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PRESENTATIONS } Copy and Paste Deep Dive } InFocus } InReview: MasterPlan WORK OCTOBER 2018 / ISSUE #114

5 20 Copy and Paste A collection of the most important and Sandee Cohen takes a deep dive into two of the informative articles from InDesignSecrets Building Presentations most fundamental commands and comes up with in InDesign some gems. 47 How-to Video: Using Based On Styles 47 Poll Results: Creative Cloud Use Mark Heaps shows how to craft 29 InFocus 48 Million Dollar Mistake presentations that are both Erica Gamet delivers another bunch of cool stuff beautiful and memorable. for InDesign users. in Text Formatting 37 InReview: MasterPlan WORK 49 How-to Video: Delete Extra Spaces Keith Gilbert reviews an impressive solution offering a birds-eye view of the status of a in Text publication, any time, anywhere. 49 This Month in InDesign Articles, 54 InDex to all Past Issues August 2018 INDESIGN MAGAZINE / OCTOBER 2018 50 How-to Video: Make Curly Quotes 50 Perfect Strokes on Outlined Text 51 The Case of the Green Stop Sign Contest Answer and Winner 53 How-to Video: Using Bookmarks to Navigate Long Documents 53 How-to Video: Distributing Tabs Evenly

FROM THE EDITOR IN CHIEF We didn’t intentionally Next up, Sandee Cohen takes a deep dive }}PUBLISHERS plan to do a cover article on into two of the most commonplace commands presentations in the same in InDesign: cut and paste. You’re probably David Blatner, Anne-Marie Concepción month as Halloween, but it wondering how could there be enough to say would be fitting if we had. about cut and paste to fill a whole article. But }}EDITORIAL Why? Because numerous Sandee is better than anyone I know at taking studies have shown that speaking in public is a fresh look at the basics to find new and inter- Editor in Chief one of the things that frightens people the most. esting angles worth exploring. Mike Rankin, [email protected] Forget about Freddy and Jason—a microphone Managing Editor and audience are what really terrifies folks. Then, the one and only Erica Gamet is back Wendy Katz, [email protected] As someone who has been speaking in front with another InFocus full of cool stuff, including Contributing Writers of large audiences for years, I know that the key fonts, scripts, books, and add-ons to inspire, Mark Heaps, Sandee Cohen, Erica Gamet, to quelling those fears is preparation. You have assist, and amuse you. Keith Gilbert to put in the time to know your material, under- stand your audience, polish your delivery, and Keith Gilbert reviews MasterPlan WORK, a }}DESIGN craft your visuals. A well-designed slide deck powerful solution for streamlining publishing can be your greatest ally when you’re up in the workflows. With it, you can bring your proofing Template by Pamela Sparks spotlight. So I’m delighted that we have a master and review process into the 21st century, of presentation design, Mark Heaps, on hand dispensing with the old-fashioned methods of }}BUSINESS to guide you through the process of creating distributing and collecting feedback via PDFs. a great presentation. In this month’s feature Contact Information article, Mark draws on a wealth of experience And as always, we wrap things up with the to help you decide if InDesign is the right tool Best of the Blog to bring you all the best articles Subscription Information for the job, what kinds of slides you need, and and videos from InDesignSecrets. how to achieve the maximum impact with your audience. Enjoy! Published by, a division of The Creative Publishing Network, Inc. Copyright 2018 All rights reserved. Reproduction and redistribution prohibited without approval. For more information, contact [email protected]. InDesign Magazine is not endorsed or sponsored by Adobe Systems Incorporated, publisher of InDesign. InDesign is a registered trademark of Adobe Systems Incorporated. All other products and services are trademarks or registered trademarks of their respective owners and are hereby acknowledged. ISSN 2379-1403 The HOW-TO Conferences for CreativePros | SEATTLE | JUNE 10-14, 2019 4 INDESIGN MAGAZINE / OCTOBER 2018

BUILDING PRESENTATIONS IN BY Mark Heaps INDESIGN InDesign wasn’t made for presentations… or was it?! INDESIGN MAGAZINE / OCTOBER 2018 5

InDesign is a wonderful presentations. They also have BUILDING PRESENTATIONS IN INDESIGN application that over the years a full range of features for the has adapted to its users’ many presenter to use while serving PRESENTATION MODE needs and desires. What was slide designs to an audience— once a simple layout applica- things like Presenter View, In InDesign, you can choose View > Screen Mode > Presentation tion for magazines and books Timers, Speaker Notes, and so (or press Shift+W when not editing text) to enter a full-screen has turned into a tool that can on. InDesign has a Presenta- display mode that hides all tools and other interface items. You publish to the web, generate tion Mode, but that’s about it. can navigate from page to page with the keyboard arrows or Page interactive PDFs, and more. However, I still think you should Up/Down keys. Unfortunately, Presentation Mode doesn’t let us However, making presentations consider InDesign as a viable experience any page transitions or object animations. Each page (often called “slide decks”) is one option for presentation design is treated as a static, fixed-screen experience. design task few people think to jobs, for several reasons. use InDesign for. I think it’s time 6 to change that, because InDesign Use what you know. Regard- can be a very powerful tool less of what kind of project for presentation design, as I’ll you’re working on, you’ll be more explain. efficient using the tools you know best. So why wrestle with InDesign Is Not unfamiliar programs if you don’t PowerPoint… and That’s OK need to? You’ve probably also developed skills in other Creative One thing we have to acknowl- Cloud apps that are seamlessly edge right away is that InDesign integrated with InDesign—which is not PowerPoint or Keynote. leads me to my second point. These industry standard applica- tions were built from the ground Photoshop and Illustrator. In up for the purpose of crafting my opinion, the single biggest INDESIGN MAGAZINE / OCTOBER 2018

BUILDING PRESENTATIONS IN INDESIGN advantage InDesign has over or Keynote slide. But of course, Olympic-sized pool, then Power- FIGURE 1. CC Libraries are a great place PowerPoint and Keynote is its when you’re using InDesign Point is more like a backyard to store presentation assets. connection to Illustrator and you have all kinds of options kiddie pool. Yes, there are some Photoshop. Simply put, there for integrating vector and raster techniques in both PowerPoint isn’t a built-in connection with artwork into your designs, and Keynote that let you take those traditional presentation without having to invest in extra advantage of styles for format- tools. With them, you’ll feel like software. ting, but it’s nothing compared you stepped into a time machine to the power and flexibility of and are working with a page- Leverage Creative Cloud character styles, object styles, layout program from 20 years Libraries. CC Libraries are great and paragraph styles that you ago. You can’t place Photoshop for storing and sharing brand probably take for granted as an and Illustrator native files into assets like logos, graphics, colors, InDesign user (FIGURE 2). PowerPoint or Keynote and and text styles—all of which maintain a live link to the art you may need to construct your For example, once I worked files. Even worse, PowerPoint presentation (FIGURE 1). As long as on a presentation for a large and Keynote don’t understand you have an internet connec- commercial real estate developer. editable vectors from Illustrator tion, you know you’ll be able They had a presentation for their the way InDesign does. There are to access the right assets. Even some workarounds on Windows, better, searching for stock assets FIGURE 2. Character but on the Mac side, you’re out and collaborating with others styles offer much of luck. Fortunately, Recosoft on those graphics through CC more formatting recently addressed this problem Libraries is great, and we can’t do by releasing IR2Office. It allows that with traditional presentation power and flexibility you to export from Illustrator apps. than you get in the (oddly, the “IR” in the product name) directly to a PowerPoint Harness the power of styles. dedicated presentation If the depth of formatting applications. options in InDesign is like an INDESIGN MAGAZINE / OCTOBER 2018 7

BUILDING PRESENTATIONS IN INDESIGN FIGURE 3. Publish Online can make your presentations easily available to investors to show all the floor with users “out in the field” like your audience. plans for the various room types salespeople and distributors. in a large multistory building. A PDF of a presentation gives INDESIGN MAGAZINE / OCTOBER 2018 After painstakingly drawing all them the information they need the floor plans for the presen- in a way that is very stable and tation in Illustrator, then trans- reliable on almost any platform ferring them to PowerPoint, I or operating system, including was informed by the Creative mobile devices. And, as you Director that my line weights know, InDesign is really good at were “too bulky and dark.” They making PDFs. wanted something lighter in weight and in tone. So, I had no Output to the Web with choice but to go slide by slide, Publish Online. The ability to selecting each drawing (or parts easily output a presentation to of it), and making those adjust- the web with Publish Online can ments. In InDesign, I could have also be a great benefit (FIGURE 3). used an object style for the floor Not only does Publish Online plans and updated that style to support all the interactive fix them all. features available in InDesign (including animation), it also You’re going to need a PDF makes the presentation easy anyway. If you’re designing a to distribute, since it’s acces- presentation for someone else, sible to anyone with the URL. you may be asked to deliver a Furthermore, if you have to PDF instead of a PowerPoint or make changes to the presen- Keynote file. This is an increas- tation, the same URL can still ingly common request, especially be used, so version control is 8

