InDitect Pro Spell Check

Professional Spell Check and Dictionary Management for Adobe InDesign and InCopy

User Guide

InDitect Pro - Professional Spell Check and Dictionary Management

Table of Contents
Table of Contents ........................................................................................................................................2 Introduction ............................................................................................................................................... 4 System Preferences .....................................................................................................................................5 PC .........................................................................................................................................................5 Apple Computer ...................................................................................................................................5 Available Languages ................................................................................................................................. 6 Installation .................................................................................................................................................. 7 Installation on a Windows PC ............................................................................................................ 7 Installation on an Apple Computer .................................................................................................... 7 Activation ................................................................................................................................................... 8 Activation Wizard ...................................................................................................................................... 8 Proxy-Server Settings ........................................................................................................................ 8 Manual Activation .............................................................................................................................. 9 Activating an already installed evaluation copy ............................................................................. 10 Deactivating InDitect ............................................................................................................................... 10 InDitect Basic Configuration ................................................................................................................ 11 Automatic configuration during InCopy/InDesign startup ........................................................... 11 Automatic configuration when opening a document ...................................................................... 11 Manual basic configuration .............................................................................................................. 12 InDitect Advanced Configuration ......................................................................................................... 13 Standard InCopy/InDesign settings ................................................................................................ 13 Additional Spell Check Settings by InDitect ..................................................................................... 14 Use German Reformed DPA spelling................................................................................................ 14 InDitect User Dictionaries ........................................................................................................................ 15 InDitect Standard User Dictionary .................................................................................................. 15 Organizing Dictionaries.................................................................................................................... 15 Locked User Dictionaries .................................................................................................................. 16 Editing User Dictionary Entries ....................................................................................................... 16 Defining Individual Spelling .................................................................................................................... 17 Possible Correction Entries With InDitect: A Complete Breakdown .............................................. 21 Importing / Exporting User Dictionaries ....................................................................................... 22 Centrally Stored and Referenced (Distributed) User Dictionaries ....................................................... 22 Unique Computer Name .................................................................................................................. 23 Distributed Dictionaries Update ..................................................................................................... 23 Organizing Access Privileges ........................................................................................................... 23 User Dictionaries: Access Privileges Management A Complete Syntax Overview.....................25 Seite | 2

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Defining Variables and Groups ........................................................................................................25 DitectAccessRights.txt - Syntax Breakdown ..................................................................................27 Configuring and Managing InDitect Preferences .................................................................................. 28 Override Local InDitect Preferences By Central Software Deployment ....................................... 29 Copyright Notes ....................................................................................................................................... 32 Seite | 3

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InDitect Pro - Professional Spell Check and Dictionary Management

Introduction

InDitect Pro is a plug-in for professional spell check and dictionary management with Adobe InDesign/InCopy CS3 or Adobe InDesign/InCopy CS4 depending on the license. Its fully integrated into the application so that you can further use all your familiar techniques. In addition to this, InDitect offers you quite a number of additional functions that you can benefit of, using a familiar user interface. InDitectPro, besides others, offers you the following outstanding features: Very fast spell check, based on current spelling standards, designed for your everydays life in editorial environments where time is money each day; It works based on the acknowledged Dieckmann methods which have been developed and improved for more than 30 years now; Full support of the dynamic spell check in InDesign and InCopy; Additional error types can be detected: wrong capitalization and missing blanks between words; Full customization: define your own company spelling for certain words; define your own suggestion lists, and more; Perfect cooperation with the plug-in InDihyph Pro: spell check considers hyphenation rules additionally; Shared dictionaries with access control, designed for use as centrally managed dictionaries; Automatic updates of centrally managed dictionaries by the clients; Available for more than 30 languages, even those that InDesign doesnt support by default, like Icelandic; Possibility to create configuration profiles that can be part of a centrally managed software deployment system.

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In this User Guide, youll find all information you need for installation, activation and efficient use of InDitect. InDitect has been developed in close cooperation with a number of testers and publishing houses and is in use at a large number of publishers. We are always grateful to hear any comment, feature request, or bug report; please just e-mail us at any time to support@aextra.de.

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InDitect Pro - Professional Spell Check and Dictionary Management

System Preferences

PC
Windows XP with Service Pack 2, Windows Vista 32/64 Bit, Windows 2003/2008 Server. A working Adobe InDesign CS3 or rather Adobe InCopy CS3 installation, or a working Adobe InDesign CS4 or rather Adobe InCopy CS4 installation, depending on your license. 30 MB free space on your hard disk. Internet connection to activate the software; in case of need an e-mail account.

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Apple Computer
Apple Computer with Power PC or Intel Processor. Mac OS X, version 10.4 or higher. A working Adobe InDesign CS3 or rather Adobe InCopy CS3 installation, or a working Adobe InDesign CS4 or rather Adobe InCopy CS4 installation, depending on your license. 30 MB free space on your hard disk. Internet connection to activate the software; in case of need an e-mail account.

