for adobe® indesign® quick reference guide · 1 556201418 system requirements balfourtools is...

QUICK REFERENCE GUIDE

2019For Adobe® InDesign®

Installing BalfourTools

Setting Up Your BalfourTools Project

Setting Up Your Yearbook

Shortcuts Toolbar

Home Page

Working with Pages

Content Manager

Portrait Manager

Using Portrait Manager

Preparing Pages for Flowing & Flowing Portraits

Creating a Yearbook Index

Submitting Pages

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QUICK REFERENCE GUIDE

2019

BalfourTools for Adobe® InDesign® CS5.5/CS6/CC/CC2014-18

for Adobe InDesign CS5.5/CS6/CC/CC2014-181

System RequirementsBalfourTools is compatible with Adobe® InDesign® CS5.5 through Creative Cloud® 2018 for Mac® OS and Windows®.

Before you install BalfourTools, make sure you have the following software installed on your computer:

• Any version of InDesign CS5.5 through Creative Cloud 2018

• Adobe Bridge® (required to view and organize your yearbook images)

• Adobe Extension Manager. CS5.5 users: You will need to update your copy of Adobe's Extension Manager before installing BalfourTools. Download the update at http://www.adobe.com/ exchange/em_updates

For best results, 8 GB of RAM or more is recommended touse BalfourTools and InDesign. Adobe's minimum system requirements are 4 GB.

Uninstalling Previous Versions of BalfourToolsIf you have previously used BalfourTools, uninstall it before installing a new version.

To uninstall a pre-CS5.5 version of BalfourTools:

1. Find the uninstaller application on your computer.

• Windows—c:\Program Files\Taylor Publishing\TaylorTools\Uninstaller

• Mac—Applications\Taylor Publishing\ TaylorTools\Uninstaller

2. Double-click the uninstaller application, and follow the prompts.

Uninstalling BalfourTools CS5.5 – CC2014:

1. Open the corresponding version of Adobe Extension Manager.

2. Select Adobe InDesign (CS5.5 - CC 2014).

3. Locate & select the BalfourTools Extension (com.balfour.balfourtools)

4. Click Remove.

Uninstalling CC2015 or Newer:

1. Open the CC2015 Installer

2. Click Uninstall

Software Updates – CS5.5 – CC2014You will be notified when periodic updates to BalfourTools become available. Should you need to update your copy of BalfourTools, download the latest version at studio. balfour.com. Then, follow the steps above in the installing BalfourTools section for installing BalfourTools to update the software over your current copy. (Do not uninstall BalfourTools when updating.)

These are the instructions for installing the BalfourTools extension. Please see Setting Up Your BalfourTools Project section for instructions on how to create and set up your yearbook project and content folders.

To install BalfourTools, you must log on with administrator (or Win Power User) permissions. Contact your school’s network administrator if you have questions about your account permissions.

Your yearbook content (images, pages) will be preserved when you install an update.

INSTALLINGBalfourTools

2QUESTIONS? Contact your Balfour Account Executive BalfourTools® Support Team: (800) 947-0510 | [email protected] 2

Uninstalling Previous Versions of BalfourToolsIf you have previously used BalfourTools, uninstall it before installing a new version.

To uninstall a pre-CS5.5 version of BalfourTools:

1. Find the uninstaller application on your computer.

• Windows—c:\Program Files\Taylor Publishing\TaylorTools\Uninstaller

• Mac—Applications\Taylor Publishing\ TaylorTools\Uninstaller

2. Double-click the uninstaller application, and follow the prompts.

Uninstalling BalfourTools CS5.5 – CC2014:

1. Open the corresponding version of Adobe Extension Manager.

2. Select Adobe InDesign (CS5.5 - CC 2014).

3. Locate & select the BalfourTools Extension (com.balfour.balfourtools)

4. Click Remove.

Uninstalling CC2015 or Newer:

1. Open the CC2015 Installer

2. Click Uninstall

Software Updates – CS5.5 – CC2014You will be notified when periodic updates to BalfourTools become available. Should you need to update your copy of BalfourTools, download the latest version at studio. balfour.com. Then, follow the steps above in the installing BalfourTools section for installing BalfourTools to update the software over your current copy. (Do not uninstall BalfourTools when updating.)

Installing BalfourTools for InDesign CS5.5 - CC20141. Download the latest version of BalfourTools

from studio.balfour.com (Build a Book > BalfourTools Download).

2. Click Win or Mac and Save File. Move the ZIP file to your desktop, open and double-click BalfourTools.zxp. The Adobe Extension Manager will launch and start the installation process.

