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MONARCH BY JOSTENS
USER GUIDE
Welcome to Monarch by Jostens, the most powerful and convenient way to create a yearbook
online. Using genuine Adobe software and virtually any hardware, you can work on your book
from anywhere you have a high speed Internet connection and a browser.

MINIMUM PROGRAM REQUIREMENTS

HARDWARE REQUIREMENTS: BROWSER REQUIREMENTS:
• Windows XP or higher • Windows: Latest versions of Chrome or Firefox
• Chromebook • Mac: Latest versions of Safari, Chrome or Firefox
• Mac OS 10.8 or higher • Chrome recommended for best performance

INTERNET REQUIREMENTS:
• High-speed Internet required (5Mpbs per user
recommended)
• WebSockets support

LOGGING IN
Yearbook Avenue is the overall comprehensive site that provides status information, ideas, selling tools, educational
tools and planning tools for your yearbook.

Monarch is the page creation tool that you will access through Yearbook Avenue.

TO LOGIN, ENTER:
• The year
• Your job number
• Username
• Password
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BEFORE YOU BEGIN

PLEASE READ THE FOLLOWING TIPS CAREFULLY
Monarch is a unique experience. It involves lots of components designed to make your yearbook creation process
smooth and easy. Please follow the following tips to get the best possible experience.

TEST YOUR INTERNET CONNECTION

Because Monarch is entirely Internet-based, a solid connection is absolutely critical. Before you begin, it’s
imperative that you know your connection is solid. Go to http://www.jostens.com/monarch for a couple of quick
tests that will assess your connection. Remember that your connection may fluctuate, especially when many users
are online at once.

DON’T USE INTERNET EXPLORER

Any other browser is fine. We recommend Chrome for the best experience, but Firefox and Safari will work as well.

SAVE OFTEN AND LOG OUT

Get in the habit of saving your work very often. You never know when an interruption in your Internet connection
may strike. Similarly, any time you get up from your chair, close your page and log out. Monarch is a secure
website, and like other secure websites, it will log you out after 15 minutes of inactivity. Although there is a
10-minute grace period, if you miss it, you could possibly lose your work. When you are done for the class period,
log out of every program (InDesign and Photoshop) until you reach the blue Launchpad screen. Then, log out on
the top right. Simply closing the browser leaves your session running and can result in a loss of work.

USE THE JOSTENS TOOLS

The tools have been designed to work with Monarch and vice-versa. Even if you’re an InDesign pro, there are
certain tools that will be required for use in Monarch, such as Page Wizard, Picture Placer and PFS.

EVERY SPREAD MUST BEGIN WITH PAGE WIZARD

Use Page Wizard to create a master template, section templates and all new spreads. You can also use it to open
existing spreads without having to hunt for your file.

USE THE IMAGE LIBRARY FOR PHOTOS

Upload photos to the Image Library in Yearbook Avenue. Then, use Picture Placer to put them on the page. You
can edit the photos in Photoshop after they have been placed on the page simply by right-clicking on the photo
and selecting “Edit with...”.

CALL US IMMEDIATELY WITH QUESTIONS

If you have any questions, please contact Tech Support as soon as possible. The sooner we can see an issue, the
easier it is to help you get back on track.

Call Tech Support at (800) 328-2435.

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YOUR HOME PAGE

Your Home Page is customized with modules containing information pertinent to your school and your book. Use this
page to help you track your progress throughout the year.

Find educational and inspirational resources in the Digital Classroom link on the header bar.

To see a virtual preview of your book, click on Virtual Book under the Showcase menu.

PERFORMANCE TRACKER HEADER BAR MENUS

SIDEBAR MENUS • Plan • Status
• Deadlines
• Home • Page Status • Create • Showcase
• Student Coverage
• Deadlines • Images • Sell • Help
• Sales Goal
• Performance • Design Gallery • Digital Classroom
• ReplayIt Users

CALENDAR
• Keep track of
upcoming events.

INSPIRATION GALLERY
YEARBOOK AVENUE NEWS • Get inspired by this
• Stay up-to-date on the library of exceptional
latest yearbook news and photos! This image
YBA features. rotates weekly or you
can click into the
Gallery’s library.
BE A BETTER YEARBOOKER
• Add to your yearbook
experience with tips, tricks &
feature stories.