Important: InDitect will not run on virtual machines or rather environments like VMWare, Virtual PC or Parallels Desktop.

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InDitect Pro - Professional Spell Check and Dictionary Management

Available Languages

The following languages are supported by InDitect Pro. One language pack is included with your license, additional language packs can be added as an option at cost: Language Afrikaans Bahasa Malay Indonesian Bulgarian Catalan Croatian Czech Danish Dutch English English Estonian Finnish French German German German German German Greek Hungarian Icelandic Italian Kiswahili Latin Latvian Lithuanian Maltese Norwegian Norwegian Polish Portuguese Portuguese Romanian Russian Slovak Slovenian Spanish Spanish Spanish Swedish Tagalog Philippine Turkish Ukrainian Variant Afrikaans Bahasa Malay Indonesian Bulgarian Catalan Croatian Czech Danish Dutch English UK English US Estonian Finnish French German Traditional German Reform 1996 German Reform 2006 German Swiss Reform German Swiss Reform 2006 Greek Hungarian Icelandic Italian Kiswahili Latin Latvian Lithuanian Maltese Norwegian Bokmal Norwegian Nynorsk Polish Portuguese European Portuguese Brazilian Romanian Russian Slovak Slovenian Spanish Spanish Catalan Spanish Mexican Swedish Tagalog Philippine Turkish Ukrainian Seite | 6

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InDitect Pro - Professional Spell Check and Dictionary Management

Installation

Installation on a Windows PC

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You need administrator rights on your PC for the installation. Double-click on the installer and choose the language, in which youd like to be guided through the installation process. Follow the instructions on the screen. If you have InDesign and InCopy installed on the same machine, please install InDitect for them separately one by one.
Important: Quit InCopy/InDesign prior to installing InDitect.

Installation on an Apple Computer

You need administrator rights on your MAC for the installation. Double-click on the on the installer package. Follow the instructions on the screen. If you have InDesign and InCopy installed on the same machine, you can install InDihyph Pro for both at the same time.

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InDitect Pro - Professional Spell Check and Dictionary Management

Activation

InDitect needs to be activated before you can use it. When you relaunch InCopy/InDesign after the successful InDitect installation, you will be noticed and guided to the activation dialogue. Please make sure that your computer is connected to the Internet: Choose the appropriate language from the dropdown list (in this example: English (UK)) and click on Activate. If youve purchased different languages, for example French and English (UK), then you need to activate each language separately. Some languages contain different language packs or rather variations, for example German Reformed which contains Swiss German (Reformed) or Spanish which contains multiple variations of Spanish.

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Activation Wizard

The Activation Wizard guides you through the installation process step by step. At the stage shown in the screenshot above, you need to state whether you already have a serial number or youd just like to test the software. If you use a proxy server to connect to the Internet or if you dont have an Internet connection at the moment, then click Back in this dialog window.

Proxy-Server Settings

If your Internet connection is established through a proxy server, please ask your network administrator for ist name and the connection port. Enter these values in the appropriate fields. If you need to authenticate on the proxy server, enter these values as well and click on Next.

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InDitect Pro - Professional Spell Check and Dictionary Management

Important: It might be the case that your firewall blocks internet connections that Adobe InCopy or Adobe InDesign want to establish. In this case, you need to allow InCopy/InDesign to establish an Internet connection by configuring your firewall accordingly in order to get the software activated. On a MAC, the software tool Little Snitch is sometimes used to prevent Internet connections from applications. Usually, Little Snitch will ask you whether or not InCopy/InDesign may establish an Internet connection. In this case, please answer Yes.

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Manual Activation

If you cant establish an Internet connection to activate your software, you can use the manual activation mechanism. Having checked that you dont have an Internet connection, the activation wizard will show you a window with the so-called product key.

Please copy the product key into the clipboard and paste it into an e-mail. Send this e-mail to support@aextra.de. You will get an e-mail back with the license key as soon as possible. (Please be aware of a time difference to Germany, if applicable.)

The following dialog window shows up regardless of the activation method. Please paste the license key as is into the appropriate field and click on Next.

After having successfully activated InDitect, you still need to quit and re-launch InCopy/InDesign in order to use your new software.

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InDitect Pro - Professional Spell Check and Dictionary Management

Activating an already installed evaluation copy

Seite | 10 If you had installed InDitect for evaluation purposes already, you can open the activation dialog window as follows:

On a Windows computer, choose Help aextra-software InDitect. On a MAC, choose InDesign aextra-software InDitect. The same procedure applies if you purchased and want to activate additional languages.

Deactivating InDitect

If you want to continue working with InDitect on a different machine, you first need to deactivate the plug-in. You can do this with the activation dialog as well. On a Windows computer, choose Help aextra-software InDitect. On a MAC, choose InDesign aextra-software InDitect. Choose the language that you want to deacticate and click of Deactivate. Please keep in mind that you need to deactivate each language separately.

