Effective Collaboration & Proofreading with InCopy
Written by  Daisie Team
Published on 7 min read


  1. Introduction to InCopy
  2. How to install and set up InCopy
  3. How to use InCopy for collaboration
  4. Proofreading with InCopy
  5. Tips for effective collaboration with InCopy
  6. InCopy shortcut keys
  7. How to resolve common InCopy issues

Do you often grapple with editorial collaboration and proofreading? If so, Adobe InCopy might be the tool you've been seeking. This powerful software can streamline your workflow, boost productivity, and transform the way you work with text. Let's dive into Adobe InCopy's editorial collaboration and proofreading capabilities.

Introduction to InCopy

Adobe InCopy is a professional writing and editing software that integrates seamlessly with Adobe InDesign, one of the most widely used design tools in the world. InCopy is designed to provide writers, editors, and designers with a robust and flexible workspace for creating and fine-tuning text content.

Key features of InCopy include:

  • Real-time collaboration: InCopy lets multiple users work on the same document at the same time, reducing bottlenecks and speeding up the editorial process.
  • Track changes: Like a super-charged version of the familiar feature in Word, InCopy's Track Changes lets you see who made which edits, when, and why.
  • Flexible view options: Switch between a layout view, which shows you how the text fits into the design, and a story view, which lets you focus on the text without any distractions.
  • Professional typesetting tools: InCopy provides all the tools you need to make your text look its best, from kerning and leading to hyphenation and justification.

So, whether you're polishing a novel, editing a corporate report, or collaborating on a magazine article, Adobe InCopy can make your work easier, faster, and more efficient. The following sections will guide you on how to install and set up InCopy, use it for collaboration, proofread with it, and resolve common issues. You'll also find some handy tips for effective collaboration with InCopy and a list of shortcut keys. So, let's get started!

How to install and set up InCopy

Excited to get started with Adobe InCopy? Here's a step-by-step guide to getting it up and running on your computer:

  1. Get Adobe Creative Cloud: Adobe InCopy is part of the Adobe Creative Cloud suite, so the first thing you'll need to do is to install Adobe Creative Cloud. If you don't already have it, you can download it from Adobe's official website.
  2. Install InCopy: Once you have Adobe Creative Cloud installed, you can find InCopy in the list of available apps. Click on the "Install" button next to InCopy, and the Creative Cloud app will handle the rest. The installation process may take a few minutes.
  3. Set up your workspace: After installing InCopy, you can customize your workspace according to your needs. Go to the "Window" menu, then choose "Workspace." From here, you can choose a predefined workspace or create your own.
  4. Connect with InDesign: If you're working with an InDesign team, you'll need to connect InCopy with InDesign. To do this, go to the "File" menu, select "New," then "Document from InDesign template," and locate the InDesign file you want to work with.

And that's it! You're now ready to start collaborating and proofreading with Adobe InCopy. Remember, practice makes perfect—the more you use InCopy, the more comfortable you'll become with its features and capabilities.

How to use InCopy for collaboration

When it comes to editorial collaboration, Adobe InCopy shines. With its seamless integration with Adobe InDesign, it allows writers and editors to work on documents at the same time without overwriting each other's changes. Here's how you can take advantage of this nifty feature:

  1. Share your InDesign file: In order to collaborate, you first need to share your InDesign file with your team. You can do this by saving it as an assignment in a shared location that everyone on your team can access.
  2. Open the file in InCopy: Team members can then open the file in InCopy. They can choose to open the whole assignment or only specific articles.
  3. Edit and save: Once you've opened the file, you can make your edits. As you work, InCopy automatically saves your changes back to the shared location. This means that your team members can see your updates in real time.
  4. Check out and in: To prevent overwriting, InCopy uses a check-in/check-out system. When you check out an article, it's locked for everyone else until you check it back in. This way, everyone can work on the document simultaneously without stepping on each other's toes.

And there you have it! With these steps, you can use Adobe InCopy for efficient and effective editorial collaboration. So, are you ready to make your teamwork more productive? Let's go!

Proofreading with InCopy

Now, let's turn our attention to another standout feature of Adobe InCopy: proofreading. As anyone who's ever written anything knows, proofreading is a key step in the writing process. InCopy knows it too and offers several tools to make this task easier and more efficient.

