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When you create a document, you can choose whether the images should be linked (linked to the original files and only a low resolution preview saved in the document) or whether they should be embedded so the document is self contained. If you choose Embedded, this window will appear when you first import more than a certain threshold of image data to ask if you'd like to switch from embedding images to linking images. Whichever you choose, this will be the only time it will ask.

For large projects such as books and magazines, it's best to link the images because the document would be huge. For smaller project it's okay to embed the images. But note that linking allows you to update the images without having to reimport the images into the document.

Cheers

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If you are the only person working with the production document and have full control of where the images to be used are stored on your system, then click ‘Yes’. It can greatly reduce the size of your working file and potentially making it more responsive to work with.
If you should later move the storage location of any of the images being used they can be re-linked but really is best not to move them during production if you can avoid it.

macOS 12.7.6  |  15" Macbook Pro, 2017  |  4 Core i7 3.1GHz CPU  |  Radeon Pro 555 2GB GPU + Integrated Intel HD Graphics 630 1.536GB  |  16GB RAM  |  Wacom Intuos4 M

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50 minutes ago, Tony Pritchard said:

Thanks everyone. Really helpful. Just to double check. When it goes to the litho printer I will generate a PDF. I assume if I link then the final output with be the quality of the scanned / photographed images? 

Yes.

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How does the PDF link to the images? I assume the Affinity Publisher document links to the images. In InDesign you package a document and images, fonts, etc are gathered in one folder. A PDF is created as part of that folder. When I package in Affinity Publisher the images and fonts are gathered but another Affinity Publisher document is created with no PDF. Most printers print from a PDF. I don't understand how the high quality images are linked to the PDF after it has been exported. Apologies but I'm a little confused. Any further help would be great. 

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37 minutes ago, Tony Pritchard said:

How does the PDF link to the images? (…) I don't understand how the high quality images are linked to the PDF after it has been exported.

There is a misunderstanding, possibly caused by your unclear question "I assume if I link then the final output with be the quality of the scanned / photographed images?"

The size / resolution of images in a PDF get defined by your settings for re-/downsampling, DPI and compression options in APub's export dialog – like in ID.

Also like in ID a package contains copies of the layout document + fonts + images. If your layout (.afpub) has images embedded (or images converted to layers of type "Pixel") then those will not be part of the image folder of a package but still be embedded within the .afpub (means, they are not required in the mage folder).

For the printer the PDF is sufficient, the printer doesn't need the package unless you want them to edit layout or images – like in ID. Thus a package is useful for the printer only if the printer has the Affinity app, too.

macOS 10.14.6 | MacBookPro Retina 15" | Eizo 27" | Affinity V1

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The linking of images only happens in the production file, to keep it smaller and lighter, not in the final exported PDF where the actual images will be used subject to your PDF export settings.

macOS 12.7.6  |  15" Macbook Pro, 2017  |  4 Core i7 3.1GHz CPU  |  Radeon Pro 555 2GB GPU + Integrated Intel HD Graphics 630 1.536GB  |  16GB RAM  |  Wacom Intuos4 M

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5 minutes ago, thomaso said:

There is a misunderstanding, possibly caused by your unclear question "I assume if I link then the final output with be the quality of the scanned / photographed images?"

The size / resolution of images in a PDF get defined by your settings for re-/downsampling, DPI and compression options in APub's export dialog – like in ID.

Also like in ID a package contains copies of the layout document + fonts + images. If your layout (.afpub) has images embedded (or images converted to layers of type "Pixel") then those will not be part of the image folder of a package but still be embedded within the .afpub (means, they are not required in the mage folder).

For the printer the PDF is sufficient, the printer doesn't need the package unless you want them to edit layout or images – like in ID. Thus a package is useful for the printer only if the printer has the Affinity app, too.

Thanks Thomaso, sorry to be a novice particularly when I have the responsibility of a document intended to print. Do you think I should choose the 'embed' option over the 'link' option. Or do both ensure the high resolution images in the PDF sent for traditional print? I will speak with the printer this afternoon and ask about export settings as you mentioned above.

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7 minutes ago, markw said:

The linking of images only happens in the production file, to keep it smaller and lighter, not in the final exported PDF where the actual images will be used subject to your PDF export settings.

Thanks, I'll ask the printer about the export settings.

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4 minutes ago, Tony Pritchard said:

Do you think I should choose the 'embed' option over the 'link' option. Or do both ensure the high resolution images in the PDF sent for traditional print? I will speak with the printer this afternoon and ask about export settings as you mentioned above.

I prefer the 'linked' policy and it is fully sufficient for layout + for creation of a print PDF with the wanted image resolution. I don't see an advantage in embedding images in the .afpub.

As mentioned, neither embedded nor linked do "ensure the high resolution images in the PDF", instead their properties are a matter of your export settings for PDF creation.

Once you speak to the printer also their required or preferred colour profile may be useful to know and to get used for your PDF export. Different to ID, colour values of vector objects (colour swatches) may change on export if your layout document and the PDF use different colour profiles. If your layout contains text with 100 K (no CMY) then you may change the document profile in the Document Properties before export and set it to the printer's profile with the "Assign" option selected in the Colour dialog.

macOS 10.14.6 | MacBookPro Retina 15" | Eizo 27" | Affinity V1

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42 minutes ago, thomaso said:

I prefer the 'linked' policy and it is fully sufficient for layout + for creation of a print PDF with the wanted image resolution. I don't see an advantage in embedding images in the .afpub.

As mentioned, neither embedded nor linked do "ensure the high resolution images in the PDF", instead their properties are a matter of your export settings for PDF creation.

Once you speak to the printer also their required or preferred colour profile may be useful to know and to get used for your PDF export. Different to ID, colour values of vector objects (colour swatches) may change on export if your layout document and the PDF use different colour profiles. If your layout contains text with 100 K (no CMY) then you may change the document profile in the Document Properties before export and set it to the printer's profile with the "Assign" option selected in the Colour dialog.

Thanks, that and the comments of others is very reassuring particularly when one feels alone in technical matters. I am continuing to place images via the linked method.

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