Prelude to the Launch: Part II

A New Series on HD Prepress File Preperation

From The Art Director — Bobby Lee

Before reading please read Part I

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Part II – Tips & Techniques

This weekly series is offered as a prelude to the launch of our exciting new FastTrak File Processing program coming this March.  The items covered in the series provide solutions to the most common problems we encounter with client submitted files.  Our goal is to educate our clients on techniques to minimize and even eliminate delays on proofing and printing alike.

For those who are new to preparing files for printing, or for those more experienced designers wishing to brush up on technique, we hope this prelude will be a valuable learning experience whatever your level of expertise.  At the very least, the basic tips presented in this series will make the design process go more smoothly, and at most they will help eliminate the likelihood of someday hearing those dreaded words…“we ran into a problem with your files.”

1.  Document Size Settings

The first thing you do when setting up a computer file for printing is actually the most critical, and that is setting up the proper document size.  Our system is based on the use of PDF files, all of which contain trim marks to designate the final trim or fold size plus bleed if the design calls for it.

Single Sheet Documents: The basic formula is Page Size = Trim Size.

The Page Size entered in all programs for single sheet items, such as business cards, postcards, brochures, posters, etc., should be set to match the final trim size.

For example: the typical business card is 3.5 x 2 inches.  When creating a new document in InDesign, Illustrator or QuarkXPress, the Page Size should also be 3.5 x 2.  Do not place two or more business cards on an 8.5 x 11 document and expect the business cards to process separately.  Set up a separate file or separate page for each card.  PDF bleed and trim marks cannot be generated to size unless the page size and the trim size are the same.

Exception: The one exception would be Photoshop files where bleed is required, in which case the page size must be 1/4” larger in both dimensions to accommodate 1/8” bleed on all four sides.)

Multi-Page Documents: The basic formula is Document Size = Folded Size.

The Page Size on multi-page documents, such as magazines, booklets, calendars, stitched newsletters, etc., should be set to the folded size.  The total number of pages on any folded booklet must be divisible by 4 as each folded signature contains 4 pages.  Do not use the unfolded signature size for your document setup size as this will throw off the pagination and force us to request a total rebuild of the file itself.

Exceptions: The first exception is for loose-leaf booklets, such as coil bound or stapled pamphlets, the Page Size should equal the final sheet size as with single sheet documents.  The second exception is for Photoshop files where bleed is required, in which case the page size, as described for either of the above, must be 1/4” larger in both dimensions to accommodate 1/8” bleed on all four sides.

2.  Bleed

The concept of bleed seems to be somewhat tricky for many beginning designers, but it’s actually quite simple.  Pick up any magazine and notice how the cover photo fills the page to the edge on all four sides.  That’s bleed.  Pick up the most recent sheet printed from your B&W desktop printer.  It doesn’t have bleed, because the toner doesn’t print all the way to the edge of the paper.  The same is true with most business forms and RSVP cards, for example.

Simply stated, any document without a clear white border on all four sides requires bleed.  That includes any document with photos, fills, tints, rules or graphic elements that extend to the trim line, or edge of the sheet.  Bleed must be supplied so the job can be successfully trimmed and/or folded in bulk by our bindery.  The standard required bleed is 1/8” or .125” on all four sides.

3.  Bleed Settings

The second most critical thing to do when setting up a computer file is to properly designate bleed values.  A bleed value of .125” must be set on the document setup page in all programs where that option is available, such as InDesign and Illustrator.  If your document doesn’t require bleed then the values should be set to 0 inches.  As mentioned above, our system requires PDF files for final output and depending on the program used, your file may not generate bleed without those values being entered, especially in the case of Illustrator.

Exceptions: The first exception is QuarkXPress.  As there are no settings for bleed on the setup screen, simply extend bleeding items at least 1/8” beyond the trim line on your layout.  The other exception is Photoshop where both the horizontal and vertical dimensions must be increased by 1/4” to allow 1/8” on all sides for bulk trimming.  Saving a PDF file out of Photoshop does not generate trim marks, so an accurate file size with or without bleed is critical to sizing the final printed piece.  The same is true for single page and multi-page documents.  We suggest setting up guidelines in Photoshop 1/8” from each side to help visually anticipate where the document will be trimmed.

4.  Multiple Documents on the Same Page

Please do not place multiple documents on a single page.  For example, you can’t float 3 or 4 business cards on an 8.5 x 11 and expect them to generate 3.5 x 2 PDF files.  We require individual page PDF files with trim marks to properly run through our system.   If files are submitted in this manner, we either have to place and crop multiple copies of your file in another program to generate accurate PDF files, or request revised files from you in order to process the order.  Either way, you will experience a delay in your job.  The solution is covered in the first item of this blog, and that is to make the page size equal the trim size, with a few exceptions as noted above.

Next Week and beyond…

Next week the series will cover even more tips and techniques for proper prepress file preparation.  By the time our new FastTrak File Processing program is launched around 20 topics will be covered, so please bookmark this page or make a copy of these tips for future reference.  Also, feel free to send a link to whomever you think would benefit from the referral.  We look forward to serving you and hope this information will be beneficial to you, your organization or anyone else who prepares prepress files for you.

Our goal is to continually inform our clients of improvements in our system so you can experience quicker turnarounds and more accurate printing.  You can find additional setup tips on our Support Center at copycraft.com.  Please feel free to call if you have any questions beyond the items listed here:  1.800.794.5594.

Watch for the launch of our exclusive FastTrak File Processing program coming to Copy Craft Printers in March.