3. The BalfourTools license agreement will display. Review the agreement and click Accept to continue the installation.

4. BalfourTools will continue installing on your computer. When the installation is complete, the Adobe Extension Manager displays a window with a list of all of the extensions installed on your computer. BalfourTools is included at the bottom of this list (this might require scrolling down to see).

5. Quit Adobe Extension Manager by clicking the X button in the top-right corner of the Adobe Extension Manager window.

Installing BalfourTools for InDesign CC2015 or Newer: 1. Download the latest version of BalfourTools

from studio.balfour.com (Build a Book > BalfourTools Download).

2. Double-click downloaded file to launch setup.

3. An icon BalfourTools Installer will appear on your desktop. Double click to launch installer.

4. Click Install.

5. Once the install is successful, quit installer.

Software Updates – CC2015 or Newer:You will be automatically notified of any updates to BalfourTools. When an update is available, the Admin can choose to automatically download and install the new version to their local extension folder. After Admin completes update, users are automatically updated to the most recent version on their next login. To manually check for updates, click on the BalfourTools menu and select Check for Update.

If an admin is required to install software on your computer, complete “Setting up Your BT project” before they leave.


Creating Project and Content FoldersBefore you start working with BalfourTools, you’ll need two folders – a project folder to manage the project, and a content folder in which to keep your images and other yearbook content. The Project and Content folders are usually placed on a network drive so everyone who is working on the yearbook has access to them.

Download a Project Folder from studio.balfour.com. It is included in the ‘Full’ download, or can be downloaded separately. The project folder has pre-sized page templates and subfolders that BalfourTools uses for your yearbook project. Do not delete any contents from the project folder. Make sure you download the *.ZIP file that matches your yearbook’s trim size (7, 8, 9). Extract the folder named ‘Yearbook_Project_xxxx’ to a location on your network that’s accessible to everyone, and rename it to something meaningful to your publication (ex: RHS_Yearbook_2018).

The Content Folder is located inside the Project Folder. Rename this folder to your preference.

BalfourTools CC2015 or Newer:

1. Download a Project Folder from studio.balfour.com. It is in the Asset Packs area on the CC 2015 or newer BalfourTools download page. Download the asset pack that corresponds to the trim size of your book. Extract the folder named “BalfourTools5_assets_X” to a location on your network that’s accessible to everyone, and rename it to something meaningful to your publication (ex: Yearbook_RHS_2017).

2. The Content Folder is located inside the project folder included in the assets pack. Rename this folder to your preference.

Linking Your Project and Content FoldersAfter creating the Project and Content folders, launch InDesign (as an administrator if using in Windows). In InDesign, click Window > Extensions > BalfourTools. You’ll be asked to choose the Project and Content folders you created previously. After choosing both, enter a unique Machine ID (this identifies each computer for BalfourTools’ History and other admin features).

Logging InWhen you are finished setting your folder locations, you’ll be prompted to log in to BalfourTools.

From the Navigation Icons, click the Setup icon. The Setup page displays with a set of tabs. The types of tabs vary by user role. For every role, the Local tab is shown by default, and this is where you will see your folder locations and machine names. You can edit those locations from this tab.

If you add your own templates, click the Update Content Thumbnails button. This allows you to view thumbnail versions of the templates when you are working in the Content Manager.

Windows users: Administrator permissions are required to finish the setup of your Project and Content folders. To do this, right-click the InDesign program icon and select ‘Run as administrator’.

Do not remove or rename any folders or InDesign documents in your project folder. Once your system is set up, your Content and Project Folders should not be moved. If you need to change the location of these folders, contact Balfour's Support Team for assistance.

To log in as an administrator for BalfourTools the first time, enter admin as your user name (leavepassword field blank).

SETTING UPYOUR PROJECT

A convenient way to update all of your content thumbnails is to use the Regenerate Thumbnails of the InDesign Templates button. Only one user needs to do this, as this content is shared by all users working on a network.

Setting up the Yearbook ProjectNext, you need to set up the project information for your yearbook. This is done in the Admin tab in the Setup page.

1. Enter your Customer Number. This is a five-digit number Balfour assigns to your school.

2. Enter your Project Number. This consists of your Customer Number plus the year to designate the current year (i.e., 9 for 2019). For example, if your Customer Number is 12345, your Project Number is 912345.

3. If you want a message to display on your yearbook Home page, enter it in the Home Page Message field.

4. Click the Select Home Page Logo button to change the image on your Home page. Your cus-tom logo should be saved in the Setting folder of your project and be sized 600 pixels wide x 120 pixels high.

