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Using the Print dialog box

From: InDesign CS5 Essential Training

Video: Using the Print dialog box

While InDesign can be used for making onscreen interactive PDF or SWF files, for most users it all comes down to one thing, can we get it to print? In order to print this document out of InDesign, I need to go to Print dialog box, which I can find under the File menu by choosing Print. I am going to step you through some of the most common things that you want to pay attention to in a Print dialog box. When you first open the Print dialog box, you need to choose how many copies of the document you want to print and which pages. You can choose a page range here in this field and I do want to point out that if you're using different numbers, for example, let's say this document started on page 47, I could type in absolute page numbers.

Using the Print dialog box

While InDesign can be used for making onscreen interactive PDF or SWF files, for most users it all comes down to one thing, can we get it to print? In order to print this document out of InDesign, I need to go to Print dialog box, which I can find under the File menu by choosing Print. I am going to step you through some of the most common things that you want to pay attention to in a Print dialog box. When you first open the Print dialog box, you need to choose how many copies of the document you want to print and which pages. You can choose a page range here in this field and I do want to point out that if you're using different numbers, for example, let's say this document started on page 47, I could type in absolute page numbers.

For example, if I type +2, it means print the second page. it doesn't matter what the page numbering is. That targets the second page itself. Let's look at some of these other options. If you only wanted to print the even or odd pages, you could choose that from the Sequence pop-up menu. I need to talk about spreads for a minute. If you have a document that has a left and a right page, that is, a spread, you might be tempted to turn on the Spreads checkbox. When you do that InDesign will print both pages together on the same page as though it were a single page.

That's okay if you're just printing a proof but you don't want to try and print that for your final output. That's a no-no. In your final output you want each page to print on its own. Let's take a look at some of the other panes in this dialog box. The Setup pane lets you to find how it's going to be printed onto the paper. The most important thing you need to choose here is the correct paper size. This not your document size. It's the size of the paper that you'll actually be printing on. These paper sizes are determined by your printer driver. Once you choose the paper size you can change the orientation, if you want print it sideways or straight up.

Notice that as I am making changes in this dialog box I am seeing this preview in the lower left corner. The white box is the paper that I'll be printing on while this gray box with the P in it is the actual InDesign document. This gives you some good feedback about how your document will print on the page. Obviously in this case the document would actually get clipped off on the bottom. So that's not going to be very helpful. On the other hand, even if I set it to Portrait I can see that the right side and the bottom side are going to clipped off.

That's because this document has some bleed, some objects bleeding off the side of the page. So it's actually larger than its letter page. If I'm printing a proof and I wanted to print the whole thing on one piece of paper, I could click Scale To Fit and it would then scale it all onto the one page. Or if I set this back to 100% another option is to tile my document. If I choose tiling it breaks it up onto multiple pieces of paper. This can be handy if you have a really big document that you need to print out.

In this case, I am going to turn that off and move on to the next pane. The Marks and Bleed pane. If you want crop marks and registration marks and so on you can turn them on here. In general, the easiest thing to do is just turn on All Printer Marks. But I would recommend setting the Offset to something a little bit larger. That six points is kind of tight. I would set this to nine points maybe 12 points. Move it away from the page very slightly. If you do have bleeds or slugs you need to set them up in the Bleed and Slug area. For example, in this document I have an object bleeding off the side all the way to the bleed guide.

We talked about bleeds in an earlier chapter. If you want your bleed to actually show up you must either turn on the Use Document Bleed Settings or type in your own values here. The Output pane lets you control what happens to your color as it's going to the printer. If you are printing to a grayscale desktop printer then you want to leave this set to Composite Gray. If you are printing to a color printer then you are going to want to print either Composite CMYK or RGB. In general, inkjet printers and even most color laser printers should be treated as RGB devices.

When I am printing to my color laser printer, I have got a Xerox color laser printer, I always print at Composite RGB. The colors are much better that way. That said if you are printing to a grayscale printer you might also consider turning the Text as Black on. That way all your colored text will be set to black not gray. For example if you've got red text or something, it wouldn't ordinarily come out as gray and it's hard to read but if you turn Text as Black on, it will automatically be set to black. In the Graphics pane, I want to pay a quick attention to the Images and Fonts section.

Normally if you have high-resolution graphics they get sub-sampled when you print. That is the high resolution gets down- sampled to an appropriate resolution for your printer. That's Optimized Subsampling. If you are printing just a really quick proof, you might choose Proxy instead. Then just a low-resolution proxy in InDesign will print out. That's a much faster print. On the other hand in some situations especially when printing to an inkjet you might choose All. All will send the full resolution of your graphics to the printer.

