9 Steps to prepare your files for print

1 - Use The Right Software [close]

Allegra Print & Imaging needs to know what application software was used to create the file so it can be opened and output properly. Quark Xpress and Adobe InDesign are professional page layout programs that can handle a variety of design sizes, graphic formats and ink colors. We use Adobe Illustrator and Adobe Photoshop to create graphics. The software you use to create the file will determine what can be done with the file.

Word processing programs and less-expensive layout software like Microsoft Word, Publisher, Power Point, Excel, Pagemaker and other similar programs, do a suitable job around the office but have limited features for offset printing. These software programs are best used for output to laser printers or color copiers. We can work with files from these programs but, in many cases, extra charges are incurred because of the software's incompatibilities with professional printing.

Software is constantly upgraded, and the version you use is important. You will see software with names such as PageMaker 6.5.2 and Quark Xpress 4.04. The number represents the version of the program. Different versions can cause compatibility problems and the files may not look the same. If the file must be transmitted from one computer platform to another (Mac to PC or PC to Mac), the correct version must be used to assure the file will look the same on the new platform. We can work with Mac or PC files. Please call us to make sure we can accept the version that you are using.

If you are looking for software, Quark Xpress is the industry standard for page layout and Adobe Photoshop and Adobe Illustrator are the industry standards for graphic design. We currently have Quark 6, Photoshop CS and Illustrator CS. These are currently the latest versions.

2 - Name The Files Properly [close]

It is important to give us the name of the file you want printed. This assures that the proper file is output.

The Macintosh and PC platforms use different naming conventions. Sometimes files will not print properly if the file has not been named correctly or if it has an improper extension. Most PC software programs will automatically give the file name the correct extension when the file is saved. To avoid problems, we recommend that you name files with eight characters or less and let the software add the proper extension to the file. Do not overtype the extension (for example, .EPS, .TIF, .PM5, .PM6, .P65, .QXD, .AI) found at the end of each file name. The file can be made unusable if an improper extension is added.

3 - Select and Include the Correct Fonts [close]

The most common problem with files is missing or incorrect fonts. Different font companies may use the same name for different fonts. Do not assume that we have the exact font that you used. If our font is different from the font you use, the entire layout of your file could change, and the final output could look nothing like your original.Therefore, we require that you include all screen AND printer fonts that were used within your document. If you are using Quark Xpress, you can use the "collect for output" feature to copy the fonts into your working folder. Otherwise, fonts will be found in your system folder on Mac platforms. If you are using a font management program such as ATM or Extensis Suitcase, fonts may be anywhere on your hard drive. You can search for your fonts using Sherlock (option-F). PC users can find fonts in the Windows/fonts folder. PCs can also use font management programs. Use the search function in your startup menu to locate them. Always remember to copy and paste fonts as opposed to cut and paste. If you remove your font from its specified location, it will no longer function in any of your documents or files. If you are printing from a PC, please consult us about the techniques that can be used to get acceptable results when using PC fonts.

In programs such as Illustrator, fonts can be outlined. In effect, this changes your fonts into shapes. This is one way of helping to eliminate font issues. Some fonts may not look exactly as they did before outlining them. If this does happen, the most common result is a thicker looking or bolder font. Always keep a backup of your file before you outline your fonts so that you can still edit the text in the future if needed. It is also good practice to keep a copy of all the fonts you use with your backed up files. This will be especially useful if you go back to a file you created some time ago on another computer or on a computer that had to be reformatted and the font is no longer available. Professional print companies use software programs to gather all of the fonts (as well as all linked graphics in a layout program) used in a design so if it is retrieved from a backup months or years later on a different computer or from another print shop, all needed files are available. For your purposes, you just need to keep track of all graphics and fonts you use in your design layouts and keep them all together when you back up your files or send them to a printer.

4 - Avoid Missing Graphics [close]

In addition to fonts, you will need to include all the original graphics when you provide the files to us. This will assure that the files will print properly. Without all of the original graphic files, your graphics may not print. Some people choose to embed graphics to avoid having to include them with their files. For best results (and smaller files), please link all graphics and include them separately. It is good practice to take all of the graphics you are going to use and put them in one folder before you link or place them. Once these graphics are linked, do not move the files out the folder and do not move the folder away from the file that uses them. Adobe Illustrator has a place command used for linking graphics.

Graphics can be confusing but we can offer guidelines and solutions. Please contact us for more information.

5 - Choose The Right Resolution [close]

If you are going to scan photographs and images, make sure you are using the right resolution (dpi or dots per inch). The higher the resolution of an image or graphic, the larger the file size. We prefer grayscale (black and white) and CMYK (four color) images at 300 dpi, and line art at 600 dpi or higher. If the image you are scanning needs to be blown up you should also set your percentages to accommodate this. if you want your image to be twice the size of the actual picture, scan it at 300 dpi and 200%. Scanning images from magazines and other printed material is not recommended. These scans usually do not reproduce well. If you must do this, many scanners have a descreen function that helps to filter out the patterns that get picked up in a normal scan. These filters do have a tendency to blur the image however. In essence, you are making a copy of a copy. Photographs are the best source for scanning because of their continuous tone.

