Creative Services Manual (Revised August 2011)
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Introduction: Thank you for joining the Creative Services team! This is a great opportunity for USC students interested in Mass Communications, Journalism and Graphic Design to get out of the classroom experience in their field of study while attending the University of South Carolina (USC).
Student Media Mission Statement Student Media exists to: 1.) Provide an environment that fosters the development of student’s skills in leadership, management, human relations, and fiscal responsibility in a unique cocurricular setting that allows for high levels of participation in daily-run, product-oriented organizations. 2.) Provide realistic opportunities for students to learn and gain competency in specialized mass communication skills ranging from writing; editing; computer-aided design and production; advertising creation; sales and accounting; to radio production, program conception, and on-air participation. 3.) Provide the campus community with print and broadcast media serving as forums for free expression, allowing the exchange of ideas, dissemination of news, outlets for creative work, and vehicles for entertainment; fulfilling a role critically essential to the health of a vibrant university in a democratic society.
First Amendment of the U.S. Constitution: Congress shall make no law respecting an establishment of religion, or prohibiting the free exercise thereof; or abridging the freedom of speech, or of the press; or the right of the people to peaceably assemble, and to petition the government for a redress of grievances.
Employment Requirements Student Designers are required to be FULL TIME USC STUDENTS enrolled in at least 12 credit hours of classes and maintain minimum 2.5 GPA, or the minimum required by your College for graduation. Whichever is higher. Your enrollment status and GPA are checked periodically. If there are any changes to your status at USC, inform your supervisor immediately.
Employee Dress Code The office dress code is “casual� for Student Designers. Remember, this is a professional work environment and clients, University staff and parents visit our offices regularly. DO NOT wear clothing that is over revealing; inappropriate; that contains offensive or explicit graphics; or is dirty or unkempt. Management reserves the right to determine appropriate attire for the Creative Services. 2
Employee Behavior As an employee of Student Media you are expected to act professionally at all times and adhere to the policies set by management. All employees must respect the rights of others and abide by all general S.C. laws and University policies. Willful damage to property owed by the University, faculty, staff or other students is prohibited and could result in disciplinary action and/or criminal prosecution. All employees are expected to arrive to work on time and to work ONLY on Student Media projects during scheduled work hours. DO NOT use Creative Services’ workstations to work on personal projects or homework in your off-hours without management’s permision. DO NOT disrupt other employees while they work. If you want to listen to music while you work, use headphones. DO NOT play music, visit websites or watch any video that contains offensive or explicit content. Management reserves the right to determine what is the acceptable content. The consumption of alcohol or drugs within the Russell House is strictly prohibited. Smoking is not allowed within the Russell House building, but, it is allowed outside, 25 feet away from the building. Be considerate to your coworkers. You are not the only person using your workstation. Keep your work area clean and free of trash. Do not eat food at YOUR DESK. Eat food in the conference room; lounge and eating areas of Russell House; or the cafeteria. If you have a beverage while you work, make sure the cup or bottle has a lid. Before you leave, clean your work area. Sexual Harassment is not tolerated at the University of South Carolina. This applies to student-tostudent harassment. If you are ever in the workplace and you feel offended or uncomfortable by the use of explicit language; demeaning sexist remarks; graphic material; or other verbal or physical conduct of a sexual nature, inform management immediately. All sexual harassment complaints are taken seriously. Let student or staff management know if the environment in the workplace is causing you undue stress, discomfort or angst due to the behavior of staff or student employee(s). A hostile work environment will not be tolerated. Every employee deserves to work in an environment that is safe and comfortable.
Desktop Security All users of University computers and technology resources must share responsibility in securing the confidentiality, integrity and availability of data. Use common sense when using a workstation, checking email or browsing the Web. Below is a list of DO NOTs when using University computers and technology resources: 1.) DO NOT download music, software or videos from peer-to-peer sharing networks using University computers or network. This includes but is not limited to Limewire, Kazaa, BitTorrent, Gnutella, etc. UTS monitors all data entering or exiting the University network and will find out where the data went. Read your technology fee End User License Agreement.
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2.) DO NOT download and/or install unauthorized software on any workstation or laptop -- even if it is software you purchased for your personal use. Software audits occur from time to time and
Student Media has to justify where software came from installed on University computers. Unauthorized software include but not limited to fonts, widgets, applications, utilities, screen savers, icons, and others. Let management know if there is software that you would like to use and will improve our workflow. We will review the software and consider it for purchase. Most times, we will buy the software needed for work-related purposes. 3.) DO NOT send sensitive information like Social Security or credit card numbers over email. Also, do not send sensitive personal or work passwords over email. As you can tell from all the SPAM we get, our email system is not secure. Also DO NOT send sensitive information like Social Security or credit card numbers over Facebook message, Twitter or text messages. 4.) DO NOT open email from unknown or untrusted sources. If it looks like spam, do not open the email or ask a supervisor before opening. NEVER click on a link within an email that appears to be SPAM. Although Mac OS X is not as vulnerable as PCs to viruses, malware can enter the University network through an Apple workstation and infect the system. 5.) DO NOT visit websites that could contain malware or viruses. Websites with adult content and gossip sites are notorious for malware. Moreover, viewing adult content on work computers is not permited and could lead to student disciplinary action. 6.) DO NOT post sensitive personal information within your peer-to-peer network profile. Info like your place of birth and birth year can be “mined” to extract a partial Social Security number. Also, phishing within peer-to-peer networks has become a scurity risk. Don’t make it easy for the bad guys to get your personal information. DOs... Keep passwords and IP addresses for accessing Student Media servers, desktops, stock photography, news resources and email confidential. Student Media pays for memberships to various resources and are to be used for Student Media-related work ONLY. Protect your privacy by remembering to log out or quit Web browsers after visiting personal bank accounts, email or academic resources like VIP, Blackboard and ITAMS. On most workstations, Firefox Web browser is set to delete all user private data (history, passwords, auto-fill, etc.) upon quitting program.
