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Copy&Coffee Weimar

Preparing print-ready files: the checklist

Woman at a desk with a laptop and printed documents

Nothing slows down a print job as reliably as a file that isn't print-ready: missing fonts, low resolution, wrong format. With this checklist that won't happen to you — whether it's a flyer, poster, term paper or t-shirt design.

1. The right format: PDF

For almost every print job, PDF is the best choice. It looks the same on every computer, embeds fonts and locks in layout and colors. We accept Word files too — but conversion can shift page breaks and fonts. To be safe: export the PDF yourself and check every page once.

Tip for theses: enable "embed fonts" when exporting to PDF (in Word: the save-as-PDF options; in LaTeX it happens automatically). That way your work looks exactly the same at our shop as on your screen.

2. Resolution: 300 dpi for razor-sharp images

Images and graphics should have about 300 dpi for print — much more than a screen needs. In practice: a photo meant to print 10 cm wide needs at least ~1200 pixels of width. Images from the web (often 72 dpi) quickly look pixelated in print. When in doubt: use the camera original, not the messenger download.

3. Colors: screens lie a little

Screens mix colors from light (RGB), printers from ink or toner (CMYK) — which is why vivid screen colors can print a bit more muted, especially saturated blues and neons. For most jobs you don't need to change anything; for color-critical designs, talk to us and we'll look at a proof together first.

4. Bleed: when color should reach the edge

If your design prints borderless, add bleed all around — 3 mm beyond the final format is common. Conversely, keep important content (text, logos) at least 3–5 mm away from the edge. Documents with a white margin — like most term papers — need no bleed.

5. Before uploading: the 60-second check

  • Is it the final version? (The classic.)
  • Page format and orientation correct (A4 portrait, A3 landscape …)?
  • All pages there — including cover page and appendices?
  • Fonts embedded, images sharp?
  • Meaningful file name (e.g. bachelor-thesis-mueller-final.pdf)

File ready? Go.

Upload your file via our contact form and tell us briefly what you need — format, quantity, paper or binding. We check every file before printing and get in touch if anything catches our eye.

Upload your print file

Frequently asked questions

Why submit a PDF instead of a Word file?

A PDF looks the same on every computer and embeds the fonts. We accept Word files too – but conversion can shift page breaks and fonts.

Is my phone photo good enough for printing?

Often yes – what matters is the full original resolution, not the compressed messenger download. Rule of thumb: a photo needs about 1200 pixels of width for 10 cm of print.

When do I need bleed?

Only if your design prints borderless to the very edge – then add 3 mm all around. Documents with a white margin, like most term papers, need none.

Why do printed colors look different from my screen?

Screens mix colors from light (RGB), printers from ink or toner (CMYK) – vivid screen colors print a bit more muted, especially saturated blues and neons. For color-critical designs we'll look at a proof together first.