UPDATE 2021-10-08: Enfocus Pitstop has released an update that now resolves the error that was brought about by the update of Adobe Acrobat DC. However, I will leave the article posted for posterity.
Have you ever received a client’s InDesign file and sent it to PDF or print, only to measure the document and realise it is a different size to the one that was in InDesign’s document setup?
What could cause this issue to arise?
The page tool has been used
It is likely that at some stage between the initial creation of the file and receiving the file, at least one page size in the document has been changed using the page tool.
Preflight should tell me… right?
Well, that depends. If you are using either of InDesign’s default preflights (i.e. [Basic] or Digital Publishing) then preflight will not flag a warning.
More comprehensive preflights such as the VIGC profiles look for much more than InDesign’s default preflights e.g.:
As a side-note, the Document portion of the Preflight Profiles dialog box is also handy for authors who are making saddle stapled publications that must have page-counts in multiples of four (an issue I’ve faced several times) e.g.:
Or for larger offset publications where folded page signatures are likely to be prepared in minimum multiples of eight e.g.:
There are also scripts to highlight this
I’m working on a startup script that – upon export or print – should provide an alert dialog box warning that there are size discrepancies… but in the meantime there are some other scripts that work by providing alerts to a document’s page sizes, or a script hosted over on Kasyan Servetsky’s curated list that makes a list of the page sizes in a document (look for “Check all pages” once the link loads).
What I think would ultimately help everyone would be if the Document Setup window would change once page sizes in a document were no longer the same, such as this mockup e.g.:
When proofing PDFs of books to clients, it is often important that the client sees the proof as a series of left and right page spreads. PDFs made with any of InDesign’s default settings (these are the options in the Export Adobe PDF dialog box in the top dropdown field in square brackets) will show the PDF in Adobe Acrobat as it’s default view – single pages.
Adobe Acrobat does allow for pages to be presented in two-page appearance, but this is controlled by the user. If the user is unaware of this feature, then they will be viewing the PDF using Acrobat’s default single page view.
It is possible to change the view settings of a specific PDF while in Adobe Acrobat and this is done from the Properties option from the File menu.
The page viewing defaults of Acrobat itself can also be changed, but this will view any PDF that has not had its preferences changed when the PDF was made.
It is worth noting though that prior to 2015, the widely accepted method to prepare a PDF as readers spreads was to do this from InDesign’s Spreads radio button in the Export Adobe PDF dialog box.
While this does prepare what appears to be readers spreads, it does so with some disadvantages:
The centre spread line cannot be seen. This can be addressed by using the page border script from Indiscripts that applies a page border to all pages. Run this script prior to exporting the PDF to generate the page border and then export the PDF, then rerun the script to turn the border off.
The page count is incorrect. The folios will still appear to be correct within the PDF, but the page navigation itself will show the page count as half the number of original pages plus one (e.g. a 16pp file saved as spreads will now show up as 9pp in the PDF’s navigation).
However, from June 2015 it has been possible to set the default view options when exporting a PDF from InDesign for viewing in Adobe Acrobat.
This allows PDFs to contain the correct page count and to also show the page split between the spreads while still showing the pages as spreads.
Should be problem solved, right?
Unfortunately, no. Despite the dropdown now being available, there’s no ideal way to prepare readers spreads to suit all PDF readers or platforms.
Unless InDesign users read all of InDesign’s patch notes (maintained by James Wamser) or were otherwise made aware of this change, then normal habits would persist, and users would continue to prepare spreads using the spreads radio button.
If the dropdowns had been used, this only makes viewing the spreads possible in Adobe Acrobat (Reader or Pro), but unfortunately this software is no longer the preferred option for viewing PDFs. Besides Mozilla Firefox and Adobe Acrobat, most PDF readers only support single page view.
Even if Acrobat or Firefox are being used, users can still override the view either manually, or using Acrobat it can be done by default using accessibility in the preferences
So what can be done?
There are effectively four options:
First option is to prepare PDFs based on an audience using Acrobat only as their reader and use the dropdown option for spreads. If the PDF is exported from InDesign using a PDF/X standard, Acrobat will also show the PDF as it appears in InDesign’s overprint preview.
Second option is to prepare a PDF using the pre-2015 method of using the spreads button and the Indiscripts page border script.
Third option is to lobby the manufacturers of the non-Adobe PDF reader software to bring their software into line with the PDF specifications set out by Adobe itself (and while they are doing that, also update their readers to also accept form fields and commenting functions!).
Last option is to do nothing and leave the pages as single spreads… and that isn’t necessarily a bad option. If the PDF is being created for onscreen viewing only, and the viewer must see something that is intentionally spread over two pages such as an image that crosses over two pages, then single pages should be fine.
Last word
It is of note that people are not just consuming information on a single desktop monitor, but may have two or more monitors in which software windows are being juggled around; or on a mobile device that is more natural to be held in a portrait fashion. Social media apps such as TikTok and Instagram are designed for mobile devices to be held in a portrait orientation. It’s hard for me to admit, but left and right hand pages are just a legacy of printed books as their assembly creates this phenomenon. Unless there is a crossover between the two pages, a reader will usually read the content on one page, adjust their gaze and read another – their focus of vision can’t be on both pages at the same time.
Also, if the PDF is intended for print by a printing company, don’t provide them a PDF as readers spreads as they won’t be able to impose the pages for printing without breaking the PDF back into single pages.
A colleague of mine recently had a task of inserting lineart scans into an InDesign file and then rotating the images so that they were straight on the page.
During this process, he’d asked:
What’s the shortcut for rotating an image by a fraction of a degree?
While I can remember many of the shortcuts used in InDesign, I couldn’t remember a shortcut for this item, and after consulting my InDesignSecrets shortcut poster I realised that there isn’t one. There is a shortcut to increase the angle from 1 degree to 5, but not smaller increments… which I thought was something that people would have asked for by now.
For the task he was doing, he definitely needed one, otherwise the workflow was:
Select the item to rotate;
Go to the rotate tool;
Type the fraction and click OK
Check the result and if further adjustment was required, click back into the rotate tool and type a new fraction and try again until acceptable.
A shortcut would definitely make this easier.
Tomaxxi to the rescue
Luckily, one was easy to find online. Scripter Marijan Tompa (whom some may know by the name Tomaxxi) wrote an article on how to write such a script.