Important: If you make significant changes in your computers hardware or if you uninstall InCopy/InDesign, you need to deactivate InDitect as well and to activate it again in the new environment.

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InDitect Pro - Professional Spell Check and Dictionary Management

InDitect Basic Configuration

You have successfully activated InDitect and, after this, relaunched InCopy/InDesign. The first step you need to do now is to configure InCopy/InDesign in a way that InDitect is used for your spell check and dictionary management.

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Automatic configuration during InCopy/InDesign startup

During startup, InCopy/InDesign checks whether or not InDitect is configured as your spell check method for the language(s) that you have installed. If its not, youll see the following message as shown in the dialog. Click on Yes, and InDitect will be used as spell check for the listed languages.

Automatic configuration when opening a document

An important change since InCopy/InDesign CS3/CS4 is the organization of hyphenation and spell check mechanisms. Starting from CS3, hyphenation and spellcheck method are a property of the document. This means, besides others, that an InCopy/InDesign document contains the information with which hyphenation module it was hyphenated, and with with spell check module its text has been checked for correct spelling. As a consequence, InCopy/InDesign is able to recognize whether or not the document that you just want to open has already been edited with InDitect. If yes, you will be informed accordingly and given the possibility to switch to InDitect again for seamlessly further editing this particular document.
Important: InDitect is smart enough to show only those languages that are actually used in this particular document. Of course, this can vary from document to document.

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InDitect Pro - Professional Spell Check and Dictionary Management

Manual basic configuration

Seite | 12 In order to configure InDitect as spell check for particular languages, open the appropriate Preferences dialog window, choosing:

On a Windows computer: Edit Preferences Dictionary On a MAC: InCopy Preferences Dictionary or rather InDesign Preferences Dictionary. Navigate to the section Dictionary (1). Choose the language from the drop-down list (2). If you have InDitect installed for this language, then you have the option to switch to InDitect at Spelling (3). Confirm with OK. Repeat, if necessary, this procedure for each installed language.
Important: After having deleted the InCopy/InDesign preferences (InCopy defaults or rather InDesign defaults), you need to switch the spell check in each appropriate language again.

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InDitect Advanced Configuration

InDitect integrates seamlessly into InCopy/InDesign, simply replacing the standard spell check module.

Standard InCopy/InDesign settings

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In order to configure which kind of spelling mistakes shall be detected and reported, navigate to the section Spelling within the Preferences dialog window.

On a Windows computer: Edit Preferences Spelling On a MAC: InCopy Preferences Spelling or rather InDesign Preferences Spelling. In the section Find, you can check or uncheck four different kinds of spelling mistakes. In the section Dynamic spelling, you can, first and foremost, generally switch on and off the dynamic spelling, and you can choose different colors to indicate the four different types of spelling mistakes. Dynamic spelling means that spelling is checked all the time in the background, and colored wavy lines are drawn under those portions of text which have been identified as wrong:

This can be very processor-intensive, so if your computers performance seems to be too low, it might be a good idea to switch off the dynamic spelling.

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Additional Spell Check Settings by InDitect

Seite | 14 In addition to these four types of spelling mistakes, InDitect is smart enough to recognize two additional ones: erroneously capitalized words and missing gaps between two words. Also here, you have checkboxes to turn on or off these particular functions.

On a Windows computer: Edit Preferences InDitect Spelling (1) On a MAC: InCopy Preferences InDitect Spelling or rather InDesign Preferences InDitect Spelling (1) In the section Additional Find, you can check/uncheck these special InDitect functions.
Important: InDitect cannot perform a context-aware spell check. Thats why the erroneously capitalized words can only be detected if those words can only occur in lowercase letters.

Spell Check Incorrect Words Repeated Words Uncapitalized Words Uncapitalized start of sentence Capitalized Words Missing Gaps

Manual Spell Check

Dynamic Spell Check

Use German Reformed DPA spelling

If you have text in German Reformed, you can configure InDitect in a way that you follow the spelling of the DPA (= Deutsche Presse-Agentur, meaning: German Press Agency). For this, you just have to check the appropriate option (3) in the window shown above. The other options seen here will be discussed later in this User Guide.

