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7.1 How to Share InDesign Files

Hi, everyone, this video is all about packaging and sending your working documents. What do I mean by that? It means, I've got this InDesign file and I need to send it to someone, okay? Not as a PDF or as a JPEG, I need to actually send them the InDesign file, all the images that I've used, any links, all the working documents. And you might be sending it to them because they are a colleague and you need to give them all the files. They might be a client and they requested all the files. It might be that you're working on one computer and you need to start working on a different computer. You can package them all up, okay? Get a folder. Inside of this folder we have all the things we need to make this document work. And we can zip them up and then just email them to someone or share it via some sort of file sharing service like Dropbox. The other thing we'll look at is you'll end up back saving it as well. So you'll end up with this IDML file. That means you can send it to people that are using and older version of InDesign. It's a handy little byproduct of this listen. All right, let's jump in and work it all out. Okay, so to package this all up, we need to go to File. Make sure it's saved first. So File > Save, okay? If it's grayed out, it just means you have already saved, okay? It means that you're done. You don't have to click it again. So we're gonna go to File and go to this one called Package. There it is there. Okay, click on Package, and we're gonna click on Package. And this is gonna open. It's gonna say, where would you like to put this folder, cuz it's gonna gather all of our documents up, and all of our images, all the fonts that we've used, and put them into one folder. And it's just used the name of our brochure and added the word Folder to it. Well, it works for me. These are all on by default. Let's click Package and let's see what we end up with. Before we do that, we get this. It just says be careful when you're sharing fonts. Cuz there's a gray area of I've bought a font or I've licensed it using my Creative Cloud, using Adobe Fonts, okay? And so you're kind of paying for those fonts through your license. And it's just saying, if you share your fonts with other people and you're not meant to, so please don't do that. So we say, yes, sir, we definitely won't. We'll click OK, our warning's back again, okay? I should go and fix it. I'm not going to cuz I like to show you all the warnings, and I'm lazy. Okay, so what's happened? Nothing, well, something has. Let's check our desktop. So Finder on my desktop, my InDesign Tutorials there's this folder, he's new. Inside of there is a couple of things, okay? One is there's a PDF? It made a PDF on the way through, which is super helpful. Cuz it phases this all up now and stick it on a Dropbox or archive it somehow. It means instead of having to open up the InDesign file, I can just check the PDF to see what's in it, okay? So that's handy. This is the most important file. This is the INDD. This is your InDesign file. This is the one that we've created and we've worked on. This one here is interesting the IDML. What this is for is this is for people with older versions of InDesign. So we're using CC 2019 now. If you're sending this to somebody who's using CC 2017 or CS6, they won't be able to open this up-to-date InDesign file. But don't worry, they can try and open up this file. And 99.9% of it will work unless you've done something that only can be used in the latest version. So if you send this to somebody that can't open it, it's like try opening up the IDML file and they should be able to open that. Cool, so that's the most important one, okay? Links are, we looked at the Links panel earlier. So it's gonna show me all my images that I used, and the logos that we used in this document, okay? Really handy just to get all your files in one place even if you don't use it for anything else. Packaging can be, if you're connected to lots of network drives, and you're like, I don't even know what those logos are. Okay, they're on your machine somewhere. It means you can just package it all up and the links get yanked out. These are all copies of the originals. Your computer's gonna have two Image2-Phil Botha, okay? So these are all copies, and the document fonts, okay? There's the Didot that I've used, and there's the font list. Okay, now it hasn't actually listed out the fonts. Adobe are pretty protective of their fonts. So if you got nothing in this list, it means that you've used all, notice Roboto's not in there? What it's assuming is you're gonna send this to another InDesign person, okay? And they're also gonna have a Creative Cloud license. It's gonna open up the document and say, hey, you don't have Roboto. And InDesign will be clever and say, would you like me to download it for you? So Adobe don't like sharing their fonts cuz they're a paid resource people have made. You're not meant to just share them around, and that's how Adobe get around it, okay? They link to the fonts, but they don't actually share them between people. If you're using fonts in your machine, it will be listed here. If we used Arial, it'll be listed here as a font that you can send to someone. But if the person you're sending it to doesn't have the font, okay, and you've used an Adobe font, they'll be warned when they open it to say there are missing fonts, and that they can either go and buy them or if they're accessible through the Adobe Fonts library it'll do that automatically. Cool, so fonts, links. Lets talk about this file a little bit more. It is a copy of my original, okay? So this version that I've got open in the background here of InDesign is not this copy, okay? We've got that here. So that's the one we were working on. Okay, I'm gonna make it green just so you can see it. [LAUGH] There's a green dot at least. Okay, that's the one that I'm working on. I packaged it and it made a completely new version in this folder. You see them there. So this can be a little confusing later on. You've got two versions of it. Cuz if I make adjustments to this, there's this version kicking around that doesn't have the adjustments. So I guess you just gotta be really careful that you're not working on both together, okay? This guy here is meant to be maybe right-clicked and gone to compress, okay? This is on my Mac. I right-click it and say Compress, and I get a nice little ZIP file that I can email to someone. If you're on a PC, I think you right-click files, and you go to this one called Send To, and it'll say ZIP file or compressed file. You end up with the little ZIP file. It's just kinda like that folder all banged in together to make it easy and shareable. So that is packaging your document, file package, leave all the defaults. You're given this folder and then you can zip it up and email it. Or archive it for yourself on to something like Google Drive, or Amazon Cloud Drive, Dropbox, there's lots of different files. All right, my friends, one thing before we go, I'll just acknowledge this guy. You're like what is that? That looks like a virus or something. It is just a little temporary file. Don't delete him. He's only ever there when this document is open. If I save this and close it, file close, watch what happens. If I go back into that same folder, it's gone. If I open it back up again by clicking on the recent images, it comes back. So this is kinda like, it just hangs around [LAUGH] when this document is opened, don't delete him. Don't worry about him. He just helps out. If your computer crashes, it means it can kinda recover where it was up to. All right, that is definitely it for packaging your document.

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