Join Jay Nelson for an in-depth discussion in this video Managing files in Quark, part of QuarkXPress 8 Essential Training.
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Creating new projects, opening existing projects and saving them may seem elementary. But QuarkXPress includes many unique helpful features to customize your workflow. We'll look at how to tell Quark to look into specific folders when opening or saving files, we'll explore the various options in the new Welcome Screen for Macintosh. Learn the difference between multiple layouts within one project, how to create and use templates and how to look at multiple projects at once. The first thing I want to look at is about opening existing projects.
There is a good chance you've got some projects you've already worked on that you are going to be opening, or someone has given you existing projects to work on. Now, on a Macintosh, when you first launch QuarkXPress or switch back to it when there is no document open, you'll see this Welcome Screen, and I'll get back to that in just a minute. But for both Mac and Windows users the traditional way to open a file is either to double-click it on the desktop or go to the File menu and choose Open, and here you'll see, this Open option which will let you to navigate to any file on your hard drive and open it there, or it also lists the three most recent files that you've worked on and you can open them directly from here.
The advantage is that you don't have to know where these files live on your hard drive. You can just open them from this list. Now, you can customize how many are in this list and how it looks under the Preferences in QuarkXPress. And there is an option here called File List. Under File List you see right here, you see right here a Number of Recent Files to Display, it's set for 3. If we change that say to 5, we'll have our 5 most recent file show up under the Recent Files list. The next side lets you control whether that Recent Files menu appears as a sub-menu under the Open menu or all on its own, sort of a level up in the File menu.
So, in other words it would be right there under Open, below that would be Open Recent. So, let's change that to see what it looks like, and then here, do you want your file names alphabetized or do you want them in the order that they were last opened? And then here, do you want to see the Full Path to the file on your hard drive? So, I turn them all on here, and let's just see what it looks like now. So, now if we go into the file menu we'll see that the Open item doesn't have a Recent Files sub-menu and at the bottom we'll see the five most recently opened files.
Now, it shows the beginning part of where it came from the Macintosh hard drive, and then the name of the file itself, and in some cases that's just too much information, and it can't be displayed in the width of the menu. So, that's why I'd like to leave that off of there, and instead in Preferences Don't Show the Full Path. Now, if we go back down to it, you can see the full name of the files that we had open. But I'm going to start it back to the way I like it which is under Preferences, and appended to the Open Menu Item and say OK.
Now, it looks pretty much the way it did before except it's listing five files instead of the three that it started out with. Now, let's have a look at the new Welcome Screen that Quark added, there is an extension for QuarkXPress 7 that will do this as well for a Macintosh but it comes pre-installed in QuarkXPress 8 for Macintosh. Unfortunately for Windows users, this Welcome Screen isn't yet available for the Windows version of QuarkXPress. Now, the Welcome Screen provides all kinds of opportunities for you to work with your files and get more information. It gives you a way to open recent projects including other projects, which should be ones not in this list that are still on your hard drive somewhere.
You can create new projects over here or a new library. We'll talk about that later. If you have an Internet collection, it has direct links to videos that show you how to do specific things in the newest version of QuarkXPress. It also has links to websites that support your use of QuarkXPress, and down on the lower left there is a link for tips and tricks, and a link directly to the Quark Tech Support and forums at Quark website. Now, you may notice these little graphics that are popping in here, and those are new. They change every so often as Quark updates them, because this is again linked over the Internet to Quark servers.
The information up in here is always going to be available regardless of whether you are attached to an Internet connection. The information here connects to the Internet and get instant information, and these little ads do too. And just a side-note, these ads were created using QuarkXPress, and it's fun to look at them as a simple example of what you can do with the Flash portion of QuarkXPress. Now, when you go to create a new project, File > New, you have some choices. You can create a new Project, Project from a Ticket, a Library or a Book. Most of the time you'll be creating a new project.
Occasionally you'll be creating a new library. If you are doing a Book you can break it into chapters and create a book from those separate files that are each one chapter, and Project from Ticket involves Job Jackets and Advanced Collaboration features that we'll talk about in a later movie. So, for now let's just create a new project. When we do, we have some options here. The first thing it asks you is what do you want to call your first Layout? Now, what is that about? In QuarkXPress a project can contain multiple layouts and those layouts can be any size, any orientation, and any output intent, meaning for Print, for Web, or Interactive for Flash.
