Preparing Files for Publication

Many items produced by the Print Center use a desktop publishing computer program. The computer files you produce with your word processing program are copied into the desktop publishing program. In the desktop publishing program, the graphic artist chooses the type sizes and styles, how things are arranged on the page, and adds art elements. Because the files you produce are placed directly into the layout, your word processing program and the way you use it can have an important effect on the finished product.

We are able to use one of these word processing programs directly:

If you do not have one of the word processing programs listed above, contact the Print Center for additional information.

Formatting Your Documents:

  • Use "caps-and-lower-case" letters for headings. Do not type headings in all capital letters.
  • Use the tab key and your word processor's tab stop settings, not spaces.
  • Type numeral ones 1 and zeros 0 instead of lower-case l's and upper-case letter O's.
  • Let your word-processor "wrap" to  create lines of text. Use carriage returns between paragraphs.
  • Type everything flush left, please.
  • Set your word processor for single spacing.
  • Provide a printout along with your disk, and mark special instructions in red .
  • Do not type these instructions in the file.
  • Bulleted Lists: (black dots are often used to highlight items in a list.)
    • Indicate this in your word processor document by typing flush left two hyphens with no space next to the item. For Example:
      -- Affordable
      -- Convenient
    • The final printed piece will substitute bullets, dashes, boxes, etc. for these two hyphens.
  • Hyphenation:
    • If a word won't fit on a line, don't hyphenate it. Just let it "wrap" to the next line. Use the hyphen only in words or grammatical constructions that require it. Examples: (blue-green water, Co-op Education).
  • Spelling:
    • Proof your copy before it is sent to the Print Center. Check it carefully again when you receive your "PROOF" copy.

Delivering disk file(s) to PCC Print Center (Sylvania only):

  • When you've completed your manuscript, proof for grammar and spelling.
  • Be safe! Don't send your original disk -send a copy. Don't use paper clips on your disks. If you need a disk carrier contact the department. If you're submitting several jobs at one time, put a file for each job on a separate disk.
  • If your publication consists of several separate items, put each story on a separate page of your printout and save each story as a separate file. (An example would be individual stories in a newsletter.) Write on the request form the word processor program (Wordperfect, etc.) used to create the documents on the disk.
  • It's best to make an appointment to visit with the artist to review your materials and resolve any questions at the start.

Common Printing Terms

Below is a list of many common printing terms. We have ordered them alphabetically so that specific terms are easy to locate. Please click on any of the terms that you do not know and a short definition will appear:

Artwork
A general term used to describe photographs, drawings, paintings, hand lettering, and the like prepared to illustrate printed matter.
Author's Alterations (A.A.'s)
Author or client corrections and/or changes made in type at the proof stages; these are not due to the printer's error and are therefore chargeable to the customer. All corrections should be marked in red ink or pen according to the printer's code of standardized proofreader's marks; never in soft lead. A.A.'s are expensive and should be kept to a minimum. See also House Errors (H.E.'s).
Binding
Various methods of securing sections together and or fastening them to a cover, to form single copies of a book.
Bleed
An illustration or type is said to bleed when it prints off the edge of a trimmed page. Bleed illustrations are usually imposed so as to print beyond the trimmed page size. An illustration may bleed at the head, front, foot, and/or gutter (back of a page).
Blind Embossing
Embossed forms that are not inked or foiled.
Blind Folio
Page number not printed on page.
Burnishing
Creating a polished finish on paper by rubbing with stone or hard smooth surface.
Camera-ready Art
Material given to the printer that needs no further work before being passed to the camera department. Camera copy should be clean, free of glue or trash, flat, and printed in dark ink.
Coated (Paper)
Paper coated with clay, white pigments and a binder.
Collate (see gather)
 
