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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InDitect Pro - Professional Spell Check and Dictionary Management

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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It’s fully integrated into the application so that you can further use all your familiar techniques. . feature request. like Icelandic. designed for use as centrally managed dictionaries. using a familiar user interface. you’ll find all information you need for installation. It works based on the acknowledged Dieckmann methods which have been developed and improved for more than 30 years now. activation and efficient use of InDitect. Full customization: define your own company spelling for certain words.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. Full support of the „dynamic spell check“ in InDesign and InCopy. Possibility to create configuration profiles that can be part of a centrally managed software deployment system. InDitectPro. or bug report. besides others. In addition to this. please just e-mail us at any time to support@aextra. 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. InDitect offers you quite a number of additional functions that you can benefit of. based on current spelling standards. Seite | 4 In this User Guide. offers you the following outstanding features: Very fast spell check. Shared dictionaries with access control. ©2008 bei aextra-software.de. define your own suggestion lists. Automatic updates of centrally managed dictionaries by the clients. Perfect cooperation with the plug-in „InDihyph Pro“: spell check considers hyphenation rules ¬additionally. Additional error types can be detected: wrong capitalization and missing blanks between words. and more. designed for your everyday’s life in editorial environments – where time is money each day. Available for more than 30 languages. even those that InDesign doesn’t support by default.

©2008 bei aextra-software. depending on your license. or a working Adobe InDesign CS4 or rather Adobe InCopy CS4 installation. depending on your license. in case of need an e-mail account.4 or higher. Windows Vista 32/64 Bit.Professional Spell Check and Dictionary Management System Preferences PC Windows XP with Service Pack 2. Seite | 5 Apple Computer Apple Computer with Power PC or Intel Processor. 30 MB free space on your hard disk. 30 MB free space on your hard disk. Internet connection to activate the software. version 10. A working Adobe InDesign CS3 or rather Adobe InCopy CS3 installation. in case of need an e-mail account. . or a working Adobe InDesign CS4 or rather Adobe InCopy CS4 installation. A working Adobe InDesign CS3 or rather Adobe InCopy CS3 installation. Important: InDitect will not run on virtual machines or rather environments like VMWare. Virtual PC or Parallels Desktop. Internet connection to activate the software. Windows 2003/2008 Server.InDitect Pro . Mac OS X.

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 ©2008 bei aextra-software. One language pack is included with your license. .InDitect Pro .Professional Spell Check and Dictionary Management Available Languages The following languages are supported by InDitect Pro.

Double-click on the installer and choose the language.Professional Spell Check and Dictionary Management Installation Installation on a Windows PC Seite | 7 You need administrator rights on your PC for the installation. Important: Quit InCopy/InDesign prior to installing InDitect. you can install InDihyph Pro for both at the same time. If you have InDesign and InCopy installed on the same machine. Follow the instructions on the screen. in which you’d like to be guided through the installation process. please install InDitect for them separately one by one. . Follow the instructions on the screen. Installation on an Apple Computer You need administrator rights on your MAC for the installation. If you have InDesign and InCopy installed on the same machine.InDitect Pro . ©2008 bei aextra-software. Double-click on the on the installer package.

Seite | 8 Activation Wizard The Activation Wizard guides you through the installation process step by step. Enter these values in the appropriate fields. you will be noticed and guided to the activation dialogue. please ask your network administrator for ist name and the connection port. 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“. Proxy-Server Settings If your Internet connection is established through a proxy server. When you relaunch InCopy/InDesign after the successful InDitect installation. then you need to activate each language separately. enter these values as well and click on „Next“. you need to state whether you already have a serial number or you’d just like to test the software. If you use a proxy server to connect to the Internet or if you don’t have an Internet connection at the moment. If you’ve purchased different languages. Some languages contain different language packs or rather variations. . for example „French“ and „English (UK)“. At the stage shown in the screenshot above.InDitect Pro .Professional Spell Check and Dictionary Management Activation InDitect needs to be activated before you can use it. If you need to authenticate on the proxy server. then click „Back“ in this dialog window. for example „German Reformed“ which contains „Swiss German (Reformed)“ or Spanish which contains multiple variations of Spanish. ©2008 bei aextra-software.

