Helpful Hints - Walsworth Yearbooks

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1 walsworthyearbooks.com

Helpful HintsThis document is meant to provide helpful information for properly using these features of InDesign:

• Portrait Editor• Images• Colors/Swatches• WPC Control Center• PDFs• Saving • Index• Setting user permissions• Deleting Preferences• Fonts• Transparency Blend• Correcting multiple page numbering

Portrait (Database) EditorThe Portrait Editor contents must be copied to the computer’s desktop in order to make edits.

ImagesQuality checkTo check image quality: Right-click on the image, choose Display Performance > High Quality from the sub-menu.

Image resolutionTo check image resolution: Go to Window Menu > Info Palette. Under Effective PPI, the number displayed should be 149 or higher to ensure a quality print image. Note: If the display shows two different numbers, this is an indication that the image is stretched out of proportion.

The Info palette displays the following information:• Image format• Actual PPI: indicates the initial image resolution; this is the resolution the image/graphic was created at

from programs like Photoshop or from the camera resolution• Effective PPI: indicates the actual resolution after the image is placed on the page and resized• Color Space: RGB, CMYK, etc. • ICC Profile: Profile assigned by a camera or program

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Image placer• Image Placer will only load and display JPEG or TIFF files.• Images will not show if the image is in more than three folders deep (example: C:Drive > Yearbook >

Yearbook 2016-17 > Football > JV Football images). The images will need to be closer to the desktop, C:Drive or Macintosh HD level (example: C:Drive > Yearbook > JV Football images).

• Image Placer will only read up to 96 characters of a file name or folder names. If the images are buried in too many folders, this can cause Image Placer to give a Null error.

• Image Placer will not place images on a master page of a spread.• Image Placer works best when images and pages are on the local hard drive. Note: If files must be saved

to a network server, move a copy of the pages and images to the local hard drive, work on the spreads, and then save the pages and images back to the network server at the end of each day.

InDesign layers• Images and text should be placed on the main page layer (labeled as Layer 1 in the Layers palette)

Note: Placing images on the multiple layers or the master page can cause PDFs to fail.• Do not place images/graphics or text on the Walsworth (Do Not Use) or Bleed Bars (Do Not Use) layers;

all objects on these layers are deleted during PDF creation.

Color Formats• Images/graphics used should be either all RGB or CMYK to maintain color consistency (See more information

on page 13 regarding Transparency Blend Space.)

Colors/Swatches• Do not use swatches labeled with ~WPC. These colors are removed during PDF creation and any objects

using them will change to black or white on the spreads.• Pantone colors from the InDesign Swatches palette are considered Spot colors unless converted to Process

colors. This can be done through the Swatches palette.• Colors created in InDesign can be saved and loaded into Adobe Photoshop and/or Illustrator. Select the

colors from the Swatches palette, go to the fly-out arrow, and choose Save Swatches. Provide a name and save as an Adobe Swatch Exchange file.

WPC Control Center• Adobe InDesign versions prior to Creative Cloud must be updated to the lasted version for the WPC Control

Center plug-ins to work.• If the WPC Control Center is not showing on a spread, check under the Window menu. If it does not appear

there, reinstall the Enhancements; the installer may have failed to properly add the plug-ins.• The School Information button on the WPC Control Center can be used to change the job

number in the bleed bars; to reflect the change, you must reapply color information.• When clicking the Walsworth Yearbooks label and/or the NStamp and ITag buttons on the WPC Control

Center, the user is directed to the walsworthyearbooks.com website.

PDFsAll PDFs should be viewed and verified for content before submission.

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SavingBest practices for preventing page corruption (also recommended by Adobe)

• Do not open and save files directly from or to a network server.• Open pages by first opening the InDesign program and going to File > Open. Double-clicking to open pages

can cause files to corrupt.• Continuous work on InDesign files increases file size. Using File > Save As will compress the file size.

Saving to earlier versionsFiles may be saved to an earlier version of InDesign by saving as an IDML file.

Indexing• It is important to make copies of all pages after proofing, and move them to the desktop or hard drive of a

computer before beginning the Indexing process. Do not scan the original pages.• Automatic Page Numbering: When Indexing, the page number comes from the Pages Palette rather than

the name of the file. If you receive a message stating there are multiple spreads with the same name, you will need to correct this issue before you can proceed with Indexing. (See additional instructions for correcting multiple page numbers on page 14.)

