Properly Prepping Files Can Minimize Delays

After hours of designing, editing, and proofing, your project is finally ready to send to the printer. This can be the most exciting part of the process. It is also a crucial time to focus on exactly what is the best way to package and send your files to the printer. By taking your time and going through the necessary steps, you can minimize hassles and delays.

To start, look over your document one final time (or have someone check it for you) for last-minute errors, misspellings, grammatical mistakes, etc. Print out a hard-copy to make sure it is what what you want – sometimes the printed product will look very different from your computer monitor! If your project is a booklet or brochure, it is also good practice to create a “folding dummy” to check for spacing and arrangement. (See “Service” article in this newsletter.)

Once you’re ready, prepare the document for print. This involves checking the dimensions to make sure the document is going to print correctly, and if you plan on printing with a full bleed, be sure to extend your images a good 1/8 inch beyond the printed area. (See “PrinterSpeak” in this newsletter.) Also check colors – the only colors that should be present are the ones that are being used in the design. The same rule applies for fonts, images, boxes and layers. The cleaner your file is, the less space it will take up and it will load faster.

The next step would be to create a folder to store your document and all the elements involved. Programs like QuarkXPress and Adobe InDesign contain a packaging program that will do this for you. It will collect your document, images and fonts, and put them in a folder with the option of a text document that you can use to provide contact information or notes about the project.

It is always good practice to provide a hard copy print-out of your project for the printer – or a PDF if you are sending it electronically.

Now to send your project to the printer – there are several ways to do this: you can drop it off in person, mail it, email it, or use an FTP site.

If you are dropping off or mailing, be sure to include your packaged file and any other information necessary onto a transferrable medium (e.g., CD, USB flash drive). Be sure to label things clearly and make them easy to find. And include a printed proof of your file.

If emailing, it’s best to confirm who you should be sending your file to. Also, be sure to note the attachment size limit. Large files can be “zipped” and emailed, but can take a long time – and if they are too large, they may not make it through at all. You can either send the info in pieces via several emails, or upload it all at once on an FTP site.

FTP stands for “File Transfer Protocol,” and is an effective way to upload files from your computer to another’s via the Internet. Many printers – including us! – have FTP technology on their websites, with instructions on how to upload. You will usually receive confirmation that the files have been uploaded successfully. If not, don’t be shy about calling to check.

If you can get into the habit of following these steps with your projects, you’ll be better able to get your finished product in no time, minus the headache!

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