Exporting a print-ready PDF
Your layout can be perfect and the PDF still wrong. Five minutes in the export dialog is where most last-minute artwork problems are made, or avoided.
Settings to look for.
Names differ a little from one application to the next, but these are the choices that matter. Confirm the preferred format with us first, because some jobs have their own requirements.
| Setting | Choose | Why |
|---|---|---|
| Preset | PDF/X-4 if offered, or High Quality Print | Keeps transparency live and embeds fonts |
| Page range | Each panel as its own page, or one page per file | Avoids confusing spreads |
| Image compression | None or maximum quality | A low setting leaves blocky artefacts at large sizes |
| Downsampling | Off, or well above the resolution you need | Stops the software silently shrinking your images |
| Bleed | Use document bleed settings | Bleed in the document is not exported unless you say so |
| Marks | None, unless we ask for them | Printer marks can get in the way of a banner or panel |
| Colour conversion | No conversion | Keeps colour as it was set up, for us to handle |
By application.
InDesign. Use File, Export and choose Adobe PDF (Print). Under Marks and Bleeds, tick Use Document Bleed Settings. Do not use the Interactive option, which is for screens.
Illustrator. Use Save As and pick Adobe PDF. Each artboard can become a page. Turning off Preserve Illustrator Editing Capabilities can make files much smaller, but keep your working AI file safe.
Affinity. Use the Export dialog and pick a PDF preset for print or PDF/X, then check the bleed option under More.
Word and PowerPoint. They are not made for print, but they will work for a simple job. Set the page to the right proportions before you start, and use the high-quality or standard option when saving as PDF, not the option for minimum size. Then check it with care.
The 200 inch limit
The PDF page size has traditionally been limited to 200 inches, which is about 5.08m. A long banner or a hoarding can go past that, so build it at a reduced scale such as 1:2 or 1:10, and put the scale in the file name. We explain how in scaling artwork for large print.
After export: open the PDF
- Is the page box the finished size?
- Does colour run out to the bleed?
- In File, Properties, Fonts, is everything listed as embedded? Our font embedding guide explains what you should see.
- Zoom in to 400% on the main image: any blocks or fuzz?
- Is any transparency, shadow or glow still behaving?
Give the file a clear name that includes a version number, then run through our final file check before you send.
From file to finished print.
Your questions.
Is PDF/X-1a or PDF/X-4 better?
PDF/X-1a flattens transparency and converts colour to CMYK. PDF/X-4 keeps both live, which often suits large format better. Ask us if your job has a specific need.
Can I send the working file instead of a PDF?
Often, yes. Packaged InDesign or Illustrator files with fonts and links can work well. Ask first and keep things together in one folder.
Why is my PDF so large?
Big images at a high quality setting make big files, which is normal for this kind of work. Our guide to sending large files shows how to get it to us.