The Adobe® InCopy® CS2 Book [Electronic resources] نسخه متنی

Exporting to PDF

When you're writing or editing with InCopy, it's typical for team members to also have InCopy so they can use the same file formats, editing tools, dictionaries, and so on. However, there are times when you need someone to read or approve a document who doesn't necessarily have to edit the story or doesn't use InCopy. In these cases, Adobe PDF is the best interchange file format because virtually every computer user can view PDF files with the free Adobe Reader. You can also rest assured that a PDF will always look the same for different users on different computer platforms. If they don't have the free Adobe Reader, they can download the latest version for free from [www.adobe.com/reader]. To export a PDF from InCopy, choose File > Export and select Adobe PDF from the Format pull-down menu.

As in the Print dialog, you can choose between Layout view and Galley & Story view when exporting PDF. Choose Galley & Story View to get started. All of the export options are the same as those described previously in the Print dialog, so choose your preferred settings as if you were printing (Figure 5.14). If you want to see the final PDF automatically as soon as the export is complete, enable View PDF after Exporting at the bottom of the PDF Export dialog.

If you'd rather export a PDF that shows your story in the context of the layout, choose Layout in the View pull-down menu and choose which pages to export (Figure 5.15). The rest of the options are virtually identical to the print options as already described, with one noteworthy exception: the ability to Include Notes as Annotation. This option converts InCopy notes to PDF comments so the notes can be viewed in Adobe Acrobat or Adobe Reader. We're convinced the world would be a better place if every writer and editor used InCopy. Until that happens, the ability to convert InCopy notes to PDF comments means that anybody, even people without InCopy, can read these notes. This can be helpful if you're using a PDF commenting and review process in addition to or in lieu of the InCopy track changes process.

One more option for exporting PDF from InCopy that you should be aware of is the ability to assign security to the exported files. This is a reliable way to share files and at the same time ensure that only people with the appropriate permission can view the story. Click the Security Settings button at the bottom of the PDF Export dialog, and the Security dialog box opens (Figure 5.16). Enable the Password Required to Open Document option and enter a password in the Document Open Password field. Because the password shows as bullet characters when you type it, InCopy will prompt you when you click Save to verify the password by re-typing it.