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File Preparation Guide

File Preparation Guide

Get your artwork print-ready the first time — no back-and-forth, no surprises.

Quick checklist before you upload

  • File sized to final trim size plus 1/8” on each side (if design goes edge to edge)
  • Resolution is at least 300 dpi
  • Colors set to CMYK (not RGB or Pantone)
  • All fonts converted to outlines (or file packaged with fonts included)
  • Text and important content at least 1/8” from the trim edge
  • All lines at least 0.25pt thick
  • Layers flattened (Photoshop) or file saved as PDF Print

What is bleed, and does my file need it?

Bleed is only needed when your artwork, color, or images reach the edge of your finished piece. When paper is cut after printing, the blade can shift slightly — bleed is the extra artwork that extends beyond your finished edge so that shift never results in an unwanted white gap along the edge.

**You need bleed if** any color, image, or graphic in your design goes all the way to the edge. If your design has white space or margins around everything — like a letter or a document — the white paper itself acts as the border and no bleed is needed.

When bleed is required, design larger than your finished size so the cut removes the bleed area rather than cutting into your actual design. For every design tool **except Canva**: set your canvas to your finished size plus **1/8” on every side**. So an 8.5” × 11” flyer should be built at **8.75” × 11.25”**. Do not add crop marks — we add those on our end.

For **Canva**: see the Canva section below for how bleed works differently in that tool.

See the four diagrams HERE

Not sure if your file has bleed set up correctly? Upload it and we’ll check before it goes to press.

Why do my colors look different when printed vs. on screen?

Screens create color using light (red, green, blue, called **RGB**). Printers use ink (cyan, magenta, yellow, and black, called **CMYK**). These are different systems, so bright blues, purples, and neons can shift or appear more muted in print. This is normal and expected.

**All files must be submitted in CMYK.** Set your document to CMYK before you start designing. Files submitted in RGB or Pantone cannot be printed as-is and will need to be corrected before we can proceed.

**For black and white files:** set your file to Grayscale mode.

Pantone (spot color) files also need to be converted to CMYK before submitting. We don’t print with Pantone inks on our digital presses.

What resolution does my file need to be for printing?

Resolution is measured in dpi (dots per inch), which is how much detail is packed into each inch of your image. Your screen looks sharp even at low resolution, but print exposes that as blurriness or pixelation.

**Minimum: 300 dpi** at the final print size. Files below 300 dpi can be printed but may look blurry, especially on photos and fine detail.

Photos pulled from websites are almost always 72 dpi, which is too low for print. Use original photos from your camera or phone at the highest resolution setting.

How do I make sure my fonts print correctly?

Fonts are separate files on your computer. You need to either “bake” the text into your design file, or send us the font files alongside your artwork.

**Illustrator or InDesign:** convert text to outlines before exporting to PDF.

**InDesign with True Type fonts:** use “Package” to bundle fonts and links, zip the folder, then send.

**Photoshop:** flatten your layers before saving. Fonts embed automatically.

Avoid font sizes smaller than 8pt and very narrow fonts. They can disappear or break against dark backgrounds.

What file formats do you accept?

We prefer **PDF Print** because it locks in your fonts, colors, and layout. Export to PDF from your design software before submitting.

PDF Print

Best option. Fonts outlined, graphics embedded, layers flattened.

AI

Illustrator. Fonts to outlines, graphics embedded.

INDD

InDesign. Package with fonts + links, then zip.

PSD

Photoshop. Flatten all layers before submitting.

TIFF

High-res photos only. 300 dpi minimum.

We cannot print from PNG, JPG, or Word documents. These formats are not suitable for professional printing. If your design is in one of these formats, please contact us and we can help you find the right solution.

Not sure if your file is ready? Upload it and we’ll flag any issues before it goes to press.

I designed my piece in Canva. How do I export it correctly for print?

Canva is a great tool for non-designers, but its default export settings are built for screens, not print. This is the #1 source of file problems we see. A few specific choices at export will get your file print-ready.

Common Canva problems we see

  • File exported at screen resolution (72 dpi) instead of print resolution (300 dpi)
  • Colors exported in RGB instead of CMYK, causing color shift in print
  • File downloaded as PNG or JPG instead of PDF Print
  • Crop marks and bleed not checked at export on designs that have art or color reaching the edge, resulting in unwanted white edges after trimming

How to export correctly from Canva:

  1. Design at your normal finished size. If your design has art or color reaching the edge, turn on Show Bleed (File > Settings > Show Bleed) so you can see exactly where the cut will fall while you design — anything in that outer zone will be trimmed off. Canva is the one tool where you do not need to manually make your canvas larger to account for bleed.
  2. When downloading, choose PDF Print (not PDF Standard, PNG, or JPG)
  3. If your design has art or color reaching the edge, check “Crop marks and bleed.” This automatically extends your canvas by 1/8” on all sides at export. If you do not check this box and your design needs bleed, you would need to have manually set your canvas to the larger size yourself — the same as any other design tool. If your design has white margins around everything, this box is not needed.
  4. Check “Flatten PDF”
  5. Set Color Profile to CMYK. All files must be submitted in CMYK. Do not submit RGB files.

Free Canva Print Guide + Download: jetprintandmail.com/canva-files-not-printing-correctly/

Can I have a border around the edge of my design?

You can, but borders are tricky. Paper cutting has a natural tolerance of about 1/16201d, meaning the trim can shift slightly. A thin border near the edge can end up uneven or partially cut off.

If you need a border: make it **at least 1/4” thick** and positioned **at least 3/8” from the bleed line**. We can’t guarantee perfectly even borders. That is a physical limitation of the cutting process.

What’s the thinnest line I can use?

Lines need to be at least **0.25pt thick** to print reliably. Hairline rules that look sharp on screen may not be visible in print and can print inconsistently.

⅜” needs to be allotted loss for spiral binding