In my colleague’s case, the script only needed to be adjusted by changing the angle from 45 in Marijan’s example to 0.1 like so:
var myTrans = app.transformationMatrices.add({counterclockwiseRotationAngle:0.1});
var myObj = app.selection[0];
myObj.transform(CoordinateSpaces.pasteboardCoordinates, AnchorPoint.CENTER_ANCHOR, myTrans);
The script was saved as rotateAnticlockwise.jsx and added to the scripts. A second copy was made but this time adjusted from counterclockwise to clockwise like so:
var myTrans = app.transformationMatrices.add({counterRotationAngle:0.1});
var myObj = app.selection[0];
myObj.transform(CoordinateSpaces.pasteboardCoordinates, AnchorPoint.CENTER_ANCHOR, myTrans);<code>
This too was saved as rotateClockwise.jsx. and added to the scripts.
From here, my colleague could then go to the scripts palette and run the scripts as required.
Similarly, my colleague could make sure that scripts was checked from the quick apply menu.
And from here, go to quick apply by pressing Command + Return and typing the first few letters of the script. This choice would stay in the quick apply so need only be done once.
But the title of the article was a shortcut, so shortcuts had to be applied. That is easily done though by going to the Edit Menu and selecting Keyboard Shortcuts.
In the next dialog box, choose Scripts from the Product Area, navigate to the appropriate script, then place the cursor in the New Shortcut text field in the bottom right and press the keys to become the new shortcut. If the type beneath says [unassigned] it means it won’t interfere with other shortcuts, so click Assign. Do the same for both scripts, choosing different shortcuts for both.
Done. My colleague now had his shortcuts and could rotate the images without having to keep moving his cursor to the rotate panel and manually key in entries.
Given the scripts now had their own shortcuts, these were also visible in the scripts panel, just in case my colleague forgot what the shortcuts were.
But importantly because shortcuts were assigned, they could also be hot-keyed to his ergonomic mouse. Similarly, the commands could be hot-keyed to other inputs such as those discussed in a previous article.
On that note, I thought a shortcut like this would exist, given the amount of other shortcuts that allow for nudging/moving in smaller units. What are your thoughts? Let me know in the comments whether this is a specific use-case, or something to be pursued over at the InDesign suggestions.
There may be occasions where more than one character style has to be applied to the same words, such as a highlight, italic, etc. I recently saw this request over at the InDesign requests page.
In the request, the requestor does hint at a way that this can already be achieved in InDesign, though it can be time consuming. Let’s start from the beginning and look at some text that has an italic character style applied to it.
But if I apply a separate highlight character style that I’ve also made…
The highlight appears but the italic is removed. Reapplying the italic character style to the word only changes the word back to italic and doesn’t preserve the underline.
One solution is to do a local override – that is to manually apply the appearance but without using a character style
Note the plus that appears to the right of the Paragraph Style 1 – this indicates a local override is present.
That works, but let’s say that the client asks for all italics to now be a tint of the colour initially used. That’s fine if character styles were applied as the italic style needs to be changed once in the properties of the character style. However, all the italics applied using local overrides will need to have their fills reapplied with the new settings.
Yes, the eyedropper tool and find/change can assist, but if character styles were applied, these additional steps would not be necessary.
In this circumstance, making a third style that has both the underline and italic would make sense.
In this case, it adds one more character style – not a big deal, but in a large document, the quantity of character styles can grow fast.
GREP Styles to the rescue
Take this chemical equation in a science textbook. It currently looks like this:
The subscripts in this equation have been applied with a character style that I’ve named sub. However, the author wants the reaction only in bold. If the equation is highlighted and then has a bold character style applied, this happens:
All of the subscript formatting of the numbers are lost.
I can then create a second style called “bold sub” that has bold and subscript properties and base the style on the bold formatting, but I then have to make sure I correctly apply the newly created style to the appropriate numbers… this now introduces a level of human error.
But what if I could apply the bold style and keep the subscripts? It is possible using GREP styles. Using the GREP code from this CreativePro post (look for Laurent Tournier’s post dated Oct 9 2010 in the comments) apply it to the paragraph style.
[editor’s note – I’ve adjusted mine to account for the naming of elements 113-118 as of 2018, so if you want that amended code, contact me via my contact page]
Now apply the paragraph style to the recently bolded text.
Brilliant! Note how the I-beam cursor is between two subscript numbers, yet the character style shows that this is bold only.
This technique can also be applied to other formatting where subscripts or superscripts need to be preserved, such as:
Ordinal Numbers
Numbers written with scientific notation
Squared or cubed measurements
It just requires the right GREP syntax. All of the above examples used GREP styles to format the subscripts and superscripts only. To learn this technique and others, apply to join the Treasures of GREP Facebook page.
Once again to illustrate the point, the author wants these six lines in bold. By highlighting the lines and applying the bold character style, the subscripts and superscripts stay in tact.
Nested styles
Similarly, this can also be achieved with Nested styles. Take the last two lines in the last example prior to applying the bold – if I want the ordinal number at the start of the line to be bold, I don’t have to write a GREP style but I can use a nested style such as the one below.
That will give me this result without applying any manual character styles to the text:
There are catches to this technique
The first catch is that the character styles must have the minimal amount of style changes only. That is the sub character style only changes the position of the character to subscript, so that is the only item that style will apply, while maintaining the rest of the paragraph style’s formatting.
The second catch is to be aware of the style hierarchy. The following list is in order of what style overrules another (from most to least dominant):
Local override
Local character style
Nested style
GREP style lowest in list in the paragraph style settings
GREP style highest in list in the paragraph style settings
There can be several advantages to layering character styles by using GREP styles:
Less character styles.
Time saving for commonly formatted items such as ordinal numbers.
Consistency based on GREP patterns for words.
Similarly, there can be drawbacks with this technique:
Looks for particular words or phrases, so not appropriate for instances where dozens of words or phrases may make more GREP styles than are manageable.
Applies to paragraph styles, if used over many paragraph styles, the GREP style needs to be applied repeatedly. Scripts can help with this, such as one I wrote on my scripts page, or GREP Editor from Peter Kahrel.
