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InDesign CS5 Essential Training

Exporting a PDF


From:

InDesign CS5 Essential Training

with David Blatner

Video: Exporting a PDF

The Acrobat PDF file format is without a doubt the most important core technology in the professional creative space today. If you want to send a proof to a client, you will likely send them a PDF. If you want to send a finished document to a printer, you should probably send them a PDF. If you are trying to put documents on the web that can be viewed as well as printed, you are going to use PDF. So it's crucially important that as an InDesign user, you be able to create robust PDF documents. You can make PDF files in two ways from InDesign. First, if you have Acrobat Professional, you could print PostScript to disk from the Print dialog box and then use Acrobat Distiller to turn it into a PDF file.
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  1. 5m 50s
    1. Welcome
      1m 33s
    2. What is InDesign CS5?
      2m 26s
    3. Using the exercise files
      1m 51s
  2. 54m 49s
    1. Understanding the Application window
      6m 0s
    2. Navigating pages
      6m 39s
    3. Zooming and magnifying
      6m 57s
    4. Managing more than one document window
      3m 36s
    5. Setting rulers and measurements
      2m 9s
    6. Positioning panels correctly
      6m 28s
    7. Saving time by making workspaces
      3m 24s
    8. Setting the view quality of artwork
      4m 9s
    9. Adjusting View and Preview settings
      4m 56s
    10. Rotating pages and spreads
      3m 2s
    11. Displaying a new view with the New Window feature
      3m 29s
    12. Setting application and document preferences
      4m 0s
  3. 21m 31s
    1. Using the Tool panel
      8m 1s
    2. Learning and editing keyboard shortcuts
      6m 24s
    3. Working with spring-loaded tool shortcuts
      1m 17s
    4. Using contextual menus
      2m 51s
    5. Choosing menu items with Quick Apply
      2m 58s
  4. 45m 25s
    1. Creating new documents
      7m 28s
    2. Saving and reverting documents
      3m 41s
    3. Using multiple Undo and Revert
      4m 28s
    4. Setting margin and column guides
      5m 16s
    5. Using ruler guides
      8m 10s
    6. Bleeding colors or images off the side of the page
      4m 29s
    7. Saving objects in libraries
      4m 49s
    8. Exporting and importing page snippets
      4m 29s
    9. Saving for CS4 with IDML
      2m 35s
  5. 31m 18s
    1. Inserting, deleting, and moving pages
      7m 23s
    2. Changing page size
      6m 14s
    3. Adding page numbering
      3m 43s
    4. Changing page numbering with sections
      5m 58s
    5. Creating and applying master pages
      5m 20s
    6. Overriding master page items
      2m 40s
  6. 1h 21m
    1. Understanding text frames
      4m 6s
    2. Typing and editing text
      4m 36s
    3. Filling with placeholder text
      2m 38s
    4. Inserting special characters
      4m 43s
    5. Importing text
      7m 49s
    6. Threading text frames
      4m 1s
    7. Setting text frame columns and insets
      6m 32s
    8. Setting vertical justification and first baseline position
      6m 9s
    9. Putting text on a path
      6m 51s
    10. Using the Story Editor
      8m 43s
    11. Checking spelling
      7m 42s
    12. Using Find/Change
      9m 25s
    13. Tracking text changes
      8m 1s
  7. 49m 50s
    1. Importing graphics
      8m 11s
    2. Importing from Mini Bridge
      5m 27s
    3. Using the Links panel
      6m 34s
    4. Embedding links
      2m 37s
    5. Editing graphics in their original app
      3m 14s
    6. Fitting graphics to a frame
      6m 12s
    7. Taking advantage of image transparency and clipping paths
      4m 53s
    8. Adding live captions
      5m 56s
    9. Colorizing images
      2m 1s
    10. Turning image layers on and off
      4m 45s
  8. 46m 15s
    1. Selecting objects
      5m 32s
    2. Applying basic strokes and fills
      8m 18s
    3. Using advanced strokes
      3m 28s
    4. Adjusting transparency
      4m 38s
    5. Adding drop shadows
      6m 41s
