Integrating InDesign with InCopy

Integrating InDesign with InCopy

Adobe InCopy is text-editing software that enables writers to write and edit documents while layout is prepared separately. InCopy is similar to Microsoft Word in that you can make notes and comments, track changes, and use other similar editing features. You might not have InCopy installed (it isn’t part of the Adobe Creative Suite), but there are several important ways that you can integrate this Adobe software with InDesign that you shouldn’t overlook. If you’re extensively editing stories, you might want to consider using InCopy for writing the text and importing and editing it further using InDesign. Using InCopy together with InDesign enables you to use a particular workflow because you can tell whether a file needs to be updated, or if it is currently being edited, by a series of icons that appear on the page in InDesign. The following sections show some of the ways that you can directly manipulate InCopy stories using InDesign.

Managing InCopy stories

If you want to manage and work on your InCopy and InDesign file before integrating the software (perhaps as part of a team project), you should add an identification before beginning to edit your document. You must have InCopy installed as well as InDesign to use this option. In either InDesign or InCopy, follow these steps:

  1. Choose File®User.

    The User dialog box opens.

  2. Type your user name into the User Name text field.

    This name should be unique because it identifies who is editing the file when a users checks in or checks out from editing the text. This setting controls who can edit what text and means that you can’t change anyone’s particular edits or lose them.

Exporting InCopy stories

You might have some text that you’re working on in InDesign that you want to export so that you can work on the story in InCopy. Perhaps you want to use a dedicated story editor to use some of the extra features it offers, or you have a person you need to take a look at the file and edit it. To export a story from InDesign to InCopy, follow these steps:

  1. In InDesign, select the text frame that you want to export.

    Select the text frame by clicking the frame with the Selection tool. It’s also okay if the frame has the text insertion point blinking within the text.

  2. Choose Edit®InCopy Stories®Export Selected Stories.

    The Export InCopy Story dialog box opens.

    Note that additional options are available from the Edit menu. You can also choose to export all the stories on the same layer with the text frame you selected by choosing Edit®InCopy Stories®Export Layer Stories. Export all the stories that haven’t already been exported in the InDesign document by choosing Edit®InCopy Stories®Export All Stories.

  3. In the Export InCopy Story dialog box, choose a location to save the story and enter a new filename for the InCopy story.

    Browse to a location on your hard drive to save the InCopy file, and enter a filename into the File Name text field.

  4. Click the Save button.

    The Export InCopy Story Options dialog box opens.

  5. Leave the three options and the default option of UTF-8 in the Encoding drop-down list selected.

    The options for exporting to InCopy include the following:

    • Include Style Table: Paragraph and character style information is included with the exported story.

    • Include Swatch List: Includes swatch (color) information with the exported story.

    • Include XMP Information: Includes metadata, which provides information about the file itself.

  6. Click the OK button to finish exporting the file.

    The file is now exported and saved to the hard drive as an InCopy file. You can now open it in InCopy to edit the file. Another dialog box opens, prompting you to save the file as a managed file. If you click OK, you save the story at this point so that it is available to be edited by other users.

Updating InCopy stories

When a file is out of date, you need to update that story so that the most recent revisions are available to you for editing. You can update InCopy stories when you see an icon like the one in Figure.

Click To expand
Figure: The InCopy story is out of date.

When you see this icon, you can follow these steps to update the InCopy story when you’re working in InDesign:

  1. Select the story that needs to be updated.

    Click the text frame to select the story. It will have an out-of-date icon in the upper-left corner.

  2. Choose Edit®InCopy Stories®Update Story.

    The story updates and the icon disappears. You can now work with the up-to-date version of the story in InDesign.

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