Tài liệu InDesign CS5 Bible- P13 pptx

n Using the Glyphs panel Inspired by Microsoft Word’s Symbol dialog box choose Edit ➪ Insert Symbol, InDesign’s ators have created a flexible panel, the Glyphs panel, to access special s

Chapter 23: Using Special Characters

One-half fraction (½) Not supported Ctrl+Alt+6 or Alt+0189

One-quarter fraction (¼) Not supported Ctrl+Alt+7 or Alt+0188

Three-quarters fraction (¾) Not supported Ctrl+Alt+8 or Alt+0190

Greater than or equal to (≥) Option+> Not supported

Less than or equal to (≤) Option+< Not supported

Miscellaneous

Cross-Reference

When you’re searching and replacing text via the Find/Change dialog box, InDesign uses codes to indicate cial symbols and lets you paste the symbol into its Find What and Change To fields Chapter 19 covers this in more detail n

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Using menus

InDesign provides a set of menus to insert commonly used special characters, such as special spaces and dashes, as well as internal control characters such as Indent to Here and Column Break

The three menu options, all in the Type menu, for inserting special characters are:

l Insert Special Characters: This option has five submenus: Symbols, Markers, Hyphens

and Dashes, Quotation Marks, and Other The Symbols submenu includes items such

as ® and ©; the Markers submenu includes automatic page numbers, section markers, and footnote numbers; and the Other submenu includes tabs, Indent to Here, End Nested Style Here, and Non-joiner

l Insert White Space: This option’s submenu offers 12 types of fixed-size spaces as well as

a nonbreaking version of variable-sized (regular) space

l Insert Break Character: This option’s submenu offers six types of break characters (such

as column breaks and page breaks), a paragraph break (it’s easier just to press Return or Enter to get this), and two types of line breaks (forced and discretionary)

When you use special characters such as em spaces and nonbreaking hyphens, it can be hard to tell them apart from regular characters That’s why InDesign lets you display these spaces, tabs, hyphens, breaks, paragraph returns, and other control characters that exist in the text Choose Type ➪ Show Hidden Characters or press Option+Ô+I or Ctrl+Alt+I to turn on this display (Note that these on-screen symbols do not print.)

Here’s what the symbols look like for the various control characters Top row, from left to right: regular space, nonbreaking space, fixed-width nonbreaking space, em space, en space, thin space, hair space, punctuation space, quarter space, third space, figure space, and flush space Second row: tab and right tab Third row: discretionary hyphen and nonbreaking hyphen Fourth row: forced line break (new line), discretionary line break, paragraph return, column break, frame break, page break, even page break, and odd page break Fifth row: note, indent-to-here, end-nested-style, non-joiner, and end-of-story markers

On-Screen Special Characters

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Cross-Reference

The spaces, dashes, and quotation marks characters are covered in this chapter The hyphen and Indent to Here characters are covered in Chapter 21 The break characters are covered in Chapter 19 The End Nested Style Here character is covered in Chapter 21 Automatic page and section markers are covered in Chapter 7

Footnotes are covered in Chapter 27 Tabs are covered in Chapter 25 n

Using the Glyphs panel

Inspired by Microsoft Word’s Symbol dialog box (choose Edit ➪ Insert Symbol), InDesign’s ators have created a flexible panel, the Glyphs panel, to access special symbols and characters in any font

cre-To open the panel, choose Type ➪ Glyphs or press Option+Shift+F11 or Alt+Shift+F11 The Glyphs panel, shown in Figure 23.1, displays By default, the panel shows available characters for the current font, but you can change the font using the Font Family and Font Style popup menus

at the bottom of the panel

FIGURE 23.1

The Glyphs panel and its flyout menu (left) The panel and its Show popup menu (right)

Zoom inZoom out

It’s unlikely that the Glyphs panel will show all available characters in its window, so use the scroll bar at right to move through all the characters To show a subset of the font’s characters, choose an option such as Entire Font or Currency from the Show popup menu (the options depend on how the font file is organized internally); Figure 23.1 shows an example Show popup menu You can also make the characters larger or smaller by clicking the Zoom Out or Zoom In iconic buttons at the panel’s bottom right

