Printing Layouts & Exporting Text
InCopy's printing and export capabilities are essential tools for collaborative workflows, allowing you to share content with stakeholders who may not have access to Adobe Creative Cloud applications. Whether you need hard copies for review meetings or portable text files for client approval, these features streamline professional publishing workflows.
Printing from InCopy
InCopy provides flexible printing options that cater to different review scenarios. You can generate layout-accurate proofs that match your InDesign output, or create clean text-only versions that focus reviewers' attention on content rather than design elements.
Navigate to File > Print to access the comprehensive print dialog.
Select your target printer from the Printer dropdown menu at the top of the dialog. For professional workflows, ensure your printer settings match your intended output quality.
- From the View menu, choose the most appropriate print format for your needs:
- Select Layout view to generate proofs that precisely mirror the InDesign layout, including typography, spacing, and design elements. This option is ideal for comprehensive design reviews and client presentations.
- Choose Galley & Story view to print clean, text-only versions that eliminate design distractions. This format excels for copy editing, proofreading sessions, and content-focused reviews.
Moving beyond print output, InCopy also offers robust export functionality that creates portable file formats for extended collaboration workflows.
InCopy Printing Process
Access Print Dialog
Navigate to File menu and select Print to open the printing interface
Select Printer
Choose your desired printer from the Printer menu at the top of the dialog
Choose View Type
Select between Layout view or Galley & Story view from the View menu based on your output needs
Print View Options
| Feature | Layout View | Galley & Story View |
|---|---|---|
| Visual Appearance | Matches InDesign/InCopy layout exactly | Text-only display |
| Content Focus | Full design with graphics and formatting | Pure text content |
| Best Use Case | Final proofs and client reviews | Editorial review and proofreading |
Layout view preserves the exact appearance of your InDesign document, while Galley & Story view focuses purely on text content for editorial purposes.
Exporting Text As a Rich Text File
Rich Text Format (RTF) export creates universally compatible files that preserve essential formatting while remaining editable in virtually any word processor. This functionality proves invaluable when collaborating with team members who use different software platforms or when archiving content for future reference.
Access the export dialog through File > Export to begin the process.
In the export dialog's bottom section, set the Format dropdown to Rich Text Format. RTF files maintain character and paragraph formatting while ensuring cross-platform compatibility with Microsoft Word, Google Docs, and other text editors.
Click Save to generate your RTF file. The exported document will preserve fonts, styles, and basic formatting, making it ready for further editing or distribution to external collaborators.
These export and print features form the backbone of professional publishing workflows, enabling seamless handoffs between design and editorial teams while maintaining content integrity throughout the review process.
Rich Text Export Process
Open Export Dialog
Go to File menu and select Export to begin the export process
Set Format Type
At the bottom of the export window, change the Format setting to Rich Text Format
Save the File
Click Save to complete the export and create your RTF file
Rich Text Format Benefits and Limitations
Pre-Export Verification
Ensure all stories and text frames contain the content you want to export
Verify that paragraph and character styles are applied correctly
Select a destination folder that makes sense for your workflow
Use descriptive names that include version numbers or dates if needed