5. Scale and Center Placed Images is selected by default.

6. Submit Spot Colors as Process is selected by default.

7. Portrait Flow Align Override is the max. variance (in points) that portrait frames can be offset - vs. others in the row - and still be auto-tagged in the correct order. The same variance is applied when detecting portrait text boxes (vs. captions). The default is 12 points.

8. The Dragging portraits drop-down selection is Moves by default.

9. Local Checkout is only required for CC2015 and Newer versions when yearbook project is hosted on a network server.

10. To prevent others from editing the information in the Admin tab, click the Lock button.

11. Click the Save button to save your changes to the Admin tab.

Managing UsersThe primary login to BalfourTools enables adviser-level permissions, which allow complete access and control. You can manage your staff and set up multiple users and custom permissions in the Users tab in the Setup view.

The permission levels, defined in the chart below, are set for these roles:

• Adviser • Designer • Editor • Photographer

QUESTIONS? Contact your Balfour Account Executive BalfourTools® Support Team: (800) 947-0510 | [email protected] 4

Do not change any of the defaults in the Admin tab (steps 5-9 above) without authorization.


What’s in the Project Folder?

Backgrounds Use this folder to store page backgrounds and other design elements you download from studio.balfour.com.

Clipart Use this to store any clipart you download from Balfour’s Ultimate Clipart Collection at studio.balfour.com. You can also add your own clipart to this folder.

Extras This folder contains non-standard files that can be used to build other parts of the book, such as templates for the cover, endsheets, gatefolds, and supplements.

Index When you create an index for your yearbook, the files are stored in this folder. The files are saved here automatically when you generate the index. (Please see Creating the Yearbook Index section for more information.) The index templates are located in the Templates Folder.

Pages The Pages Folder contains a folder for every spread in the project created from the BalfourTools palette.

Portraits The Portraits Folder contains the portrait information. Nothing needs to be done to the contents of this folder outside of the Portrait Manager.

Reports This is where any reports about the yearbook project are stored.

Resources This folder contains images, scripts, and other files needed for BalfourTools to function properly. Do not open or alter any files in this folder.

Settings Settings that dictate how BalfourTools behaves are stored in this folder. Do not open or alter any files in this folder.

Submissions The Submissions Folder is where all of your ready-to- submit files will be created, whether you are submitting PDFs or source files. When you click the Export PDF button for submission, BalfourTools places the PDF in the Submissions Folder.

Submitted This folder contains all of the files you have submitted for production.

Templates This folder contains hundreds of pre-designed Balfour templates organized into these categories: Academics, Classes, Clubs, Opening, Sports, Student Life, and new theme-based Bonus Pack layouts. The Index templates are also stored here. Now that you’ve set up your project, it’s time to start setting up your yearbook.


1. Set the book name, size and page count.

Click the Setup icon in the Home view, then click the Setup Book tab. Enter the name of your yearbook in the Book Name field and the total Number of Pages and your yearbook size. The total page count should be in multiples of 8. Select your trim size based on selected project folder size. Check box to add color swatches to load all Balfour colors.

2. Set spread templates by page range.

Click the Next button in the Setup Book tab to continue to the second step, assigning templates (page layouts) by page ranges. The page range must start on an even-numbered page and end on an odd-numbered page.

To assign a template to a page, enter the start and end pages in the Page Range row. Click the Select Template button, and select the template you want. (Categorized templates are located in the project’s Templates folder.) Do not assign a template to leave pages blank so you can create your own layouts from scratch.

3. Build your new yearbook.

Click Next in the Setup Book tab to continue to the third step, building your new yearbook. You will see a summary of the information you’ve entered: book name, total pages, book dimensions, and template

page ranges. If all is correct, click the Create Book Pages to build your yearbook. If you need to make changes, click the Prev button.

4. Check the book for errors.

To check that the book does not have any setup errors, click the Verify tab, then System Verify. This will report on the integrity of the setup, including script file locations and the presence of all required tiles.

This screen also contains a Book Verify tab. Book Verify should be selected after pages have been designed, after flowing and/or after placing images from Content Manager. Before clicking Book Verify, specify the range of pages you wish to check. Book Verify checks for any errors, including trim size, page numbering, use of registration black instead of "Black" ink, mixes of RGB and CMYK color images that can cause transparency issues, proper bleeds, and images with resolution less than 300 dpi or stretched out of proportion.

To clear the information in the Verify tab, click the Delete button (trashcan icon) at the bottom of the tab.

