How To Prepare a File for Printing with a Commercial Printer

by admin | Feb 14, 2024 | Uncategorized | 0 comments

Ensuring Your Design Shines on Paper!

In the world of design, seeing your creations come to life on paper is a rewarding experience. Whether you’re preparing files for business cards, brochures Printing, poster printing, postcard printing or something else, understanding how to set up files for print with a commercial printer is crucial. In this guide, we’ll walk you through the essential steps to ensure your design not only looks stunning on screen but also translates seamlessly onto tangible prints from Dave the Printer.

Choose the Right File Format and Color Mode:

When preparing files for offset printing or digital color printing, it’s important to use the correct file format. The industry standard is usually PDF, as it maintains the layout and formatting across different systems. Additionally, ensure your design is in CMYK color mode, as we printers typically use this color model for producing full-color prints. If your design is to be printed using spot colors be sure to use those pantone colors when creating the design.

Set the Correct Resolution:

High-resolution images are essential for crisp and clear prints. For pictures and graphics, aim for a resolution of at least 300 DPI (dots per inch) to avoid pixelation and ensure your graphics appear sharp and professional. Type is normally at 2400 DPI which is why we don’t recommend using Photoshop for your type creation, only for the images. At Daves, we take the images (pictures) and insert them into an Adobe Illustrator or Adobe Indesign document to create the final layout with type and bleeds.

Include properly set up Bleed and trim marks:

Bleed is the area outside the final cut size of your document, ensuring that there are no white edges after trimming. Typically, printers require a bleed of 1/8 inch (0.125 inches) on each side. Additionally, add trim marks to indicate where the printer should cut the final product, helping maintain accuracy during the trimming process.

Convert Fonts to Outlines:

To prevent font-related issues, convert all fonts to outlines or paths. This ensures that our printers graphic department doesn’t encounter font substitution problems, maintaining the integrity of your design’s typography. Note “Be sure to save your new outlined file with a new name” so that you still have the original to edit or make changes to in the future. At Daves we use OL in the new file name to designate the difference from the working file. An example would be “Brochure2024 OL.pdf”

Check and Embed Images:

Before sending your file to the printer, double-check that all images are embedded rather than linked. This ensures that the printer receives all necessary graphics with the file, preventing potential issues with missing images. The other option is to package all the links, fonts and graphics into a folder that you send over with the file so that anything our graphics department might need would be available.

Verify Color Profiles:

Confirm with your Csr which color profile they prefer and embed it in your document. This ensures consistency between what you see on your screen and the final printed result.

Review Page Size and Orientation:

Confirm that your document’s page size and orientation match the specifications provided by the commercial printer. This simple check prevents unexpected layout issues during printing.

Save and Export Correctly:

When saving or exporting your file, choose the appropriate settings for commercial printing. Select the highest quality options and compress images judiciously to maintain file size without sacrificing quality. In Adobe Illustrator, saving the file using the Press Quality is the way to go and be sure to include crop marks and the .125” bleed!

Communicate with Your Printer:

Before sending your file, establish clear communication with your Print representative.. Confirm their preferred file format, color profile, and any specific requirements they may have. This helps avoid potential hiccups in the printing process.

Proofread Thoroughly:

Before finalizing your design for printing, proofread all text and double-check the layout. This ensures that your printed materials not only look professional but also convey the intended message accurately.

Setting up files for printing with Dave the Printer requires attention to detail and adherence to industry standards. By following these guidelines, you’ll increase the likelihood of a smooth printing process, allowing your design to shine on paper and make a lasting impression. It doesn’t matter whether you’re creating files for invitation printing, direct mail printing or something else, remember that clear communication with Dave the Printer is key to ensuring a successful and visually appealing final product.

Need more help with file setup? Click here. Need a quote for your print project Click here

Below is a printable checklist for your use.

Checklist for How To Prepare Files for Printing

RGB (Red, Green, Blue)

What is it?