BUILDING PRESENTATIONS IN INDESIGN automatic. There’s no need to HTML5 PRESENTATIONS and you are already a confident send out email updates with file InDesign user, then you should attachments, and no worries that You can export presentations built in InDesign to PDF, fixed- design in InDesign. If not—that someone might be viewing an layout EPUB, or Publish Online. But there’s one more format you is, if you’re creating a document old version of the presentation. might consider: HTML5. With the help of a free script such as this that others need to tweak and In theory, Google Slides would one, or the commercial tool in5 from Ajar Productions, you can update—then you might have to offer the same benefits. But in export HTML (and CSS and JavaScript) from InDesign that looks use an application that everyone reality, the story is different. almost exactly like your original page. This else on the team has and knows, Google Slides is extremely limited means you can “play” your presentation on and that’s probably going to be in what it can do with media and any device that has a web browser. And PowerPoint. some basic design tasks. I have your files don’t have to be on the Web; you spent hours tweaking graphics can play them from a local folder if you’re Will the slides be shared after in Google Slides to get the same offline. The in5 plug-in maintains your animations and layouts, the presentation? If the slides results that would take just a few and even allows additional features, such as very cool page tran- will be shared, a PDF makes minutes in InDesign. sitions, slide builds (where just one bulleted paragraph appears a great digital “leave behind” per click), and full-screen mode (to hide the browser interface). that is also perfect for printing. Key Considerations PDFs can also be uploaded to The folks at CreativePro Week used in5 for their intersession slide LinkedIn’s Slideshare service At this point, you might be show this year, and it was a big success. As co-host David Blatner (so can PowerPoint files). starting to envision using recently said, “PowerPoint and Keynote are great, but honestly InDesign for your next presen- I loved just creating all the slides in InDesign, exporting directly Will someone else need to tation. If so, awesome! But first, to HTML5, and running them full-screen in a browser. It was access the content on your here are a few questions you awesome.” slides? This can be a significant need to answer. problem, and may even be a deal breaker. Presentations are Will you have full control often cannibalized for partic- over the creation of the presen- ular slides that are then edited tation? If the answer is Yes, into another presentation or INDESIGN MAGAZINE / OCTOBER 2018 9

BUILDING PRESENTATIONS IN INDESIGN document. Unfortunately, most what software you’re using to The goal here is to quickly consistency, anchoring those folks in the business world don’t build your deck. teach your audience where fixed-position items needs to have an Adobe Creative Cloud things will be throughout the be done with surgical precision. license or the applications that Overall, it’s helpful to think presentation experience. That The title and subtitle should not come with it. of the design and content in way, they can more quickly shift position at all when the your presentation as a “Signal engage with the content without presenter clicks to the next slide. But all is not lost, because vs. Noise” experience for the having to review the whole This means making sure the there are ways of sharing your audience. That means that you screen each time a new slide placeholder text frame has the InDesign documents with choose designs, layouts, and appears. same size and position and that business users in a format they colors in a way that the audience the text formatting is entirely can use. For example, Acrobat can rapidly ingest content In short, consistency can be consistent. Lucky for you, this can export to a PowerPoint without getting distracted a powerful tool. And for true format. And, if you want a more because they always know direct approach, third-party exactly what to look at. developer Recosoft also has a plug-in called ID2Office, which Fixed-position items can export InDesign documents to PowerPoint, Keynote, or even You should start with stan- Word. dardized elements that can be the foundation of your design Presentation Essentials template. These are: }} Title There are some norms you should follow when building }} Subtitle presentations that are essential for effective communication and }} Page number a positive audience experience. These are relevant no matter }} Footer }} Grid for aligning content in the main body area INDESIGN MAGAZINE / OCTOBER 2018 10

is easily achievable with the use }} Agenda Slide. This should BUILDING PRESENTATIONS IN INDESIGN of styles and master pages in contain at least 5 points. Try InDesign. So unify your align- to make it interesting and 11 ments, spacing, and distribution not resemble a typical bullet of content types so they all fall content slide. Using two on a grid like you learned in columns helps, in case there Design Theory 101. are long descriptions between each agenda item. Consider Of course, you need to be using numbers or flags for careful with overusing these each item to differentiate the elements (see “No-nos,” below). agenda items from a typical bullet slide. Slide types }} Main Body Slide. This is Here’s a list of the slide types the one that you’ve seen that you should have readily thousands of times in Power- available for any presentation. Point or similar applications. You aren’t required to use them It includes a title, possibly a all, but they are certainly handy subtitle, and then a large body to have. area with text. In traditional }} Title Slide. At a minimum, this presentation apps it can also be used to show a chart, table, should include the topic of the image, movie, or some other presentation and presenter (or element. This reference frame host) name. Some title slide should also act as the outer templates will also have a frame for the design grid you subtitle line. This can be used for a department name, date, time, and so on. INDESIGN MAGAZINE / OCTOBER 2018

BUILDING PRESENTATIONS IN INDESIGN use for all other slides, so there slide. Content does not flow is a sense of cohesion and from one column into the logic to your layouts. other. It can be used to tell a }} Two-Frame Slide. This is very compare/contrast story, or much like the Main Body Slide present two ideas as a pair. except that is has content in }} Three-Row Slide. Essen- two columns (usually preceded tially the same thing as the by a header) with a small Two-Frame Slide, but the gutter between them. The frames used to house the width of the gutter is usually content are spaced out in three less than the margin of the even rows. This gives you INDESIGN MAGAZINE / OCTOBER 2018 12

more width for longer phrases content frame. You can also BUILDING PRESENTATIONS IN INDESIGN while also providing some chop that frame up into a hierarchy. If you are animating grid (perhaps 5 columns and 13 a slide like this, it helps the 4 rows) for aligning various audience to see Row 1 first; assets so there is some order then the following rows can to all that abstract content. be loaded in “on click.” This Consistency from slide to slide allows the audience to focus in will help the viewer ingest the that moment without reading content quickly. past the speaker’s current }} Segue. The segue slide can talking point. be used as a chapter divider }} Title Only. Many slides are or to introduce a new topic abstract and custom in nature. or speaker. Additionally, it They might present a mixed will often be used to show a collage of company logos, quotation, a key takeaway, smaller text frames, or a chart or “big message.” This is a and a photo. In this situation good opportunity to play with it’s important to try and still some custom formatting. Use represent some alignment with really large type, a solid color the main content slides. So slide, or something else that even though this slide master breaks up the monotony of might only have a title/subtitle the system they’ve seen so on it, you should still use far. Whatever approach you guides to align to the boundary choose for segues, again, be frame of the Main Body Slide consistent. It’s through repeti- INDESIGN MAGAZINE / OCTOBER 2018

BUILDING PRESENTATIONS IN INDESIGN tion that you create a rhythm are more than three images. for your audience to follow. Use this slide to flesh out a }} Photo Slides. There are a deeper story, or represent a range of photo slides you case study more in depth. can include in a presenta- The third essential photo slide tion template, but three are is a “split layout” where a third essential. The first is a full- of the slide contains an image screen image slide, where the and the other two-thirds is picture takes over the entire used for text content. The space, and the speaker just message you want to convey tells the story of that single with the text is supported and image. It’s big, it adds color to enhanced by the image. If you the whole space, and the scale want to limit the presenter to is large and impactful. a smaller space (so they don’t The second type is a mosaic add too much unnecessary photo slide. This can be a grid copy), then split the space of your choosing, but take 50/50 between image and text. advantage of the grid system }} Blank Slide. Yes, a blank slide. you have used in your other Sometimes you just have to slides to decide where images place content on a slide that get cropped in the mosaic. This doesn’t require titles, subtitles, might have one big image on footers, or anything. It’s similar the left, and three images on to a Title Only slide, but no the right. The number doesn’t title is necessary. It seems silly, really matter as long as there INDESIGN MAGAZINE / OCTOBER 2018 14