SETTING UPYOUR YEARBOOK

When your yearbook finishes building, a confirmation message displays with the number of pages (spreads) created.

To save the System or Book Verify results as a text file, click the + button at the right of the Book Verify button.

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SHORTCUTSTOOLBAR


The Shortcuts Toolbar provides easy access to features commonly used in BalfourTools and InDesign for producing your yearbook.

1. Shortcuts Toggles the toolbar from the Shortcuts toolbar to the Home view with the Navigation icons, and vice-versa.

2. Open Document Opens an existing InDesign document from your project folder.

3. Save Document Saves the active InDesign document.

4. Book Preview Creates a PDF preview of your entire yearbook and opens it in Adobe Reader®.

5. Preflight Performs the InDesign preflight command on the active InDesign document.

6. Export PDF Makes a PDF of active InDesign document and saves it in the Submissions Folder Book Preview.

7. Character Palette Opens the InDesign character palette for quick character formatting.

8. Check Spelling Opens the InDesign spell-check palette to quickly check for and correct spelling errors in the active InDesign document.

9. Library Palette Opens the Balfour Design Library, a collection of more than 200 design elements that can be dragged and dropped onto spreads.

10. Swatches Opens the InDesign swatches palette.

11. Paste in Place Pastes whatever is copied to the clipboard in place.

12. Text Wrap Opens the InDesign text wrap palette.

13. Stroke Palette Opens the InDesign stroke palette.

14. Links Palette Opens the InDesign links palette.

15. Mark Name for Index Marks a proper name for inclusion in the index (entry will appear Lastname, Firstname).

16. Mark Subject for Index Marks a subject for inclusion in the index (entry will appear as it does on the page).

17. Create Index Generates and flows an index of all marked entries and places it in the project’s Index Folder. Please see the Creating a Yearbook Index section for more information on creating an index.

18. Add A Note Opens the InDesign Notes palette so you can add a non-printing note.

19. Flip-Flop Allows users to mirror elements of a page or entire spread horizontally or vertically.


HOME PAGE

The Home page is the first page you see when you log into BalfourTools.

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13Navigation Icons1. Shortcuts Toggles the toolbar from the home page Navigation icons to the Shortcuts toolbar, and vice-versa. For more information about the Shortcuts toolbar, please refer to the Shortcuts Toolbar section.

2. Home Returns the user to the Home page from anywhere within BalfourTools.

3. Pages Opens a set of tabs where you can work with the pages in your yearbook. Create spreads or signatures. View the status of your pages. Also edit your book by moving spreads or applying templates, tag frames for a portrait group, and flow or reflow portraits and captions.

4. Content Manager Opens the Content Manager for finding and viewing content files, templates, Balfour clipart and Balfour backgrounds.

5. Portrait Manager Opens the Portrait Manager for uploading and organizing portrait images and names.

6. History Displays a record of user activity in BalfourTools, including the user names, the dates and times they have logged in and out, and comments related to each user’s activities.

Not all of these features are available for every role. If you cannot access some of these features but need to do so, contact your network administrator.


Navigation Icons7. Setup Opens a window with six tabs where you set the content and project folders, update and regenerate content thumbnails, and set up a book for production with the customer and project numbers. You can also add and delete users and change user permission levels. *Not all of these features are available for every role. If you cannot access some of these features but need to do so, contact your network administrator.

8. Menu When you click on the icon in the upper right corner of the Home page, a menu displays with the following options: Logout, Visit Studio.Balfour.com, Help and Check for Updates.

Button Bar9. Message box Displays a variety of messages, including a list of people who are online, conversations from the Chat box, and messages from the Open Files icon.

10. Clear Log Removes all messages from the Message box.

11. Refresh Refreshes the user’s last click, such as Open Pages or Chat.

12. Open Files Lists all open yearbook spreads on the system with information about who is using them.

13. Who is Online Displays a list of users who are logged into BalfourTools in the Message box. You can send messages to online users through the Chat box.

14. Chat For online conversations with users who are logged into BalfourTools. When you click on the Chat icon, a box displays at the right of the icon where you can type your message and click the Send button. The message then displays in the Message box for the recipient to read and send a reply.


WORKINGWITH PAGES

To work with your pages, click the Pages button from the Navigation icons.

The Pages view consists of a set of tabs where you can see thumbnails of your spreads and signatures, move spreads, apply templates, create and tag frames, and flow portraits. Only the first three tabs are accessible to all levels of users.