©2008 bei aextra-software. Please paste the license key as is into the appropriate field and click on „Next“.) The following dialog window shows up regardless of the activation method.InDitect Pro . On a MAC. After having successfully activated InDitect. if applicable. Please copy the product key into the clipboard and paste it into an e-mail. the activation wizard will show you a window with the so-called product key. the software tool „Little Snitch“ is sometimes used to prevent Internet connections from applications. (Please be aware of a time difference to Germany. Seite | 9 Manual Activation If you can’t establish an Internet connection to activate your software.de. . You will get an e-mail back with the license key as soon as possible. you can use the manual activation mechanism. Send this e-mail to support@aextra. please answer Yes. you still need to quit and re-launch InCopy/InDesign in order to use your new software. you need to allow InCopy/InDesign to establish an Internet connection by configuring your firewall accordingly in order to get the software activated. In this case. Usually.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. „Little Snitch“ will ask you whether or not InCopy/InDesign may establish an Internet connection. In this case. Having checked that you don’t have an Internet connection.

You can do this with the activation dialog as well. you need to deactivate InDitect as well and to activate it again in the new environment. On a MAC.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 „InDesign – aextra-software – InDitect“. On a Windows computer. choose „Help – aextra-software – InDitect“. On a MAC. choose „Help – aextra-software – InDitect“. Please keep in mind that you need to deactivate each language separately. Choose the language that you want to deacticate and click of „Deactivate“. Deactivating InDitect If you want to continue working with InDitect on a different machine. The same procedure applies if you purchased and want to activate additional languages. . choose „InDesign – aextra-software – InDitect“. you first need to deactivate the plug-in.InDitect Pro . Important: If you make significant changes in your computer’s hardware or if you uninstall InCopy/InDesign. ©2008 bei aextra-software.

Important: InDitect is smart enough to show only those languages that are actually used in this particular document. this can vary from document to document. you will be informed accordingly and given the possibility to switch to InDitect again for seamlessly further editing this particular document. If it’s not. InCopy/InDesign is able to recognize whether or not the document that you just want to open has already been edited with InDitect. and with with spell check module its text has been checked for correct spelling. besides others. Of course. . hyphenation and spellcheck method are a property of the document. and InDitect will be used as spell check for the listed languages. Click on „Yes“. ©2008 bei aextra-software. that an InCopy/InDesign document contains the information with which hyphenation module it was hyphenated. relaunched InCopy/InDesign. Starting from CS3. you’ll see the following message as shown in the dialog. InCopy/InDesign checks whether or not InDitect is configured as your spell check method for the language(s) that you have installed. This means.Professional Spell Check and Dictionary Management InDitect – Basic Configuration You have successfully activated InDitect and. 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. Automatic configuration when opening a document An important change since InCopy/InDesign CS3/CS4 is the organization of hyphenation and spell check mechanisms. after this. Seite | 11 Automatic configuration during InCopy/InDesign startup During startup. As a consequence.InDitect Pro . If yes.

. this procedure for each installed language.InDitect Pro . you need to switch the spell check in each appropriate language again. Important: After having deleted the InCopy/InDesign preferences („InCopy defaults“ or rather „InDesign defaults“). ©2008 bei aextra-software. Choose the language from the drop-down list (2). 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“. If you have InDitect installed for this language. then you have the option to switch to InDitect at „Spelling“ (3). if necessary. Navigate to the section „Dictionary“ (1). Confirm with „OK“. Repeat.Professional Spell Check and Dictionary Management Manual basic configuration Seite | 12 In order to configure InDitect as spell check for particular languages.