So, our first layout, we can give a name and we might call it Magazine, and it's going to be a Print Layout. But we could also use Web or Interactive here if that's actually what we are going to be creating. This little button here allows you to tell QuarkXPress, I'm only going to have one layout in this whole project. So, please for now simplify the interface a little bit, so that I don't have to think about other layouts, I've just got one layout. You can always add another layout later to the project but this just lets you create one right off the bat that only has one layout.
And of course here, you have your size information, and your orientation, you can choose from preset sizes such as these, you can set your margin guides right off the bat, how many Columns you want on the page, and how much gutter you want between those Columns. Whether you are working on a document that has facing pages, meaning left and right like a magazine or not, and whether you want to have an automatic text box, so that when you flow text in, it can then create new pages for you and flow the text onto new pages. And we'll go over a lot of these things again later on when we get to, how you create page layouts.
So, I'm going to click the OK button and we are going to create a little document here, and you'll notice that up here is a little tab that indicates this is the name of our Layout Magazine. And up here we have Project3, because we haven't actually named the project yet. So, that's just the third project I was working on in this session, and then the name of the layout magazine. And like I said before if that confuses you, and you don't want to deal with that, and you don't want to have this little tab up here, you can then go to the QuarkXPress Preferences and under Project down here, General, if you click Single Layout Mode now, it will remove that Layout tab there and go back to what you are probably used to, which is the name of your project up at the top here.
Now, if you have more than one layout in your project already, you can't do that. That option will be dimmed out in the Preferences. Now, to close a project you can either choose File > Close, use the Command+W keyboard shortcut, or just click the little red dot up here, and that will close it as well. If you haven't saved the project yet, it will prompt you. If you don't want to save it, you can click Don't Save. If you click Cancel, it will be as if you had never chosen the Close command at all. And if you click Save, it'll prompt you for a name and a location. So, we'll just give this a name, Project3 is fine enough for this right now, and we are good.
Another topic related to saving is in the QuarkXPress Preferences. In QuarkXPress Preferences under Open and Save, up here you can enable Auto Save, which will automatically save your document every X number of minutes. Now, it does Save it over the existing file, so if you want to go back to a previous version of your document, then you might want to enable Auto Backup. Now, Auto Backup keeps however many revisions that you want, so that every time you either manually Save or Auto Save kicks in, your previous is kept, and the new version is saved with the current file name.
So, you are always opening the most recent version if you just open that current file name. Then it gives you an option where you'd like to save those Auto Backups. In some cases saving them in the Project Folder is useful because then all of the in this case 5 revisions of your project are all right next to each other in that Project Folder. But you can also change it to any Other Folder on your hard drive so that for example at the end of the day you could empty that folder and not have your Project Folder cluttered. It's up to you. Down here you have another couple of options, if you are using a library which we'll talk about later, you can have it automatically save that as you make changes to it, and by enabling Save Layout Position, that means that every time you open that document back up again after you've saved it, you'll see it in the exact same spot on your screen showing the exact same view percentage that you are looking at before.
But I'm going to click Cancel right now because I don't want to make those changes. Now the last thing I want to mention is how you re-save a project under a different name. So, I just open the Project3 that I just created, and now I want to keep Project3, but I've made some changes to it, some changes here, and I want to save it as a new version, okay, I want to keep Project3, but maybe now save it with a new name. There you just go to the File menu and instead of choosing Save, you choose Save As. And so here again, you have an opportunity to save it with a new name, say Project3a, and click Save, and now we've kept our Project3 and we have a new version of it called Project3a.
That's just a handy way, once you are within the document, to have a way to save it without saving over the existing document. So, now you know all the different ways of opening and saving your documents, and with Quark's Welcome Screen, you also have access to additional resources and getting help.
- Understanding the QuarkXPress interface
- Building a new layout and working with master pages
- Using long document features to streamline workflow
- Building QuarkXPress 8 documents with Adobe and Microsoft files
- Creating custom styles using typography and picture effects
- Collaborating in real time with other users
- Exporting finished projects to PDF, Flash, and the web