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First Steps: Module 2

PDF Standards

Preparing files for commercial printing

Understanding PDF Standards

Not all PDFs are created equal. While any PDF might look fine on screen, commercial printing requires specific standards to ensure predictable, high-quality output. These standards define rules about color spaces, font embedding, transparency handling, and more.

The PDF/X family of standards was created specifically for print production. The "X" stands for "exchange," meaning these files are designed to be reliably exchanged between designers and print providers without compatibility issues.

Our Recommendation

For most commercial print jobs, use PDF/X-1a for maximum compatibility, or PDF/X-4 if your design uses transparency effects or live type that you want to preserve.

PDF Standards Comparison

Hover over feature names to learn why each capability matters for print production.

Feature PDF/X-1a PDF/X-3 PDF/X-4 Standard PDF
CMYK Only Ensures colors print predictably without conversion issues. RGB colors may shift unexpectedly when converted at the printer. ✓ ✕ ✕ ✕
Fonts Embedded Prevents font substitution which can cause text reflow, missing characters, or completely different typefaces in the final print. Required Required Required Optional
Transparency Live transparency preserves effects like drop shadows and opacity. Flattened transparency is pre-processed, which is safer for older RIPs but may affect quality. Flattened Flattened Live Live
Layers Layer support allows for versioning and conditional content. However, most print workflows flatten layers, so this is rarely needed. ✕ ✕ ✓ ✓
ICC Color Profiles Color profiles ensure accurate color reproduction across different devices. PDF/X-1a only allows output intent profiles, while others support full ICC workflows. Output Only Full Support Full Support Full Support
OpenType Features Advanced typography like ligatures, stylistic alternates, and variable fonts. PDF/X-4 preserves these; older standards convert text to outlines or basic fonts. ✕ ✕ ✓ ✓
Print Ready How reliably the format works with commercial print workflows. PDF/X standards are designed for print; standard PDFs may have compatibility issues. Excellent Good Excellent Not Recommended

Exporting for Commercial Print

Choose your design application to see step-by-step instructions for exporting print-ready PDFs.

Checking Embedded Fonts

Missing or substituted fonts are one of the most common causes of print errors. Always verify your fonts are properly embedded before sending files to print.

1

Open Your PDF in Acrobat

Open Adobe Acrobat (not just Acrobat Reader) and open your exported PDF file.

2

Access Document Properties

Go to File > Properties or press Ctrl+D (Windows) / Cmd+D (Mac).

3

Check the Fonts Tab

Click the Fonts tab to see all fonts used in the document. Each font should show one of these statuses:

4

Verify Font Status

Look for these indicators next to each font name:

"Embedded"

The full font is included. This is ideal for print production.

"Embedded Subset"

Only the characters used are embedded. This is acceptable and common for print.

No Status Listed

The font is NOT embedded. This will cause substitution issues. Re-export with fonts embedded.

Adobe Illustrator

Export PDF/X from Illustrator

4 steps to print-ready files

Step 1 of 4
Screenshot: Illustrator File > Save As dialog

Save As Adobe PDF

Go to File > Save As (or Save a Copy) and choose Adobe PDF (pdf) as the format.

Name your file and choose your save location, then click Save.

Tip

Use descriptive filenames like "ProjectName_PrintReady_v1.pdf" for easy organization.

Screenshot: Adobe PDF Preset dropdown with PDF/X options

Select PDF/X Preset

In the Save Adobe PDF dialog, click the Adobe PDF Preset dropdown at the top.

Select [PDF/X-1a:2001] for maximum compatibility, or [PDF/X-4:2010] if you have transparency effects.

Note

PDF/X-1a will flatten transparency. If your design has drop shadows or opacity effects, use PDF/X-4 to preserve them.

Screenshot: Marks and Bleeds panel with settings

Configure Marks and Bleeds

Click Marks and Bleeds in the left panel. Check "Use Document Bleed Settings" to include your document's bleed area.

Optionally enable Trim Marks under the Marks section so the printer knows where to cut.

Tip

Set the Offset to at least 0.125" to prevent marks from intersecting with bleed artwork.

Screenshot: Output panel showing color conversion settings

Verify Output Settings

Click Output in the left panel. For PDF/X-1a, ensure Color Conversion is set to "Convert to Destination" with U.S. Web Coated (SWOP) v2 or your printer's recommended profile.

