We want to make sure this document prints correctly. Whenever we provide our InDesign project to a print service or send it to any location other than our own computer, we need to make sure that all of the project's assets such as graphics, fonts, and imported files are included along with the InDesign file. If InDesign cannot find these files, it will display errors, and will substitute fonts for missing ones and print graphics at poor resolution. To prevent this from happening, we need to Preflight and Package our publication project.
Preflighting the Publication
When we Preflight a project, InDesign searches for problems and warns us about them. This may involve overset text, colors that are not available, and objects that InDesign may not be able to locate. This allows us to correct problems before we print.
For this workshop, we may be working on various computers and systems, so the Preflight instructions may vary from those following, but the Preflight system used is the same.
Let's Preflight the project now.
Step1. To check our document for printing, at the bottom of the document window,
Click, Click Preflight Panel
Step2. To see the text errors,
Double-Click Text, Double-Click Overset Text,
Double-Click Text Frame
Resolving Overset Text
When a publication design has been approved, editors know how many words each story should contain, based on the number of inches allowed in the design. However, when a publication is in its refinement phase, the text of many stories must be adjusted to fit the layout. The Story Editor in InDesign offers editors and designers an easy way to edit stories from within the layout. However, we are going to use a simpler method to eliminate the extra text.
Before we finished arranging everything in the newsletter, we allowed the long main story to remain in overset mode. We can see from the Out Port of the last frame on page 4 that there is more story to be placed or eliminated.
Let's cut out some of the text in the main article.
Step1. To activate the Type tool, in the Tools panel,
Step2. Move to page 4, if necessary.
Step3. Edit the last sentence of the visible text so that it is a complete sentence, it makes sense, and ends with a period.
Step4. Click after the period of the last sentence in column 3.
Step5. To select all the text to the end of the article, press:
Shift key+Control key+End key
Step6. To delete the text, press:
Step7. If necessary, repeat this sequence with any other overset text in the document.
Resolving Missing Fonts
On page 4, the Tech Talk heading is highlighted in pink, and in the Preflight panel, there is still one textual error. We will correct that. Let's look at that error now.
Step1. To find the font error, in the Preflight panel,
Double-Click Missing Font, Double-Click Arial Black Regular, Double-Click Tech Talk
NOTE: If the Preflight panel does not indicate a missing font, it is due to Preflight options that have been previously set. To find a missing font, Click Type, Click Find Font...
NOTE: If necessary, Double-Click the Tech Talk heading on page 4.
Step2. To find the font and replace it, on the Menu bar,
Click Type, Click Find Font...
Step3. To change the font, in the Find Font dialog box,
Click Arial Black
Step4. To replace the font, in the Replace With: area,
Click "Font Family:", type: Arial, Click "Font Style:", type: Black
Step5. To finish, in the Find Font dialog box,
NOTE: If there are any other fonts that InDesign lists as missing, continue replacing them, matching their names and styles with the listing at the bottom.
Resolving Missing Links
When we move InDesign documents from computer to computer, sometimes the location of files and images that we have placed into them are not remembered in the document. If InDesign cannot find the original images, they will be displayed onscreen at a low-resolution and will not print correctly.
The Preflight panel for this document tells us that we have some missing links. In order to fix this, we must tell InDesign where these files are located so it can re-link to these files.
NOTE: If this document has been previously open, the following links may not be broken and consequently no missing links may be indicated in the Preflight panel. If no missing links are found in the Preflight panel, skip to the next section, "Changing the Display of Placed Graphics."
Step1. To find the missing links, in the Preflight panel,
Double-Click Links, Double-Click Modified link,
Step2. To open the Links panel and start the process of re-linking files, on the Menu bar,
Click Window, Click Links
Step3. To resolve the missing link to the file classroom.tif,
Right-Click classroom.tif, Click Relink...
Step4. To select the file we need,
Double-Click the Files folder, Double-Click classroom.tif
Step5. To accept the link message, in the dialog box,
Step6. Close the Links panel and the Preflight panel.
Changing the Display of Placed Objects
Now that we have located all of the missing objects, we may notice that some objects look fuzzy onscreen. When we place objects into InDesign documents with linked images, occasionally InDesign will display them at low quality. It is possible to change how these objects are displayed in InDesign, so that we are able to view these objects at roughly the same quality which they will be printed.
Step1. Move to page 1 of the document.
Step2. To change the display mode for page 1 of our newsletter, with the Selection tool,
Right-Click on "In this issue" frame, Point Display Performance, Click High Quality Display
Step3. Repeat for remaining placed files that are showing in low quality.
NOTE: Display Performance may be set up as a preference for all documents. To set a preference for all documents, first close all open documents. Then, in Windows, on the Menu bar, Click Edit, Click Preferences, Display Performance... In the dialog box, adjust Default View. On a Mac, Click InDesign, Click Preferences, Click Display Performance...
Packaging the Publication
When an InDesign document contains assets that have been placed, it is a good idea to package the publication. The Package feature collects all files and fonts that are used in the InDesign publication and it assembles them into a single folder that also includes instructions for printing the document. This is a critical step if you are sending your document elsewhere to be printed.
Step1. To start packaging Classroom Technology Today for publication, on the Menu bar,
Click File, Click Package...
Step2. To begin the packaging process,
Step3. To save the publication,
Step4. In the Printing Instructions dialog box,
enter contact information, Click
Step5. To select where to save the file, in the Package Publication dialog box,
Step6. To view the information after it has been packaged, in the Package Publication Dialog box,
Click the View Report checkbox
Step7. To package the publication,
Step8. To accept the warning, in the font copyright restrictions alert box,
Step9. Close the text document.