Expert: Markzware - 1/11/2012

Question
QUESTION: Hi,

I'm a self-taught graphic designer and I'm unsure about the way I've been preparing files to send to printers. I hope you can tell me if I've been giving myself away every time I send out a file...

First of all, I'd like to confess that I am using Illustrator for projects that probably belong in "In Design" (brochures, flyers, posters, product packaging, etc). I use CS5 on a Mac and somehow just found Illustrator to be more user-friendly.

Here's what I do: I create a project with the correct artboard size. I arrange text boxes and "placed" images (usually rasterized 150dpi JPGs around 1-5 MB in size.) Usually I include a couple of small PDF vector files like logos or barcodes.

In the past, using CS3, my package design file sizes have been under 10 MB. Lately, using the same content but in CS5, the files have been around 60. I can't figure out why - the images are apparently linked, not embedded. Is there some kind of hidden embed setting I should know about? It strikes me as weird that when I save these files as PDFs the images *are* embedded and the file size is about the same.

I know that the printers have individual preferences about wanting PDFs or AIs, so I share a folder on my Dropbox account with both, along with a sub-folder containing the image files. I save the PDFs with Trim Marks (should I be using all printers' marks?). I usually also include a JPG so they can check it against their output.

I would so appreciate any pointers.

Thanks,
Karyn

ANSWER: Hi, Karyn.

If you are using Adobe Illustrator CS5, then by default it will embed the graphics in the file if you save the file as an EPS, so the file size will be larger. I hope this helps. Please let us know if you need further explanation.

Thank You,
Markzware

---------- FOLLOW-UP ----------

QUESTION: Hi,

Thanks for your reply.

I don't save as EPS - only as AI and PDF. The problem is with huge AI files, even though "Embed" is not clicked (when I click on the photo it says it's a Linked file). The AI and PDFs are about the same size.

Thanks,
Karyn

ANSWER: Hi, Karyn.

An .AI file is actually a PDF, so for instance, if your image is 30 mb, then your .AI file will be around 35 mb. That's because the image is stored in the file. If you want to reduce the size of the .Ai file when working with Illustrator CS5, then do the following:

When you are ready to save the file, Illustrator will open the "Illustrator Options" panel.
Deselect "Create PDF Compatible File" and "Include Linked Files" in the "Options" section.
Now when you save your .Ai file, it should be much smaller in size; however, you will need to include all images used in the .Ai file when sending to a printer or anyone else who needs to work on the file, since the images will no longer be contained within the document.

So, you either send a small .Ai file with a huge Image folder or a huge self-contained .Ai file. Most printers usually prefer the self-contained, PDF-compatible .Ai file. Please let us know if you have further questions.

Thank You,
Markzware

---------- FOLLOW-UP ----------

QUESTION: Thank you - that is helpful. "Create PDF Compatible File" and "Include linked files" were selected.

I'm wondering though... you are saying that the files are "included," even if they're not "embedded." If the files are included, why do I get notifications (upon opening the document in a different location) that files are missing, and need to be replaced? I have always had to throw a folder with linked files up on my Dropbox, along with the AI file. Otherwise the printers don't get the images.

Thanks,
Karyn

Answer
Karyn,

Based on your response, it seems you have some jobs that do not have the images embedded. To embed the images when you save your job out as an .ai file, you must select the "Include Linked Files" checkbox. Once you do this, the images placed in your .ai file are embedded into the file you just saved. Please see the attached screen capture that shows the Illustrator Links window with an image that is embedded, note the embedded icon. This test job was created on one computer and then transferred to another computer. When opened on the second computer, there was no notice asking to locate the image, because it is embedded in the document.

If the image was not embedded, then Illustrator should flag it. When the same .ai file was also saved with the "Include Linked Files" checkbox NOT selected, and the .ai file was then opened on another machine, Illustrator asked what to do with the missing file.

Rechecking your settings is recommended when you do a Save As from Illustrator. If you still have issues, please send us a sample file.

Thank You,
Markzware