Setting User PermissionsAs Adobe continues to release new versions of InDesign, the steps to properly clear preferences and set user permissions has also changed.

User permissions should be applied to the WPC_ID folder and the _WPCYB folder located under the C:Drive or Mac HD.

Follow the steps provided to give Full Control permissions to the _WPCYB folder.

Note: Applying user pemissions requires admin rights.

Windows (InDesign CC2014-2015 - 32 or 64 bit operating system)1. Go to Computer > C:Drive > Program Files > Adobe > InDesign(version) > Plug-Ins.2. Right-click on the WPC_ID folder.3. Choose Properties.4. Click the Security tab.5. Select the Edit button, click to highlight the Users group.6. Under Permissions for Users, select Full Control.

Windows Vista/Windows 7 (InDesign CS5, CS5.5, CS6 - 32 bit operating system)1. Go to Computer > C:Drive > Program Files > Adobe > InDesign(version) > Plug-Ins.2. Right-click on the WPC_ID folder.3. Choose Properties.4. Click the Security tab.5. Select the Edit button, click to highlight the Users group.6. Under Permissions for Users, select Full Control.

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Windows Vista/Windows 7 (INDESIGN CS5, CS5.5, CS6 - 64 bit Operating System)1. Go to Computer > C:Drive > Program Files(x86) > Adobe > InDesign(version) > Plug-Ins.2. Right-click on the WPC_ID folder.3. Choose Properties.4. Click the Security tab.5. Select the Edit button, click to highlight the Users group.6. Under Permissions for Users, select Full Control.

Windows XP (InDesign CS5, CS5.5, CS6)1. Go to My Computer > C:Drive > Program Files > Adobe > InDesign(version) > Plug-Ins.2. Right-click on the WPC_ID folder.3. Choose Properties.4. Click the Security tab.5. Select the Edit button, click to highlight the Users group.6. Under Permissions for Users, select Full Control.

Mac (InDesign CS5, CS5.5, CS6)1. Go to the Macintosh HD > Applications.2. Click the appropriate version of InDesign.3. Go to Plug-Ins, right-click on the WPC_ID folder and select Get Info or use Command + I to open the Get

Info window.4. Under Details and Permissions/Sharing and Permissions, click on the Padlock to unlock all User Groups

(requires admin rights).5. Set Read & Write permissions to the group labeled as everyone.

6. Click on the Settings button at the bottom of the window and choose Apply to enclosed items.

7. Click OK to any messaging.

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Deleting PreferencesIf preference files become corrupted, the application may start to behave erratically. By recreating these files, you can either solve the problem or eliminate the preference files causing the issues. Note: Recreating the preference files will delete any custom settings applied, including document and print presets, transparency flattener presets and custom stroke styles. All default settings will be restored.

Deleting preference files requires admin user privileges. Along with the instructions are steps on how to display the Application Data (AppData) folder. This folder is a hidden folder on most Windows machines. On Mac machines, the user must go to the Library folder to clear the InDesign preferences. On Mac OS versions 10.8 and higher, the Library folder is hidden. The instructions to display this folder are included.

Displaying the App Data Folder (Windows Users)1. Go to Start > Control Panel.2. Under the Control Panel, click on Folder Options. Note: Windows Vista and higher users may first need to

click Appearance and Personalization > Folder Options > Show Hidden Files and Folders.

3. Under Folder Options, click the View tab, scroll until you find Hidden Files and Folders.4. Click on Show hidden files, folders and drives.5. Click OK.

Deleting Preferences (Windows)InDesign CS5

1. Close InDesign if it is open.2. Go to Computer > C: Drive > Users > Locate the Username folder > AppData > Roaming > Adobe >

InDesign > Version 7.0 > en_US.3. Delete the InDesign Defaults file.4. Browse back to the AppData folder, and select the Local folder.5. Go to InDesign > Version 7.0 > en_ US > Caches.6. Delete the InDesign SavedData file.7. Close all windows and relaunch InDesign.

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InDesign CS5.51. Close InDesign if it is open.2. Go to Computer > C: Drive > Users > Locate the Username folder > AppData > Roaming > Adobe >

InDesign > Version 7.5 > en_US.3. Delete the InDesign Defaults file.4. Browse back to the AppData folder, and select the Local folder.5. Go to InDesign > Version 7.5 > en_ US > Caches.6. Delete the InDesign SavedData file.7. Close all windows and relaunch InDesign.