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InDitect Pro - Professional Spell Check and Dictionary Management

InDitect User Dictionaries

In this chapter, youll learn how to organize and edit InDitect dictionaries. Since these techniques are mostly identical to the standard techniques that you are familiar with, we will mainly discuss the special, InDitect-specific functions and just outline the standard dictionary techniques. Seite | 15

InDitect Standard User Dictionary

InDitect automatically creates one user dictionary for each language that you activated. These dictionaries are, by default, stored in the following folder in your file system: Windows XP: <your harddisk, mostly C:>/Documents and Settings/ All Users\aextra\InDitectDictionaries Windows Vista: <your name>\ProgramData\aextra\InDitectDictionaries MAC<your harddisk>/Library/Application Data/aextra/InDitectDictionaries

Organizing Dictionaries

All dictionaries are organized in the Preferences window: On a Windows computer: Edit Preferences Dictionary On a MAC: InCopy Preferences Dictionary or rather InDesign Preferences Dictionary. First, make sure that youve selected the correct language from the list of available languages. Dictionaries are organized in this option window as well. You have the following options, clicking on the appropriate icons (3) to (6):

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InDitect Pro - Professional Spell Check and Dictionary Management

Relink: You can relink those user dictionaries which are listed above (2). For this, select the intended dictionary in the list (2) and then click on the relink icon(3). Choose the appropriate user dictionary in your file system. Create: You can create a new user dictionary by clicking on the New icon (4). There is no limitation as how many user dictionaries you can create and use. Add: If there is a certain user dictionary already and youd like to use this one as well, then click on the Add icon (5) and choose it from the file system. InDitect user dictionaries are platform-independent, which means that you can interchange WIN and MAC dictionaries. Unload: Unload user dictionaries from the list (2) when you dont further use them. Important: you dont delete the user dictionary as such, but only tell InDesign that you dont want to further consider it in your current document. The user dictionaries mentioned in the window are listed upon their priority. The uppermost user dictionary (= the main dictionary) has the highest priority, the next user dictionary above the second highest priority, and so on. Hence, if there are conflicts inasmuch as there are different spellings in two different user dictionaries, then the spelling in the higher user dictionary will win and therefore be used. You can change the order of the user dictionaries by dragging any user dictionary with the mouse to another position in the list.

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Locked User Dictionaries

You can make changes within a user dictionary only if its not locked. If a user dictionary is locked, a lock icon is shown in front of the appropriate entry in the user dictionaries list. Unlike in InCopy/InDesign, InDitect user dictionaries are automatically locked by default, if they are not stored locally on your actual computer. InDitect has sophisticated access control mechanisms for working with user dictionaries which will be discussed in detail later on.

Editing User Dictionary Entries

InDesign basically offers you one single dialogue window to create, modify and delete any spelling exception. Choose Edit Spelling Dictionary in order to open it:

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InDitect Pro - Professional Spell Check and Dictionary Management

In principle, you enter the word into the field Word and then click on Add in order to take this particular word into the word list. Prior to clicking on Add, you might want to adjust the setting Dictionary List: Added Words: If you choose Added Words which will probably mostly the case the word will from now on be considered correct, meaning that it wont be announced as wrong nor underlined. You have the possibility to enter added words into any of your user dictionaries; just choose one of them from the list Target. Please keep in mind that InDitect always works case-sensitive, regardless of whether the option Case Sensitive below the word list is checked or not. Removed Words: If you choose Removed Words, then the word that you enter will be internally flagged as not existent in the standard user dictionary. Please note that it will not be deleted from the dictionary. Ignored Words: If you add a word to the Ignored Words, it will be temporarily excluded from spell check as long as you have opened InDesign. As soon as you quit and re-launch InDesign, the list of ignored words is empty again. Case Sensitive: Please note that InDitect always works in case sensitive mode, regardless of whether the option Case Sensitive is checked or not. Consequently, if you want to add a word in both uppercase and lowercase spelling, you need to enter it twice: once in uppercase and once in lowercase. The exception is the very first word in a sentence. Even if you entered a word in lowercase, it will be considered correct when be capitalized at the begin of a sentence.

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Defining Individual Spelling

With InDitect, you have a lot of options to define your own spelling. All those different possibilities start in the dialogue window Edit Spelling Dictionary. Word that shall be considered correct: Make sure that you chose the correct language, the correct target and Added Words. Enter the word in to the field Word. Then, click on Add in order to add this word to the list. From now, this word will be considered correct during spell check, and consequently wont be underlined by the dynamic spelling.

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InDitect Pro - Professional Spell Check and Dictionary Management

Word that shall be announced as wrong: Make sure that you chose the correct language, the correct target and Added Words. Enter the word in to the field Word and add an equal sign (=). Then, click on Add in order to add this word to the list. From now, this word will be considered wrong during spell check, and consequently will be underlined by dynamic spelling.

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Word with one pre-defined alternative on the suggestion list: Choose language and target, make sure that Added Word (1) is selected, and then add your exception as follows: <wrong word or spelling><equal sign><correct word or spelling>. In our example, we have favor=favour (2), meaning that the word favor will be announced as wrong (3), and the suggestion list will only yield favour (4). Applications for this mechanism can be words that mustnt be used because they are politically incorrect or even contemptuous; because they shall simply not be used within your company by policy; or because there are different spellings in American English and British English (labor labour; dialog dialogue).