Viewing and Working with Spreads and SignaturesWhen you open the Pages work area, the Spreads tab displays by default.

From this tab, you can double-click on any spread to open it in InDesign. For any spread, you can provide information about its Section, Description, and Status fields. Once you fill in that information, click the Save button.

Click the Signatures tab to view thumbnails of your book’s 16-page signatures.

Editing PagesTo change the pages in your yearbook, click the Edit Book tab. Here you can move spreads and apply templates.

Moving a SpreadYou must have all spreads closed in order to move spreads. Submitted spreads cannot be moved. To move a spread, select the spread or spreads in the left pane of the Edit Book tab. Then in the Move Spreads area in the right pane, enter the location where you want to move the spread in the To Spread field (or check the To End of Book box to move the spread to the end of your book).

Click the Begin The Move button. An OK message dis-plays under the Begin The Move button when the spread has been moved successfully.

Applying a Template to a SpreadTo apply a template to a spread, select the spread number in the left pane of the Edit Book tab. In the Apply Template area in the right pane, click the Apply A New Template button to select a template. The applicaton of a new template will delete any existing content.

Select individual or continuous multiple spread using the CTRL or SHIFT keys, respectively.


The Content Manager helps you manage the content (images and artwork) to be included in your yearbook. You can view content files, search for content, add and remove content, and change the name of content files and folders.

The features of the Content Manager are shown and described below.

THE CONTENTMANAGER


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1. Navigation Icons Displays on every page in BalfourTools and provides easy navigation to the Shortcut Toolbar, Home View, Pages, Content Manager, Portrait Manager, History, and Setup.

2. Galleries Tab Displays a list of all of the folders in the Content Manager. Any folder with content displays the number of items it contains in parentheses at the right of the folder name. If a folder contains subfolders, you will see a small triangle at the left of the folder name. Double-click on the folder to view the subfolders. Then click on a subfolder to view the content files in the right pane of the Content Manager. If a folder does not have subfolders, click on the name of the folder to view the content files in the right pane of the Content Manager. You can switch the file view between thumbnails or a list by clicking on the Thumbnails or List tabs.

3. Filters Tab Provides a convenient way to narrow your search for files in the Content Manager. For more information on how to filter, see the Filtering Content section below.

4. Content Menu The Content menu determines which content types you view. The options are: • Content—Displays all of the content folders

in the Content Manager.

• Templates—Displays all of the template folders in the Content Manager.

• Balfour Clip Art—Displays a folder containing any clipart you downloaded from Balfour’s Ultimate Clipart Collection at studio.balfour.com and any custom clipart you added to this folder


• Balfour Backgrounds—Displays a folder containing page backgrounds and other design elements you downloaded from studio.balfour.com.

5. Folders Pane Displays a list of folders. The list varies by the type of sort you use in the Content Menu (see above).

6. Thumbnails Tab Displays thumbnails of the files contained in the folder you selected in the Galleries Tab or the search results from the Filters Tab.

7. List Tab Displays a list of the files contained in the folder you selected in the Galleries Tab or the search results from the Filters Tab.

8. Add Content When you click the + icon under the Galleries Tab, you can add a new content folder to your yearbook project. Click the + icon under the right pane of the Content Manager to add a new file to the folder you select from the Galleries Tab.

9. Rename Content Click the pencil icon under the Galleries Tab to rename a selected folder, or rename a selected file by clicking on the pencil icon under the right pane of the Content Manager.

10. Delete Content Click the trashcan icon under the Galleries Tab to delete a selected folder and all of its content. To delete a file from a content folder, click the trashcan icon under the right pane of the Content Manager. Deleted content moves to the System Trash on the Mac and the Project’s Trash folder on Windows.

11. Refresh Content To refresh the folder list, click the refresh icon under the Galleries Tab. Click the refresh icon under the right pane of the Content Manager to refresh the files displayed.

12. Rotate Pictures To rotate an image 90 degrees left or right, click on a thumbnail image and click Rotate Right or Rotate Left. You may also select ‘Show Unused Photos Only’ to help reduce duplicate image usage.

Filtering ContentYou can narrow your search for content by the photographer’s name or the date a picture was taken in the Filters Tab of the Content Manager. To filter content, select one of these options from the menu at the top of the Filters Tab. A list of the filtered items displays in the Filters Tab, and the files display in the right pane.