FaceBook/MySpace/Twitter/IM/Google+/Tumbler/Blogs Your future employer, family and friends could ALL have access to your social media profile and sites. Employers can pay a fee to peer-to-peer networking websites that allow them to view “private” profiles. We strongly recommend that you do not post pictures or videos of yourself in embarrassing situations or that do not show you in a favorable light. Remember, when you post something on the Web or send out a message on Twitter, you are giving up some of your right to privacy.
Your Work Schedule Student Media expects you to be here at your scheduled work time. Like with any other job you might have while attending college, once you agree to work during those times you are making a 4
time commitment to Student Media. If you need time off, you must request the time off. If the work load is such that we cannot give you the time off, try and have a coworker cover your shift. The Production Manager has a list of contact names and phone numbers.
HR, Payroll with VIP and ITAMS Federal law states that USC must have a completed copy of an I-9 Employment Eligibility Verification form on file for every employee. Included with this form is a photocopy of employee’s U.S. Passport or Driver’s license and Social Security card. Payday is the 15th and the last day of every month. You must set up the direct deposit of your paycheck to your bank using VIP. To keep up with your time use the sign-in sheet provided by the Production Manager. You must submit a complete ITAMS timesheet every week for approval in order for you to receive a paycheck from USC Payroll. At the end of every week input your time using ITAMS and submit it for approval to your supervisor. Payroll uses your ITAMS and VIP direct deposit information to deposit your paycheck into your selected bank account. Management will review your submitted ITAMS time-sheet and compare it to your weekly sign-in sheet to approve your time. If you have questions about or need help using ITAMS or VIP, ask a supervisor. More ITAMS information is available online at: http://busfinance.admin.sc.edu/payroll/itams.asp
Office of Student Media Staff 2010-2011 Director of Student Media: Scott Lindenberg, 803-777-3915 Advertising Manager: Sarah Scarborough, 803-777-5064 Creative Director: Edgar Santana, 803-777-5094 Production Manager: C. Neil Scott, 803-777-2833 Business Manager: Kristine Capps, 803-777-7866 Garnet & Black Editor: 803-777-1149 The Daily Gamecock Editor: 803-777-3914 WUSC Station Manager: 803-777-5468 SGTV Station Manager: 803-777-3760 Student Media main office: 803-777-3888 In case of an emergency, call 911.
Apple Computers
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Student Media is an Apple computer environment. Prior experience using Apple computers is expected. If you have trouble using your Apple computer or have questions navigating the Mac OS X, contact your supervisor. Currently, Student Designer’s workstations are 24” and 27” Apple iMac Intel Core 2 Duo computers running OS X version 10.6.8. Adobe Creative Suite 5 is installed on all Creative Services workstations. CS5 includes Acrobat Professional, Distiller, Bridge, Dreamweaver, Fireworks, Flash, Illustrator, InDesign, Photoshop, and others. Also installed on workstations is InCopy CS5; Fetch and FileZilla FTP clients; Microsoft Office 2011; Suitcase Fusion 3 and other apps and utilities.
All computers are connected to a central workgroup server which stores all data for The Daily Gamecock newspaper, Garnet & Black magazine, SGTV, WUSC, Student Media and Creative Services. DO NOT save any work documents directly in your workstation. ALWAYS save information to the server where it can be accessed easily by other users. If you have any problems with your Apple workstation (like freezes or software crashes) inform your supervisor.
Getting Started When you get to work, check if you workstation is on by clicking on the keyboard or turn it on by pressing the power button on the back bottom lower left-hand corner of the back of the monitor. After the computer has booted, login to the workstation. All workstations are password protected to prevent unauthorized use. Ask your supervisor for the password to login to your computer. When you login to workstation the following applications will start up automatically: Outlook 2011 email, calendar Creative Services, Fonts and Graphics volumes of student server Bridge CS5 Suitcase Fusion 3 Next, open any applications you are going to need during your work session. If any issues arise when opening or closing any applications or on login or logout on a workstation like freezes or crashes, contact your supervisor.
Ending a Work Session When you are finished with your work session, log off any server volumes and close all open applications. To protect your privacy, be sure to close Web browsers accessing your work/personal email accounts, Facebook/MySpace profiles, Twitter, checking/savings accounts, VIP/ITAMS, class schedules, etc. Once all applications are closed, log out of the workstation by selecting the Apple menu on the Finder (desktop) window and choosing “Log Out (Login name)...” or clicking Shift-⌘-Q. Users can also Restart a computer when they end a work session (prefered).
Checking Creative Services E-mail One of the first things you must do as soon as you come to work is check the Creative Services and Ad Sales e-mails for any new or urgent messages. You can check the e-mails in two ways. One, by using Outlook 2011, or two, by logging in via Outlook Web App through an Internet browser (https://webmail.sc.edu). Outlook 2011 is preferred since it will not log a user out due to inactivity. Outlook 2011 will open at startup on all Production computers. Both SACSADS and SASALES accounts are preprogramed into Outlook 2011. 6
Review e-mails. All e-mails in BOLD TYPE are unchecked messages. Look for emails with attachments from outside vendors or University clients. Often these emails contain camera-ready artwork attachments. Determine when the artwork is to publish and save it in the appropriate run day folder in the server.
Checking Ad Sales E-mail Sales Reps have their own email account which they periodically reference in Production Orders. The user name for this account is SASALES. Ask an administrator for the password. Check SASALES email account on a regular basis for sales rep information, client comments and client artwork. SASALESm or Ad Sales, email account is preloaded in Outlook 2011 and can be accessed just by clicking on the account Inbox in Oulook 2011. Also, you can access Ad Sales by logging in via Outlook Web Access through an Internet browser.
