What packaging does and why you need it

When you send an InDesign file to a printer, a colleague, or a client, you cannot just email the .indd file by itself. InDesign files are containers that hold links to other files — your images, fonts, and sometimes videos — stored separately on your computer. If those linked files do not travel with the .indd file, the person who opens it will see broken image boxes and missing fonts, even though the file itself is intact.

Packaging is InDesign's built-in tool that gathers the .indd file, all linked images, all fonts used in the document, and a PDF preview into a single folder. When you send that folder, everything the file needs comes along. This is the standard way designers hand off work to printers and clients.

The alternative — manually hunting down every image and font file — takes hours and almost always misses something. Packaging does it in seconds and catches what you forgot.

Key Takeaways

  • Packaging collects your InDesign file, all linked images, all fonts, and a PDF preview into one folder that you can send or hand off.
  • You access packaging through File > Package, and InDesign will warn you if fonts are missing or images are out of date before you proceed.
  • The packaged folder includes a document called "Document Fonts" that lists every font used, so the recipient knows what they need installed.
  • Fonts are copied into the package folder but are not automatically installed on the recipient's computer — they must install them themselves or the file will still show substitutions.
  • If you update an image after packaging, you must package again; the old version stays in the folder unless you delete it manually.

How to package a file in InDesign

Open the document you want to package. Go to File in the menu bar, then select Package. InDesign will open a dialog that shows you a summary of the document — page count, color mode, and whether there are any problems.

Read the Printing Instructions section carefully. This is where InDesign flags missing fonts, missing or out-of-date images, and other issues that will cause problems when someone else opens the file. If you see warnings, you have two choices: fix the problems now (close the dialog, update the images or install the fonts, then package again) or proceed anyway and note the issues in a message to the recipient.

Click the Package button at the bottom right. InDesign will ask you where to save the package folder and what to name it. Choose a location you can find easily — your Desktop or a project folder — and give it a clear name like "Brochure_Final_Package" or "Newsletter_March_2024_Package". Click Save.

A new dialog will appear asking whether you want to save a copy of the document. Leave this checked (it is the default). This creates a copy of your working file inside the package folder, so the recipient has the exact version you packaged. Click Package to finish.

What ends up in the packaged folder

When packaging is complete, you will have a folder with four things inside: the InDesign file itself (a copy), a folder called "Links" that holds all your images, a folder called "Document Fonts" that holds all the fonts, and a PDF preview of the document.

The Links folder is straightforward — it contains every image, graphic, or placed file that your InDesign document references. If you used 15 photos, they are all here. If an image was embedded rather than linked, it will not appear in the Links folder because it is already inside the .indd file.

The Document Fonts folder holds copies of every font file used in the document. This is helpful for the recipient because they can see exactly what fonts they need, but it does not install the fonts automatically. They must manually install each font on their computer, or the document will still show font substitutions when they open it. Include a note in your email saying "Please install all fonts from the Document Fonts folder before opening the InDesign file."

The PDF preview is a snapshot of what the document looks like. It is useful for quick reference but is not editable — it is there so the recipient can see the final design without needing InDesign.

Checking for problems before you package

Before you package, run a quick check to catch common issues. Go to File > Document Setup and confirm the page size, color mode, and bleed settings are correct. Then go to Window > Utilities > Preflight to open the Preflight panel on the right side of your screen.

The Preflight panel shows you in real time whether there are missing fonts, missing images, or other problems. A green circle means everything is fine. A yellow triangle means there are warnings (usually out-of-date images). A red circle means there are errors (usually missing fonts or missing images). Fix these before packaging if you can.

If you see missing images, go to Window > Links to open the Links panel. Click on any image that shows a warning icon (a small triangle or exclamation mark) and click the Relink button to find the correct file. If you see missing fonts, go to Type > Find Font and replace them with fonts you have installed.

When the recipient opens the packaged folder

The person receiving your package should first install all the fonts from the Document Fonts folder. On Windows, they can right-click each font file and select "Install". On Mac, they can double-click each font file and click "Install Font" in the Font Book window that opens. This step is essential — without it, the document will open with substituted fonts and will not look the way you designed it.

After fonts are installed, they can open the InDesign file (.indd) from inside the package folder. All the images will load correctly because they are in the Links folder right next to it. If they move the .indd file out of the package folder or move the Links folder to a different location, the images will break again, so advise them to keep the entire folder structure intact.

If they need to edit the document, they should work from the copy inside the package folder, not move it elsewhere. If they do move it, they will need to relink all the images manually.

Updating a packaged file

If you discover a mistake after packaging, or if the client asks for changes, do not edit the files inside the package folder. Go back to your original working file, make the changes, and package again. This creates a fresh folder with the updated .indd file and the latest versions of all images.

When you package a second time with the same folder name, InDesign will ask whether you want to replace the existing folder. Click Replace. This removes the old package and creates a new one with the current state of your document. Send the new package folder to your recipient and let them know it is an updated version.

If you want to keep both versions (the original and the updated one), give each package a different name when you save it — for example, "Brochure_Draft_Package" and "Brochure_Final_Package". This way you have a record of what you sent and when.

Frequently Asked Questions

Do I have to install the fonts on my computer before I package?

Yes. InDesign can only package fonts that are installed on your computer. If a font is missing, InDesign will warn you during packaging. You must install the font, then package again to include it in the folder.

What if the recipient does not install the fonts?

The InDesign file will open, but every instance of that font will display as a substitute — usually a default serif or sans-serif font. The layout may shift, spacing may change, and the design will not look correct. This is why you should always remind the recipient to install fonts first.

Can I send just the PDF preview instead of the whole package?

Only if the recipient does not need to edit the file. A PDF is a flat image and cannot be edited in InDesign. If they need to make changes, they must have the packaged folder with the .indd file, all images, and all fonts.

What if I used embedded images instead of linked images?

Embedded images are already inside the .indd file, so they will travel with it automatically. You will not see them in the Links folder. However, embedded images take up more file space and are harder to update later, so most designers use linked images instead.

Can I delete the package folder after I send it?

Yes. Once the recipient has received and extracted the folder, you can delete your copy. Keep your original working file (.indd) on your computer in case you need to make changes later.