How do I create a print-ready PDF?

To ensure that your document can be printed without any problems, it is important that the PDF is created correctly and meets the delivery specifications. Follow the steps below carefully. This will help us avoid delays, errors, and unnecessary post-processing. In this article, we explain step by step what you need to pay attention to.
 

1. Using a desktop publishing programme

The best way to create a file with the correct settings, bleed and crop marks is to use a desktop publishing programme such as Adobe InDesign. You can consult a graphic designer for this, for example from The Creative Hub.

2. Using Microsoft Office

You can also use Word or PowerPoint, but the file you upload must always be a PDF. 
Please note: PDF files from MS Office are printed with a white border around the document by default (no bleed).
 

A. Document settings before exporting
 

2.1 Format and dimensions

Set the document to the final format (e.g., A4, A5):

Word: 

• ‘Page Setup’ or ‘Layout’ → ‘Size’
   

Want to use your own format?

→ Click at the bottom of ‘Size’ → ‘More page sizes’

→ Select the ‘Paper’ tab

→ Under ‘Paper size’ → ‘Custom size’

→ Enter the width and height.
 

Additional options:

• Margins: ‘Page Setup’ or ‘Layout’ → 'Margins'

• Orientation: ‘Page Setup’ or ‘Layout’ → 'Orientation' → Select Portrait or Landscape

PowerPoint: 

• 'Design' → 'Slide size' → 'Custom slide size' → Set the desired format (e.g., 16:9, 4:3, or custom dimensions)

2.2 Margins and bleed

Office does not support bleed. Therefore, please note:

• Do not use text, logos, or images that extend to the edge.
• Maintain a minimum safe margin of 5 mm within the page.
• If binding a document with a metal ring binder (Wire-O) or adhesive spine, leave a 15 mm margin on the side of the binding.

2.3 Fonts

• Only use standard fonts to prevent display problems.
• Ensure sufficient contrast between text and background.

2.4 Page layout

• Always deliver files at actual size (100%).
• Use one page per PDF page (no spreads, unless otherwise indicated).
• Pages must be in the correct order.

2.5 Number of pages

The minimum and maximum number of pages depends on the product.

Product	Minimum pages	Maximum pages	Multiple pages
Flyer	1 page	2 pages	None
Folder 2-panel (folded)	2 pages	4 pages	None
Folder 3-panel (zig zag fold)	3 pages	6 pages	None
Booklet/ brochure with staples	8 pages	48 pages (+ 4 cover)	multiple of 4 (e.g., 8, 12, 16, 20, 24, …)
Booklet with Wire-O binding *	8 pages	700 pages (350 sheets incl. 4 cover) **	multiple of 2 (based on double-sided printing)
Booklet with glued back binding	32-40 pages (min. 3-4 mm thickness for gluing)	300–400 pages (150-200 sheets)	multiple of 2 (based on double-sided printing)

*) The capacity of a Wire-O binding depends on the diameter of the metal ring binder and the paper weight. Below you will find a guideline for how many pages fit in a Wire-O. The table is based on standard 80–90 g/m² paper and counts single-sided pages (i.e., 100 sheets = 200 pages).

NB: you do not need to choose the diameter of the Wire-O yourself. The diameter is automatically selected based on the number of pages. Below is a guideline:

Wire‑O diameter	Number of sheets (≈)	Number of pages (≈)
6 mm	30–40 sheets	60–80 pages
8 mm	60 sheets	120 pages
9,5 mm	75 sheets	150 pages
11 mm	95 sheets	190 pages
13 mm	120 sheets	240 pages
16 mm	145 sheets	290 pages
19 mm	175 sheets	350 pages
22 mm	210 sheets	420 pages
25 mm	250 sheets	500 pages
28 mm	280 sheets	560 pages
32 mm	320 sheets	640 pages
38 mm	350 sheets	700 pages

B. Images and quality

2.6 Resolution

• Always use images with sufficient resolution (300 dpi is best).
• Avoid screenshots, WhatsApp photos, or images downloaded from the Internet, as these are usually too small.
• Avoid enlarging small images or reducing images by cropping them, as this causes a loss of quality.

Tip!

Not sure? Zoom in on your image. Does it quickly become blocky or blurry? Then the quality is too low.

2.7 File types

• Preference: PNG or TIFF for sharp display.
• Photos: High-quality JPEG.

2.8 Color mode

• Office works in RGB (Red – Green – Blue). During production, this is converted to CMYK (Cyan – Magenta – Yellow – Black). Take into account possible slight color differences.
• RGB colors are suitable for display on a screen, but not for printing and printed matter. The colors on your screen will therefore always look different than when printed on paper!

C. Exporting to a print-ready PDF

Programs such as Word and PowerPoint use device-dependent formatting. This means that files do not look the same on every computer. A PDF (Portable Document Format) is designed to display a design in the same way everywhere and ensure that the layout never changes. Not even when you open it in other software, on another computer, or with a different operating system. 
 

2.9 Correct export settings
 

Go to: File → Save as → PDF

• Then click on 'Options':

•  Check / uncheck the boxes next to 'PDF options'

 

✘ OFF - PDF/A compliant
 

✔ ON - Optimize for image quality

This is the most important setting for a print-ready PDF → Retains maximum image resolution.
 

✔ ON - Bitmap text when fonts may not be embedded
 

Important! The fonts in your layout must be embedded in the PDF.

This ensures that the document looks the same on every screen and in every printout. For standard fonts (such as Arial, Calibri, or Times New Roman), this option is generally not necessary, but it is wise to leave it on as a safety margin. Standard fonts are almost always embedded in the PDF, because most fonts that come with Windows and Office have licenses that allow font embedding. Word automatically takes care of this when exporting to PDF.

The difference in results:

• Without check mark: If a font cannot be embedded, it is replaced by another font (e.g., Courier). This can ruin your entire layout.
• With check mark: The text is converted into an image (raster). The layout remains the same, but the text is less sharp and no longer searchable.
   

2.10 Check fonts

• Open the PDF in Acrobat ‘File’ → ‘Document properties’ → ‘Fonts’ tab.
• If (Embedded) or (Embedded Subset) appears after a font → the font is embedded.
• If nothing appears or if a substitution font appears → the font is not embedded.
  
  

2.11 Check before sending

Take a minute to check your file yourself. Open the PDF and check:

• Is the format and page order correct?
• Is there any text too close to the edge?
• Are texts and elements neatly aligned?
• Are the images sharp enough?
• Are there any spelling mistakes?
• Is everything clearly visible in the PDF preview? Are there any unexpected font or layout shifts?

Questions or uncertainties?

Feel free to contact the Canon Service desk. We are happy to help.