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Way back in 1993 (joking), Adobe introduced to the world the Portable Document Format, otherwise known as the PDF. If you’ve been around computers or the internet for more than 15 minutes, you’ve probably heard about them and seen them. The concept was solid, but it took awhile for people to figure out what to do with them or even why they exist. If you’re not too familiar with PDFs, you can think of them a little bit like a snapshot of your document. That’s not entirely accurate, but it does cover the high points of general usage and functionality. You can look at it, send it around the world via email and web and even print it out. The main attractiveness of PDFs lies in the ability to produce one from virtually any software program in existence and still retain the look and layout of the original document without the reader actually having the software it was created with. Pretty cool concept overall.

Why am I telling you this? The evolution of PDFs to their current level has been one of the recent and most effective changes in the Printing Industry. I can honestly say that in our shop it has improved accuracy, reduced time spent on prepping files and opened up a wonderful avenue for designers to submit files that they can count on being right. Every job that comes in our doors will end it’s digital life as a PDF. Every single one. No exceptions. And, if created correctly, a graphic designer can create a PDF and send it to us. No more looking for graphics and fonts and packaging files. Your printing experience really can be much, MUCH easier IF you know how to correctly create a PDF for Printing.

Here’s what you need to know…
First and foremost, all PDF creators are not equal despite the hype. Since Adobe invented it, I like to stick with them. And if you have read my post on software, you know I’m a big fan of InDesign, which just so happens to have one of the best PDF creation tools I’ve ever used. Coincidence? I think not. Adobe recognizes the usefulness and effectiveness of PDFs in the print industry and works toward that integration thingy I mentioned in the other post. They do it very well. So if you are using InDesign, it’s very simple to create several kinds of PDFs for various uses, even printing.

Now for the magic…
If you cringe at the thought of packaging files to send off to the print shop, what if I told you that your PDF could do the very same job without all of the hassle? Intrigued? I thought so. Rather than sending a super-sized zip or stuffed file, you can simply send one PDF that is accurate and will not change. Essentially you have just created your own proof before it’s been sent! All of the fonts will be embedded, as well as the graphics and photos, so it’s just about the easiest way on the planet to submit your project.

All of this comes with one BIG caveat (of course it does). Read this carefully: you will receive exactly what you send. Read it again. Maybe two or three times. If your project is not designed correctly, you will receive a printed piece that reflects just that. So before you think you can cut corners and rush your job through the world of printing, take heed…garbage in = garbage out. Naturally this applies to sending your original, packaged design files too, but there are some differences. A PDF is essentially uneditable (for all practical purposes), which is the beauty and curse of PDFs. If you read my posts and take your time to learn exactly what printers need to make your project work, PDFs are wonderful. If you ignore my advice or your print shop’s recommendations on how to set up your files correctly, then don’t come crying to me or them about how it’s their fault your project looks like crap. Talk to them. Ask me questions. Learn how to do it right so you can avoid problems. It is just that simple.

I work with, create and manipulate PDFs all day, every day. I know what can be done with them and what can’t. I see problems that can be fixed and those that cannot. It could be said that my entire world revolves around PDFs. I will write a separate post in the near future about how to create a PDF the right way and possibly save you money and headaches with your next printing project. Stay tuned!

Tags: Card Template Business, Color Printing, Commercial Printing, Graphic Design, Graphic Design Printing, Layout Graphic Design, PDFs in Printing, Printing Guide