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RedLining
Another great QuarkXPress XTension from Electronic Memory Services
INTRODUCTION
RedLining is an XTensions™ module to QuarkXPress™ which allows the creation of “notes” in a QuarkXPress document.
When a document has been edited the resulting text may be significantly different from the original copy. Often it would be useful to be able to review the original copy to ensure that the final version reflects the intended message. RedLining adds this facility to QuarkXPress by allowing unwanted text to be converted into “notes” rather than being deleted.
RedLining notes may also be used to convey additional information, e.g. background details, instructions or suggestions, that may be useful when the document is subsequently edited.
OVERVIEW
RedLining allows you to make notes within the text of a QuarkXPress document.
It can be used to mark deletions so as to retain the original wording throughout the editing process, or insert comments to aid the writer’s memory or act as instructions/suggestions for others who will be editing the document.
The note marks are shown in a user-defined colour and appear above, below or through the note text. By default the colour is magenta and the marks appear as a ‘Strike Thru’ on screen and below the text on printed or PDF output.
The notes can be ‘Shown’ or ‘Hidden’ both on screen and on printed output, and may be ‘Undefined’ (restoring them as real text) or deleted.
The RedLining Palette is an intuitive interface to most of the functions of RedLining, and shows who created the notes and when.
REDLINING AND PDF
The printing options available mean that all the power of RedLining can be faithfully represented in PDF files— that is, Portable Document Format, the native format of Adobe® Acrobat®. This provides a whole range of possibilities in the way in which RedLining can be used. Let’s look at some of the potential benefits of using RedLining with PDF.
• PDF is a universally readable format
PDF can be read, and printed, by anyone using the free and freely distributable Acrobat® Reader.
• PDF is cross-platform
This addresses the common problem that whilst you are using RedLining on a Mac, the data is likely to come from and go to a different platform. PDF files can be read on Mac, Windows 95, Windows 97, Windows NT and UNIX.
• Application independent
A copy of QuarkXPress is required to read a redlined QuarkXPress file whereas a PDF file can be read by anyone with the free Acrobat® Reader or a copy of Adobe® Acrobat®. And…
• Document integrity
…PDF files contain all the required components such as fonts, images and graphics unlike a QuarkXPress file where these need to be supplied to ensure accurate representation of the original document.
• Smaller file sizes
PDF files are smaller than their equivalent application files and considerably smaller than other delivery formats such as PostScript (which has no preview) or EPS (which needs to be ‘placed’). For example, this manual was an 1MB QuarkXPress file but is about 150KB as a PDF file.
These smaller file sizes make PDF an ideal format in which to distribute redlined files to be proofed (by e-mail, ISDN or ftp), to archive files (to provide an electronic audit trail), to deliver files for printing, and to provide files for distribution via Internet or intranet.
• Annotation and security
In addition to being easy to distribute, PDF files combine two other valuable attributes. They can be annotated using Adobe Acrobat but can be password- secured so that they cannot be changed.
It is worth giving some thought to ways in which you may be able to build PDF into your workflow for delivering, disseminating or archiving files.
SETTING UP YOUR PREFERENCES
The Preferences for RedLining are found in the Application Preferences of QuarkXPress.
RedLining adds three new tabs to the Preferences dialog.
The “RedLining” tab is where you set your preferences for working and screen display.
The “RedLining Keys” tab is where you choose the key combinations for creating or deleting RedLining notes and for displaying and navigating the notes.
You can use the small arrows towards the top right corner of the dialog to navigate between the different tabs.
REDLINING PREFERENCES
The RedLining Preferences dialog box contains the options for working with RedLining and viewing it on screen. They are all fairly self-explanatory but the notes below might be useful.
These options specify the line weight in points and the vertical offset (or distance from the baseline of the text) of the underlines.
Use this to set the colour of the note markers.
Do you want notes to appear in PDF output?