Workspace Color Management Adobe Bridge is a powerful image search/preview application, as well as, a useful color management tool for the entire Adobe Creative Suite. It should start up when you Login to all workstations. If you are working on artwork that will publish in The Daily Gamecock newspaper: Go to Bridge application under Edit>Creative Suite Color Settings (Shift-⌘-K) and select the GCK_ Newspaper_2010 color setting or North America Newspaper. These setting mimic the dot gain generated as ink imprints on newsprint paper and the way color is reproduced on newsprint. On screen, images and graphics will appear darker and with less contrast. This will enable you to make better judgements when correcting the color and brightness of images and graphics across Creative Suite. If you are working on art that will publish in the Garnet & Black magazine: Go to Bridge application under Edit>Creative Suite Color Settings (Shift-⌘-K) and select the North America Prepress 2 color setting. This setting mimics the dot gain generated as ink imprints on coated paper. On screen, images and graphics will appear bright and with appropriate contrast. This will enable you to make better judgements when correcting the color and brightness of images and graphics across CS. For Web based graphics, use the North America Web/Internet setting. These settings can be changed on-demand as you change from project to project through Bridge or in individual CS applications like Illustrator, InDesign and Photoshop. WARNING: If the incorrect color setting is enabled when you color-correct an image, you can severely over/under compensate the color, brightness and contrast. Always double-check your color settings. This can be done through Bridge.
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Creative Services Ad Creation Guidelines Naming Documents. In the file name of each document, use an underscore between each word. Name the document using the following formula:
client_ad size_color scheme_run date.application extension (.indd, .eps, .ai, .pdf )
Always use underscores or dashes between words in a file name. This helps make the document more cross-platform friendly and will be less likely to encounter issues deploying from web servers. Plus, our naming convention provides critical info of the file for searches. Ex. Moes_3x5_4C_070810.ai Use the following codes for file name color schemes:
Black & White: BW Spot Color: S(Color Number) – see chart from The State Full Color: 4C
Document Size. For efficiency, practicality and due to limited space available in the workgroup server, do not create artwork of excessive size...25 MBs or larger. Large artwork takes much longer to open and close; to save to workgroup server; to render on screen; and to package for a print vendor. Especially problematic are Illustrator and Indesign documents with transparencies and/or drop shadows. As tempting as these effects are in Illustrator and InDesign, try to avoid over using them when possible for they create very complicated files that are very large and often do not print properly or they print with unexpected results. In many cases, the effect can be created by other means that do not create overly complex documents. If you have questions about reducing the size of a document, ask your supervisor.
Sales Flier Document Size. Sales fliers are sent via email by sales reps. This means that they should be very small in data size... somewhere between 500 and 750 KB. Sales flier artwork that is any larger than 500-750 KB will ultimately clog the email system. Remember, sales reps tend to flood all of their clients with sales fliers. Consequently, if the flier file is large (2-5 MBs), it could end up clogging the email account. Ex. 30 emails x 5 MB attachments = 150 MBs; 20 emails x 14 MB attachment = 280 MBs To create small sales fliers, do the following: 1.) Try to avoid using Drop Shadows and Transparencies within your artwork. 2.) Ensure the document’s Raster Effect Setting is set to Screen (72 ppi). This setting is found under Effect>Raster Effect Setting ... in Illustrator CS5. 8
3.) Ensure the document’s Transparency Flattener Preset is set to Low Resolution. This setting is found under Edit>Transparency Flattener Preset...in Illustrator CS5 and InDesign CS5.
Helpful Hints For Creating Smaller Files: Use Tints instead of Transparency/Opacity to lighten colors/gradients. Ex. 30% Black Tint creates a much smaller graphic than Black with 30% Opacity Save photos as TIFF files even when they have Clipping Paths. InDesign and Illustrator recognize Photoshop Clipping Paths. Create gradients using vector graphics within Illustrator or InDesign using Tints and/or shades of color.
Place images into InDesign/Illustrator that are created relatively close to the dimension they will appear in print or online. Ex. 4” x 3”, 300 dpi, CMYK, TIFF photo is 4.12 MBs. 12” x 9”, 300 dpi, CMYK, TIFF photo reduced by 67% is 37 MBs with an effective resolution of 909 dpi. Keep pasteboard clutter to a minimum.
4.) When saving the sales flier as an EPS and you are using Tranparency or Drop Shadows, ensure that the Transparenct setting is set to Low Resolution. This is under the EPS dialog box’s Advanced tab in InDesign CS5. 5.) Create sales flier PDF file using Distiller’s “Smallest File Size” setting from the Default Setting drop-down menu instead of “The State” setting. If performing all of the above does not yield a small enough document, rasterize the file in Photoshop and save as a 150 dpi, RGB JPEG image.
Saving Documents. Always save your documents to the workgroup server. There are different places to save a document depending on what project you are working on. Always save support documents (photos, text, etc.) used for the ad within the client folder.
