How to Package Your InDesign Files for Seamless Collaboration and Printing
If you‘re an InDesign user working on complex layouts with multiple linked assets, you‘re probably familiar with the stress of making sure your document looks exactly as intended when you send it off to colleagues or a commercial printer. Fortunately, InDesign offers a powerful solution to gather all the necessary components of your file and ensure everything displays properly for others. It‘s called "packaging" your InDesign file.
In this in-depth guide, we‘ll walk through what it really means to package an InDesign document, essential preparation steps to take before packaging, and the detailed process of collecting your file for sharing. Plus, we‘ll answer some common questions InDesign users have about packaging.
By the end, you‘ll be equipped with the knowledge and workflow to confidently package your InDesign projects like a pro. Let‘s jump in!
What Does It Mean to Package an InDesign File (and Why Does It Matter)?
Most InDesign layouts are highly dynamic, composed of a main INDD document with multiple linked graphics, images, and font files that live in separate locations. This setup allows for flexibility—different team members can work on individual assets simultaneously and simply update the links.
However, when it comes time to share your InDesign file outside your local environment, all those external links pose a risk. If the recipient doesn‘t have the same fonts installed or can‘t locate a linked image, the document won‘t display correctly and could even be missing content entirely.
That‘s where packaging comes to the rescue. When you package an InDesign file, the program gathers a copy of all fonts and linked assets and consolidates them into a single folder along with the main INDD file. This self-contained package ensures that everything travels together and displays as intended for anyone who opens it. Crisis averted!
Essential Preparations Before Packaging Your InDesign File
While InDesign automates most of the heavy lifting, there are a couple important steps you should take before clicking the "Package" button to ensure the process goes smoothly:
1. Implement clear file naming conventions
As your package will include copies of every asset within your layout, keeping files clearly labeled is key for organization. Establish a consistent naming structure for linked graphics, fonts, and the INDD file itself.
For example:
- MainFile_ProjectName_v1.indd
- Logo_ClientName_CMYK.eps
- Headshot_LastName_FirstName.jpg
If you‘re collaborating with a team, align on naming conventions early in the project. It will make everyone‘s life easier!
2. Preflight your document to catch errors
InDesign‘s Preflight feature acts as a safeguard by scanning your document and flagging any issues that could derail the packaging process, like missing font files or inaccessible links. Running Preflight before packaging allows you to address problems proactively.
To open the Preflight panel, go to Window > Output > Preflight. You can also access it with the keyboard shortcut Shift+Option+Command+F (Mac) or Shift+Alt+Ctrl+F (Windows).
The panel will display an alert icon for any found errors. Clicking an error takes you right to the offending page item so you can troubleshoot it, like relinking a missing image or replacing a font.
Pro tip: You can also enable Preflight alerts in your document window by customizing InDesign‘s Application Bar. Right-click the space at the bottom of your document and choose "Preflight" to add this handy alert that changes color based on your document‘s status.
Once you‘ve used Preflight to give your file a clean bill of health, you‘re ready to package with confidence!
Step-by-Step Guide: How to Package an InDesign File
Alright, let‘s walk through the actual process of packaging your vetted InDesign file:
Step 1: Locate the Package Command
With your INDD file open, go to File > Package. If you prefer keyboard shortcuts, press Shift+Option+Command+P (Mac) or Shift+Alt+Ctrl+P (Windows).
Step 2: Review Package Options
The Package dialog box will open with a Summary tab showing an overview of your document‘s stats, like page size, number of pages, and color mode. Other tabs let you view all fonts, colors and inks, and linked images and files that will be collected.
If you‘re creating a package for a commercial printer, check the box for "Create Printing Instructions" to generate a text file where you can include special printing notes and contact info.
Step 3: Choose Package Location and Settings
When you‘re ready, click the "Package" button at the bottom of the dialog. You‘ll be prompted to choose a location for the packaged folder. Pick somewhere that makes sense for your workflow and sharing needs.
On the next screen, verify the packaging settings:
- Include Fonts and Links from Hidden and Non-Printing Content
- Update Graphic Links in Package
- Keep Fonts and Links in Separate Subfolders
- Include PDF and IDML Files
The default options work well for most situations. Including the PDF is handy for quickly previewing your file, while the IDML version ensures backwards compatibility.
Step 4: Complete Packaging
Click "Package" one more time and InDesign will chug away, copying all assets into the new packaged folder. Depending on the size of your file, it may take a few moments.
You‘ll likely see a warning about font licensing – it‘s a reminder to make sure you have the proper licenses for packaging and sharing any fonts. Click "OK" to complete the process.
And with that, your InDesign file is neatly packaged! You can now compress the folder and send it off to colleagues or your printer with peace of mind that everything will display as intended.
Frequently Asked Questions About Packaging InDesign Files
Still have questions? Here are answers to some packaging head-scratchers:
How do I make sure ALL links are packaged?
To ensure no asset gets left behind, make sure the "Include Fonts and Links from Hidden and Non-Printing Content" option is checked in the packaging settings, along with "Copy Linked Graphics."
Can I package multiple InDesign files at once?
Unfortunately, InDesign doesn‘t have a built-in way to package multiple files in one fell swoop. You‘ll have to package each INDD file individually. But once packaged, you can compress multiple folders together for sharing.
What‘s the best way to deliver a packaged InDesign file?
Since a packaged InDesign folder contains many assets, it‘s best to compress it into a single ZIP file before sending.
On a Mac, right-click the folder and choose "Compress." On Windows, right-click, go to "Send To," and select "Compressed (Zipped) Folder." You can then email the ZIP file or upload it to a cloud storage service for sharing.
You‘re Ready to Master InDesign Packaging
Packaging your InDesign layouts is an essential skill for any designer collaborating with others or sending files to print. While it may seem a bit tedious at first, implementing a thoughtful packaging process will save you tons of time and headaches down the road.
Remember these key steps:
- Use clear, consistent naming conventions for all files
- Preflight early and often to catch missing links or fonts
- Choose packaging options that fit your needs
- Compress the packaged folder before sharing
With this workflow in place, you can send off your InDesign masterpieces with full confidence they‘ll display flawlessly for your whole team. Happy packaging!