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If you do intend to have your newsletter commercially printed, then you'll most likely want to make a print ready PDF to send to your commercial printer. Some printers may prefer to receive the InDesign file along with all of the linked images, and all of the fonts used in the document. But typically these days, they are more likely to want a print ready PDF. This is easier for them and it's easier for you, and it's less prone to error. So here is how we can do this. The size and quality and content of the PDF may vary according to whether it is intended as a print PDF or a screen PDF. Now, we are going to create both.
Beginning first with the print PDF. The actual settings that you should choose may vary according to your printer's preferences. So I strongly suggest that you contact your printer, and ask them what kind of PDF they would like to receive, and if they have any advise for the specific settings that you should use. They may even be able to direct you to a PDF Preset. If they were to do so, you could load that preset into InDesign by doing the following.
Coming to the File menu, Adobe PDF Presets. Define, and then click on Load. The Preset is just a very small file of instructions that is going to make sure that all of the right boxes are ticked in the Export PDF dialog box. This will ensure that you printer receives from you the file exactly how they want it. But we are going to use for now a press ready PDF Preset. All of these presets in square brackets are presets that come with InDesign. These two down here are user defined presets.
We are going to use Press Quality, and I'm going to choose to call it exactly that, and we'll save it. Let's see there shouldn't be too much here if anything that we want to change. But I'm just going to walk you through some of different options. View PDF after Exporting, Yes, so that we don't have to actually go and double-click on the file to open it in Acrobat. Check your Page Range, the Compression Settings. What's happening here is this is a specification that says anything at a higher resolution than this number will be downsampled to this number. We can leave these as they are. Meaning that anything at a resolution of 450 pixels per inch and above will get downsampled to 300.
In the Marks and Bleeds, we can leave all of these turned off in this instance because we are not using Bleeds in this newsletter. In the Output section, the Color Conversion Convert to Destination, this being a destination CMYK profile. This is going to ensure that any RGB images in the document will be converted to CMYK: Cyan, Magenta, Yellow, and Black colors. Now, the exact Destination profile may vary according to your printing circumstance, and where in the world you are. But so long as it's a CMYK profile, you are going to get CMYK colors in your resulting PDF.
And the Advanced Setting, the Transparency Flattener is dimmed because we are using an Acrobat 5. Meaning that the document does not have to be flattened. So that can all just stay as is. Subset fonts, when number of characters used is less than 100%. Again, we can leave that exactly as it is. That's going to mean that only the specific characters that are used in a font will be sent along with the document rather than embedded in the PDF, rather than the whole font set. That's just so that we can keep the file size down.
Security, we don't need any, Summary is just a summary of all of those options. So I'm now ready to export this. Here we are in Acrobat with the resulting PDF. I'm just going to set that to Fit Page View, and we've now got that 8 page print ready PDF, ready to be sent to our printer.
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