Document Basics
6
Creating New Documents 6.3
Opening Documents 6.5
Saving Documents 6.6
Saving Documents Automatically 6.8
Saving Revisions of Documents 6.10
Saving Documents as Templates 6.12
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Document Basics
6
QuarkXPress lets you create new documents from scratch, build documents based on preconfigured templates, and work with previously saved documents. Documents can be saved on a local hard drive, to a connected server, or to a removable media storage device for transportation.
Creating New Documents
Creating New Documents
You can create a new document any time, as long as you have fewer than
25 files open. When you create a new document, you can specify its page size and margin positions, and you can choose whether the document will consist of single pages or of spreads with left- and right-facing pages. You also have the option of creating columns and text boxes automatically on your document pages. To create a new document:
1 Choose File
& New & Document (
CTRL
+
N
).
S Tip
Tabbing through fields
When specifying values in a dialog box, use the
TAB key to move from the active field to the next field, or press
SHIFT
+
TAB to move to the previous field.
Choose File
& New & Document to define page information and create a new document.
2 To specify a standard page size, choose an option from the Size dropdown list. To create a custom-sized page, enter dimensions in the
Width and Height fields.
3 Choose either Portrait or Landscape orientation by clicking the appropriate button.
4 To specify the position of the margin guides (nonprinting lines used to position items on a page), enter values in the fields in the Margin
Guides area.
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Document Basics
S Tip
Default master page
A master page is a nonprinting page used to automatically format other document pages. Every QuarkXPress document contains a master page by default. The default master page formatting is based on settings in the
New Document dialog box.
5 Check Facing Pages to specify that the document contains both leftfacing and right-facing pages.
6 To specify the number of columns on document pages and the spacing between them, enter values in the Columns and Gutter Width fields.
7 Check Automatic Text Box to place an automatic text box on the first page of the document and on the default master page. Click OK.
R Notes on new documents
The size of the automatic text box is determined by the values entered in the Margin Guides area. If more than one column has been specified in the Columns field, the automatic text box will be divided into linked columns automatically.
If you do not check Automatic Text Box, QuarkXPress still draws guides on document pages that reflect the values in the Margin Guides and
Columns areas.
QuarkXPress remembers the values you enter in the New Document dialog box, and uses them as defaults the next time you create a new document.
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A Guide to QuarkXPress
Opening Documents
Opening Documents
QuarkXPress lets you open any combination of 25 documents, templates, or libraries at one time. You can open documents, templates, and libraries created in version 3.1 or later of QuarkXPress. To open a file:
1 Choose File
& Open (
CTRL
+
O
).
Use the Open dialog box (File menu) to locate and open QuarkXPress documents.
2 Use the controls in the dialog box to locate the document you want to open, highlight the document in the list, and then click Open.
R Notes on opening documents
If the Missing Fonts warning is displayed when you open a document, you can click Continue and QuarkXPress will temporarily replace the fonts with a system font, or click List Fonts to display a list of the missing fonts, and have the opportunity to permanently replace them.
If the Nonmatching Preferences dialog box is displayed when you open a document, click Keep Document Settings to use the settings saved with the documents. Click Use XPress Preferences to update the document to the XPress Preferences on your machine; there is a chance of reflow with the new settings. See “Understanding Nonmatching Preferences” in Chapter 4, “Customizing QuarkXPress.”
S Tips
Reflowing documents from previous versions of QuarkXPress
When you open a document from a previous version of QuarkXPress, the program uses the text flow from the older version to prevent text reflow.
At the risk of reflowing the text and changing the design, you can update text flow to the current version by pressing the
ALT key when you click
Open in the Open dialog box. This way, you can update the document to take advantage of improvements in text flow in later versions of
QuarkXPress.
Listing only document files
You can limit the files shown in the list of the Open dialog box by changing the Files of type field from the default All QuarkXPress
Files to just Document (*.qxd).
This will expedite finding documents when a folder contains many different file types.
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Document Basics
S Tip
Templates
If you are planning to create other documents with the same specifications (master pages, style sheets, etc.) as the current document, you might want to save a stripped down version of the document as a template. To do this, choose Templates
(*.qxt) in the Save as type field of the Save as dialog box. See “Saving
Documents as Templates” later in this chapter.
Experimenting
To experiment with new ideas for the design or text in a document, first save the document. Try out your new ideas; then, if you do not like them, choose File
& Revert to
Saved. If you find you like the ideas, but you want to retain your original document too, choose File
& Save
as and save the document with a different name.
Saving Documents
The Save command records changes to your documents each time you choose File
& Save (
CTRL
+
S
). When you choose Revert to Saved (File menu), QuarkXPress discards the changes made since the last time you saved. The Save as command lets you name and save a new document or create a copy of an existing document. To use Save as:
1 Choose File
& Save as (
CTRL
+
ALT
+
S
).
Use the Save as dialog box to save new documents and to save active documents under a new name without replacing the original document file.
2 Use the controls in the dialog box to specify a location for the new document file.
3 Enter a name for the document in the File name field. QuarkXPress automatically chooses Documents (*.qxd) in the Save as type field.
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A Guide to QuarkXPress
Saving Documents
Use the File name field to enter a name for the new document file.
4 Choose a QuarkXPress file format version from the Version dropdown list, then click Save.
R QuarkXPress can open documents saved in version 3.1 or later. Earlier versions of QuarkXPress are unable to open documents saved in the current version of QuarkXPress. Items based on features exclusive to the current version will be stripped from documents saved in older formats.
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Document Basics
S Tip
Revert to Saved and Auto Save
Revert to Saved reverts to the last manually saved version of a document regardless of your Auto Save setting. If you want to revert to the last auto-saved version of a document, press the
ALT key while you choose File
& Revert to Saved.