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Recently used glyphs appear at the top of the Glyphs panel, making it easier to use them (If they don’t appear, choose Show Options from the flyout menu or click the double-arrow icon in the tab to the left of the panel’s name These two methods also hide the recently used glyphs if they are already visible.) n

InDesign also lets you change how the glyphs are sorted in the panel Choose Sort Glyphs ➪ By Unicode (the default) from the flyout menu to have them appear in order of the international Unicode standard’s numbering scheme, or choose Sort Glyphs ➪ By CID/GID to sort them based

on the font’s internal character and glyph IDs There’s really no reason to change this sort option from the Unicode default

Creating glyph sets

For quick access to frequently used glyphs (from multiple fonts), InDesign lets you create glyph sets

To create glyph sets:

1 Click New Glyph Set from the Glyphs panel’s flyout menu Choose Type ➪ Glyphs or

press Option+Shift+F11 or Alt+Shift+F11 to open the panel You can also choose Window ➪ Type & Tables ➪ Glyphs

2 Type a name in the New Glyph Set dialog box, and click OK You now have a new,

empty glyph set on your computer, although it won’t show on-screen (Before you click

OK, you can use the Insert Order popup menu and choose the order in which you want added glyphs to appear Your choices are Glyph Value Order [such as the Unicode value], Insert at Front, or Insert at End.)

3 In the Glyphs panel, select the special character you want to add to your new set

You may need to change the font and style using the popup menus at the bottom of the panel

4 In the panel’s flyout menu, choose Add to Glyph Set ➪ set name to add the symbol

to the chosen set.

5 Repeat Steps 3and 4 for each glyph you want to add.

You could end the process there, but InDesign provides a few more controls for your new (or ing) glyph set that you may want use To edit a glyph set, choose Edit Glyph Set ➪ set name, make

exist-your changes, and click OK when done The resulting Edit Glyph Set dialog box is shown in Figure 23.2 Your options include:

l You can change the name and the glyph insertion order, using the Name field and the Insertion Order popup menu, respectively

l If you want a specific font to be used for a glyph (which you need to do for symbols sen from pi fonts, as opposed to common symbols such as ™ available in most fonts), make sure that the Remember Font with Glyph option is selected You can also choose or change the font using the Font and Style popup menus in the dialog box

cho-l To delete a glyph, select it in the Edit Glyph Set dialog box and then click Delete from Set

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FIGURE 23.2

Editing a glyph set

Note

InDesign automatically creates a glyph set called Recent Glyphs, which are glyphs you’ve selected recently

You can edit and otherwise work with this automatic set just as you can with any other set n

To access a glyph set, simply click the desired glyph set from the Show popup menu in the Glyph panel Make sure the Type tool is active and that the text cursor (text-insertion point) is active in a text frame or path Double-click the desired glyph in the Glyphs panel; InDesign inserts it at the text cursor location

Sharing glyph sets

You can share glyph sets with other users When you create a glyph set, InDesign creates a file in the GlyphSets folder within the Presets folder that in turn resides within the folder contain-ing the InDesign application Just copy these files to other users’ GlyphSets folders to give them access to them

Using Other Tools to Access Special Characters

Besides using the built-in InDesign tools for special characters, you can also use utility programs

You might do this because you want to use the same consistent tool for all your applications

Mac OS X 10.5 Leopard and Mac OS X 10.6 Snow Leopard each come with two tools (shown in Figure 23.3) that are like a simple version of InDesign’s Glyphs panel: the Keyboard Viewer and Character Viewer (called the Character Palette in Mac OS X 10.5 Leopard) Both are available

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under the Keyboard Input menu item (Leopard) or Input menu item (Snow Leopard) in the Mac’s menu bar (which usually appears as a flag representing your language’s home country)

Note that you might need to turn on the Keyboard Input menu item in Leopard by choosing Ú ➪ System Preferences and then going to the International control panel’s Input Menu pane; in Snow Leopard, turn on the Input menu item by choosing Ú ➪ System Preferences and then going to the Languages & Text control panel’s Input Sources pane In both versions of Mac OS X, select the Show Input Menu in Menu Bar option

Similarly, Windows has a tool to access special symbols, as shown in Figure 23.3: Windows XP, Vista, and 7 all have the Character Map utility Character Map is usually available through the Windows Start menu; choose Start ➪ All Programs ➪ Accessories ➪ System Tools ➪ Character Map

(If you use the Classic Start Menu interface, choose Start ➪ Accessories ➪ System Tools ➪ Character Map.)