IF YOUR SCHOOL IS NEW TO JOSTENS you will
receive your Yearbook Avenue login information in an
email from Jostens. The first time you log in, you will
be asked to provide contact information and change
your login and password to something you will easily
remember.
IF YOU USED YEARBOOK AVENUE LAST YEAR your
adviser login and password will carry over. If you do not
have your login or password, or are a new adviser at your
school, please call your plant consultant for assistance.

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LOGGING INTO MONARCH

Create your yearbook using Adobe InDesign and Photoshop by logging into Monarch.

Once you’re logged into Yearbook Avenue, select Monarch by Jostens under the Create menu on the home page
header bar to get started.

This will take you to the LaunchPad, which shows you the apps you can choose to launch.

CONNECTIONS TEND TO BE INSTANTANEOUS to these applications during school hours. Outside of normal
school hours, there may be a short delay as Monarch launches a server on demand. This should take no longer than
three minutes or so.

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CONNECTING AND DISCONNECTING

Monarch has a “connection buffer” built in. This is a feature that allows you to pick up working where you
left off. When you close Monarch, your session still runs for 10 minutes in case you want to go back and
resume your work.

Because of that buffer, when you get to the LaunchPad,

Monarch automatically checks to see if you have a
session running. You will see a message saying this:

As soon as this message disappears, you should see a

green dot. This means Monarch servers are ready for
you to click and launch your program. When you see the
green dot, you’re good to go!

In the evenings and on weekends, you may sometimes

see an orange dot, and a message telling you that there
will be a three-minute wait for the first available server. This is normal. During off-peak times (outside
normal school hours), we conserve resources and allow you to power up a server on demand. Use those three
minutes to grab a cup of coffee or finish up some email. As soon as the light turns green, you’re back to
Monarch!

YOU MAY GET AN ERROR if you try to connect too

quickly. If Monarch doesn’t have a chance to check the
status of sessions, it may tell you that there are no servers
available. Just wait another couple of seconds until you
see the green dot, then try again.

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CONNECTING AND DISCONNECTING (CONTINUED)

When you’re done working with Monarch, it’s important to close your session properly.

Close all of your work and exit each program. Doing this will take you back to the LaunchPad, where you can click on
your name to return to YBA.

There are two temptations to be careful of:

• DO NOT just close the browser window. If you just close the browser window without closing the programs,
InDesign is still running in the background. Luckily, you can log right back in and pick up where you left off. But after
10 minutes, you will not be able to log back in, and you will lose any unsaved work. Also, because InDesign creates a
lock file when you open a page, you should close it to remove that lock file. Otherwise, the lock file will remain, and
the file will still be locked the next time you try to open it.

• DO NOT just walk away from Monarch without closing your work. Of course, yearbook staffers have plenty to do
—interview, help other people, meet — but because of the Internet connection aspect of Monarch, it’s important that
any time you step away from the computer, you close your spread and log out.

PLEASE NOTE
Monarch is a secure website. It follows secure Internet website guidelines. Much like any other secure website, like a
bank, for example, Monarch will detect “idle time.” If you haven’t touched the keyboard or mouse after 15 minutes,
Monarch will ask if you are still there. If you do not answer, Monarch will exit.

As mentioned before, however, Monarch has a built-in buffer of 10 minutes. So if you do get disconnected, your session
remains running for 10 minutes behind the scenes. You can log back in within 10 minutes to pick up right where you left
off. After 10 minutes, though, your work may be lost.

We strongly urge you to get in the habit of saving your work constantly. This is a good practice whether you’re inside
Monarch or using any software. As of right now, Adobe InDesign does not have an auto-save feature.

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NAVIGATING MONARCH
The key to understanding how to navigate around Monarch is the Gear icon.

Located at the bottom left of the Monarch window, the Gear icon functions similar to the “Start” button in Windows.

Click on the Gear icon to see the applications available to you, including Adobe InDesign and Adobe Photoshop. Any
application which is currently running will be in bold white text and have a dot to the left of its name.

To launch an application, simply select it from this menu.

