PREPARING FOR PRINT
Things you need to know before sending to print.
When I was starting out in graphic design, without a doubt the most terrifying and intimidating aspect of the job was preparing and sending my work to print.
Sure, your layouts might be tip-top and your typography skills may well be ‘awesome’, but all of these skills will mean next-to-nothing if the printed result comes back looking less than perfect. And there’s sadly no ‘Undo’ option once that delivery box arrives.
But don’t panic! In this article we’ll walk through a handy checklist of the principal things you need to think about when preparing artwork for print. Break down some of those knowledge barriers between graphic design and printing, and feel confident in creating documents that look as good on paper as on your screen!

Include a Bleed!
Help your printer out and be sure to include a bleed (and export it! [see to the right]) when you set up your document on the computer.
So, what’s a bleed? A bleed is an extra space around the perimeter of your layout that extends past the edge of the page(s). You should always include a bleed if any elements (e.g. images, colored backgrounds) on your layout will cross the edge of the page (the trim edge). Once the layout is printed and trimmed, a bleed will minimize the visibility of any slight errors in trimming.
Do You Have Folds?
How Will It Be Bound?
If you’re designing a multi-page document for print, such as a book, booklet or report, you need to think about how the pages will be bound together once printed. Talk to your printer to help determine what sort of binding will best suit your print product. Depending on the number of pages and paper weight, as well as the desired ‘look’ of the final bind and your budget, the printer can suggest an option(s) which will suit your design.
There’s a huge range of different binding options available, just some of which are: saddle-stitch, velo, fastback, Wir-O, perfect, side-stitch, case, sewn-and-glued, and lay-flat. Some printers may refer your product to a specialist binders, if they cannot offer a binding service in-house.

Include Blank Pages
It’s quite common for multi-page documents to contain some blank pages, whether it’s a few pages at the beginning of a book, or the reverse side of some pages in a report.
You should make sure to include these when you set up your document. True, they don’t contain anything to be printed, but including them will help your printer understand the structure of the document, and accommodate any blank pages you want included in the final print product.
Know Your Colors
Color is the beating heart of the print process. Having a basic grasp of the main color rules for print will set you well on your way to creating layouts with confidence.
You should always set color in your print layouts in a CMYK color mode (or almost always; see Spot Colors below). CMYK refers to the four inks that are used in four-color printing, Cyan, Magenta, Yellow and Key (Black). Each color in your print design will be created through a combination of these four inks.
Whatever you do, don’t set your print documents in an RGB color mode (or be sure to export the final print-ready file as CMYK, if you’ve been working in an RGB file). RGB (which is rendered through interaction of Red, Green and Blue light) is only suitable for layouts that will be viewed online or in digital format on screen.
Know When to Include Spot Colors
Spot, sometimes termed ‘Solid’, colors, are created by an ink, either pure or mixed, that is printed on a single print run.
What this means is that if you choose to include a Spot color (e.g. a Pantone color, or metallic or fluorescent inks) in your print design, the printer will have to prepare a completely separate plate for the spot color to be printed.
Including Spot colors in your artwork can be advantageous—often the final color result is more accurate, with less subtle variation; and on larger print runs it can even be more economical (if you’re dealing with three or fewer than three colors). On short runs, however, the expense of printing Spot colors can be steep, so be sure to get a quote from your printer before you incorporate a Spot color(s) into your design.
Know the Difference Between Tints and Transparencies
It's a sometimes vague and confusing distinction, so let's get this put down in words: a Tint is a percentage of a color mixed with white to achieve a paler (yet still opaque) shade; while reducing the opacity of a colored element in your layout allows elements sitting below the Transparent element to become more visible.
When you prepare a document for print, you should be aware that a tinted color will print as a solid, opaque color, blocking out the color of any elements below it, just like this:
A partially-transparent color can result in overlapping shapes (called ‘atomic regions’) when flattened, if you set the color over something below it. The atomic region’s color will be rendered as a combination of the colors of the two elements as they overlap.
Maximize the Resolution of Your Graphics
If you’re including graphics in your print layout, you need to ensure that they are of sufficient quality for printing. Low-resolution images produce blurry, pixelated print results. High-resolution graphics, by contrast, will look sharp and crystal clear when you go to press.