InDitect Pro . simply replacing the standard spell check module. . first and foremost. “Dynamic spelling” means that spelling is checked all the time in the background. so if your computer’s performance seems to be too low. In the section “Dynamic spelling”. and colored wavy lines are drawn under those portions of text which have been identified as wrong: This can be very processor-intensive. Standard InCopy/InDesign settings Seite | 13 In order to configure which kind of spelling mistakes shall be detected and reported. generally switch on and off the dynamic spelling. you can check or uncheck four different kinds of spelling mistakes. ©2008 bei aextra-software. and you can choose different colors to indicate the four different types of spelling mistakes. you can. it might be a good idea to switch off the dynamic spelling.Professional Spell Check and Dictionary Management InDitect – Advanced Configuration InDitect integrates seamlessly into InCopy/InDesign. In the section “Find”. 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“.

you can check/uncheck these special InDitect functions. . you can configure InDitect in a way that you follow the spelling of the DPA (= Deutsche Presse-Agentur. 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”. For this. you just have to check the appropriate option (3) in the window shown above. 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”. That’s why the erroneously capitalized words can only be detected if those words can only occur in lowercase letters. Also here. Important: InDitect cannot perform a context-aware spell check.InDitect Pro . meaning: German Press Agency).Professional Spell Check and Dictionary Management Additional Spell Check Settings by InDitect Seite | 14 In addition to these four types of spelling mistakes. ©2008 bei aextra-software. The other options seen here will be discussed later in this User Guide. InDitect is smart enough to recognize two additional ones: erroneously capitalized words and missing gaps between two words. you have checkboxes to turn on or off these particular functions.

Professional Spell Check and Dictionary Management InDitect User Dictionaries In this chapter. These dictionaries are. . by default. Since these techniques are mostly identical to the standard techniques that you are familiar with. we will mainly discuss the special. Seite | 15 InDitect Standard User Dictionary InDitect automatically creates one user dictionary for each language that you activated.InDitect Pro . You have the following options. make sure that you’ve selected the correct language from the list of available languages. 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“. stored in the following folder in your file system: Windows XP: <your harddisk. First. clicking on the appropriate icons (3) to (6): ©2008 bei aextra-software. Dictionaries are organized in this option window as well. you’ll learn how to organize and edit InDitect dictionaries. InDitect-specific functions and just outline the standard dictionary techniques.

For this. InDitect user dictionaries are platform-independent. InDitect has sophisticated access control mechanisms for working with user dictionaries which will be discussed in detail later on. Hence. if there are conflicts inasmuch as there are different spellings in two different user dictionaries. the next user dictionary above the second highest priority. . Unlike in InCopy/InDesign. modify and delete any spelling exception.Professional Spell Check and Dictionary Management Relink: You can relink those user dictionaries which are listed above (2). then click on the „Add“ icon (5) and choose it from the file system. which means that you can interchange WIN and MAC dictionaries. Unload: Unload user dictionaries from the list (2) when you don’t further use them. Choose the appropriate user dictionary in your file system. Seite | 16 Locked User Dictionaries You can make changes within a user dictionary only if it’s not “locked”. The uppermost user dictionary (= the “main dictionary”) has the highest priority. Important: you don’t delete the user dictionary as such. Choose “Edit – Spelling – Dictionary” in order to open it: ©2008 bei aextra-software. The user dictionaries mentioned in the window are listed upon their priority. There is no limitation as how many user dictionaries you can create and use. Editing User Dictionary Entries InDesign basically offers you one single dialogue window to create. then the spelling in the higher user dictionary will “win” and therefore be used. InDitect user dictionaries are automatically locked by default. Create: You can create a new user dictionary by clicking on the “New” icon (4).InDitect Pro . select the intended dictionary in the list (2) and then click on the relink icon(3). Add: If there is a certain user dictionary already and you’d like to use this one as well. a lock icon is shown in front of the appropriate entry in the user dictionaries’ list. if they are not stored locally on your actual computer. but only tell InDesign that you don’t want to further consider it in your current document. You can change the order of the user dictionaries by dragging any user dictionary with the mouse to another position in the list. and so on. If a user dictionary is locked.