GEAR ICON

THERE IS A SEPARATOR LINE under the list of
applications, with other commands underneath like “Send
feedback.” These do not go to Jostens; please do not use
these. A notable exception is “Share session,” which will
be explored later.
WHEN USING AN APPLICATION SUCH AS
INDESIGN INSIDE A BROWSER, remember that some
keyboard shortcuts (such as ctrl/cmd+W to close) are the
same for both InDesign and your browser. In those cases,
the browser will take precedence. Until you get used to
Monarch, we suggest using the mouse and menus instead
of keyboard shortcuts.

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THE TEAM DRIVE

Just as your school probably has used a server in the past, we have given you a drive in the cloud. It is called the “Team
Drive,” or the T: drive. This is where all of the files for your yearbook will reside.

It is backed up nightly for your security and peace of mind.

Using the Internet, Monarch allows your yearbook staff to access your Team drive (and therefore, your entire yearbook)
anywhere with an Internet connection.

We have pre-installed YearTech® for you inside the Team Drive. YearTech®, our yearbook creation plug-in for InDesign,
also includes a folder hierarchy to make organizing your book easy. Inside the Team Drive, you will find folders such as
Digital Photos for photo storage and organization; Yearbook Pages for your spreads; Uploads and so on.

To access the Team Drive drive directly, use the Gear icon to go to Cubic Explorer. Once there, click on “Computer”
to access your Team Drive (the “T:” drive). We have placed the most commonly-used folders in the top left for you as
bookmarks.

TEAM DRIVE

CUBIC EXPLORER

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PRINTING
To print, go to File>Print in InDesign. You will not see your local printer, because you are actually working on a remote
machine which cannot see your printer. Be sure the printer is set to “Mainframe2 Virtual Printer” then print.

When you print, Monarch will create a PDF of the document in the background. When the PDF is finished, Monarch will
display a printer icon in the bottom right of the screen.

Click this printer icon, and a new tab will open in your browser. From this new tab, you can print the PDF to your local
printer or save it to your local computer..

PRINTER ICON APPEARS

AT BOTTOM RIGHT OF
SCREEN. CLICK TO OPEN
IN A NEW TAB AND PRINT.

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SHARING A SESSION
The session sharing feature is a great way for the staff and advisers to collaborate, whether they are in class together or
at home. This is also a great way for Tech Support to see your page in real time.

With this feature, you can launch InDesign or Photoshop, then select “Share session” from the session settings menu
(gear icon):

You’ll see a pop-up window like below, where you can then copy the URL and send it to your friends via email, chat, etc.
When they click on the link, they’ll join your session, and both of you can move the mouse, type text, and fully interact
with the session simultaneously.

PLEASE NOTE: While you can collaborate, you cannot work on different part of the page at the same time. Users will
share one mouse and one keyboard. An ideal setup would be to have a staff member share a session with an editor, then
call the editor, so they both look at the spread together. The editor could make suggestions or even take over the screen.
However, one person cannot work on the headline while another works on the

You can add multiple users to a session in this way, but note that the performance of the session will be set to
accommodate the user with the poorest network connection. Note that this feature currently only supports connections
from browsers on Macs and PCs (Chromebook session sharing is currently not supported).

SHARING SESSIONS WORKS LIVE. If you send out
a link and then disconnect from your session, that link
will no longer be active. Similarly, the link is only good
for that one session. If you log out of Monarch then back
again, you will need to get a new link to share.
BE SURE TO CLOSE YOUR SESSION. If you share
a session, it’s as if you shared it with were sitting next to
you at the keyboard. If you don’t close your session and
the other user still has it open, they then take ownership
of the session. If neither of you close it and leave the
session open, your file may become locked. Always close
your session.

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UPLOADING IMAGES
With Monarch, there’s an easy process to get photos from your camera to your yearbook.

Monarch is unique in that is allows creation in your yearbook from anywhere through a cloud-based server. This means
that your local photos must make their way from your location to the server. To help with that, we use the YBA Image
Library, with additional support from Dropbox, Google Drive and/or Box.

UPLOADING PHOTOS
For your everyday JPG photo needs, use the YBA Image Library for uploading and placing. (See next page).

UPLOADING OTHER FILE TYPES

For uploading special files (PNGs, TIFs, PDFs, PSDs, etc., photos with transparency, or photos where you intend to make
a COB inside Monarch), we recommend using the Upload button built into Monarch (see Uploading Special Images —
Method 1).

We also offer a second option, using the three cloud storage services mentioned above. (Dropbox, etc.) as a virtual USB
drive — as a means for transferring files to the T: drive.