BUILDING PRESENTATIONS IN INDESIGN but you’ll use it more than you different that lets them know found in a good presentation ASPECT RATIOS think. this is the end. You can use template, including a table }} Thank You Slide. You should a photograph, or a unique slide, a diagram/chart slide In the olden days (you know, have some form of closing layout, or possibly a different (or various types of charts more than 10 years ago), most slide readily available. Some colored background. It’s like each as a different slide), a presentations were built in a 4:3 designers use the segue slide the credits rolling in the timeline slide, a calendar aspect ratio, which worked fine format for this, or they’ll movie theater. That sense of slide, a case study slide, and with the projectors that were on replicate the Title Slide and completion is a reward for so on. the market at the time. Today, replace the title with “Thank the audience and shifts their however, most presentations are You” or “Q&A.” In my expe- focus. Charts, tables, and infographics delivered in meeting rooms that rience, it’s best to give the }} And the rest. There are many have flatscreen TV displays on audience something slightly other slides that might be Let’s talk for a moment about the wall. These almost always charts, tables, and info- have a 16:9 aspect ratio. So I graphics. These elements would suggest creating new are incredibly important presentation documents with the because the core story of “Web” intent, and then setting most business presentations the resolution to 1280 × 720 or is based on data. The sales 1920 × 1080. If you use these report, the financial report, sizes often, you can save them the operations roadmap, as Presets in the New Document audits of customers… the list dialog box or by choosing File > is endless. And as a designer, Document Presets. it’s your job to turn piles of data into something visual 15 and impactful. Your charts and tables should be crafted in a way that’s eye-catching and INDESIGN MAGAZINE / OCTOBER 2018

BUILDING PRESENTATIONS IN INDESIGN attractive, while at the same time making tools. Remember fitting the overall style of the CC Charts? That didn’t last presentation. long. And this is an ongoing problem, because so many And it’s more of a challenge documents nowadays, whether than you might think. It’s not they’re presentations, reports, enough to just look good. Your or books, need to include charts should be able to incor- powerful data-driven visual- porate last-minute data changes izations. Today, you’re pretty just before the speaker walks on much limited to drawing stage. charts in Illustrator the same way folks have done for years. Sadly (and surprisingly), Adobe has never given us great chart- But perhaps help is on the way. At the 2017 Adobe MAX conference, a prototype data-visualization tool nicknamed Project Lincoln was shown along with the other “sneaks” of work in progress. With this technology, the designer sketches the look of an infographic first and then binds the design to a data set. The result would be an instant, dynamic visualization that you can reshape on the fly. You can INDESIGN MAGAZINE / OCTOBER 2018 16

BUILDING PRESENTATIONS IN INDESIGN read more about Project Lincoln FIGURE 4. Page transitions are readily available to add in between slides. and watch the demo here. tions, and more, you can mimic in most presentations. These are The problem with animation Animations and transitions the most common and popular things like: and transitions built in InDesign object animations audiences are }} Fade has to do with the lack of Since the days of CS5, InDesign used to experiencing with tradi- support in most output formats. has offered basic animation tools tional tools. Check out issue #38 }} Push Animations work only in Fixed- and page transitions (FIGURE 4). and #98 to learn about creating layout EPUB and Publish Online. You can’t do anything too exotic, animations in InDesign. }} Wipe Transitions work only in PDF but that’s fine; an animation (and then, only when Acrobat doesn’t need to be exotic to be When it comes to page/slide }} Iris is in Full Screen mode). These impactful. I would argue that transitions, a few types are seen And, again, InDesign has tran- you need only a few key object animations for most slides of a sition effects similar to these. presentation: }} Fade in/out }} Float in/out }} Ease in/out }} Wipe in/out (horizontally or vertically) }} Zoom/Pop in/out }} Flip in/out There are similar animations to these available in InDesign. And with timing controls, path direc- INDESIGN MAGAZINE / OCTOBER 2018 17

BUILDING PRESENTATIONS IN INDESIGN SHOULD YOU NUMBER SLIDES? body area. This was really popular in the early 2000s and There is no requirement for including slide numbers. I think they’re just one of those elements that everyone we still see it pop up from time is so used to having that designers use them out of habit. The advantage to having slide numbers is that an to time. It can be an interesting audience member can use them to reference specific slides during Q&A. So I recommend that visual treatment, but inevi- in most cases, you include slide numbers. (You can, of course, use InDesign’s automatic page tably it makes your presenta- numbers feature to do this.) But don’t make them boring! Have fun! Numbers don’t always tion look very dated. Double have to be in the bottom right. Get creative, and remember you’re making a digital screen negative points if you use a experience, not a print project. Consider putting them in the bottom center, or only have them gradient line! appear during segues. }} Logos on every slide. This is always a topic that causes limitations, along with the fact to tinker in the presentation No-nos, or at least things to major debate. Remember: that your client probably has file at some point, then PDF reconsider anything an audience member PowerPoint or Keynote installed can be a winning choice. It’s a doesn’t need to read on the on their machine—and has some stable and ubiquitous platform Here are a few things you should slide is just visual noise. familiarity with how to use across all operating systems, avoid when designing your Branding is important, but in it—can be the end of the discus- and reader-versions are easy presentation. this era of communication, the sion about using InDesign for a to get (and free). Plus, as I said }} Dividers. You don’t need to experience someone has while particular presentation project. earlier, PDF gives you the perfect engaging a company is equally leave-behind/takeaway piece of draw a line dividing the title as important to how the logo But if you aren’t using any collateral. area from the main body area. is represented for that brand. animations, and you’re certain The same goes for separating Also, during the presenta- that the client will not be asking the footer area from the main tion experience, an audience member isn’t likely to forget where they are, why they are INDESIGN MAGAZINE / OCTOBER 2018 18

BUILDING PRESENTATIONS IN INDESIGN there, or what company is footers or notes because a Limiting them to the opener least export to) more traditional giving the presentation. Logos legal compliance department and/or closer of the presen- applications like PowerPoint on opening slides, or closing may require copyright notices, tation can be a compromise or Keynote. But the same tools thank-you type slides are fine. citations, or privacy terms. solution. and features you use every day But let’s finally kill the trend of But from a design perspective, to make books, magazines, and needing them on every slide. these items are a hindrance Stacking the Deck other publications can also help }} Footers and notes. In truth, to effective communication. in Your Favor you craft beautiful and effective you may have to include In the signal vs. noise debate, presentations. they are definitely noise. When you design a presentation with InDesign, you get to take Mark Heaps is the Executive Director FORGET ABOUT FACING PAGES advantage of its connections for Heaps LLC in Austin, Texas, a with Illustrator, Photoshop, digital communications studio that Don’t use facing pages for presentation files Adobe Stock, and CC libraries. specializes in moving passive audiences in InDesign. Otherwise, in Presentation mode, On top of that, add the power to participatory ones. Mark’s clients have it will show all facing pages as a pair on the of styles and master pages, and included Google, Apple, HP, Dell and screen. And don’t use threaded text frames the ability to deliver slides in many more. He’s been a featured speaker that might allow content to flow onto the next the form of a PDF, HTML5, or at Adobe MAX, SXSW-Interactive, and slide. Although this is handy for a long-form Publish Online, and you have CreativePro Week, and was previously book or document, it’s a potential nightmare one powerhouse presentation the Director of Development for in the presentation format. maker. Just remember that Duarte Inc. you always need to deliver something the presenter can work with. If they might have to make last-minute changes before walking on stage (which happens quite often), then you may need to design with (or at INDESIGN MAGAZINE / OCTOBER 2018 19

BY Sandee Cohen A COPY/PASTE of experience, I think you’ll find DEEP DIVE enough here to make your invest- ment of time worthwhile. Sometimes the simplest things The Edit Menu turn out to be incredibly powerful After the basic New, Open, and Quit InDesign, the Copy and Paste commands are the most important of InDesign’s menu items—but InDesign gives you more than just a regular Copy and Paste. You’ll find all these options under the Edit menu (FIGURE 1). When I first suggested an article This article is structured to start with FIGURE 1. The Copy and Paste commands under on the Copy and Paste commands in very basic stuff and work toward the the Edit menu InDesign, my colleagues at InDesign more complex and sophisticated topics. Magazine asked if I thought there really So if you’re an InDesign novice, start was enough information for a true “deep at the beginning and proceed straight dive.” After brief consideration I replied, ahead. If you’re an experienced user, “Yes! There’s plenty of stuff for a full skim along till you get to the topics article, including tips that might surprise that are new for you. Then follow along even seasoned InDesign users.” till the end. Regardless of your level INDESIGN MAGAZINE / OCTOBER 2018 20

