Simon & Schuster Extra Files checklist

The checklist for extra sections used in complex cases, such as novelty books and books containing paper engineering.

Document is named correctly

This check is making sure that the InDesign document is named in the agreed way that identifies its contents.

ARTICLE HERE

Fonts are all active

This check makes sure that all fonts that are referenced in the document are currently active on the Mac and available to be used by InDesign.

To see a list of missing fonts choose InDesign Type menu > Find/Replace Font

Fonts listed with a warning symbol alongside are missing:

InDesign’s Find Font dialog showing missing fonts in the document

To activate fonts on your Mac we recommend using professional font management tools such as Extensis Suitcase, or Font Book, which is a free font management tool that comes with your Mac.

Fix this problem by finding and activating the fonts used in InDesign or in some cases by substituting for other fonts.

Adobe InDesign Font help
Apple FontBook help

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Fonts are not Type 1 PostScript

This check flags up when Adobe PostScript Type 1 fonts are used in the InDesign document.

PostScript Type 1 fonts, as their name suggests, were intended for print production using Adobe PostScript. They are an old font format which have largely been superseded by the later OpenType format as PostScript Type 1 fonts are not supported in digital and web publishing.

Adobe announced they were stopping supporting PostScript Type 1 fonts in any new software released after 2021.

Note that Type 1 fonts will no longer appear in InDesign's Font menus and must instead be replaced using Type > Find/Replace Font:

InDesign's Find/Replace Font dialog showing missing Type 1 fonts

PostScript Type 1 fonts show their Type as ‘Type 1’ and warning signs alongside their name in Find/Replace Font’s dialog.

Fix this problem by finding and activating a different font format in InDesign or in some cases by substituting for other fonts.

Adobe InDesign Font help
Apple FontBook help

Images are 250ppi (exceptions allowed)

This check makes sure that pixel image are placed at a size so they output at a minimum of 250 PPI (pixels per inch). This check also allows the GreenLight user to allow exceptions to this rule.

‘Links’ are made to the original files of images that have been placed into the InDesign document; they might also, less commonly, be text files.

When placing pixel images onto an InDesign page their original resolution (how many pixels the image has over a given measurement) becomes their Actual PPI.

Scaling the image up or down on the InDesign page does not alter the original linked image but does affect the PPI when outputting. The resulting resolution is referred to as the Effective PPI. Increasing the scale of an image causes the Effective PPI to go down; decreasing the scale causes the Effective PPI to go up.

Scaling the image up so that the Effective PPI drops below 250 will result in less than optimal output.

GreenLight dialog indicating an image has been detected with a resolution below the required 250ppi

Aside from file size issues, having too many pixels is rarely a problem. Having too few, however, can mean a loss of definition and image quality.

There may be times when an image is so good or unique that it needs to be used despite having a low effective resolution. Also a soft image e.g. a natural landscape and clouds can often be output at a lower resolution but still with good image quality. In either case, or when you simply don’t have an alternative, you can mark the image as OK when prompted by GreenLight.

Tip: It is possible to switch on an Effective PPI column in InDesign's Links panel menu (Window > Links). From the Links panel menu select Panel Options:

The Panel Options dialog is accessed from the Links panel menu

In the Panel Options dialog under the Show Column heading click the checkbox for Effective PPI and click OK.

The Effective PPI checkbox in the Panel Options dialog selected

In the Links panel a new column appears indicating the Effective PPI of pixel images. You may need to adjust the widths of the columns or panel itself to see all the information.

InDesign's Links panel with Effective PPI column added

Adobe links and graphics help

Links are present and up to date

This check makes sure all InDesign links are OK. No image links can be missing or modified.

‘Links’ are made to the original files of images that have been placed into the InDesign document; they might also, less commonly, be text files.

Icons are shown under the Status column in the Links Panel. (InDesign Window menu > Links) to indicate a problem.

= Missing Link

Links can go missing if renamed, moved or your computer is disconnected from them if held remotely e.g. on a file server.

= Modified Link

Links become modified if edited outside of InDesign e.g. resized or colour adjusted in Photoshop.