Best practice tip: Only transfer those photos that you think you will use in the book. You may have taken 500 photos
of a football game, but you will probably use 20 at most. Uploading 500 photos will take a long time; imagine the time it
would take to email 500 photos. Use your time wisely and upload only the best photos.

Best practice tip: Use Windows-friendly names. Avoid space or special characters. Stick with numbers, letters and
maybe the occasional dash.

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UPLOADING PHOTOS VIA IMAGE LIBRARY

The fastest, easiest way to place your JPG photos on your InDesign page within Monarch is to use the Image Library
built into Yearbook Avenue.

To use this feature, simply log in to Yearbook Avenue and go to Create->Image Library.

The Image Library allows you to create a photo hierarchy, then have those photos ready to place into InDesign.

In the Image Library, click on the triangle next to “Activity.” You will see some pre-created folders.

You can customize these by clicking on the individual folders to delete them, or by clicking on Activity, then clicking
“New” at the top.”

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UPLOADING PHOTOS VIA IMAGE LIBRARY (CONT’D)

To upload, select a folder and click “Upload” on the top center. NOTE: Only upload JPG files here.

UPLOAD

Once photos are uploaded to the Image Library, they are ready to be placed in Monarch.

PLACING THE PHOTOS

To place these photos, use Picture Placer. Launch Monarch, then draw a photo box with the rectangle tool. Click the
Picture Placer button.

PICTURE PLACER

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UPLOADING PHOTOS VIA IMAGE LIBRARY (CONT’D)

You will be connected to the Image Library. Click on the triangle next to the Activity folder. You will see the same
folders that you created in the Image Library..

Click on a folder to have Picture Placer display thumbnails of the photo inside it.

Drag and drop the photo you want to place. into the green box on the thumbnail of the spread.

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UPLOADING SPECIAL IMAGES: METHOD 1

For special images (PNGs, TIFs, PDFs, PSDs, etc., photos with transparency or photos where you intend to make a COB
inside Monarch), there are two ways to upload them.

UPLOADING IMAGES WITH THE NATIVE UPLOADER

Monarch includes a native uploader. Look for the Uploader icon near the bottom right of the Monarch window. It is a
circle with an up-arrow in it.

Clicking this button will trigger a window asking you to upload a file from your local computer (You can also drag and
drop here).

Once you choose your file, it will upload to the Uploads folder in your T: drive. The Uploads folder is just a receiving
folder. You should cut and paste your file from Uploads into your Digital Photos folders.

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UPLOADING SPECIAL IMAGES: METHOD 2

Another method is to use Dropbox, Google Drive or Box as a virtual USB drive to transfer the images from your local
computer to the T: drive in the cloud.

CREATING A CLOUD STORAGE ACCOUNT

First, each user should create a free account on any of the services specifically for transferring images. Do not use an
existing account you may already have for storing photos; this will cause issues.

Also remember that if you use this method, the account you create cannot be shared among multiple users inside
Monarch. Only one user can be logged in with a Dropbox/Google account at a time. Having multiple users share the
account will cause unpredictable and unstable behavior.

CONNECTING THE CLOUD STORAGE ACCOUNT

Once you have the account created, you will need to connect it to Monarch.

Look for the icon at the bottom right that has a Dropbox icon, a Google Drive icon and a Box icon.

Click on the icon for the service you’re using. Monarch will prompt you for your account credentials.

Your drive will appear as a second drive letter in Monarch next to your T: drive. It’s as though you plugged in a USB
drive, because you did (a virtual one!).

YOUR DROPBOX IS FOR TRANSFERRING ONLY.
Dropbox, Google Drive, Box — they all serve the same
function. They are used as a virtual USB drive to get
files from one place (your local computer) to another (the
remote server).
None of these is intended for file storage. Files should
be uploaded when they are ready to be transferred to
Monarch, then cut and pasted from there into your T:
drive. Ideally, a file would never stay in Dropbox, etc., after
it is uploaded.
In addition, placing a photo from Dropbox can result
in broken links. Photos should always reside on the T:
drive. Never place photos directly from Dropbox or
Google Drive.

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UPLOADING SPECIAL IMAGES: METHOD 2 (CONT’D)

Go to your Drive (the F:, G: or X: drive) and locate the files you want to transfer. Select them and right-click. Cut and
paste them into Digital Photos on the T: drive.

