Adobe PDF in Creative Workflows
Best practices for creating Adobe PDF files
The best PDF file depends on how you plan to use it. At the least, the best PDF file contains all the fonts, graphics, and assets embedded in the file; it’s compact—smaller than the original files with all of the linked components; and it’s correct. If you’re creating a file for print output, the best PDF also will be press ready, because it was created according to agreed-upon guidelines from design and print production professionals.
Outputting the final PDF file in print as the designer intended depends on communication and planning. Print providers can finish what the designer started if they understand the concept, follow the same plan, and work with the same materials. The designer needs to plan and construct with the end in mind. When both print providers and designers understand the plan and the process, they can find efficiencies that speed the process and save money.
Follow these guidelines for the best results when creating PDF files:
- Follow the principals of a reliable PDF workflow. Make sure that the original source file contains the correct content and form, including the proper image resolution, and embedded fonts and linked images; be sure to specify the proper page size, with bleeds (if required). You’ll get higher quality output using good vector-based clip art, high-quality stock images, and fonts from reliable, reputable foundries.
- Proactively identify and avoid problems: embed fonts, keep transparency live as long as possible—and if possible, let your print provider flatten transparency. Flattening transparency renders the artwork uneditable.
- Keep in mind the final output: business graphics or high-end lithography for print; soft proof or multi-media for display; for a form, web-ready for any user. If the original content’s quality is poor, so will be the PDF. But even a good quality original file can result in a bad PDF, if it’s not created properly and with the intended output in mind.
- For files intended for archiving, embed fonts; standardize on what metadata is expected in a file, to help when searching for the file in the archive, and make sure that users fill it in; make sure that no file is submitted with passwords or encryption; and standardize the method of linking between files (for example, use relative links if files are submitted together).
For high-end print output, follow these additional guidelines:
- Communicate with your print service provider. Make sure that you know what the provider requires to prepare the file for printing. Ask for any guidelines, as well as presets, custom PDF joboptions settings files, and preflight profiles—and be sure to use them. Better yet, use JDF, which includes all the correct settings and streamlines the workflow.
- Preflight the file. This lets you catch errors and correct them.
- For files intended for high-resolution print output, it’s best to convert the file to PDF/X, a standard based on a subset of Adobe PDF, to minimize complications from missing fonts or graphics, incorrect color spaces, trapping errors, and overprinting issues. If you are not sure which PDF settings to use, consult your print provider or choose PDF/X-4.
- Develop and stick to standard procedures for a consistent, repeatable workflow. Consider incorporating JDF in your workflow.
For additional guidelines, see PDF/X and the Adobe Creative Suite 3 (PDF, 1.89M).
