InDesign CS5 - Preflight, PDF and Print you Master / Bachelor thesis tutorial (Part 9)

Uploaded by unluckylion on 16.09.2011

Hello and welcome back to the InDesign tutorial.
We learned a lot of stuff in the last videos.
But now we are almost finished with our thesis
And today its time to wrap things up.
This means we going to make a preflight
we going to check for errors and small mistakes in our thesis
Than we going to see how to export our whole thesis in a PDF.
And finally we going to talk about
how to print and also where to print.
The first thing, preflight might be a little bit
boring, also today in this tutorial.
But I just wanted to try to give you an personal view, how I do it.
It's by no means a complete guide
to how to check your thesis for mistakes.
You need to find your own way, your own technique.
If you are only interested in how to create a PDF
over here, or how to print
over here, you can press this buttons.
And go directly to the part of this video.
Otherwise we can start by preflighting.
We are almost ready to export our document as an PDF
and print it. But before we going to do that
we should do a final check and see if everything in our document is alright.
There is a really nice tool in InDesign
that will help us. It's called preflight.
And you can access it by double clicking.
on this panel down here
You can define your own profile.
We going to create a new one
And we call this one
In here there are some standard things that I like to check.
Most of the things are in text.
I want to look if I have some formatting
of text that isn't a paragraph or character style.
So I going to check this.
And we want to keep all of those things unchecked.
Than of cause I want to look for fonts and over set text.
Over set text would mean, if you have a frame
and there is text overflowing, so it isn't displayed.
We would miss some text if we print.
Missing Glyphs is a nice thing to look for.
Than we check for type scaling.
We want to look if cross references
out of date or not.
And that should be it.
It depends on your personal preferences
what you want to check here or what not.
You really should try some things out
and see for your self.
You can go on save, to save your current profile
and than on *OK*.
We going to select it in here.
And if you want to include your profile in to your document.
If you would send this document to another person
and he should do some checks for errors.
You can press this button to embed
your profile, your custom profile into this document.
To check for errors, you can open this menu.
We have a number here
that is indicating on which page we have the problem.
If you double click on the number, it will show you the page.
We see here right now, we do have some over set text.
Indicated by the red [+] sign.
So I would like to increase the size of the frame.
And you see now, the problem gets resolved.
Than we have some cross references that are out of date.
The numbering for some figures.
The easy way to fix this
is just to click on this button
in the hyperlinks panel
and it will update our cross references.
Than we do have some style overrides.
We have the style overrides in our figure.
I have no idea how this happened.
But to fix it we, going to
click on this symbol, and this will clear the overrides.
We will check the other pages as well.
And we see we have our description
that we created a few lectures ago.
And we didn't want to create a paragraph style for this
because it was not much text and we might
not use to again.
so we can ignore these things.
But than on page 14
we have again some problem with our figure.
And we want to have the original figure numbering paragraph style applied.
so we just clear all the overrides in here.
Than of cause we have some other things here.
We have also no paragraph style defined for this text.
But this is fine, its not a big problem.
Alright, this looks good.
We can close this menu and ignore the other errors we get.
Of cause we would now
choose a proper name
and a proper date and also on for our title page.
But I'm not going to do this right now.
Than we always should check
to update you table of contents.
In the *Layout* menu *Update Table of Contents*.
You see there are some changes in here.
It's now updated.
And we have a blank page in here
that we don't want.
So we going to get rid of this as well
You can delete it.
This looks better.
Of cause now you would need to update the TOC as well.
All right.
Than we can take a closer look at our text.
And you can click this button to get a better idea
what you thesis will look like when its printed.
This looks fine.
Than we have some hyphenation in here.
And this doesn't look so nice
because it's just 2 letters and than it divides the word.
So a way to change this
is to go to our "basic_text". We can go on edit.
And in the Hyphenation panel
we can decide to increase the minimum size of
the part of the word.
We an set it to 4 for example.
And now we see it's get better hyphenated.
You can also decide how much hyphenation you want to have.
If you don't want to have hyphenation at all
uncheck this box.
You can click on *OK* and we go on.
And see what other problems we might have.
If you look at this table, its divided here.
And we might want to move it at the end of this
paragraph and try if it looks better.
We can go into the text
and we select the whole thing.
And we don't want to copy it and insert it again
because than we migth mess up the links that are created to this table.
But if we just move the table, it should be fine.
Let's see if this looks better.
We are losing now the headline
so we just going to
place one return here and this should be better.
We are missing a figure here.
This is also something we want to
check, you always want to check your figures again.
If there is everything alright.
And if you remember we created a
object style to control
the spacing between the picture and the text.
And actually I would increase the distance
between the picture and the text a little bit.
I going to set it to 0 mm.
To get a little bit more spacing in here.
This looks alright.
This looks all OK.
Of cause you would add some stuff in here
but its just an example.
And finally if you go to
our table of references.
You should always make sure to update this one as well.
Just place your cursor in here.
And run the script again to sort the table.
Just double click on it and press *OK*.
You see there are some changes, I just added a
citation that I made up.
Alright this should be everything.
One last thing that you should keep in mind is
that the InDesign preflight function
only works for text that is inside your print area.
If you have an object, like this one with some over set text.
It isn't recognised
because it is not printed. If we put it now
in the middle in here
it will show up as an extra error
You see here the over set text.
If you are happy now, you an go and export
this document as an PDF.