Fix this problem by selecting the link(s) in InDesign's Links panel and from the panel menu choosing Update in the case of a Modified image or Relink if missing.

Relinking to a missing image in InDesign using the Links panel

Adobe links and embedded graphics help

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Links are not embedded

This check make sure links have NOT been embedded in InDesign.

InDesign's default method for working with images is that ‘links’ are made to the original files that have been placed into the document. Less commonly, this might also apply to text files.

External links can instead be saved inside the InDesign document through ‘embedding’. An icon

is shown under the Status column in the Links panel (InDesign Window menu > Links)

InDesign’s Links panel showing embedded images in its Status column

Advantages of embedding links:

Links travel with the document and can’t go missing if renamed, moved or disconnected.

Disadvantages of embedding links:

Difficult to change and update the links.
Potential for massive increase of the InDesign file’s size as each image is saved inside the file.

Fix the problem of changing an embedded image into a linked image by selecting its name in the InDesign Links panel and from the panel menu choosing Umembed Link.

Embedding an image using InDesign’s Links panel menu and Embed Link command

You can then choose whether to link back to the original file or create a new copy to link to instead

InDesign's dialog when unembedding an image with the Links panel

Adobe links and embedded graphics help

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No GIF images used

This check reports when the file format of any placed images is GIF.

GIF, pronounced with a hard G (Graphics Interchange Format) images are a mostly obsolete file format.

Although they can contain transparency they can’t handle partial transparency. Each pixel is either a solid colour or transparent.

GIF cannot display more than 256 colors and cannot be colour managed. For this reason, it is less effective for displaying photographs online (use JPEG instead) and is not recommended for commercial printing. If the image has flat colour or includes type, use the PNG format instead.

GreenLight’s dialog warning of the presence of a GIF image

Fix this problem by using a more current format of the same image or using an alternative image.

Tip: It is possible to switch on a file types (a.k.a Format) column in the Links Panel. (InDesign Window menu > Links). First choose Panel Options from the Links panel menu.

The Panel Options dialog is accessed from the Links panel menu

In the Panel Options dialog under the Show Column heading click the checkbox for Format and click OK.

The Format checkbox in the Panel Options dialog selected

In the Links panel a new column appears indicating the Format of images. You may need to adjust the widths of the columns or panel itself to see all the information

InDesign's Links panel with Format column added

Adobe Importing File Formats help

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No PNG images used

This check reports when the file format of any placed image is PNG.

PNG (Portable Network Graphic) is a modern version of the GIF which is intended for use as a screen image, typically on the web.

PNGs can contain transparency including different amounts of transparency but do not support layers, CMYK colour information or Colour Profiles.

GreenLight’s dialog warning of the presence of a PNG image

Fix this problem by using a PSD version of the same image or using an alternative image.

Tip: It is possible to switch on a file types (a.k.a Format) column in the Links Panel. (InDesign Window menu > Links). First choose Panel Options from the Links panel menu.

The Panel Options dialog is accessed from the Links panel menu

In the Panel Options dialog under the Show Column heading click the checkbox for Format and click OK.

The Format checkbox in the Panel Options dialog selected

In the Links panel a new column appears indicating the Format of images. You may need to adjust the widths of the columns or panel itself to see all the information.

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InDesign's Links panel with Format column added

Adobe Importing File Formats help

All objects are inside bleed

This check ensures that all objects are on the page or within the bleed area. Any objects that are completely outside the bleed area are flagged.

The ‘pasteboard’ is an area outside of the InDesign page or spread which can be used to hold objects whilst working on page layouts.

An oval path on the pasteboard, completely outside InDesign's bleed area

When files are ready to output having objects hanging around on the pasteboard, which serve no purpose, can cause problems and confusion. It also means the file is larger and more complex than it needs to be. Extra image links, swatches, fonts, word counts and text extraction could all be affected.

This check verifies that all items are wholly or partially on the spread or within the bleed area. Objects that are only on the pasteboard and outside of the bleed area are flagged.