the correct “target” and “Added Words”. Please keep in mind that InDitect always works case-sensitive. it will be temporarily excluded from spell check – as long as you have opened InDesign. Prior to clicking on “Add”. the list of “ignored words” is empty again. 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”. then the word that you enter will be internally flagged as „not existent” in the standard user dictionary. Case Sensitive: Please note that InDitect always works in „case sensitive” mode. Consequently. regardless of whether the option “Case Sensitive” is checked or not. you enter the word into the field „Word“ and then click on „Add“ in order to take this particular word into the word list. The exception is the very first word in a sentence. Enter the word in to the field “Word”. if you want to add a word in both uppercase and lowercase spelling. As soon as you quit and re-launch InDesign. From now. regardless of whether the option “Case Sensitive” below the word list is checked or not. . you need to enter it twice: once in uppercase and once in lowercase. Even if you entered a word in lowercase. Please note that it will not be deleted from the dictionary. You have the possibility to enter “added words” into any of your user dictionaries. Ignored Words: If you add a word to the „Ignored Words“. ©2008 bei aextra-software. All those different possibilities start in the dialogue window “Edit – Spelling – Dictionary”. and consequently won’t be underlined by the dynamic spelling. Removed Words: If you choose „Removed Words“. it will be considered “correct” when be capitalized at the begin of a sentence. Then. Seite | 17 Defining Individual Spelling With InDitect. this word will be considered “correct” during spell check. meaning that it won’t be announced as wrong nor underlined. Word that shall be considered correct: Make sure that you chose the correct “language”.InDitect Pro . just choose one of them from the list “Target”. you have a lot of options to define your own spelling.Professional Spell Check and Dictionary Management In principle. click on “Add” in order to add this word to the list.

the correct “target” and “Added Words”. dialog – dialogue). and the suggestion list will only yield “favour” (4).InDitect Pro . Enter the word in to the field “Word” and add an equal sign (=). make sure that “Added Word” (1) is selected. this word will be considered “wrong” during spell check. In our example. and then add your exception as follows: <wrong word or spelling><equal sign><correct word or spelling>. or because there are different spellings in “American English” and “British English” (labor – labour. we have “favor=favour” (2). Seite | 18 Word with one pre-defined alternative on the suggestion list: Choose language and target. click on “Add” in order to add this word to the list.Professional Spell Check and Dictionary Management Word that shall be announced as wrong: Make sure that you chose the correct “language”. ©2008 bei aextra-software. meaning that the word “favor” will be announced as “wrong” (3). Applications for this mechanism can be words that mustn’t be used because they are “politically incorrect” or even “contemptuous”. . because they shall simply not be used within your company by policy. From now. and consequently will be underlined by dynamic spelling. Then.

©2008 bei aextra-software. . 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. The effect is that “benzyl”.Professional Spell Check and Dictionary Management Word with multiple pre-defined alternatives on the suggestion list: Choose language and target. In this example. the correct “target” and “Added Words”.miraculous ”. “benzylene” etc. Groups of words having the same stem that shall be announced as wrong: Make sure that you chose the correct “language”. we’ve entered “benzy*=” (1). Enter the word in to the field “Word” and add an asterisk (*) and an equal sign (=). will be announced as “wrong” and underlined by dynamic spelling. “benzyle”.InDitect Pro . and the suggestion list will yield the three alternatives in their entered order (2). In our example.marvellous. meaning that the word “supernatural” will be announced as “wrong” (1). Then. make sure that “Added Word” is selected. we have “supernatural=marvelous. click on “Add” in order to add this word to the list.