FIGURE 23.3

Top left: Mac OS X Snow Leopard’s Character Viewer Bottom left: Mac OS X Leopard’s Character Palette

Upper right: Mac OS X’s Keyboard Viewer Bottom right: Windows Character Map

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On both platforms, you can also use a utility like Ergonis PopChar, which adds a quick-access icon

to the Mac and Windows menu bars (This book’s companion Web site, www.InDesignCentral

com, has links to this and other utilities.)

If you don’t want to use one of these utilities in all your applications but instead want to take advantage of your word processor’s tools, note that the popular word processors have their own feature for special character access:

l In Microsoft Word (Mac or Windows), choose Insert ➪ Symbol (It may also be accessible through the toolbar if you added this command to your toolbar; look for the button with the Ω character.)

l In Corel WordPerfect, choose Insert ➪ Symbol (Use the Set popup menu to switch among different types of symbols.)

l In Apple iWork Pages, choose Edit ➪ Special Characters (Use the list of symbol categories

at left to switch among different types of symbols.)

Understanding Special Spaces, Dashes, and Quotes

Typographers have long had a wide arsenal of spaces, dashes, and hyphens to control text ance Although word processors offer some of these characters, InDesign goes way beyond what most people even know exists

appear-Using special spaces

One way to carefully fine-tune spacing is to literally replace individual spaces with special spaces

Instead of narrowing and widening with tracking and justification settings, these special spaces maintain their widths InDesign provides 13 special space options in two categories: nonbreaking spaces and fixed-width spaces

Nonbreaking spaces

A nonbreaking space glues two words together, ensuring that a line doesn’t wrap between two words

if you don’t want it to For example, you might want to use a nonbreaking space in OS X so that

OS doesn’t end on one line with X starting on the next line Nonbreaking spaces are also handy if

you put spaces on either side of your dashes; they make sure that a dash is glued to the word before it All are available by choosing the desired space from the Type ➪ Insert White Space submenu

InDesign has two types of nonbreaking spaces: the regular one, whose size is variable and thus can

be adjusted the way any other regular space in a line can be, and the fixed-width one, which tially is a nonbreaking en space The regular nonbreaking space is the one you’ll use 99 percent of the time

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happens to be a quarter the width of an em space).

But InDesign’s creators are control freaks, so they offer a lot more fixed-width space options than just the common em, en, and thin spaces, as Table 23.2 shows

l A punctuation space is the width of a comma or period, useful in aligning text in tables

l A figure space is the width of a standard (tabular lining) numeral, also useful in aligning text in tables

l A flush space is used to fill out a line between an end-of-story character and the text on the rest of line, but it works only if the paragraph is set to Full Justify Frankly, it’s easier

to use a right tab character (press Shift+Tab), which does the same thing no matter what justification is applied to your paragraph

l A hair space is essentially half a thin space and is typically used instead of kerning to nudge slightly overlapping characters away from each other

l The other spaces — third space, quarter space, and sixth space — are the specified tions of an em space’s width

frac-The non-joiner character is a zero-width space character that you’ll hardly use because it’s really designed for languages such as Arabic and Devanagari, in which letterforms get joined in some cir-cumstances but not others The non-joiner prevents the characters from being joined, overriding any automatic font options In English, you might use this character to manually prevent automatic ligatures (the only circumstance in which characters are joined together in English)

Using dashes

Many people confuse the two types of dashes used in typography: the em dash and en dash

All about em dashes

An em dash (so called because it is the width of a capital M) is the most common dash and is used

to indicate a break in sentence flow, either for an inserted phrase (sort of a supersize parenthesis)

or to indicate a complete change in thought (which typically occurs in transcribed text)

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TABLE 23.2

Shortcuts for Spaces, Dashes, Hyphens, and Quotes

" (keyboard double quote) Option+shift+' Ctrl+Alt+'