You can fix this problem by either moving objects within the bleed area or deleting them. A GreenLight tool is available to quickly remove all pasteboard objects at once (GreenLight menu Tools > Print Production tools panel > Delete pasteboard objects)

InDesign’s different page areas with bleed denoted in red

Greenlight’s All objects are inside bleed dialog is shown once the document has passed the check

Adobe InDesign help on setting bleed

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Text is not overset

This GreenLight check looks for 'overset text' sometimes called 'overmatter' - text that is contained inside the InDesign document but does not appear on the page.

Overset text is usually caused if the entered passage of text is either too long or too big to fit within its text frame. InDesign shows a small red plus to indicate overset text, but that can be easily missed and without this check could mean looking at every page in turn.

A small red plus (circled) in InDesign indicates the presence of overset text

GreenLight will take you to place on the page where overset text can be found and highlight it:

GreenLight's check indicating the selected frame has overset text

Fix overset text by enlarging the text frame, threading the overset frame to another frame, most likely on another page, or by reducing the type size or spacing applied to text or editing the text.

Tip: To see and edit overset text without altering the layout of flow of text on the page, place your text cursor into the story then use InDesign’s Story Editor (Edit > Edit in Story Editor).

The Story Editor window provides a quick and easy way of seeing and editing overset text

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Spot colours use correct naming

This check is making sure that the spot colours used in InDesign are matching the expected naming required.

‘Spot Colours’ can be used to add to the CMYK print process. They can add eye-catching extra inks and special finishes such as foils and varnishes. They can also be used to indicate physical production techniques such as cutter guides and embossing.

The use of the PANTONE colour library is required for inks that are not made from the CMYK process colours. The Pantone colour reference should be explicit in the spot colour name. The easiest way to do this is to use the same name when adding a spot colour.

Spot colours used in others apps such as Photoshop and Illustrator are OK to use. They should also use the same PANTONE naming.

The naming of special finishes should indicate the finish that is to be used and selected from this list:

Correct naming for commonly-used special finishes

For special finishes that are not listed above an extra ‘SPECIAL’ spot colour can also be used and appended to introduce multiple specials. E.g. SPECIAL-LASERSCORE & SPECIAL-LASERCUT.

If more than one of the same finishes is required then add its name to the end of the spot colour name – e.g. to use two foils the naming for spot colours FOIL-1 & FOIL-2 or FOIL-SILVER & FOIL-GOLD would be acceptable.

Adobe InDesign help

Text layer is [Black] and overprinting

This check looks at the colour and overprint setting of all text on a text layer and reports whether it has been set up to use [Black] and is set to overprint.

[Black] Only Text

All text used on the text layer for interior pages is set to use the InDesign default colour [Black] swatch. No other colours or colour modes (such spot colours, RGB, Pantone or LAB) are used.

This applies to all text in text frames or on text paths that is on a translation layer and also applies to any stroke (border) colours applied as well as the more common fill (solid) colour.

Tints

Any tint of [Black] from 1-100% is acceptable.

Avoid using 0% tints as this becomes white and can cause other production issues such as disabling overprinting.

Process Black using the InDesign default ‘[Black]’ is used for all language text:

InDesign’s Swatches panel with [Black] selected

Note: Text on covers and jackets is not restricted to black only and overprinting in this way.

Overprinting

All text is set to overprint. This means that text can be changed during a print run without affecting the underlying base images and artwork.

Apply Overprinting using Paragraph styles

The easiest way to control most aspects of text styling is by using the Paragraph Styles (InDesign Window menu > Styles > Paragraph Styles).

Tick the Overprint Fill checkbox to apply overprinting.

If using Stroke then also tick the Overprint Stroke checkbox.

InDesign’s Paragraph Styles dialog with Overprint Fill option selected

Apply Overprinting using a GreenLight Print Production Tool

GreenLight comes with some free tools to speed up making modifications to your documents. Try the Overprint all Paragraph Styles tool in the GreenLight Print Production Tools panel (GreenLight Tools menu > Print Production tools panel).

Apply Overprinting using using the InDesign Attributes panel

It is possible to apply overprinting using the InDesign Attributes panel (InDesign Window menu > Output > Attributes):

InDesign’s Attributes panel with Overprint Fill option selected

After selecting text with the Text Tool tick the checkboxes to Overprint Fill and Stroke when available.

