Portrait Editor. to Portrait Flow

Transcription

1 Portrait Editor to Portrait Flow Portrait Editor is a Walsworth program that allows you to view and edit your portrait images, names and grades based on the photo DVD supplied by your photographer. The benefit of using the Portrait Editor is that the names can be exported for use on your portrait or panel page layout. Opening the Portrait Editor 1. The Portrait Editor is sent to you on a DVD. Insert the DVD into your DVD drive. 2. Mac users: Double-click to open the disk. Windows users: Double-click to open My Computer, and then double-click to open the disk. 3. Drag the folder from the WPC Portrait Editor DVD onto your desktop. Windows users: If you are using a version of Windows earlier than XP (i.e., Windows 2000), you need to remove read-only access from the Portrait Editor folder. To do this, right-click on the folder you dragged to the desktop. Select Properties. Uncheck the Read-Only box. If another dialog appears, choose to take Read-Only off all folders and subfolders. Click OK. Mac users: There is one folder on the DVD for Mac OS X. Drag only the folder to your desktop. If you are unsure of your operating system, click on the Apple menu and select About this Mac. 4. Double-click the Start Here icon. This version of the Portrait Editor lets you drag and drop text into any available fields, which might lead to text being placed in the wrong spot. To ensure your text remains correct, please follow these steps to disable the drag-and-drop text feature before you proceed. Mac users: StartHere > Preferences > General tab > Deselect Allow drag and drop text selection. Click OK. These Preferences will only apply to the computer they are applied on. If Portrait Editor is moved to another computer, you will have to repeat these steps. Windows users: Edit menu > Preferences > General tab > Deselect Allow drag and drop text selection. Click OK. These Preferences will only apply to the computer they are applied on. If Portrait Editor is moved to another computer, you will have to repeat these steps. The first screen shows the names of all students and staff on the DVD, their grade or staff classification and homeroom. You also see an image name, which refers to each person s photo. The image name cannot be edited. 1

2 Making changes in the Portrait Editor 1. To change a student s grade or a staff member s classification, click in the Grade field. Select the correct grade or classification from the drop-down menu, or select Other to enter a new grade or classification. When creating a new grade or classification, make sure it matches the other entries in the Portrait Editor. For example, if sophomore photos are classified as 010, you should enter 010 in the field, not The Homeroom field gives you another option to sort your Portrait Editor. This information only appears in your Portrait Editor if the photographer has included the information on the photo DVD. Note that this information may not be specifically the student or staff member s homeroom, but might be a teacher name, team name or other classification. To change a student s homeroom information, click in the Homeroom field. Select the correct information from the drop-down menu, or select Other to enter the new information. 3. To make corrections to a name, double-click in the field you want to correct and retype the name. 4. The Custom field can be used for staff or student information, such as college major. Adding custom information and having it print on your page may result in having to alter your InDesign text blocks to fit all text. 5. Sort names alphabetically by clicking on either the First Name or Last Name column heading. Sort names by grade by clicking on the Grade column heading. Sort names by homeroom by clicking on the Homeroom column heading. 6. To see a thumbnail photo for each entry, click the Photos button under the Show menu tab. 7. To delete an entry, click the Delete button. 2

3 8. To restore an entry that has been deleted, click the Restore button. You will see all entries that have been deleted. Click on the entry you want to restore, and click the Restore button. 9. To add an entry, click the New Entry button. A blank record will be created. Enter the first and last name of the new entry, the grade or staff classification and homeroom. Again, make sure your grade or staff entry and homeroom matches the format of the other records. Any time you add a new student, you must either send a hard-copy photo of that student to Walsworth or place a digital image of the student on the page. 10. If you want to mark certain records that you want to view later, make sure you are in the name entry view by clicking the Hide Photos button. 11. Click in the box on the left side of the screen to place an X by the name you want to mark. 12. To find those marked records later, click the Marked button. 13. Click the Clear Marks button to clear the Xs under the Edit menu tab. 14. Click the Go To button under the Record menu tab to quickly jump to a specific name. Enter the last name of the entry you want to find, and click OK. Retakes Depending on how your photographer structures the DVD, retakes may be classified in one of two ways either by marking names for which retakes exist, or by including entries for as many retakes as exist. It is usually easiest to find retakes with the photos showing. 1. When you scroll through the entries, an asterisk * indicates a retake. 2. Click the asterisk to see the retakes for that person. 3. To choose one of the retake photos, click the photo. It will replace the original photo that shows in the Current Selection area. 4. If a retake photo has been classified incorrectly, click the Edit button under the photo. This will allow you to enter name and grade information for that person and return them to the list. 5. Once you are done working with retakes, click the Return button to go back to the list. Other photographers may not classify photos as retakes, but may simply create duplicate records for the person. 1. Click the Duplicates button, and then click Beginning to start at the top of the Portrait. 2. When a duplicate is found, it is highlighted. If the photo is a retake, click Edit and then delete the record of the photo you do not want. If the duplicate photo has incorrect information, click the Edit button and correct the information. Click the Duplicates button again to continue checking and choose to check from the Current Record. 3. If the duplicate represents two different students with the same name and grade, click the Continue button to keep checking. 4. The Portrait Editor alerts you when the search for duplicates is finished. Find To find all the entries for a particular grade, click the One Grade button and select the grade from the drop-down menu. Select the homeroom if necessary. Click OK. To view all entries for all grades, click the All Grades button. To find a specific entry, click the Find button. Enter the information you are searching for, and then click Find again. 3

