File Set-Up

File Preparation Guidelines

Document Creation:

  • Document Setup matches size of finished piece. (True except for folding pieces, which may be built as spreads)
  • Set the bleed to .125” (Pull art that runs off the page to the red line that appears outside of your document.)
  • Check “facing pages” if the project is binding like a book, or if you want to build a folding piece with pages next to each other. (Similar principles apply when using Adobe Illustrator or Quark. Illustrator may use multiple art boards, but is better suited for projects that are not large page counts. Photoshop, MS Word, and Publisher, should really not be used for page layout as there is no way to account for bleed in the artwork, which is confusing.)
  • Number of pages match our quote to you. (Please remember that projects that stitch need to have page counts in multiples of four)
  • We prefer single page pdf’s in consecutive order. (Using “facing pages” is correct and will yield consecutive single pages in the pdf. It is actually more work for you and us, if you build in printer’s spreads. Creating the job this way is also more prone to error.)
  • Other Considerations: Have you made allowance for options such as: Wire-O binding, 3-hole or 5-hole automotive drill, short panels on a roll fold or double-gate fold. Does your piece need to fit inside another piece like an envelope? It is a good idea to place these items on a master page so you can avoid setting copy in drill areas. Perfect Binding? There are special considerations for this type of project. Let us help you if you are unsure. Postal Regulations. This can be a costly if your piece can not be automated, or is the wrong size and layout for the USPS to handle. Templates are available from the USPS on how to set up FIM codes and addressing areas on BRM cards etc.

Fonts: Are you using high quality fonts? Fonts are just little programs. If they are not good quality, they may lead to problems in print production.

  • Some font makers prohibit font embedding in pdf files (this is how fonts travel with your pdf)

If fonts are not embedded, we may not be able to produce your project. (Acrobat Professional gives you this info by going to FILE > PROPERTIES > FONTS.) If the font is not embedded, the name of the actual font being used instead will be shown in the list.

  • If you are supplying native files rather than pdf files, please be sure to package the art and include the fonts (both screen and printer) as well as fonts used in linked graphics which may not get packaged.
  • Outlining Fonts: It is okay to outline fonts, but text editing of that file will be limited. Also, the digital press will print outlined fonts differently (heavier) than non-outlined fonts.

As long as the fonts are consistent, they will appear the same.

Building the artwork

  • Use the correct kind of art when possible. Photoshop should mostly be used for handling images or raster graphics, and not for setting copy. Photoshop should not be used for page layout and design unless it is your only option.
  • Use vector graphics whenever possible. Vector graphics will reproduce and reduce and enlarge much better than raster graphics as they do not depend on pixels.
  • Placing raster graphics: InDesign has a great tool to let you know the actual resolution (as it is placed). Under the INFO palate, you will see Actual PPI and Effective PPI. Pay attention to the Effective PPI as this is the resolution of the art at the size placed. Try to stay above 200 PPI for best results.
  • Placing vector graphics: Just one thought here, a 1 point rule in an Illustrator drawing placed at 10% is now a tenth of a point rule. We recommend rules be .25pt or larger. Inkjet proofs will not show thinner rules correctly due to resolution limitations of the device.
  • Colors: If your quote is showing a Pantone color ink, then your file should reflect that. You may include spot colors in your art, which will be converted to process if we are not printing a Pantone color. WARNING: CS6 and CS7 create spot colors with LAB values. Converting them to process in the swatches palate will result in different CMYK values from those shown in the Pantone Solid to Process guide, or from previous versions of software. If you are having trouble with process match colors changing on you, this could be why.
  • Colors for digital: The digital press “sees” named spot colors differently than the equivalent CMYK swatch for the same spot color. Therefore it is important to have consistency when building those colors. Best practice is to use the named Pantone spot color throughout the art for the best result.
  • RGB vs CMYK. There are many ways to convert images from one color space to another. When in doubt, use RGB and let us handle it. The digital press generally gives better results from RGB. Using U.S. Web Coated SWOP v2 is what we recommend. NOTE: If your images need to match to other colors in the file, be careful, as a CMYK conversion could cause that to change. It is best to get all of those elements on the same color space before hand.
  • Supported black areas: Large areas of solid black may be supported with a build of 40 cyan, 30 magenta, 30 yellow, 100 black. This should not be used for body copy.
  • View Colors using Separations Preview in InDesign or Illustrator: As a double-check, it is a good idea to view your file with the Separations Preview. For InDesign: Go to: WINDOW > OUTPUT > SEPARATIONS PREVIEW. Then toggle the view pull-down to SEPARATIONS. Now you can turn off various separations to cross-check your artwork.
  • Align art to fold points. Know the correct fold points for your project. If you aren’t sure what they should be, just let us know and we’ll be happy to work it out for you based on the paper stock or die-line. Look for some folding templates on our site.
  • Work by the numbers. Good alignment is easy to achieve if you work by numbers in the file. Utilize master pages for common elements to give a consistent look when possible.
  • Safe Area. Generally, please allow 3/16” safe area around the trimmed edges of your piece. Please consult us if you have other requirements to be sure that tolerance can be met.

Review the PDF

  • Take one last look at your pdf before passing it along. We recommend using Output Preview in Acrobat to review your files to review color break and see transparent features correctly. Often that one last look may trigger you to see something that was overlooked before. (If we send pdf proofs to you, it is best to view these in Acrobat Professional when possible.)

Send us the files

  • If you are sending the native files, please include a low res pdf for us to review and check copy flow. The low res pdf is also a good thing to pass along to our sales team so they can plan for your job correctly.
  • Use the package function, or collect for output, to gather all of the fonts and linked graphics for your project. Without all the necessary ingredients, we cannot produce the job.
  • Our preferred method of receiving files is through any web based FTP transfer method such as WeTransfer, HighTail or similar is fine for larger files. Please do not email files above 10mb.