Under *File* -> *Adobe PDF presets...*
You can almost always chose High quality print
as your setting to start with.
It will ask you to specify
a place where you want to save your document and give it a name.
I just will save it on the Desktop. Go on *Save*.
And now you need to decide, what is this PDF for.
Do you want to print this PDF, or do you want to put it online for people to read?
Because those things will affect the settings you make in here.
For example if you want to print a document
you don't need to optimize it for fast web view.
But if you put it on, you migth want to include Bookmarks and Hyperlinks
because than you can click in your PDF
and you have like an TOC on you side.
I will show you this later on.
Also you need to think about compression
if you want to print something
you want to have an high resolution
at least 300 dpi.
If you are publishing for web
you don't want to have the file size to big
and you can compress all your images in you document.
If you set for web for example
the colour images to 72 dpi
InDesign will automatically determine
at what resolution you should downscale the images
and will do everything automatically (the downscaling).
We also going to reduce the size of the other pictures.
Than we can go to the next menu.
This is something that is only really important for print.
If you have images that are going across your page
for example a huge background picture
that is blading of the edge.
We didn't talk much about bleeding
because this is more a thing that you need for magazines.
But if you would have some bleed settings
that means if you have a picture that prints across your page
you would have it a little bit overlapping with the edge of the page.
Because the printer might not be accurate printing it exactly on the edge.
Than you would use the document bleed settings.
Also the marks and everything, this is more a thing for printing
but as well this is for really complicated print things
we normally don't need those things.
Also the settings in Output and Advanced
It's a little bit rocket science for printing.
I don't know much about those things
so i cant help you with that
but normally the people who will print your stuff
you can always ask them and they will tell you which settings they want.
Security, you can put a password on you document, you might not want to do that.
And jup, that pretty much it.
If you are happy with your settings, you can save it.
And you can go finally on export your PDF.
It will take some time and after its finished
it will open the document.
Alright there we go.
We can take a look at our document.
The really nice thing with InDeisgn PDFs is
that you actually click on all the links
because we activated this when we exported it.
So you can just click here and it navigates you to the page.
This also works for
references inside your text
if you reference to a picture
For example down here "Figure 2".
and it will lead you to figure 2.
The other thing
We have our links in here
so this is also a good way to navigate
your document.
And before you would print this now
It's always a good idea to look across it as a PDF
to spot some major mistakes or errors.
But if you're now happy, you could print this
as a proof and let it be checked from
at least one person who is good with spelling
and one other person who knows about
the scientific stuff.
We can close this again.
And can go back to our document.
And now we need to talk about printing.
If it comes to print, you have to decide
if you want to print at home / at your university
or if you want to go to some company that can print your thesis.
If you print at a company
you should talk to them and ask if they want an PDF
it if they want to have the InDesign document.
You should also ask
if they want you to chose a specific colour profile ore something like this.
those things are normally quite complicated to chose
because I always don't know which one I should use.
But if you have a print company that will print your stuff
they can help you out with those things
However you need to calculate that you need
a lot of time for this.
To print it you can calculate with maybe one week
or at least a few days.
So if you print at your home printer, you have the chance to
check the colour things for your self.
You can print some test pages
and you have the chance to check the test pages, if you like the prints or not.
However I only recommend to print at home or at your working group
if you really have a good laser printer.
If you want to print at a company and they ask you for
your InDeisgn document.
There is a function in InDeisgn that can package your whole document.
But will only take the things you need for print
your text, and your fonts and your pictures.
So you can give your company a small folder
where everything is included they need to print
and they can do some adjustments if they wan to.
Packaging your document is quite easy.
You go on *Package*
And this will open a window.
And you get kind of a summary
how many fonts you use in your document
how many images and so on.
you cant do much settings in here
so you can go on *Package*.
You could write some instructions
but it's better to talk to the persons who will print your document
instead of reeling on a txt document.
So we are going to skip this.
And you can give a name and
chose some settings here, but this should be fine right now.
We can go on *Package*.
And we get some legal warning
that you might not be allowed to copy the fonts
but as we give it to our printer
and we hope your printer is not selling them some where else, this should be OK.
Now its done and we can take a look in the folder.
We have the folder here.
And in here we do have our pictures
we have the instructions that we don't really need
the InDeisgn document
and the folder where we have our fonts embedded.
Alright, I think we covered a lot of ground today
and I think most of the things we talked about
are really personal preferences.
So I showed you how I do my processing
when I am nearly done with my thesis.
But it's really up to you
what you find most useful and practical for you.
To wrap things up maybe
I would always recommend to print things on your own
and use a PDF.
because than you can make sure that you
have everything under your control, and you don't
miss the death line or something like this.
And always try to get a good amount of time
to print your thesis
like say you want to finish one week before your death line
that you have enough time to print it.
and if you are not quick enough with your writing
or finishing your thesis, you always have a little bit of an buffer
to get every thing done.
"Every thing done" is also a good point for this tutorial
you might think we are finished now
but actually we are not!
there are going to be more tutorials where we going to talk about
more advanced stuff.
For example GREP styles atomisation.
Their also will be a trouble shooting section
where we talk about some problems that can occur when you work with InDeisgn.
And finally there going to be a little template that you can download
and that will make your life a lot essayer if you try to
get things you learned in this course and put them in to practice.
So you have a template that you can work on
and that you can change how you like it.
So I am looking forward to see you also
in the next videos and I hope the course was helpful so far.
So see you in a few days!