    6. Applying feathering
      4m 25s
    7. Copying formatting with the Eyedropper tool
      4m 35s
    8. Finding and changing object formatting
      4m 50s
    9. Making polygons and starbursts
      3m 48s
  9. 22m 56s
    1. Making interactive documents
      2m 6s
    2. Adding hyperlinks
      5m 52s
    3. Building bookmarks
      3m 38s
    4. Creating buttons
      8m 57s
    5. Animating an object
      2m 23s
  10. 23m 29s
    1. Creating color swatches
      5m 52s
    2. The danger and power of unnamed colors
      4m 47s
    3. Building tint swatches
      2m 18s
    4. Creating gradient swatches
      3m 56s
    5. Applying gradients
      6m 36s
  11. 50m 0s
    1. Positioning objects with the Page Gap tool
      2m 53s
    2. Stacking objects
      2m 13s
    3. Creating and controlling layers
      3m 53s
    4. Managing objects in the Layers panel
      3m 37s
    5. Nesting objects
      2m 46s
    6. Editing frame and path shapes
      4m 6s
    7. Adding rounded corners and other corner options
      3m 57s
    8. Grouping objects
      3m 14s
    9. Locking objects
      2m 39s
    10. Aligning and distributing
      5m 43s
    11. Understanding text wrap
      8m 13s
    12. Using anchored objects
      6m 46s
  12. 18m 49s
    1. Duplicating objects
      5m 39s
    2. Rotating objects
      3m 3s
    3. Scaling objects
      3m 57s
    4. Mirroring objects
      3m 46s
    5. Using the Transform Again feature
      2m 24s
  13. 25m 52s
    1. Applying basic character styling
      7m 8s
    2. Applying advanced character formatting
      4m 54s
    3. Changing case
      2m 51s
    4. Understanding OpenType features
      3m 19s
    5. Using Find/Change for text formatting
      3m 18s
    6. Using Find Font
      4m 22s
  14. 45m 27s
    1. Applying formatting to a paragraph
      4m 14s
    2. Spanning a paragraph across multiple columns
      3m 5s
    3. Splitting a paragraph into multiple columns
      2m 1s
    4. Using drop caps
      3m 16s
    5. Adjusting text hyphenation
      3m 21s
    6. Fine-tuning justified text
      4m 19s
    7. Setting tabs
      5m 54s
    8. Aligning to a baseline grid
      4m 24s
    9. Controlling orphans and widows with Keep Options
      2m 39s
    10. Adding rules (lines) above or below a paragraph
      3m 14s
    11. Adding automatic bullets
      4m 39s
    12. Working with numbered lists
      4m 21s
  15. 31m 3s
    1. Creating and applying paragraph styles
      6m 34s
    2. Using character styles
      5m 43s
    3. Applying styles automatically with Nested Styles
      7m 19s
    4. Using object styles
      3m 27s
    5. Using Quick Apply with styles
      2m 49s
    6. Cleaning up a local formatting mess
      5m 11s
  16. 37m 0s
    1. Creating a table
      5m 54s
    2. Adjusting rows and columns
      6m 35s
    3. Formatting a table
      8m 5s
    4. Adding headers and footers
      1m 58s
    5. Applying table styles
      5m 32s
    6. Adding Microsoft Word and Excel tables
      8m 56s
  17. 10m 26s
    1. Checking your document with the Preflight panel
      2m 54s
    2. Creating a custom preflight profile
      4m 45s
    3. Checking color with the Separations Preview
      2m 47s
  18. 31m 7s
    1. Packaging for output
      4m 13s
    2. Using the Print dialog box
      10m 22s
    3. Exporting a PDF
      8m 47s
    4. Exporting an interactive PDF
      3m 59s
    5. Exporting text
      1m 36s
    6. Exporting SWF files
      2m 10s
  19. 1m 32s
    1. Finding more information and help
      1m 12s
    2. Goodbye
      20s

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InDesign CS5 Essential Training
10h 33m Beginner Apr 30, 2010

Viewers: in countries Watching now:

Author David Blatner provides in-depth training on InDesign CS5, Adobe's print and interactive page layout application, in InDesign CS5 Essential Training. The course shows how to create new documents with strong and flexible master pages, precisely position text and graphics, prepare documents for print, and export designs as interactive PDF or Flash SWF files. Exercise files are included with the course.