Saving Ads for The Daily Gamecock newspaper. There is a folder in the Creative Services volume for each day The Daily Gamecock newspaper publishes. If you are working on an ad that publishes in The Daily Gamecock newspaper, you must save the document in the folder that corresponds with the correct run date and the client file within. For example, if you are creating an ad for Moe’s to run August 21, 2011, follow the thread below: Ex. Creative Services > Ads-Gamecock > Creative Ads > 2011 > 8-August > 8/21> Moe’s
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Ads for Garnet & Black magazine. If you are working on an ad for the Garnet & Black magazine, you must save the document to the following folder: Creative Services > Ads-Gamecock > G&B Ads (Issue)
Ads for dailygamecock.com website. If you are working on an ad for the dailygamecock.com Web site, you must save the document to the following folder: Creative Services > Ads-Gamecock > Website Ads > Web Ads (Year)
Ads for gandbmagazine.com website. If you are working on an ad for the gandbmagazine.com Web site, you must save the document to the following folder: Creative Services > Ads-Gamecock > G&B Ads (Web)
Inside Projects. If you are working on an Inside Project job, you must save the document to the following folder: Creative Services > Inside Projects 2011 > (folder for project)
Outside Projects. If you are working on an Outside Project job, you must save the document to the following folder: Creative Services > Outside Projects 2011 > (folder for project)
Ad Versions and Workflow (Also, see Creative Services Ad Preparation Workflow chart) Native Version of Layout: Use InDesign (preferred) or Illustrator to create ad layouts. DO NOT use Photoshop as a print ad layout program! When working on aprint ad, save the native layout (.ai, .indd) and support documents (.eps, .jpg, .tif, etc.) used with this job within the client file. NOTE: Always check the Graphics volume on the server for logos and artwork. If necessary, update any logos or artwork.
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While you are working on an ad, save the original layout of the ad in its native format and with all fonts active. Ex. Moes_3x5_4C_070811.indd, Moes_3x5_4C_070811.ai Print the artwork for the ad once it is completed. If the ad is in black and white, spot-color or fullcolor, print the artwork using the Canon iR2880 Color Printer. To print to the Canon Color Printer, go to File > Print and select the Canon Color Printer from the drop-down menu. To ensure that the correct print setings are used to print your job, click on the Page Setup and Printer butons to verify that Canon Color Printer is selected. Once all the settings are verified send the job to the printer by clicking on the Print button. Enter the correct printer username and password for Creative Services. Ask your suppervisor for the UN and PW. NOTE: If you are using Illustrator to create a layout and incorporating photographs, DO NOT EMBED THE IMAGES within the native Illustrator document. All photographs must be placed as LINKED ITEMS. Link photographs must be stored within the client file in an Art folder or in the Graphics volume. Embedding images disables several key functions in Illustrator that are only available when an image is Linked. Furthermore, once the image is embedded, it cannot be easily updated, edited or color corrected in Photoshop. Ensure that the “Link” button is engaged within Illustrator’s “Place...” dialog window. REMEMBER: Save and save often to prevent loss of data in the event the software freezes or there is a power outage!
EPS Version of Layout: After the ad is completed; has been printed; been submitted for approval; and you have saved the original file in its native format, THEN convert all text to paths and SAVE AS or EXPORT as an EPS.
Ex. Moes_3x5_4C_07081!.eps
PDF Version of Layout: After you have saved the original file in its native format; converted all text to paths and SAVED AS an EPS; THEN you must save the ad as a PDF. This is the PDF file that will be used by sales reps as a PROOF to send to clients for approval and used by the Production Manager to create a final ad artwork to place within newspaper. YOU MUST USE ADOBE DISTILLER TO CREATE PDF FILE USING THE STATE SETTINGS. DOUBLECHECK SETTINGS AS YOU SELECT EPS DOCUMENT. To create a correct PDF, first open Adobe Distiller and ensure The State setting is selected. Then, drag the EPS document you want to convert into the Files In Job Que window (white box in the middle of the dialog box). Ex. Moes_3x5_4C_070810.pdf NOTE: Make sure the correct setting is selected for converting PostScript/EPS documents to PDF. For ads publishing in The Daily Gamecock or Garnet & Black magazine choose The State setting. 11
Watermarks and Copyright Metadata: Add a Watermark to all PDF PROOFs being sent tas Spec Ads or to non-USC clients. This is done directly in Acrobat. Open a PDF document you want to Watermark in Acrobat. Select Document > Watermark > Add.... In the Add Watermark box type the word “PROOF” in the Text field; select Arial Black as the font; reduce Opacity to 20%; rotate word 45˚ or appropriate amount in relation to artwork; select “Scale relative to target page” and type in “80%” to ensure proper coverage of image with word. One can save this Watermark preset as The Daily Gamecock. Copyright metadata is added to a PDF in Acrobat. Open a PDF document you want to Copyright in Acrobat. Select File > Properties... (⌘-D). Then click on Additional Metadata button. Under the Copyright Status drop down menu select Copyrighted. In the Copyright Notice field type the following: © University of South Carolina ALL RIGHTS RESERVED Save the document to ensure Watermark and Copyright data are embedded in PDF file. As you become more comfortable with the software, you will discover many useful shortcuts. In Finder, when one drags a document’s icon onto an application’s icon in the Dock, it automatically opens it in that application (if possible). To expedite the creation of PDF documents, you can drag an EPS on to the Distiller icon on the Dock. A PDF will be created using Distiller’s default setting for EPS documents. Make sure this setting is set to The State before performing this short cut.
Revised Version of Layout: If an original ad has been modified by a client or sales rep, save the modified version of the native, EPS and PDF in the client folder. Use the “SAVE AS” function to add “REV” in ALL CAPS in the beginning of each file name of the revised document to denote it from the original. Then, create a new folder called Old Version within the client file and place the old versions of the native, EPS and PDF file in it. We will keep the unmodified versions temporarily in case client wants to revert to older version.
Ex. REV_Moes_3x5_4C_070810.indd, REV_Moes_3x5_4C_070810.eps REV_Moes_3x5_4C_070810.pdf
Again, ALWAYS SAVE TO THE SERVER!
