Join David Blatner for an in-depth discussion in this video Package for output, part of InDesign CC 2018 Essential Training.
- [Instructor] In an earlier chapter, I discussed how InDesign documents don't embed all of your placed images. Instead, they just link to the original files on disk. Well, that means that if you're going to archive your document, or you want to send it to somebody else to edit or print, then you need to collect all of those linked files too. Fortunately, you don't have to go and find and copy all of those files manually. Instead, just go up to the File menu, and then choose Package. But wait, before I do that, I just noticed something.
Look down here, in the lower part of my document window. There's a red dot. That is a stop sign. It means there might be something wrong with my document. To see what it's alerting me about, I'm going to click this little popup menu next to it, and I'll choose Preflight Panel. Here inside this panel, I can see that there's a text error. And I can see what that is by clicking this little twirly triangle next to it. It's overset text. Now I'll click on this little triangle, and I can see that it's a text frame on page 43.
That number is also a hyperlink. So, if I click on that, it takes me right to the text frame and selects it on my page. Here, let's move this out of the way. So, there it is. The text frame that's overset. So, this is easy to fix. I'll simply make this a little bit taller. There we go. Now my error disappears and I see a green light in the panel and also down at the bottom of the document window. The Preflight Panel is super useful for checking all kinds of potential problems in your files. I talk about that in much more detail in my title InDesign: Preflight and Printing.
Okay, let's go ahead and close that panel and head back up to the File menu. Now, I'll choose Package. When you choose Package, InDesign immediately shows you a summary of your document, all the fonts you used, the links and image you used and so on. While this is kind of helpful to give you a sense of the document, it sometimes alerts you about stuff that you don't really need to worry about. Like it's warning me here, that there are RGB images in my document. That's not usually a big deal in most situations. No, I guess it's nice to know.
I usually just ignore this stuff and I go ahead and click Package. Now, InDesign is warning me that it has to save it first, before it packages. So, I'll click Save. Next, InDesign shows you the Printing Instructions dialog box. And the idea here, is that you would add some contact information and instructions that you want to send to your printer. And InDesign would take this information, it writes it as a text file in the final package folder. But, honestly, most printers I know just ignore that file entirely. So, if you want to express something to your printer, I suggest you call them on the telephone or email them or something.
Don't rely on this dialog box. So, here I just usually leave this blank and I click Continue. Now InDesign is going to ask "What do you want to name the "package folder?" and "Where do you want to put it?" I'm just going to leave it set to the name of the file, and I'm going to put it on the desktop. Now these check boxes down here are the part that are really helpful. This is asking you "What do you want "to save in your package?" Generally, you do want to copy both the fonts and the graphics. Now, actually I should clarify something. Turning on this Fonts check box, will collect all of your fonts, except Typekit fonts.
If you've used Typekit fonts in your document design, and that is what we mostly used in this document, then InDesign will not package those. The idea is that anyone you're sending an InDesign CC file to, is already going to have the Creative Cloud and they'll have access to all the same fonts that you do in Typekit. So, they don't really need you to send those fonts. Now, this third check box, Update Graphic Links in Package, means that you want InDesign to automatically relink your document to these linked graphics that it's going to be copying into your package folder.
You almost always want to have that turned on. This fourth check box, having to do with Document Hyphenation, you can probably ignore that. This fifth check box though, this could be important. Remember how you can put objects on non-printing layers, or on hidden layers? Well, if you're archiving your document, then you probably want to save all of that information too. So, you'd want to turn this on. But if you're sending this document to a printer so they can print it, then you can probably leave this turned off. Now, these last two check boxes down here are definitely things you should think about.
First, Include IDML. Now, as a I mentioned in an earlier chapter, IDML is InDesign's way of letting you open your file in an earlier version. For example, if there's any chance that somebody will need to open your file in InDesign CS6, then the IDML file will let them do that. Of course, it may not end up exactly the same as it is in InDesign CC, especially if you used features in CC that don't exist in CS6. So, be careful with that. But, that said, I like to have this turned on just, kind of, as an insurance policy.
The last one, Include PDF, can also be really helpful. It exports a PDF and puts it in the same folder as the InDesign file. Again, this is kind of like insurance. It's like saying "When I packaged this file, "my document looked just like this." Now, the only problem with these last two check boxes, IDML and PDF, is that they add to the time it takes to package the file, because it takes time to export PDF and IDML files. If you have a huge file, that could definitely slow you down.
For small files, it's not a big deal though. Finally, I'll go ahead and click the Package button. Now, InDesign alerts me "Hey, watch out." "You're saving fonts into this folder." "Make sure you have the rights to do that." Now, I'm not a lawyer and I know you cannot give your fonts to someone who doesn't have the rights to use them. But, if you're sending this to an output provider, and all they're doing is printing your document, then it's typically fine. Check your font license to be sure though. I'll go ahead and click Okay. And now InDesign packages the whole document and all those graphics and fonts.
I'll switch to my desktop and there's the folder. 13 PP Magazine Folder. I'll double click on that, and inside you'll find a copy of the InDesign file, the IDML file, the PDF of it, plus those instructions that I'll probably just throw away, and finally, a Links folder. That contains all the images that were inside my document. Also, in some situations, you might find a folder in here called Document Fonts. The Document Fonts folder is where all the fonts go that are not Typekit fonts.
In this case, it doesn't look like we had any. Now, I mentioned earlier, that one reason you might want to use the Package feature, is for archiving your file. And this way, you could grab all the graphics, all the images, that you might have imported from your hard drive or office server, and put it all in one place. But if you're doing this, beware of one thing. That package feature will not grab any images that are hiding out on a pasteboard. It only takes linked images that are on the pages themselves. Other than that, it's a great help.
- Creating a new layout
- Inserting pages
- Adding text
- Inserting graphics
- Applying color and transparency
- Drawing and editing frames and paths
- Formatting objects
- Formatting text
- Creating styles for uniform formatting
- Building tables
- Adding links and interactivity
- Printing and exporting InDesign documents