Topics include:
  • Navigating and customizing the workspace
  • Managing documents and pages
  • Rotating pages and spreads
  • Adjusting and mixing page sizes
  • Overriding master page items
  • Putting text on a path
  • Threading text frames
  • Applying strokes, fills, and other formatting effects
  • Nesting, grouping, and locking objects
  • Formatting: character-level and paragraph-level
  • Packaging, printing, and exporting
Subjects:
Design Page Layout
Software:
InDesign
Author:
David Blatner

Exporting a PDF

The Acrobat PDF file format is without a doubt the most important core technology in the professional creative space today. If you want to send a proof to a client, you will likely send them a PDF. If you want to send a finished document to a printer, you should probably send them a PDF. If you are trying to put documents on the web that can be viewed as well as printed, you are going to use PDF. So it's crucially important that as an InDesign user, you be able to create robust PDF documents. You can make PDF files in two ways from InDesign. First, if you have Acrobat Professional, you could print PostScript to disk from the Print dialog box and then use Acrobat Distiller to turn it into a PDF file.

I do not recommend this method in most cases. Instead, I much prefer to export PDF directly, which you can do by going to the File menu and choosing Export. InDesign offers two different formats for PDF: Interactive or Print. In this movie we are going to focus on Print. When I click Save, InDesign opens the Export Adobe PDF dialog box. I could do a whole Online Training Library title just on these PDF options so I am going to focus just on the ones that you most need to pay attention to.

The first thing most people do in this Export dialog box is choose one of the Adobe PDF Presets. The funny thing is that most people choose High Quality Print, when in fact that may not be the best preset to use at all. Let's talk about these presets. This discussion might seem a little technical at times, but it's probably the most important thing you do when exporting a PDF. The question of PDF/X-1a, X-3, or X-4 pretty much comes down to one thing, compatibility. The Compatibility popup menu lets you choose an Acrobat 4, 5, 6, 7, or 8 compatibility.

Why would you care? What's important about that? Well, the answer to that mostly comes down to a question of transparency, transparency in your document. If you are creating a PDF that you are sending to a print house, and if you have used any transparency effects in your document, such as Drop Shadows or importing a Photoshop file with transparent areas, you have to think about flattening. You see transparency has to be flattened before printing on a PostScript printer, because PostScript doesn't understand transparency.

The flattener and how to control it is an advanced topic that I cover in a later title. But what you need to know right now is who is doing the flattening, your copy of InDesign or someone else downstream who is printing from Acrobat or another copy of InDesign? That's important and that's the question that you get to when you talk about compatibility. If you want a PDF that's the lowest common denominator, something that will print on pretty much anything, then you will want to use the Acrobat 4 file format. And for that, I would recommend using the PDF/X-1a:2001 preset.

That's basically a CYMK only Acrobat 4 file. That's what most of America has standardized on and what many magazines and newspapers insist on receiving when you send them ads. Now in Europe, they are more comfortable with the PDF/X-3 format, which is similar to X-1a, but it basically adds some color management options into the mix. On the other hand, if your print house has told you that they are okay handling the transparency flattening themselves, and you trust them, then you might want to send them an Acrobat 5 or 6 file, because those formats support transparency.

You basically give them the responsibility for printing it right. PDF/X-4 is a new standard and it's basically an Acrobat 5 file. It supports transparency. If your printer says go ahead and send PDF/X-4, then they probably know what they are doing. If I trust the printer I am working with, I would much rather send them a PDF/X-4 file and let them handle all the flattening. But if I am not sure who is going to print it, then I usually just make a flattened PDF/X-1a file. Again, that's the Acrobat 4 compatibility.