Approved “FINAL” Version of Layout: Once ad is approved, rename the PDF by adding the work FINAL to the file name. Ex. FINAL_Moes_3x5_4C_070810.pdf The FINAL PDF document is used by the Production Manager to create the artwork used in The Daily Gamecock layout. 12
NOTE: In some instances when a PDF proof is too large or if we do not want to give a client a print-ready PDF proof, it is acceptable to create a low resolution PDF file using the “Smallest File Size” setting in Distiller or converting the file into a JPEG for proofing purposes ONLY. To create the JPEG, drag the EPS version of the file into Photoshop, rasterize at 72 dpi and save either as an RGB or Grayscale image. Add the word “PROOF” to front of file name. Always vet the “FINAL” PDF in Acrobat using Output Preview.
Outside Vendor Camera-Ready Artwork National, regional and local advertising agencies; clients; and USC clients submit Camera-Ready artwork to Creative Services. All Camera-Ready artwork must be reviewed (and if necessary corrected) before its delivered to the Production Manager. Student Designers must make sure all Camera-Ready artwork is created to the correct size, meets all technical requirements, and includes all support documents and fonts needed to print. If the Camera- Ready artwork includes color, it must be reviewed and corrected (if necessary). NOTE: Always save the original artwork submitted by the advertiser. Create an Original Artwork folder in the client folder within the run day file and place art into it. Client must give Creative Services permission before we can make major alterations to their Camera-Ready artwork.
Camera-Ready Ads Creative Services technical requirements for Camera-Ready PRINT ads include: • Correct dimensions of document as it will reproduce in publication; • Correct use of spot color formula(s); • Correct Grayscale, Spot Color, CMYK color assignments for ALL graphics and images; • Embedded fonts within PDF; and • High resolution images (180 dpi minimum for newspaper, 300 dpi for magazine). Creative Services technical requirements for Camera-Ready WEB ads include: • Correct type of file for online publication (.jpg, .gif, .swf ); • Total file size must be less than 100KB; • Animated Flash ads (.swf ) must be 12 frames per second MAX; • Correct pixel dimensions of file (300 x 250, 728 x 90, or 125 x 250); • Correct use of RGB color space; • Appropriate resolution of images (72 dpi ); and • Click-thru URL provided Open Camera-Ready PDFs in Adobe Acrobat to review. Document Dimensions: Review document’s dimensions by checking the Document Properties (⌘-D) and clicking the Description button. 13
If ad is created to the wrong size or uses incorrect color formulas, inform appropriate sales rep and request that client provide revised artwork. If client cannot provide a revised PDF, the document must be edited using one of the following methods: Acrobat Advanced Editing Tools; open file in Illustrator, or rasterize file in Photoshop and edit. Edit document and re-save as “REV” PDF. Alsways keep a copy of original client -provided file. NOTE: When a missing font warning pops-up when opening a Camera-Ready PDF in Illustrator, substitute missing fonts with the closest matching fonts available OR convert all fonts to Outlines within Acrobat Professional using Advanced/Print Production/Flatener Preview. Look for buttom within Transparency Flattener Preview Options section of Flatener Preview window (left column, toward center). Spot Color/Color Assignments/Image Resolution: Check graphics and images within Camera-Ready PDF using Adobe Acrobat’s Advanced Editing Tools. Use the TouchUp Object Tool to select a graphic or image you want to check within the PDF. After the graphic or image is selected, hold down the Option key and double-click on the graphic or image. Vector graphics will open automatically in Illustrator and raster images will open automatically in Photoshop. NOTE: You can select multiple graphics or images by click-dragging across PDF or by holding down the Shift key as you select multiple objects. Vector Graphics: Click on the graphic with Illustrator’s Direct Selection Tool. Using the Color Palette double-check the color make-up of the graphic. No vector graphic that will publish in a print publication should be built using RGB color. The graphic’s color should match the color specified in the Production Order. If it does not match, correct and save. The PDF file will be updated automatically! (See Acceptable Spot Color Formulas Chart). Raster Images: Note the color mode information in the window header at the top of the document. It should match the color specified in the Production Order. If the image appears within a black and white ad, the image should be a Gray/8 file. If the image appears within a Full Color ad, the image should be a CMYK/8 file. If it does not match, correct and re save. The PDF file will be updated automatically! (No raster image that will publish in a print publication should be saved as an RGB file). NOTE: Spot color raster images are treated differently then full-color images since only a portion of the raster image contains color and the rest is typically Grayscale. If you encounter a problem with the color make up of a spot color raster image within a Camera-Ready file, contact your supervisor.
Color Proofing and Correction in Adobe Acrobat Adobe Acrobat Professional includes very powerful tools to double-check the color of a PDF document. To double-check the color makeup of a PDF document use Acrobat’s Advanced Print Production tools. Under the Advanced drop-down menu, select Print Production>Output Preview.
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The Output Preview window includes several buttons and two additional windows. If you are working on a newspaper ad, select US Newsprint (SNAP 2007) Simulation Profile from the top drop-down menu. To further emulate the profile, click the “Simulate Black Ink” and “Simulate Paper Color” buttons. This will give you a very accurate depiction of how the artwork will look once it is
printed on newsprint paper. To check the color makeup of the document, review the “Separations” window. For our current print production scheme, only CMYK plates should be present within this window. If a spot color (Pantone) plate is present, there is an error within the PDF document’s color makeup. This color error must be rectified before proceeding. A spot color could cause major printing problems when the production staff at our printing facility attempt to print separations of the page that contains the artwork in question. Also, check PDF document for RGB files. In the Output Preview window click on the “Show” dropdown menu and select RGB. Any graphics or images created with an RGB color scheme within the PDF document will be shown. An RGB image present within the PDF document will cause major printing problems later on in the print process. The image must be color corrected before proceeding. A graphic embedded within the PDF file can be corrected within Acrobat. Select Tools > Advanced Editing Tools > Touch Up Object Tool. Then select the graphic(s) you need to edit within the PDF and double-click while holding down the Option key. The graphic opens in Photoshop if it is a raster image or Illustrator if it is a vector or combination of file types. Make any necessary corrections and save the file. Acrobat should automatically update the graphic. WARNING: This process can be prone to technical problems.