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InDitect Pro - Professional Spell Check and Dictionary Management

Word with multiple pre-defined alternatives on the suggestion list: Choose language and target, make sure that Added Word is selected, and then add your exception as follows: <wrong word or spelling><equal sign><alternative 1><semicolon><alternative 2> <semicoSeite | 19 lon><alternative 3> and so on. In our example, we have supernatural=marvelous;marvellous;miraculous , meaning that the word supernatural will be announced as wrong (1), and the suggestion list will yield the three alternatives in their entered order (2).

Groups of words having the same stem that shall be announced as wrong: Make sure that you chose the correct language, the correct target and Added Words. Enter the word in to the field Word and add an asterisk (*) and an equal sign (=). Then, click on Add in order to add this word to the list.

In this example, weve entered benzy*= (1). The effect is that benzyl, benzyle, benzylene etc. will be announced as wrong and underlined by dynamic spelling.

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InDitect Pro - Professional Spell Check and Dictionary Management

Groups of words having the same stem that shall be announced as wrong, with custom suggestion list: Make sure that you chose the correct language, the correct target and Added Words. Enter the word in to the field Word and add an asterisk (*) and an equal sign (=). CompleSeite | 20 ment the entry by the intended alternative(s). If you enter multiple alternatives, separate them with a semicolon (;). Then, click on Add in order to add this word to the list.

In this example, weve entered benzyl*= benzoin; benzoyl; benzoate. This effects the following: 1. benzyl will be flagged as wrong, and all three alternatives will be listed on the suggestion list, because all of them are considered correct as well. 2. benzyle will also be flagged as wrong, but the suggestion list will remain empty, because benzoine, benzoyle and benzoatee would be considered wrong as well. Hence, if youd like to have benzoine as an alternative to benzyle on the suggestion list in this example, you need to enter benzoine into the user dictionary first.

Important: Please keep in mind that InDitect also analyzes the entries on your individual suggestion list! The suggestion list will contain only those words that InDitect would consider correct.

Groups of words having the same stem that shall be announced as wrong, with a maximum number of additional characters: Make sure that you chose the correct language, the correct target and Added Words. Enter the word in to the field Word, add an asterisk (*), then the number of maximum additional characters (for example: 2), and an equal sign (=). Last, click on Add in order to add this word to the list.

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InDitect Pro - Professional Spell Check and Dictionary Management

In this example, weve added wago*2=. This means: each word beginning with wago and continuing with maximum two additional characters will be announced as wrong. If there are more than two characters after the wago and if this word would be considered correct anyway, then this word will be considered correct just like the word wagoner (3) in this example.

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Important: Entries on the suggestion list can consist of more than one single word. If youd like to enter, for example, Best regards as an alternative for brg, you need to enter underscore characters for the blanks: Best_regards.

Possible Correction Entries With InDitect: A Complete Breakdown

What follows is a complete overview of all kinds of entries that can be done into the field Word within the dialogue window Edit Spelling Dictionary: This is what you enter in the field Word: word And this will happen: word will be considered correct. word will be announced as wrong and will be underlined by dynamic spelling. word will be announced as wrong and will be underlined by dynamic spelling. Suggestion list will contain the one entry alternative. word will be announced as wrong and will be underlined by dynamic spelling. Suggestion list will contain the entries alternative1, alternative2, alternative3. Each word beginning with word will be announced as wrong and will be underlined by dynamic spelling. Each word beginning with word will be announced as wrong and will be underlined by dynamic spelling. Suggestion list will contain the one entry alternative.

word=

word=alternative

word=alternative1;alternative2;alternative3

word*=

word*=alternative

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InDitect Pro - Professional Spell Check and Dictionary Management

word*=alternative1;alternative2;alternative3

word*[x]=alternative (where x is a natural number)

Each word beginning with word will be announced as wrong and will be underlined by dynamic spelling. Suggestion list will contain the one entry alternative1, alternative2, alternative3. Each word beginning with word and maximum x additional characters will be announced as wrong and will be underlined by dynamic spelling. Suggestion list will contain the one entry alternative.

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Importing / Exporting User Dictionaries

You can export and import all entries in any user dictionary as you are used to: Choose the language from the list (1) and then a user dictionary (2). The list with all entries in this particular user dictionary will appear below (3). You can export all these entries to a mere text file by clicking on Export (4). Just as well, you can import a text file by clicking on Import (5). Please keep in mind that you can only export and import Added Words and Removed Words.

Centrally Stored and Referenced (Distributed) User Dictionaries

You are certainly used to work with your local user dictionaries which are stored somewhere on your actual computer. Adding words into one of these user dictionaries, or deleting words from them, only affects your actual workplace. Hence, only you can benefit of these custom entries in the user dictionaries. If you work within an editorial team with several workplaces, you might want to make sure that everyone can use the same user dictionaries. With this, you can ensure that everyone uses the same hyphenation exceptions and that everyone can benefit of the same spelling exceptions or individual spellings. On the other hand, you need to make sure that access privileges to these shared user dictionaries is regulated especially the privilege to make changes in them. InDitect comes with sophisticated mechanisms to adjust access privileges to all shared, i.e. centrally stored user dictionaries.