Groups of words having the same stem that shall be announced as wrong. Enter the word in to the field “Word” and add an asterisk (*) and an equal sign (=). Last. Then. the correct “target” and “Added Words”. Enter the word in to the field “Word”. but the suggestion list will remain empty. because “benzoine”. and an equal sign (=).InDitect Pro . and all three alternatives will be listed on the suggestion list. . If you enter multiple alternatives. click on “Add” in order to add this word to the list. if you’d like to have “benzoine” as an alternative to “benzyle” on the suggestion list in this example. Hence.Professional Spell Check and Dictionary Management Groups of words having the same stem that shall be announced as wrong. “benzoyle” and “benzoatee” would be considered “wrong” as well. separate them with a semicolon (. add an asterisk (*).). benzoate”. In this example. with custom suggestion list: Make sure that you chose the correct “language”. the correct “target” and “Added Words”. “benzyle” will also be flagged as “wrong”. 2. with a maximum number of additional characters: Make sure that you chose the correct “language”. “benzyl” will be flagged as “wrong”. benzoyl. This effects the following: 1. 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”. CompleSeite | 20 ment the entry by the intended alternative(s). we’ve entered “benzyl*= benzoin. then the number of maximum additional characters (for example: 2). click on “Add” in order to add this word to the list. ©2008 bei aextra-software. because all of them are considered “correct” as well.

This means: each word beginning with “wago” and continuing with maximum two additional characters will be announced as “wrong”. Suggestion list will contain the entries “alternative1”. 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“. then this word will be considered “correct” – just like the word “wagoner” (3) in this example. for example. . If there are more than two characters after the “wago” and if this word would be considered “correct” anyway.Professional Spell Check and Dictionary Management In this example. „word“ will be announced as „wrong“ and will be underlined by dynamic spelling. you need to enter underscore characters for the blanks: “Best_regards”. word= word=alternative word=alternative1. Each word beginning with „word“ will be announced as „wrong“ and will be underlined by dynamic spelling. If you’d like to enter. “alternative3”. Seite | 21 Important: Entries on the suggestion list can consist of more than one single word. Suggestion list will contain the one entry “alternative”. 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“ 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.alternative3 word*= word*=alternative ©2008 bei aextra-software. “Best regards” as an alternative for “brg”. “alternative2”.InDitect Pro . we’ve added „wago*2=“.alternative2.

you need to make sure that access privileges to these shared user dictionaries is regulated – especially the privilege to make changes in them.e. The list with all entries in this particular user dictionary will appear below (3).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. centrally stored user dictionaries. Suggestion list will contain the one entry “alternative”. Just as well. only affects your actual workplace. . only you can benefit of these custom entries in the user dictionaries. InDitect comes with sophisticated mechanisms to adjust access privileges to all shared. You can export all these entries to a mere text file by clicking on “Export” (4). On the other hand. ©2008 bei aextra-software. you can import a text file by clicking on “Import” (5). “alternative3”.InDitect Pro . you can ensure that everyone uses the same hyphenation exceptions and that everyone can benefit of the same spelling exceptions or individual spellings. “alternative2”. you might want to make sure that everyone can use the same user dictionaries. Please keep in mind that you can only export and import “Added Words” and “Removed Words”. i. Hence. If you work within an editorial team with several workplaces.Professional Spell Check and Dictionary Management word*=alternative1. Seite | 22 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). With this. Adding words into one of these user dictionaries. Each word beginning with „word“ and maximum x additional characters will be announced as „wrong“ and will be underlined by dynamic spelling. 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. or deleting words from them. Suggestion list will contain the one entry “alternative1”.

Consider two users. This file must be stored in the same folder as where the user dictionaries are stored. This update will be performed each time you launch InCopy/InDesign. Seite | 23 Please open “Edit – Preferences – InDitect Spelling” (WIN) or rather “InDesign – Preferences – InDitect Spelling” (MAC): If your computer has a name assigned. Both user dictionaries are stored on a shared network volume where both Alice and Bob have access to from their local computer: Let’s have a look at the various possibilities how you can configure access to these two user dictionaries for Alice and Bob. please enter a unique name for your workstation.txt”. and from then in those intervals that you configure here. you can override the name as well in order to set up an individual naming. Organizing Access Privileges All access privileges to distributed user dictionaries are organized in the text file “DitectAccessRights. Alice and Bob.InDitect Pro . Alice’s Dic and Bob’s Dic. Bob_PC_1 Alice_PC_2 Bob_Dictionary Alice_Dictionary ©2008 bei aextra-software.udc” and “Bob_Dictionary. Of course. then InDitect already grabbed this name and entered it into the “Workstation Name” field (1). you can also adjust the update interval for all distributed user dictionaries. If not.udc”. actually named “Alice_Dictionary. . and their respective user dictionaries.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. Distributed Dictionaries’ Update In the same preferences window.

