Adobe InDesign Essentials: File Organization, Preflight, and Packaging

Why file organization and preflight matter in production

Multi-page documents typically involve many moving parts: multiple InDesign files, placed images, logos, charts, fonts, and exported PDFs. A production-safe workflow makes the project predictable: anyone can open it, relink assets, fix issues, and export without surprises. InDesign supports this with two practical tools: disciplined file organization (so links stay stable) and the Preflight panel (so errors are caught before export). Packaging then bundles everything needed for handoff or archiving.

1) Organizing assets for multi-page projects

Recommended folder structure

Use a single project root folder and keep everything inside it. This reduces broken links and makes packaging/archiving straightforward.

Client_ProjectName/  
  01_Admin/  
    Brief/  
    Notes/  
  02_InDesign/  
    INDD/  
    IDML/  
  03_Links/  
    Images/  
    Illustrations/  
    Logos/  
  04_Copy/  
    Manuscript/  
    Approved_Text/  
  05_Exports/  
    PDF_Print/  
    PDF_Screen/  
  06_Fonts/ (optional; see licensing)  
  07_Archive/

Notes:

• Keep links in one place: Put all placed assets under 03_Links. Avoid linking to the desktop, downloads, email attachments, or shared chat folders.
• Separate working vs. exports: Never overwrite exports into the same folder as source files; it increases the chance of sending the wrong file.
• Use an Archive folder: Store dated snapshots or packaged deliverables so you can roll back safely.

Naming conventions that prevent mistakes

Use names that sort correctly and communicate status. Avoid spaces if your workflow touches scripts or cross-platform systems; use underscores or hyphens.

• Project root: ACME_AnnualReport_2026
• InDesign file: ACME_AR2026_v03.indd
• Exports: ACME_AR2026_v03_PRINT.pdf, ACME_AR2026_v03_SCREEN.pdf
• Images: ACME_AR2026_Fig02_SalesChart_v02.tif

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• Use v01, v02, etc. (two digits minimum) so files sort in order.
• When a file is approved, consider tagging it: _APPROVED (but keep the version number).
• Don’t use “final” repeatedly. If you must, use FINAL_v05 once and keep incrementing versions.

Link stability rules (to avoid relinking later)

• Move folders, not individual files: If you must relocate the project, move the entire project root folder so relative paths remain intact.
• Don’t rename linked files midstream: Renaming a placed image breaks the link. If renaming is necessary, do it once and relink immediately.
• Avoid duplicate filenames: Two different files named logo.png in different folders can cause accidental relinking to the wrong asset.

2) Building and using a preflight profile

What Preflight checks

Preflight continuously scans the document against a profile (a set of rules). It can flag issues such as overset text, missing/modified links, RGB objects in print workflows, and images below a minimum effective resolution.

Enable and view Preflight

1. Open Window > Output > Preflight.
2. At the bottom of the document window, ensure the Preflight indicator is enabled (it shows green/red status).
3. In the Preflight panel, choose a profile from the Profile dropdown.

Create a print-focused preflight profile (step-by-step)

1. Open Window > Output > Preflight.
2. From the panel menu, choose Define Profiles…
3. Click New and name it something clear, e.g., PRINT_Check_300ppi_CMYK.
4. Enable and set key checks (exact options vary by version, but look for these categories):
   • Links: flag missing links and optionally modified links.
   • Text: flag Overset Text.
   • Color: flag RGB and Spot colors if your job must be CMYK-only (or allow spot if required).
   • Images and Objects: set minimum effective PPI (commonly 300 ppi for photos; you may set 600–1200 ppi for 1-bit line art depending on your workflow).
5. Click OK to save the profile.
6. Select your new profile in the Preflight panel to apply it.

Practical tip: Create separate profiles for different deliverables (e.g., PRINT_CMYK_300ppi vs. SCREEN_RGB_144ppi) so you don’t “fix” things that aren’t problems for that output.

Use Preflight as a live quality gate

• Keep Preflight on while working so issues are caught immediately.
• Before exporting PDFs, scan the Preflight panel and clear all errors that matter for your deliverable.
• If you collaborate, standardize the profile name and settings so everyone is checking the same rules.

3) Resolving common preflight errors

Overset text

What it means: A text frame contains more text than it can display, so content is hidden and will not print/export as expected.

How to find it: In Preflight, expand the error to see the page and frame reference. You can also look for the red plus sign on a text frame out-port.