Creating Spot Color in a Raster Image To colorize a spot color raster image, first open the image in Photoshop. Convert the image to a CMYK document. Select all the areas within image where the spot color is to be applied. Select areas using one or more of the following: Magic Wand tool; Lasso tool; create a custom path and converting it to a selection; or using the Color Range selection tool. After selecting desired areas, click on the Foreground Color swatch within Photoshop’s Tools palette. Input the desired CMYK values from the Acceptable Spot Color Formulas into the CMYK boxes of the dialog box. Next, select the Fill Color command (Shift-F5) under the Edit drop-down menu. Make sure “Foreground Color” is selected in the drop down menu within the Fill Color dialog window. Click “OK.” The desired spot color will be applied only within the selected areas of the image. Typically, the remainder of the image will be Grayscale. To convert the unselected part of the image to grayscale, select the inverse of the current selection by choosing Inverse (Shift-⌘-I) from the Select drop down menu. Now that you have selected the areas you want to convert to Grayscale, open the Hue/Saturation (⌘-U) dialog box under Image>Adjustments drop down menu in Photoshop. Check the Colorize box and then move the Saturation slider all the way to the left. This step removes all color information from the selected area and leaves only a Grayscale (black) image. Save image as an EPS and place within your layout like a normal image.
Working With Images The standard formats used in the print industry to save raster images are TIFF (Tagged Image File Format) and EPS (Encapsulated PostScript). TIFF and EPS files are very reliable, retain accurate color information and are cross platform. Save all raster images as TIFFs and vector graphics as Illustrator or EPS files. Clipping Paths can be applied to TIFF images in Photoshop and are recognized by Illustrator and InDesign. Photoshop native files (.psd) can be used when you need to 15
preserve transparency within an image that will be placed into InDesign or Illustrator. TIFF files can be used when creating large raster images. In some instances, Photoshop PDF images can be placed within layouts. All print images must be saved as either a Grayscale or a CMYK file. Web only images can be Saved for Web & Devices in Photoshop as JPEG or GIF files and are always RGB color. The rule of thumb for choosing one over the other is as follows: Save images with photographs or numerous gradients and tonal changes as JPEGs. Save images with mostly solid colors or animation as GIFs.
Image Manipulation To ensure consistent reproduction of photographs and images in The Daily Gamecock newspaper, magazine or the Web adhere to the following guidelines for image manipulation. These are general color formulas. Use your judgement as a graphic artist when applying any of these formulas to an image.
Converting RGB Color Images to Grayscale Option A 1.) Open RGB image in PhotoShop 2.) Convert image to LAB color 3.) In Channels Palette, select Lightness channel 4.) While still selecting the Lightness channel, convert image to Grayscale 5.) Image will be converted to Grayscale using the Lightness Channel color information
Converting RGB Color Images to Grayscale Option B 1.) Open RGB image in PhotoShop. 2.) Select Image > Adjustments > Black & White... 3.) Adjust color sliders so that image looks closely to original RGB file. 4.) Finally, convert image to Grayscale. This method is good when one wants to adjust the gray equivalent of certain RGB colors. Sometimes the Grayscale conversion alters certail RGB colors in undesired ways.
Maximizing Grayscale Images for Newspaper or Uncoated Paper
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1.) Open photograph or image in PhotoShop. 2.) Convert image to Grayscale.
3.) Adjust Levels (⌘-L) Output levels for Grayscale: Low 10 and High 248 Input levels (use sliders) High Point: (if necessary) Mid Point: Slide to left to 1.30 Low Point: (if necessary) 4.) Adjust Curves (⌘-M) if image is still a little dark. 5.) Select Resample Image button Resize to desired FINAL size and at 180 dpi. NOTE: Whenever possible, save image “TO SIZE” or at the size it will appear in the newspaper. 6.) Last thing, Sharpen image using the Smart Sharpen filter with the following general settings: Amount: 100-120% Radius: 1-1.5 pixels Always save image as a TIFF or EPS file. NOTE: Shadow/Highlight adjustment has proven very usefull when editing images that are too dark or have blown-out highlights.
Maximizing CMYK (full-color) Images for Newspaper or Uncoated Paper 1.) Open image in PhotoShop 2.) Convert image to CMYK 3.) Adjust Levels (⌘-L) Output levels for CMYK: Low 8 and High 250 Input levels (use sliders) High Point: (if necessary) Mid Point: Slide to left to 1.25 Low Point: (if necessary) 4.) Adjust Curves (⌘-M) if image is still a little dark 5.) Adjust Image Size (Option-⌘-I) Select Resample Image button Resize to desired FINAL size and at 180 dpi NOTE: Whenever possible, save image “TO SIZE” or at the size it will appear in the newspaper 6.) Last thing, Sharpen image using the Smart Sharpen filter with the following general settings: Amount: 100-120% Radius: 1-1.5 pixels 17
Always save image as an TIFF or EPS file.
NOTE: Shadow/Highlight adjustment has proven very usefull when editing images that are too dark or have blown-out highlights.
