Wrapping up a proposal or SOQ package is one of the best parts of a marketing job. I always try to do the same “Preflight” steps to prepare my pursuit package so it’s wrapped up in a tidy little bow. This also gives me peace of mind that the file is ready to be printed, uploaded, emailed, etc. Check out the list below as well as more explanation below for each item on the list.
☐ Find & Replace Double Spaces with a Single Space
☐ Check Spelling
☐ Check the Preflight Panel For Errors
☐ Update your Table of Contents
Preflight Procedures
Find & Replace Double Spaces with a Single Space
(1) Ctrl + F | Edit -> Find/Change…
(2) Find what: (double tap the space bar)
(3) Change to: (tap the space bar once)
(4) Click Change All (keep clicking this until there’s 0 replacements)
(5) Click Done
Check Spelling
(1) Edit -> Spelling -> Check Spelling
(2) Click the Add button to add names and such to user dictionary
NOTE: Delete unused Parent Pages; otherwise it will pick up filler text.
To do this, go to the Pages panel (Window -> Pages) -> Click on the three lines in the top-right corner -> hover over Parent Pages -> click on Select Unused Parents -> either click and drag these to the trash can in the bottom right corner or right-click and select Delete Parent Spreads
NOTE: Even all-caps titles must be capitalized when inserted into the document because spell check will pick it up. For example, if someone’s name is in an all-caps style – it must be filled in/typed in the correct manner (Nicole must be typed like that and not “nicole” even though it shows up in all caps (NICOLE).
Check the Preflight Panel for Errors
Access the Preflight panel (Window -> Output -> Preflight)
NOTE: This will let you know if there are any errors in the document so you can rectify them before exporting; this will prevent you from having blurry graphics or bad fonts.
Check for Broken Links
(1) Click the LINKS dropdown or access the Links panel (Window -> Links)
(2) LINKS Dropdown: Double-click on the missing/altered link or click on the page number to be directed to the error link -> click on the red octagon or yellow triangle to relink or update
(3) Links Panel: Look for a yellow triangle symbol or a red octagon with a question mark
NOTE: You can sort this by clicking on the triangle at the top indicating status and it should organize those links with issues all together
NOTE: You may also want to relink anything not located in your graphics/project folder (in the event you copied an image or page from another InDesign file, the link will remain and these can be broken in the future and cause a headache). Save your graphics in a Links folder where you’re saving your InDesign document so it’s easy to find graphic assets used in this pursuit.
Check for Missing Fonts
Click the TEXT dropdown until you see the page number where the missing font is located -> replace with an established Paragraph Style or click on Type -> Find/Replace Font to replace that font in the document with a font that you have.
Updating the Table of Contents
Setting Up the Table of Contents
To update your table of Contents, you must first set it up.
(1) Add a text box to the start of every section/on a section divider using “Header Section Title” font (or a similar Paragraph Style you’ve set up for your InDesign template for your firm) 
NOTE: If you don’t have a divider page/header, you can make a text box that is off the page but the text box extends onto the page (the words aren’t showing on the page and this will be able to be picked up by InDesign’s Table of Contents generator)
(2) Insert a page – this will be your Table of Contents page
(3) On this page, click on Layout -> Table of Contents
(4) The below box will pop up and you’ll want to fill in the following:
(a) Title: Table of Contents | Style: “Table of Contents Heading” (or whatever style your firm uses)
(b) Style in Table of Contents section:
o In the “Other Styles” box, select your Paragraph Style you used above (for this example, it’s “Header Section Title”) from the list then click “< < Add” button in the middle
(c) Style: Header Section Title (Header & Footer Styles) section:
o Entry Style: “TOC Text Style” (or whatever Paragraph Style you want the list to look like)
(d) Options section:
o Select “Create PDF Bookmarks”
o Uncheck “Replace Existing Table of Contents”
(e) Bonus: click on Save Style to save this
(5) Click OK then place it on the page
Updating the Table of Contents
Now that your Table of Contents is set up, you can easily update it before you export as part of your Preflight. Simply click into your existing Table of Contents, then click on Layout -> Update Table of Contents. This should automatically update your page numbers.
Exporting the Document
The following are a couple of exporting options that are commonly used. They include options so your Table of Contents is hyperlinked so you don’t have to do that post-production.
Option 1 – Commonly Used for Printed Packages
(1) File -> Adobe PDF Presets -> [Press Quality]
(2) Click on “Bookmarks” in the Include section
Option 2 – Commonly Used for Electronic PDF Documents
File -> Export -> Save as type should be Adobe PDF (Interactive)
Nicole Medina, CPSM, works as a Marketing Coordinator for BKF Engineers. Nicole is the Director of the Communications Committee with SMPS SFBAC. Connect with her on LinkedIn!