These options specify the line weight in points and the vertical offset (or distance from the baseline of the text) of the underlines as they appear in PDF files.
Print Setup
Use this to set the colour of the note markers as they appear in PDF files.
When deleting text selections that include hidden RedLining marks, should the RedLining marks be deleted as well?
To add colours
Extra colours can be added to the pull-down menus. With no document open, go to Colours… in the Edit menu of QuarkXPress and click “New”. Added colours will then be available for selection in the RedLining Preferences.
REDLINING KEYS SETUP PREFERENCES
These preferences allow the user to set keyboard shortcuts for showing/hiding (toggle) RedLining notes, for defining and undefining RedLining notes, for creating inline RedLining notes, for deleting RedLining notes, and for jumping to the next or previous RedLining note.
THE REDLINING PALETTE
Once you have set up your Preferences, the RedLining Palette will be your principal interface when working with documents.
As with most things in RedLining, the use of the various buttons in the palette is self-evident.
(Toggles with Show) Hide/Show RedLining notes, both on screen and in printed output. Note that whatever is seen on screen is what will be printed.
Turn the selected text into a RedLining note or revert the selected note into ordinary text. Define is only available when ordinary text is selected, Undefine is only available when a note is selected.
Delete the selected note. Only available when a note is selected.
Create a note at the text insertion point. Place the cursor in a text box, click the Inline button, then type the note.
Jump to the First/Previous/Next/Last note.
The Author/Machine on which the note was created (taken from the System FileSharing Preferences).
The contents of the currently selected note and the date and time that it was created.
REDLINING MENU ITEMS
Utilities Menu
The functions available under the Utilities menu are a subset of those in the RedLining Palette (page 11 ).
View Menu
Two RedLining Items are listed in the View Menu:
Hide Notes
A toggle to show and hide all the RedLining notes in the document.
Hide Notes Palette
A toggle to show and hide the RedLining Palette.
REDLINING PRINT OPTIONS
When Printing a document, an additional tab is available within the Print dialog. The RedLining tab allows you to set the options for printing to PDF files as well as the underline weight, offset and colour.
OTHER FEATURES OF REDLINING
• PostScript® Level 2/3 printing of RedLining marks
All the markup provided by RedLining, including individual session colours and side bars, can now be printed to Level 2 and 3 print devices. There is also another major benefit of this feature…
• …Accurate representation of RedLining markup in PDF files
Since RedLining can now print the RedLining marks accurately to a printer, it can also ‘print’ it to file as a PostScript file — which can then be distilled into a PDF. The implications of this are enormous [see RedLining and PDF , page 4].
• Fully native QuarkXPress 4.0X/4.1X/5.X code
Native code not only provides faster working and quicker screen redraw but also gives better continuity of upgrade and support for the future — vital when you have built working practices and workflows round the software’s capabilities.
SYSTEM REQUIREMENTS
Macintosh
RedLining requires a PowerMacintosh; it does not run on 68K Macintoshes. It ships in a version which is compatible with QuarkXPress version 4.04 or higher
(4.1 or higher recommended). It has no particular Operating System requirement beyond whatever QuarkXPress itself requires. Although RedLining does not need a particularly high performance machine, obviously the faster the machine you are using, the more responsive RedLining will be — it’s doing a lot of work behind the scenes.
INSTALLATION
RedLining runs in either demo mode or as the full, unrestricted product. The XTension should be loaded into the XTension folder within the QuarkXPress folder as shown below.
In demo mode, it consists of just the RedLining QXP 4.0 XTension. In the full production version, it also has a second XTension called RedLining Key 4.0 which also goes in the XTension folder. This turns it into a fully functional version.
THE DEMO VERSION – HEALTH WARNING!
IMPORTANT: Never use live production files when using the the Demo version of RedLining. Always work on copies of files or dummy files and be sure to remove the Demo version before resuming live production work.
