TechNote (Archived)

Recommended workflow for creating InDesign documents (CS-CS2)

What's covered

Maintaining a clean computer system
Starting a document
Saving a document
Working in a document

You can improve performance and prevent many problems by establishing a good workflow to use with Adobe InDesign. This document identifies tips and resources for using InDesign effectively.

Maintaining a clean computer system

Over time, changes occur to software and hardware that can cause performance loss and system problems (for example, system errors). Defragmenting the hard disk, removing older versions of software, updating device drivers, optimizing memory, running virus protection utilities, and performing other maintenance tasks can prevent applications and files from becoming damaged. Performing these tasks regularly helps ensure that InDesign opens, displays, and prints documents as expected. For information and instructions on optimizing and maintaining your computer system, see the documentation for your computer.

Starting a document

Before you begin a project, it's important to determine the files you will need and how you will store them.

Create a project folder

Create a folder to store your document and its linked files. InDesign maintains links to files you place in a document, but if a link is broken, InDesign looks for the file in the document's folder. Storing a document and its linked files in the same folder makes it easy to move them from one computer to another. Storing files in one folder also ensures that InDesign finds the original graphics when printing a document. If InDesign cannot locate a linked graphic, it won't reflect changes you make to the original graphic, and it may print the graphic poorly or not at all.

If your project consists of multiple documents (for example, chapters in a book), you may find it useful to create a project folder that contains a folder for each document and its linked files.

Use a template

Use a template if you frequently create similar projects. Templates let you create consistent documents more quickly, while protecting the original file. For example, if you create a monthly newsletter, your template might include ruler guides, page numbers, the newsletter masthead, and styles you want to use in each issue. When you open a document saved as a template, InDesign opens an untitled copy of the document rather than the original. This workflow protects the original from possible damage and reduce the size of future documents.

To save a document as a template in InDesign for Windows:

Choose File > Save As.
Choose InDesign [version] Template from the Save As Type menu.
Enter a name for the template and click Save.

To save a document as a template in InDesign for Mac OS:

Choose File > Save As.
From the Format menu, choose InDesign [version] Template Option.
Enter a name for the template, and then click Save.

Solve problems before converting a file

Damaged Adobe PageMaker or QuarkXPress files usually remain damaged when opened in InDesign. If an error or other unexpected behavior occurs with a converted file, open the original file in the source application and troubleshoot it for damage. For more information on converting files, see the following documents:

TechNote 329840: Error or freeze occurs when you open PageMaker 6.0 or later files in InDesign CS PageMaker Edition
TechNote 323158: Error or Freeze Opening QuarkXPress 3.x and 4.x Documents in InDesign

Saving a document

Follow these guidelines for saving documents to maximize efficiency and minimize problems such as damaged or lost data.

Save documents frequently

Save a document immediately after you create it and each time you make changes that would be difficult or time-consuming to re-create. In the event of a power failure or system error, saving a document frequently ensures that you won't lose many changes. For information on recovering documents after a crash, see "InDesign document recovery" (TechNote 329853).

Use the Save As command

Us the Save As command to clear unnecessary data from your document. When you use the Save command, InDesign appends new information to the document but doesn't remove outdated data, such as information about a deleted graphic. When you use the Save As command, however, InDesign completely rewrites the document, only including information about objects and pages currently in the document. A document that contains only necessary data occupies less hard drive space and redraws and prints more quickly.

Create backup copies

To protect against data loss due to a system error, always create a backup copy of the document and update it frequently. The easiest way to create a backup copy is to choose File > Save A Copy, and then save the document with a new name. To protect the backup copy from severe system problems, store it on a removable disk or network volume.

Working in a document

Follow these guidelines to avoid issues that may arise when working with text and graphics.

Create Styles while in a document

Avoid creating Paragraph Styles based on another Paragraph Style in a "no document" state. Creating styles with no publications open can cause duplicate styles to appear when you create a new document. Adobe recommends that you load style sheets from another document using the Paragraph Styles panel menu.

Use appropriate fonts

When choosing fonts for your document, consider how you intend to format and print the text. InDesign works best with OpenType fonts from Adobe, Type 1 (also called PostScript), and TrueType fonts. If you work with a service bureau, ask the bureau about requirements for fonts used in a document.

Because a damaged or poorly constructed font can damage an InDesign document or cause it to print with unexpected results, use reliable fonts created by established font vendors (for example, Adobe, Eyewire, or ITC). A service bureau or computer dealer may be able to recommend font vendors. For more information on Adobe fonts, visit www.adobe.com.

Use fewer text frames

Use fewer text frames when possible to keep the document file size smaller and the layout easier to manipulate. For example, you can use styles to format a headline, byline, and the body of a story all in one text block. This workflow ensures that the elements of the story move together when you rearrange the format and makes it easier to export text from a document.

Use the appropriate graphic format

When you create graphics for a project, consider how you plan to print the document. If you intend to print the document at a service bureau, ask the service bureau which graphic formats work best with the output device it uses. The service bureau can also advise you on the optimal resolution for images. For best results, use native Adobe Photoshop and Illustrator files rather than converting them to EPS or TIFF formats.

Store graphics externally to reduce the size of your document

When you import a graphic file, InDesign creates a link to the graphic by default. Linking helps minimize the file size of the document. When you print the document, the original graphic file must be available and linked. If InDesign can't find the original, the graphic may print as a low resolution preview or as a gray box. InDesign includes a command to embed images that have been placed in the document. This command is available in the Links panel menu. Embedding a graphic file breaks the link to the external version of the graphic and makes the graphic part of the document's file structure, increasing the document's file size. Because it takes longer to open and work with a larger document, and because a larger document uses more hard drive space and more memory, storing graphics externally keeps the document efficient and improves InDesign performance.

Transform graphics before placing them into InDesign

Transform graphics (for example, rotate, resize, scale, skew, or crop) in an image-editing or graphics application before placing them in InDesign. When you print a graphic that is transformed in InDesign, InDesign sends the graphic to the printer in its untransformed state and then appends the transformation instructions to it. This process causes longer print times and requires more printer memory to perform the transformation.

Verify that links and fonts are intact before printing

To ensure that a document prints correctly, verify that all its links are intact and all its fonts are available. A link becomes broken if you delete, move, or rename the original graphic.

You can easily check the status of fonts and linked graphics in a document by choosing File > Preflight. The Preflight dialog box alerts you to graphic, font, or color problems. You can also choose File > Package to gather all the necessary files for printing into one folder. For more information about using the Preflight and Package commands and correcting problems before handing files to a service bureau, go to InDesign Help and search for "preflight."