Do not use Web graphics because they are low resolution (72 dpi) and they are usually compressed for fast download. They are also set up as RGB for screen instead of CMYK for print. The resolution of your screen is much lower than what is needed for print. If you have ever tried to print a Web page, you have probably noticed the lack of definition and jagged edges on the graphics. When designing for print, your images will appear much larger on the screen at 100%. All of this information is condensed to produce high quality print graphics.

Even images from digital cameras can present problems if the resolution is not set high enough. Many of the more affordable digital cameras are meant for monitor viewing only and not for print. As a general rule, look at the pixel size of the image and divide by 300. This will tell you the maximum print size available to you. If your camera is taking pictures that are 900 pixels in width, your picture can't be any larger than 3 inches across if you are to maintain print quality. Many digital cameras are automatically set to web resolution or 72dpi. This can be changed in most photo editing programs. If your camera is shooting pictures that are 900 pixels in width at 72dpi, they are approximately 12.5 inches in width but they are using the low resolution. You can change it so that the image is still 900 pixels but at 300dpi. This makes the image 3 inches across but with a higher resolution. The same amount of total pixels or bits of information remains consistent but it is condensed into a smaller area for a crisper and more detailed print.

Designing for Web and designing for print can be very different. If you are trying to design for both, always try to design for print first and then reduce the resolution and convert to RGB when saving graphics for the Web.

These concepts of Web and print resolutions can be a bit overwhelming. It can be difficult to understand why something looks good on the monitor or in a web page but looks very different when printed. Our staff has years of experience in both web and print. Feel free to contact us with any questions. If your designs are prepared properly, it will help to eliminate unnecessary costs in the printing process.

6 - Know Your Colors [close]

Color can make your work more dynamic. There are two ways to print in color: spot color or process color.

Spot color is a specific color ink. Always use a spot Pantone color guide to select your spot color.

Process color is used to create colors by combining cyan, magenta, yellow and black. This is also known as CMYK. If you have graphics or images that use RGB (Red, Blue, Green) color, you must change them to CMYK so they will print properly.

RGB values are used primarily for establishing the color on a monitor. This is fine for web graphics and monitor viewing but they will not print correctly. Never rely on your monitor's display for color selection. You may have already noticed color shifts when printing to your own computer's desktop printer when working with RGB. A common example is having a light blue on your monitor appear as a darker blue when you print.

You cannot count on your software to accurately convert your 3 primary screen colors (RGB) into four color separations (CMYK). The software has to do its best to pull out the "black" or "K" channel from the existing Red, Green and Blue as well as interpret a "yellow" or "Y" channel from the RGB's "green" channel. This nearly always results in color shifts. Even when scanning images, select CMYK if possible. If your scanner only works in RGB, convert your image to CMYK before adding it into your design. You may have to make some adjustments to the image once you have converted to CMYK. The most common shift when converting an RGB scanned photo into CYMK is a slight loss of color saturation Certain more vibrant colors tend to be partially muted.

When designing for print, always use a Process Pantone color guide to select your process color. Otherwise, the colors will vary and may be substantially different from what is printed. Programs such as Adobe Photoshop and Adobe Illustrator have Process Pantone colors integrated into their color pickers.

Remember, graphics that are to be separated as spot colors must be created differently than those that separate as process. If you have any questions, please contact us.

7 - Print a Proof [close]

Along with your disk, always provide full-size hard copies, consisting of a composite and color separations of each page of the final version of your file. We will compare these with our output and contact you if there is a problem. A mock-up to show folds and how pages fit into book form or as double-sided pages is also important. Please send printouts from the final version of your file, and not earlier revisions. If you are unsure on how to proceed, please contact us before sending your files.

8 - Other Considerations [close]

The following concepts are a bit advanced but they can be very helpful in creating a successful printed piece.

Trapping- When colors touch, we may need to create traps. If you have a 2 color job, for example, the press may not match up exactly when running the second color. Colors that are supposed to touch may end up having some undesired white space. Trapping will eliminate this. Your artwork should be prepared so the colors are in editable format. If not, additional charges may be incurred.

Bleeds- Whenever you have a image or design element that is meant to go right to the edge of the paper, it needs to be designed with a bleed. Say you have a business card with a textured background. If the design was set exactly at 3.5x2 in.(standard business card size), you will have issues when the cards are set up on a sheet and then cut. Because cuts to the paper may shift when the blade comes down on a stack, it is necessary to have a bit of the texture "bleed" outside of the card's dimensions. An 1/8" (0.125 in.) is usually enough.
If your design is simply on a white background, no bleed is necessary. It is a good idea to make sure that any information on the card is at least 1/8" in from the edge as well. This is the case whether or not the card requires a bleed. If the blade shifts a bit, your information may get cut into if it is too close to the edge.

9 - Consult Us before Delivering Your File [close]

Make sure that the files are as small and clean as possible. Eliminate any unused items from the pasteboard and any unused spot/process colors. Lastly, we may request a sample page of your document so it can be tested to be sure it will run properly.

Getting the files to Allegra Print & Imaging can be as simple as copying a file to a disk. If the file is too large for a floppy disk, we accept a variety of removable storage devices, such as Zip, Jazz,CD rom and DVD Rom.

Files under 10 megabytes can be emailed to us. We also have a file transfer area on this site where you can send larger files so we can retrieve them.