Column Gutter
Space between two or more columns of type on one page.
Composition
The assembling of characters into words, lines, and paragraphs of text or body matter type for reproduction.
Continuous Tone
Image made of non-discernible picture elements which give the appearance of continuous spectrum of gray values or tones.
Creep
Result of added thickness of folded sheets being behind one another in a folded signature. Outer edges of sheets creep away from back most fold as more folded sheets are inserted inside the middle.
Crop Marks
Marks along the margins of an illustration (or photo), used to indicate the portion of the illustration to be reproduced.
Cross-over
Elements that cross page boundaries and land on two consecutive pages (usually rules).
Cutter
Machine for accurately cutting stacks of paper to desired dimensions.
Cutting Die
Sharp edged devise usually made of steel rule, to cut paper, cardboard, etc., on a printing press.
Die
Design cut into metal (mostly brass) for stamping book covers or embossing.
Duotone
Color reproduction from monochrome original. Keyplate usually printed in dark color for detail, second plate printed in light flat tints.
Electronic Composition
The assembly of characters into words, lines and paragraphs of text or body matter with graphic elements in page layout form in digital format for reproduction by printing.
Embossing
A process performed after printing to stamp a raised or depressed image (artwork or typography) into the surface of paper, using engraved metal embossing dies, extreme pressure, and heat. Embossing styles include blind, deboss, and foil-embossed.
Estimate
A price provided to a customer, based on the specifications outlined on the estimate form; it is normally set prior to the entry of an order and prices may change if the order specifications are not the same as the estimate specifications.
Flush
Even with; usually refers to typeset copy.
Fold Marks
Markings at top edges that show where folds should occur.
Folder
Machine used to fold signatures down into sections.
Folio (page number)
Number of page at top or bottom either centered, flushed left or flushed right often with running headline.
Font
In composition, a complete assortment of type in one size and face.
Four-Color Process
The four basic colors of ink (yellow, magenta, cyan and black) which reproduce full-color photographs of art.
Gather
To assemble or collect sections into single copies of complete books for binding.
Graduated Screen
An area of an image where dots range continuously from one density to another.
Grain
The direction paper fibers run or are arranged.
Gutter
Space between pages in the printing frame of a book, or inside margin towards the back or binding edge.
Halftone
Picture with graduations of tone formed by dots of varying sizes.
House Errors (H.E.'s)
Corrections and/or changes made due to errors made by the printer, particularly in pre-press, as opposed to changes made by the author, clients or editor. Also refers to mistakes made in film negatives, platemaking, or printing that are not due to the client's error, addition or deletion. The cost of H.E.'s are absorbed by the printer or typesetter. See also Author's Alterations (A.A.'s).
Imposition
Arrangement of pages so that they print correctly on a press sheet, and the pages are in proper order when the sheets are folded.
Inserts
Extra printed pages inserted loosely into printed pieces.
Interleaves
Extra blank pages inserted loosely into a printed piece after printing.
Justified
Describes text copy that is typeset flush to both the left and the right margins.
Leaf
One of a number of folds (each containing two pages) which compose a book or manuscript.
Line Copy
Any copy that is solid black with no gradations in tone and is suitable for reproduction without using a halftone screen.
Make Ready
Process of adjusting final plate on the press to fine tune or modify plate surface.
Mark-up
To write instructions as on a dummy or proof.
Mechanical (Paste-up)
Camera ready assembly of all type and design elements with instructions, ready for the platemaker.
Moiré
A pattern in a negative resulting from a prescreened picture or photo.
Offset
A method in which the plate or cylinder transfers an ink image to an offset or transfer roller, which then transfers the image to stock.
Over Run
Surplus of copies printed.
Perfect Binding
A bookbinding technique in which the pages are glued rather than sewn to the cover used in the production of paperbacks, small manuals, telephone books, etc.
Perforating
Punching small holes or slits in a sheet of paper or cardboard to facilitate tearing along a desired line.
Plate
Reproduction of type or cuts in metal, plastic, rubber, or other material, to form a plate bearing a relief, planographic or intaglio printing surface.
Points and Picas
In measuring a paper's caliper, one point equals a thousandth of an inch. In typography, a point is the smallest unit of measurement used principally for designating type size, one point approximating 1/72 of an inch and 12 points equaling one pica.
Proof (Blue-line)
Photographic proof made on light sensitive paper for checking accuracy, layout and imposition before plates are made.
Proof (Galley)
Typeset material before it has been arranged into final page.
Proof (Press)
Actual press sheets to show image, tone values and colors as well as imposition of frame or press-plate.
Ragged Right
Typesetting style that is characterized by lines that end in unequal length, usually lined up flush on one side or the other--example, flush left/ragged right.
Ream
Five hundred sheets of paper.
Register Marks
Crosses or other marks applied to original copy prior to photography used for achieving perfect alignment (register) between negatives and color separations..
Reverse
Type appearing in white on a black or color background or in a dark area of a photograph.
Saddle Stitch
Binding process for pamphlets or booklets which works by stapling through the middle fold of the sheets.
Score
To press a mark in a sheet of paper, usually cover stock, to make folding easier--often necessary when a fold must be made against the paper's grain.
Screen
A sheet of film having lines or other pattern.
Side Stitching
Stitching where the wire staples pass through the pile of sections or leaves gathered upon each other and are clinched on the underside.
Solid
An area completely covered with ink, or the use of 100% of a given color. In composition, type set without space (leading) between the lines.
Spot Color
Small area printed in a second color.
Stripping
The positioning of negatives before printing plates are made.
Varnish
A clear shiny ink used to add gloss to printed pieces.
Vignette
Fade to white or small decorative design or illustration