What's the best way to share InDesign files with others?

1 Save as IDML

One of the most common issues when sharing InDesign files is that different versions of the software may not be compatible. To avoid this problem, you can save your file as an IDML (InDesign Markup Language) format, which can be opened by any version of InDesign from CS4 onwards. To do this, go to File > Save As and choose InDesign CS4 or later (IDML) from the Format menu. This will create a copy of your file that can be opened by anyone with InDesign, regardless of their version.

2 Package your files

Another issue when sharing InDesign files is that they may contain links to external images, fonts, or other assets that are not embedded in the file. If the recipient does not have access to these assets, they will not be able to see or edit your file properly. To prevent this, you can package your file, which will collect all the linked assets and create a folder that contains everything you need to share your file. To do this, go to File > Package and follow the instructions. This will create a folder with your InDesign file, a PDF preview, a fonts folder, and a links folder. You can then zip the folder and share it with others.

3 Export as PDF

Sometimes, you may not need to share your InDesign file for editing, but only for viewing or printing. In this case, you can export your file as a PDF (Portable Document Format), which is a universal file format that can be opened by anyone with a PDF reader. To do this, go to File > Export and choose Adobe PDF (Print) or Adobe PDF (Interactive) from the Format menu, depending on your purpose. You can then adjust the settings and options for your PDF, such as compression, quality, security, and interactivity. This will create a PDF file that you can share with others.

4 Use Creative Cloud

If you have a Creative Cloud subscription, you can use the cloud storage and collaboration features to share your InDesign files with others. You can upload your files to the cloud and access them from any device, as well as sync your settings and preferences across different computers. You can also invite others to view, comment, or edit your files online, and track the changes and versions of your files. To do this, go to File > Share and choose Invite to Edit or Copy Link from the menu. You can then enter the email addresses of the people you want to share your file with, or copy and paste the link to your file.

6 Use online services

Finally, you can use online services that allow you to share your InDesign files with others without installing any software or plugins. For example, you can use online converters that can transform your InDesign file into a PDF, JPG, PNG, or other file format. You can also use online viewers that can display your InDesign file in a browser, without requiring any downloads or registrations. You can find and use various online services by searching the web or browsing the reviews and ratings of other users.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?