Preparing for Printing
Tabs vs. tables
The page layout application used at printing service bureaus does not maintain the layout of word processing documents when the document is placed into the printer's application. For tables that contain extensive text in each cell, you may use the table feature of your word processor, but be sure to provide the printer with a hard copy of the document so they can see how the text is aligned. For simple data tables that contain numbers or short lines of text where everything fits on one line, use the tab feature. Be sure to set the tabs so there is only one tab between columns. Do not use the space bar or multiple tabs to separate your tabular data.
Sentence and paragraph spacing
Use only one space after each sentence and after colons. Use only one “return” at the end of each paragraph. Use a tab at the beginning of each paragraph (except the first one in the section) to indicate a new paragraph. Text should be single-spaced even though the final output may use different line spacing.
Color
As with all other design elements, just because you can doesn’t mean you should! Too much color can distract from the document rather than add to its appeal.
Contact your printer
Though color can really add spice to your document, special setup is required for duplicating, and there is added cost. Check with your printer before beginning your project.
What is four-color printing?
Why is it called four-color when the outcome seems like millions? It pertains to the process of printing rather than the number of colors appearing on the final piece. To get those millions of colors only four colors are used: cyan, magenta, yellow, and black (CMYK). With special software, each of these colors is printed on separate sheets of paper from which a plate is made. The outcome is millions of colors! A word processing application cannot produce documents that can be used for this printing process by a professional printer.
Use preprinted paper to add color
Another option for adding color to a document is to use one of the many pre-printed color papers available. There are choices for brochures and flyers in a wide range of styles and colors.
Screens
This is the technical term for those gray-filled or gray-shadowed boxes. If you’re sending your document to be duplicated on a copier, check with the printer first to make sure the copier copier will duplicate the screens properly. Screens can make a nice document look like garbage after being copied. However, if you’re only using printouts from your laser printer, screens can enhance the look of the document. When filling the box, select 20 to 40 percent shading. Make sure you use bold text on top of a screen, otherwise it will not show up well.
Photographs
Photographs can be tricky to duplicate, especially on an old copier. There are numerous issues, including resolution and contrast, that affect how the photograph will turn out. What looks good on your laser printer or computer screen could look awful when duplicated on a copier. A press does a much better job. If you would like to use photographs in your document, check with your printer first. They can scan your photograph and get it ready for the printing process, whether it’s the copier or the press, so you get the best results.
Page margins
If you’re sending a hard copy of a document to be run on a copier, you must have at least a ¼-inch margin around the page.
Rules
Very thin rules (lines) will not reproduce well on a copier. Use at least a ½-point black line. Check with your printer for the best results.