COPY/PASTE DEEP DIVE THE CONTENTS OF THE CLIPBOARD the only game in town. There are plenty of other applications—some free, some not—that enhance the capabilities of the clipboard on a Mac; Ordinarily you don’t see what’s on the clipboard. For years I have had to keep check out this article for details. a running commentary in my head as to what was the last thing I cut or copied from the page. Windows once had a clipboard viewer application, but it was retired after Windows XP and is no longer supported. There are various groups Now, though, for those using macOS, you can switch to the Finder and and companies that have made alternate clipboard utilities for Windows choose Edit > Show Clipboard (FIGURE 2), which opens a window with the users. One of the applications that appeals to me is Ditto (FIGURE 3). contents of the clipboard. The command is great for selected text. But it It’s free and was developed specifically for Windows 10. It also stores doesn’t show any InDesign objects such as text or image frames. a history of multiple clipboards and can even sync clipboards from networked computers. You can download Ditto here. However, if seeing the contents of the clipboard is important to you, check out Paste 2 in the Mac App Store. It’s pricey for an app ($15), but very FIGURE 3. The Windows 10 extension Ditto lets you view and insert powerful, offering the ability to access an unlimited number of items you’ve multiple clipboard items. copied/cut to the clipboard, across all your devices. You can even organize the items in your clipboard history in sets called Pinboards. And Paste 2 isn’t FIGURE 2. The Macintosh Finder command, Edit > Show Clipboard, lets you view the contents of the clipboard. INDESIGN MAGAZINE / OCTOBER 2018 21

COPY/PASTE DEEP DIVE Cut and Copy The simple Paste command is, placed in the visual center of Paste in Place not surprisingly, the most basic. the page—which may not be We’ll start off our list of luminary When this command is invoked, the actual center of the page! Where Paste always places the copy/paste commands (FIGURE 1) anything on the clipboard is The visual center is the center object or new text frame in the with Cut and Copy, which are deposited back onto the file. of the window displaying the middle of the window (unless pretty straightforward. Both There are several ways objects document. So here’s a tip: your text cursor is in a text frame features copy selected objects or appear after you choose Paste, Always choose View > Fit Page when you paste), the Paste in text from the document and then depending on whether you in Window (Command+0/ Place feature is more clever: it store it in an area of the comput- copied (or cut) objects or text Ctrl+0) before pasting to puts the object in the same X er’s memory called the clipboard. and whether your text cursor is guarantee the pasted object and Y coordinates it had before As everyone knows, the Cut inside a text frame when you ends up in the center of the it was pasted. But those coor- command removes the item from paste (TABLE 1). current page. Or you can use dinates don’t have to be on the the document and stores it in the the controls in the Align panel same page! In fact, they don’t clipboard. The Copy command When the Paste command (Window > Object & Layout > even have to be in the same adds the item into the clipboard places an object or group on Align) to align objects to a page document! while keeping the original text or the page (rather than inside or a spread. object where it originally was on a text frame), that object is For example, think about the page. trying to place an image in TABLE 1. How the basic Paste command is applied when various objects are selected the same spot on each of the Paste chapters of a book. You can If you copy/cut… with… then this happens when you paste. simply position the graphic Once you’ve copied information text in the correct spot once, and into the clipboard, you will want an insertion point text appears in new position then copy it. Then, switch to a to paste it to a new position. text in text new page or new file and use There are several commands image, object, or group the Paste in Place command. for pasting from the clipboard, nothing selected new text frame created with text inside InDesign remembers all the including Paste, Paste in Place, image, object, or group coordinates. (Of course, if this and Paste Into. an insertion point anchored object in text in text nothing selected item appears on page INDESIGN MAGAZINE / OCTOBER 2018 22

COPY/PASTE DEEP DIVE is something you do very often, object from a left-hand page, and select the object that you want sition the masked object or group you should consider putting that then try to use Paste in Place to masked. Note: If you need to into the frame. You can double- object just once on a master page put it at the same location on a mask multiple objects, you need click inside the mask object to instead of repeatedly on your right-hand page, it won’t work. to group them first, so they select the object (or group) inside document pages, but that’s a That’s also why, if you ever use behave as one object. Then cut it. Or use the Direct Selection topic for another day.) Paste in Place and you can’t see the object, so you have it on tool to select the individual the object anymore, you should the clipboard. Select the object points or paths of the masked In some ways, this feature is check to see if it’s sitting over on that you want to act as the object. far more useful than the ordinary the pasteboard! mask. Choose Edit > Paste Into. Paste feature. In fact, I’ve got The objects from the clipboard Unfortunately, you can’t use a good friend who uses Edit > Paste Into appear inside the mask (FIGURE 4). live text as a mask for images or Keyboard Shortcuts to swap other objects with the Paste Into the keystroke for Paste In Place Programs like Illustrator have a Once an object has been pasted command. There are ways to fill (Command+Shift+Option+V/ Make Mask command that lets into a mask, it behaves much like live text with image, as you can Ctrl+Shift+Alt+V) with the one you use the shape of one object an image placed into a frame. read about in this article. But for Paste (Command+V/Ctrl+V). to mask, or hide portions of Use the Content Grabber to repo- the simplest method is to first The only downside is that he other objects. Designers who are could possibly paste an object familiar with Make Mask from FIGURE 4. You must group somewhere on the page where elsewhere will often look under multiple objects before he can’t see it. That’s because InDesign’s Path commands for you can paste them into the X and Y coordinates are such a command… but there a masking shape. always based on the spread, isn’t one. Instead, InDesign has not the individual page (even if a feature called Paste Into. you’ve set the ruler origin to be Page or Spine in Preferences). Making masks with Paste Into So if your document is set to is simple. First, you arrange the Facing Pages, and you cut an objects so the masking path is in the correct position. Next, INDESIGN MAGAZINE / OCTOBER 2018 23

COPY/PASTE DEEP DIVE convert the text into outlines. FIGURE 5. A group of multiple objects can applied to the text. If you’d rather (which you can find on the Once you do that, you’ve got a be pasted into text converted to outlines. strip out the formatting, you can InDesign menu on the Mac or compound path that can easily FIGURE 6. Text frames can be pasted into choose Edit > Paste Without the Edit menu in Windows). have objects pasted into it a shape and still remain live text. Formatting. Then choose Clipboard Handling (FIGURE 5). inside Preferences. You’ll find handled in two different places, Paste Without Formatting can two options in the section You don’t, however, have to depending on where the text is be extremely useful when you labeled When Pasting Text from convert text into outlines if you coming from. If you copied the need to paste some text and have Other Applications: “All Infor- want to paste it into a mask. text from an InDesign document, it take on the formatting of the mation” and “Text Only.” Once the text frames are on then the normal Paste feature text around it. For example, let’s your clipboard, just choose Paste retains any text formatting say you select and copy a regis- Text Only strips out all the Into (FIGURE 6). And remember: if tered trademark symbol (®) in formatting. All Information you’ve got multiple text frames, one part of your document. Now keeps all the formatting extras. you need to group them first. you can paste that symbol into Unfortunately, there’s no option another paragraph, and have it to pick and choose which If you’re ever confused by match the same formatting as its formatting characteristics to the results you get when using new home. keep. Paste Into, check out How Paste Into Positions Objects and How However, if the text on the Again, it’s important to Frame Fitting Options Affect clipboard is from an application remember that the preference Paste Into at InDesignSecrets. other than InDesign, then Paste controls pasting from other Without Formatting will be applications—it has no affect on Paste Without Formatting grayed out in the Edit menu, and text pasted from one InDesign the control for pasting with or document to another. When you copy and paste text, without formatting is controlled InDesign gives you a choice in a completely different place. whether or not you want the To find this, you need to open text pasted with its formatting. the Preferences dialog box However, that control is actually INDESIGN MAGAZINE / OCTOBER 2018 24

