Insider Tip Archives

RGB vs. CMYK – Differences Explained
It is important to understand the differences between RGB and CMYK, including how/when both are used and why you need to convert RGB format to CMYK before process printing a piece.

Proper Color Configuration for Printing
Computer monitors and TV sets display colors in RGB (red, green, and blue) format. Generally speaking, color scans and other graphics produced and stored in this format may be printed to color devices, such as color inkjet printers, with minimal difficulty. However, a commercial printer cannot use this same artwork and reproduce it in a larger quantity. Here’s why.

Color Separations
With process (full-color) printing, the entire spectrum of colors is reproduced by combining four different inks...cyan, magenta, yellow, and black, commonly referred to as CMYK. Consequently, any RGB graphics or text must first be converted to CMYK format before the four printing plates can be generated. This process may be time consuming, thus adding to the cost of the job. Furthermore, if a particular graphic gets missed in the conversion process, it will only appear on the black plate and the piece will not print correctly.

Color Balance
During the conversion of RGB to CMYK, individual colors may change. Consequently, any color proofs produced prior to the conversion will be of limited value. In addition, digital color proofs (e.g., from a color copier) produced from RGB images tend to be less accurate than those produced from CMYK. A commercial printer will therefore have a difficult time matching color proofs with those produced and approved by the client.

Recommendations

• Wherever possible, start with graphics already in the CMYK format, or convert them yourself. This will help reduce the cost of your printing project.
• Print your color proofs after conversion to CMYK to ensure that your piece will print exactly how you want it to look.

The Importance of Opacity in Printing Papers
Opacity is one of the most critical characteristics of printing papers. It is the paper’s ability to avoid “show-through,” which refers to the degree of visibility of printing on the reverse side of a sheet. The greater a paper’s opacity, the less show-through it allows. A lack of opacity and the resulting show-through will detract from the overall print quality and will reduce print contrast.

Paper opacity should be taken into consideration when printing items such as annual reports, books, catalogs, envelopes, price lists, and letterhead.

The In’s and Out’s of Binding
There are many binding options available to you. The most common are tape binding, three-hole drilling, vello binding, 19-ring binding, and coil binding. Before selecting a specific type of binding, you should consider each type’s visual appeal, durability, and application.

An important reminder- when setting up files for projects that will incorporate binding, always leave a bind edge of at least ¾-inch on your document. This will ensure that none of your printed area is lost when the binding is applied.

If you are planning on incorporating binding into an upcoming project, or would like information on any of the binding options mentioned above, please contact your account representative for additional details.

How To Clean Your Computer Mouse
Has your mouse quit “mousing?” Has it ever not pointed where you wanted it to, or has it gotten stuck somewhere along the way? Chances are it simply needs a good cleaning.

First, turn off your computer and disconnect the mouse. This will avoid deleting any important information. Then, flip it upside down, open the cover and remove the rolling ball. Inside the body you’ll see three rollers. If lint or debris is clinging to any of these rollers, use a clean, dry cloth and tweezers to remove it.

Now, use a dry cloth to rub the ball clean. Don’t use solvents on it, as it may destroy the rubber. Replace the ball and cap, plug the mouse back in, and you’ll be up and running.

In addition, make it a habit to keep your mouse pad clean which, in turn, will help to lengthen the life of your mouse.

The Importance of Brightness in Digital Papers
Brightness of paper refers to the percentage of light that is reflected off the surface of a certain paper. This needs to be a consideration when designing a piece for digital color printing, where high quality graphics are being used. It is recommended that bright white paper be used to give your piece the image quality that you are looking for.

High brightness papers give more contrast between printed and unprinted areas of the paper, allowing colors to stand out. Low brightness papers are easier on readers’ eyes for periods of extended viewing or reading. To compare, digital papers have a brightness of 84 to 94 percent, while the brightness of digital color copiers and presses is 94 to 98 percent.

"Freeze" Panes in Excel for Easier Navigation
When creating a file in Excel, whether it is a chart or a table, it is often helpful to have the first row with the header information (name, address, phone number, etc.) stay visible while scrolling/navigating within the spreadsheet. This can easily be done by “freezing” the rows or columns. Here are the steps to do this:

• Open Excel. Under the row headings, highlight the row below the one you want to “freeze” by clicking on the row heading number.
• To select columns, highlight the column next to the one you want to “freeze” by clicking on the column header number.
• Select “Window” from the menu bar at the top. Choose “Freeze Panes.”
• As you scroll through the document, the highlighted row should remain visible at all times.