The idea is to use Google Drive to move a photo from point A to point B. DO NOT connect a Dropbox or Google
Drive account in which you are storing files. Similarly, you should only connect one account per user (do not share
accounts).

Best practice tip: Use “cut” instead of “copy.” This will empty the Drive when you transfer the photos, freeing up more
space. Using “copy” or dragging and dropping will leave the original behind, causing you clutter.

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CREATING ENDSHEETS
Go to Page Wizard and select “Create Endsheet,” then select “Front Endsheet” or “Back Endsheet.” (If you are using the
same design for both, just select “Front Endsheet.”)

This will generate a file with the correct name and dimensions.

When you are ready to submit your endsheet, click the PFS (“Prepare For Submission”) button on the Jostens Tools
template. The submission tool will detect that these files are endsheets and submit a package for you. It will also route
these files to the correct department.

NOTE: Please do not rename these files.

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CREATING PAGES
Start every spread with Page Wizard — the building block of all yearbook pages. This will ensure consistency in your
book and help speed your files through the plant.

The first time you click on the YearTech® tool palette inside Monarch, it will ask for your job number and school name.
This information is used to create the master template.

STEP ONE — SETTING UP THE MASTER TEMPLATE

Click the Page Wizard button, the first button on the top row of the palette. The first time you run Page Wizard, it will
ask if you want to set up your master template. Click “Yes” to set up the master template with folio text and any other
items you wish to add (e.g. color palette, paragraph styles, etc.).

The master template is the perfect place to add color swatches and create character and paragraph styles that will then
be available throughout your book. In addition, you can create your column/grid layout for your book on this template.

When all changes are made choose Save and then close the file. You can always edit the master template by going to
Page Wizard and selecting Modify->Master Template.

PAGE WIZARD MODIFY THE

MASTER TEMPLATE
HERE

Once the master has been set up, click Page Wizard again to begin creating spreads or section templates.

STEP TWO — CREATING SPREADS OR SECTION TEMPLATES

Click Page Wizard to create a section template. You can create a sports section template, for example, or an academics
template, incorporating elements that you know you will use throughout the section. Give the section a name. Make
changes and save the changes. This will give you a new option later to create a new spread from a section template.

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CREATING PAGES (CONTINUED)

STEP THREE — CREATING BLANK PAGES
Once you’ve set up your master templates and section templates, setting up a spread is a breeze. Simply click “Create
New Spread” and decide if you want to create a spread from scratch, or if you want to create a spread from a section
template.

To use a section template, check the box that says “Use Section Template” and choose one from the dropdown.

If you want to create pages from scratch, do not select “Use a Section Template.” Instead, enter a deadline number (for
organization), a starting page number (usually an even number if it’s a double-page spread) and a description to help
you identify the spread later (e.g. “basketball”).

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CREATING PAGES (CONTINUED)

Page Wizard will create a blank page template for you on which you can create your spread. Use this template each time
you open your spread until you complete it.

The template contains margins, bleeds and information for the plant.

BLEED/TRIM LINE MARGINS

INFORMATION FOR PLANT

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COPYING AND PASTING TEXT

There are a couple of different ways to copy and paste text into Monarch.

Because you are working on a remote server, the remote computer cannot see your local computer’s clipboard. It does
not know when you have copied something. Copying and pasting requires on additional step.

Select your text in Google Docs (or Word).

Next, go to Monarch. Click on the Clipboard icon at the bottom right.

It will show you the circle of copying and pasting from a remote server, and will also give you a place to paste your text
so that it is visible to Monarch.

Paste your text into the white box on the left. This makes it visible to the remote server.

Once the text has been pasted to Monarch, you’ll be able to paste it a second time onto your InDesign document.

If you choose to place a Word file, you will need to upload the Word .doc file to your T: drive, then place the file on your
InDesign page (File->Place). Remember that Monarch does not include Word, so there is no way to edit a Word file once
it’s on the T: drive.

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JOSTENS YEARBOOK ADS

If you use Jostens Yearbook Ads, you already enjoy the ease of having Jostens handle recognition ad design and
paperwork. Now, you can import those finished ads into InDesign to incorporate your final touches..