When you import text from a word processor, InDesign converts two consecutive hyphens — the way you indicate a dash in a typewriter — to a real em dash InDesign doesn’t do this when you type, however, so you must specify the em dash through the torturous menu command Type ➪ Insert Special Character ➪ Hyphens and Dashes ➪ Em Dash or know its keyboard shortcut (Option+Shift+– or Alt+Shift+–)

Platform Difference

Note that most Windows programs don’t use the Alt+Shift+– shortcut for an em dash; if they don’t have their own shortcut, you can use the universal Windows shortcut Alt+0151 (be sure to type the numbers from the numeric keypad, not from the keyboard) By the way, the universal Windows shortcut for an en dash is Alt+0150 n

Typographers are divided over whether you should put spaces around em dashes — like this — or not—like this Traditionally, there is no space, but having space lets the publishing program treat the dash as a word, thereby creating an even amount of space around all words in a line Not having a space around dashes means that the publishing program sees the two words connected by the em dash

as one big word So the spacing added to justify a line between all other words on the line may be awkwardly large because the program doesn’t know how to break a line after or before an em dash that doesn’t have space on either side Still, whether to surround a dash with space is a decision in which personal preferences should prevail

Spacing Em Dashes — or Not

All about en dashes

The en dash, so called because it is the width of a capital N, is traditionally used to:

l Separate numerals, as in a range of values or dates (pages 41–63)

l Label a figure (Figure 23–1), although publishers are divided on whether to do this (some just use a regular hyphen)

l Indicate a negative value (–45) as a minus sign

l Indicate an interrupted hyphenation (first– and business-class passengers)

l Indicate a multiple-word hyphenation (Civil War–era rifle)

Of course, many people don’t use an en dash at all — or incorrectly use it as an em dash Although desktop publishing has made it easy for almost anyone to produce good-looking documents, most people have no clue about the use of special characters that typographers and copy editors have traditionally applied to final documents

Using quotation marks and apostrophes

By default, InDesign replaces the keyboard’s typewriter-style, straight quotation marks (" and ') and apostrophe (') with the typographic, curly quotation marks (‘ ’ “ ”) That’s because the Use

Typographer’s Quotes is enabled by default in the Type pane of the Preferences dialog box (choose InDesign ➪ Preferences ➪ Type or press Ô+K on the Mac, or choose Edit ➪ Preferences ➪ Type or press Ctrl+K in Windows) The Use Typographer’s Quote setting applies both to quotation marks

in imported text and quotation marks you type in InDesign

Tip

You can change the quotation marks that InDesign uses in the Dictionary pane of the Preferences dialog box,

as Chapter 19 explains n

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Caution

Do not use the keyboard open single quotation mark key (`), in the upper-left corner of your keyboard to the left of the 1, as an open single quotation mark Instead, use the keyboard apostrophe (') key If you use the open single quotation mark keyboard key, you get a different open single quotation mark character from the standard typographic version n

Entering keyboard quotes

When Use Typographer’s Quotes is enabled, you can enter the keyboard quotation marks — perhaps for use as foot marks (') and inch marks (") — by using keyboard shortcuts Press Option+Ô+' or Ctrl+Alt+' for double quotation marks and Ô+' or Ctrl+' for single quotation marks They’re also available by choosing Type ➪ Insert Special Character ➪ Quotation Marks

Typing reverse single quotation marks

A reverse single quotation mark — a close single quotation mark, really — is often used to indicate

an omission — for example, in ’80s to mean the 1980s or in ’burbs to mean suburbs You need to

enter this type of reverse quote manually at all times (whether or not Use Typographic Quotes is enabled) by typing Option+] or Alt+]

Handling adjacent single and double quotation marks

When a single quotation mark is followed immediately by a double quotation mark, or vice versa, separate the two with your choice of a nonbreaking space, thin space, or punctuation space For most fonts, I think the thin space provides the best visual result For example:

l He told me, “I asked, ‘Do you have time to help?’”

