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Managing and packaging fonts in InDesign

From: Font Management Essential Training

Video: Managing and packaging fonts in InDesign

There's no shortage of tools and features for working with fonts in InDesign. And right away I am greeted with the missing fonts dialogue box, which tells me I can see things like the font's PostScript name, right here.

Managing and packaging fonts in InDesign

There's no shortage of tools and features for working with fonts in InDesign. You can quickly enable or disable fonts for a specific document or for the application as a whole. There are also tools for finding exactly which fonts are used in a document, and if need be, replacing them. Plus, when it's time to archive a document, or send it to someone else, you can package the fonts in a folder, so there won't be any problems with missing fonts later on. So let's take a look at managing and packaging fonts with InDesign. I'll start by opening an InDesign documen that I know has some font problems.

I'll go to the Exercise Files, Chapter nine, lesson two, and double-click the InDesign file. And right away I am greeted with the missing fonts dialogue box, which tells me that there are two fonts used in this document that aren't available on my system. And that a substitute font will be used until I get those fonts activated. I can either just acknowledge this and dismiss the dialog box by clicking OK. Or I can use the find font feature and learn more about these missing fonts and take some action. So, I'll click find font and in the dialog box I can see the missing fonts here, ChunkFive and Henny Penny.

And I can also see that they're OpenType fonts from the O icon over here on the right. If I select a font, click on Henny Penny once, I get some more information. I can see things like the font's PostScript name, right here. Again, I can see it's an OpenType font. I can see its version. And if the font weren't missing, I could actually see the file path right here so I can track down the exact font. Furthermore I can see how much it's used in the document, so I have a character count. Right now there are 22 characters set in Henny Penny.

And I could also see what page it's used on, page one. I also have the option in this dialog box to replace missing fonts. So I can use the Find and Change buttons over on the right-hand side to do that. I could change specific instances or all instances of the font throughout the document. And furthermore, I have a option down here, Redefine Style when Changing All. so I could actually change my paragraph and character styles to use a different font if I needed to, but in this case, I don't want to replace the missing fonts. I want to activate them. So first, let's activate Henny Penny.

At the start of this movie, I mentioned that you can quickly enable fonts for use in InDesign. And you can do that by putting fonts in a special folder inside the InDesign application folder. So I'll switch over to the Finder. Go to my Applications folder. Open the InDesign folder, and within that there's a Fonts folder right here. I'll double-click that to open it. And in most cases you can place a font or a folder of fonts here, and those fonts will be immediately available for you to use in InDesign. In fact, you can even place a Windows shortcut or a Mac OS alias to a font or a folder in here, and InDesign will still recognize the fonts.

That way you don't have to actually move the fonts on your computer, to make them available in InDesign. So let's try that out. On my desktop, right here, I have some fonts. So I have Henny Penny, and I'll just grab it and drag it into that Fonts folder inside the InDesign application folder. I'll switch back to InDesign, and I get an updated missing fonts dialog box telling me now that only ChunkFive is missing. I'll click OK. I'll click Done out of the Find Font dialog box and there we can see Henny Penny is now activated.

InDesign also allows you to make fonts available to just a specific document, by putting them in a folder with the name Document Fonts in the same location as an InDesign file. So let's try that out too. I'll go back to the folder containing this InDesign file. I'll go to the exercise files. Again, Chapter nine, lesson two. An here's my InDesign file. And I'll create a new folder. I'll call it Document Fonts, and in it I'll put that ChunkFive font, which is on my desktop. Just drag it right in there.

Switch back to InDesign. And nothing's different right away. InDesign is not constantly scanning to notice that I added a document fonts folder. So what I need to do is close this document, and reopen it. And there's ChunkFive. Now remember that ChunkFive is active for this document only. If I were to switch to a different InDesign document, I couldn't use ChunkFive in that. InDesign can also collect the fonts used in a document when you use the package feature. And fonts collected by the package feature are placed in a document fonts folder, like the one that I just created manually.

So let's try out the package feature. I'll choose File > Package, and I get a list here of the fonts that I can collect. So there's ChunkFive and Henny Penny. I'll click on Package and Continue. I'll put it on the desktop and I'll select Copy Fonts and click on Package. I get a dialogue box warning me not to violate my font licenses. I'll click OK, switch back to the Finder and on the desktop here is my new package folder with the InDesign document, a new document fonts folder, and here is the fonts.

Finally I want to tell you but a really handy script you can use to collect the fonts in a document without having to go through this packaging process. Which creates the duplicate copy of the document that you might not want in some cases. The script is called Copy Fonts to Folder and it's available from ajarproductions.com. You can download it for free, but if you find it valuable and useful, you might consider making a donation. There are instructions on this page on how to install and use the script. I'll switch back to InDesign where I've already installed it.