Alice still can only use any dictionary. but not 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 both Alice and Bob have only Read privileges to both Alice’s Dic and Bob’s Dic.txt“: <Workstation Name>=<DictionaryName Without . then you just need to enter the following line into the file ¬„DitectAccessRights. he can use them. and they can make changes to them (= Write privilege). but can’t make any changes to them. then both Alice and Bob have full access to both Alice’s Dic and Bob’s Dic.UDC Extension> If we wanted. Alice_Dictionary ©2008 bei aextra-software. .udc”. Regarding the other user dictionaries in this folder.txt“. 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. but can’t make any changes in them. they can both use both user dictionaries.Professional Spell Check and Dictionary Management No “DitectAccessRights.txt”: If there is a file „DitectAccessRights.txt”: If there isn’t a file „DitectAccessRights.) Hence. and there is no entry in this file for Alice and Bob. meaning they can link them to their InCopy/InDesign document (= Read privilege) and use them. Assigning Privilege to Make Changes to Multiple User Dictionaries: If Bob shall have Write (and Read) access privileges to multiple user dictionaries. they can both use both user dictionaries. Seite | 24 Bob_PC_1 Alice_PC_2 Bob_Dictionary Alice_Dictionary Empty “DitectAccessRights. then these user dictionaries need to be separated by a semicolon: Bob_PC_2 = Bob_Dictionary. in our example. grant Bob Read and Write privileges to Bob’s Dic. meaning they can link them to their InCopy/InDesign document (= Read privilege) and use them. but cannot make any changes.InDitect Pro . Hence.txt“. Bob can now use and make changes to the user dictionary “Bob_Dictionary. Hence. and they both can make changes to both user dictionaries.

txt“: Bob_PC_1 = Bob_Dictionary Alice_PC_2 = Alice_Dictionary In this scenario. . 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. add one line into the „DitectAccessRights. Dictionary Folder Bob_Dictionary.UDC ©2008 bei aextra-software. If there are even more user dictionaries in the folder. mean a particular set of dictionaries. For each user. If there are even more dictionaries in this folder. representing multiple user dictionaries: In the file „DitectAccessRights.UDC English_UK. A variable can.Professional Spell Check and Dictionary Management Bob_PC_1 Alice_PC_2 Bob_Dictionary Alice_Dictionary Seite | 25 Bob is now able to use and make changes to those two user dictionaries. and Bob can use and edit Bob_Dictionary.udc. For this.txt“. Alice can use and make changes to Alice_Dictionary. Here is a breakdown of the syntax and the option that you can use: Comments: You can add explaining comments into the „DitectAccessRights.UDC Alice_Dictionary. but cannot make any changes to them. both Alice and Bob can use them.InDitect Pro . which you can edit with any text editor. 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“. then he can use them.UDC Spanish.UDC English_US. Alice’s situation is unchanged: she can use all user dictionaries in this folder. but cannot make changes to them. for example.udc.txt“ you can define variables as well. but cannot make any changes to them.

English_US SPANISCH = Alice_Dictionary. you have to drop the extension . $(SPANISH) ALICE_PC_2 = $(SPANISH) CHARLIE_PC_3 = $(SPANISH) ©2008 bei aextra-software. Charlie: # A variable defining a set of dictionaries # (all dictionaries must be stored in the same folder as this file) ENGLISH = Bob_Dictionary. is to assign a variable to a particular user. using this particular syntax for the variable: Folder Bob_Dictionary. $(SPANISH) ALICE_PC_2 = $(SPANISH) The big advantage of variables becomes obvious if Alice gets a new colleague. English_US SPANISCH = Alice_Dictionary.UDC English_US.UDC so the dictionary names look like: DitectAccessRights. English_UK. English_UK.UDC English_UK. English_US SPANISCH = Alice_Dictionary.UDC Spanish. 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. Catalan What you can do now in order to benefit of defining these variables. .txt Bob_Dictionary Alice_Dictionary English_UK English_US Spanish Seite | 26 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.Professional Spell Check and Dictionary Management Inside of the “DitectAccessRights. Spanish # Dictionaries assigned to the users here: BOB_PC_1 = $(ENGLISH).UDC Alice_Dictionary. English_UK.txt” file.InDitect Pro . Spanish # Dictionaries assigned to the users here: BOB_PC_1 = $(ENGLISH).