On the other hand, if I am just making a proof PDF to send to a client or someone, or if you are making a document for web download, then go ahead and choose Acrobat 6, 7, or 8. In these cases, you don't have to worry about flattening at all. Okay. Let's take a look at some of the other options in the Export Adobe PDF dialog box. Pages and Page Range is pretty obvious. But some of these options are not so obvious. For example, Create Tagged PDF. The Create Tagged PDF option is very important if you are creating an Acrobat 6 or later file that you are going to be putting up on the web.

It adds a number of important features to your PDF, including a rudimentary ability for people with visual disabilities to use a screen reader. So I like turning that on for on-screen PDFs. If you have used layers in your document and you want people in Acrobat to see those layers, you can turn on the Create Acrobat Layers checkbox. Again, that's appropriate for an Acrobat 6 or later file. You certainly don't need that for when you are making a PDF for print. And if I am making a PDF for Web viewing, I will definitely turn on the Optimize for Fast Web View checkbox, as well as the Embed Page Thumbnails.

Also, if I have Bookmarks and Hyperlinks, I can turn those on. On the other hand, at this point we are getting dangerously close to the definition of an interactive PDF document. And if I am making an Interactive PDF, I am going to use the Export Interactive PDF dialog box, which I cover in a later movie. Let's move on to compression. If you have used large images, like pixel images from Photoshop, you probably want to down sample them to something reasonable for your PDF. The Compression pane lets you do that automatically.

In most cases, the settings here, the 300 pixels per inch, that's pretty reasonable, although you definitely want to talk to your printer to find out what they would recommend. Another place that you want to talk to your printer, if you are making a PDF for print, is the Marks and Bleeds section. Some printers definitely want all the printer marks and some don't want any at all. They will handle the printer marks when they print from Acrobat or whatever software they are using to print your PDF. So talk with them and get their recommendation. On the other hand, you definitely need to turn on the Bleed and Slug settings if you have anything bleeding off the side of your page.

That's going to be important. Otherwise InDesign will actually crop it down to the page edge. The Output pane of the Export PDF dialog box lets you control what happens to your colors when you make the PDF. When you make a PDF/X-1a document, you will find that the Color Conversion pop-up menu is set to Convert to Destination (Preserve Numbers). That means any RGB images that happen to be in your document will get converted to CMYK. That's great! Preserve Numbers means any CMYK files that are in your document will stay CMYK, and InDesign will simply pass the numbers through. That's great too.

This feature, Convert to Destination (Preserve Numbers), is why I feel comfortable using RGB images in my document, because InDesign will convert them to CMYK when I make my PDF file, and it does just as good a job as Photoshop could do. In fact, it's based on exactly the same color engine, so I will get exactly the same results. The Advanced pane has a feature that you absolutely must check every time you make a PDF, and that is your Transparency Flattener. As I have said before, you really want to use the High Resolution Transparency Flattener preset.

You don't want to be using Low or Medium when you are making a PDF. Now, there is one other thing you might want to change and that is your Font sub-setting. By default, InDesign always puts your fonts into the PDF. You can't turn that off, but what it does is it subsets them. That is, if you have only used 20 characters from a font, it will only put those 20 characters into your PDF. This usually works just fine, but in some situations you might have font problems. In those cases, go ahead and set this to 0% instead.

If you set that to 0, InDesign puts the entire font in your PDF. And some printers find that more reliable. The last pane you should pay attention to is Security. You can't secure a PDF/X-1a file or a PDF/X-4 that you will be sending to a printer but if you set this to Acrobat 6 or later, you can require a document password. This would be fine if you are sending a PDF to a client and you don't want anyone else to open it except for them, but please do yourself and everyone around you a favor. You don't want to send a password- protected document to your printer anyway.

Finally, when you are done, click Export. Notice this little animation up in the application bar. That means it's downloading in the background. InDesign CS5 actually saves PDFs in the background, so you can actually keep working while it's saving. As you can see, making PDF files isn't difficult at all from InDesign. What is sometimes difficult is making the right decisions for the best quality output.