COPY/PASTE DEEP DIVE PASTING FROM Copying on the Move the Option/Alt key to make a as it is rotated (FIGURE 8). Release ILLUSTRATOR copy of an object. Not only is it the mouse button and you have There are several other ways to usually faster, but the new copy a rotated copy. There are two other, make a duplicate of an object doesn’t affect the contents of somewhat mysterious, in InDesign. They have nothing the clipboard! So anything you This technique also works features inside the Clipboard to do with copy and paste, but had previously copied to the with the Rotate, Scale, and Shear Handling section of the Pref- they’re often faster or more clipboard stays there. tools. Add the Option/Alt key as erences dialog box: Prefer powerful, and so I want to you transform with those tools, PDF When Pasting and mention them here. The trick Transform and copy and you’ll create a transformed Copy PDF to Clipboard. You to almost all of these is to hold copy of the object. can read more about how down the Option/Alt key. You can also position the these work in this article at Selection tool over a corner of In addition, if you use the InDesignSecrets. For example, you can make a selected object (or group of dialog boxes for Rotate, Scale, a copy of the object as you objects) to rotate and copy an or Shear, you can click the Copy move it if you hold down object. Start the rotation, and button. This works the same as the Option/Alt key (FIGURE 7). then press the Option/Alt key. pressing Option/Alt. It creates There’s an advantage to using This makes a copy of the object a copy of the original without FIGURE 7. Hold the Option/Alt key as you move an FIGURE 8. Hold the Option/Alt key to make a copy as you object to make a copy of that object. rotate or transform an object. INDESIGN MAGAZINE / OCTOBER 2018 25

COPY/PASTE DEEP DIVE changing the contents of the Again. The transformation store a sequence of transforma- another by dragging the little clipboard! values applied to the original tions and then play them back. proxy dot for the object in the object are applied to the second. Layers panel. But you can also Re-Apply transformations This technique works across Copying in panels duplicate an object by adding pages in a single document or Option/Alt as you drag. You can Try this: Start by using the even across multiple documents. The Option/Alt key is also useful even duplicate a whole layer (and Option/Alt key as you transform The transformation values for duplicating objects (or other everything on it) by Option/Alt an object (or click the Copy are stored separately from the things) in InDesign’s panels. For dragging it. button if you are working in one computer’s clipboard. And you’re example, you can Option/Alt of the transformation tools dialog not limited to storing just a single drag a page in the Pages panel to You can also use the same boxes). Next, select another transformation; you can even duplicate it. Option/Alt-drag technique to object, and choose Object > make a copy of a paragraph, Transform Again > Transform You probably know you can character, or object style. move objects from one layer to Copying Text Within Frames MAINTAINING A LINK TO THE ORIGINAL FIGURE 9. Use the two Drag and Drop Text Editing options to copy text inside frames. InDesign is hiding another way Did you know you can make a duplicate of any object in to move or copy text from one InDesign and maintain a link to the original, so that if location in a story to another, the original changes, the duplicate can be updated, too? and it involves a preference If that sounds interesting, check out these resources: that most designers have never • Linking Images So They Change Together touched. It’s inside the Type • Creative Place and Story Linking section of the Preferences dialog • Place and Link Text with Different Formatting box: Drag and Drop Text Editing • Use Place and Link to Impose Documents (FIGURE 9). The preference can be set for working in the Story in a Printing Workflow Editor, or the Layout view, or for both. By default it’s on only for INDESIGN MAGAZINE / OCTOBER 2018 26

COPY/PASTE DEEP DIVE Story Editor, but I like turning If you drag the selected text, you move the text out of its current Option/Alt key to make copies it on for Layout view, too. (For move it—like cut-and-paste but frame and put it in a new frame. as well as store transformation more on Story Editor, see Steve without affecting the clipboard. information. Werner’s article in issue #54.) Or you can press—yes, you To Clip or Not to Clip? guessed it—the Option/Alt key That Is the Question! However, there are certainly Drag and Drop Text Editing so that a copy of the text will be times to use Copy, Cut, Paste, works as follows: highlight the made (FIGURE 10). One of the major things to Paste Into, and all the other text you want to move or copy. remember about duplicating great tools in the Edit menu. With the text still selected, move Most of the time I drag the objects in InDesign is when Understanding how all these the cursor back over the high- text to a new position within the you will use the clipboard and features work will help you to lighted area. The cursor turns same story. But you can drag and when you’ll steer clear of it. Most use InDesign efficiently and into an arrow with a little T copy to a new story on the same of the time the only reason I productively. underneath. This indicates that page or a different page. You can copy content to the clipboard you can drag the text to a new even drag and copy the text to is to bring in text or an object Sandee Cohen has been working with position. a new document, as long as you from an outside program. This and writing about InDesign since 1998 can see the other document’s is usually for text like URLs when the first beta came out. Now press and hold the mouse page. And a bonus tip: If you add or vector shapes from Illus- button over the highlighted area. the Command/Ctrl key, you’ll trator. Other than that, I use the You’ll see the arrowhead cursor. FIGURE 10. Hold the Option/Alt key to make a copy as you drag and drop text inside frames. INDESIGN MAGAZINE / OCTOBER 2018 27

THEInDesign Secrets #259 Sneak Peek: Adobe InDesign CC 2019 Listen in your browser New online course: Subscribe in iTunes Accessible EPUBs from InDesign INDESIGN MAGAZINE / OCTOBER 2018 Interview with the authors of Book Design Made Simple Obscure Feature of the Week: Live Edit Mode 28

Cool Stuff for InDesign Users INFOCUS BY Erica Gamet Ah, autumn! That time of the cornucopia, this bounty of your hard drive (Typekit fonts year when you never know if goodies is spilling over. Gather need not apply). Simply head the weather is going to lean them up and enjoy! over to the site and drop a font more towards summer or winter. onto the page or click in the It’s that time of year when you Wakamai Fondue circle to choose a font file; the keep a sweater, snow boots, fonts aren’t uploaded, merely and your hiking shorts all at the Sometimes a product or service analyzed. The site quickly posts ready. Prepared for anything, comes along that you never information such as font format you brace for whatever weather realized you needed until you and name, designer, and version mix comes your way. Speaking saw it in action. Okay, “need” (FIGURE 1, NEXT PAGE). In addition, of hodgepodges, in this InFocus might be overselling this one, the site displays specs such as I’m throwing a little of every- but the online service called number of glyphs and characters thing your way, from fonts to Wakamai Fondue has me in the chosen font as well as the utilities to books to scripts. Like hooked. It’s a simple free service languages that are supported. the unofficial icon of autumn, to glean information about The latter appears to be an specific fonts that reside on INDESIGN MAGAZINE / OCTOBER 2018 29

INFOCUS COOL STUFF FOR INDESIGN USERS incomplete, work-in-progress be a very helpful alternative to (FIGURE 2). Finally, it generates a Colour Contrast Analyser feature. Can’t remember the the Glyphs panel in InDesign. CSS file that you can download licensing specifics? That infor- If you’re exporting your text to for use in your HTML-driven True to its name, the Colour mation shows up as well. HTML, the service lends a hand projects. I couldn’t stop dropping Contrast Analyser from The there as well, by producing an my local fonts onto this page, just Paciello Group is a free, open- Wakamai Fondue (am I HTML snippet showing how to to peek at their inner workings. source app for analyzing the alone in wishing they called it activate font features like discre- If reading tea leaves isn’t your contrast, and therefore the legi- “Fontdue”?) displays glyph sets tionary ligatures and fractions thing, try fondue! bility, of text and other elements and stylistic alternates. This can FIGURE 1. Font information from Wakamai Fondue FIGURE 2. Generated HTML/ CSS info from Wakamai Fondue INDESIGN MAGAZINE / OCTOBER 2018 30

INFOCUS COOL STUFF FOR INDESIGN USERS in both your print and digital or selecting the eyedropper to pass/fail grade along with the your chosen colors will appear designs. After installing the sample a color. resulting contrast ratio (FIGURE 3). when viewed by people with app, using it is simple: Select The eponymous second tab specific visual conditions, such a foreground and background The Luminosity tab checks shows the color and brightness as color-blindness (FIGURE 4). The color by entering the hex or RGB large and small text in varying differences between the two Colour Contrast Analyser would values, using the color picker, sizes—classified by two levels chosen colors. In addition to the benefit from a “snap to nearest of contrast—and assigns a pass/fail assessment, the app passing color” option, but I found states the minimum difference that switching to the RGB sliders values required to pass. The and making slight adjustments final tab, Colour Deficiency, quickly allowed me to get a attempts to visually convey how passing grade. FIGURE 3. Colour Contrast Analyser Luminosity results FIGURE 4. Colour Contrast Analyser Color Deficiency results INDESIGN MAGAZINE / OCTOBER 2018 31