if Alice shall now also edit English text. English_UK. ALICE_PC_2. English_US BOB_PC_1. Value 2. Also. $(SPANISH) ALICE_PC_2 = $(SPANISH). …” The way variables are referenced when assigning users to dictionaries or vice versa Example # My comment SPANISH = Spanish.udc ENGLISH = English_UK. $(ENGLISH) CHARLIE_PC_3 = $(SPANISH) Seite | 27 Note: You can assign multiple dictionaries to a single variable by delimiter the dictionary names by a semicolon.udc. ENGLISH = Bob_Dictionary. … ${Variable} ${Variable}. Spanish # Dictionaries assigned to the users here: BOB_PC_1 = $(ENGLISH). .udc Editorial = ${English} Proofreading = ${English}. Assigns „Value“ to „Variable“ „Varable“ stands for and will be expanded later on to “Value 1.InDitect Pro . but you cannot assign dictionaries to multiple variables. ©2008 bei aextra-software. ${Variable} Explanation Marks a comment. ${Spanish} You can define one variable or rather one group per line in the DitectAccessRights.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. 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.txt.txt . English_US. Value 2. English_US SPANISCH = Alice_Dictionary. English_UK. CHARLIE_PC_3 = English_UK CORRECT WRONG DitectAccessRights.Syntax Breakdown Syntax # Variable = Value Variable = Value1.

InDitect Pro .Professional Spell Check and Dictionary Management Configuring and Managing InDitect Preferences You can configure all InDitect preferences within InCopy/InDesign. distributed dictionaries are looked up and updated if necessary. French. German Reformed Swiss. Assigns the language for this particular XML tree. .xml“. On the other hand. The following values are possible: Afrikaans. 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. The following tables shows all variables with their values that can occur in this file.0\ Windows Vista: <your user folder>\AppData\Roaming\Adobe\InDesign(or InCopy)\Version 5. German Reformed 2006 . German Traditional. German Reformed Swiss 2006. Dutch. Hungarian. InDitect saves all is settings in a special XMLfile.0/ This file contains all settings as well as all paths to your user dictionaries. English UK Finnish. off doesn‘t. By default. Bulgarian. 30. 5. Maltese. The following values are possible: 0. on = checks for wrong capitalization. Italian.0 or Version 6.0 or Version 6. Icelandic. 15. Catalan. Danish. it’s your computer’s name. Kiswahili. Seite | 28 InDitectLanguage language=“Value“ ©2008 bei aextra-software. Greek. Variable UserName Capitalized MissingGaps DPAGerman UpdateInterval Values Your workstation’s name.0\ Mac OS X: /User/<your name>/Library/Preferences/InDesign (or InCopy)/Version 5. on = checks for missing gaps between two words off doesn‘t on = allows only Deutsche Presse Agentur spelling off = default spelling In this interval. Bahasa. German Reformed. Czech. English US. 60 or 120 minutes. „InDitectCS3Preferences.