Can’t take a bold style and italic style and combine them – it can only apply additional attributes that weren’t there previously.
GREP styles (along with live preflight, page thumbnails, dynamic spellcheck and any other service that has to run while the document is being composed) can slow the processing speed of the machine, particularly on larger documents.
My preferred of proofing artwork to clients is to provide a PDF proof of the artwork from my Adobe InDesign file, along with specific instructions to open the PDF in Adobe Acrobat Reader, and use PDF mark-ups using Adobe Acrobat Reader’s comment feature.
In a perfect world, the markups would be returned from the client looking something like this:
This will allow me to take advantage of InDesign’s “Import PDF Comments” feature:
Or similarly via the Annotations plug-in from DTPTools:
Each method has its own strengths and weaknesses, but the goal is the same – to take the markups from a PDF file directly into InDesign to accept or reject alterations.
Unfortunately, we don’t live in a perfect world, and proofs can come back in a variety of ways:
Provided as a series of instructions, usually as bullet points in an email or given over the telephone;
Printed out by the client and marked up with a pen. This can be made worse if a red pen isn’t used; the client’s alterations are illegible or uses their own shorthand rather than proofreaders’ marks; or if the hard-copy alts are made into poor-quality digital images by scanning or photographing (or worse, faxing).
Submitted to an upload service that allows markups to be made on its platform; but not extracted and able to be imported into InDesign via Import PDF Comments or annotations (e.g. Box and Dropbox)
Markups are made, but using software other than Acrobat (e.g. Mac Preview) that have difficulty importing into InDesign’s solution or the plug-in;
Markups are made, but using markup tools that allow for subjective opinion (e.g. speech bubbles, arrows, drawing tools) rather than replacement, strikethrough or text addition. Speech bubbles have their place in alterations, but usually to indicate that a larger content change is required, rather than for small type replacements.
Markups that are duplicated and effectively “clog” the commenting panel (i.e. using more commenting than is required to take in an alteration such as the example below).
Rather than using markups, the client has actually edited the PDF with a PDF editor of some description and made the changes to the PDF itself (as shown below)
Most of these bullet points are a way of life with round-tripping of proofs, but the last point is the most frustrating when taking in alterations as:
InDesign or the plug-in literally have no markup instructions to take in, so no alterations appear in their respective alteration panels;
It can give the artist a false sense that no alterations were made as no markups are present;
If alterations are subtle, it can be difficult to tell where the alterations were made.
I’d like to say this outcome rarely happens, but the reality is that this happens far too often. My first impulse is to contact the client and inform them that the alterations aren’t usable and to use the Comment feature rather than the Edit feature, but that has the following drawbacks:
It is likely to frustrate and annoy the client, especially if many alterations were made. This is moreso the case if the client has followed the printer’s instructions to mark up a PDF but has mistakenly misunderstood the difference between the Edit and Comment feature of Acrobat.
Even if the client complies, it introduces errors such as alterations missed that were on the previously sent proof. It also takes time to prepare the alterations again, time that may not be available.
To use a card player’s metaphor, we have to play the hand that we are dealt and somehow compare the two files to determine what changes were made. I will also communicate to the client our preferred method of proofing to avoid similar incidents in the future.
But what ways can the two files be compared to take in the alterations?
Visual comparison
This can be done on-screen by either having both applications open between two monitors or one monitor with the windows split. It can also be done in an analog fashion by printing out the original and the latest alterations, then using a light table, overlaying each altered page over each original page and looking for differences. Unfortunately, both methods are time-consuming and subjective.
Visually overlay the PDF into the InDesign file
This involves placing the PDF of the alterations into the InDesign file, but on a layer above the artwork and with a transparency so that an overlay comparison can be made. To do this:
Use the multipageimporter script with the following options to place all PDF pages into the InDesign pages on their own layer above the artwork.
Make a new object style with 25% normal opacity as its only property.
Use the following script by “Vinny” that will apply the object style to the imported PDF only. (This script works for documents less than 100 pages, but upon testing will throw a javascript error).
With overprint preview turned on, it will now become possible to see alterations that may have been made, and toggling the PDF layer on and off will assist in this process.
However this is still a manual, time-consuming and subjective task.
The technique in the article is used to compare two InDesign files by placing original and altered InDesign files into a temporary document applying different transparency settings to each file, and through the transparency settings being able to identify where alterations were made. This can still be applied in this use-case but an added step of an additional InDesign file that contains a placed PDF of the altered file and comparing between the two files.
Using this technique, the first image in this gallery can be compared to the second image in this gallery to create a document that looks like the fourth image in this gallery. The third image shows the dialog box of Kasyan’s script.
Like the previous methods, it is still a time-consuming, manual and subjective task.
Dedicated file comparison software
Software such as Global Vision offers comparison software that loads both the original and altered files and performs a comparison that highlights the differences between the two files. It is worth looking at a video of the software in action.
It isn’t the only software that compares PDFs, and a brief search of the internet will yield several online services that perform similar tasks, such as:
Diffchecker
PDF Forge’s compare tool
Kiwi PDF comparer
That said, naming the sites above is not an endorsement, so if looking for an online option, make sure to perform all appropriate due-diligence before considering any provider.
Compare files in Acrobat itself
Acrobat does have a similar feature from the view menu where both original and altered files are compared between each other.
The steps involved using Acrobat’s Compare files feature, and how the results are displayed.
The results are highlighted, but the report and specific errors are not always as obvious as the results prepared with Global Vision’s software.
Using Acrobat’s compare files data as the PDF markup
There is a technique that can take the comparisons from Acrobat’s Compare files feature and treat them as markups. The technique is as follows:
After the comparison is run, hit the close button on the top right.
Navigate to the first page that has the compare results title page and delete it using Command+Shift+D.
Save the resulting file.
The resulting PDF can then be imported using the Import PDF Comments feature from InDesign
Or by using the Annotations plug-in by DTPTools
Note that the plug-in displays the three changes that were highlighted in the comparison document, but InDesign’s Comment Import only displays two, while acknowledging that there is a third somewhere on the page.
Consider other round-tripping solutions within InDesign
There are several third party solutions available from the Adobe Exchange that allow round-tripping via InDesign such as:
GoProof;
inMotion;
PageProof;
ProofMe
The advantage for clients is that rather than opening the proof in Acrobat, clients are directed to a website where alterations can be made. This avoids clients inadvertently editing the PDF and instead allows them to provide changes that will need to be made by the artist.