INFOCUS COOL STUFF FOR INDESIGN USERS Braille Neue Text Cleanup Script want donationware script consoli- Japanese designer Kosuke If you’ve ever imported text in dates some of Takahashi has created the InDesign, you’ve probably had InDesign’s built-in concept typeface Braille to clean up that text to some text searches as Neue that combines visible degree. Even with the best well as a few of the alphabets with Braille that editorial team and constant built-in GREP searches, which will be useful to both sighted reminders/threats, imported text are displayed in plain English, and visually impaired indi- will most likely have formatting not GREP code (FIGURE 6, NEXT PAGE). viduals. The creator has said and styling issues. Most of these The section for handling spaces he hopes his font will “create FIGURE 5. Braille Neue incorporates visible can be cured by executing some lets you change all special a truly universal space where characters with the tactile Braille letters. text and/or GREP queries in the spaces to a normal word space, anyone can access information.” Find/Change dialog box. consolidate multiple tabs into The plan is to address the use one, and reduce multiple spaces of Braille characters in public mix. Though this font is not the While creating custom find/ to a single space. And though spaces without taking up more first typeface to combine Braille change queries gives you total it breaks my heart a little, there space for the tactile signage. with visual type, it is the first to control, you often have to is even the option to keep two It does this by overlaying the incorporate Japanese characters. search for the same problems spaces between sentences, visible and the Braille characters Takahashi’s design works by time and time again, such as should you deem it necessary. (FIGURE 5). keeping the visual letterforms extra spaces between words, (Helpful if you’re working with squarish to accommodate the extra line breaks, and unwanted a monospace font!) When you spaces at the beginning of a first execute a find/change with The font is made up of two 6-dot Braille format. Braille paragraph, to name only a few. the Text Cleanup script, you’re The Text Cleanup script from prompted to either okay each sets: Braille Neue Standard, Neue is currently just a work in Mars Premedia makes it easy to change individually or to change find and fix all of these with just (or skip) all instances at once. which includes Latin characters progress, but Takahashi’s hope one click. This pay-what-you- and Braille equivalents, and is to incorporate the typeface Braille Neue Outline, which into the Tokyo Olympics and adds Japanese characters to the Paralympics in 2020. INDESIGN MAGAZINE / OCTOBER 2018 32

INFOCUS COOL STUFF FOR INDESIGN USERS FIGURE 6. The many options available in the Text Cleanup script ID Util the styled text directly or export that text to HTML, RTF, or TXT INDESIGN MAGAZINE / OCTOBER 2018 Did you ever wish you could (FIGURE 7). peek inside an InDesign file and see the elements within The next two tabs offer a great it without actually having to way to do a little more snooping open it in InDesign? The folks on your file without having to at Markzware created ID Util to open it. The Images tab displays do just that. This free, Mac-only all of the placed images in your utility lets you view any previews document, including the file’s that have been saved with an InDesign file, and it goes a step FIGURE 7. Each story is available to copy/paste further, giving you the ability to or export from Markzware’s ID Util. export those previews in PNG, JPEG, or PDF format. The reso- lution of those previews—and output—will depend on your preview settings in InDesign, and if you have InDesign installed you also have the option to re-save those previews at a higher resolution. The Stories tab of the utility gives you access to every story in your file, even if you don’t have InDesign on your machine: you can copy 33

INFOCUS COOL STUFF FOR INDESIGN USERS path, its status, and a button One of the most valuable If you’re a Mac InDesign lowercase letters. The standard to jump quickly to its location features in this utility, however, user, you owe it to yourself to version runs $80 and the Pro in the Finder. The Fonts tab is the deceptively simple “Open download this handy utility. version (which includes the gives you similar information, in ID” button. This magic button standard fonts as well) is $130. including the Show in Finder opens the file in the version of Nudgewink button, which is useful for InDesign the file was last saved! The real magic of Nudgewink non-Typekit fonts that reside But it’s also smart enough to While I was slightly disappointed lies in its six stylistic sets locally on your hard drive give up if you don’t have that that a font called Nudgewink (FIGURE 9, NEXT PAGE). While the (FIGURE 8). The ID Util app also version: I tried to open a very didn’t contain a secret Monty first few sets provide variations works on InCopy and IDML files, old (CS4) document, and when Python quote generator, I was of each letter, the fourth set though InCopy previews can’t my computer was having none not disappointed in how much includes a randomizing feature. be automatically regenerated of that, the ID Util app helpfully fun it brings to any page. This This allows a different version without going into InCopy itself. converted it to CC2018. 1960s throwback type family of each letter to be randomly comes in a standard and a assigned, which in turn adds to pro version, each with four the organic, hand-lettered feel weights: Black, Bold, Light, and you’d expect from a ’60s-in- Medium. The baseline moves spired design. Yet another style up and down a bit, depending set provides some ornamental on the glyph, which just adds dingbats, including the obliga- to its whimsical nature. Origi- tory peace sign and flower-power nally designed with caps only, icon. Nudgewink’s final style set this newest incarnation brings includes ordinals, ampersands, more than just the addition of and ligatures knocked out of circles. I like a retro font that FIGURE 8. ID Util shows doesn’t take itself too seriously, each font’s location. and Nudgewink certainly brings that attitude. INDESIGN MAGAZINE / OCTOBER 2018 34

INFOCUS COOL STUFF FOR INDESIGN USERS Pricing and Ethical Covering topics so integral to include sample general and the business and the artistic Guidelines an art-centric business such discipline-specific contracts, it sides of our work. as copyright issues, royalties, also breaks down the hows and Despite its fairly dry title, speculative work, and scope whys of using contracts and Bauhaus Dessau Fonts the Graphic Artists Guild’s of work, PEG—as it’s often stresses the importance of not Pricing and Ethical Guidelines referred to—breaks it down messing with the legalese in The Bauhaus movement looms is a veritable treasure trove of in easy-to-understand termi- these contracts. The pricing and large in the history of modern knowledge for the working artist. nology. Not only does PEG trade custom sections are nicely graphic design, and with the broken down by focus such 100th anniversary of its founding FIGURE 9. Some of the stylistic sets found in the Nudgewink font as graphic design, illustration, coming up in 2019, it’s a perfect web design, and the newly-in- time to revisit some of its INDESIGN MAGAZINE / OCTOBER 2018 troduced chapters dealing with important contributions to the surface pattern design. world of type design. Adobe is doing just that with the Hidden This 430-page volume includes Treasures project. Five classic some easy-to-follow formulas Bauhaus fonts have been re-cre- for setting prices that even ated and digitized from old the most number- and math- sketches and type samples by a phobic among us can put to use. team of international students Rounding out the hefty graphics led by Erik Spiekermann. Based bible is a chapter on resources on work by Bauhaus alums and a glossary of both graphic such as Alfred Arndt and Joost and legal terms. A less daunting Schmidt, the five typefaces title for this amazing resource are Joschmi, Xants, CarlMarx, might be “Everything You Need Reross, and Alfarn. You can sync to Know About Being a Working them all from Typekit here. Artist,” as it deftly handles both 35

INFOCUS COOL STUFF FOR INDESIGN USERS Delete All GREP Styles and all GREP styles you’ve set Now, Go Reap What up within all of your paragraph You’ve Sown Sometimes you’ve tweaked a styles, you need to check out this document so much and made script. The interface is minimal: OK, I’ve sprinkled the seeds. such a mess of it that you just run the script, and click OK Now it’s time for you to plant the need to stand back and “nuke when it’s done (FIGURE 10). Every ones that sound like something it from orbit,” as the saying GREP style in every paragraph you want to nurture and grow. goes. The mouthful that is the style in the current document Here’s to a bountiful harvest “Delete all GREP styles inside will be discarded. If you feel for all of us, filled with an all paragraph styles” script from remorseful about wielding such abundance of work, aided by Kasyan Servetsky does exactly destructive power, you can easily groovy fonts, practical advice, that for GREP styles. If you’ve reverse the purge in one go using and hidden typographical ever needed to just wipe out any the Undo command. treasures. FIGURE 10. The minimalistic interface of the “Delete all GREP styles” script Erica Gamet is the Content Diva for CreativePro Network and a frequent contributor to InDesign Magazine. INDESIGN MAGAZINE / OCTOBER 2018 36

MasterPlan WORK Impressive solution offers a birds-eye view of the status of a publication, any time, anywhere INREVIEW BY Keith Gilbert }} Circular Software Many designers are faced with the MasterPlan WORK is a companion product }} Free for small-group use; tedious and time-consuming task of distrib- for InDesign that is intended to stream- uting previews of work-in-progress files or line the process of distributing layouts and larger groups, $10 per user finished layouts to various stakeholders, getting approvals. MasterPlan was designed or job per month. collecting feedback on those files, and for designers and publishers who design }} InDesign users must be on incorporating suggested changes into the and lay out multi-page, design-intensive macOS, but reviewers can layout. Everyone does this a little differently, books. But it could also be useful for those be on macOS or Windows. depending on the size of the workgroup, how producing periodicals or other publications }} Rating: ★ ★ ★ ★ formal the proofing and approval process is, that have a fixed page count for each issue. how geographically spread out employees INDESIGN MAGAZINE / OCTOBER 2018 are, and many other factors. How It Works Editor’s note: MasterPlan consists of two related but To begin, each designer in your group would distinct products: MasterPlan WORK and MasterPlan install the MasterPlan app on their macOS LIVE. This is a review of MasterPlan WORK. workstation. Yes, this app is Macintosh only. MasterPlan LIVE will be reviewed in a future issue. The developer has no plans to develop a Windows version. However, the app is only 37

