When it comes to delivering a high quality and issue free print experience, creating and sending a print-ready file or PDF to your print company is critical to ensure that your project turns out exactly as you envision it. A print-ready file allows a printer to produce your project quickly and efficiently, minimizing delays and eliminating additional design or formatting costs.
This guide will walk you through the process of creating a print-ready PDF from some of the most commonly used design programs, as well as cover important concepts such as bleeds, crop marks, trim and color modes, with step by step instructions on how to do the work.
What is a Print-Ready File?
A print-ready file is a file that is formatted correctly for printing, containing all the necessary elements to ensure the final printed product looks as intended. This includes proper file resolution, color settings, bleeds, crop marks, trim and embedded fonts.
It’s fairly straightforward… “A File that is Ready to be Immediately Printed”.
Creating Print-Ready PDFs from Design Programs
We wanted to build out a guide that walked through a step by step direction on how to create a print ready file and print ready PDF. So below we’ve broken this out by design program to ensure you are easily able to deliver and create a print-ready PDF from each of them.
The platforms we cover are Adobe Illustrator, InDesign, and Photoshop.
Create a Print Ready File With Adobe Illustrator
- Convert Text to Outlines:
- Select all text: Select > All.
- Convert to outlines: Type > Create Outlines.
- Embed All Images
- Go to the Links panel
- Click the menu panel
- “Embed Images”
- Save as PDF:
- Ensure your document has 0.125” bleeds and export with that bleed setting.
- Go to File > Save As.
- Set the format to Adobe PDF and click Save.
- Start with the High Quality Print Adobe PDF preset.
- Click Save PDF.
Create a Print Ready File Using Adobe InDesign
- Export as PDF:
- Go to File > Export.
- Set the format to Adobe PDF and click Save.
- Start with the High Quality Print Adobe PDF preset.
- Click Export.
Create a Print Ready File in Adobe Photoshop
- Set Up File:
- Ensure the file is in CMYK mode: Image > Mode > CMYK Color.
- Flatten the design: In the layers palette dropdown menu, click Flatten Image.
- Save as PDF:
- Ensure your document has 0.125” bleeds and export with that bleed setting.
- Go to File > Save As.
- Set the format to Photoshop PDF and click Save.
- Start with the High Quality Print Adobe PDF preset
- Click Save PDF.
Common Vocabulary
Something that is typically useful when thinking about files and how they actually become print ready, there are a number of terms related to aspects of the file that allow for it to actually be print ready. We have outlined some of the most common terms and vocabulary here.
What is a PDF?
PDF stands for Portable Document Format, a universal file format that preserves the fonts, images, graphics, and layout of any source document, regardless of the application and platform used to create it.
What Types of Images Reproduce Well for Print?
All images should be high-resolution raster or vector files. Scanned images should have a resolution of at least 300dpi (dots per inch). Avoid using images from websites as they are typically 72dpi and may appear blurry or pixelated when printed.
What is a Raster Image?
A raster image, or bitmap, is a way to represent digital images using pixels. Common formats include .gif, .jpg, and .bmp. Each pixel is assigned a specific color value, forming the overall image. High-resolution raster images are ideal for print as they maintain detail and clarity.
What is a Vector Image?
A vector image uses mathematical formulas to draw shapes and lines, making it scalable without losing quality. This format is suitable for typography, line art, and illustrations, but not for photographs or shaded drawings.
What is a Bleed?
A bleed is the area of a document that extends beyond the final cut size, typically 1/8” (0.125”) on all sides. It ensures that the printed image extends to the edge of the page after trimming, avoiding white borders.
What are Crop Marks?
Crop marks are lines placed at the corners of a document to indicate where the paper should be trimmed.
Setting Up Print-Ready Files and File Considerations
Three of the most important aspects of your file being print ready are the bleed, coloring and resolution. Here we talk through each of them and speak to individual software platforms when it comes to some of these considerations.
Bleeds
Bleeds ensure that the design extends to the edge of the document. Each program handles bleeds differently:
- InDesign: Click “More Options” in the new file dialog box to display bleed settings and enter 0.125”. The bleed will appear as a red box around the page.
- Illustrator: Similar setup as InDesign.
- Photoshop: Add 0.25” to the width and height of your document to create a bleed area.
CMYK Color
Documents should be created using CMYK color mode for accurate printing. Convert images from RGB to CMYK using Adobe Photoshop: Image > Mode > CMYK Color.
Image Resolution
High-resolution images (300dpi) are essential for sharp prints. Check or change the resolution in Photoshop: Image > Image Size.
Saving Your Print Projects
Each design platform has its own settings when it comes to saving down a file and ensuring that it is print ready. Below is our quick guide on saving a file ready for print.
InDesign
- Export the document with Adobe PDF Preset: Press Quality.
- If there is a bleed, click on Marks and Bleeds and check Use Document Bleed Settings.
- Click Export.
Illustrator
- Save the document with Adobe PDF Preset: Press Quality.
- If using a bleed, set the value to 0.125” on all sides.
- Click Save PDF.
Photoshop
- Save the document with Adobe PDF Preset: Press Quality.
- Click Save PDF.
Common Print Ready File Layouts
Different print projects have specific requirements. Ensure high-resolution PDFs with crops and bleeds for these common file type layouts:
8.5” x 5.5” Postcard
- Submit a high-resolution PDF with crops and bleeds.
- Two-sided postcards should be sent as a two-page PDF or two separate files clearly labeled.
8.5” x 11” Sheet
- Submit a high-resolution PDF with crops and bleeds.
- Two-sided sheets should be sent as a two-page PDF or two separate files.
Tri-Panel Brochure
- Submit a high-resolution PDF with crops and bleeds.
- The PDF should be slightly larger to include the bleed and crop marks.
Standard Business Card
- Submit a high-resolution PDF with crops and bleeds.
- The PDF should be larger to include the bleed and crop marks.
Best Practices for Print-Ready Files
While we covered some of these a little in earlier parts of the article, it’s good to see these best practices all together, which apply to all files using all design platforms.
Select the Correct File Format
Choose high-quality file formats such as TIFF or PNG for images, and ensure they are saved at 300 PPI for print clarity.
Go Vector
Use vector files for text, line art, and logos to ensure smooth and crisp lines. Preferred formats are AI, SVG, and EPS.
Pick High Resolution
Ensure images are at least 300 PPI for print. Avoid upsampling images as it reduces quality.
Get the Color Right
Convert all colors to CMYK for printing. Avoid using RGB colors as they are not suitable for print.
Set Fold Lines
For folded items, mark the fold lines in your design using guides and rulers in InDesign. Consider paper thickness when setting fold lines.
Set Margins and Bleeds
Set margins to define safe zones for your design. A typical margin is 0.125”, and a bleed is usually 0.125” on all sides.
Apply Naming Conventions
Use a logical naming convention for files to keep them organized. Include elements like client name, campaign, date, and version number.
The Benefit of Creating Print-Ready PDF Files
Creating a print-ready file ensures smooth and efficient production, saving time and money. It also empowers you with the knowledge to produce high-quality print materials, leading to better outcomes.
Creating a print-ready file is so important and for first timers can seem overwhelming, but by following these detailed steps and best practices, you can ensure that your final printed product meets your expectations. Whether you’re using Adobe Illustrator, InDesign, or Photoshop, the key is to maintain high resolution, use proper color settings, and include necessary bleeds and crop marks. By doing so, you’ll save time, reduce costs, and achieve professional-quality prints every time.
