What packaging does and why you need it

Packaging in InDesign collects your document, all linked images, fonts, and other files into a single folder that someone else can open without missing pieces. When you send an InDesign file to a printer, colleague, or client without packaging it, they often see broken image links, missing fonts, or colors that look wrong. Packaging prevents that.

InDesign does not embed images the way some programs do — it links to them instead. If you move the original image file or delete it, InDesign shows a broken link icon. Packaging copies everything into one folder so the links stay intact no matter where that folder moves.

You package a file through InDesign's File menu, and the process takes less than a minute. The result is a folder with your document, a fonts subfolder, a links subfolder, and a report of what was included.

Key Takeaways

  • Packaging creates a folder containing your InDesign document, all linked images, all fonts used in the document, and a report listing everything included.
  • You must update all image links in InDesign before packaging, or the package will include outdated versions of those images.
  • Fonts are copied into the package folder but remain installed on your computer — packaging does not remove them from your system.
  • The packaged folder is what you send to a printer, client, or colleague, not the original InDesign file sitting on your computer.

Steps to package your InDesign file

Open the document you want to package in InDesign. Go to File at the top left, then click Package. (In older versions of InDesign, this may be under File > Package instead of appearing directly in the menu.)

InDesign will show you a preflight report listing any problems — missing fonts, missing links, or color issues. Read through this list. If you see red warnings about missing links or fonts, click the link or font name to see which one is broken, then close this dialog and fix the problem in your document before packaging again.

If the report shows only green checkmarks or yellow warnings you can live with, click Package at the bottom right of the dialog. Choose where you want the package folder to be saved — your desktop or a project folder works well. InDesign will create a new folder with your document's name, and inside it will place your InDesign file, a Fonts folder, a Links folder, and a text file called "Package Contents.txt".

What to check before you package

Before you open the Package dialog, make sure all your images are up to date. If you edited an image in Photoshop after placing it in InDesign, InDesign is still linking to the old version. Go to Window > Links to open the Links panel on the right side of your screen. Look for any image with a yellow triangle icon — that means the original file has changed since you placed it. Click the image name, then click the refresh icon (the curved arrow) at the bottom of the Links panel to update it.

Also check that you are not using any fonts you do not own or have permission to share. If you used a font from your computer that is not a standard system font, that font must be installed on the other person's computer for them to edit the file. Packaging copies the font files into the folder, but the other person still needs a license to use them. If you are sending to a printer or client, confirm they have licenses for any custom fonts, or convert those text blocks to outlines so the font is no longer needed.

Understanding the package folder structure

When packaging is complete, you will have a folder with a name like "My Brochure" or "Newsletter_Final". Inside that folder you will see:

  • My Brochure.indd (or whatever your document is called) — this is the InDesign file itself.
  • Fonts — a subfolder containing copies of every font used in the document.
  • Links — a subfolder containing copies of every image, graphic, or placed file you linked to in the document.
  • Package Contents.txt — a text file listing what was packaged and any warnings from the preflight check.

This folder is what you send to someone else. They should keep all these pieces together in the same folder structure — do not move the InDesign file out of the folder or delete the Links subfolder, or the links will break again.

Sending the packaged folder to someone else

Compress the package folder into a ZIP file before sending it, especially if it is large. Right-click the folder, select Compress (on Mac) or Send to > Compressed (zipped) folder (on Windows). This creates a single .zip file that is easier to email or upload.

When the other person receives the ZIP file, they should extract it (double-click it) and keep the extracted folder intact. They can then open the .indd file from inside that folder. If they move the .indd file to their desktop or another location, the image links will break.

Include a note with the package telling them to keep the folder structure intact and to install the fonts from the Fonts subfolder if they plan to edit the document. If they only need to view or print it, they do not need to install the fonts — InDesign will use the copies in the package folder.

Common problems after packaging

If someone opens your packaged file and sees broken image links, the most common cause is that they moved the InDesign file out of the package folder. Ask them to move it back into the original folder and reopen it from there. If the links still do not work, open the Links panel in InDesign, right-click a broken link, and select Relink. Navigate to the Links subfolder inside the package folder and select the correct image file.

If fonts look wrong or appear as a default font, the person opening the file may not have installed the fonts from the Fonts subfolder. They can install them by opening the Fonts folder, selecting all the font files, and double-clicking them. On Mac, click Install Font. On Windows, right-click and select Install. After installing, they should close and reopen the InDesign file.

When to package versus when to export

Packaging is for sending your working InDesign file to someone who may need to edit it, or to a printer who needs the original file. If you only need to send a finished version that cannot be edited, export to PDF instead. Go to File > Export, choose PDF as the format, and send that file. A PDF includes all fonts and images embedded, so there is nothing to break.

You can also export to other formats like JPEG or PNG if you need a flat image file, but those are not editable. Packaging is the only way to send a fully editable, complete InDesign project to someone else.

Frequently Asked Questions

Do I need to install the fonts on my computer if I receive a packaged InDesign file?

Only if you plan to edit the document. If you just need to view or print it, InDesign will use the font copies in the package folder. If you want to edit text or change fonts, install them from the Fonts subfolder first so InDesign recognizes them as available fonts in your system.

What happens to the fonts on my computer after I package a file?

Nothing. Packaging copies the font files into the package folder but does not remove them from your computer. Your fonts stay installed and available for other projects.

Can I edit a packaged file, or do I have to use the original?

You can edit the file inside the package folder, but it is safer to keep editing the original file on your computer and create a new package when you are done with changes. This way you have one main version to work from and avoid confusion about which copy is current.

What if the package folder is too large to email?

Compress it into a ZIP file first — this usually reduces the size by 30 to 50 percent. If it is still too large, ask the other person to read it using a file-sharing service like Google Drive, Dropbox, or WeTransfer instead of emailing it.

Do I need to package if I am only sending a PDF to print?

No. Export to PDF instead of packaging. A PDF includes all fonts and images embedded, so the printer has everything they need in one file with no broken links.