Submitting a Print-Ready File
One very good way to save money on your printing projects is to submit a print-ready file. At Alphagraphics Macon, a print-ready file is an Adobe Acrobat .pdf file prepared for our digital or offset print workflow. Specifications and brief explanations are included below. Please don't hesitate to give us a call if you have specific questions about file preparation.
Preparing an Adobe Acrobat File
Adobe Acrobat files (.pdf files) can be prepared in many different ways. For print, .pdf files should be prepared using CMYK color mode and should use high resolutions (300 dpi or higher at printed size). Adobe Acrobat Distiller is the original software used to create .pdfs, but many other packages now come with .pdf export capabilities. Be careful, though, because all .pdfs are not the same.
If you are using Adobe Acrobat or Indesign, you can download the AG Indesign Standardjoboptions file that can be imported into Acrobat Distiller or the Adobe Pdf Presets folder in InDesign. If you use this joboption set, you should produce a .pdf that is optimized for Alphagraphics' print workflow.
Cute PDF Writer is a free .pdf creation tool that can be set up as a printer on the Windows operating system. If you choose this option, you will have to configure Cute PDF to include fonts and to produce a high resolution file in CMYK mode.
Be very careful with Microsoft programs. The .pdf export features included with Microsoft Word and Publisher are not automatically configured to produce a print-ready file. Make sure that all fonts are included, resolutions are set to a minimum of 300 dpi and all images are in CMYK mode (not RGB, which is the internet default).
Page Layout, Bleeds and Printers Marks
If your project includes bleeds (ink extends to the edge of the paper), please include a bleed area of 1/8" beyond the cutline. For a standard 8.5 x 11 sheet with bleeds, the file submitted should measure 8.75 x 11.25, with a 1/8" bleed on all sides.
Our cut variation is +/- 1/16". To insure that text is not cut off during final trimming, we strongly suggest a 1/8" text clear area (or margin) within the cut line.
Please send pages one up (one on a page) with no crop marks, trim marks, or color bars. Do not be concerned with sheet size or how many images will fit on a sheet. We will impose your art in the most cost effective manner for our equipment.
About booklets and books:
Please send art for booklets or books as single pages in page order. Do not send readers' or printers' spreads. Unless we receive specific instructions to the contrary, Alphagraphics will apply page numbers to booklets. Make sure to check the page order when you receive your proof.
Covers may be submitted as a separate imposed file. A cover for an 8.5 x 11 booklet would measure 11 x 17. If bleeds are required, the file size would be 11.25 x 17.25.
We will face trim booklets 1/8". Books will be 3 edge trimmed by 1/8" on each side. We suggest a minimum 3/8" margin for all booklets and books. If your book requires a very tight trim, please let us know in advance. Additional charges may occur if margins are insufficient to allow for final trim.
Margins and Gutters -- Preparing Folding Pieces
If you are submitting a folding piece, please remember to check your panel spacing carefully. To assure that text, photography and graphics are centered in the panels, size gutters 2x the outside margin. A trifold with a 1/2" margin should use 1" gutters. To assure a proper fold, the outside panel should be sized approximately 1/8" wider than the inner panel.For a more thorough discussion of folding pieces, please refer to Poor Richard's blog The Zen of Trifold.
Resolution, Color Mode and Color Reproduction
Generally speaking, photos taken from Google Images or downloaded for the internet are not suitable for print. Recommended resolution for digital or offset print is 300 dpi at printed size. 150 dpi images are suitable for wide format printing. Alphagraphics will preflight all files sent and let you know if your images are of less than optimum resolution. For print quality stock photos and images, we recommend istockphoto.com or dreamstime.com. For a more detailed explanation of resolution, please refer to Poor Richard's blog Let's have some resolution please.
While RGB photos and images will usually print on digital color devices, the preferred color mode is CMYK. We strongly suggest that all photos and bitmap images be submitted in CMYK mode and should be color corrected as required. If RGB images or photos are submitted, they will be converted to CMYK before printing. This frequently results in a color shift.
Perceived color varies greatly between computer screens and printing devices. The color that you see on your screen will not be reproduced exactly on a digital or offset press and Alphagraphics accepts no responsibility whatsoever for color deviations of this sort. If exact color matching is required, please specify a Pantone (PMS) color for spot color jobs or request a hard copy proof for final approval. Additional charges will apply if hard copy proofs are required. For a more detailed explanation of color modes, please refer to Poor Richard's blog Color Separation? Whad'ya Mean?
Fonts
Fonts must be included (or embedded) in .pdf files to reproduce accurately on the final printed piece. Some Adobe dialogue boxes default to a setting that does not embed fonts. This occurs frequently when converting Microsoft application files to Adobe .pdfs. Please make sure that the dialogue checkbox stating "Do not include fonts" is unchecked.
Alphagraphics will check for font inclusion during our preflight of your file. We will replace fonts if there is an exact match in our library or notify you if fonts are missing that we will require to print your project.
Native Files, Prepress Charges and Proofs
Printing is an exacting business and we certainly understand if you would prefer not to take the time to prepare a .pdf file that meets our workflow specifications. Alphagraphics accepts most native file formats, including Microsoft Word and Microsoft Publisher. If you would prefer that we prepare your files for print, we do ask that you submit all fonts and images as separate files.
We incur a cost for file preparation and charge accordingly. Our minimum charge for prepress file modifications is $40, which covers up to 1/2 hour of work on your project. Additional time is charged in 15 minute increments at Alphagraphics' standard rate of $80/hour.
It is our policy to proof all jobs, even those submitted as print-ready .pdf files. It is your responsibility to examine the proof for errors; including but not limited to typography, fonts, positioning, spelling, color, and image clarity. If you identify minor corrections and they are easily modified in our working files, there is usually no charge. We do charge for hard copy proofs (as required by you or by us at our discretion), for multiple proofs, and for revisions in the proofing process.. Reprints due to printing errors are our responsibility. Reprints due to errors that were not identified in the final approved proof are your responsibility and you will be charged for the reprint.
File Transmission
The best way to send files to us is on this website. Simply click on the "Send a File" link at the top right corner of each page and follow the instructions. You can submit files as large as 200 MB using this function. If you are submitting native files, we suggest that you place all files in one folder and archive them as a .zip or .sit file. Files over 200 MB can be submitted by CD Rom or by FTP. Please call if you need to make these arrangements.
We will send proofs back to the email address you provide when you submit your file. Proofs will come from alphagraphics@agmacon.com. If your email client requires permissions to receive attachments, please include this address in your permissions list.
Finally . . .
Please let us know if you need help with any of this. If you are working with Adobe's CS Suite, we'll be happy to help you set up automated routines to produce print ready files. If we are producing repeat orders of letterhead, envelopes. forms or other business printing, we can set up an online ordering site for you that will eliminate the need for proofing or file submission. Give us a call if you have questions . . . if we can streamline the process in any way, it helps us both and we're always receptive to your needs and requests.