INREVIEW MASTERPLAN WORK used by the designers in the After entering this information workflow. All of the approvers, and clicking OK, MasterPlan reviewers, proofreaders, and creates a Web view of the job, others on the team can use launches your browser, and Windows or macOS computers, shows you a view that contains or even tablets. a thumbnail for each spread of the job. However, at this point, Once you install the app, and MasterPlan hasn’t yet talked do some initial configuration, with InDesign to build the you’re ready to begin a project. A thumbnails, so each thumbnail is project is typically a single book populated with the MasterPlan or a single issue of a periodical. logo (FIGURE 2). To begin a project, you run Next, you open or create an the MasterPlan app, and then InDesign file that contains the choose Set-up > Create a New pages of your book or periodical. MasterPlan. Then you enter Then, in the MasterPlan app, you the name of the job (such as the choose Work > Add MasterPlan name of the book or the issue of Stamp to InDesign. This adds the magazine), a unique 4-digit the MasterPlan Stamp on the job number, and the total page pasteboard, to the left of page 1 count of the finished job (FIGURE 1). FIGURE 1. Creating a new MasterPlan FIGURE 2. When a new MasterPlan is first created, each thumbnail project requires you to enter a job name, is populated with the MasterPlan logo. unique job number, and the total page count of the completed job. INDESIGN MAGAZINE / OCTOBER 2018 38

INREVIEW MASTERPLAN WORK of the file. The stamp is placed Once all that is done, you can on its own locked layer, so is go about your work in InDesign, unlikely to get in the way. This and each time you make a stamp contains the job number, change to a spread and then save and MasterPlan uses this stamp the InDesign file, an image of the object to keep track of things spread is automatically uploaded (FIGURE 3). in the background to the Master- Plan webpage (FIGURE 4). FIGURE 3. The MasterPlan stamp is placed on the pasteboard next to A Seamless Workflow FIGURE 4. The MasterPlan project, populated with spreads from the InDesign layout. The number page 1 of each InDesign file. on each spread corresponds to the InDesign spread number, so spread 010 contains InDesign The next step is when the power pages 10 and 11. of MasterPlan becomes apparent. The publication designers can work on the InDesign layouts over a period of days or weeks, and as the publication begins to come together, all the parties involved in the workflow have a bird’s eye view of every spread right at their fingertips, thanks to the webpage created by Master- Plan. When a reviewer clicks on a thumbnail in the MasterPlan project, a large high-res version INDESIGN MAGAZINE / OCTOBER 2018 39

INREVIEW MASTERPLAN WORK of the spread is displayed, Note that for performance Work > Upload All InDesign Workflow Accommodation suitable for proofing (FIGURE 5). reasons, only the current spread Spreads in the MasterPlan app is uploaded to MasterPlan to force an upload of an image MasterPlan is designed to be To make all this work, all that’s when a change is made to the of each spread to MasterPlan. flexible enough to accommo- required of the designer is: spread and the file is saved. If date almost any workflow. you change three spreads and A key to working with For example, in some organi- 1. The initial job setup, as then save the file, only the last MasterPlan is to keep an eye zations, some staff members spread image will be uploaded. on your notifications. Each are dedicated to checking and described above. This requires that you get in the time that MasterPlan does any approving images, some make rhythm of saving the file before of its background operations, editorial decisions, and some 2. Running the MasterPlan app leaving each spread. If you it sends you a notification so proof the text. In other organi- forget, you can always choose that you know what is going on zations, all three of these tasks whenever they are working (FIGURE 6, NEXT PAGE). in InDesign. 3. Saving the InDesign file after a spread is updated. FIGURE 5, BELOW AND RIGHT. When a reviewer hovers a cursor over a spread thumbnail and clicks View & Comment, a large, high-res version of the spread is displayed. INDESIGN MAGAZINE / OCTOBER 2018 40

INREVIEW MASTERPLAN WORK FIGURE 6. The MasterPlan app uses macOS are done by the same person at the page thumbnails are color modified the InDesign spread notifications to keep you apprised of what the same point in the workflow. coded for easy identification. last, and when (FIGURE 8). it is doing in the background. By default, MasterPlan features In addition, you can click on a six different statuses that can status category to display only Commenting be assigned to each spread, as the pages in that category. So shown in FIGURE 7. for example, you can quickly Once your reviewers get accus- view only the pages that have tomed to looking at your layouts To adapt to different workflow images and editorial approved. on the screen, they are bound and organizational lingo, the You can view a live Master- to have edits, revisions, and names and colors of status cate- Plan project and try this for comments that they want to gories can be changed by a user yourself. make. MasterPlan provides who has Admin privileges on the MasterPlan system. Hovering over a thumbnail in FIGURE 8. When you hover your cursor over a the MasterPlan project reveals thumbnail in the MasterPlan project, you can When you assign these the status, as well as who see who made the most recent modification categories to different pages, to the InDesign spread, and when. FIGURE 7. The six default categories available in MasterPlan. The names and colors of these categories can be changed to suit your workflow and organization. INDESIGN MAGAZINE / OCTOBER 2018 41

INREVIEW MASTERPLAN WORK a much better workflow than The user can choose a color FIGURE 10. The spreads filtered so that only those with comments or notes are displayed. sending comments and revisions and an icon, and then click on via email. the page and add a text note. and set to non-printing. But back and forth between the Sketches are free-form drawings for text changes, the designer comments in a PDF file and an When a reviewer is viewing created with the mouse. These can unlock the notes layer and InDesign layout! a spread, a bar across the top notes and sketches are then copy and paste the text from of the screen displays tools for saved with the spread image in the comment into the layout While this is a really powerful adding notes and sketches to the the MasterPlan project. You can (FIGURE 11, NEXT PAGE). I find this so and welcome feature, Master- layout (FIGURE 9). tell at a glance which spreads much easier than trying to flip Plan doesn’t attempt to create or contain notes or sketches by enforce any sort of commenting FIGURE 9. Reviewers can add eight different toggling the Commented Only note icons, text comments, and freeform switch. An icon is also displayed sketches to spread images. on the Spread thumbnail to indicate that a comment or a note is present (FIGURE 10). Back in InDesign, the designer can open the layout, go to the MasterPlan app, and choose Work > Pull Comments into InDesign. All the notes and sketches in the MasterPlan web view of the project arrive in the correct location in the InDesign layout. These notes and sketches are placed on their own InDesign layer, which is locked by default INDESIGN MAGAZINE / OCTOBER 2018 42

INREVIEW MASTERPLAN WORK workflow beyond what I just users can receive notifications Pricing }} The ability to share layouts to described. It is up to you to via mobile device, web browser, only your team and trusted think about assigning colors to or desktop app. They can see At the time of this review, users different roles or different types instant comments and thumb- MasterPlan WORK is free for of comments, and deciding when nails of changes (FIGURE 12). And up to three concurrent InDesign }} The ability to restrict to remove the comments from an added bonus is the ability to jobs, and up to three connected commenting to specific pages the MasterPlan project. snooze or switch off notifications InDesign users using the Master- and/or users so they don’t clog your email Plan app. MasterPlan WORK also offers inbox. }} The ability to host the page Slack integration a job level so Paying $10 per user or job per images at your location or month gets you: FIGURE 12. Slack integration offers a clear upgrade over email notifications. FIGURE 11. A text note after being pulled into InDesign from MasterPlan. INDESIGN MAGAZINE / OCTOBER 2018 43