STEP ONE: CREATE AN INDESIGN SPREAD

Create a spread corresponding to the ad pages you want to edit. (For example, if you have told JYA that ads go from
pages 200 to 217 in your book, then creating a spread of 200-201 would be appropriate, but 178-179 would not.)

STEP TWO: OPEN JYA THROUGH PAGE SURFER

Go to the Page Surfer tool in the Jostens YearTech™ palette. From the drop-down list of categories, look for “Ad Services”
at the bottom. Enter the adviser login and password.

PAGE SURFER

STEP THREE: DOWNLOAD THE PAGES MARKED “COMPLETE”

Pages marked “complete” by Jostens Yearbook Ads will show a thumbnail image. These pages are ready for you to
download and submit. (In the example below, pages 222 and 223 are ready.)

Double-click on a thumbnail and the page will redraw in InDesign. From this point, you can edit the ad, make changes
to fonts, colors, etc. When you are ready, run Prepare for Submission on the ad pages and submit them as you would any
other spread in the book (see below)..

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JOSTENS YEARBOOK ADS (CONTINUED)

After downloading the page from Page Surfer, it is a normal InDesign spread that you can edit.

YOU CAN CHANGE FONTS

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UPLOADING PORTRAIT IMAGES

Your portrait photographer will provide you either a CD of your portraits, or a link to download them. This CD or
link will contain several text files in addition to the portraits themselves. Jostens needs these files as well to correlate
students’ names with their photos.

You’ll find all the portrait functionality — from importing the portrait data, to making the edits and placing the portraits
onto an already-created layout — in the YearTech tool called “Portrait Tools.” For additional help, click the Help button in
the Portrait dialog box.

STEP ONE: GETTING THE PORTRAITS ONTO YOUR COMPUTER

You can easily upload your portraits yourself, saving time. You can also choose to send them to the plant for uploading.
If you do this, you can skip to Step Three.

If you receive a CD and want to upload the contents yourself: Insert the CD/DVD into your drive. Copy all contents of
the CD into a folder on your local computer.

If you receive a link and want to upload the contents yourself: Click the link and save the contents to a folder on your
local computer.

STEP TWO: UPLOADING THE PORTRAIT DATA

Zip the contents of the disc/link and use the Upload button to get them onto the T: drive.
Please note that Monarch has a 500MB size limit on files being uploaded. You may need to break the contents of your
CD into smaller chunks for successful uploading.

Once the files are uploaded, they will appear in the Uploads folder on your T: drive. Right-click to extract them.
Finally, move them to the “Portrait CD Files” folder inside Digital Photos.

STEP THREE: IMPORTING THE DATA

Click on the Portrait Tools button in YearTech.

PORTRAIT TOOLS

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UPLOADING PORTRAIT IMAGES (CONTINUED)

Click the Import button at the top of the bar. It is the icon on the right.

IMPORT IMAGES

Click the Import Records button on the left to locate the portrait data you just uploaded (T:/YearTech/Digital Photos/
Portrait CD Files). Once you’ve selected that folder, click on “Import.” Portrait Tools will then create a database of your
portrait data.

IMPORT RECORDS

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EDITING PORTRAIT IMAGES

Editing is done in Portrait Editor. If you have photos in the “No Name” or “No Grade” category, start with those.

Click the category. and the photos will appear. Click on a name to edit it.
Drag and drop a photo to move it from one grade into another.

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PRINTING PHOTO PROOFS

At any time, you can print out a proof sheet of thumbnails of all the photos in your portrait database. Click the “Create
Photo Proofs” button at the bottom of the Portrait Editor screen.

CREATE PROOF SHEET

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PRINTING PHOTO PROOFS (CONT’D)

The resulting PDF can be used to make changes or to look for duplicates.

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FLOWING PORTRAIT IMAGES

Flowing your images is as easy as designing your pages, then clicking to place a photo. The tool does the rest of the
work.

STEP ONE — DESIGN THE SPREAD

Before you can place images, you’ll need to design your portrait spreads, including any candid content.

STEP TWO — OPEN THE SPREAD

Open the first spread that you want to flow your portrait images and names onto.

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FLOWING PORTRAIT IMAGES (CONTINUED)

STEP TWO — LAUNCH PICTURE PLACER
Launch Portrait Tools and go to the Portrait Placer tab. Choose “Portraits” from the dropdown at the top right.

