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Managing pictures in QuarkXPress is just part of the job. When you bring a picture into a picture box in XPress, it doesn't bring the picture file itself in. It simply links to the original file and remembers where it is. If you move that file QuarkXPress can lose the link to the file and you need to reestablish it. In a project like this that uses a number of different pictures it can be extremely important to keep track of them. The commands that are for managing all of that is under the Utilities menu called Usage. There you will see a list of all of the assets in your document including Fonts, Pictures, and more.
In the Pictures area, because I have this picture selected right here, it highlights that picture in the list, tells me what page it is on, what file format it's in and its status. In this case it is OK. The other statuses could be Modified or Missing. If it's Modified, it means that somewhere between the time you put it on the page and the time you are looking at it right now, something changed about that picture file. In that case the Update button becomes alive and you can click on it and it will update the modified picture with the current version.
If a picture is missing, it will indicate that in this column and you can click the Update button and it will allow you to navigate to the location of the picture that's missing and reestablish the link. Now if your picture is buried deeply in a hierarchy of folders or directories, you may not see the full name in this column here. In that case you can simply mouse over the name of the item and it will pop-up a little window that shows you where it is. If you prefer to keep that information showing all the time or if you want more information about your file, just click More Information down here and this window will open up showing you everything that XPress knows about that picture.
Here is an interesting little tip. You can actually select the text in here and copy it. That way you can paste it into a text file, if you need to, to hand off to someone and tell them more about the picture. The one column I didn't mention is the Print column. This can be extremely handy in troubleshooting, because on a QuarkXPress page you can set a particular item to not print and that can be completely mystifying when you print the file and it's not there. By going to the Usage dialog you can see if any of them are set to Not Print and either turn them back on for printing or even turn off other ones that you don't want to print.
If there is a particular picture that you see in the list and you are not sure what it is and you want to find it on the page, simply select it and click the Show button. It will highlight it on the page in the upper left corner of your window. Here is this one and here is this one. Now I'm going to click Done, because we are finished with the Usage window for now and point out a feature in QuarkXPress feature that lets you automatically update modified pictures and check to see if they are changed or missing each time you open the project. In QuarkXPress Preferences which is under the QuarkXPress menu on a Macintosh and under the Edit menu in Windows, if you scroll down to the Project > General, there is an option called Auto Picture Import.
By default it's off, but you can turn it on or set it to Verify. If you turn it on, every time you open your document, any modified pictures in it will automatically be updated. If you click on Verify, it will open the Usage dialog for you if any pictures are modified or missing. From there you can choose to update them as you will. I think this feature is sadly underused and overlooked by most users of QuarkXPress, because it can save you a lot of headaches at the end of your project because you can fix them at the beginning. I'm going to cancel out of here.
Keeping track of your imported pictures can be extremely difficult without a tool such as Usage. You will find yourself going to it very often, because in a real world workflow, pictures change all the time. They get replaced by other pictures and their location changes on your hard drive or on your network.
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