So it will handle any sub-sampling if it needs to. In most cases though, especially for desktop printers, Optimize Subsampling is just fine. I do recommend that you send the complete fonts when you download and that you turn Download PPD Fonts on. That way you're sure that your fonts will be used in the printer, not any fonts that might be resident in your printer. I found that solves a lot of font problems when printing. I am going to skip over that Color Management pane because color management is an advanced topic that I will cover in a later title.

The Advanced pane however turns out to be not so advanced. It turns out to be really important. The key thing here to pay attention to is the Transparency Flattener. By default this is set to Medium Resolution, which I find very strange because you really want to use High Resolution most of the time. The Transparency Flattener has to do with how InDesign handles any transparent objects on your pages. It has to flatten them, that is, fake the transparency by creating nontransparent object for the printer. You should definitely use the High Resolution preset for this whenever possible.

The only time I would choose a lower resolution is if you try and print and it just takes forever. That's pretty rare. So High Resolution is the way to go. By the way, if you are printing to a non-PostScript printer like a desktop inkjet printer, a number of these features won't be available at all. On the other hand some other ones might be, such as Print as Bitmap. That can be helpful if you're finding that the image quality is not as good on your inkjet. Try turning on Print as Bitmap. Well InDesign is really designed to print on PostScript printers I find that it pretty well a non-PostScript printers too.

Now once you've spent this time to set up the Print dialog box just the way you want it, I encourage you to save it as a preset. If I click Save Preset I can give it a name. I'll call this David's HP and when I click OK you'll see that that shows up here in a Print Preset popup menu. Next time I print to this same printer I can choose this preset and I could know that everything that I've done in a Print dialog box has been saved except for the things that the pages. That isn't saved in the Print Preset. So I'd have to handle that myself manually.

The other cool thing about choosing a Print Preset is that you can find in the File menu. I am going to go ahead and click Cancel here without printing and I am going to show you that in the bottom of the File menu there is a Print Preset sub-menu and there's my preset that I just created. Even better if I am doing a lot of printing to this, here is a super secret shortcut. If you hold down the Shift key when you choose the File menu and then choose your preset it'll print without even opening the Print dialog box, pretty cool. Now there is one more print option that I need to share with you and that is printing a booklet.

When I open the Pages panel for this document I see that I have eight pages, a cover, some inside pages, and back cover. If I am printing this on my own large format double-sided printer I'll probably want to create what's called printer spreads. In other words, pages one and eight will be together on one sheet, pages two and seven will be on one sheet which is on the back of pages one and eight, and so on. In the middle pages four and five will print as a spread. Another word for creating printer spreads is imposition and InDesign has a very basic imposition software built into it.

We can get to it by choosing the File menu and then choosing Print Booklet. In the Print Booklet dialog box you can see that you have various imposition presets built in. Such as two up, three up, four up and so on. 2-Up Saddle Stitch is the most basic kind. The Preview pane gives you a great preview of what going to happen when you actually print in your booklet. In this case, we can the pages eight and one on the same spread but it's not printing on the letter size page that I've got. So let's go back to Setup and try and fit it to the page.

I'll click Print Settings, which brings up that Print dialog box, but this is a Print dialog box specifically for Print Booklet. It won't let me change the pages or anything like that but it will let me do things like scale it to fit. I am going to scale this to fit and print it sideways on the page. Click OK and check my preview again. And you can see that I am now getting the full printer spread on one sheet of paper. Again, this is totally appropriate for printing a comp, a proof, but it's not going to be appropriate for final output.

We can flip through the pages one by one so you can see what the spreads are going to look like. Pages two and seven, pages six and eight and so on. One thing I get asked about a lot is why do I get a warning that additional pages are being added. And the reason is that if you are printing a booklet, the pages in your document must be divisible by four, right? You have to have two on one side and two on the other. So if your page count is not divisible by four you will get a warning and Print Booklet will actually add pages for you.

Ultimately the Print Booklet is feature is pretty good but it's not high-end imposition. If you are a printer or you are working with any kind of complex document, I would not recommend using Print Booklet. Instead I would export as a PDF and then use one of the many Acrobat plug-ins for doing imposition. Of course print is only one option for getting your files out of InDesign. There are many other options as well including PDF, SWF, JPEG and more.

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This video is part of

Image for InDesign CS5 Essential Training
InDesign CS5 Essential Training

135 video lessons · 89831 viewers

David Blatner
Author

 
Expand all | Collapse all
  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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