Adobe InCopy CS2 - How to Place Non-native Documents into InCopy

Learn about placing non-native documents into InCopy in this Adobe InCopy CS2 training video.

Video Transcription

Okay, I am going to go ahead and quit Word now that we have seen that comparison and see how well that worked out and get back to InCopy. The first option that we looked at was opening those Word documents. But, there is another way to work this out. That would be to place the Word document or text document or an RTF file inside an existing InCopy document. I am going to go ahead and close the file and chose File Open and select in this case another file that is in your Lesson Two Project File Folder and that is called Featured Template. Now there is fairly not that much excitement about this template except when you click Open, you will notice that we have a couple paragraph styles already defined for us. They include body, body line and subhead. Now what is important about this is to understand how the styles are mapped when we place a Word document using File Place. We will select that same portraits.doc file and instead of just clicking Open, I am going to make sure we choose Show Import Options. Now let us click Open and now, you see this huge dialog box again. But now, this time, we get to access to all of the features. So the things we reviewed before in terms of what is to include, how to deal with typographers’ quotes and page breaks and so on, all of that still exists. But this time, we are going to have control over this bottom options. So remember, the first option is to completely remove all of the styles in formatting. The second option is to preserve the styles in formatting and the import style’s automatic sectioned is enabled by default. And this allows you to choose how the Word styles are imported, paragraph and character styles when compared with the InCopy definitions. So the default is to use the InCopy style definition if there is a conflict. Another option is to redefine the InCopy style based on your text style definitions in Microsoft Word. You can do that but I would suggest you should have a really good reason for doing that because that could have big implications for not only your InCopy document but eventually your InDesign layout. It is very rare that somebody will have their InDesign layout be determined by the textiles in Microsoft Word. So it is there but you will probably not going to use it. Then there is auto rename and this allows the styles in your InCopy document and the styles in your Word document to co-exist. What will happen is the styles in our Word document will be imported and renamed just a little bit. It allows WRD1 to the end of the filename so that you know it came from Microsoft Word. In most cases, you will just use the InCopy style definition. But, for the folks who really, really want control, the very last option is where the secret is. What you want to do is customize the style import using the New Style Mapping feature. This is very important if you are a writer or an editor dealing with copy maybe from a freelancer who submits copy in Microsoft Word and they use character and paragraph styles in the Word document but they do not unfortunately match what you use an InCopy and InDesign and the rest of your publishing workflow. So click Style Mapping, and now we will open up the Style Mapping dialog box. What you get to do here is select the Microsoft Word styles in the left and map those to InCopy styles in the right. So for example, if something has no paragraph style and maybe you want to map that to body, Normal paragraph style, maybe you want to map that to body as well and you will see that InCopy is pretty smart because if there are matching style names for example, subhead in the Word document matches subhead in the InCopy document, those will be mapped automatically. Additionally, we will set up the normal style and make that map to body. Everything is mapped. All of the conflicts have been eliminated and now, we click okay. Now before we are done, we want to remember to use presets because not only can we say preset for all the include options but we can also save presets then include the style mapping information. Now style mapping is not that complicated but if