l “‘I am too busy’ was her answer,” he sighed

Working with Foreign Languages

Adobe offers 18 language versions of InDesign, covering Brazilian Portuguese, Chinese (in both simplified and traditional versions), Czech, Danish, Dutch, English (providing both American and British English in the same version), Finnish, French, German, Greek, Italian, Japanese, Korean, Norwegian, Polish, Spanish (Castilian), and Swedish WinSoft (www.winsoft-international.com) sells versions of InDesign in several other languages, including Arabic (both Middle Eastern and North African forms), Hebrew, and Greek

However, you don’t need one of those editions to work with these languages’ characters and bols InDesign supports 27 languages and 12 additional variants no matter what version you use

sym-Those language-specific editions from Adobe and WinSoft provide the user interface in a local guage, but all are multilingual when it comes to the text they handle

lan-Many languages use the Roman alphabet, often with accent marks added Western and Eastern European languages, for example, use the Roman alphabet, although some languages have extra

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characters such as the German ß, the Icelandic Þ, the French «, and the Spanish ¡ For Western European languages, the majority of Roman-based fonts include these extra characters — but not all do, so do check before relying on a specific font Fewer Roman-based fonts have the special accented letters common in Eastern European and Turkish languages such as the Ł and Ţ — so chances are you need to buy fonts designed specifically for these languages; and for languages with non-Roman scripts — such as Arabic, Chinese, Greek, Hebrew, Japanese, Korean, Thai, and Vietnamese — it’s a sure bet you need to get language-specific fonts.

Cross-Reference

InDesign comes with spelling and hyphenation dictionaries for the 27 languages it supports Chapter 19 covers how to work with these dictionaries in more detail, as well as how to let InDesign know what language specific text is in, so that it knows what dictionaries to use with it n

Although most American publishers don’t produce work in other languages, they may still use accents in their work (Canadian publishers, of course, often publish in English and French.) And,

of course, many publishers do publish in other languages, such as Spanish, French, German, and Portuguese, because they do business with customers in multiple countries Even all-English pub-

lishers may choose to use accents in foreign words such as café to help pronunciation and show a

bit of international flair

See Table 23.3 for foreign-language characters used in Western European languages — the ones that most North American publishers are apt to use occasionally, without resorting to fonts designed for these languages Note that Windows shortcuts involving four numerals (such as Alt+0157) should be entered from the numeric keypad while pressing and holding Alt

Tip

If your font doesn’t have the accented characters you need, you may be able to create them by kerning accent marks over the letters See Chapter 20 for detailed information on kerning n

TABLE 23.3

Shortcuts for Western European Accents and Foreign Characters

Chapter 23: Using Special Characters

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569

Spanish open exclamation (¡) Option+1 Ctrl+Alt+1 or Alt+-0161

Spanish open question (¿) Option+Shift+/ Ctrl+Alt+/ or Alt+0191

French open double quote («) Option+\ Ctrl+Alt+[ or Alt+0171

French close double quote (») Option+Shift+\ Ctrl+Alt+] or Alt+0187

* On the Mac, enter the shortcut for the accent and then type the letter to be accented For example, to get é, type Option+E and then the letter e In Windows, if the keyboard layout is set to United States-International — via the Keyboard icon in the Windows Control Panel — you can enter the accent signifier and then type the letter (for example, type ` and then the letter

e to get è) To avoid an accent (for example, if you want to begin a quote — such as “A man” rather than have Ä man” — type a space after the accent character — for example, type " and then a space, and then A, instead of typing " and then A.

Using accents in foreign words is great, but many Americans use them incorrectly, which is ing Although I can’t tell you how to properly spell and accent every foreign word (a good dictionary for that language can!), I can tell you which accented characters are used in European languages If you’re using a word from one of the languages here and that word uses an accented character not shown for the language, you either have the wrong accent or that word is actually from a different language I’ve also indicated what countries use the euro currency symbol (€) by including that symbol in their lists, and I’ve indicated special currency symbols for other nations

embarrass-Many of the characters shown here are not available in standard PostScript and TrueType fonts Most are available in OpenType fonts, though not in every case You may need a special font for the specific language to get all the characters

A multitude of special characters is available for your documents You can access common ones via keyboard shortcuts, less common ones through InDesign’s Type menu, and all available characters through the Glyphs panel