Next, choose a grade to flow from the dropdown immediately to the right.

STEP THREE — BEGIN PLACING PHOTOS

Hover your mouse over the “Auto-Flow” button at the top left. Picture Placer will show you a preview of where the photos
will flow. If you are satisfied with this, click Auto-Flow, and the photos will be placed. Click “OK” to exit, then repeat for
subsequent spreads.

ONCE YOU IMPORT IMAGES, Portrait Tools will

create a folder in Digital Photos with the images renamed.
The folder will have a name structured similar to “Import-
Monday 09-01-2017.” Please do not move or rename these
folders, as they contain links to the photos to be placed on
the portrait pages.

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INDEXING
Jostens Indexer uses the database created by Portrait Tools as the source for indexing pages. This provides more
consistency in your book and ensures that names are spelled correctly.

STEP ONE: OPEN A SPREAD

To begin indexing, open a spread(s), then click the Indexer button on the YearTech tool palette. (Note: Only one person
should index at a time.)

STEP TWO: CLICK “FIND ITEMS”

To index a spread, click “Find Items.” The names on the layout(s) will be compared to the Indexer database. All exact
matches will be automatically indexed. You will receive prompts on close matches for first names. Choose “Current
Document” to index just the current spread. Select “All Open Documents” to index multiple spreads at one time. Check
“Include Custom Items in Search” to check for club names or custom items that you added to the index.

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INDEXING (CONTINUED)
STEP THREE: VIEW THE INDEXED ITEMS
You may view the indexed names alphabetically or by page using the drop-down at the top.

To get these options, click on the the Indexer tool.

If a name is missing while in the “View by Page” mode, click “add item” and begin typing the name. The list will be
pre-populated with potential matches. Make your selection and click “Add.” If the missing name isn’t listed, return to
Portrait Editor and use the “New Record” button to add the name. This could also indicate a possible misspelled last
name in your database which should be corrected in Portrait Editor.

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CREATING THE FINAL INDEX

Once you’ve indexed the pages in your book, you can create the final index for the book using the Indexer button on the
YearTech® tool palette.

STEP ONE: OPEN INDEXER

Open the Indexer tool from the YearTech® palette.

STEP TWO: CLICK “MAKE INDEX.”

When you click “Make Index,” Indexer will ask you several questions about how you would like the index formatted.

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CREATING THE FINAL INDEX (CONTINUED)

After you choose your options, Indexer will create an InDesign document with the full index of your book

You can then format the index to your choosing, including fonts, colors, candids and headlines.

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COVERAGE REPORT
After indexing pages, you can run the Coverage Report to get valuable information — who’s in the book, who’s not in the
book, and which students are in the book but haven’t bought one yet.

BEFORE YOU BEGIN

Before you can run the Coverage Report, you must index your pages. To run the index, simply click on the Indexer tool
and click “Find Items.” Do this for each spread in the book.

RUNNING THE COVERAGE REPORT

Click the Coverage Report in the YearTech tool palette.

This will generate a report showing the students who have been indexed, how many times they appear in the book and
on which pages.

More importantly, this report will also show who is not yet in the book.

THE COVERAGE REPORT RELIES ON THE INDEX,

If a name has not been indexed, YearTech doesn’t know
the student has been covered. Make sure your index is up
to date, so that your coverage report is up to date.

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COVERAGE REPORT (CONTINUED)

Once you run the report, you will be prompted to upload the report. This will send the report to Yearbook Avenue, where
it will update the coverage results there. This will also check for 3x coverage, allowing you to compete for the National
Award of Excellence. Finally, the report will also generate flyers (see next page).

RUN THE REPORT WEEKLY OR BIWEEKLY. Because

the Coverage Report is tied to the index, the most
accurate report will be the result of an up-to-date index.
We encourage you to index after each page is completed,
then run the Coverage Report at least every two weeks for
accurate coverage information.

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STARRING FLYERS
Coverage Report will ask you if you want to create “Starring Flyers” for non-buyers. Also known as “you’re in the book”
flyers, these are flyers generated for each students that appears in the book at least twice, but have yet to buy a book.

You are able to add custom text to the flyer.

Once you do, the software will create PDFs of flyers (three to a page) geared toward those students. You can print them
out and hand them to the student, you can post them around the school or even screenshot them and email them to
parents!