Find answers to the most frequently asked questions about InDesign CS5 Essential Training.


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Q: In the “Exporting to PDF” video, the author states "The flattener, and how to control it, is an advanced topic that I cover in a later title."
Is this “later title” available on lynda.com yet?
A: Unfortunately that title is still in development. However, the features are exactly the same in CS4, so please see Chapter 11 in InDesign CS4 Beyond the Basics.
Q: Can an image be placed into a cell in InDesign?
A: Yes,  but only as an anchored (inline) object. Cut the frame with the Selection tool, switch to the Type tool, click in the cell, and Paste.
Q: Is it possible to load or import pages from one document to another in InDesign CS5?
A: Pages cannot be “loaded”, but they can be "pushed" from one document to another by choosing Layout > Pages > Move Pages.
Q: When I place an image, it is distorted or pixilated to the point of not being able to use it. I can place or open those same images in Photoshop or Illustrator and they are fine.
A: You are likely seeing the low-resolution preview. To see high resolution or vector artwork, choose View > Display Performance > High Quality.
Q: When I place an image, it is distorted or pixilated to the point of not being able to use it. I can place or open those same images in Photoshop or Illustrator and they are fine.
A: You are likely seeing the low-resolution preview. To see high resolution or vector artwork, choose View > Display Performance > High Quality.
Q: I'm looking for a tutorial that will allow me to use InDesign to create files that can be emailed. I guess they have to be converted to HTML first? Is that possible?
A: If you are trying to make an HTML email, then InDesign really isn't the tool for you. It's HTML abilities are extremely limited. Look toward Dreamweaver for that. Alternatively, you could create a layout in InDesign, then export the page as a JPEG image and put that in the email.
Q: Since I upgraded to the new version of InDesign, when I click the "edit original" button in the Links panel, the pictures open in Preview instead of Photoshop
A: "Here are two articles about this problem: 
Q: I cannot see files on the desktop when in InDesign.
A: If you are using the Mac OS, you may need to turn off Window > Application Frame in order to see files behind InDesign (such as those on the Finder Desktop). If you are on Windows, you are seeing a difference between Mac and Windows. In Windows, the application is always living inside the application frame. If you un-maximize the windows frame, you can drag it smaller so you see the desktop and drag to or from it.
Q: I am currently working on an InDesign document originally created in Spanish. I am translating it to English and I need to change the language preference to be able to use the spell check in English. I have changed it in Preferences, but when I go to do the spell check on the document it is still in Spanish. How can I change the spell check to English?
A: Changing the language in preferences does not change the document or text language. You need to change the langauge in the paragraph style or the character style or in the Character panel or the Control panel (select the text first).
Q: In the movie, "Inserting, deleting, and moving pages" the author claims you can Shift-click text and the red overset symbol (a plus sign) will disappear. This isn't working for me.
A: Shift-clicking to make text automatically flow to the next text box or boxes only works when you place text from a loaded cursor. Shift-clicking existing text will not affect it.
 
Instead, if the overset text symbol appears in an existing text frame, choose the Selection tool and click the symbol to load the text in your cursor. Then Shift-click inside the next text frame to start it auto-flowing from there.
Q: I want to add a 2-page spread following a 1-page spread, but when I insert two new pages, InDesign creates a 3-page spread. How do I solve this?
A: If you're seeing 3-page spreads, turn on Allow Document Pages to Shuffle (and Allow Selected Spread to Shuffle) from the Pages panel menu.
Q: The keys used for navigating to the previous or next spread in a layout (Command+Page Up/Command+Page Down) don't appear on my laptop keyboard and the arrow keys don't work. What keys should I use?
A: Most laptop keyboards don't have these keys anymore. Look for a "modifier" key (such as the Alt or Fn keys) to press to access these keys. For example, on a Macbook Pro, you'd press Command and then Fn+Up Arrow to invoke Next Spread.
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