Adding Notes: Free InCopy Tutorial
Master collaborative note-taking in Adobe InCopy workflows
InCopy provides several methods for adding notes to accommodate different workflows and preferences. Choose the method that works best for your current task and view mode.
Adding a Note: Using the Menu
The menu method provides the most comprehensive control over note creation. You can either start with a blank note or transform existing text into an annotation—a particularly useful feature when converting draft copy into editorial comments:
To create an empty note: With no text selected, go to Notes > New Note. To convert text into a note: Select some text and choose Notes > Convert to Note. Note appearance and functionality adapt dynamically based on your current view mode. This contextual interface ensures optimal readability and workflow integration regardless of your working environment.
If You Are in the Galley or Story Views:
Notes display as inline elements with distinctive colored brackets, maintaining the natural flow of your text while clearly delineating commentary from content. This approach minimizes visual disruption during intensive editing sessions. Simply position your cursor within the brackets and begin typing your note.
If You Are in Layout View:
The system automatically launches the dedicated Notes panel, providing a clean separation between your layout and commentary. A discrete marker
anchors each note to its precise text location, ensuring your feedback remains contextually linked even as layout elements shift during the design process.
For rapid note creation during active editing sessions, the Note tool offers the most direct approach, eliminating menu navigation entirely.
Menu-Based Note Creation Process
Choose Your Approach
Decide whether to create an empty note or convert existing text into a note
Access the Notes Menu
Navigate to Notes menu and select either New Note or Convert to Note
View-Specific Display
Note appearance varies between Galley/Story views and Layout view
Note Display by View Type
| Feature | Galley/Story Views | Layout View |
|---|---|---|
| Note Appearance | Colored brackets in text | Marker with Notes panel |
| Editing Method | Type directly in brackets | Type in Notes panel |
| Visual Integration | Inline with text | Separate panel interface |
Adding a Note: Using the Note Tool
Activate the Note tool
from the primary toolbar. This tool remains easily accessible in the top-left position across all InCopy interface configurations, ensuring consistent muscle memory development.
Position your cursor precisely where the note should anchor within your text. Consider the logical flow of your content—notes work most effectively when placed at natural pause points or directly adjacent to the relevant material.
Begin typing immediately. The note interface activates instantly, allowing you to capture thoughts without breaking your creative momentum.
When working primarily in Layout view, the Notes panel method provides the most comprehensive note management capabilities, particularly valuable for complex collaborative projects.
Note Tool Workflow
Select Note Tool
Locate and click the Note tool at the top left of the InCopy interface
Position the Note
Click precisely where you want to insert the note in your text
Enter Content
Begin typing your note content immediately after placement
Adding a Note: Using the Notes Panel
Navigate to Layout view using the view tabs at the top of your workspace. This view provides optimal context for understanding how notes integrate with your final design layout.
Click to establish your insertion point within the text where your note should appear. Precise positioning ensures clear communication with collaborators about which specific content requires attention.
Open the Notes panel via Window > Notes or use the keyboard shortcut Command–F10 (Mac) or Control–F10 (Windows). These shortcuts remain consistent across Adobe Creative Suite applications, facilitating seamless workflow transitions.
Click the New Note button
located at the panel's bottom-right corner. This button provides visual confirmation of your action and maintains panel-based workflow consistency.Begin composing your note within the panel's text field. The panel interface accommodates longer, more detailed annotations than inline methods, making it ideal for comprehensive editorial feedback or complex revision instructions.
Notes Panel Method
Switch to Layout View
Use the tab at the top of the window to change to Layout view
Position Cursor
Click in the text where you want to place the note
Open Notes Panel
Go to Window > Notes or use keyboard shortcut Command-F10 (Mac) or Control-F10 (Windows)
Create and Type
Click the New Note button and start typing your note content
Remember the Notes panel shortcuts: Command-F10 on Mac or Control-F10 on Windows for quick access without using menus.
Temporarily Using the Note Tool
Professional efficiency tip: While actively using the Type tool 
, you can instantly create notes without switching tools. Hold Option–Shift (Mac) or ALT–Shift (Windows) and click at your desired note location. This modifier combination temporarily activates note creation, then automatically returns you to the Type tool—an invaluable technique for maintaining writing flow during intensive editing sessions.
Quick Note Creation Shortcuts
Mac Users
Hold Option-Shift and click where you want to add a note while using the Type tool. This temporarily activates note creation without switching tools.
Windows Users
Hold Alt-Shift and click at your desired note location while using the Type tool. This provides instant note access without tool switching.
The temporary Note tool shortcut is ideal for maintaining typing flow while quickly adding editorial comments or reminders without interrupting your main editing process.
Key Takeaways