Saving Documents Automatically
The Auto Save feature protects your work from power and system failures.
When Auto Save is on, QuarkXPress automatically records changes made to all documents and saves them to your document folder. Auto Saves are performed at user-defined intervals (during idle time if possible). QuarkXPress does not overwrite the original files until you choose File
& Save.
Using Auto Save
1 Choose Edit
& Preferences & Application (
CTRL + ALT + SHIFT + Y ); then click the Save tab.
2 Check Auto Save.
Use the Auto Save feature to protect your work from power and system failures.
3 Enter an interval in the minutes field. Click OK. Auto saves will be performed (during idle time if possible) at the specified interval.
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A Guide to QuarkXPress
Saving Documents Automatically
R Auto Save only works with saved documents. If you have an unnamed document that was never saved, it is not backed up by
Auto Save.
Recovering an Auto Saved document
To recover an auto saved document after a system or power failure, choose File
& Open and locate the document. Two files will be displayed in the dialog box: the original document with the *.qxd extension and the auto-saved version, which will have the *.asv extension.
Open the original document; it will be combined with the auto-saved version as it is opened. When you open the document, a warning will display. Click OK to continue.
The Auto Save warning lets you know that you are opening an auto saved version of a document.
The auto-saved document retains changes made until the last auto save occurred. Depending on your auto save interval, you may have lost a few minutes of work. At this point, you can save the document with its auto saved changes (File
& Save), or you can reject the auto-saved changes and return to the last manually saved version of the document (File
&
Revert to Saved).
S Tip
Using Auto Save and Auto Backup together
It is a good idea to use either Auto
Save or Auto Backup. However, if you are using Auto Save and Auto
Backup together, it might be a little overkill. Rather than saving all the time, let Auto Save protect your work. When you want a revision of a document, then save manually by choosing File
& Save or
CTRL
+
S
.
For example, you might want to open a document in the morning, work on it for several hours, then save it. You might work on the document again in the afternoon, then save it and close it. You have created two auto backup versions of the document that day reflecting two different work sessions.
So your Destination folder contains three copies of the document: the original and two revisions. Choosing to do this with many documents can take up a lot of hard drive space.
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Document Basics
S Tip
Auto Backup Destination folder
Revisions created by Auto Backup have a revision number appended to the document name. Because revisions are stored by default in the same folder as the document, and the auto backup files have similar names, locating the original document can be confusing.
To prevent this confusion, choose a different Destination folder when you enable Auto Backup. You might want to create a new folder, called
“Backups,” to store all your auto backup files.
Saving Revisions of Documents
The Auto Backup feature lets you save up to 100 revisions of QuarkXPress documents. When Auto Backup is on, each time you choose File
& Save, the previous version of the active document is sent to a user-defined Desti-
nation folder or the default document folder. A number between 1 and
100 is added to the name of the original file for each new backup; the most recent backup has the highest number. When the number of backup files exceeds the number of revisions you specify, the oldest revision is deleted. Revisions may be retrieved from the specified Destination folder or the default document folder.
Using Auto Backup
1 Choose Edit
& Preferences & Application (
CTRL + ALT + SHIFT + Y ); then click the Save tab.
2 Check Auto Backup.
Use the Auto Backup feature to save up to 100 revisions of documents.
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A Guide to QuarkXPress
Saving Revisions of Documents
3 Enter the number of document revisions you want to retain in the
Keep revisions field.
4 Click the Document Folder button to save revisions to the folder that contains the original files, or click the Other Folder button and then Browse to display the Browse for Folder dialog box.
5 If you clicked Browse, use the controls in the dialog box to select a folder in which to store revisions.
6 Click OK to designate the highlighted folder as the backup folder and return to the Application Preferences dialog box; then click OK.
R Each backup revision of a document you keep is a full copy of the document in a specific state. Specifying a large number of revisions may consume hard disk space rapidly.
Recovering an Auto Backup document
To recover an auto backup document, locate and open the file in the
Destination folder using File
& Open. To avoid confusion with the original file, rename the file as soon as you open it.
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Document Basics
S Tips
Creating a document based on a template
To create a document based on a template, choose File
& Open and choose the template. Then save your file as a regular document.
Saving Documents as Templates
A template is a preformatted document that is protected from overwriting.
You should create templates for any publications that will use the same format repeatedly. Templates should include all essential style sheets, colors, H&Js, master pages, etc. that will be used in documents. However, you should delete all nonessential items, including text and graphics.
Saving a document as a template
You can save any open document as a template using the Save as command (File menu).
1 Choose File
& Save as (
CTRL + ALT + S ).
Save a document as a template by choosing File
& Save as; then choose Templates (*.qxt) from the Save as type drop-down list.
2 Enter a name for the template in the File name field.
3 Choose Templates (*.qxt) from the Save as type drop-down list, and then Save.
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A Guide to QuarkXPress
Saving Documents as Templates
Modifying templates
You can modify a template by saving it again with the Save as command
(File menu).
1 Open an existing template.
2 Choose File
& Save as (
CTRL
+
ALT
+
S
).
3 Choose Templates (*.qxt) from the Save as type drop-down list.
Save changes to templates by saving the changes as the same name, and then click Yes to replace the file.
4 Enter the same name as the existing template in the File name field.
5 Choose the same location in which to save the template.
6 Click Save. A warning is displayed; click Yes to replace the existing file.
S Tips
Opening templates
When you open a template,
QuarkXPress always creates a new copy of the document. The default name is “Document” with a number appended to it according to how many new documents you have opened (for example, “Document 1”).
You do not have to worry about overwriting the original template.
Even if you open a template over a network, a new copy is temporarily saved to your hard drive.
A Guide to QuarkXPress 6.13
