Published March 10, 2026

How to Prepare Your Files for Professional Printing

One of the most common causes of print delays and unexpected costs is receiving files that are not ready for production. The good news is that getting it right is straightforward once you know the basics.

Use the Right File Format

PDF is the preferred format for print production. A high-resolution PDF preserves your layout, fonts, and images exactly as you designed them. It is the universal standard because it eliminates the guesswork — what you see in the PDF is what gets printed.

We also accept native files from Adobe InDesign (.indd), Illustrator (.ai), and Photoshop (.psd). If you send native files, include all linked images and fonts, or package the project so nothing is missing.

Formats to avoid: Microsoft Word, PowerPoint, and Publisher files often produce inconsistent results because fonts render differently across systems, images get compressed automatically, and layout shifts are common. If Word is all you have, we can work with it — but expect a round of proofing before going to press.

Set the Correct Resolution

Images need to be at least 300 DPI (dots per inch) at the final print size. This is the standard for sharp, professional output. An image that looks crisp on screen at 72 DPI will appear blurry or pixelated in print.

The most common mistake we see is pulling images from a website or social media and placing them in a print layout. Web images are optimized for screens — typically 72 to 150 DPI — and they do not have enough detail to print well. If you only have web-resolution images, let us know and we can advise on options.

Quick test: Open your image in any viewer and check its pixel dimensions. For a 4x6 postcard at 300 DPI, you need an image at least 1200 x 1800 pixels.

Include Bleeds

If your design has color, images, or graphics that extend to the edge of the page, you need bleed. Bleed is the extra 0.125 inches (1/8 inch) of design that extends beyond the trim line on all sides.

Why? Printing presses do not print to the exact edge of a sheet. Instead, they print on oversized paper and then cut it down to size. If there is no bleed, you risk getting a thin white line along one or more edges where the cut was slightly off.

Most design programs make this easy:

• InDesign: File > Document Setup > set Bleed to 0.125" on all sides
• Illustrator: File > Document Setup > add 0.125" bleed
• Canva: Check "Show print bleed" in the print settings when exporting

Also keep important text and logos at least 0.25 inches inside the trim line (this is called the safety margin). Anything closer to the edge risks getting clipped.

Use CMYK Color Mode

Screens display color using RGB (Red, Green, Blue). Printers use CMYK (Cyan, Magenta, Yellow, Black). If you submit an RGB file, the printer has to convert it, and some colors will shift — especially bright blues, greens, and oranges.

For the most accurate color, design in CMYK from the start. In Photoshop, go to Image > Mode > CMYK Color. In Illustrator and InDesign, set the document color mode to CMYK when you create the file.

If you are working in Canva or other web-based tools that only support RGB, that is fine — just be aware that the printed colors may look slightly different from what you see on screen. We review every file before printing and will flag anything that looks off.

Outline Your Fonts

If you send a native design file (not a PDF), there is a chance we do not have the same fonts installed on our systems. Missing fonts get substituted automatically, which can ruin your layout.

Two ways to prevent this:

• Convert text to outlines — this turns each letter into a vector shape, so fonts are no longer needed. In Illustrator: Select All > Type > Create Outlines.
• Package your project — InDesign's Package command collects all linked images and fonts into a single folder. This is the safest option for complex layouts.

PDFs embed fonts automatically, which is another reason we recommend PDFs as the default.

Double-Check Before Sending

Before you submit your file, run through this quick checklist:

• All images are at least 300 DPI at final print size
• Bleed extends 0.125" beyond the trim on all sides
• Important content is at least 0.25" inside the trim (safety margin)
• Color mode is CMYK (or you are aware of possible RGB color shifts)
• Fonts are outlined or embedded (in PDFs, they are embedded by default)
• Spelling and contact info have been proofread
• File is saved as a high-resolution PDF

Not Sure About Your Files? We Can Help.

We review every file before it goes to press and catch common issues as part of our standard print services workflow. If something needs fixing, we will let you know before we print. And if you need design help — from a simple tweak to a full layout — our team can handle that too.