You can export InCopy documents directly to Adobe PDF. You can export in the Galley, Story, or Layout view. If you export in Layout view, the result is a PDF document with layout and design elements intact. In contrast, a document exported in Galley or Story view resembles the text-only look that you see in Galley or Story view within InCopy. You might want to export the Galley or Story view of an InCopy story to PDF for writers, editors, and others in a document-review cycle who may not have InCopy on their computers. The PDF document has the same advantages that an InCopy Galley and Story view offers, including maximum text readability and annotation features.

Common Adobe PDF options

There are several options that are common to the Galley, Story, and Layout views when exporting a document to PDF.

Sets the compatibility level of the Adobe PDF file. For documents that will be distributed widely, consider choosing Acrobat 5 (PDF 1.4) to ensure that all users can view and print the document. If you create files with Acrobat 8/9 (PDF 1.7) compatibility, the resulting PDF files may not be compatible with earlier versions of Acrobat.

Sets the threshold for embedding complete fonts based on how many of the fonts’ characters are used in the document. If the percentage of characters used in the document for any given font is exceeded, then that specific font is completely embedded. Otherwise, the font is subsetted. Embedding complete fonts increases PDF file size, but if you want to make sure you completely embed all fonts, enter 0 (zero).

Includes the document name, page number, and date and time the file was exported.

Opens the PDF file in the latest version of Acrobat currently installed on your computer. For accurate results, make sure that the compatibility option matches the latest version of Acrobat installed.

Adobe PDF options for Galley and Story views

The PDF Export dialog box contains options specific to Galley and Story views.

Exports a single story or multiple stories.

Includes settings for font family and style, type size, and leading for the exported file. These settings do not change the screen view settings in the Galley & Story Display preferences.

The document title, author, and description appear in the exported PDF file.

Paragraph style information from the information column shown in Galley and Story views appears in the exported PDF file.

Exports all (or only visible) inline notes contained in the document. To include the note colors assigned to individuals on the project, select Show Notes Backgrounds In Color.

Exports all (or only visible) tracked changes contained in the document. To include the editing colors assigned to individuals on the project, select Show Tracked Changes Backgrounds In Color.

Exports line endings as they appear in the story. If unchecked, the lines of text wrap according to the width and orientation of the widest story window.

Exports with line numbers displayed in the information column. This option is available only if Include Accurate Line Endings is selected.

Exports the story using the number and width of columns you specify. This option is available only if Include Accurate Line Endings is selected.

Adobe PDF options for Layout view

The following options are available only when exporting from Layout view:

Exports all pages in the current document or book. This is the default setting.

Specifies the range of pages to export in the current document. You can type a range by using a hyphen, and separate multiple pages or ranges by using commas. This option is unavailable when you’re exporting books.

Exports pages together as if they were bound, or printed on the same sheet.

Exports all notes as PDF annotations.

Choose Include Appearance to include items such as buttons and movie posters in the PDF.

Reduces PDF file size, and optimizes the PDF file for faster viewing in a web browser by restructuring the file for page-at-a-time downloading (byte serving).

Creates thumbnail images within the exported PDF file.

Create secure PDF documents

You can restrict access to an Adobe PDF file when you export it. When files use security restrictions, any tools and menu items related to those features are dimmed.

You can secure a PDF file so that a user password is required to open it and a master password is required to change security settings. If you set any security restrictions in your file, you should also specify a master password; otherwise, anyone who opens the file could remove the restrictions. If a file is opened with a master password, the security restrictions are temporarily disabled. If the file has both passwords, you can open it with either one.