How to Set Up Your File to Print: DPI, Bleed, Color and More

The short version: send a PDF at the final print size, in RGB, with images sharp enough for how close people will stand, with bleed if the color runs to the edge, and with fonts embedded or outlined. Not sure? Send it anyway. Our team reviews every file before it prints and will call you if something needs fixing.

Want a quick check first? Use our free File Check tool: drop in your image, pick your print size, and see right away if it will print sharp.

1. Resolution (DPI / PPI)

Resolution is how many pixels of image fall in each inch of the printed piece. The farther away people stand, the fewer pixels you need, so a banner doesn't need the 300 DPI a business card does. Always judge resolution at the final print size, not the size the file opens on your screen.

The math: pixels needed = print size in inches × DPI. A 24 x 36 inch poster at 150 DPI needs 3,600 x 5,400 pixels.

Recommended resolution at final size

• Business cards, flyers, brochures, envelopes, stickers (held in hand): 300 DPI

• Giclée, canvas and photo prints (viewed under 2 ft): 300 DPI, 200 minimum

• Posters, menus, mounted prints, indoor signs (2 to 5 ft): 150 to 200 DPI

• Trade show displays, retractable stands, window graphics (3 to 5 ft): 150 DPI

• Vinyl banners, J-Bond and Coroplast signs (6 to 10 ft): 100 to 150 DPI

• Large outdoor banners and building wraps (20 ft and up): 50 to 100 DPI

• Plans and technical drawings: a vector PDF stays sharp at any size; scans at 300 DPI or more

Watch out for

• Images from websites or social media. They're usually 72 DPI and small, so they look fine on screen and blurry in print. Ask for the original file.

• Upscaling. Raising the DPI number in Photoshop without real image detail doesn't add sharpness; it just makes a bigger blurry file.

• Enlarging in your layout. A photo that's 300 DPI at 2 inches wide drops to 150 DPI if you stretch it to 4 inches.

• Logos. Send them as vector files (AI, EPS, SVG or a vector PDF) so they stay crisp at any size, from a business card to a banner.

2. Size, bleed and safe zone

• Build the file at the finished size, or at an exact scale (half or quarter size) for very large pieces. Tell us the scale.

• Bleed: if color or a photo runs to the edge, extend it 1/8 inch (0.125") past the trim line on every side. We trim into that extra area so there are no white slivers.

• Safe zone: keep text and logos at least 1/8 to 1/4 inch inside the trim line. On banners, keep them 1 to 2 inches in from the edge so grommets, hems and pole pockets don't cover them.

• Crop marks are welcome on PDFs with bleed, but not required.

3. Color

• Send color files in RGB, not CMYK. Our printers use their own color management and get brighter, more accurate color from RGB, especially on giclée, canvas and large format. Adobe RGB (1998) or sRGB both work; embed the color profile.

• Screens glow, paper doesn't. Prints look a little less bright than your monitor. For color-critical work, ask for a printed proof.

• Brand colors: if you need to match a Pantone color, tell us the PMS number and we'll match it as closely as the material allows.

• Rich black: for large black areas, let us know and we'll make sure they print deep and even. Keep small text in plain black so it stays sharp.

4. Fonts and text

• Embed all fonts when you export the PDF, or convert text to outlines. Otherwise text can shift or swap to a different font.

• Proofread before you outline. Outlined text can't be edited.

• Minimum sizes: about 6 pt for printed text and 0.25 pt for thin lines on small pieces. On signs, letters about 1 inch tall read from about 10 feet away.

5. File formats

• PDF (almost everything): our first choice. Export as "High Quality Print," "Press Quality" or PDF/X-4, with fonts embedded.

• AI, EPS, SVG (logos, vector artwork, laser cutting): outline fonts and embed linked images.

• TIFF (giclée, canvas, photos): flattened, uncompressed or LZW. Best for fine art.

• JPG (photos): save at the highest quality setting.

• PSD (photos and artwork): flatten layers or include all linked files.

• DWG, DWF, PLT (plans): a PDF exported at the true sheet size is easiest; call us about other CAD files.

• Word, PowerPoint, Publisher (office documents): we can print them, but layouts can shift. Save as PDF first when you can.

6. Plans and construction documents

• Export a PDF at the actual sheet size, such as ARCH D 24 x 36. Don't use "fit to page," or the drawing won't measure to scale.

• Common sheet sizes: ARCH B 12 x 18, ARCH C 18 x 24, ARCH D 24 x 36, ARCH E1 30 x 42, ARCH E 36 x 48, ANSI D 22 x 34. Half-size check sets of ARCH D print at 12 x 18 (ARCH B).

• Line weights: hairlines that look fine on screen can disappear on paper. Print one test sheet before a full set.

• One PDF per set, pages in order, all sheets the same size, is fastest to print.

7. Giclée, canvas and artwork

• 300 DPI at the final print size gives the best detail. For example, a 16 x 20 inch print needs about 4,800 x 6,000 pixels.

• Adobe RGB (1998) or sRGB, flattened, saved as TIFF or a maximum-quality JPG.

• Edit in 16-bit if you can, but 8-bit files print just as well once editing is done.

• Don't over-sharpen or add your own borders unless you want them printed.

• Canvas wraps: add about 2 inches of extra image on each side to wrap around the frame, or tell us to use a mirrored or solid-color edge.

• No digital file? We can scan originals up to 36 inches wide.

8. Before you send: quick checklist

• File is at the final size (or an exact scale) with 1/8" bleed where color runs to the edge

• Images are sharp enough for the viewing distance

• Text and logos are inside the safe zone

• Color is RGB with the profile embedded

• Fonts are embedded or outlined

• Saved as a PDF (or TIFF for fine art)

• Uploaded with Send Files on idrepro.com, with your name, phone, size, quantity and deadline

Questions? Call 631-753-3000 or see our Printing FAQ and Glossary of Print Terms.