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.
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.
Please 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!
Please 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.
Before you begin your yearbook project, follow the general guidelines listed below and set the application preferences listed on the following pages. These guidelines apply to all books. Install necessary applications before you start the layout of your yearbook. See the PDF Creation Instructions for application information if you plan to put your yearbook files in PDF form.
Use the PROGRAM TEMPLATES included on the PDF creation cD (Includes QuarkXPress®, InDesign® and Photoshop®).
8.5 x 11 Book Size Specs: 8.5″ x 11″ with additional .125″ (1/8″) bleed on all 4 sides and in single-page layout mode. Facing pages format is allowed only if the book is submitted as a PDF. Create PDFs of single pages and test (e-mail us a test file) before submitting the files for publishing. E-mail test pages and questions to graphics@walterspublishing.com.
9 x 12 Book Size Specs: 9″ x 12″ with additional .125″ (1/8″) bleed on all 4 sides and in single-page layout mode. Facing pages format is allowed only if the book is submitted as a PDF. Create PDFs of single pages and test (e-mail us a test file) before submitting the files for publishing. E-mail test pages and questions to service@yearbooklife.com.
BLEED: Artwork, photos or page elements that are to bleed (extend to the edge of the page with no margin) must be set up .125″ (1/8″) beyond page edges on all sides of the page. This bleed will be trimmed off. Program templates are preset with a bleed box on each page (sized to 8.75″ x 11.25″ for an 8.5” x 11” book). Backgrounds either need to bleed .125″ (1/8″) beyond page edges or be within the .5″ (1/2″) page margin.
PAGE MARGINS: All important text and images, that you do not want to risk being trimmed off or lost in the binding, should be kept within the .5″ (1/2″) safety margins on the templates. This is particularly important for standard hard cover books.
HARD COVER BINDING OPTIONS: There are two types of hard cover bindings available. Smyth binding is strongly recommended for books that have photos or text that span across two pages or that have text and/or images that are less than a 1/4 of an inch from the trim line on the interior (gutter) side of the book. Standard Hard cover binding works best when a book has been designed with all text and images at least 1/2 inch from the trim lines.
PDF SIZE and NAMING CONVENTIONS: 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.
PAGE NUMBERS: Each page in your yearbook should include a page number! Page numbers should be included on all PDF files.
SAVING AND NAMING IMAGES: Images should be saved in a folder on your computer and names should not be changed unless you relink the images after the name change. Renaming images or moving them to a different folder or CD could cause missing link problems later on when you are exporting your PDF files. Image names must be 8 characters or less (excluding extension) and each image should have a unique name for linking purposes.
PAGE TEMPLATE LIBRARIES are included on the enclosed CD for use in QuarkXPress or InDesign.
FONTS are provided on the Artwork DVD for your unlimited use. If you choose to use custom fonts (Option 2), include them with your files when the job is submitted; or submit your book as PDF files with all fonts embedded.
To INSTALL STOCK FONTS ON A MAC, copy all fonts from the Artwork DVD into your System Fonts folder. Restart your computer to activate them.
To INSTALL STOCK FONTS ON A WINDOWS COMPUTER, go to the Start menu, choose control Panel, and open the font folder inside. Install all fonts from the Artwork DVD into the font folder by choosing File and Import New Font until all yearbook fonts have been loaded.
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.
STOCK ARTWORK is provided on the Artwork DVD on the inside back cover of this guide. Backgrounds are provided as .jpg files and clip art is provided as .png files. Clip art (.png files) may not be compatible with all versions of publishing software.
TWO-PAGE SPREADS: If you choose to include two-page spreads in your book, just create your book as facing pages and create single-page PDF files when you export your book. Check your PDF files before submitting to make sure that they split correctly and that the bleeds extend on all 4 sides. If you need help with this, please contact seerice@yearbooklife.com.
CUSTOM COVERS: A separate CD/DVD/USB Drive containing your custom cover should be submitted in the completed custom cover Envelope by February 3 for books shipping before June 30. For Fall delivery books (delivered by December 31), cover files must be submitted by August 1. Our custom cover templates must be used for custom cover submission (see the Custom Cover Brochure). Templates vary according to binding type (soft saddle-stapled, perfect-bound or hard cover) and page count. Choose the correct cover template based on these criteria.
SEND TEST FILES early in the school year. We can verify that you are on the right track with program settings and image resolution. E-mail test file to service@yearbooklife.com.
Thanks to the acceptance of PDF files, you can produce your yearbook using one of many programs. All you need are the correct settings, and a basic understanding of how a PDF is created.
PDF stands for Portable Document Format, a technology pioneered by Adobe® for the purpose of creating a “common” exchange format for documents between programs and computer platforms. PDF documents can be read on both Windows and Mac computers with a free reader available on the Adobe Web site, and they do not require the original application.
Save money and eliminate problems by submitting yearbook files as PDFs. New versions of programs such as Adobe® InDesign® and QuarkXPress® export documents into this format easily. You may also use older programs in conjunction with Acrobat® Distiller® (not provided) to create PDF files.
ACCEPTABLE PROGRAMS
We offer instructions in this guide that detail the procedures used to create PDF files with the following programs:
Adobe® InDesign® cS3-cS6
Adobe® Photoshop®
QuarkXPress® 7–9.3.1.1
When using older page layout programs, you will need Acrobat Distiller to process postscript files, so PDF files can be created. Distiller may also be used to process postscript files created out of programs other than those listed above. However, we do not offer assistance for any unlisted programs, and do not supply any software, including Distiller.
If you have such questions, please contact the manufacturer of the software you are using.
YEARBOOK SETUP
We recommend you use the program templates on the enclosed PDF Creation CD found in the yearbook kit. You can easily create your yearbook pages in QuarkXPress, InDesign and Photoshop! Please follow the digital guidelines.
CREATING A PDF
You will find PDF CREATION INSTRUCTIONS on pages 10-21; follow these instructions carefully. Important settings are included in the enclosed PDF Creation CD. The Color Settings and PDF Job Options files on this CD must be installed if you plan to submit PDF files. PDF testing must be done as early as possible and approved before your yearbook can be submitted. Send a PDF test of 2 or 3 pages of your book to: service@yearbooklife.com