And I'll chose Window > Utilities > Scripts to show my Scripts panel, and inside it here's the script. I'll double-click it to run it, and it asks me where I want to put my font files. I'll create a new folder on my desktop. And I'll just call it Fonts From InDesign. And click Open. And I get a little results dialog box that I was successful in copying both fonts. I'll click OK, switch back to the Finder, and on the desktop here's the new folder I created, Fonts From InDesign and the fonts.

So this script is a very handy way to collect fonts from InDesign documents without having to package the files. In this movie we looked at some of InDesign's features for enabling fonts, including the InDesign fonts folder and the Document Fonts folder. We also saw some features in the Find Fonts dialogue box and how to collect fonts from InDesign documents both with the package feature and with a handy third-party script.

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This video is part of

Image for Font Management Essential Training
Font Management Essential Training

67 video lessons · 4341 viewers

Mike Rankin

Expand all | Collapse all
  1. 1m 50s
    1. Welcome
      1m 22s
    2. Using the exercise files
  2. 16m 36s
    1. What is a font?
      3m 1s
    2. Understanding TrueType fonts
      2m 39s
    3. Understanding PostScript fonts
      2m 34s
    4. Understanding OpenType fonts
      3m 15s
    5. Understanding dfonts
      3m 5s
    6. Understanding web fonts
      2m 2s
  3. 22m 36s
    1. Understanding operating system default fonts
      2m 40s
    2. Understanding software-installed fonts
      3m 28s
    3. Finding free fonts
      6m 34s
    4. Purchasing fonts from foundries
      4m 0s
    5. Subscribing to font libraries
      3m 48s
    6. Creating custom fonts
      2m 6s
  4. 27m 39s
    1. Understanding font conflicts
      3m 37s
    2. Replacing the font cache
      3m 38s
    3. Converting fonts to different forms with TransType Pro
      5m 39s
    4. Checking the font version
      3m 54s
    5. Solving problems with zero-byte fonts
      3m 24s
    6. Fixing font problems with Smasher
      3m 35s
    7. Fixing font problems with FontDoctor
      3m 52s
  5. 28m 39s
    1. Understanding the Mac font folder hierarchy
      4m 5s
    2. Avoiding problems with Mac system fonts
      2m 3s
    3. Understanding Adobe application font folders
      3m 9s
    4. Understanding Microsoft Office fonts
      4m 39s
    5. Activating and deactivating fonts
      2m 10s
    6. Removing unnecessary fonts
      4m 27s
    7. Solving conflicts with Helvetica
      3m 20s
    8. Best practices for manual font organization on a Mac
      4m 46s
  6. 17m 36s
    1. Understanding the Windows Fonts Control Panel
      3m 13s
    2. Understanding the Adobe application font folders
      3m 7s
    3. Understanding Microsoft Office fonts
      1m 38s
    4. Activating and deactivating fonts
      2m 11s
    5. Removing unnecessary fonts
      3m 7s
    6. Best practices for manual font organization in Windows
      4m 20s
  7. 26m 47s
    1. Understanding the Font Book interface
      5m 23s
    2. Previewing and installing fonts
      6m 42s
    3. Enabling and disabling fonts
      2m 31s
    4. Organizing collections of fonts
      5m 17s
    5. Validating fonts
      2m 50s
    6. Exporting font collections
      2m 5s
    7. Printing font samples
      1m 59s
  8. 7m 8s
    1. Understanding the benefits of font management software
      2m 54s
    2. How to choose a font management solution
      4m 14s
  9. 38m 56s
    1. Understanding the Suitcase Fusion interface
      6m 58s
    2. Adding fonts
      2m 52s
    3. Organizing fonts with sets
      5m 42s
    4. Sharing font sets
      2m 11s
    5. Creating Smart Sets
      3m 5s
    6. Finding fonts
      3m 53s
    7. Activating and deactivating fonts
      4m 20s
    8. Using QuickMatch to find similar fonts
      2m 53s
    9. Using font auto-activation
      2m 58s
    10. Previewing and printing fonts
      4m 4s
  10. 29m 56s
    1. Avoiding problems with faux bold and italic
      4m 57s
    2. Managing and packaging fonts in InDesign
      6m 57s
    3. Managing and packaging fonts in Illustrator
      5m 13s
    4. Using fonts in Mac system applications
      4m 22s
    5. Using fonts in Windows 8 system applications
      4m 8s
    6. Font considerations for digital documents
      4m 19s
  11. 24m 16s
    1. Identifying fonts
      4m 22s
    2. Finding sources of typographic inspiration
      3m 56s
    3. Getting answers to font questions
      1m 51s
    4. Websites for creating fonts
      6m 42s
    5. Mobile apps for creating fonts
      2m 26s
    6. Creating fonts in InDesign
      4m 59s
  12. 42s
    1. Next steps

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