4 To view any extra images or information the photographer has included on the DVD, click the Missing button. You can choose to include any image and name found. Print To print any portion of the Portrait Editor, click the Print button. 1. To print one grade only, select it in the Grade drop-down menu. Select the appropriate homeroom in the Homeroom drop-down menu. The default is to print all records. 2. To print only the name, grade, homeroom, image name and custom information, click Print Text Only. 3. Click Print in the Print dialog to print the list. 4. Click Print Text and Photos to print the photos as well. This option will not print the custom field. 5. Click Print in the Print dialog. The photos will print like a contact sheet across and down the page. If you would like to print all records in alphabetical order, NOT separated between grades: 1. In the Name Entry screen, click on the Last Name column heading. 2. Click the Print button. 3. Keep the current selection set to All Records. 4. Follow steps two and three under Print. If you would like to print all records in alphabetical order, separated between grades: 1. In the Name Entry screen, click on the Grade column heading. 2. Click the Print button. 3. Keep the current selection set to All Records. 4. Follow steps two and three under Print. Using the Portrait Editor with your portrait pages Most DVDs come with the names entered in all caps. To change the case: 1. Click the Change Case button. 2. Click OK to change the case of all records. 3. Select the Proper button to capitalize the first letter of first and last name fields. 4. All records are changed. You should always proofread the names to make sure they are capitalized correctly. Hyphenated names and names like McDonald and DeLand will need to be changed, as only the first letter of the name is capitalized in proper case. Knowing how many names are in a grade is helpful for building your portrait pages. 1. The Name Count display shows how many names are currently shown in the window. 2. Click the One Grade button and select the grade you want to count from the drop-down menu. If you want to find the numbers for a specific homeroom, make that choice as well. 3. Click OK. The number of names in that grade is shown. 4. The Hide Grade button enables you to temporarily hide one grade at a time. Saving your changes Once you have finished editing the Portrait Editor, click the Submit button on the first page. A file is created in the Portrait Editor folder named (your Job Number)_ Submit_DB_Editor.xml. This is the file you will use to flow your portraits and student names onto your pages. You are now ready to flow your names and portraits onto your yearbook pages. 4

5 Portrait Flow Panel Maker and Portrait Flow Panel Maker is a plug-in that creates your panel or mug boxes on the page for you. To help place your panel names on the page, it places text blocks containing linked placeholder text and also flows your panel images. The term panel refers to student portraits that are placed in rows and columns with the identifying names at the outside of the row. Mugs are portraits that are placed in rows and columns with the identifying names placed under each photo. Mugs can have up to two rows of text under each photo. Before starting, make sure you have access to both the Portrait Editor corrections and the high-resolution Portrait DVD. If you are using Portrait Flow, we do not recommend using Designer Series Layouts on those pages. To use Panel Maker: Click the Panel Maker button on the Control Center. With the Panel Maker dialog open, make the following choices. Basic Tab 1. Select the icon to choose Rectangle, Oval or Rounded Corner image boxes. 2. Enter the number of pages you want to build. 3. Enter the starting page number. 4. To set image size and number: Enter the number of photos you want to place across and down your page. Enter the size you want your image boxes to be, both in width and depth. If you are building mug pages, enter the amount of space you want to appear between photos, both horizontally and vertically. 5. Click the Layout tab and select the icon to create either panels or mugs. If you are creating panel pages: 1. Set the text alignment. 2. Use the drop-down menus to select the block width and font size of the text. 3. Choose from the drop-down menu to draw both image windows and text boxes, image windows only or text boxes only. If you are creating mug pages: 1. Set the horizontal text alignment, and whether names should appear above or below the photos. 2. Optional: Click the check box to draw two lines of copy under each photo. 3. Use the drop-down menus to select the block width and font size of the text. 4. Choose from the drop-down menu to draw both image windows and text boxes, image windows only or text boxes only. 5. If you would like your mug images to be staggered, use the drop-down menu to select the type of stagger. Use the Stagger Amount field to enter the amount by which the images should be staggered. 5

6 Custom Tab To customize your portrait pages: 1. Click the Custom tab to remove photo boxes from your page for the placement of candid images or stories. The calculation previously given in the Portrait Flow tab will help you determine how many panel windows you will need. If you need more space to place candid images or stories, click the boxes to remove images. 2. Click on the boxes to remove portraits from the page. If you change your mind, click on a blank box to replace the window. 3. To remove all of the image windows from a page, click Clear All. To select all windows, click Select All. 4. To invert a selection, click the Invert button. This will select all deselected boxes and vice versa. 5. To flip a selection, click the Mirror button. 6. To copy a custom set, click the Copy button. To paste it, click Paste. You may move from page to page using the arrow buttons. 7. Use the arrow buttons to navigate through your panel set. Select other windows to remove, if necessary. A running counter at the bottom of the dialog keeps you updated as to how many photos remain compared to the original panel set. 8. If you have removed panel boxes, make sure the first number in the counter matches the number of students you need to flow. If this number does not match the number of students you wish to flow, student pictures will be missing. Portrait Flow Tab To flow high-resolution images onto your portrait pages, you must click the Portrait Flow tab and follow the following steps: 1. Click the Flow Portraits check box. 2. Click the XML File button and navigate to the (your Job Number)_Submit_ DB_Editor.xml file in the Portrait Editor folder. 3. Click the Portrait Folder button and navigate to the Portrait DVD that Walsworth sent containing your high-quality panel images. It will be in a folder named with your school s job number. Select this folder. 4. Choose a Name format you would like your names to flow. 5. Choose Grade, Homeroom or Custom as the category you would like to sort by. The total number of panel boxes you need will be calculated for you. 6. Click the Place button or go back through the other tabs to make changes before placing your images and names (text). When you have completed your portrait pages and are ready to send them to Walsworth, submit your verified PDF file (PDF customers only) or the InDesign file and the pix folder associated with those pages. High-quality images must be used in yearbooks. 6