InDesign also automatically converts keyboard quotes into their typographic counterparts, plus it lets you select the quotation mark style to be used so that you can use the right style for the lan-guage you are publishing in

continued

A great source for information on foreign characters and fonts is Vistawide, accessible on the Web at http://www.vistawide.com/languages/foreign_language_fonts.htm

Part VI

Business Document

Fundamentals

IN THIS PARTChapter 24

C H A P T E R

Workgroup Editing

IN THIS CHAPTERWorking with tracked changes Preparing documents for workgroup editing Working with story assignments Using the InCopy program

Publishing is almost always a workgroup activity involving writers,

edi-tors, copy ediedi-tors, layout artists, and production editors Even when a person has multiple roles, most publications still involve multiple people, and that means that files go back and forth as edits are made, layouts are created, and text and other elements are adjusted to fit the available space

That back-and-forth is more effective if you can track the changes made at each step, so you can make sure the changes are correct and don’t cause other issues, such as making text too long or short for the layout For years, Adobe has offered an add-on product called InCopy that lets people track text changes in a layout, but that was no help for the majority of users who trade InDesign files and do not buy the extra-cost InCopy In Design CS5 addresses that deficit, adding text-change tracking to InDesign itself

That’s not to say you shouldn’t consider using InCopy, especially if you work

in a large workgroup with strict separation of roles — typical for magazines, newspapers, and “white paper”–style marketing collateral InCopy is not a layout tool — your designers use InDesign for that work — but it does let copy editors, editors, and other wordsmiths work on InDesign layouts to make sure headlines fit, stories fit, and captions can be written in context without needing a full copy of InDesign

InCopy is a separate program that runs by itself for text-editing stories in an InDesign layout, but InDesign includes an InCopy plug-in that lets you set

up your documents so InCopy users can work with it as well

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Tracking Changes in InDesign

To track the text changes that different people make in an InDesign layout (you can’t track layout

or graphics changes), you use several capabilities in InDesign You can also see the tracked changes

in an imported Microsoft Word file

New Feature

The ability to track and approve text changes in InDesign is new to InDesign CS5 InDesign CS4 could track changes, but only InCopy users could see and work with them n

Enabling change tracking

The first thing to do so you can track changes is set up a user name in InDesign so the software knows what changes you made Each person should set up a user name in his or her copy of InDesign To do so, choose File ➪ User to open the User dialog box Enter a name for yourself, choose your preferred color from the Color popup menu, and then click OK

Next, you need to enable tracked changes for the current story First select a text frame containing the story you want to track changes in using the Selection, Direct Selection, or Type tool Then, in the Track Changes panel (choose Window ➪ Editorial ➪ Track Changes), click the Enable Track Changes in Current Story iconic button or choose Enable Track Changes in Current Story in the flyout menu You can also choose Type ➪ Track Changes ➪ Track Changes

To turn on tracked changes for all stories in the open documents and in any documents you create, choose Type ➪ Track Changes ➪ Enable Track Changes in All Stories or choose Enable Track Changes in All Stories in the Track Changes panel’s flyout menu

For InDesign to show you revisions from your original Microsoft Word file (if you used its changes-tracking feature), you must have selected the Track Changes option in the Import Options dialog box when you first placed the text file, as explained in Chapter 17

Note

The Enable Track Changes in All Stories option is in effect only for documents already open and for documents you create in that same session of InDesign Any documents you open later in that session won’t have tracked changes turned on unless you turned tracked changes on for them previously in that same session When you exit and reopen InDesign later, the track changes feature is turned off — you must turn it on each time you use InDesign n

Figure 24.1 shows the Track Changes panel and its flyout menu

Now, any deletions and insertions you make to text while working in the layout are tracked, as are

occurrences of moved text Note that formatting changes are not tracked.

