Editing an article in the Print editor of Studio

Editing an article in the Print editor is one of the ways of working with Print articles in Studio.

Using the Print editor is straight forward and self explanatory. Some points to be aware of are listed below.

Figure: The Print editor of Studio with the Edit window (A), the Preview window (B), article components (C) and the Status bar (D).

Note: For article components that contain an image, only the text can be edited. The image is shown as an icon and cannot be edited.

Saving your work

When a Print article is opened for editing, at some point the changes need to be saved and the article needs to be checked in.

Studio offers various ways of doing this: either fully automatic, semi-automatic, or fully manual. The following table shows the available methods:

#	Method	Description
1	Auto save and auto check in	In this default method, articles are automatically saved a few seconds after making changes to the article, and automatically checked in after a short period of inactivity. With auto save and auto check in enabled, the Print editor works as follows: The article is automatically saved a few seconds after making changes to the article. When no changes are made to the article for a longer period of time, the article is automatically checked-in so that it is available for other users to edit. The Action button for the article defaults to 'Send To' for automatically checking-in the article and sending it to another user. Additional options can be accessed in the menu of the button. When navigating out of the editor while changes are not yet saved, the article is automatically checked-in.
2	Manual save and auto check in	In this method, articles need to be saved manually but are automatically checked in after a short period of inactivity. With manual save and auto check in enabled, the Print editor works as follows: The article is never automatically saved. The article needs to be manually saved by checking-in the article or by manually saving a version. When checking in the article, it is also closed. When no changes are made to the article for a longer period of time, the article is automatically checked-in so that it is available for other users to edit. The Action button for the article defaults to 'Send To' for automatically checking-in the article and sending it to another user. Additional options can be accessed in the menu of the button. When navigating out of the editor while changes are not yet saved, the article is automatically checked-in.
3	Auto save and manual check-in	Info: This method requires Studio 11.19 or higher (see how to check the version of Studio that is installed). In this method: articles are automatically saved a few seconds after making changes to the article. Checking in the article needs to be done manually. This method is typically used in scenarios with relatively long periods of inactivity, such as in a review process. With auto save and manual check in enabled, the Print editor works as follows: The article is automatically saved a few seconds after making changes to the article. When no changes are made to the article for a longer period of time, the article is not checked-in. The Action button for the article defaults to 'Send To' for automatically checking-in the article and sending it to another user. Additional options can be accessed in the menu of the button. When navigating out of the editor while changes are not yet saved, the article is automatically checked-in.
4	Manual save and manual check-in	In this more restricted method, changes in the article need to be manually saved and the article also needs to be manually checked in. This method is typically used in a traditional check-in / check-out workflow where specific properties need to be set when checking in the article (such as the Workflow Status). With manual save and manual check in enabled, the Print editor works as follows: The article is never automatically saved. The article needs to be manually saved by checking-in the article or by manually saving a version. When checking in the article, it is also closed. The Action button for the article defaults to 'Check In'. Additional options can be accessed in the menu of the button. When navigating out of the editor while changes are not yet saved, users are informed that any changes will be lost should they continue without first saving these changes.

Which method is used depends on how Studio is configured. For details, check with your system administrator.

In case a manual method is used, access the Send to menu and do the following:

• Save the article by choosing Save version.
• Check in the article by choosing Check in.

Figure: The options in the Send to menu for saving and checking in an article.

Layout previews

For articles that are placed on a layout, a preview is automatically shown. When making changes to the text, the preview is automatically updated.

The article that you are editing is automatically highlighted in the preview, while the article component that you are editing is further emphasized by a border.

Tip: Use Shift+Spacebar to more quickly refresh the preview (requires Studio 11.114 or higher, see how to check the version of Studio that is installed).

Figure: For articles that are placed on a layout, a preview is shown which automatically updates when making changes to the text. To better see where on the layout the article is placed, it is automatically highlighted in the Preview window while the article component that you are editing is shown with an extra border.

Take note of the following features:

• To switch between single page view or spread view, use the options in the menu in the top right corner of the layout preview.

Figure: Switching between single page view and spread view can be done by using the menu in the top right corner.

• To zoom in on an article component in the layout preview, click the menu next to a component in the editor and click the eye icon.

Figure: Open the menu next to an article component and click the eye icon (A) to zoom in on that component in the layout preview.

• When placing the cursor in an article component in the Edit window, the corresponding component in the Preview window is automatically selected (with a small animation).

• When double-clicking an article component on the layout preview which belongs to the article that is currently being edited, the cursor is placed in the corresponding article component in the Edit window. The article component in the editor is briefly highlighted.