Having tried some of these proofing systems, one thing in common was that alterations that clients could make was only in the form of comments, rather than strikethroughs or additions that are possible with the PDF commenting tools. These services usually require a log-in system which can be a hurdle, and are usually paid services.
InDesign’s Share for Review
InDesign 2020 and above does contain a feature called Share for Review that works in a similar way to these third party solutions, though the 2021 release allows for text highlighting, strikethrough and additions as well.
Another advantage is that clients no longer require Adobe Acrobat or a PDF reader to open the proofs, only a web browser. Check out Daniel’s video over at Bring Your Own Laptop to see this in more detail, along with other 2021 update features.
It is worth pointing out that this is not Adobe’s first attempt at a proofing solution, with an earlier system called CS Review introduced in May 2010 and then deprecated in April 2012. It is also worth pointing out that Share for Review is a feature offered in InDesign that – at the time of writing – has no comparison from competitors such as Quark Xpress or Affinity Publisher.
So far as my own work goes, this proofing method was not considered when Share for Review was released in June 2020 as the markups were limited to pin and drawing tools. Additionally, the release of the expanded tools happened during a peak-time in our production, and was too difficult to switch clients over from the PDF round-tripping method to this method in such a short space of time. It was also too early to gather other user input about the experience and bugs, so more feedback was required before considering this as a real-world solution.
Now at the time of writing with the expanded tools, I will begin trialling this method and report my findings once I’m confident there is enough to report.
Last word on this article
Up to this point in time, PDF commenting has worked effectively as a round-tripping solution from my perspective in the majority of my work, though it isn’t without its issues such as:
Establishing the process with clients, especially with staff turnover as the process needs to be established and explained to ensure that a client will not only mark up a PDF (rather than make changes to the PDF itself), but that the markups are prepared correctly and efficiently;
Proofing large file sizes;
Proofing to clients who are at the mercy of their IT department’s rules as to what software or websites they can or cannot access;
The Adobe Acrobat software itself, considering in a previous version the Acrobat team removed features that most casual users of the software would consider essential (much to my frustration until customer demand made them reinstate it) and how the software will be supported in future releases and for future operating systems.
What have your experiences with PDF comments been? Do you use a similar round-tripping method or something different? And are there any technologies in this space that haven’t been mentioned? Leave your comments below.
During an overseas holiday, I was asked by a fellow traveller what I did for a living. Because the term “prepress operator” is esoteric, my response was to say that I make food labelling and other printing. However, I was caught quite off-guard by the traveller’s response, which was “why do you have to make labels so darn hard to read?”.
That moment has stuck with me for some time now, and in this article I’d like to answer that traveller’s question comprehensively in an Australian setting.
In short: Limited real-estate vs too much information
That’s it in a nutshell – labels tend to be small in size, usually because the product that they contain is small in volume. Despite the small size, there’s also a lot of information to include within that size.
Details that have to be displayed by law
As a disclaimer, I am not a lawyer and this is not constituting legal advice on all specifications for a label.
The ingredients and additives by ingoing weight, and in some circumstances the percentage of ingredients. For example, if the label is identified as strawberry jam in the branding, then the percentage of strawberries actually used in the product has to be given.
Allergen information
Directions for use or storage
What the food is (e.g. is it strawberry jam, cookies, kombucha, etc)
The contact address of the manufacturer
The measurement of the weight or volume of the product
Country of Origin label
Some information can be presented on the label but may be presented elsewhere on the container, such as:
Batch or run of the product being produced
Best before or Use-By dates
In addition, the position of where the measurement of the weight or volume of the product can appear on the label is rather rigid and structured.
Country of Origin
From 1 July 2018, food products sold in Australia must display a Country of Origin label. This label has a specific appearance that must be adhered to, along with guidelines of how the label must be phrased.
An example of the Country of Origin label
This is enforceable at law by the Australian Competition and Consumer Commission (ACCC) – the Federal Government’s consumer watchdog which can – and does – give hefty fines to corporations and individuals for breaches of the Australian Consumer Law (ACL).
There is an online generator to create such labels, so having to maintain an array of assets for this task isn’t required – simply generate a label as and when they are needed.
Details that may also be required
Barcodes
Note that in the above code, that a barcode isn’t required by law. However, if the product is to be stocked on a large scale through distributors in a logistics chain, then it will usually need a barcode. In Australia this will usually be an EAN-13 barcode but in North America a UPC barcode is more likely.
Barcodes also have limited scaling, and GS1 (a provider of barcodes and related logistic products and services) indicates that a barcode should be placed at no less than 80% of its recommended size.
Specifications from GS1 relating to EAN-13 barcodes at 100% size
In GS1’s more detailed instructions on their website, they also recommend specific locations and orientations for the barcode, so can’t just go anywhere at any size.
These recommendations sound strict, but are done with the best of intentions so that a barcode will scan first time, every time, regardless of where the product was purchased. Remember, it’s a retailer’s aim to get that product from their shelf to your pantry or refrigerator with the least amount of fuss.
The size of the barcode can also be influenced by the retail chain that is selling the product and may recommend not proportionally scaling the barcode at all but leaving it at 100% size. It is best to check with the retail chain’s specifications first.
Container Deposit Scheme
As at the time of writing, all states and territories in Australia (except for Victoria and Tasmania) have some form of container deposit scheme, usually for soft drink containers. These schemes encourage consumers to return the containers to a collection facility in exchange for a refund for each item returned.
Three items commonly seen on flavoured milk cartons (from top clockwise): The Country of Origin label; The Australasian Recycling Label; and The Container Deposit Scheme.
Forest Stewardship Council (FSC) to certify the product or its packaging is from a sustainable source;
Cultural preparation certifications such as Halal or Kosher.
These types of logos won’t use a generic logo, but will usually contain a unique identifier such as a number that can be tied to the particular supplier.
These logos usually have strict stylesheets that have to be adhered to such as size, color, position in relation to other elements etc, and these guidelines have to be taken into consideration when juxtaposing the artwork for the label. The third party (or its auditing agency) usually requests to see the artwork prior to approval for print to ensure that the logo is used appropriately and within its guidelines.
