🧭 How to Check In and Check Out Files in InCopy

When working on shared projects between writers, editors, and designers, file control becomes essential.
That’s where Check In and Check Out in Adobe InCopy come in — ensuring that multiple team members can collaborate on the same publication without overwriting each other’s work.

In this guide, you’ll learn how to check in and check out files in Adobe InCopy for a seamless, professional editorial workflow.

How to Check In and Check Out Files in InCopy

🧩 Why Check In and Check Out Matter

InCopy’s Check In/Check Out system is what makes it the perfect companion to Adobe InDesign.
It allows multiple people to edit the same document while keeping control over who has editing rights at any moment.

Here’s what it does for you:
✅ Prevents file conflicts and accidental overwrites.
✅ Makes collaboration with designers smooth and safe.
✅ Keeps version history organized and transparent.

💡 Think of “Check Out” as reserving the file for yourself — and “Check In” as handing it back to the team.

🖋️ Step 1: Open Your Shared Assignment

If you’re working in a collaborative setup, you’ll likely receive an assignment file (.icma) from your designer or project lead.

To open it:

Go to File → Open.
Select the .icma file.
The Assignments panel opens automatically.

Each story or text section (linked .icml file) will appear listed under your assignment.

💡 Each story corresponds to a part of the layout — such as an article, caption, or sidebar.

⚙️ Step 2: Check Out a File for Editing

Before making changes, you must “check out” a story.
This prevents others from editing the same content simultaneously.

Here’s how:

In the Assignments panel, right-click the story you want to edit.
Choose Check Out from the menu.
The story icon changes to a pencil, indicating it’s reserved for you.

💡 If another editor already has it checked out, you’ll see a padlock icon instead.

🧭 Step 3: Edit the Checked-Out Story

Once the story is checked out, you can make changes freely in any view:

Story View for focused text editing.
Galley View for proofreading with layout metrics.
Layout View for context within design.

Your changes are saved to the linked .icml file.

💡 You can keep working even if the InDesign layout is open elsewhere — your updates will sync automatically once checked in.

🧾 Step 4: Check In When You’re Done

When you finish editing, it’s time to check in your story.

To do this:

Right-click the story in the Assignments panel.
Select Check In.

Your changes will be saved and made available to everyone else.
The story icon reverts to its neutral state, allowing others to edit it next.

💡 Always check in stories before closing InCopy — otherwise, they remain locked for others.

🧠 Step 5: Update the Assignment

To make sure you’re working with the latest version of all content and design updates:

Go to File → Update Design Layout.
InCopy refreshes linked files and layout information from InDesign.

💡 Do this frequently to avoid version mismatches in multi-editor environments.

🧩 Step 6: Work Offline, Then Sync Later

If you’re working remotely or temporarily offline, InCopy saves your local changes until you reconnect.
Once back online, simply click Check In to sync your updates with the shared project.

💡 This makes InCopy ideal for distributed editorial teams.

⚙️ Step 7: View Who Has a File Checked Out

In collaborative projects, knowing who’s currently editing a file can save time.

To check:

Open the Assignments panel.
Hover over the story name — you’ll see who has it checked out.

💡 Color-coded icons make it easy to spot who’s working on what section.

🧠 Pro Tip: Use “Check Out All” for Efficiency

If you’re editing several related stories at once (like a multi-section article), use the Check Out All command in the Assignments panel menu.
When you’re done, select Check In All to upload everything back.

💡 Perfect for feature editors managing multiple stories in a single issue.

💰 Try Adobe InCopy for Free

Test InCopy’s powerful check-in/check-out system and see how it revolutionizes collaboration.
👉 Start your 7-day free Adobe InCopy trial

Work in perfect sync with your team — no more version chaos.

✏️ Final Thought

InCopy’s Check In/Check Out workflow is the backbone of professional editorial collaboration.
It gives every team member controlled access, keeps files safe from conflicts, and ensures seamless integration with InDesign layouts.

Once you master it, your publishing workflow will never be the same.