Maximizing CMYK (full color) for G&B Magazine or Coated/Gloss Paper 1.) Open image in PhotoShop 2.) Convert image to CMYK 3.) Adjust Levels (⌘-L) Output levels for CMYK: Low 8 and High 252 Input levels (use sliders) High Point: (if necessary) Mid Point: Slide to left to 1.25 Low Point: (if necessary) 4.) Adjust Curves (⌘-M) if image is still a little dark 5.) Adjust Image Size (Option-⌘-I) Select Resample Image button Resize to desired FINAL size and at 300 dpi NOTE: Whenever possible, save image “TO SIZE” or at the size it will appear in the newspaper 6.) Last thing, Sharpen image using the Smart Sharpen filter with the following general settings: Amount: 80-100% Radius: 1-1.5 pixels
Using Shadows/Highlights Feature in PhotoShop The Shadows/Highlight feature in Photoshop is especially useful when editing images that contain dark subject matter that was not properly lit or exposed. For example, it can lighten dark African American skin tones in images when other techniques compromise the mid and high tones of the image. Also, one can tame blown-out highlights in overexposed areas of an image. To access the Shadow/Highlight palette in Photoshop go to Image > Adjustments> Shadows/ Highlights... Use the Shadow/Highlight adjustments sparingly. Lightening the shadows too much or darkening the highlights excessively can distort the image. Always review the image as it appears on screen. Remember, it is very important to have details in the shadows AND in the highlights in a wellbalanced image. Be warned, some images cannot be saved! A bad photo with blown out highlights or totally black shadows cannot be improved in Photoshop. Crap in. Crap out! 18
Always save image as an TIFF or EPS file.
The above information is presented as a guidelines for designers. It is for reference only. Designers have ultimate control over the images they edit and should make decisions based on the image they see on screen.
Web Based Graphics NOTE: The dailygamecock.com’s Content Management System (CMS) will only allow images up to 100 KB in size for Web banner ads. Be sure the graphics you create are less than 100 KB. Create all artwork to be used on the USC Intranet, dailygamecock.com, gandbmagazine.com and/ or Internet using Illustrator, Photoshop or Flash. Ensure that all applications are set to RGB Color mode and that the rulers are set to pixels. In Bridge, select Monitor Color as the Creative Suite Color Setting. Complex multi-frame artwork should be created in Illustrator using layers and then Copy/ Pasted into Photoshop or imported into Flash. All final Web artwork must be 72 dpi and Flash animations 12 frames per second.
Animated GIFs in Photoshop CS5 Create animated GIFs in Photoshop CS5 using the Animation dilog box. The most efficient way to create GIF animations is to first plan each frame of the animation by creating thumbnail scketches of each frame or writing an outline. Then, create a separate Layer Group for each animated Frame. Layer Groups can contain numerous layers of text, smart objects and/or images. As you work, test the animation by hiding from view each Layer Group. This will give you an idea as to how the animation will flow. NOTE: It’s a good idea to create a background layer of solid color that will remain static throughout the animation. Also, any element (logo, text, etc.) that will remain static throughout the animation should be saved outside of the Layer Groups. When you have created all the Layer Groups and backgrounds for the animation, use the Frame Animation view to create the animation. First, duplicate the first animation frame by the total number of frames of the animation. If the animation requires three frames, duplicate the first frame two times (total of three). To select which Layer Group is visible in each frame, select the Layer Group’s Visibility button (Eye). Only display the Layer Groups you want to show for each animation frame. The hiding and showing of Layer Groups is the basis of the animation. Next, select a pause time for each Frame. For Frames with text and/or logos, select the appropriate increment of time so that readers can have sufficient time to read the information. The best way to gauge this is by trying to read the frame yourself. This is part of the User Experience (UX). Keep the total file size under 100 KB by adjusting quality of GIF file color using Photoshop’s Save for Web & Devices feature and selecting the settings that best fit your image. One can choose from several GIF presets or create a custom set of parameters. The Quality slider can have dramatic effects on file size and appearance of images. Remember to keep the image under 100 KB. 19
If a designer feels more comfortable using the Timeline animation tool in Photoshop go ahead. It more closely resembles Flash’s timeline animation and gives a user additional tools to control motion between keyframes.
Creating Banner Ads in Flash CS5 Creating banner ads in Flash CS5 is a bit more complicated than in Photoshop, but one can create banner ads with more functionality and of smaller size. It’s recommended that users create the framework of the banner ad in Illustrator and then import the layers and artwrok into Flash. In Illustrator, do all the preplanning by separating the artwork into layers for the animation. If you are planning on animating certain objects like logos or graphics, put them on a separate layer. This will become very useful when the document is imported into Flash. Also, name your layers so that the contents are recognizable -- not Layer 2, Layer 4, etc. Use Logo, Hand, Text, etc. When one is finished preplanning in Illustrator, save the document normally. Another helpful hint is to convert ALL text to outlines in the Illustrator file since Flash sometimes does not import text properly and will NOT embed fonts into a SWF file. In Flash, create a new document. Ensure you select the ActionScript 3.0 version and that the Properties of the file show the animation will be 12 FPS (Frames Per Second). This determines the quality of the video. The higher the frame/sec the smoother the animation. For Web purposes, 12 FPS is the rule of thumb. Choose the correct pixel size for your ad (300x250, 468x60 or 120x240). Then, select File > Import > Import to Stage... Choose the Illustrator document you wish to import onto the document stage. Ensure the “Convert layers to...” drop-down menu reads “Flash Layers”. When the document opens, note all the Illustrator layers were imported and converted to Flash layers. Next, adjust the timeline of each layer to set the start and end time of the layers animation. You do this by clicking on the first frame of the layer and dragging it to the left to the desired spot. Then insert a keyframe where one wants the visibility of the layer to end. The layer will only be visible in the timeline from the first frame to the last keyframe. Repeat this for all frames; adjusting where in the timeline the layers become visible. If there is text within the layer, be sure to give the reader enough time to read it! Simple fade-ins and Tween animations can be done in Flash. First convert the item one wants to animate into an Movie Clip Symbol. Select the item within the layer and select Modify > Convert to Symbol... From the Type drop-down menu select Movie Clip. This will enable Flash to use the item in animations. To fade-in an object, create a selection of frames where the object is visible on the time line. In the fist frame of the selection, select the object. In the Color Effect pallette, select Alpha from the Style drop-down menu. Move slider to 0%. The selected object now disappears. Next, place a keyframe within the selection of frames where the object is visible. Select the keyframe and in the Color Effect pallette move the Alpha slider to 100%. Now, select all the frames between the first and the keyframe and make them Classic Tweens by Control-clicking on the selected frames and choosing Create Classic Tweens. The object will now fade in over the selected frames. 20