RGB is a color model based on light. It combines red, green, and blue light in varying intensities to create a spectrum of colors. This system is primarily used for digital screens such as computers, TVs, and smartphones but not for printing.

When to Use RGB:

Digital Displays: Websites, apps, and digital presentations.
Vivid Colors: RGB can produce vibrant, bright colors that are difficult to replicate in print.

Why RGB Isn’t Ideal for Printing:

Printers use physical inks, not light. RGB colors often appear duller when converted to CMYK for print because certain bright hues, like neon or vibrant blues, can’t be reproduced using ink.

CMYK (Cyan, Magenta, Yellow, Black)

Best For: Commercial Printing, Full-Color Documents

CMYK is the color model used in full-color printing. This model is known as subtractive because it works by subtracting light. The more ink you add, the darker the resulting color becomes. CMYK is based on the four primary printing inks used in digital color printing and large offset printing presses: cyan, magenta, yellow, and black.

How It Works: CMYK uses the process of overlapping layers of ink to produce a wide range of colors. Each color (cyan, magenta, yellow, and black) is printed as a separate layer, and the combination of these layers results in the final image. For instance, cyan and magenta create blue, cyan and yellow produce green, and so on.
Printing Consideration: Commercial printers rely on the CMYK system to create accurate color prints. However, due to the nature of the model, certain bright colors in the RGB spectrum (like neon hues) cannot be accurately reproduced in CMYK. It’s important for designers to adjust their files accordingly before printing to avoid discrepancies between digital mock-ups and the printed piece.

HEX (Hexadecimal)

Best For: Web Design, Digital Graphics, Color Matching on Screens

HEX is another color system that’s most often used in web design and digital graphics. It’s similar to RGB, as it describes colors in terms of red, green, and blue, but it uses a hexadecimal system instead of decimal values. Each color in the HEX system is represented by a six-digit combination of numbers and letters (0-9, A-F).

How It Works: HEX codes begin with a hash (#) symbol followed by six characters. These characters represent the intensity of red, green, and blue in a 0-255 range. For example, #FF0000 represents pure red, #00FF00 represents pure green, and #0000FF represents pure blue.
Printing Consideration: HEX is not used in the printing process directly, but it’s crucial for designing web graphics or creating digital artwork. Like RGB, HEX colors must be converted to CMYK when designing for print. This can lead to some challenges if the colors on the screen look vibrant but appear duller in print.

Pantone (PMS)

Best For: Brand Colors, Precision Color Matching, Specialty Printing

Pantone, or the Pantone Matching System (PMS), is a standardized color matching system used in commercial printing to ensure consistency across different print jobs and machines. Unlike CMYK, which mixes inks to create colors, Pantone has a pre-mixed set of colors that can be used directly.

How It Works: Pantone colors are represented by a unique number and can be specified with high accuracy. The system includes a variety of shades, including metallics and pastels, which cannot be accurately reproduced using CMYK. Each Pantone color is made up of specific proportions of inks, ensuring that it can be consistently replicated, no matter where or how the design is printed.
Printing Consideration: Pantone is especially useful for brand identity and logo design that isn’t going to print in full color because it ensures that the exact same color is used across all print materials. Pantone colors are also commonly used in spot color printing, where a specific color is printed independently of the standard CMYK process, providing a more accurate and vibrant result.

Have more questions about printing in color?

Contact Dave’s staff today to get started. Whether you need a single print or bulk order, we have the expertise and resources to bring your vision to life. Need more info on setting up your print files, click here.

Call us at 214-630-4017 , email us at service@davetheprinter.com or fill out our quote form today. At Dave the Printer, you will receive high quality color printing and on time. Delivery, pickup and shipping are available.

As Dave’s been saying for more than 50 years, he’ll “bend over backwards” to make his customers happy. What are you waiting for? That great first printed impression is just a call or click away.

Booklet Printing: Unlocking the Power of Local Printing Services →