It is important to understand that the Demo version of RedLining will print DEMO across all printed output (including PDF files). This ‘watermark’ is added to the file by the Demo version and cannot be removed, even by upgrading to the full version.
TO UPGRADE FROM THE DEMO VERSION
It is very easy to upgrade from the Demo version to the full product as this only requires the provision of the RedLining Key XTension. This is a small file and can be delivered electronically.
To upgrade, please contact EMS directly or your supplier.
PLANNING YOUR USE OF REDLINING
Successfully integration of a new piece of software into your workflow can require some planning. Here are some things you might like to consider.
Working with Preferences
The Preferences are stored in the QuarkXPress folder. If you want to set a uniform house style for RedLining, these Preferences can be distributed to other RedLining users in the workgroup. This can be particularly useful in making the session colours consistent across a project where several users are working on several component documents.
It is also possible to have different Preference settings so if, for example, a particular client requires certain session colours or underline weights, you could create the appropriate Preferences and keep them somewhere in a folder called “ABC’s RedLining Prefs”.
Secure distribution
RedLined documents are frequently distributed, either internally or externally, for checking or proofing. As we have seen, PDF provides a format which allows comments to be made in the form of annotations while the content of the document is password-secured to prevent editing.
TECHNICAL SUPPORT AND UPGRADES
RedLining is an upgraded version of a tried and tested product which has undergone rigourous quality control but if you do encounter any problems, please contact us at EMS direct [see below].
Any updates to the software will be posted on the EMS website [ http://www.emsxt.com/ ]. Simply download the new version of RedLining and use it with your existing Key XTension.
SOFTWARE LICENCE, WARRANTY AND DISCLAIMER
Grant of Licence
Electronic Memory Services Ltd grants to the end user a non exclusive non transferable licence to use the software on the number of workstations that end user purchased the software licence for which is stated on the master disc. It may not be duplicated or otherwise distributed outside of the end users premises. It may not be copied onto other additional workstations.
Warranty
Electronic Memory Services Ltd warrants that the product will be of merchantable quality and if during the first 90 days of ownership is found to contain an error or malfunction will be replaced free of charge. Electronic Memory Services Ltd will not be liable for any other claim made against it for reasons such as, but not limited to, damages, or consequential loss. The end user should satisfy themselves, by thorough and complete trial of the software, that it meets their needs and is of satisfactory performance to enable it to be used in production or in conjunction with their business.
Disclaimer from Quark Inc.
QUARK, INC. MAKES NO WARRANTIES, WHETHER EXPRESS OR IMPLIED, REGARDING THE ENCLOSED COMPUTER SOFTWARE PACKAGE, ITS MERCHANTABILITY, OR ITS FITNESS FOR A PARTICULAR PURPOSE. QUARK,INC. DISCLAIMS ALL WARRANTIES INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF THE DISTRIBUTORS, RETAILERS AND DEVELOPERS OF THE ENCLOSED SOFTWARE.
WITHOUT LIMITING THE FOREGOING, IN NO EVENT SHALL QUARK, INC. BE LIABLE FOR ANY SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES IN ANY WAY RELATING TO THE USE OR ARISING OUT OF THE USE OF THE ENCLOSED SOFTWARE. QUARK,INC.’S LIABILITY SHALL IN NO EVENT EXCEED FIFTY U.S. DOLLARS (USD 50.00).
THE EXCLUSION OF IMPLIED WARRANTIES AND/OR THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES IS NOT ALLOWED IN SOME AREAS, SO THESE EXCLUSIONS AND LIMITATIONS MAY NOT APPLY TO YOU.
TRADEMARKS AND COPYRIGHT
Trademarks
Quark, QuarkXPress and XTensions are registered trademarks of Quark, Inc. Adobe, Acrobat, Distiller, PostScript and PostScript 3 are all trademarks of Adobe Systems Incorporated. All other trade marks are the property of their respective owners.
Copyright
This manual © Electronic Memory Services Ltd 2002
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