Creating Print-Ready Files
The first rule of creating print-ready files is: Ask the printer.
Different types of printing use different types of equipment, and different types of equipment require different specifications.
If your printer provides templates, use them.
The second rule is to make sure you cover these bases:
Image resolution vector or 300 dpi
Colors CMYK
Fonts supplied or outlined
Linked or embedded images
File type accepted
Page count correct
Number of sides
Finished dimensions correct, bleeds and margins included
Other finishing/bindery indicated
Image Resolution
The ideal file for best resolution is a vector-based image file. These are graphic files that have shapes defined by mathematical formulas, and they can be reproduced at any size. The most common types of images created in vector formats are logos, text, icons, infographics, solid-color illustrations, and charts/graphs.
Raster image files such as photos, artwork, scans, and graphics with shading or effects like shadows/glows should be created in no less than 300 dpi (dots per inch) at actual print size. This is the standard print resolution for quality offset printing, and while other equipment may not require this high of a resolution, it doesn’t hurt. If you need a lower resolution file later, you can always reduce it, but you can’t increase it without losing quality.
Any images downloaded directly from the internet are typically only 72 dpi and are unsuitable for printing. They may also be protected by copyright restrictions.
Colors
The vast majority of printing processes use CMYK colors (Cyan, Magenta, Yellow, and blacK). Lighted screens like TVs and electronic devices use RGB (Red, Green, and Blue). In general, it is best to test colors in both color spaces, viewing them on screen, printing them, and comparing them to swatch books to make sure the colors you choose will translate across various uses.
CMYK mode should always be used when designing for print. Note that CMYK files can be converted to RGB for digital use later, but converting RGB to CMYK will lose vibrancy. If you’ve ever tried printing out something you saw on your screen and it came out looking dull and dark, you understand the problem. Some printers offer conversion from RGB to CMYK for you, but there will still be a color shift, and it’s always best to originate your design in the proper color space.
Note that digital apps and online design platforms like Canva use RGB by default, so you will probably see a color shift when those files are output. More about using Canva at the bottom of this article.
Fonts
Have you ever tried to open a file on a different computer and the typeface changed, or the formatting disappeared? That happens to printers, too. Even if they have the right software to open your file, they may not have the font.
You have two options: supply the font or outline the text. In Adobe Illustrator or InDesign, you can collect and package the fonts with the final file by going to File > Package. To outline your text, first save a copy of your file somewhere safe in case you need to edit the text later, because the text cannot be edited after outlining. In the file that will go to print, select the text, and go to Type > Create Outlines. Converting your type to outlines turns each letter into a shape, eliminating the need for a font.
Linked or embedded images
If you are placing images into an Adobe Illustrator or InDesign file, those images must already conform to the correct image resolution and color mode described above before being placed in the AI or INDD file. Also be careful not to enlarge linked images beyond 100% actual size after they are placed in the file, as this results in lower resolution in the final product.
You will need to include the linked image files separately, or the software will not reproduce them properly. In Adobe Illustrator or InDesign, you can collect and package the linked images with the final file by going to File > Package. The only exception to this is if you are providing a final print-ready PDF file. Note that if you are using Adobe InDesign or Illustrator to make your PDF, you do not need to take the extra step of embedding images in your file before creating your PDF file; the images will be embedded in your PDF ✨automagically.✨
File types/formats
The holy grail of print-ready files is a vector PDF with fonts outlined. Other acceptable file types may include: native AI (packaged with fonts and linked images), native INDD or IDML (packaged with fonts and linked images), raster PDF, EPS, TIFF, PSD, and possibly JPG, as long as the image resolution and color space described above are correct.
Note that if you are using an online design/layout platform or app such as Canva, the file must be exported, downloaded, or “shared” in a specific PDF print format. More on Canva at the bottom of this article.
Not sure about the best file format for your project? Learn more about file types. >
Page count
Multiple pages may be created in the same document. Adobe InDesign was specifically developed for multipage document files, but multiple pages may also be created in Adobe Illustrator, where each page is built on a separate artboard. Check with your printer to see if they want the file supplied in “reader’s spreads” (1-2/3-4/5-6/7-8) or “printer’s spreads” (8-1/2-7/6-3/4-5) to make sure your pages are printed and assembled in the correct order.
Number of sides
This is more important for outputting the final print files than for setting up the document to begin. Multi-page documents may be printed front & back, or front side only. Some two-sided files (like business cards) may need to be supplied as two separate files. Two-sided folding brochures should clearly indicate which side is the inside, and which side is the outside.