To add motion to an object, create a selection of frames where the object is visible on the time line. In the first frame of the selection, select the object and move it to the starting position of the animation (this can be off the stage). Then, place a keyframe within the selection of frames where the object is visible. Select the keyframe and move the object to the ending position of the animation. Now, select all the frames between the first and the keyframe and make them Classic Tweens by Control-clicking on the selected frames and choosing Create Classic Tweens. The object will now move from the starting position to the ending position over the selected frames. To move an object faster, have less frames between starting and ending positions. Adding buttons to Flash banner ads is simple. Typically, one wants the entire area of the banner ad to be the button. First, select Control > Enable Simple Buttons. Then, create a new layer and name it Button. Select the first frame of the layer. Then using Flash’s Rectangle Tool, create a rectangle that will cover the entire banner ad, don’t worry about the color of the rectangle. Next, select the rectangle, Control-click it and select Convert to Symbol... Choose Button from the Type drop-down menu. Then, Control-click the Button symbol and select Edit in Place. Here, click-hold the first frame, Up, and drag it all the way to the right, Hit. This makes a simple event button. More complex button events can be created by adding different actions to the each mouse event: Up, Over, Down, and Click. For our purposes, a simple event will work well. NOTE: This is not necessary with our websiteS’ Joomla! CMS but might be useful info to know. Adding a click-through to the Flash ad is equally simple. In the Creative Services server there is an ActionScritp for the click-through functionality saved in RTF format (Creative Services > Ads-Gamecock > Website Ads > Get URL event code.rtf). Open the document in TextEdit by Double-clicking it and type in the click-through URL in the appropriate place (after new URLRequest:). Select the entire ActionScript and Copy it to the Clipboard. In Flash, select Control > Enable Frame Actions. Then, select the first frame of the Button layer. Control-click and select Actions. Paste the ActionScript with the correct URL into the dialog box. Close the ActionScript panel and save the document. You can test your movie by selecting Control > Test Movie. The two things one is looking for are that the cursor turns into a hand when it enters the banner area (since it’s a button) and that the click-through works as expected. Publishing Flash files is very simple. Just select File > Publish. Flash saves an HTML and SWF file in the same place the native Flash file is saved. Double-click the HTML file to preview the SWF file in a Web browser. NOTE: Click-through functionality is not enabled in this type of preview. Cool things like sounds, video and other interactive features can be added to a Flash document. Experiment when you get the opportunity. There are lots of online tutorials available at Lynda.com, tutsplus.com and www.adobe.com/support/flash/ and tv.adobe.com.
Scanning Images Creative Services has two high-end EPSON 1680 scanners. These can scan images up to 8.5”w x 12”h. You can only access scanners on the two workstations adjacent to units. To scan an image: 1.) Open EPSON Scan application in Dock 21
2.) Select EPSON 1680 from the list in the first dialog window. 3.) Ensure EPSON Scan is set to Professional Mode (drop down menu at top right of window. 4.) Place image on scanner glass face down at top right-hand corner. 5.) Click the button “Preview” near bottom of window to sample scan the image on the scanner bed. In the Preview window, select the image or portion of image you want to scan using the marquee tool that is preselected. 6.) Make sure the appropriate settings are selected in the EPSON Scan - EPSON Expression 1680 dialog window.
For example, when scanning a color photograph, select the following settings from the drop down menus:
• Original: Reflective, Document Table, Photo or Document • Destination: 24-bit color; Resolution 300 dpi; Target Size: Original. • Adjustments: Deselect all filters and restoration boxes. Depending on scanned item, use adjustment windows to improve the appearance of image on scanner (Histogram Adjustment, Tone Correction, Image Adjustment). 7.) When everything is ready, just click the “Scan” button. Image will be scanned. Save the image to the computer’s Desktop temporarily or directly into a folder on the server.
Using Shutterstock Resource Student Media has a membership with Shutterstock.com stock image service. Per our contract, we cannot download more than 25 images per day. 1.) Open a Web browser window 2.) Go to: www.shutterstock.com 3.) Look for desired image using the search tools on the left side of the page 4.) If you find an image you want to download, write down the Image ID 5.) Sign in to Shutterstock.com using the user name CSADS and password provided by your supervisor 6.) Key in the Image ID number in the Search Terms field and click the Search button below 7.) Select the appropriate size image required (typically Large - 300 dpi) 8.) In the Download Image window, enter the Security Code and click Continue 22
The image should begin downloading in a moment. Save the image to the computer’s Desktop temporarily or directly into a folder on the server. NOTE: Most JPEG images will download as RGB files. Remember to convert to CMYK in Photoshop.
Please, point out any errors or typos you find within this document. If you have questions, contact Edgar Santana at 803-777-5094.
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Creative Services Passwords: Creative Services workstation: Account: Creative Services, Password: _________________________ Creative Services email:
Account: SACSADS, Password: _________________________ sacsads@mailbox.sc.edu alias: smcreativeservices@sc.edu
Ad Sales email:
Account: SASALES, Password: _________________________ sasales@mailbox.sc.edu alias: smadsales@sc.edu
Student Server IP address: _________________________
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Creative Services volume:
User: creative, Password: _________________________
Shutterstock:
User: csads, Password: _________________________