Click Save PDF to export your print-ready file.

Tip

After saving, open the PDF in Acrobat and check File > Properties > Fonts to verify all fonts are embedded.

Quick Reference

Preset
PDF/X-1a:2001 or PDF/X-4:2010
Bleeds
Use Document Settings
Marks
Trim Marks (optional)
Color Profile
U.S. Web Coated (SWOP)
Key Difference

PDF/X-1a flattens transparency for older RIPs. PDF/X-4 preserves live transparency for modern workflows.

Adobe Photoshop

Export PDF from Photoshop

4 steps to print-ready files

Step 1 of 4
Screenshot: Photoshop Save As dialog with Photoshop PDF selected

Save As Photoshop PDF

Go to File > Save As or File > Save a Copy and select Photoshop PDF as the format.

Name your file and click Save. You may see a warning about overwriting - click OK to proceed.

Note

Unlike Illustrator, Photoshop doesn't have built-in bleed settings. Make sure your canvas already includes the bleed area.

Screenshot: Adobe PDF Preset dropdown with High Quality Print

Select PDF Preset

In the Save Adobe PDF dialog, select a preset from the Adobe PDF Preset dropdown.

For print, use [High Quality Print] or [PDF/X-1a:2001] for maximum compatibility.

Tip

High Quality Print maintains good image quality while keeping file sizes reasonable.

Screenshot: Compression panel with quality settings

Configure Compression

Click Compression in the left panel. For high-quality print, set image quality to Maximum and resolution to 300 ppi for color/grayscale images.

Avoid using JPEG compression for images with sharp text or fine details - use ZIP instead.

Tip

If your file is very large, you can use JPEG with Maximum quality - the difference is minimal for most images.

Screenshot: Output panel with color settings

Verify Output & Save

Click Output to verify color settings. Ensure your document is in CMYK mode before exporting for best results.

Click Save PDF. The entire canvas (including bleed) will be exported.

Tip

Flatten your layers before exporting to reduce file size and avoid transparency issues with older print workflows.

Quick Reference

Preset
High Quality Print
Resolution
300 ppi
Color Mode
CMYK
Compression
Maximum Quality
Photoshop Limitation

Photoshop doesn't have native bleed/trim settings. The entire canvas is exported, so include bleed in your document size.

Adobe InDesign

Export PDF/X from InDesign

4 steps to print-ready files

Step 1 of 4
Screenshot: InDesign File > Export menu

Export to Adobe PDF (Print)

Go to File > Export (or press Ctrl+E / Cmd+E).

Choose Adobe PDF (Print) from the Format dropdown. Name your file and click Save.

Note

Don't use "Adobe PDF (Interactive)" - that's for screen viewing only and won't include proper print settings.

Screenshot: Export Adobe PDF dialog with PDF/X preset

Select PDF/X Preset

In the Export Adobe PDF dialog, select your preset from the Adobe PDF Preset dropdown.

Choose [PDF/X-1a:2001] for maximum compatibility or [PDF/X-4:2010] to preserve transparency.

Tip

InDesign's Press Quality preset is also excellent for print, but PDF/X standards offer better compatibility.

Screenshot: Marks and Bleeds panel in Export dialog

Configure Marks and Bleeds

Click Marks and Bleeds in the left panel. Check "Use Document Bleed Settings" to include your document's bleed area.

Under Marks, enable Crop Marks if your printer requires them. Set Offset to 0.125" or more.

Tip

InDesign's bleed settings come from Document Setup. Check File > Document Setup to verify your bleed is set correctly.

Screenshot: Output panel with color conversion settings

Verify Output Settings & Export

Click Output in the left panel. For PDF/X-1a, verify Color Conversion is set to "Convert to Destination (Preserve Numbers)".

The Destination should be your target profile (usually U.S. Web Coated (SWOP) v2). Click Export.

Tip

Check Window > Output > Preflight before exporting to catch any issues like missing fonts or low-resolution images.

Quick Reference

Export Format
Adobe PDF (Print)
Preset
PDF/X-1a or PDF/X-4
Bleeds
Use Document Settings
Color Profile
U.S. Web Coated (SWOP)
InDesign Advantage

InDesign has the most robust PDF export options and built-in preflight checking. It's the preferred tool for multi-page print documents.