File Preparation Guide and FAQs

Start with our printing templates. Using them makes your job easier and saves you some headaches. Our templates include predefined guidelines for bleed lines, cut lines, and safety zones, the small problem areas that catch even the most experienced designers. Using our templates eliminates most prepress problems that cause scheduling delays.

You are also welcome to create your own artwork without our templates. Whatever you decide, we’ll do everything we can to make your print buying experience smooth. The checklist and FAQs below cover every tech tip we can think of to make sure your artwork meets our requirements before you place your order. A few minutes here saves time and rework later.

Quick File Preparation Checklist

Use this as your pre-flight check before submitting files. The detailed FAQs further down explain the why behind each item.

Acceptable file formats

• Adobe Acrobat (.PDF) — print-ready PDF preferred
• Adobe Illustrator (.AI)
• Adobe InDesign (.INDD)
• Adobe Photoshop (.PSD)
• Microsoft Publisher
• .EPS, .TIFF, .JPG

We regularly work with other formats too. Just ask if yours isn’t listed.

Color mode

• Save all files in CMYK
• RGB files will be converted on our end, which often shifts colors. We prefer you convert before submitting.

Resolution

• Images: 300 DPI minimum at final output size
• Higher resolution is fine, but doesn’t improve quality past 300 DPI
• Line art / one-bit images: 600 DPI required, 1200 DPI preferred

File size and bleed

• Build files at final cut-trim size plus 1/4 inch bleed (1/8 inch on each side)
• Example: a 4 x 6 postcard file should be built as 4.25 x 6.25 inches
• Our templates already include the bleed

Safety zone

• Keep all critical text and images at least 1/8 inch inside the final trim line
• Anything inside the safety zone can be cut off during trimming

Line width

• Minimum line thickness: 0.25 points (0.003 inches)
• Hairlines thinner than this may not print cleanly

Fonts and text

• Vector software (InDesign, Illustrator, QuarkXPress): convert all text to outlines before generating the final PDF
• Photoshop: flatten the image to lock the type
• Minimum text size: 7 points

Crop marks

• If using our templates: do not add crop marks. Our templates already define the trim.
• If submitting without our templates: save without crop marks. We add them in prepress. Crop marks in your file get treated as artwork and will print.

Compression

• Compress files before uploading (.zip or compressed archive)
• Faster upload, easier to track one file vs many

Final proofread

• Take a second look before sending. We are not responsible for typos or grammar errors in approved files.

File Preparation FAQs

Color and CMYK

What is CMYK mode?
CMYK stands for Cyan, Magenta, Yellow, and Black (the K stands for “key,” which means black). Commercial printing combines varying amounts of these four inks to produce a full color spectrum.

Does the color mode matter?
Yes. Everything is printed in CMYK. If your files are in RGB mode, they need to be converted. RGB and CMYK render color differently, and every conversion formula produces results that are close but not exact. If color accuracy is critical, talk with us early so we can plan the best conversion approach.

What should I do if my files aren’t in CMYK?
Two options: convert them yourself, or send the RGB files and we’ll convert. If you convert, you can confirm the colors look right before sending. If we convert, we recommend you approve a printed proof before we complete the order so you can see the converted colors on the page. Proofing adds a step, so plan for that timing.

How do I convert files to CMYK mode?
The steps vary by program. Most design software (Photoshop, Illustrator, InDesign) supports CMYK conversion through the Image or Color Mode menu. Microsoft Office applications (Word, Excel, PowerPoint) do not have CMYK conversion features and should not be used as the final file source for color-critical printing.

Is there anything else I should know about color quality?
Yes. Lighting affects how a color appears. A printed color can look different under fluorescent light than under sunlight. Colors on your monitor also shift based on the room. Try to keep your work environment lighting consistent when evaluating proofs.

File Formats

What file formats do you accept?
We accept all industry-standard graphic file formats including Adobe InDesign, QuarkXPress, Adobe Illustrator, Adobe Photoshop, Microsoft Publisher, PDF, TIFF, EPS, and JPG. We regularly work with other formats too. Ask if yours isn’t listed.

What is a PDF file?
PDF (Portable Document Format) preserves the exact look and content of your original file, including fonts and graphics. PDF is generally the best format for sending to a commercial printer because it locks everything in place.

What files do I need to send for my print job?
If you’re sending a print-ready PDF, the PDF is all we need. If you created your document in InDesign, Illustrator, or another page-layout program, send the layout document, all fonts used, and all image files referenced. Most layout programs have a Package option under the File menu that bundles everything for you.

Why do I need to include separate files for images?
Page-layout programs (InDesign, Illustrator, QuarkXPress) don’t actually save image files inside the document. They link to the image files on your computer. If you send only the layout file, we won’t be able to print the linked images. The Package option in your layout program collects everything automatically.

