Creating Yearbooks With Your Own Software

Do we need to know a lot about computers to use InDesign or our own graphics program?

You should be familiar with your hard drive, the programs you are using, and how and where to save images.

What programs may we use to create our yearbook?

QuarkXPress® (version 7 or higher), InDesign® (CS3 or higher) or Photoshop®. Knowledge of Photoshop is required if you plan to scan or resize images. Other programs may be used to create PDF files but we support only the programs listed above. If you are using another program to create your files, please contact our graphics department with questions and to submit a test. E-mail service@yearbooklife.com.

How do we begin?

Start by reading the entire PDF Instruction section in this book. Quark users should set all of the preferences as instructed on page 7 of this guide, and use one of the program templates included on your PDF Creation CD (located on the inside front cover of this guide). InDesign users should install the document preset (instructions on page 6). Load and activate color profiles and PDF export settings for both programs; follow instructions for your program, located on pages 10–21.

May we design our yearbook in a facing pages layout?

Yes. Make sure the bleeds are extended on all four sides. Convert your book to PDF files as single pages, and e-mail a PDF test to us before submitting the files for publishing. For more information contact service@yearbooklife.com.

May we include a two-page class picture spread in our book? How do we submit it?

Yes, a two-page class picture spread can be printed in your yearbook. Set it up like any other page in your book that bleeds, making sure the images meet correctly in the center of the two pages.

How should we save our yearbook document?

A PDF book may be submitted in whatever section sizes you would like (1 page, 4 page, 16 page, entire book). PDF files should be named in a manner that clearly indicates the job number and page number; e.g., jobnumber_001-016.pdf.

How do we create a pdf of our yearbook?

Install the PDF export options from the PDF Creation CD included in this guide. Follow PDF Creation Guide instructions that pertain to the programs that you are using to create your yearbook.

Is support available if we encounter problems or have questions?

Yes, phone and e-mail support is available. We will gladly help you with questions regarding our preferences, requirements, artwork, templates and image quality. Contact service@yearbooklife.com. However, we offer limited computer support and are not staffed to instruct first-time program users. For questions about computer programs, it’s best to seek help on the Internet or in your program’s user guide.

Yearbook Cover Questions

May we design our own cover?

Yes, but this may be an additional charge— contact your sales representative for more information. Custom covers have printing on both the back and the front covers. Custom covers must be submitted in the completed Custom Cover Envelope by February 3 (for yearbooks shipping before June 30). For Fall delivery yearbooks (delivered by December 31), cover files must be submitted by August 1. Production cannot begin unless the Custom Cover Envelope has been fully completed and artwork is acceptable.

May we print on the back cover?

Yes, only if you are creating a custom cover. Stock covers can only be imprinted in the logo area on the back.

May we print on the inside of the cover?

Yes, you can print on the inside of soft cover yearbooks, or design endsheets for a hard cover yearbook. There is an additional charge for this. Contact your yearbook representative for more information.

TEMPLATE OPTIONS

Are we required to use the templates (provided on the pdf creation cd) and/or artwork provided on the artwork dvd? How many fonts can we use?

You may create your own templates and use any custom artwork that follows our guidelines. You may use any of the fonts provided on the Artwork DVD free of charge. PDF books may use an unlimited number of fonts, as long as they are embedded correctly (see the PDF Creation section of this guide—pages 10–19).

How do we access the template libraries provided on the pdf creation cd?

In QuarkXPress and InDesign, go to the File menu and select Open. Locate the loaded CD and choose the desired library. QuarkXPress allows more than one library to be open at a time.

May we modify the templates?

Yes. You may alter them, but keep images and text within the .5″ (1/2″) page margins.

May we sell ad space to help fund our yearbook? Do you have
ad templates?

Yes, you can use our templates which allow from one to eight ads per page (see candid template section) or create your own ad pages.

Simple Steps to Getting Started with Your School Yearbook

How do we put our book together?

Determine the approximate number of pages you will need in the book, based on the number of students and staff members, number of grades, extracurricular activities and other pages you might want in the book. If you plan to use portraits from your school
photographer, contact the photographer at the beginning of the school year. Arrange to have your portraits available, preferably on CD, as early as possible, as you will need them to begin page layout.

How do we organize our yearbook staff?

Assign committees: e.g., coordinator, publicity (advertising and sales), photography, design and layout, proofing, bookkeeping. We suggest the staff include both an adviser and an assistant adviser. Please notify us early with contact information. Include home phone numbers and e-mail addresses to avoid delays. Hold a staff meeting at the beginning of
the school year to set up a schedule for regular staff meetings.

What steps should we take to assemble our book?

Have your photographer supply you with photo prints or a high-resolution digital portrait CD. Follow the guidelines in this guide to create your yearbook. This can be done through school curriculum, your parent/ teacher organization or volunteers. Using committees, you can put the book together in stages. For example, at the beginning of the school year, put together the classroom pages, and then, as each activity, event or sporting season
concludes, add those pages to your book.

What process do we follow to get our book printed?