InDesign CS61. Close InDesign if it is open.2. Go to Computer > C: Drive > Users > Locate the Username folder > AppData > Roaming > Adobe >

InDesign > Version 8.0 > en_US.3. Delete the InDesign Defaults file.4. Browse back to the AppData folder and select the Local folder.5. Go to InDesign > Version 8.0 > en_ US > Caches.6. Delete the InDesign SavedData file.7. Close all windows and relaunch InDesign.

InDesign CC20141. Close InDesign if it is open.2. Go to Computer > C: Drive > Users > Locate the Username folder > AppData > Roaming > Adobe >


InDesign CC20151. Close InDesign if it is open.2. Go to Computer > C: Drive > Users > Locate the Username folder > AppData > Roaming > Adobe >


Displaying the Library Folder (Mac Users)1. From the toolbar at the top of the screen, click on the Go menu.2. Choose Go to Folder from the menu options.3. Type: ~/Library.

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4. Click Go.5. The Library folder will automatically open and be displayed.

Deleting Preferences (Mac OS 10.4-10.7)InDesign CS5

1. Close InDesign if it is open.2. Go to the Macintosh HD > Users > Locate the username with the house symbol beside it (this is the user

account for the person logged onto the machine).3. Click on Library > Preferences > Adobe InDesign > Version 7.0 > en_US.4. Delete the InDesign Defaults file.5. Browse back to the Library folder and select the Caches folder.6. Go to Adobe InDesign > Version 7.0 > en_ US.7. Delete the InDesign SavedData file.8. Close all windows and relaunch InDesign.

InDesign CS5.51. Close InDesign if it is open.2. Go to the Macintosh HD > Users > Locate the username with the house symbol beside it (this is the user


InDesign CS61. Close InDesign if it is open.2. Go to the Macintosh HD > Users > Locate the username with the house symbol beside it (this is the user


InDesign CC20141. Close InDesign if it is open.2. Go to the Macintosh HD > Users > Locate the username with the house symbol beside it (this is the user

account for the person logged onto the machine).

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3. Click on Library > Preferences > Adobe InDesign > Version 10.0 > en_US.4. Delete the InDesign Defaults file.5. Browse back to the Library folder and select the Caches folder.6. Go to Adobe InDesign > Version 10.0 > en_ US.7. Delete the InDesign SavedData file.8. Close all windows and relaunch InDesign.



Deleting Preferences (Mac OS 10.8 and higher)Please refer to the steps to display the Library folder before beginning.



InDesign CS5.51. Close InDesign if it is open.2. Go to the Macintosh HD > Users > Locate the username with the house symbol beside it (this is the user



account for the person logged onto the machine).

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3. Click on Library > Preferences > Adobe InDesign > Version 8.0 > en_US.4. Delete the InDesign Defaults file.5. Browse back to the Library folder and select the Caches folder.6. Go to Adobe InDesign > Version 8.0 > en_ US.7. Delete the InDesign SavedData file.8. Close all windows and relaunch InDesign.




account for the person logged onto the machine).3. Click on Library > Preferences > Adobe InDesign > Version 11.0 > en_US.4. Delete the InDesign Defaults file.5. Browse back to the Library folder and select the Caches folder6. Go to Adobe InDesign > Version 11.0 > en_ US.7. Delete the InDesign SavedData file.8. Close all windows and relaunch InDesign.

FontsAlthough fonts can be downloaded from the Internet, many times the rights to print these fonts are not provided, preventing them from embedding into a PDF. In the U.S. it is permissible to convert a font to a vector (shape) and use it as part of a PDF.

To Convert Text to a Shape in InDesign1. Type the text and apply the appropriate font, point size and any additional styling features.2. Copy the text and move the copy to the Pasteboard; this is done in case the text needs corrected; once it is

converted to a shape it is no longer editable.3. Select the original text box with the Selection tool, go to Type Menu > Create Outlines.

Some fonts cannot be embedded in a PDF due to restrictions dictated by the font designer. Below are two of the many options that can be used to check if a font will embed before using it for page creation.

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Windows Users (option 1)Go to the Windows\Fonts directory (C:Drive > Windows > Fonts) and browse the list of installed fonts. If the Font Embeddability property isn’t listed, change the list view to Details. Scroll through every font you have installed and instantly see what kind of embedding it permits.