• Article highlighting can be turned off or on again through the menu in the top right corner of the layout preview.

Text icons

For objects that cannot be displayed in the text, icons are shown instead. Hover the mouse pointer over it to see the name of the object shown in a tooltip.

Examples:

	Table
	Link1
	Note
	Graphic
	Anchored object
	XML tag
	Unknown object

¹ Hover over the icon to show the hyperlink text in a tooltip.

Non-printing characters

Print articles contain characters which represent the spacing between words and sentences. Such characters are known as non-printing characters or hidden characters and are for reference only; they are not visible when the text is printed.

Examples: Paragraph breaks, em spaces, non-breaking spaces, forced line breaks, and so on.

Having the incorrect character at a particular position can result in unwanted text spacing in the printed version. Being aware of these hidden characters is therefore very important.

The following types of characters are shown:

General characters

Type	Icon
Normal space
Paragraph break
End of text in story

White space characters

Type	Icon	Code
Tab		Unicode U+0009
Right indent tab		Ace code 8
Em space		Unicode U+2003
En space		Unicode U+2002
Nonbreaking space		Unicode U+00A0
Nonbreaking space (fixed width)		Unicode U+202F
Hair space		Unicode U+200A
Sixth space		Unicode U+2006
Thin space		Unicode U+2009
Quarter space		Unicode U+2005
Third space		Unicode U+2004
Punctuation space		Unicode U+2008
Figure space		Unicode U+2007
Zero width non-joiner		Unicode U+200C
Zero width joiner		Unicode U+200D
Left-to-right mark		Unicode U+200E
Right-to-left mark		Unicode U+200F
Soft hyphen		Unicode U+00AD

Note: Because of the additional non-printing characters that need to be shown, articles containing more than ~5000 words and/or on systems which are not very powerful can result in a (slight) decrease in the performance of the Print editor.

Showing hidden non-printing characters

The general characters (normal space, paragraph break, and end of text in story) are hidden by default but can be displayed or hidden again by opening the Actions menu in the top right corner and enabling or disabling Preferences > Show hidden characters.

All other characters are always shown and cannot be hidden.

Applying styles

Applying a paragraph style or a character style to some text can be done by using the Styles panel.

The Styles panel is part of the Text tools which are accessed by clicking the A-icon in the toolbar.

Tip: Drag the divider between the Paragraphs styles and Character styles area to show more styles of one list and less styles of the other list.

Controlling the available styles

The styles that appear in the panel are those that are part of the article. Adding or removing styles is done outside of Studio.

Using the 'Next paragraph style' feature

When the article is based on an article template containing paragraph styles in which a Next Style is defined, pressing Enter will apply that next style to the new paragraph.

Note: This only works when the text cursor is positioned at the end of the paragraph; when splitting an existing paragraph by pressing Enter, the paragraph styling is not changed.

Adding glyphs

Glyphs can be added by making use of the Glyphs panel. The panel is part of the Text tools which are accessed by clicking the A-icon in the toolbar.

Glyphs are divided in (collapsible) groups. The glyphs that have been most recently added by using the panel appear at the top.

Which glyphs appear in the panel can be configured.

To add a glyph to the text, place the text cursor in the text and click the glyph in the panel.

Automatic character conversion

Info: This feature requires Studio 11.112 or higher. (See how to check which version of Studio is installed.)

Entering often used special characters such as quotation marks can be cumbersome because they require a dedicated panel (such as the Glyphs panel described above) or a keyboard shortcut.

To make entering quotation marks easier, the system administrator can configure Studio so that a single or double straight quotation mark is automatically converted to another character such as a curly or guillemet punctuation mark (a feature also known as 'smart quotes').

Adding white spaces

White spaces can be added by making use of the White Spaces panel. The panel is part of the Text tools which are accessed by clicking the A-icon in the toolbar.

Which white spaces appear in the panel can be configured.

To add a white space to the text, place the text cursor in the text and click the white space in the panel.

Note: White spaces are added as a blue character in the text. Hover the mouse pointer over it to see the name of the white space shown in a tooltip. See also the overview earlier in this article.

Tip: To see the code that represents the white space (such as the unicode), hover the mouse pointer over the name in the panel.

Editing tables

Editing a table can be done by double-clicking the table icon which represents the table in the editor. The table opens in an overlay over the editor in which the text of the table can be edited.

Certain restrictions apply, as explained in Working with tables in the Print editor of Studio.

Revisions

• 15 June 2022: Updated section 'Saving your work' by describing in more details the available methods for saving and checking in an article.