Make Typography Legible
Even if you get the technical issues resolved, like color and image resolution, you might still encounter problems with the scale and impact of text on your print layouts, which were not so obvious when up on the screen.


Check Those Margins!
You should look at margins as the ‘picture frame’ that frames your layout and gives it breathing space.


Know Your Paper
As you begin to draft your work on the computer, have a good think about what the work will be printed on. Different paper weights and finishes can dramatically effect the final printed result, and you should have some awareness of the kind of ‘look’ you’d like to aspire to for your finished product before you commit the work to print.
Pick an Appropriate Weight
Paper comes in a variety of different ‘weights’, measured in GSM (Grams per Square Meter), which will affect how thick the paper feels. Thicker papers tend to be of better quality (and are therefore usually more expensive).
You should feel confident selecting an appropriate paper weight that’s going to suit the item you’re printing (and your budget!).
If you are looking to print a newspaper, for example, a low GSM would be more appropriate, something between 35 and 55 GSM.
Flyers might need a slightly heavier paper, around 110 to 160 GSM.
Magazine covers tend to be even heavier, from around 180 GSM for a mid-market title, edging up to over 250 GSM for a high-end glossy.
For a card weight, like a business card, you should be looking at upwards of 350 GSM to give your card that luxurious, sturdy feel.


However, a heavier paper might suit a fold in some cases. Say, for example, you’re designing a greetings card that you want to stand up on a surface. A light-weight paper would fold up completely, and not remain slightly open, so would not be suitable for a greetings card.
Export Your Print Files Right, First Time
Once you’ve checked your work for errors, you can export the design as a print-ready file. There are a few different options for doing this; read on and find out what will be the best choice for different projects.

Choose the Right Print-Ready Format
Alternatively, you can send the printer a print-ready file. This is the exported version of your design, which in theory is ready to go straight to press.
You should get in touch with the printer and check out if they have a preferred format for print-ready files. Most printers would probably prefer a Press Quality PDF (Portable Document Format) version of your design, but they might also accept files in other CMYK-compatible formats, such as high-resolution (minimum 300 dpi) JPEG or TIFF files.

Completing the Print Process
Before you commit to a printer, you should know a little about the main print services commercial printers use. The print process can differ depending on the printer, with some championing more traditional offset printing and others singing the praises of digital printing.

Minimize Mistakes With a Proof
You can’t expect your printer to know exactly what’s in your head; they can only work from what they have been given, in terms of the print-ready or native files, as well as from your instructions given over email, phone or in person.
There are two things you can do to make sure mistakes are diminished, before you commit to the print run.
The first is to create a physical mock-up of the document you are sending to print and share this with the printer. This is particularly useful if your document has multiple pages or complicated elements like folds and die cuts, that might not be immediately clear from the print-ready file.
Your mock-up can be rough-and-ready, printed at home or at the office. Just make sure it shows the final layout of the document clearly, and be sure to incorporate essential info like page numbers, for example, and it might also be useful to indicate where pages should be printed on one side or both sides.
Once you’ve shared your mock-up with the printer, and handed over your print-ready file(s), ask if the printer can give you a professional proof for checking and sign-off, before proceeding with the full print-run. Most printers will offer a proof at no extra charge, and you’d be amazed at how many small errors can suddenly seem glaringly obvious when down on printed paper!
Rectify the file if you need to, get a second proof if you have the time, and give the go-ahead for the full print-run only when you’re happy.

- setting up your documents for print on the computer
- optimizing color for print
- maximizing image resolution
- making your typography legible
- checking the width of margins
- choosing the best paper for your project
- exporting your designs as print-ready files
- sending to print and completing the print process
Great work! If you use the above list as a checklist for your print projects, you’re going to create professional-standard, error-free print documents that will make your printer very happy!