Font Embedding Permissions:• Restricted – The font or any portion of the font may not be embedded in any electronic document (example:

PDFs).• Preview & Print – Allows the font to be embedded in an electronic document solely for the purpose of

viewing on screen and/or printing that document. Although the font can be embedded, it cannot be used to further edit the document it is contained in or to edit or create other documents.

• Editable – Fonts can be embedded in electronic documents, and the embedded font can be used to view, print and further edit or modify the text within the document in which it is embedded.

• Installable – Fonts can be embedded and allows other users to edit the original document using the font. They can also install the font on their own computer for use in their own documents.

Windows Users (option 2)This option uses the Adobe Acrobat Distiller, a full version of the Adobe Suite, to use the Distiller program.

1. Open Acrobat Distiller.2. Click Settings > Edit Adobe PDF Settings.

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3. In the window, select Fonts.4. Scroll through the list of fonts and locate any fonts that are a concern.5. If the font appears with a lock beside it in the list, this indicates the font designer did not provide permission

to embed the font(s) for commercial use.

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Mac Users (option 1)This option for Mac users provides less certainty than for Windows users but can still provide helpful information.

1. Go to the Macintosh HD > Applications > Font Book and browse the list of installed fonts. Locate a font, and select it from the list.

2. Click the Preview menu in the toolbar and choose Show Font Info. This will bring up a page of technical data about the font including an Embeddable line.

3. The Embeddable line will show either Yes or No. If font embeddability shows up as No, the font has Restricted permissions; Yes can indicate any one of the other three options: Preview & Print, Editable and Installable. Note: The appearance of Yes is not an actual indication the font license allows for embedding. Refer to the second option for Mac users for a more accurate confirmation.

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Mac Users (option 2)This option uses the Adobe Acrobat Distiller, a full version of the Adobe Suite to use the Distiller program.

1. Open Acrobat Distiller.2. Click Settings > Edit Adobe PDF Settings from the toolbar.3. In the window, select Fonts.4. Scroll through the list of fonts and locate any fonts that are of concern. 5. Select a font name to determine if the font designer allows permission to embed the font(s) for commercial

use. Note: In the example under Option 1, the font: Urbanjungle showed it could be embedded for use, however, the license to embed was not actually provided by the developer; this font will not embed to a PDF.)

Transparency BlendAny time a type of transparency effect is used on a page, (i.e., Drop Shadow, or a Photoshop image with a transparent background), InDesign does several calculations to ensure what you are seeing on the screen is as accurate as possible.

One way to check if a transparency effect was used on a page is to go to the Pages palette, click on the flyout arrow, and from the submenu click on Panel Options. Under the Icon area select Transparency. If a little checkerboard icon appears beside any of the pages in the Pages palette, this indicates that some type of transparency was used on this page.

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All transparency effects work slightly different depending on if you are working in CMYK or RGB space.

To get an accurate idea of how the page will print, you need to tell InDesign if your pages are using RGB or CMYK color spaces for images/graphics. This is done by choosing the appropriate Transparency Blend Space from the Edit menu: Either Edit > Transparency Blend Space > Document RGB (if all images/graphics were saved in an RGB color format) or Document CMYK (if all images/graphics were saved in a CMYK color format).

Note: It is recommended that all images and colors are either in all RGB formats or all CMYK formats to pick the correct transparency blend.

Correcting Multiple Page NumberingMultiple sections in the Pages palette can cause errors when trying to use the Walsworth plug-ins. A good practice is to check for multiple sections after adding or removing pages.

InDesign’s Pages palette allows access to view and add new pages or delete existing pages, move from page to page within a document, and the ability to change the starting page or renumber pages. The Pages palette can be found under the Window menu.

To change page numbers 1. Go to Windows menu > Pages. 2. With the Pages palette displayed, click the flyout arrow, go to Numbering & Section Options and change

the Start Page Numbering at option. Note: The Numbering & Sections Option can also be found under the Layout menu.

Fixing Multiple Sections1. Open the Pages palette. Note: Over the start page, there should be an arrow . This should be the only

page with an arrow above it. If any other page(s) show with the arrow above them, this is the indication that this page starts a new section.

2. In the Pages palette, click to highlight the page that begins the new section.3. Click the flyout arrow on the Pages palette, select Numbering & Section Options.4. Deselect the Start Selection and click OK.5. Make sure the arrow was removed and only appears over the first page in the document.

Documents

Helpful Hints - Walsworth Yearbooks