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InDitect Pro - Professional Spell Check and Dictionary Management

Unique Computer Name

The first configuration step is to ensure that each workstation within your team gets a unique name with which it can by identified by InDitect. Seite | 23 Please open Edit Preferences InDitect Spelling (WIN) or rather InDesign Preferences InDitect Spelling (MAC): If your computer has a name assigned, then InDitect already grabbed this name and entered it into the Workstation Name field (1). If not, please enter a unique name for your workstation. Of course, you can override the name as well in order to set up an individual naming.

Distributed Dictionaries Update

In the same preferences window, you can also adjust the update interval for all distributed user dictionaries. This update will be performed each time you launch InCopy/InDesign, and from then in those intervals that you configure here.

Organizing Access Privileges

All access privileges to distributed user dictionaries are organized in the text file DitectAccessRights.txt. This file must be stored in the same folder as where the user dictionaries are stored.

Consider two users, Alice and Bob, and their respective user dictionaries, Alices Dic and Bobs Dic, actually named Alice_Dictionary.udc and Bob_Dictionary.udc. Both user dictionaries are stored on a shared network volume where both Alice and Bob have access to from their local computer:

Lets have a look at the various possibilities how you can configure access to these two user dictionaries for Alice and Bob.

Bob_PC_1 Alice_PC_2

Bob_Dictionary Alice_Dictionary

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InDitect Pro - Professional Spell Check and Dictionary Management

No DitectAccessRights.txt: If there isnt a file DitectAccessRights.txt, then both Alice and Bob have full access to both Alices Dic and Bobs Dic, meaning they can link them to their InCopy/InDesign document (= Read privilege) and use them, and they can make changes to them (= Write privilege). Hence, they can both use both user dictionaries, and they both can make changes to both user dictionaries. Seite | 24

Bob_PC_1 Alice_PC_2

Bob_Dictionary Alice_Dictionary

Empty DitectAccessRights.txt: If there is a file DitectAccessRights.txt, and there is no entry in this file for Alice and Bob, then both Alice and Bob have only Read privileges to both Alices Dic and Bobs Dic, meaning they can link them to their InCopy/InDesign document (= Read privilege) and use them, but cant make any changes in them. Hence, they can both use both user dictionaries, but cannot make any changes.

Bob_PC_1 Alice_PC_2

Bob_Dictionary Alice_Dictionary

Assigning Privilege to Make Changes to a Single User Dictionary: In order to grant Write (and Read) privileges to a particular user dictionary for a particular user, then you just need to enter the following line into the file DitectAccessRights.txt:
<Workstation Name>=<DictionaryName Without .UDC Extension>

If we wanted, in our example, grant Bob Read and Write privileges to Bobs Dic, this would specifically mean:

Bob_PC_1 Alice_PC_2
Bob_PC_2 = Bob_Dictionary

Bob_Dictionary Alice_Dictionary

(Please note that the entries can contain blank characters as well.) Hence, Bob can now use and make changes to the user dictionary Bob_Dictionary.udc. Regarding the other user dictionaries in this folder, he can use them, but not make any changes. Alice still can only use any dictionary, but cant make any changes to them. Assigning Privilege to Make Changes to Multiple User Dictionaries: If Bob shall have Write (and Read) access privileges to multiple user dictionaries, then these user dictionaries need to be separated by a semicolon:
Bob_PC_2 = Bob_Dictionary; Alice_Dictionary

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Bob_PC_1 Alice_PC_2

Bob_Dictionary Alice_Dictionary
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Bob is now able to use and make changes to those two user dictionaries. If there are even more user dictionaries in the folder, then he can use them, but cannot make changes to them. Alices situation is unchanged: she can use all user dictionaries in this folder, but cannot make any changes to them. For each user, add one line into the DitectAccessRights.txt:
Bob_PC_1 = Bob_Dictionary Alice_PC_2 = Alice_Dictionary

In this scenario, Alice can use and make changes to Alice_Dictionary.udc, and Bob can use and edit Bob_Dictionary.udc. If there are even more dictionaries in this folder, both Alice and Bob can use them, but cannot make any changes to them.

Bob_PC_1 Alice_PC_2

Bob_Dictionary Alice_Dictionary

User Dictionaries: Access Privileges Management A Complete Syntax Overview

You can manage all access privileges within the mere text file DitectAccessRights.txt, which you can edit with any text editor. Here is a breakdown of the syntax and the option that you can use: Comments: You can add explaining comments into the DitectAccessRights.txt. For this, add a hash character (#) at the beginning of each comment line:
# Here starts the assignment to the user dictionaries Bob_PC_1 = Bob_Dictionary Alice_PC_2 = Alice_Dictionary

Defining Variables and Groups

Variables, representing multiple user dictionaries: In the file DitectAccessRights.txt you can define variables as well. A variable can, for example, mean a particular set of dictionaries.

