How to Package a File in InDesign

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Adobe InDesign features an easy process that will save you a lot of frustration in the future and will help keep your files neat, organized and together… No more missing links or fonts! Here we’ll go over how to properly package a file in InDesign, covering every step in the process. You’ll quickly learn how to package InDesign files in no time using these in-depth instructions. You can also contact us if you have any additional questions about this, and we can provide plenty of printing, direct mail, and other solutions using your designs.

Preflight First

Before you “Package” the InDesign document, it is important to check for any errors. These can be identified by pulling up your “Preflight” function dialogue box window.

3Make sure there are no missing links or fonts and if there are, fix these errors and relink files before packaging. This will also warn you of any overset text and other possible relevant issues.

The total number of errors is noted on the “Preflight” window.

You don’t need the “Preflight” window open to see an alert icon (red button with errors indicated), as it also appears in the bottom frame of the document window.

The best way to make sure UGMG receives everything needed to correctly proof and print your InDesign document is to create a “Package” containing all the necessary support files. This allows UGMG the full capability to edit your document after you send it. When you send only a PDF, options for making corrections will be very limited.

InDesign can automatically gather everything required with its “Package” function. This procedure creates a folder that contains a copy of the InDesign document, all used fonts, linked graphics and images, any text files, and a customized report. The next step is to create an InDesign package, using the following instructions.

How to Package an InDesign File

    1. Open your INDD document file in Adobe InDesign and go to the “Package” dialogue box by clicking:File > Package.


    1. Information about the document is displayed here, including any errors that are found. Avoid delays in the proof and print processes. Resolve any errors concerning missing links or fonts as indicated by an alert icon (yellow warning triangle with an exclamation mark inside). If UGMG receives “Package” with missing items, you will be contacted and will need to supply the missing files separately.


    1. When you’re ready, click the “Package” button at the bottom of the Summary window (This window was called the preflight window in older versions). The “Printing Instructions” window will open.
    2. In the “Printing Instructions” dialog box you may want to fill in your contact information and any additional instructions. Information entries are only optional (most people ignore this window).InDesign won’t allow you to leave “Filename” field blank, by default it is prefilled with “Instructions.txt”.When ready, click the “Continue” button.


    1. After clicking “Continue”, the “Create Package Folder” window will pop up. Here you will choose a location on your computer to save the package folder (desktop would be fine). Enter the name of the folder in the “Save As” field. By default it will be prefilled with the InDesign filename.Make sure all of these boxes are checked. Other boxes can be left unchecked.When ready, click the “Package” button.*Including IDML file allows older version of InDesign with ability to open file. Including PDF is not required. UGMG will make the print-ready file.*


    1. A “Warning” dialog box will appear which explains restrictions for copying fonts (another window most people ignore).Just click the OK button.


  1. It will take a few moments to gather all the files and place them in a folder in the location you specified. After this is complete, your InDesign file, fonts and links will all be saved together, in a complete Adobe InDesign package. Find the new package folder that was created and verify that it contains copies of all required files.package6

You can also verify the package folder by opening the report document in a text editor to view the lists of fonts and links. This will show any item that is missing.

  1. Right-click the new package folder and choose “Compress” (Mac) or “Send to ZIP” (Windows, might be something different but similar depending on what software you have installed). This will make a zip file. It is very important to zip the package folder so the files inside are protected from corruption when sending or uploading.If the size of the zip file is less than 10MB, you can probably safely e-mail it. If it’s more, then you should use some other method (DropBox, FTP, YouSendIt, web server, etc.) to share the file.

Using this guide, you can more efficiently package InDesign files, organizing them to make them easier to access and use when setting up a printing project. If you would like additional advice on how to package files in InDesign, or would like reliable services in addition to this, you can contact United Graphics and Mailing Group at any time. We’ll be able to help you learn how to use InDesign for all of your projects.

Work with United GMG to Package InDesign Files and More

United GMG can provide some of the best printing, direct mail, signs and banners, and web to print services for business across a wide range of industries. You can benefit from top-quality print materials that give you exactly what your business needs. Whether you’re a non-profit, business marketing firm, real estate company, or an association, we have all of the resources and experience necessary to provide top-tier services. We’ve worked with everyone from retailers to religious organizations to develop the best unique solutions for print materials and more. We’re ready to help you today.

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