Complete the Yearbook Checklist found on the PDF Plan Production Form. Gather all the publication materials and send them to us.

QuarkXPress Quick Tips

Quark-LogoPlease follow the instructions on pages 14-15 (Mac QuarkXPress users) or pages 20-21 (Windows QuarkXPress users) for installing program preferences, output style and color settings. These settings should be in place before you open a new document. Below is a list of quick tips that will help you when creating your yearbook.

QuarkXPress Preferences Menu
Under Preferences choose General under the Project menu. Make sure that Auto Picture Import is set to Off. Under Preferences select the Tool tab. Select each image and text box tool and go to Modify to select defaults for each tool. First, turn Runaround to None and then under the Box menu, choose None for Image Box Fill Color and None for Text Boxes. creating a New QuarkXPress Document Use the QuarkXPress template provided on the PDF creation cD. It is a prenumbered 16-page document with margins, page size, bleed box and other elements set up to our standards.

QuarkXPress Page Numbering
To number the first page in your document a number other than “1”: select the first page in your document; go to the Page menu and select Section. Check the Section Start box and type in the desired beginning number.

QuarkXPress Font Usage
To check font usage in your document, look under the Utilities menu, select Usage and choose the Fonts tab. This window will provide you with a list of all fonts used in your document and the option to replace them. If you need to check fonts in the Master Pages,
you must first be on one of your Master Pages and then check the Utilities menu and Usage. Hidden fonts are often found in the Master Pages. Do not use font menu styles on a Windows computer. You may bold or italicize a font ONLY if you have the bold or italic version of that font. You must have the actual version of each font that is used in the PDF or it will not embed correctly.

QuarkXPress Image Links
Images and stock artwork should be placed in QuarkXPress, not copied. To do this, draw an image box or use the preset bleed box in the program template, select the File menu and choose Get Picture. To check the image links in your document, look under the Utilities menu, select Usage and choose the Pictures tab. This will provide you with a
list of all the images used in your document and will allow you to update them. If you need to check image links in the Master Pages, you must first be on one of your Master Pages, then check the Utilities menu and Usage. Images with a solid link will display an ”OK”
next to the image name.

Collecting QuarkXPress Documents
In order to collect all the fonts and images used in a document, you can use the collect for Output option located in the File menu. You may want to purchase a program such as Flightcheck® collect to collect all the files. Either of these options will enable you to
easily collect and send all of the information needed to print your book!

InDesign Quick Tips

Windows InDesignPlease follow the instructions on pages 12-13 (Mac InDesign users) or pages 18-19 (Windows InDesign users) for installing program preferences, output style and color settings. These settings should be in place before you open a new document. Below is a list of quick tips that will help you when creating your yearbook.

Creating a New InDesign Document
Under the File menu, choose Document Presets and Define. Click on Load. Locate the PDF Creation CD on your desktop and Open PROGRAM_TEMPLATES. Open the folder called ADOBE_INDESIGN, then choose InDesign_8.5x11_document.dsct (if printing an 8.5″
x 11″ book) or InDesign_9X12_document.dsct (if printing a 9″ x 12″ book) and click Open, then click OK. Then, under the File menu, choose New and Document. Then, where it says Document Preset at the top of the window, select whichever preset fits the size you opened (either InDesign_8.5x11_document_ Preset or  InDesign_9x12_document_Preset ) andclick OK.

Opening InDesign Page Template Libraries
Double-click on one of the IND_TEMPLATES in the INDESIGN folder (located in the TEMPLATE LIBRARIES folder on the PDF Creation CD). A window will automatically open up in InDesign. The window will show small versions of the wide variety of templates
available. Pick which one you want to open, click and hold, and drag it to your open page document. Line up the small square in the upper left corner of the template with the upper left corner of your document.

InDesign Image Links
To check the image links in your document, select the Window menu and choose Links. This will provide you with a list of all images used in your document.
InDesign Image Placement
To place images and stock artwork, choose the Place option under the File menu.

InDesign Page Numbering
To create a Master Page: in the Window pull-down menu, select Pages. Click on the triangle in the upper left corner of the Pages window. Select New Master. Create a text box on your master page. Type a number in the text box, and format it to the correct font, point size, color, alignment and location on the master page. Highlight the number; in the Type pulldown menu, select Insert Special character, then select Markers, then select current Page Number and this will automatically number every page that uses that Master Page. To number the first page in your document a number other than “1”: select the first
page in your document; and go to the Pages menu and select Numbering & Section Options, choose Start Page Numbering, and type in the page number that you want the section to start at.

Packaging InDesign Documents
Open the document you would like to package; go to the File menu, select Package (always make sure that you have saved your file before choosing Package). A Package window will open. Check to make sure that all of your fonts are loaded and that all of your images
are linked. If there are no errors, click Package. If there are errors, note them and hit Cancel, and fix any errors before trying to package again. When the Printing Instructions window opens up, click continue. A create a Package window will open up. Where it says
Save As, type in the name that you want for the folder. Then select copy Fonts, copy Linked Graphics, and Update Graphic Links in Package and then click Save.