To actually see the tracked changes, you must view the text in a Story Editor window To do so, select a text frame whose tracked changes you want to see with the Selection, Direct Selection, or Type tool, then open the Story Editor (choose Edit ➪ Edit in Story Editor or press Ô+Y or Ctrl+Y)

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You’ll see the highlighting for added and deleted text in the Story Editor window, as well as the change bars letting you know what lines have changed text (You can change how this highlighting appears in the Track Changes pane of the Preferences dialog box, as Chapter 3 explains Choose InDesign ➪ Preferences or press Ô+K on the Mac, or choose Edit ➪ Preferences or press Ô+K in Windows, to open the Preferences dialog box.)

To see the details on the tracked changes displayed in the Story Editor, you need to have the Track Changes panel open (choose Window ➪ Editorial ➪ Track Changes) The panel shows who made the change, when the change was made, and the type of change (addition, deletion, or moved text)

in whatever text is currently selected or within which the text cursor is located

Show/Hide ChangesAccept ChangeReject Change

User Name

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Working with changed text

You can do more than see changes and who made them in the Story Editor and Track Changes panel You can decide whether to accept or reject the changes Accepting a change means to remove the indicators that the text was added, deleted, or moved, making it appear as if it were part of the original story Rejecting a change means to undo the change, as if it never happened

The Track Changes panel is the best place to do so, though you can also use the Type ➪ Track Changes menu’s options (they match the options in the Track Changes panel’s flyout menu)

Most of the time, you’ll use the iconic buttons in the Track Changes panel, as shown in Figure 24.1, to navigate through the changes and accept or reject them

Tip

If you Option+click or Alt+click the Accept iconic button, InDesign moves to the next change for you after accepting the current change Similarly, Option+clicking or Alt+clicking the Reject iconic button moves to the next change for you after rejecting the change.

Also, you can use the shortcut Ô+Page Up or Ctrl+PgUp to navigate to the previous change and the shortcut Ô+Page Down or Ctrl+PgDn to navigate to the next change n

For faster acceptance or rejection of changes, you can use the Track Changes panel’s flyout menu options (or the Type ➪ Track Changes menu’s options) to accept or reject all changes, or accept or reject all changes by the user who made the current change Submenu options let you decide whether to accept or reject these changes in the current story only or in all stories in the current document

There’s one other option to note for tracked changes, which is found in the Track Changes pane of the Preferences dialog box (see Chapter 3): Include Deleted Text When Spellchecking If selected, this option tells InDesign to check the spelling of deleted text (the idea being that if you restore the deletion you want to make sure it is correctly spelled); if this option is deselected, InDesign ignores deleted text while spell-checking (Chapter 19 explains how to spell-check in InDesign.)

Setting Up Workgroup Assignments

InDesign comes ready out of the box to work with the InCopy workgroup editing add-on software, from which users can work on specific stories in the layout as you work in InDesign on the layout

as a whole

Identifying the user

The first thing you should do if you plan to use the InCopy features within InDesign is to set up your user name so that InCopy can track every change you make (If you use the tracked-changes feature in InDesign, you would already have set up a user name.) Choose File ➪ User to open the

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User dialog box Enter a name for yourself and choose your preferred color from the Color popup menu (InDesign and InCopy use the same colors to help you quickly identify who made specific changes.) Then click OK

Preparing story files for InCopy

Before an InCopy user can work on a layout, an InDesign user has to InCopy-enable that layout

You can do that in two ways: Use the Assignments panel or export individual stories as InCopy files

You should use the Assignments panel as the primary mechanism because it gathers all files into one convenient group — an assignment — that is associated to this layout You can create multiple assignments for the layout, grouping stories based on who should work on them or whatever divi-sion makes sense for your workflow

Exporting InCopy files directly makes more sense when you want to share a specific story with an InCopy user, rather than have that user work on stories within the InDesign layout file itself (where inadvertent damage could be caused to other parts of the layout) It’s essentially the same concept as sending an RTF file for an editor to work on in Word, except that an InCopy story retains all the InDesign text formatting so that it can more easily be brought back into the layout

However, stories you export this way are still available in the Assignments panel, so it’s not a pletely either/or approach between using the Assignments panel to create assignments versus exporting InCopy files I prefer starting with the Assignments panel because I find it a simpler way

com-to work

Either way, an InCopy user can open an assignment and work on the text within a replica of the layout, to understand the relationships among stories and space constraints, for example Yet that InCopy user cannot modify the layout or graphics, so designers don’t have to worry about unex-pected or accidental changes