You can search for a partial or exact file name. To look for a partial file name, select Filename Contains from the menu under the Filters Tab, enter as much information as you remember about the file name, and click the Search button. Or to find an exact file, select Filename Equals from the menu, enter the complete file name, and click Search.

for Adobe InDesign CS5.5/CS6/CC/CC2014-1713 for Adobe InDesign CS5.5/CS6/CC/CC2014-1813

1. Navigation Icons Displays on every page in BalfourTools and provides easy navigation to the Shortcut Toolbar, Home View, Pages, Content Manager, Portrait Manager, History, and Setup.

2. Add Photos Adds a portrait or candid photo to the portrait collection.

3. Import Photos Imports portraits or associated data to the portrait collection from a PSPA disc or a location on your network or computer.

4. Delete All Portraits Deletes all of the portrait data and the portrait files from the project folder.

5. Show Omitted When checked, displays portraits that have been omitted from the portrait collection. Omitted images display with a red “X” in the thumbnail view and in italics in the list view, and do not appear on pages.

6. List Tab Displays a list of the portraits in the selected group.

7. Portrait Group Displays the groups and number of portraits in each group of the portrait collection.

8. Thumbnails Tab Displays thumbnail views of the portraits in the selected group.

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The features of the Portrait Manager are shown and described below. For information about how to use the Portrait Manager, please see the Using the Portrait Manager section.

THE PORTRAITMANAGER

QUESTIONS? Contact your Balfour Account Executive: BalfourTools® Support Team: (800) 947-0510 | [email protected] 14


9. Delete Group Removes a group from the portrait collection.

10. Add Group Adds a group to the portrait collection.

11. Group Tab Displays information about the selected portrait group.

12. Portrait Tab Displays information about the selected portrait.

13. Add Field Creates a field for all portraits in all groups. Note that the Portrait column must be active for fields to be added.

14. Delete Field Removes a field from all portraits in all groups.

15. Unlock/Lock Editing Click to unlock the portraits and portrait information for editing. When the editing is completed, click this icon to lock the portraits from further changes. When the portraits are unlocked for editing, the icon changes to an unlocked padlock. When the portraits are locked, the icon displays as a locked padlock.

16. Delete Removes selected portraits from the portrait group currently being displayed. This does not affect the portraits, only their membership in the selected group.

17. Omit Omits selected portraits from the selected group. Omitted portraits do not flow, but they remain available and can be restored later, if necessary.

18. Remit Stops omitting the selected portraits from the selected group and reintroduces them for flowing.

19. Change Picture Assigns a different portrait to the selected portrait.

20. Display Displays the portrait collection or group according to the field selected from the dropdown list. The field names correspond to the list that appears when the Portrait side of the bottom panel is active.

21. Navigation Shows the current page displayed. Use the navigation buttons move to the next/previous, or first/last pages.

22. Portraits Displayed Message Shows the number of portraits displayed in the selected group. If the All group is selected, then the total number of portraits displays.Before flowing portraits, you must tag frames and text boxes to direct the software where to place your names and images. There are two ways to do this – tag existing frames or create and tag new frames. You must have a PSPA disk loaded before tagging spreads.

23. Proof Portraits Creates a PDF directory (thumbnail) proof of the selected portraits.


The Portrait Manager allows you to import portraits, manage your portrait information and prepare portraits for flowing into pages. Launch the Portrait Manager by clicking the Portrait Manager icon from the Navigation icons.

Importing PortraitsThe first time you launch the Portrait Manager, the Portrait Collection is empty.

You need to import portraits into the Portrait Manager from a PSPI disc. To import portraits:

1. Insert the PSPI disc into your computer’s CD drive.

2. In the Portrait Manager, click the Import button.

3. Browse until you locate the index.txt file from your PSPI disc and click OK. When the photos finish importing, a message displays confirming the number of photos that were imported successfully and the portraits display in the Portrait Manager.

Managing PortraitsOnce you upload portraits into the Portrait Manager, you can edit individual portrait information, add or omit portraits, and group portraits according to sections in the yearbook. You can select different ways to display and to sort the portraits.

Displaying and Sorting PortraitsYou can display and sort portraits in a variety of ways by using the Display and Sort By menus at the bottom of the portrait collection. The default for both menus is Last Name, First Name.

Adding a Portrait 1. Click the Add button to open the New Portrait window.

2. Click the Get Picture button to add a new portrait.

3. Navigate to the portrait and select it.

4. Enter the person’s First name, Last name, and Grade in the corresponding fields in the New Portrait Window. Then assign the portrait to a Portrait Group.

5. Click the Add Portrait button to place the portrait in the portrait collection.

USING PORTRAIT MANAGER

Only one user/computer can access the Portrait Manager at a time.