Finished dimensions, cutting, and margins/bleeds
Most print projects are printed “multiple up” to fit several on a sheet, and are trimmed down to the finished size after printing. This trimming happens on a large cutting machine, where a stack of printed pieces are put under a clamp, and a big sharp blade comes down and cuts dozens of sheets of paper or cardstock at a time. Minuscule shifting can happen during the clamping and cutting process, so it’s best to compensate for that on either side of the cut line in your design. If the blade is slightly inside the cut line, important elements that are too close to the cut may be cut off or appear uneven compared to the other edges. If the blade is slightly outside the line, background images or color that is designed exactly to the cut line may have white “gaps” along the edges.
Margins or “safe areas” should be maintained around the inside perimeter of the piece. The minimum margin should be at least 1/8” (.125 inches) inside the finished edge, but 1/4” or more is better, especially with really large pieces.
Bleeds serve a similar purpose on the other side of the cut. Background images and colors should be included beyond the finished edge, so that the piece can be printed on a larger sheet and trimmed back to the finished size. Crop marks or trim marks are placed in the corners to point to where the cut line should be, without making an actual visible line on the finished design.
Other finishing/bindery
Allow space in your file for other types of finishing and bindery, such as scoring, folding, edge binding, and saddle stitching. These can be indicated using marks similar to crop marks, that indicate where it goes. For example, a “crop mark” made with a dotted/dashed line might indicate to the printer where a fold or a perforation should go.
Getting An Estimate And/Or Placing An Order
Additional information you will need to give a printer in order to get an accurate estimate, or to place an order:
What will it be printed on?
Stock may include various kinds of paper, card stock, etc. Apparel comes in various fabrics, styles, etc. Include the weight or thickness of the material you want, color, texture, finish, or any other details you can think of. This may vary based on availability of materials, and is a major factor in determining production turn time.
What process will be used?
Color copies or other digital output will have different turnaround times and yield different visual results than an offset printing press. Thermography AKA “raised ink” also uses a different process and typically takes longer. Fabric may be printed with screen printing, heat transfer, or dye sublimation. Talk to your provider about the results you are looking for, and they will be happy to give you options and suggestions for setting up and outputting your file correctly.
What will the end product look like?
Special cuts, numbering, hole drilling, folds, and/or perforations may need to be explained, especially if it’s not going to be clearly marked in the file. Scored cardstock is usually delivered flat/unfolded, and folding of scored stock may incur additional cost. If there are special packaging considerations, like shrink-wrapping or separating into multiple boxes, that should be clear from the beginning.
How will it be delivered?
Printers often offer delivery, but it may be at an additional cost. Shipping is also usually an option, but is not always able to be estimated up front, because it depends on the size and weight of the finished package. In-person pickup is always free, and generally easy as long as it’s local!
When do you need it by?
Always have a deadline in mind, even if you don’t have a specific event or launch date. Production can take weeks on some projects, especially with busy printers. If your printer knows when your deadline is, they may move your project ahead of another job that’s not as time-sensitive. On the other hand, if you don’t give them a deadline, yours may be the job that gets pushed back. On most jobs, a couple of weeks is a fairly reasonable timeframe to get a project completed (then add time for shipping if necessary). Some printers may also offer “rush” options for an additional fee.
Using Online Layout And Design Apps Like Canva
Canva was originally created to be an easy DIY tool for average people to design layouts for using online, or printing out on their home desktop printer. It was not originally intended for professional printing. Many people create something they like in Canva, and then are disappointed to find out that their creations are not usable universally like they thought. (A “bridezilla” or two come to mind.) Like other design software, if you know how to prepare your files up front, you have a better chance of achieving the outcome you want in the final piece.
Getting started
Some heartache can be avoided by keeping all of the above print-ready recommendations in mind when starting in Canva.
If you upload an image to use in Canva, make sure it is 300 dpi or higher resolution before you upload. Canva does automatically reduce image file size by compressing images, and some detail may be lost, but uploading a high-resolution file to begin with improves your chances.
Exporting final files for print
To print a file you created in Canva, make sure to use the PDF print option. To do this, look for the Share or Export button, and then select Download. When you select Download, click on the File type dropdown, and choose PDF print. Check the box for crop marks and bleed, and flatten PDF. Choose CMYK from the Color Profile dropdown, if available, and then download the file. Since Canva is a digital app viewed on computer screens and mobile devices, it automatically uses RGB colors by default when designing and previewing your file. Note that color shifts may occur whether you choose the CMYK dropdown in Canva, or the printer converts to CMYK for you.
Any files output from Canva are not editable by the printer, so if there are problems or errors, it will be your responsibility to correct them and supply a new file, which may result in delays and potentially added cost.