. The variables InDitectLanguage. equipped with automatic software deployment: On each workstation. Thai.Professional Spell Check and Dictionary Management Dictionary Norwegian Bokmal. Spanish Panama. Spanish Spanish Castilian. Spanish Mexican. Ukrainian This describes the full path to this dictionary. For this situation. Romanian. Spanish Costarica. Slovenian. You want to ensure a corporate-wide identical spelling and hence use a centrally deployed user dictionary.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage> Override Local InDitect Preferences By Central Software Deployment As we saw earlier InDitect saves all settings in an XML file. Seite | 29 All values are noted in the XML syntax <Variable>Value</Variable>. then it’s really cumbersome to maintain these settings on each computer.for English (US) as well as for English (UK). maybe on hundreds of workstations within your company. DictionaryPaths. these corporate-wide spellings shall be automatically installed on each workstation. Spanish Guatemala. Norwegian Nynorsk.InDitect Pro . Portuguese Brazilian. Here is an example: <InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary>C:\Users\hjw\Documents\GermanReformed2006. Important: Please make sure that no „umlauts“ or special characters occur within the path. Portuguese European. InDitect has a sophisticated mechanism to help you in your large IT environment. Slovak. ©2008 bei aextra-software. Spanish Modern. If you use InDitect on a number of computers. Swedish. Dictionary are nested variables that need to be defined exactly as in the InDitect preference file. Tagalog. Russian. With this. Turkish. Polish. several user dictionaries are used .

and after re-launching InCopy/InDesign on the workstations. the appropriate entry in the "InDitectPreferences. you have the following options: ©2008 bei aextra-software.InDitect Pro .xml" needs to be adjusted accordingly.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. it will be loaded and their content will be loaded into the current preferences.XML“ (containing all local settings) will look something like this: <InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary>C:\Users\hjw\Documents\GermanReformed2006. . please use the following syntax within the „InDitectCS3GlobalPreferences.Professional Spell Check and Dictionary Management For this. 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“. Each time InCopy/InDesign launches. the file „InDitectPreferences. InDitect looks up for the file „InDitectCS3GlobalPreferences. InDitect offers you to create another preference file „InDitectCS3GlobalPreferences. For this.UDC</Dictionary> <Dictionary>\\SERVER_A\Hausschreibweisen_2006. As the administrator.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage> Seite | 30 After having deployed this file onto the workstations. Settings defined in this file will complement all local settings. If it exists.xml“.xml“.xml“: <InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary>\\SERVER_A\Hausschreibweisen_2006. The path needs to be corrected from Server_A to Server_B.

This way to do it is cumbersome and not very reliable.xml“: <InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary remove=”yes”>\\SERVER_A\Hausschreibweisen_2006. the same user dictionaries will be used at any time. since the dictionary has moved to another location. In this example. the local settings „InDitectPreferences.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. You deploy this file by your automatic software deployment system onto all affected workstations.xml" where you insert all necessary changes.UDC</Dictionary> <Dictionary>\\SERVER_B\Hausschreibweisen_2006. Enter the following line into the file „InDitectCS3GlobalPreferences. All you have to do is to write into the global file „InDitectCS3GlobalPreferences.xml“ look something like this: <InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary>\\SERVER_A\Hausschreibweisen_2006. at least you don't have feedback on which machine which user dictionary is used.InDitect Pro . Seite | 31 Consequence: As not all colleagues will perform these changes at a time. You create a file "InDitectCS3GlobalPreferences. Now you need to tell InDitect the path to the new user dictionary on Server_B. deploy this file to all affected computers in your network.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage> Finally. . This way to do it is efficient.xml“ now looks something like this: <InDitectLanguage language="German Reformed 2006"> <DictionaryPaths> <Dictionary remove=”yes”>\\SERVER_A\Hausschreibweisen_2006. In your company. reliable and monitorable.UDC</Dictionary> </DictionaryPaths> </InDitectLanguage> The entry in the third line needs to be removed.UDC</Dictionary> The file „InDitectCS3GlobalPreferences.xml“: <Dictionary>\\SERVER_B\Hausschreibweisen_2006. there will definitely exist different spellings within you company.Professional Spell Check and Dictionary Management You ask each colleague to change the appropriate entries on her/his workstation on her/his own. ©2008 bei aextra-software. 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.

InDitect Pro . training materials etc. Ditect is a registered trade mark of Unternehmensberatung Dieckmann. Software and all ancillaries as well as user guides. Seite | 32 ©2008 bei aextra-software. . are subject of copyright of their respective owners.Professional Spell Check and Dictionary Management Copyright Notes Adobe InDesign and Adobe InCopy are registered trademarks of Adobe Systems.

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