Fix options (choose the production-safe one):

• Resize the frame: Increase the frame height/width if the layout allows.
• Adjust layout spacing: Make room by moving surrounding objects.
• Thread to a new frame: Continue the story into another frame (common in multi-page flows).
• Edit the copy: Only if you have approval to change text; otherwise request updated copy.
• Check hidden overset: Overset can occur on pasteboard or locked layers; unlock as needed to resolve.

Missing links

What it means: InDesign can’t find a placed file at its recorded path. The layout may show a low-quality preview or a placeholder.

Fix (step-by-step):

1. Open Window > Links.
2. Find items marked as Missing.
3. Select a missing link and click Relink…
4. Navigate to the correct file inside your project’s 03_Links folder and select it.
5. If multiple files are missing and stored together, relinking one often resolves others automatically.

Production tip: If you receive assets via email or chat, save them into the correct project folder first, then relink. Don’t link directly from temporary locations.

Modified links

What it means: The linked file has changed since it was placed (e.g., a Photoshop edit). This is not always an error, but it is a checkpoint.

Fix: In the Links panel, select the item and choose Update Link. Then visually confirm nothing broke (cropping, transparency, color shifts).

RGB objects in a print job

What it means: Some placed images or drawn objects are RGB. Many print workflows prefer CMYK-only content, depending on the printer and PDF standard.

How to resolve safely:

• Confirm the requirement first: Some printers accept RGB and convert at RIP; others require CMYK PDFs. Follow the print spec.
• For placed images: Convert in the source application (e.g., Photoshop) to the required CMYK profile, save, then update the link in InDesign.
• For vector art: Convert colors in Illustrator if needed, then update the placed file.
• For InDesign-created objects: Ensure swatches are CMYK and objects aren’t using RGB swatches.

Verification: After conversion, re-run Preflight and ensure the RGB warning is cleared.

Low-resolution images (effective PPI too low)

What it means: The image’s effective resolution (after scaling in layout) is below your threshold, risking soft or pixelated print output.

Fix options:

• Replace with a higher-resolution asset: Best option for print quality.
• Reduce scaling up: If an image is enlarged in InDesign, effective PPI drops. Scale it down and adjust layout if possible.
• Request correct exports: For charts/diagrams, prefer vector formats (PDF/SVG via placed PDF where appropriate) or high-res raster exports.

Quick check: Select the image and review effective PPI in the Links panel info (or Link Info). Use the effective value, not just actual PPI.

Other frequent preflight flags to treat as “handoff blockers”

4) Packaging steps and handoff checklist

What packaging does (and doesn’t) do

Package collects a copy of the InDesign file, linked assets, and (optionally) fonts into a single folder for sharing or archiving. It also generates a report. Packaging does not automatically fix preflight errors—you should preflight and resolve issues first.

Package the document (step-by-step)

1. Save your InDesign document.
2. Run Preflight and resolve critical errors for the intended output.
3. Go to File > Package…
4. Review the Summary (look for missing links, RGB warnings, low-res images, overset text).
5. Proceed and set packaging options:
   • Copy Fonts (only if licensing allows; many fonts restrict redistribution)
   • Copy Linked Graphics
   • Update Graphic Links in Package (recommended so the packaged INDD points to the packaged Links folder)
   • Include IDML (recommended for compatibility/archiving)
   • Include PDF (Print) (optional, but useful for proof/reference)
6. Choose a destination, typically inside your project: 07_Archive/ACME_AR2026_v03_PACKAGE/
7. Click Package and wait for InDesign to build the folder.

Verify the package before sending

1. Open the packaged .indd from inside the package folder (not your working file).
2. Open the Links panel and confirm links point to the packaged Links folder and show as OK.
3. Run Preflight again using the intended profile.
4. If you included a PDF, open it and spot-check key pages (especially image-heavy spreads and pages with complex text flow).

Handoff checklist (copy/paste for production)

• Files included: Packaged folder contains .indd, Links/, Document fonts/ (if permitted), .idml (if required), and a reference PDF (if requested).
• Preflight status: Preflight profile used: PRINT_Check_300ppi_CMYK (or specified). All blocking errors resolved; any accepted warnings documented.
• Links: No missing links; modified links updated; no duplicates that could relink incorrectly.
• Images: Effective resolution meets spec; critical graphics verified at 100% view in PDF proof.
• Color: RGB/spot usage matches the job spec; any intentional spot colors named clearly.
• Fonts: Fonts included or font list provided; no missing fonts on open.
• Export intent: Print vs screen PDF preset specified; include required PDF standard if provided by printer.
• Notes to vendor/team: Known exceptions (e.g., one RGB logo approved for conversion at RIP) listed in a short README in 01_Admin or inside the package.