# InDesign CS5 Bible- P13

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## InDesign CS5 Bible- P13

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InDesign CS5 Bible- P13: InDesign is a powerful tool that serves as the standard program for professional layout and design. The latest version boasts a variety of updates and enhancements. Packed with real-world examples and written by industry expert Galen Gruman, this in-depth resource clearly explains how InDesign CS5 allows for better typography and transparency features, speedier performance, and more user control than any other layout program.

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## Nội dung Text: InDesign CS5 Bible- P13

1. Chapter 23: Using Special Characters Character Mac Shortcut Windows Shortcut Measurement Foot (') Control+' Ctrl+' Inch (") Control+Shift+' Ctrl+Alt+' Mathematics 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 Infinity (∞) Option+5 Not supported Division (÷) Option+/ Alt+0247 Root (√) Option+V Not supported Greater than or equal to (≥) Option+> Not supported Less than or equal to (≤) Option+< Not supported Inequality ( ≠ ) Option+= Not supported Rough equivalence (≈) Option+X Not supported Plus or minus (±) Option+Shift+= Alt+0177 Logical not (¬) Option+L Ctrl+Alt+\ or Alt+0172 Per mil (‰) Option+Shift+R Alt+0137 Degree (°) Option+Shift+8 Alt+0176 Function (ƒ) Option+F Alt+0131 Integral (∫) Option+B Not supported Variation (∂) Option+D Not supported Greek beta (β) Option+S not supported Greek mu (μ) Option+M Alt+0181 Greek Pi (∏) Option+Shift+P Not supported Greek pi (π) Option+P Not supported Greek Sigma (∑) Option+W Not supported Greek Omega (Ω) Option+Z Not supported Miscellaneous Apple logo (Ú) Option+Shift+K Not supported Light (¤) Not supported Ctrl+Alt+4 or Alt+0164 Open diamond (◊) Option+Shift+V Not supported Cross-Reference When you’re searching and replacing text via the Find/Change dialog box, InDesign uses codes to indicate spe- cial symbols and lets you paste the symbol into its Find What and Change To fields. Chapter 19 covers this in more detail. n 555
2. Part V: Text Fundamentals 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). On-Screen Special Characters 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. 556
3. Chapter 23: Using Special Characters 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 cre- ators have created a flexible panel, the Glyphs panel, to access special symbols and characters in any font. 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 in Zoom 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. 557
5. Chapter 23: Using Special Characters 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 Glyph Sets folder within the Presets folder that in turn resides within the folder contain- ing the InDesign application. Just copy these files to other users’ Glyph Sets 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 559
6. Part V: Text Fundamentals 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. 560
7. Chapter 23: Using Special Characters 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 appear- ance. Although word processors offer some of these characters, InDesign goes way beyond what most people even know exists. 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 essen- tially is a nonbreaking en space. The regular nonbreaking space is the one you’ll use 99 percent of the time. 561
8. Part V: Text Fundamentals Fixed-width spaces Fixed-width spaces keep their size intact no matter how much InDesign adjusts regular spaces elsewhere in your text as part of its text-flow and composition decisions. The three most common fixed-width spaces are the em space (the width of a capital M, which also happens to be the same width as the type size), the en space (the width of a capital N, which hap- pens to be half the width of an em space), and the thin space (the width of a lowercase t, which 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 frac- tions of an em space’s width. 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). 562
9. Chapter 23: Using Special Characters TABLE 23.2 Shortcuts for Spaces, Dashes, Hyphens, and Quotes Character Mac Shortcut Windows Shortcut Em space ( ) Shift+Ô+M Ctrl+Shift+M En space ( ) Shift+Ô+N Ctrl+Shift+N Thin space ( ) Option+Shift+Ô+M Ctrl+Alt+Shift+M Nonbreaking space Option+Ô+X Ctrl+Alt+X Em dash (—) Option+Shift+– Alt+Shift+– or Alt+0151 En dash (–) Option+– Alt+– or Alt+0150 Nonbreaking hyphen Option+Ô+– Ctrl+Alt+– Discretionary hyphen Shift+Ô+– Ctrl+Shift+– “ (open double quote) Option+[ Shift+Alt+[ ” (closed double quote) Shift+Option+[ Shift+Alt+] ‘ (open single quote) Option+] Alt+[ ’ (closed single quote) Shift+Option+] Alt+] " (keyboard double quote) Option+shift+' Ctrl+Alt+' ' (keyboard single quote/apostrophe) Ô+' Ctrl+'  (keyboard open single quote)   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 Caution Microsoft Word has a default setting that converts two hyphens to an en dash (–) rather than an em dash (—), which is simply wrong typographically. Chapter 17 explains how to handle this. n 563