InDesign Online Help on Swatches

InDesign Online Help on Overprinting

Text layer images [Black] and overprinting

This check looks at the colour and overprint setting of all images that appear on a text layer and reports whether they have all been set up to use [Black] and are set to overprint.

[Black] Only Images

All images used on the text layer for interior and prelim pages are set to use the InDesign default colour [Black] swatch. No other colours or colour modes (such spot colours, RGB, Pantone or LAB) are used.

Tints

Any tint of [Black] from 1-100% is acceptable.

Avoid using 0% tints as this becomes white and can cause other production issues such as disabling overprinting.

Process Black using the InDesign default ‘[Black]’ is used for all text layer images:

InDesign’s Swatches panel with [Black] selected

Note: Images on any other layer including covers and jackets are not restricted to black only and overprinting in this way.

Overprinting

All images are set to overprint. This means that images can be changed during a print run without affecting the underlying base images and artwork.

Apply overprinting to pixel images using the InDesign Attributes panel

Bitmap images (referred to as ‘Black and White’ images in the InDesign Links panel) and Grayscale can be set to overprint using InDesign.

To apply overprint to pixel images it is important to select the content of the image frame rather than the frame itself. Do this using the InDesign Direct Selection Tool or with a graphic frame selected choose (InDesign Object menu > Select > Content).

With an appropriate image selected in this way, apply overprinting using the InDesign Attributes panel (InDesign Window menu > Output > Attributes):

InDesign’s Attributes panel with Overprint Fill option selected

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Pixel images used on the text layer should be saved as either Bitmap or Grayscale in Photoshop:

Photoshop’s Mode option with Grayscale command selected

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Apply Overprinting using using the Illustrator Attributes panel

It is possible to apply overprinting using the Illustrator Attributes panel (Illustrator Window menu > Attributes).

After selecting Illustrator artwork with the Direct Selection Tool tick the checkbox to apply Overprint Fill and/or Stroke:

Illustrator's Attributes panel with Overprint Fill option selected

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Note: GreenLight is not currently checking vector artwork from Illustrator.

InDesign Online Help on Swatches

InDesign Online Help on Overprinting

Text objects do not use transparency

This check looks at the colour and overprint settings of images on a text layer and reports whether they have all been set up to use 100% opacity and the Normal blend mode.

As well as being set to use the [Black] swatch and set to overprint, images and text used on the text layer should not use transparency.

Live transparency is an onscreen effect that needs to be resolved before printing. When transparency is removed (often called ‘flattening’) the results can introduce unwanted white boxes or influence the CMY plates.

A drop shadow is an example of an effect that uses the Multiply blend mode and transparency. As such, drop shadows should not be used on the text layer. Neither should gradients, glows and Bevel and Emboss and Feather effects.

InDesign's Effects panel where different transparency settings and effects can be selected

For the text layer all images and text are set to 100% opacity and Normal blend mode.

Note: Images and text any other layer including covers and jackets are not restricted in this way.

InDesign Online Help on Transparency

InDesign Online Help on Blend Modes

Text wraps only on text layer

This check makes sure that any text wrap is applied only to objects on text layers and reports when text wrap has been applied to any objects on NON text layers.

A text wrap (sometimes referred to as a ‘runaround’) is an InDesign effect to control how text can be pushed around an object, often an image.

Text wrapping around an object in InDesign

Because the content of text frames and the position of text is editable by translators any text wrap objects are positioned on the TEXT layer.

Also, because images can be swapped or flattened as part of the process to prepare files for translation, by placing all text wraps on the text layer we remove the possibility of any text moving during that process.

Sometimes, to achieve the effect of wrapping text around an image, a text wrap object needs to be copied to the text layer and applied to an object with no fill or stroke colour.

To remove text wrap from an object, with the object selected, use the InDesign Text Wrap panel (InDesign Window menu > Text Wrap) and select the leftmost button to set ‘no text wrap’.

InDesign's Text Wrap panel with No Text Wrap option selected

InDesign Online Help on Text Wrap

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