Creating story assignments

To create a new assignment, choose New Assignment from the Assignment panel’s flyout menu

You see the New Assignment dialog box (see Figure 24.2) in which you name the assignment, enter who the text is assigned to and what color icon is associated with the assignment, establish a default location for all InCopy stories associated with that assignment, and determine what layout frames (and thus stories) are available to the InCopy user working on the assignment

The four options related to layout frames are important to understand The three radio buttons in the Include section do the following:

l Placeholder Frames: The InCopy user sees just the layout “hole” containing the assigned

stories’ text; this provides the least visual context but keeps the file small

l Assigned Spreads: The InCopy user sees all spreads on which the story in the assignment

exists Other spreads are excluded, helping keep the file size manageable All objects on

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those spreads, except for those containing stories in the assignment, are locked so that the InCopy user cannot modify them (This applies to text frames, not just graphics, lines, and

so on.)

l All Spreads: The InCopy user sees the entire layout, providing the maximum content and

the largest file size, but all objects other than those text frames containing stories in the assignment are locked

FIGURE 24.2

The New Assignment dialog box (left) and the Assignments panel and flyout menu (right)

Unlink ContentNew AssignmentCheck in/Out SelectionUpdate Content

There’s a fourth option, the Linked Image Files When Packaging check box When selected, this option provides links to the source images, for maximum display quality (The InCopy user has to have access to those files, such as by using the same server.) If this option is not selected, the InCopy user gets only a low-resolution preview; typically, you deselect this option when the InCopy user will not have access to the graphics files, and so having a low-resolution preview is better than having no preview at all

When you create an assignment, InDesign creates an assignment file (with file name extension of icma) that contains all the relationships of the stories to the layout and to each other

You can modify an assignment’s settings by choosing Assignment Options from the flyout menu

The Assignment Options dialog box is identical to the New Assignments dialog box

In addition to setting the default location for an assignment, you can also change an assignment file’s location by selecting the assignment and choosing Change Assignment Location in the flyout menu In the Select the New Location dialog box, choose a new folder and/or drive for the file and then click Save This is useful when working in a networked environment so that you can place the

Chapter 24: Workgroup Editing

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Tip

To quickly see where an assignment file is, select it in the Assignments panel and choose Reveal in Finder (Mac)

or Reveal in Explorer (Windows) from the flyout menu to open the folder on your computer You can also choose Reveal in Bridge to open the Bridge program and have it open the folder for you n

Adding stories to assignments

An assignment by itself is an empty shell It is useful only when it contains stories To add a story

to an assignment, select it (its frame or any of its text) and then choose Add to Assignment from the Assignments panel’s flyout menu (If you want to create a new assignment at the same time, just choose Add to Assignment ➪ New from the flyout menu.) You can also add a story by selecting anywhere in its text frame and choosing Edit ➪ InCopy ➪ Add Selection Figure 24.2 shows the Assignments panel with some stories in it

A story can have multiple assignments, to help you organize access to the constituent files based on whatever criteria you have For example, you might create an assignment called Headlines and place the text of all headline-containing frames into that assignment to make them available as a group for use by a headline writer

Note

InDesign assignments, as well as exported InCopy story files, can include graphics n

Exporting InCopy story files

The other way to add stories to an assignment is to export the stories from InDesign to separate InCopy story files (InCopy story files have a file name extension of icml.)

To export stories, choose Edit ➪ InCopy ➪ Export and then select from the submenu what you want to export: Selection, Layer, All Stories, All Graphics, and All Graphics and Stories (A story is all text in a text frame or path and any frames and/or paths linked to it.) After navigating to the folder where you want to store the InCopy file, click Export and then click OK (If you have not provided a user name already, you must do so.)

However, be careful when exporting all stories This option likely won’t act as you expect That’s

because by story, InDesign means any text in any text frame So, if your headlines are in separate

frames and not linked to their body copy frames, the headlines will each be a separate story Ditto for any captions or text in figures This can create dozens of files in your project folder So it’s usually better not to choose Export All Stories and instead export each story individually that you want to be editable

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