10. Part V: Text Fundamentals Spacing Em Dashes — or Not 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. 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 564
11. Chapter 23: Using Special Characters 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 sym- bols. InDesign supports 27 languages and 12 additional variants no matter what version you use. Those language-specific editions from Adobe and WinSoft provide the user interface in a local lan- guage, but all are multilingual when it comes to the text they handle. 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 565
12. Part V: Text Fundamentals 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 Character Mac Shortcut Windows Shortcut acute (´)* Option+E letter ' letter cedilla (¸)* see Ç and ç ' letter circumflex (ˆ)* Option+I letter ^ letter grave ()* Option+ letter  letter tilde (~)* Option+N letter ~ letter trema (¨)* Option+U letter " letter umlaut (¨)* Option+U letter " letter Á Option+E A ' A or Alt+0193 á Option+E a ' a or Alt+0225 566
13. Chapter 23: Using Special Characters Character Mac Shortcut Windows Shortcut À Option+ A  A or Alt+0192 à Option+ a  a or Alt+0224 Ä Option+U A " A or Alt+0196 ä Option+U a " a or Alt+0228 Ã Option+N A ~ A or Alt+0195 ã Option+N a ~ a or Alt+0227 Â Option+I A ^ A or Alt+0194 â Option+I a ^ a or Alt+0226 Å Option+Shift+A Alt+0197 å Option+A Alt+0229 Æ Option+Shift+ Alt+0198 æ Option+ Alt+0230 or Ctrl+Alt+Z Ç Option+Shift+C ' C or Alt+0199 ç Option+C ' c or Alt+0231 or Ctrl+Alt+, Ð Not supported Alt+0208 đ Not supported Alt+0240 É Option+E E ' E or Alt+0201 é Option+E e ' e or Alt+0233 È Option+ E  E or Alt+0200 è Option+ e  e or Alt+0232 Ë Option+U E " E or Alt+0203 ë Option+U e " e or Alt+0235 Ê Option+I E ^ E or Alt+0202 ê Option+I e ^ e or Alt+0234 Í Option+E I ' I or Alt+-205 í Option+E i ' i or Alt+0237 Ì Option+  I  I or Alt+0204 ì Option+ i  i or Alt+0236 Ï Option+U I " I or Alt+0207 ï Option+U i " I or Alt+0239 Î Option+I I ^ I or Alt+0206 î Option+I i ^ I or Alt+0238 Ñ Option+N N ~ N or Alt+0209 ñ Option+N n ~ n or Alt+0241 continued 567
14. Part V: Text Fundamentals TABLE 23.3 (continued) Character Mac Shortcut Windows Shortcut Ó Option+E O ' O or Alt+0211 ó Option+E o ' o or Alt+0243 or Ctrl+Alt+O Ò Option+ O  O or Alt+0210 ò Option+ o  o or Alt+0242 Ö Option+U O " O or Alt+0214 ö Option+U o " o or Alt+0246 Õ Option+N O ~ O or Alt+0213 õ Option+N o ~ o or Alt+0245 Ô Option+I O ^ O or Alt+0212 ô Option+I o ^ o or Alt+0244 Ø Option+Shift+O Alt+0216 ø Option+O Alt+0248 or Ctrl+Alt+L Œ Option+Shift+Q Alt+0140 œ Option+Q Alt+0156 Þ Not supported Alt+0222 þ Not supported Alt+0254 ß Option+S Ctrl+Alt+S or Alt+0223 ∫ Option+B Not supported Š Not supported Alt+0138 š Not supported Alt+0154 Ú Option+E U ' U or Alt+0218 ú Option+E u ' u or Alt+0250 or Ctrl+Alt+U Ù Option+ U  U or Alt+0217 ù Option+ u  u or Alt+0249 Ü Option+U U " U or Alt+0220 ü Option+U u " u or Alt+0252 Û Option+I U ^ U or Alt+0219 û Option+I u ^ u or Alt+0251 Ý Not supported ' Y or Alt+0221 ý Not supported ' y or Alt+0253 Ÿ Option+U Y " Y or Alt+0159 ÿ Option+U y " y or Alt+0255 Ž Not supported Alt+0142 ž Not supported Alt+0158 568
15. Chapter 23: Using Special Characters Character Mac Shortcut Windows Shortcut 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. European Languages and Accented Characters Using accents in foreign words is great, but many Americans use them incorrectly, which is embarrass- 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. 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. continued 569
16. Part V: Text Fundamentals 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. Summary 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. 570
17. Part VI Business Document Fundamentals IN THIS PART Chapter 24 Workgroup Editing Chapter 25 Setting Up Tabs and Tables Chapter 26 Using Automatic and Custom Text Chapter 27 Working with Footnotes, Indexes, and TOCs
18. CHAPTER Workgroup Editing P ublishing is almost always a workgroup activity involving writers, edi- tors, copy editors, layout artists, and production editors. Even when a IN THIS CHAPTER person has multiple roles, most publications still involve multiple Working with tracked changes 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 Preparing documents for space. workgroup editing That back-and-forth is more effective if you can track the changes made at Working with story assignments 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, Using the InCopy program 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. 573
19. Part VI: Business Document Fundamentals 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). 574