Fonts

Why do I need to include the fonts? Don’t you have them?
We have an extensive font collection in-house. The problem is that fonts from different manufacturers can vary slightly even when they share the same name. The only way to guarantee the text prints exactly as designed is for us to use your exact font files.

Where do I find my fonts to include?
Most page-layout programs include fonts automatically when you save your project as a Package (typically under the File menu). If your software doesn’t have a package option, convert the fonts to outlines or rasterize your document. This eliminates the need to send fonts, but it also means we cannot make text changes for you afterward.

Resolution and Image Quality

What resolution should my image files have?
Resolution is measured in dots per inch (DPI). More dots equals a sharper image. For printed products, the minimum is 300 DPI at final output size.

What is the difference between vector graphics and bitmap graphics?
Vector graphics are defined mathematically and are resolution-independent. They print cleanly at any size. Bitmap (raster) graphics are made of a grid of small squares (pixels), which means they have a fixed resolution and can look jagged when scaled larger than their original size. Learn more about vectors and bitmaps.

Where do vector graphics come from?
Vector graphics are typically created by illustration software like Adobe Illustrator.

Where do bitmap graphics come from?
Bitmap graphics come from pixel-based image editors like Adobe Photoshop, and from digital cameras and scanners.

Can bitmap graphics be converted to vector, and vice versa?
Yes. Adobe Illustrator can convert bitmap images to vector. Vector images can be converted to bitmap by opening them in Photoshop. Converting a vector image to bitmap is rarely a good idea because it removes the resolution independence. Only convert if you have a specific reason.

What are the different types of bitmap graphics?
A one-bit image is a solid color with no shades (think line art). A continuous-tone image is a photograph, whether full color, grayscale, or a single-color image with shades.

What resolution guidelines apply to bitmap graphics?

• One-bit (line art) images: 600 DPI required, 1200 DPI preferred
• Full-color continuous-tone images: 300 DPI
• Grayscale and single-color continuous-tone: 300 DPI

Can I resize bitmap graphics in a page-layout application?
The resolution guidelines apply to images at their actual size. If you enlarge an image in your page-layout app, the resolution requirement enlarges proportionally. Example: scaling a 300 DPI image to 225% in QuarkXPress requires the original to be 675 DPI to maintain print quality. Best practice: do all scaling in Photoshop, not in your page-layout app.

Can I resize bitmap graphics in Photoshop?
Photoshop can increase the resolution of a low-res image, but increasing resolution after the fact only spreads the original pixel information across more pixels. It rarely improves true image quality.

Why is EPS sometimes called vector and sometimes called bitmap?
EPS (Encapsulated PostScript) is a container format that can hold either vector or bitmap data. An EPS exported from Adobe Illustrator is a vector EPS. An EPS exported from Adobe Photoshop is a bitmap EPS.

Can I copy a graphic and paste it into my document?
Most software supports copy-and-paste, but the results are unpredictable. The reliable method is to link to the graphic file from your layout. The image stays as a separate file and is referenced as needed. Check your software’s documentation for details on linking.

Bleeds, Trim, and Safety

What is a bleed?
A bleed is the area of color or image that extends past the final trim line. Without bleed, any slight cutting variance can leave a white edge on your printed piece. Industry standard is 1/8 inch on each side (1/4 inch total added to each dimension). If you use our templates, the bleed is built in.

What is the safety zone?
The safety zone is the area inside the trim line where critical text and images should NOT be placed. Standard safety zone is 1/8 inch inside the final trim. Anything inside the safety zone is at risk of being cut off during trimming.

Do I need to include crop marks?
If you use our templates, no. The templates already define the trim. If you submit your own file without templates, save without crop marks. We add them in prepress. Crop marks in your file get treated as part of the artwork and will print as part of the piece.

Sending Files

Should I compress my files before uploading?
Yes. Compressing combines multiple files into one archive, which is faster to upload and easier to track. A single .zip beats sending five separate files.

How do I compress files on a Mac?
Select (highlight) the files or folders. Control-click (or right-click) and choose “Compress.” Your Mac creates a single .zip file ready to send.

How do I compress files on Windows?
Select (highlight) the files or folders. Right-click, hover over “Send to,” and choose “Compressed (zipped) folder.” Windows creates a single .zip file ready to send.

A Final Word on Proofing

Take a second look before sending us your file. Read the copy, check the spelling, verify the phone number, confirm the URL. Once a file is approved for print, we cannot un-print typos or grammar errors. Approved files print as-is, and we are not responsible for errors that were in the file at the time of approval.

Ready to Submit?

Once your file is prepared, you can upload your file directly to TPS Printing, or submit a custom quote request and we’ll guide you through the rest.

For questions about preparing artwork for a specific project, call 858.625.4111 or contact us.