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Technical Tuesday – April 2016

     -     Apr 18th, 2016   -     Technical   -     0 Comments

InDesign Tips & Tricks: How to Properly Package Your Documents

As a marketer, I’m sure there are times you have to create files and projects in InDesign. It is also common practice to pass the file off to a coworker, a designer and even an exterior source such as a printer or vendor for production.

As a creative person, I’ve often seen this done incorrectly in that I will only receive an InDesign file and none of the supporting links (artwork) and fonts. It is very important for proper file production and functionality that all components get delivered with the InDesign file. This is where the “Package” command is helpful.

Package gathers copies of all images and fonts used in the document along with a copy of the InDesign document itself into a single folder that you can easily zip or compress and deliver to a print service provider or to a colleague. You can even use this option to archive completed jobs and make sure that all necessary elements are stored together.

So, how do you accomplish this task? It’s simple, and here are the steps:

  1. Choose File > Package.
    The Package dialog box opens. The Summary screen shows you all current images and fonts in the document based on an analysis of that document.
    InDesign Tips Tricks - Accounting Marketing
  2. Click on “Fonts” in the list on the left side of the dialog box.
    Within the area to the right, enable “Show Problems Only” by checking the box. In my example below, you can easily see toward the top of the screen that there are seven fonts being used in my document, 0 missing, 0 incomplete and 0 protected. Personally, I find this the simplest way to go through fonts. If there are problems, you have the option of clicking “Find Font” so that you can locate the missing font on your computer and then continue on to the next step.
    Screen Shot 2016-03-24 at 10.42.14 AM
  3. Click Links and Images in the list on the left side of the dialog box.
    Within the area to the right, enable “Show Problems Only” by checking the box. Again, at the top of the dialog bog in my example below, you can see that there are 12 links found, 0 modified (meaning that a change was made to the file and the file wasn’t updated in InDesign), 0 missing and 0 inaccessible. If there are problems, you have the option of clicking “Repair All” so that you can locate the missing link, update it and even repair the link prior to packaging the file. It’s very important to note that if any images aren’t properly linked, your document is incomplete and will print with pictures missing. This is why you may get a call from a designer or printer asking for missing artwork. Assuming your links and images are intact, you’re ready for the next step.
    Screen Shot 2016-03-24 at 10.47.13 AM
  4. Click on the “Colors and Inks” tab.
    This area of the package process will show you how your file is to be produced. In the case below, it’s set to CMYK (cyan, magenta, yellow and black), which is the standard for full-color and/or four-color process printing.
    Screen Shot 2016-03-24 at 10.52.27 AM
  5. Now you’re ready to click the Package button at the bottom of the dialog box.
    Your document and all its associated files are saved into a folder. As a final step, you’re given the opportunity to name the folder and specify a location on your hard drive. I work on a MAC and usually save my packaged files to my desktop. I can always move them into a folder from there.

When I release files to anyone – a client, another designer or a printer – I always package my files and supply a press PDF. I find that it’s a good idea to provide your print service provider with both the press PDF and also the live InDesign files in case they need to fine-tune the document. While PDFs can be edited, the capability is much more limited compared to the live files.

 

Want to Know More?
If there is something marketing program-specific you’d like me to discuss or write about, please contact me to let me know. I’m always happy to help.


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