This article is intended to provide basic guidance on what to bear in mind before submitting a document to print, and to save time and money in the print process. It is written for general guidance, rather than for seasoned design professionals.

This article by nature contains some technical terms. If you would like to find out more, please see our complementary glossary of print terms, which is available for download from www.victoirepress.com/factsheets.php

Common issues - images, fonts and bleeds

Images

Some key considerations when your artwork includes images:

• Make sure that your images are 'high resolution', i.e. at least 300dpi (dots per inch). Bear in mind that images downloaded from the Web will probably be 72dpi (screen resolution), and so will not print well. You can check and manipulate the resolution of an image in most graphics software (although simply increasing an image's resolution does not work!).
• If possible, use TIFF and EPS images in preference to GIF or JPEG images. TIFF and EPS files are often better for print (although don't worry too much).
• Supply image files separately to your output document, if possible. PDF creation tools will often embed the images in the final document, and desktop publishing tools such as QuarkXPress and Adobe InDesign have utilities to check image usage and gather the images together for output.
  There is a wide variety of graphics tools available. The most popular commercial tool is probably Adobe Photoshop. Free alternatives are also available, such as The Gimp.

Fonts

You should try, if possible, to supply font files with the finished artwork. This is because there are different versions of everyday fonts, and so documents may display and print differently on different computers. PDF creation tools will often embed the fonts in the final document, and desktop publishing tools such as QuarkXPress and Adobe InDesign have utilities to check font usage and gather the fonts together for output.

Bleeds

Printing presses cannot print up to edge of the paper, so we print on over-sized paper and then trim the paper down to size. If you want images or colours to run right up to the edge of the paper, you will need to set that element with a 3mm 'bleed' - i.e. the image or colour panel should extend 3mm beyond the actual printed area.

Document format

Some printers are happy to receive and can work with documents in any common format, including MS Word, MS Powerpoint, QuarkXPress, Adobe InDesign, Adobe Photoshop, and so on but the preferred format, usually, is PDF (see below).

If you supply MS Word files, then it is particularly important that you check proofs carefully, because MS Word documents are likely to 're-flow' (i.e. appear differently) on different versions of MS Word.

PDF

Printers prefer to receive documents in Portable Document Format (PDF). This is because the artwork is 'set in stone' (i.e. it does not re-flow and cannot be edited accidentally), and so there should be fewer issues in the print process, and fewer costs for the customer. It is also easier than ever to produce PDF files from a desktop PC, because of the proliferation of free PDF writers in recent years.

Making PDFs

There are many free PDF creation tools available - just type it into a search engine and see. Popular free PDF creation tools include:

• PrimoPDF
• PDFCreator

Commercial alternatives, which have more features and may produce a better end product, include:

• Adobe Acrobat (the original PDF creator)
• Nitro PDF

PDF tools are increasingly being integrated into desktop applications such as MS Word, Quark and InDesign. Be aware that simply creating a PDF does not necessarily make your document ready for print. All the other considerations mentioned in this document (e.g. Fonts, image resolution, bleeds and so on) all apply.

Manage your print requirements online

Some printers use a web-based interface (such as iWay) to allow customers to manage their print requirements across single or multiple sites. For example, at a multi-site organisation a single administrator could control the print ordering for stationery across a number of sites. Submitting your print job via a system like iWay will convert the artwork to a PDF and carry out 'flightchecks' (i.e. check it for fonts, graphics, and overall resolution). This identifies any problems at the start, and saves time and cost further down the line. It also means that you can submit your print job online, rather than having to email or post the artwork.

Other methods of delivery - email, CD-ROM and hard copy

• Email can be the quickest way, although beware of very large files - you may have restrictions on the size of file you can send. If you email artwork to us, always check that we have received it.
• A sensible alternative is to burn the artwork on to a CD-ROM or DVD-ROM. Remember to label the disk with your name and contact details.
• Hard copy is common for large-scale digital copying

Proofing

Printers should send you proofs and ask you to sign them off before going to print. This is to show you how the finished page will look, and is usually printed on a laser printer. For recurring jobs (e.g. a regular newsletter), electronic proofs (PDFs) may save time and money. This is your chance to check that the printer has received and rendered the artwork correctly, and is your last opportunity to look for errors!

Further information

If you would like to find out more about pre-press and getting documents print-ready, there are a number of resources on the Web including:

• About.com - Prepress Tutorials & Preflight File
• PDFzone - pdfzone.com

Get help

Getting document format and delivery right are key to ensuring the quality of your final printed products. If you are at all unsure about any aspect, get in touch with the print firm. The earlier you can get them involved in print process (e.g. advising on materials, pagesetting, and so on), the more they can help you.

About the Author

Victoire is the leading print company in Cambridge and the surrounding area. Victoire provides a full range of print services including manuals, business cards, interactive CD's and DVD's, stationery of all types.
Article Source: GoArticles.com