Australasian Recycling Label
This is a private initiative to reduce landfill by informing consumers how the packaging can be disposed of once the product is used. The logos aren’t in the public domain and permission must be sought for use of this artwork.
And of course, our own branding
With all of the other details now on the label as required, it’s time to add the branding and design to the label… if it will fit!
This is just for food!
The details listed in this article are only describing what goes on a food label in Australia and aren’t exhaustive – this article doesn’t even mention regulations that concern pharmaceuticals or industrial products that may contain harmful chemicals.
Don’t even try being creative for cigarettes
While cigarette cartons aren’t labels, it is worth mentioning this as it is currently unique to Australia. Since 1 December 2012, any tobacco product (including labels on loose tobacco such as roll your own cigarettes) in Australia must follow the plain packaging guide, which – on a regular pack of 25 cigarettes – features such marketing gems as:
The brand and variant must be in Lucida Sans font in PANTONE Cool Gray 2C;
The pack surface must be in PANTONE 448C (a greenish-brown color);
A warning statement and graphic that covers at least 75% of the front surface without spaces separating the statement or graphic; and 90% of the back surface.
The limited amount of branding that can be applied to cigarette packaging due to Australia’s Plain Packaging Guide.
And this is just for Australia!
This article has focused on Australian food labels as they are the ones I am most familiar with and see on a daily basis at work. However, after spending time living in Canada, I recall seeing products that were sold nationwide (with exceptions of course) having to be in both English and French – good luck with getting all that information to fit now!
Can’t the label be bigger?
That can certainly provide more real-estate for the information to be displayed, but the size is often determined by:
Price of label production. Larger labels usually cost more than smaller labels that have otherwise identical print specifications such as stock, inks and embellishments.
Size of the package itself. An A4 page simply won’t fit on a cylinder that holds 100ml of a product;
How the labels are applied. For example, if machine applied, there may be specifications that a larger label can’t fulfill that a smaller label can fulfill.
Marketing. It may be more desirable for a consumer to see more of the product in the glass jar as opposed to a label that would obscure the contents.
Your thoughts
I hope this article has explained why labels can be hard to read – put simply it is to cram all of the required information into a tiny space. I’ve tried to cover as much as I could without trying to encompass all labelling, but no doubt there are items that I’ve missed or aren’t applicable in your part of the world. Leave a comment below on anything I’ve missed or if there is anything specific to labels in your country.
Between September and December, most of my working days are devoted to preparing school diaries and planners. One pain-point that I encounter with some diaries is the addition of a year-to-two pages planner. The planners usually look like this:
Apart from the events for each day that are on a layer above and updated each year, the base planner itself has two major wholesale changes:
The initials for the days of the week; and
The shading for weekends.
The initials are usually 365 threaded text frames that sits above a table containing the weekend shading. The text frames contain the initials of the days of the week, corresponding to the month and day they relate to, so changing the initials is easy. However, shading the cells containing Saturdays and Sundays on the table below takes time. Even if cell styles were used, they still have to be removed from the previous year’s appearance and applied to the appropriate year’s cells – subject to operator error.
Ideally, I was after a solution that would:
Easily update all planner base dates in one go
Shade all of the weekends without having to do this manually
That said, this article isn’t meant to be a shameless plug of this script. The script is a great solution for creating new yearly planners. However, this solution requires updating existing planners. An additional solution had to be created.
The simple solution first
As I mentioned earlier, linked text frames that contain the appropriate days of the week initials. However, rather than use one paragraph style for these initials, each day of the week was given its own paragraph style e.g. Monday, Tuesday, etc.
The paragraph styles are based upon a base style that defines its basic appearance, with flourishes added to Saturday and Sunday in the form of paragraph shading. Each paragraph starts in its own text frame, and each paragraph style also refers to a next style feature to go to the next day’s style.
The days of the week are easy enough to prepare. The first way is quick but allows for operator error, and that is to type the 7 initials and their respective line breaks; and copying them 52 times, starting January 1st on the appropriate day.
The second (and more accurate way) is to make a new Excel file, type the start date in cell A1 and then with the cell selected, go to Fill, Series, and fill out the dialog box as shown
Once done, go to cell B1 and type: =CHOOSE(WEEKDAY(A1), “S”, “M”, “T”, “W”, “T”, “F”, “S”) and press return.
In the resulting cell, double-click the green square on the bottom right corner of cell B1 to automatically fill the remaining entries in the column.
From here, select column B, copy and paste it into the threaded text frames in InDesign.
Note – if it came in as a table, make sure to briefly change InDesign’s clipboard handling preferences to handle text and tables from other applications as text only.
Last thing to do is apply the paragraph styles. Take note of what day’s initial appears on January 1 (Friday in this case) and with the text cursor still visible in the text frame, select all type (Command A). From the paragraph styles panel, right click on the Friday paragraph style and choose Apply “Friday” then Next Style.
But this solution only fills two of the four criteria:
Easily update a planner dates in one go
Shade all of the weekends without having to do this manually
Adjust automatically for leap years
Reduce any mis-dating via operator error
This solution does not take February 29 in leap years into account. In these instances, an extra text frame needs to be threaded to take in February 29, so is not completely automatic.
The over-engineered solution
I did prepare a solution outside of work hours that would meet all four criteria; but the setup of the file took more time than simply adjusting the previous planner. It would also be difficult for other operators unfamiliar with my techniques to carry out the alterations unless they were trained beforehand. Ultimately, the solution wasn’t practical for my day-to-day work and was never implemented, but it is worth looking at the solution as it uses a variety of InDesign’s features such as:
GREP styles
Table and Cell styles
Rule above within Paragraph styles
Linking to an Excel file
Both the InDesign file and Excel file can be downloaded here.
First thing is to create an XLS file that contains the yearly information that changes and link it in InDesign. Linking to an excel file can be done via InDesign’s preferences.
Linking to an XLS file can be fiddly and I’ve found the best way to maintain appearances of linked tables that are updated is to make sure that table and cell styles are applied to the table that will contain the incoming XLS data.
A glimpse at the XLS file shows that it contains the initials of the appropriate days of the week. Note that the initial letter is represented by two letters rather than one (which will be explained shortly). The year is off to the right-hand side for ease of updating the planner by just adjusting the year.