Dictionary Folder
Bob_Dictionary.UDC Alice_Dictionary.UDC English_UK.UDC English_US.UDC Spanish.UDC

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Inside of the DitectAccessRights.txt file, you have to drop the extension .UDC so the dictionary names look like:

DitectAccessRights.txt
Bob_Dictionary Alice_Dictionary English_UK English_US Spanish
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So first of all we assign the dictionaries to the variables ENGLISH and SPANISH:
# A variable defining a set of dictionaries # (all dictionaries must be stored in the same folder as this file) ENGLISH =Bob_Dictionary; English_UK; English_US SPANISCH = Alice_Dictionary; Spanish; Catalan

What you can do now in order to benefit of defining these variables, is to assign a variable to a particular user, using this particular syntax for the variable:

Folder
Bob_Dictionary.UDC

English_UK.UDC

English_US.UDC

Alice_Dictionary.UDC

Spanish.UDC

Bob_PC_1

Alice_PC_2

# A variable defining a set of dictionaries # (all dictionaries must be stored in the same folder as this file) ENGLISH = Bob_Dictionary; English_UK; English_US SPANISCH = Alice_Dictionary; Spanish # Dictionaries assigned to the users here: BOB_PC_1 = $(ENGLISH); $(SPANISH) ALICE_PC_2 = $(SPANISH)

The big advantage of variables becomes obvious if Alice gets a new colleague, Charlie:
# A variable defining a set of dictionaries # (all dictionaries must be stored in the same folder as this file) ENGLISH = Bob_Dictionary; English_UK; English_US SPANISCH = Alice_Dictionary; Spanish # Dictionaries assigned to the users here: BOB_PC_1 = $(ENGLISH); $(SPANISH) ALICE_PC_2 = $(SPANISH) CHARLIE_PC_3 = $(SPANISH)

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InDitect Pro - Professional Spell Check and Dictionary Management

All you have to do is to assign Charlie the variable SPANISH in order to give him access privileges to all user dictionaries that have been defined a few lines above. Also, if Alice shall now also edit English text, you can easily give her access to all English user dictionaries like this:
# A variable defining a set of dictionaries # (all dictionaries must be stored in the same folder as this file) ENGLISH = Bob_Dictionary; English_UK; English_US SPANISCH = Alice_Dictionary; Spanish # Dictionaries assigned to the users here: BOB_PC_1 = $(ENGLISH); $(SPANISH) ALICE_PC_2 = $(SPANISH); $(ENGLISH) CHARLIE_PC_3 = $(SPANISH)

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Note: You can assign multiple dictionaries to a single variable by delimiter the dictionary names by a semicolon, but you cannot assign dictionaries to multiple variables.

ENGLISH = Bob_Dictionary; English_UK; English_US BOB_PC_1; ALICE_PC_2; CHARLIE_PC_3 = English_UK

CORRECT WRONG

DitectAccessRights.txt - Syntax Breakdown

Syntax # Variable = Value Variable = Value1; Value 2; ${Variable} ${Variable}; ${Variable} Explanation Marks a comment. Assigns Value to Variable Varable stands for and will be expanded later on to Value 1; Value 2; The way variables are referenced when assigning users to dictionaries or vice versa Example # My comment SPANISH = Spanish.udc ENGLISH = English_UK.udc; English_US.udc Editorial = ${English} Proofreading = ${English}; ${Spanish}

You can define one variable or rather one group per line in the DitectAccessRights.txt.

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InDitect Pro - Professional Spell Check and Dictionary Management

Configuring and Managing InDitect Preferences

You can configure all InDitect preferences within InCopy/InDesign. On the other hand, InDitect saves all is settings in a special XMLfile, InDitectCS3Preferences.xml. You can find this special file in the folder: Windows: C:\Documents and Settings\<your user folder>\Application Data\Adobe\InDesign(or InCopy)\Version 5.0 or Version 6.0\ Windows Vista: <your user folder>\AppData\Roaming\Adobe\InDesign(or InCopy)\Version 5.0 or Version 6.0\ Mac OS X: /User/<your name>/Library/Preferences/InDesign (or InCopy)/Version 5.0 or Version 6.0/ This file contains all settings as well as all paths to your user dictionaries. The following tables shows all variables with their values that can occur in this file. Variable UserName Capitalized MissingGaps DPAGerman UpdateInterval Values Your workstations name. By default, its your computers name. on = checks for wrong capitalization; off doesnt. on = checks for missing gaps between two words off doesnt on = allows only Deutsche Presse Agentur spelling off = default spelling In this interval, distributed dictionaries are looked up and updated if necessary. The following values are possible: 0, 5, 15, 30, 60 or 120 minutes. Assigns the language for this particular XML tree. The following values are possible: Afrikaans, Bahasa, Bulgarian, Catalan, Czech, Danish, Dutch, English US, English UK Finnish, French, German Traditional, German Reformed, German Reformed 2006 , German Reformed Swiss, German Reformed Swiss 2006, Greek, Hungarian, Icelandic, Italian, Kiswahili, Maltese,

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InDitectLanguage language=Value

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Dictionary

Norwegian Bokmal, Norwegian Nynorsk, Polish, Portuguese European, Portuguese Brazilian, Romanian, Russian, Spanish Spanish Castilian, Spanish Mexican, Spanish Modern, Spanish Guatemala, Spanish Costarica, Spanish Panama, Slovenian, Slovak, Swedish, Tagalog, Thai, Turkish, Ukrainian This describes the full path to this dictionary. Important: Please make sure that no umlauts or special characters occur within the path.