Jostens High School presents:

S T A R R I N G

Jakob
Dornhofer
Buy your book in Room 100
Now showing on pages 4, 198

ORDER TODAY jostensyearbooks.com

Jostens High School presents:

S T A R R I N G

Victoria
Morriss
Buy your book in Room 100
Now showing on pages 2, 4, 198

ORDER TODAY jostensyearbooks.com

Jostens High School presents:

S T A R R I N G

Lindsay
Reinsmith
Buy your book in Room 100
Now showing on pages 4, 200

ORDER TODAY jostensyearbooks.com

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SUBMITTING PAGES
Submitting your pages to be printed is a breeze with the “Prepare For Submit” (PFS) tool on the YearTech® toolbar. One
click checks for common errors and speeds your pages to the plant

STEP ONE: CLICK PFS

With your finished spread open, click “PFS” (Prepare for Submit). It is located in the bottom row of tools in the palette
under “Organize.”

This tool will check for common errors, such as missing photos, inappropriate words, misaligned bleeds and so forth.

PFS will also verify the page numbers on your page are correct and will create a PDF for you.

STEP TWO: VERIFY THE PDF

After PFS generates a PDF, you can print it, save it or just review it on screen. This is your first opportunity to approve
the page. PFS will prompt you with a message asking if you approve of the PDF.

Clicking “No” will take you back to the spread to continue work.
Clicking “Yes” will send your pages to the plant and begin the proofing process.

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SUBMITTING YOUR COVER

You must request a cover file for your book, since books vary in their spine width. Your consultant will place that file into
T:/20XX Yeartech/Covers.

When you run PFS on these files, the tool will detect the word “cover” and submit a package for you. It will also route
these files to the correct department.

PROOFS
Monarch schools receive paper proofs from the plant approximately one week after the time of page submission. These
proofs are your opportunity to make changes to the page before it gets printed.

When you receive your paper proofs, please look for and address any concerns the plant has highlighted on the proof
itself.

The paper proofs are yours to mark up. To make corrections, simply open the original InDesign file, make corrections
there, and submit again using PFS. The PFS tool will detect that the page is in the proof stage and will route it to the
correct department at the plant. If you do not have corrections, or if you need plant assistance, see the Page Status tool
on the next page.

If you still have concerns about a page after you submit proof corrections, contact your plant consultant.

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PAGE STATUS
The Page Status tool is located at the bottom of the tool palette.

Clicking on this tool with an adviser login will bring up a screen that shows the status of all your pages.

If a page is correct as-is, clicking the check mark will release that page to be printed. No further action is required. (If the
page does need corrections, open it in InDesign, make the corrections, and submit it again with PFS.)

If you need plant assistance, click the check mark..

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BACKUPS
Monarch servers are backed up every night. You can access your older files for up to five days.

To retrieve and recover an older file, go to Cubic Explorer and click on the T: drive. You’ll see a folder called “Backups.”
Your nightly backups will be listed by date. The contents of the folder will be a snapshot or your T: drive (, so you’ll find
the entire contents of the drive inside.

Locate the file you need and right-click on it, selecting “Copy.” (NOTE: Please do not open the file from here. It is a
read-only copy.)

Find the location where you want the file to go. Right-click and select “Paste.”

Your new file will be read/write, so you can open it and work on it as normal.

CAUTION: Please be careful when doing this. Try to copy individual files when possible, instead of entire folders. By
copying entire folders, you may accidentally copy over other files that you didn’t intend to overwrite. There is no way to
undo this.

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FOR MORE ASSISTANCE

Jostens has a variety of tools to help you produce your yearbook.

VIDEO TUTORIALS
Each YearTech® tool has a video tutorial explaining its use step-by-step in the Digital Classroom on Yearbook Avenue.
Just search for the name of the tool.

YEARTECH® HELP GUIDES

The YearTech® tool palette includes a question mark icon that links directly to help PDFs for each tool. Simply click it to
be taken to the help file you’d like.

CLICK THE JOSTENS EACH TOOL CONTAINS

LOGO TO GO TO A HELP BUTTON
YEARBOOK AVENUE

ONE-ON-ONE ASSISTANCE
Jostens Tech Support provides one-on-one guidance for all facets of yearbook creation. Call our team at (800) 328-2435
to get the answers you need. You may also email monarchsupport@jostens.com.

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