An even closer look at the XLS file shows hidden columns. If we unhide these columns, the workings behind the technique are revealed. To compensate for leap years, the calculation for February 29 has an if-else statement that says if a date appears here, add the appropriate weekday initial, but if there is nothing, leave it blank.
Back in the InDesign file, all cells contain a paragraph style that have a GREP style instruction that makes the first letter minuscule in size and width.
Why two letters for the days of the week and not one?
It is to do with how the shading of the cell is automated. The first letter is used to identify a weekend with the initial S and that letter is colorised with an appropriate color for the weekend. If the letter was a weekday, the first letter is set to none. To control the background color of the cell, the rule above feature of the paragraph style is used as it allows the [Text Color] option to be selected, and this color is the first character that the paragraph style encounters. The rule above is then made thick enough to fill the cell, and then the offsets are applied to fill the remaining parts of the cell.
Why not use the paragraph shading feature? Unfortunately, this feature does not have access to the [Text Color] option from the color dropdown.
Updating the data can present a trap, as instead of simply changing the date in excel and updating the file, the art needs to be relinked and then selected with the show import options dialog to only bring in specific cells, as the date at the far right isn’t required. In this instance, it is changing the cell range from A1:AA32 toA1:Y32 as shown:
So this will make the base for the planner, and all the further information into the particular dates is done on a layer above using a table with the same cell dimensions.
As mentioned, this is an over-engineered solution that wasn’t implemented, but its use of combining linked Excel files, GREP styles and Cell styles may have application for other purposes.
In 2016, I developed a concept of creating bar graphs using GREP styles. Put simply, when a number was typed such as 1423, several different GREP styles would kick in to transform the number into a bar graph. In the above example:
if there’s a one for the 1 followed by three digits, make the one character 1000% wide;
If there’s a 4 followed by two digits, make the four character 400% wide;
If there’s a 2 followed by one digit, make the two character 20% wide;
If there’s a 3 as the last character, make the three 3% wide.
To successfully work with any whole number between 1-1999, this technique requires creating 29 different types of GREP styles and character styles. It uses a fixed width font and takes advantage of GREP styles to adjust the width of the numbers to represent them as their appropriate value as a bar graph. I’ve written about this technique in more detail over at InDesignSecrets.
In 2018, I expanded upon this idea and made a script so that anyone wishing to use the technique without typing the 29 character and GREP styles could simply run a script:
Beyond 2000
One catch with this technique is that it stops at 1999 as the character style to represent 2000 can’t be made by creating a 2000% width as the maximum character width is 1000%. However, there is a workaround – create a new character style called 2000, based on the 1000 style, but give it a tracking of 600.
Adjust the GREP graph paragraph style and underneath the 1000% GREPstyle, make a new one using the new 2000% character style that was made and give it the following pattern:
2(?=\d\d\d\b)
To test this, I have
two different GREPgraph styles containing the 1000 figure and have put them
side by side. In the text frame underneath, if I type 2000 into the text frame
with the GREPgraph beyond 2000 style applied to it, it should be the same width,
right?
Absolutely. If I make an additional 3000% character style based on the 2000% style but changed its tracking to 1200, and added a GREPstyle to the paragraph style to apply the 3000% character style to the pattern 3(?=\d\d\d\b), this will work too.
From here, a pattern can now be seen: to get to the next 1000 in width, add another 600 to the tracking of that thousand’s character style and add a new GREP style pattern to the GREPgraph style. This will work until the tracking hits its maximum of 10,000.
Doing all this in less GREP steps
As stated earlier, the original technique required 29 GREP styles to create a GREPgraph, but what if I said it was possible to achieve the numbers 1-1999 (actually a few more – 2047) using 12 GREP styles? This can be done too, but requires a technique in Excel, and that is to convert the original base-10 number into a 16-bit binary number. I’d actually described this technique back in 2011, but it was implemented differently and with more complications: this method is far simpler.
First, convert the desired base-10 number to a 16-bit binary number in Excel using the following formula:
=DEC2BIN(A1/256,8)&DEC2BIN(MOD(A1,256),8)
Now that the number is displayed in binary, copy the binary number into InDesign.
The technique basically works the same way as the original GREPgraph technique but has a slightly different implementation. First, the character styles need to be created that will change the widths, but instead of making 1-9, 10-90, 100-900 and 1000, only the character styles 0, 1, 2, 4, 8, 16, 32, 64, 128, 256, 512 and 1024 need to be created. For example, the character style 32 will only contain the width of 32%, and this pattern will apply to the other numbers mentioned.
Zero and 1024 are the
exceptions. Zero will have a character style featuring a .1pt size, no fill or
stroke, and 1% width. 1024 will have a character style of 1000% and a tracking
of 14.
This will create a
total of 12 character styles.
Now to make the paragraph style. To keep it simple, the appearance of the bar graph will controlled by the paragraph rule (though more advanced methods can be made using combinations of rule above, below, underlines and strikethroughs).
Here is where the magic happens – the GREP styles. Here are the styles and how they are implemented in the GREP style panel of the Paragraph style.
And here is the result:
So what’s happening here?
It’s important to understand how binary numbers are written compared to base-10 numbers. The following site gives a really good explanation, and that’s all that’s happening here – the GREP styles are being applied to the 1s in the binary number, based on their position in the binary number, and applying the appropriate GREP widths.
It can go larger
Just like the regular
GREP graph, this too can be expanded to numbers larger than 2000 by creating an
additional character style that has an added tracking applied. In this case, to
represent the numbers 1-4095, a further character style can be added: 2048.
An advantage of this technique is that instead of creating an additional 9 character/GREP styles for each power of 10 using the base-10 GREP styles, the binary method will require a new style every time the total doubles e.g. 14th GREP style would be 4096, 15th GREP style would be 8192…
The obvious disadvantage
with this technique: the numbers to be displayed as bar graphs have to be
written out in binary first.
Is this something I would
use? Probably not myself, as GREPgraphs are normally enough for my purposes,
but I often hear the question “what if you need more than 1999 in a graph” so I
felt that it was worth answering the question: It can be done, but it’s a lot
of effort to get there.