Replacing and Removing PortraitsTo replace an existing portrait with a new image, click the folder icon at the bottom of the Portrait Manager view.

To remove a portrait, click the second trashcan icon at the bottom of the Portrait Manager view. This deletes the portrait from a group but does not remove it from the portrait collection.

Omitting and Remitting PortraitsTo omit a portrait from the portrait collection, click the Omit icon at the bottom of the Portrait Manager view.

Omitted portraits will not be deleted but will become part of the ‘omitted’ portrait group. Check the Show Omitted box to view omitted portraits as part of the All group, or the group the student belongs to.

Note: Select individual or continuous multiple portraits using the CTRL/CMD or SHIFT keys, respectively.

Clicking the Remit icon restores the omitted portrait.

Viewing Portrait DetailsClick on a portrait to view details. The details about the portrait display in the Portrait Tab at the bottom left of the Portrait Manager view.

To edit the information about a portrait:

1. Verify that the padlock icon at the bottom of the Portrait Manager view is unlocked. If it is locked, click it to unlock the information for editing.

2. In the Portrait Tab, click on a name, grade, or other information to edit portrait information, and press Enter when you are finished.

Managing GroupsBalfourTools organizes and flows portraits by groups. Initial groups are created based on information from the PSPA disc, but you can create and manage groups using the Portrait Manager.

Adding a Group 1. Click the Plus Sign icon above the Group Tab.

2. Enter the group name and click OK to add the group. The group appears in the Portrait Groups area.

3. Add portraits to populate the group.

* Portraits may appear in Member of Multiple Groups or Not a Member of Any Group. Manage portraits in these system-defined groups just like the other user-defined groups.

Deleting a Group 1. Select the group to delete under Portrait Groups.

2. Click the trashcan icon directly below the Group Tab.

3. Click Yes to delete the group.

4. Portraits from the deleted group will become Not a Member of Any Group and can then be moved to other groups.

Creating StylesThe Caption Expression field in the Group Tab enables you to format how the portrait identification information flows. The default is First name Last name in 8-point Times.

To change identification to Last name, First name:

1. Use the keyboard/mouse to change the order of the name tags: <last name><first name>.

2. Add a comma and a space between the tags.

3. To add emphases, add tags around the names: • bold name • italic name • underline name

4. Press Enter when you are finished. When you create a portrait page using BalfourTools, it places a Portrait Style in the InDesign Paragraph Styles panel. Use this style to further format portrait identification entries.

Automatically Tagging Existing FramesWhen you tag frames, you’re assigning portraits or groups of portraits to pages in your group. This is done in the Tag Frames tab. Select a portrait group to prepare from the Group pull-down menu.

Once you select the name of the group, enter the page range where the portraits in the group will be placed in the From Page and To Page fields. Click the Next button to continue to the next screen.

1. Set up portrait and caption frames.

To tag existing frames, click the Tag Existing Frames button.

The Tag Portrait and Caption Frames screen displays. In InDesign, select one frame and one caption in your spread; then click the Start Tagging Frames button.

2. Repeat Steps 1-2 until all groups have been prepared and all frames have been tagged.

PREPARING PAGESFOR FLOWING& FLOWING PORTRAITS

Manually Tagging Existing FramesFor more complex layouts where automatic tagging is not suitable, portraits can be manually tagged. You can also make adjustments to a portrait section that has been auto-tagged.

To manually tag portraits, highlight the portrait and caption frames to be untagged and click Tag Selection.

To manually untag portraits, highlight the portrait and caption frames to be untagged and click Untag Selection.

Creating and Tagging New FramesYou can also create your own frames by clicking the Create and Tag Frames button in the Setup Portrait and Caption Frames screen. In this case, select one of the Balfour templates from the Layout Specifications menu or set your own specifications, and click the Create Frames button.

Flowing PortraitsFlowing inserts the prepared portraits and student names into the frames of your pages. To flow portraits:

1. Click the Flowing tab. A list of the groups that have been tagged displays.

2. Click on the row of the first group.

3. If you want to change how the portraits sort while flowing, choose an option from the Sort Key 1 and/or Sort Key 2 menus. Last Name for Sort Key 1 and <None> for Sort Key 2 are the defaults.

4. Click the Flow button. BalfourTools inserts the portraits and student names into the tagged spreads for the group. When the flowing is complete, a success message displays.

5. Repeat steps 2-4 until all of the portraits have been flowed.

To retag pages, select the group and click the Re-tag button. This removes all photos or captions and retags the page.