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All values are noted in the XML syntax <Variable>Value</Variable>. The variables InDitectLanguage, DictionaryPaths, Dictionary are nested variables that need to be defined exactly as in the InDitect preference file. Here is an example:
<InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary>C:\Users\hjw\Documents\GermanReformed2006.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage>

Override Local InDitect Preferences By Central Software Deployment

As we saw earlier InDitect saves all settings in an XML file. If you use InDitect on a number of computers, maybe on hundreds of workstations within your company, then its really cumbersome to maintain these settings on each computer. For this situation, InDitect has a sophisticated mechanism to help you in your large IT environment, equipped with automatic software deployment:

On each workstation, several user dictionaries are used - for English (US) as well as for English (UK). You want to ensure a corporate-wide identical spelling and hence use a centrally deployed user dictionary. With this, these corporate-wide spellings shall be automatically installed on each workstation.

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InDitect Pro - Professional Spell Check and Dictionary Management

For this, InDitect offers you to create another preference file InDitectCS3GlobalPreferences.xml. Settings defined in this file will complement all local settings. Each time InCopy/InDesign launches, InDitect looks up for the file InDitectCS3GlobalPreferences.xml. If it exists, it will be loaded and their content will be loaded into the current preferences. In order to configure InDitect in a way that your corporate spelling for English (US) shall be used and is stored on the server Server_A, please use the following syntax within the InDitectCS3GlobalPreferences.xml:
<InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary>\\SERVER_A\Hausschreibweisen_2006.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage>

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After having deployed this file onto the workstations, and after re-launching InCopy/InDesign on the workstations, the file InDitectPreferences.XML (containing all local settings) will look something like this:
<InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary>C:\Users\hjw\Documents\GermanReformed2006.UDC</Dictionary> <Dictionary>\\SERVER_A\Hausschreibweisen_2006.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage>

Another scenario: A user dictionary containing your corporate-wide spelling exceptions needs to be moved from Server_A to Server_B. For this, the appropriate entry in the "InDitectPreferences.xml" needs to be adjusted accordingly. The path needs to be corrected from Server_A to Server_B. As the administrator, you have the following options:

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InDitect Pro - Professional Spell Check and Dictionary Management

You ask each colleague to change the appropriate entries on her/his workstation on her/his own.

You create a file "InDitectCS3GlobalPreferences.xml" where you insert all necessary changes.

Seite | 31 Consequence: As not all colleagues will perform these changes at a time, there will definitely exist different spellings within you company. You deploy this file by your automatic software deployment system onto all affected workstations.

This way to do it is cumbersome and not very reliable, at least you don't have feedback on which machine which user dictionary is used.

This way to do it is efficient, reliable and monitorable. In your company, the same user dictionaries will be used at any time.

In this example, the local settings InDitectPreferences.xml look something like this:
<InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary>\\SERVER_A\Hausschreibweisen_2006.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage>

The entry in the third line needs to be removed, since the dictionary has moved to another location. All you have to do is to write into the global file InDitectCS3GlobalPreferences.xml:
<InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary remove=yes>\\SERVER_A\Hausschreibweisen_2006.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage>

By inserting the key word remove=yes you tell InDitect to remove the link to this particular user dictionary from its preferences. Now you need to tell InDitect the path to the new user dictionary on Server_B. Enter the following line into the file InDitectCS3GlobalPreferences.xml:
<Dictionary>\\SERVER_B\Hausschreibweisen_2006.UDC</Dictionary>

The file InDitectCS3GlobalPreferences.xml now looks something like this:

<InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary remove=yes>\\SERVER_A\Hausschreibweisen_2006.UDC</Dictionary> <Dictionary>\\SERVER_B\Hausschreibweisen_2006.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage>

Finally, deploy this file to all affected computers in your network. This will lead to the effect that on each workstation the link to the user dictionary on Server_A will be deleted and the link to Server_B will be inserted.

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Copyright Notes

Adobe InDesign and Adobe InCopy are registered trademarks of Adobe Systems. Ditect is a registered trade mark of Unternehmensberatung Dieckmann. Software and all ancillaries as well as user guides, training materials etc. are subject of copyright of their respective owners. Seite | 32

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