Within the type menu of
Adobe InDesign is the Text Variables feature. This allows users to insert a
special character that will display one of the following items:
A chapter number
A file-related date such
as the creation date, modification date or output date
Filename
Image Name (aka captions
setup)
Last Page Number
Running Header based on
either a used paragraph or character style
Custom static text
Unfortunately, there is an unwanted behaviour of the text variables – InDesign treats them as a single character rather than the actual content within the variable. This has a few unwanted consequences:
Long variables that would
normally break over several lines are squished into one line;
They cannot be formatted
using GREP or Nested styles, nor can specific words be manually selected for
formatting.
It’s an issue that is “in backlog” by the Adobe InDesign team to address, but that was first stated in 2017.
If the issue was resolved, it would have enabled my GREPGraph solution to be applied in the following InDesignSecrets article.
As it turns out, it is also affecting another solution that would make lives easier for anyone who has to create diaries and planners on a regular basis.
The brief:
A planner is created
by making a base template and then creating threaded text for the dates that
are represented only by numbers. This makes populating a diary from week to
week relatively easy…
…until the other material has to be populated, such as what month it is, what term it is, and what week it is. This is best illustrated in the first two minutes of a Youtube video by Rob Cubbon.
Incidentally in Rob’s video, he uses frame breaks between each record, but that isn’t required. Instead, adjust the paragraph style of the numbers by going to the Keep Options and from the Start Paragraph dropdown, select In Next Frame.
The technique:
Instead of populating
the text frames simply with numbers, what if the frames were populated with
more information that can be called upon by running header text variables, such
as the month?
I can make a list in
excel that contains the day of the week and the month in one column. This is
also done without a space intentionally for reasons that will become evident
soon.
I can then copy this text
to my InDesign file. However, note that the text overflows and isn’t correct –
that is because the flowing numbers need to have a character style that will
hide the text that we want to be visible elsewhere. To do this, I’ve created a character
style called hidden, and its properties are:
.1 point high;
1% wide;
No fill or stroke.
That’s fine, but
applying that manually to everything but the numbers will be a nuisance, so the
paragraph style for the numbers has to be modified using Nested Styles.
The nested style will apply a style of [None] to the digits as they need to be visible, but will intentionally hide the month.
So why I am I
intentionally hiding the month? Because I’m only interested in the information
it represents, and this can be called upon by a text variable. I will go to the
master page and insert a text variable for a running header showing me the
first result of hidden on the page.
The issue with the technique
That’s fine until I
get to a spread that contains two months. I’d rather both months be present
rather than the earlier month. For example, I’d like the headline to read
April/May instead of April. I can do this by returning to my master page, apply
my blinking text cursor to the text variable that is already there, type a
slash and then create a new text variable that is a running header looking for
hidden character style in the last instance.
Once I’ve inserted the
variable and returned to that spread, that now looks fine, but all others are
now affected.
I should be able to
make a GREP style that will look for a word, then a backslash, and the same
word it initially found. I’ll create a new text frame with some sample text to
see if it works. The GREP code I’ll use is this:
Apply style: Hidden
GREP: (.+?)\K\/\1
Looks like its working
in my demo, but as I check the document it isn’t… I’ll find a spread where I
know the months split.
But that should work. I saw it work on plain text, why isn’t it working on text variables? That’s because GREP styles and Nested Styles don’t work on text variables. If I want this technique to work, I’ll have to use a workaround.
The workarounds:
Use a script to convert the text variables to plain text. Marijan Tompa used to have such a product via the Adobe Exchange, but it has since been removed, and it is not mine to give away. Other scripts do exist on the Adobe InDesign forums, but they are not as flexible as Marijan’s original script. It also works only one way, and can’t convert the text back to variables.
Don’t attempt to use the GREP style to hide the duplicate month, but instead only add a Running Header for the first instance on a page and add the others manually by overriding the affected master pages;
Create the desired date in Excel using a formula.
The issue with the
first two solutions is that it prevents the solution from remaining live. The
last solution will work but requires in-depth knowledge of Excel and – for many
diaries – requires having an Excel file on stand-by for this purpose.
Ultimately, I’d love to see a fix for this issue as it would open up many possibilities. If you feel that this needs attention now rather than later, please cast your vote here.
A recent forum post concerning adding page sizes to InDesign’s Document Setup highlighted two different ways to accomplish this task. This article will explain both methods, and the strengths and weaknesses of each method as while they both perform similar tasks, they are not the same and can complement each other.
First method: Saved Presets
Before beginning, it is worth noting that when making a new document in InDesign, users will be presented with one of two different interfaces. In the latest version of Creative Cloud, the default user interface looks like this:
There is also the Legacy interface that long-time InDesign users will be more familiar with:
To choose to use the Legacy user interface, go to the InDesign Preferences (Command+K for Mac, Control+K for Windows) and check the Use Legacy “New Document” Dialog checkbox on. Alternatively if the new default look is preferred, uncheck the dialog box.
Making a saved preset in the default “New Document” dialog
Go to the New Document
dialog box (Command+N for Mac, Control+N for Windows) to show the user
interface.
Once open, go to the
right hand side of the dialog box and enter the measurements, orientation and
other desired options.
To save the preset, click on the icon to the right of the Preset Details heading and a new prompt will appear to save the preset.
Once named and saved, the preset can now be accessed in the Saved portion of the user interface.
Be careful in this window as deleting a saved preset will remove it without prompting for a warning.
Making a saved preset in the Legacy dialog
Go to the New Document
dialog box (Command+N for Mac, Control+N for Windows) to show the user
interface.
Once open, enter the measurements, orientation and other desired options. To save the preset, click on the icon to the right of Document Preset dropdown and a prompt will appear to save the preset.
Once named and saved, the preset can now be accessed Document Preset dropdown of the user interface.
The preset can be deleted by clicking the trashcan in the top right corner of the dialog box, but unlike the default interface, a warning dialog is presented.
Managing saved presets
Regardless of the interface used to make the preset, they are managed by going to the File Menu, Document Presets, then Define. This will present a new dialog box:
From this dialog box,
it is possible to save presets so that they can be shared with others as a
.dcst file; load preset .dcst files that others have created, as well as make
new presets, edit or delete existing presets. Again, a warning will be
presented if a preset is to be deleted.
Note though that when
making a new preset or editing an existing preset that the Legacy dialog box is
used.