INREVIEW MASTERPLAN WORK embed them into your own with customers to extend FIGURE 13. To use MasterPlan with this layout, the site the product’s capabilities. In front cover pages (FC1 and FC2) and the back cover addition, MasterPlan offers an pages (IBC1 and BC1) would need to be placed in a }} The ability to create custom interface to programmers (called separate InDesign file. You could then use MasterPlan status categories and colors an API) that can be used by with all the interior pages starting with page 1. third-party developers to extend }} A top-level overview of all the capabilities of MasterPlan 44 current jobs in a MasterPlan and supply additional automa- dashboard tion. You can learn more about the API here. }} Access to one-to-one setup sessions At the top of the list of The best way to understand enhancements I’d like to see would be the ability to handle the pricing model is to enter documents with covers, front your number of users and jobs at matter, and back matter. Currently MasterPlan assumes and view the resulting price. you are working on the interior of a book, with the pages Things I’d Like To See numbered sequentially from page one to the end. This can be Whenever I review a product divided up between users (for I inevitably start thinking of example, one user working on a a list of things that I’d like to layout with pages 1–17, another see added, and MasterPlan is working on 18–19, another no exception. While writing creating 20–48). But layouts with this article I had several long nonconsecutive page numbers, conversations with Ken Jones at Circular Software. He is keen to get feedback and work INDESIGN MAGAZINE / OCTOBER 2018

INREVIEW MASTERPLAN WORK or front- or back matter won’t }} A workflow where designers will be reviewed in a future 45 work. MasterPlan assumes need to frequently gather issue.) consecutive numbering starting and incorporate comments If any of these describe you, I’d at page 1 (FIGURE 13, PREVIOUS PAGE). and markups from a group of encourage you to give Master- reviewers such as editors, art Plan a try. I think you’ll find it to I’d also like to see Master- directors, and proofers. be a flexible-yet-powerful tool Plan gain the ability to work that can help streamline your with non-spread documents, or }} Periodical or book publishers workflow. allow reviewers to view spread who want to be able to quickly documents in a single-page view. get a birds-eye view at any Keith Gilbert is a digital publishing time of the status of a publi- consultant and educator, Adobe Certified Being able to pull comments cation so they can see which Instructor, conference speaker, and into InDesign is great. But the spreads are completed, which author. Find him at, comments have to be removed are in progress, which have, and on Twitter manually from MasterPlan in been proofed, and so on. @gilbertconsult. the browser. I’d also like to see (Similar to a flat plan.) features for managing or at least automatically deleting notes }} Users who want to use Master- and sketches from a MasterPlan Plan LIVE, a companion project after they are pulled into product that provides an easy InDesign. way to allow the public to view and search all of your layouts, Who’s It For? or just selected layouts, through a Web browser. I see three ideal use cases where MasterPlan WORK and MasterPlan would be a helpful MasterPlan LIVE work well addition to a small- or large- together. (MasterPlan LIVE group workflow: INDESIGN MAGAZINE / OCTOBER 2018

INDESIGN MAGAZINE / OCTOBER 2018 A collection of the most important and informative articles from InDesignSecrets. If you want to add comments or ask questions, just click the title of the article to view the original post in your web browser. 46

InDesign How-to Video: was the clear winner, with almost 27% of services, including Adobe Stock, CC Files, Using Based On Styles respondents saying they use it in addition to and mobile apps like Comp and Capture, all InDesign. Illustrator was close behind with came in at less than 5%. Poor InCopy came Mike Rankin | August 15, 2018 almost 25%. in last at less than 2%, which is a shame because I’m certain it could be helping more In this InDesign Secrets video, Erica Gamet And then there was a big drop-off. Adobe InDesign users to improve their editorial shows how the Based On feature makes it Bridge is used by just over 10% of respon- workflows. Here’s a chart showing the results easy to create, update, and maintain consis- dents, followed by Typekit (9%) and CC (FIGURE 1). tent text styles. And it’s a must for long Libraries (7%). The remaining apps and document work! FIGURE 1 Check out the growing collection of video tutorials on our InDesign Secrets YouTube channel (new tutorials published every Tuesday); then join the discussion on our Facebook group! Poll Results: Creative Cloud Use Mike Rankin | August 20, 2018 Hey folks, it’s time once again to review the results of a recent poll. This past month, we asked Creative Cloud subscribers: Besides InDesign, which elements of the Creative Cloud do you use on a regular basis? The big (and to me, surprising) takeaway was how few of you are using the other apps and services in Creative Cloud. Photoshop INDESIGN MAGAZINE / OCTOBER 2018 47

Million Dollar Mistake circle). One click = all local formatting gone. button-click. But it would still disappear in Text Formatting Oops! if someone “innocently” converted it to outlines. David Blatner | August 20, 2018 If I had applied the strikethrough and underline formatting with a character style There are other ways you can lose format- A recent court ruling has put a major voter (rather than just local formatting), it would ting in InDesign… but these are the most initiative in peril… because of text format- have survived the “remove overrides” common. ting. The details of the law-in-question aren’t important (it has to do with gun rights FIGURE 1 in Washington state, where I live). What is important is that literally millions of dollars may be wasted, partly because strikethroughs and underlines were missing from the text. Don’t let something similar happen to you. There are many ways to lose text format- ting like underlines and strikethroughs in InDesign. Here are two examples (FIGURE 1). The original text is in the upper-left corner. To the right: I selected the text frame and chose Type > Create Outlines. As we’ve discussed before, this strips out strike- throughs, underlines, rule above, rule below, and other formatting. Bad! In the lower-left corner, I selected the text frame with the selection tool and clicked the “remove overrides” button in the Paragraph Styles panel (highlighted here with a green INDESIGN MAGAZINE / OCTOBER 2018 48

InDesign How-to Video: }} Ken Jones explains various kinds of print future: Preview Typekit Fonts inside Delete Extra Spaces in Text proofs, and what you should or shouldn’t InDesign. expect. }} Adobe’s Ash Ryan Arnwine wrote up this Mike Rankin | August 22, 2018 piece about the future of extensibility }} Kris Coppieters wrote a brilliant script including some nice words about the Spending too much time deleting extra called Gryperlink which can look for Creative Developer Summit, where they spaces and returns in your text? In this various patterns in text and apply a presented. InDesign Secrets video, Erica Gamet hyperlink to them. }} Here’s another one from Colin: Post shows you the easiest way to zap those pesky CreativePro New Orleans update. spaces out of your InDesign document. The }} Are you on the Adobe InDesign prerelease? }} Chris Converse wrote a lovely piece secret lies in the Find/Change dialog box… If not, why not?! Did you know Adobe is about finding glyphs in OpenType and it’s already there waiting for you! working on a feature that lets you import fonts on the Adobe blog. Acrobat comments into InDesign?! This Month in InDesign Articles, August 2018 }} Here’s another new feature that appears to be coming to InDesign in the David Blatner | August 27, 2018 We’re at that little seasonal lull, when thoughts of InDesign are too easily pushed from mind by family vacations or a sudden foray into a new piece of software. But InDesign never sleeps! And the articles and videos are building up. Here are some you don’t want to miss: }} Colin Flashman makes an impassioned (and very reasonable!) plea for an Austra- lian dictionary in InDesign. INDESIGN MAGAZINE / OCTOBER 2018 49

}} Kelly Vaughn explains how to make InDesign How-to Video: FIGURE 1 FIGURE 2 Caution and Warning headers using Make Curly Quotes paragraph shading. to align to the inside or outside. But you will Mike Rankin | August 29, 2018 probably find no joy with either (FIGURE 2). }} After mysteriously cut Bert Monroy’s wonderful title “The Making Are you stuck with straight quotes, when Though you might get lucky, if none of the of Times Square” (great Illustrator and what you wanted in your document was letters overlap or have any enclosed spaces (aka Photoshop training), he decided to curly quotes? Well lucky for you, in this “counters”). In that case, you can simply change release all the videos for free on YouTube. InDesign Secrets video, David Blatner the alignment of the stroke to the outside and Thanks, Bert! shows an easy way to make sure your go about your day (FIGURE 3, NEXT PAGE). document’s quotes automatically appear }} Hey, Monotype just added 600 new fonts as those curly (aka typographer’s) quotes. to Adobe Typekit! Even if you import text with straight quotes, he will show us a super easy way }} You care about print, right? Millennials to automatically change them to curly may help save it! quotes. }} Are you a developer? There’s a new, Perfect Strokes on Outlined Text better, easier version of the Adobe Exchange (marketplace). Mike Rankin | September 4, 2018 }} You’ve probably never seen InDesign do If you’ve ever had to convert stroked this with radio buttons and other form text to outlines, you know the meaning objects before! of disappointment. What was a perfectly aligned stroke sitting behind the live }} How do you find and fix overset text text becomes… a mess (FIGURE 1). frames in InDesign? By default, the stroke is aligned to Enjoy! the center. So you might try changing it INDESIGN MAGAZINE / OCTOBER 2018 50

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