To start over for any page range, select the group and click the Undo button. All of the content for the page range selected will be deleted.

CC2015 and Newer: Local CheckoutLocal Checkout requires all spreads in flowing range to be opened, flowed and saved back to the network server. Once flowing is complete, saving to the server may take several minutes to finish based on network speed.


During the portrait flowing process, BalfourTools automati-cally indexes the student names that appear in the portrait text frames. BalfourTools also provides tools for tagging additional names and subjects for indexing.

To access the Index tools, click the Shortcuts button in the Navigation Icons.

The Shortcuts Toolbar displays with the Index tools. Buttons from left to right are: the Mark Name for Index, Mark Subject for Index, and Create Index.

Index SetupIndex generation depends on the presence of the following folders and files:

1. An InDesign template, which is located in the project’s templates folder.

2. An index folder at the root of the project folder, where the InDesign file is created.

3. An index book file, which contains a list of spreads that map the page numbers to the index entries. This file is also created in the project’s index folder.

Generating Automatic Index Entries for Student PortraitsStudent names imported from the portrait disk are automatically tagged for indexing during the portrait-page flowing process.

Manually Marking Name and Subject Index EntriesBalfourTools indexes only the portraits automatically, so any other names or subjects you want to include in the index must be marked manually. To mark an index entry:

1. Open the spread in InDesign.

2. Use the Type tool in InDesign to highlight the text you want to include as an index entry. If the entry is a name, click the Mark Name for Index button in the Shortcuts Toolbar. If the entry is a subject, use the Mark Subject for Index button. In this image, a subject has been marked.

3. Repeat this process as necessary and close all open spreads.

Running an IndexTo create the index with both automatically and manually generated entries, click the Create Index button. The index is created inside an InDesign document derived from the index template.

CREATING AYEARBOOK INDEX

You may mark multiple entries at once using the Mark Entry buttons.


After BalfourTools finishes compiling the index, the index and book file save automatically. Then the book file closes and the index displays on your screen

.

Here is a closer view of an index.

If you want to add more manual entries to the index, repeat the steps for marking names and subjects above, and then click the Create Index button again.

Formatting the IndexThe index template has been formatted to automatically apply the appropriate typographic characteristics. If additional formatting is needed, this can be applied to the final index document in InDesign. For easy editing, you may leave the index in one, multi-page document until finalized.

When a spread is complete, create a PDF (this button appears in the Shortcuts view of BalfourTools).

1. When the PDF is successfully created, a confirmation will appear (appearance will vary depending on your computer and operating system).

2. When PDFs of all the spreads to be submitted are complete, go to Setup:

Before creating your final PDF, it is recommended that you run Book Verify from the Verify tab in Settings. Book Ver-ify checks for any errors, including trim size, page number-ing, use of registration black instead of "Black" ink, mixes of RGB and CMYK color images that can cause transparency issues, proper bleeds, and images with resolution less than 300 dpi or stretched out of proportion.

Before you begin: To submit PDFs from BalfourTools, make sure you have BalfourTools v3.1.0 or newer. The version is displayed in the welcome message on the BalfourTools home screen.

You can create PDFs in batches. Go to Setup > Ship and specify the page range.

SUBMITTING PAGES


3. Verify that you are connected to the BalfourTools servers. To do this, go to the Admin tab and click the Load Default buttons next to:

Balfour Authentication URL and Balfour Submission URL

This ensures that the connection to the BalfourTools submission server is up-to-date.

4. Click the Ship tab. The PDFs that are eligible for shipment are listed. To preview a PDF, double-click on it from the list.

5. Log in to identify your school to the BalfourTools submission server.

6. Select the PDF(s) to be shipped (CTRL+click to select multiple spreads).

7. If you are submitting pages for which you have not yet received final proofs, click Send Original for Proof. Balfour will return a proof of your pages. A confirmation will appear after the PDFs have successfully uploaded.

If you are submitting final pages for print (after corrections), click Send Final For Print. A confirmation will appear after the PDFs have successfully uploaded.

Your Shipment History8. Click History to see the shipment history of all spreads.

9. Click Last Transmission to see the details of the last submission made.

Your UserID is the adviser’s email address; the password is the adviser’s StudioBalfour password.


NOTES:

Software Support If you need more information about BalfourTools or yearbook production, please contact your Balfour Account Executive or Balfour’s software Support Team at (800) 947-0510 or via email at [email protected].

Reference Materials PDF versions of most BalfourTools reference materials and a video tutorial series are available at studio.balfour.com (Plan and Create > BalfourTools > Support Materials).

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