  1. Spell Check: This is a proofreader's best friend. InCopy has a built-in spell check that not only catches those pesky typos but also spots grammatical errors. You can run it by going to Edit > Spelling > Check Spelling.
  2. Track Changes: This is a great feature when you're collaborating with others. It allows you to see what changes have been made by whom, and when. You can access this feature by going to Window > Editorial > Track Changes.
  3. Notes: InCopy allows you to add notes within the document. This is useful for leaving comments or suggestions for other team members. You can add a note by going to Window > Editorial > Notes.
  4. Find/Change: This feature allows you to search for a specific word or phrase and replace it with something else. It's a great time-saver when you need to make consistent changes throughout a document. You can access this by going to Edit > Find/Change.

With these tools, Adobe InCopy makes the proofreading process less of a chore and more of a breeze. Remember, the goal is to create clean, error-free content that your audience can easily read and understand. And with InCopy, you're well-equipped to do just that.

Tips for Effective Collaboration with InCopy

When it comes to Adobe InCopy editorial collaboration and proofreading, there are a few tips and tricks that can really make a difference to your team's workflow. Below are some ideas:

  1. Use Assignment Files: InCopy's Assignment Files feature is a lifesaver when working on large projects with multiple collaborators. It allows you to assign specific sections of a document to different team members, helping to keep everything organized and prevent overlap.
  2. Embrace Version Control: With InCopy, you can easily track changes made by different team members. This feature is invaluable in maintaining the integrity of your document and avoiding confusion that can arise from multiple revisions.
  3. Communicate with Notes: The Notes feature in InCopy allows team members to leave comments and queries directly in the document. This is a great way to foster clear communication within the team and address issues quickly.
  4. Sync Regularly: InCopy's synchronization feature ensures that everyone is working on the latest version of a document. Regular syncing is vital to prevent work from getting lost or overwritten.

By leveraging these features, you can ensure smoother and more effective collaboration with InCopy. Remember, good teamwork isn't just about working together—it's about working together smartly. With InCopy's robust collaboration tools, you're well on your way to doing just that.

InCopy Shortcut Keys

When working with Adobe InCopy, knowing some handy shortcut keys can be a real time-saver. So let's dive into some of the most commonly used InCopy shortcut keys that can help streamline your editorial collaboration and proofreading tasks:

  1. Toggle between story and galley views (Ctrl + Alt + Y): This helps you switch your viewing mode quickly, depending on whether you want a layout view (story) or a text-focused view (galley).
  2. Check spelling (Ctrl + I): This command is your best friend when it comes to proofreading. It quickly checks the spelling in your active document.
  3. Select all text (Ctrl + A): This command selects all text in your active document, handy when you need to apply formatting changes to the entire text.
  4. Copy (Ctrl + C) and Paste (Ctrl + V): These are your classic commands for copying and pasting text, respectively.
  5. Undo (Ctrl + Z): Made a mistake? This command allows you to undo your last action.

Remember, mastering these shortcut keys is like learning a new language—it might take a little time and practice, but once you get the hang of it, it'll be second nature. And the time you'll save? That's priceless.

How to Resolve Common InCopy Issues

Like with any software, you might run into some issues when using Adobe InCopy for your editorial collaboration and proofreading tasks. But don’t worry, these issues are usually quite common and easy to resolve. Let's explore how:

  1. Document Won't Open: If you're having trouble opening a document, try closing InCopy and reopening it. If that doesn’t work, consider reinstalling the application.
  2. Text Editing Issues: If you can't edit a text, check if the file is locked. If it is, unlock it. Also, ensure you have the necessary permissions to edit the document.
  3. Spelling and Grammar Check Not Working: If your spelling and grammar check isn't functioning properly, try resetting your InCopy preferences. If this doesn't work, check if your language settings are correct.
  4. Syncing Problems: If your changes are not syncing properly, ensure you're connected to the internet. If the problem persists, try restarting your system or contact your IT department.

Remember, if you're still stuck after trying these solutions, Adobe's Help Center and community forums are great resources to further help you troubleshoot any persisting issues.

Adobe InCopy is a powerful tool for editorial collaboration and proofreading. By understanding how to resolve common issues, you'll ensure a smoother, more efficient workflow. So keep these tips in your back pocket—you never know when they might come in handy.

If you enjoyed learning about effective collaboration and proofreading with InCopy, we recommend checking out 'Editorial Submissions: Shoot Development To Publication' workshop by Jose Espaillat. This workshop will provide you with insights on how to effectively collaborate with others in the editorial process and ensure your work is polished and ready for publication.