and column guides.
1Choose Edit > Preferences > Guides & Pasteboard (Windows) or InCopy > Preferences > Guides & Pasteboard (Mac
OS).
2Select Guides In Back, and click OK.
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Customize the pasteboard and guides
1In the Edit menu (Windows) or InCopy menu (Mac OS), choose Preferences > Guides & Pasteboard.
2To change the color of margin or column guides, choose a preset color from a menu, or choose Custom and specify
a color using the color picker.
3To make the pasteboard bigger or smaller, enter a value for Minimum Vertical Offset.
4Click OK.
Use 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. InCopy users can show or hide layers, show or hide objects on layers, and change
layers settings. If the InDesign user created multiple layers in the document, you can hide layers in InCopy, letting you
edit specific areas or kinds of content in the document without affecting other areas or kinds of content. For example,
if your document prints slowly because it contains many large graphics, you can hide all non-text layers and quickly
print the text layer for proofreading.
Additional layer notes:
Objects on masters appear at the bottom of each layer. Master objects can appear in front of document page objects
if the master page objects are on a higher layer.
Layers involve all pages of a document, including masters. For example, if you hide Layer 1 while editing page 1 of
your document, the layer is hidden on all pages until you decide to show it again.
Show and hide layers
1Choose Window > Layers.
2In the Layers panel, do any of the following:
To hide a specific layer, click the eye icon to the left of the layer name.
To show a specific layer, click the space to the left of the layer name.
Click a triangle next to a layer name to display the layer objects. Click the eye icon to show or hide individual
objects.
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To show or hide all layers at once, choose Show/Hide All Layers from the panel menu.
Note: Only visible layers and objects print.
More Help topics
About frames
Copyfitting text
About frame grids in InCopy documents
Layers
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Chapter 4: InCopy and InDesign
Sharing content
Exporting content from InDesign
Exporting content from InDesign to InCopy establishes a link between the two applications. You export InDesign text
frames, graphics frames, and their contents to InC