Second method: New Page Sizes.xml
This other method calls upon an XML file that InDesign references for custom-made sizes. On a Mac, it can be found here:
This file can be edited to add custom sizes. By default, the XML file looks like this:
The syntax to create a
new page size looks like this:
The <Name> tags refer to the name of the page size that the user will see in the New Document dialogs. The <Width> and <Height> tags refer to the measurements and these measurements are in points. Each page name, width and height are wrapped in their own <PageSize> tag.
For this example, I’ve taken in all A, B, C, D paper sizes as well as some imperial sizes and saved the XML file.
When I now open the default New Document interface, the new options now appear in the Print portion:
And here is what it
looks like in the Legacy user interface:
Distinctions between Document Presets and New Page Sizes.xml
The default user interface will allow users to add Document Titles to new documents and also allow users to see page sizes at a glance, as opposed to the Legacy interface where page size measurements are only visible once a preset or page size is selected from the dropdown.
Selecting Create Alternate Layout from the Pages panel will show a new dialog box that contains pages added via the New Page Sizes.xml file. These page sizes will be able to be selected from the dropdown, while page sizes made via the saved presets will be unavailable.
The New Page Sizes.xml will only add names of page sizes, widths and heights; while adding presetsstores more information such as total number of pages, page orientation, page size (including pages that can be accessed from the New Page Sizes.xml), amount of columns, margin dimensions, bleed and slug settings, and whether to have facing pages or primary text frames.
The topic of tabs and leaders has been covered on InDesignSecrets before in a 6-part series but it’s worth sharing this particular tip as it saves me plenty of heartache in my day-to-day role.
Usual technique
The usual practice of creating a dotted line (usually for either leading up to a page number in a table of contents OR preparing a space for users to add information to a handwritten form) is often accomplished by the tabs feature. For example:
This is achieved by making
a paragraph style that has a tab stop that has been right-aligned to the end of
the text frame, and in the leader text field of the tab dialog box, a period
has been entered, and it is this period that repeats to generate the dotted
line.
Issues with this technique
However, I find this
is quite restrictive in terms of:
Instead, I prefer to make a character style called “dotted line” giving it the dotted line appearance that I’m after in the underline panel of the character style dialog box.
If more control is
required, I can also prepare a stroke style specifying the dot style and
frequency that the dots appear.
I can then either
apply the character style manually to the areas requiring the dotted lines, or
I can make a paragraph style that calls the dotted line character style using a
GREP style that looks for tab spaces.
Bonus tip
Note that my GREP style is looking for \t|~y rather than just \t – the ~y represents a right indent tab. For dot leaders that need to go to text at the end of a text-frame, I prefer to use a right indent tab instead of setting a right align tab, because if the text frame changes width and I want the right aligned item to remain right aligned to the text frame, I don’t have to adjust the tab stop of the right align tab.
To insert a right indent tab, press SHIFT+TAB. This will work anywhere in a text frame except within a table where it will highlight the previous cell. To apply a right indent tab inside a table, either insert one via right-clicking to call upon the contextual menu, then navigate to Insert Special Characters, Other, then Right Indent Tab.
Otherwise, it can be called upon by opening the quick-apply menu via COMMAND+RETURN on Mac (or CONTROL+RETURN on Windows) and type either Right Indent Tab (or, if you’re really lazy – nt tab as highlighted in pink in the figure below).
On rare occasions, my employer will be tasked with printing a book that is really two titles in one, but both titles are bound together so that the first title will read correctly until the end of its content, and then the content of the second title is upside-down and in the wrong page order. This doesn’t make sense until the book is turned upside-down, and then the second title reads correctly. This style of binding two titles into one is known as Tête-Bêche (French for Head to Tail).
If this still isn’t quite clear, have a look at some of the titles from the publisher Abe Books
While this isn’t a question that’s asked often, a post on the Adobe InDesign forums asked how to create such a book, so I thought I would write up an article of how I tend to prepare the text component of these publications.
Make two separate titles first
It is certainly possible to layout both titles in the same InDesign file using the rotate spread view, but I’d advise against doing this as not only is it generally confusing, the second title won’t be able to take advantage of automatic features such as page numbering, table of contents, indexes, etc
Instead, create the titles as either two separate InDesign files, or two separate InDesign Book files.
PDF only method
Create print-ready PDFs of both titles, and then decide what will become the first title and what will become the second title. Leave the PDF of the first title alone, but to the second title, do the following:
This will result in the first title right-reading in the correct page order, and the second title upside-down in reverse order. From here:
Use the Combine Files into a Single PDF… option and join the two files together;
or
With the first title open, open the pages panel and drag the second title from Finder (Mac) or Explorer (Windows) to the end of the last page.
InDesign method
The advantage with this method is that it will work with either a PDF of each title, or an InDesign file of each title, provided that each title is its own InDesign file. If InDesign book files were used, then PDFs need to be made for this method.
Another advantage is that if late changes need to be made, the alterations can be made to the original InDesign title, and then updated in the “conjoined” title automatically.
This method requires the multipageplace script. Make a new non-facing pages document that will be the same trim size as the titles – the document is only being used as a “conjoined” title to put the pages in the correct orientation and order, so facing pages isn’t required. Run the script and import the first title. When the script’s dialog box appears, enter the following options then click OK:
Once the script has run, add a blank page to the end of the document.
Run the script again, selecting the second title. This time, enter the following options into the dialog box that appears:
In this example, the script is starting at page 13 as the previously placed file finished at page 12. Obviously this needs to be changed depending how long the original title is.
Note that this dialog instructs the pages to rotate 180° and to reverse the page order.
This will now place the pages in the correct order for Tête-Bêche binding.
Confirmation of page sequence
To confirm that the pages in the conjoined file will now read correctly, make a PDF of the conjoined file and repeat the first two steps used in the PDF method (rotate 180° and reverse page order) – this will show the PDF of the second title’s reading order, and that the first title is now upside-down and in reverse.
The cover
This file will be prepared like any other book, with the exception that the Outside Back Cover (OBC) will now become the Outside Front Cover (OFC) of the second title. Rule to remembering the head directions of the outsidecovers is that – for a western audience with binding to the left – the head directions should be anticlockwise to the page.
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