There Is More than One Way to Schedule a Meeting with Outlook
While Microsoft Outlook makes it easy to schedule meetings with the “Meeting Request” feature, it is also easy to schedule a meeting simply by responding to an email. Here’s how it works.

If you receive an email that has significant content, and a meeting is to be scheduled with others in regard to this content, you can simply drag the email message from your Inbox to the Calendar icon on the Outlook shortcut bar. An appointment window will pop up; then simply click on “Invite Attendees” at the top of the window to schedule a meeting.

All invitees will receive the initial email and all content in the message portion of the request. This is a quick and easy method of ensuring that all participants have the necessary information. It also saves the person scheduling the meeting time by not having to retype or cut and paste the information.

Utilize Microsoft Word’s “Tip of the Day”
Would you like to learn more helpful tips about using Microsoft Word? If so, follow these few simple steps to view a new tip every time you start the application.

First, make sure your Office Assistant is showing – to do so, click “Help” and “Show the Office Assistant.” After the Office Assistant opens, right click on it and click the “Options” tab. Select the "Show the Tip of the Day at startup" box, and then hit OK. Ongoing, the Office Assistant will provide you with a new Tip every time you launch Word.

Adjusting Column Widths in Windows Explorer
Are you tired of adjusting columns to see all the pertinent information within Windows Explorer? The solution is simple -- double click on the header column separators. They will automatically adjust your column widths so you can view the longest amount of text.

What’s in a Name?
Unfamiliar with a document’s extension, or not sure what program you need to open a file? Look at the three-letter suffix at the end of the filename. For example, if the filename is File.doc, the extension is “doc.” Therefore, it can be opened with Microsoft Word.

You can look up what these suffixes stand for, and figure out the corresponding program, at http:filext.com.

How To Effectively Clean CDs
Dirty compact disks (CDs) can cause read errors and/or cause the CDs to not work at all.

Cleaning CDs should be done with a CD cleaning kit. However, this can also be done with a clean cotton cloth. Simply wipe the cloth in the opposite direction of the CD tracks — starting from the middle of the CD — and move towards the outer edge of the CD. Never wipe in the direction of the tracks – doing so may actually do more harm than good and put scratches on the CD.

It is recommended that water be used when cleaning a CD. However, if there is a substance on a CD that cannot be removed using plain water, pure alcohol can also be used.

Setting up Your Disk for Digital Output

• Use only PostScript fonts. TrueType fonts do not output as consistently in this form of printing, due to the inherent tendency of the digital RIP to use its own resident PostScript fonts (it does this as replacement for any TrueType fonts it encounters in a document while processing). Don't forget to include the printer fonts along with the screen fonts.
• Remember to include all original images with your output file.
• Avoid large solid areas in your design, as they may not print well.
• All scans should be saved as CMYK or grayscale in TIFF or EPS format. Do not use RGB images or JPEGs.
• When using graduated blends, please note that lighter ones are preferable, as darker blends tend to band. Introduce noise to blends to help counter banding problems.
• Make sure all of your Pantone colors are converted to process CMYK.
• Never submit a disk for output with anything other than the output files. It can cause confusion and waste time and money.
• PDF files should be high resolution (when in doubt, send the original file).
• ALWAYS include some form of printed proof with your file; that will allow your printer to check that what it prints looks as you intended (otherwise, your printer may not be able to catch text reflows or color shifts).
• If your job is to be folded, remember to include a folded proof so your printer can verify that your pages are printed in the proper order.

Change for the Better
What are AAs? The abbreviation "AA” stands for Author's Alterations — the changes in copy, photos, or design requested after typesetting and layout have been approved. Because these changes must be made after approval, they are always billable. To avoid added cost or misunderstanding, please follow this procedure when making changes.

• When submitting a project to your printer, send the project with the disk and printout only after receiving written approvals by all parties involved.
• If changes are necessary, write them out instead of making a phone call. Written changes are much more clear and accurate. These changes can also be referred to later by all parties.
• When submitting changes, be careful not to send more than one set of proofs, such as one from the editor and one from the artist. Collate changes and enter them on one master proof.
• Then, proofread not only your correction, but also check the surrounding copy for changed lines or page breaks.
• Always send detailed instructions to your printer to avoid any chance of miscommunication.

Protecting your PDFs
Are you worried about viruses in your PDF files?
PDF files are actually highly resistant to viruses, worms, and Trojan horses. However, just to be safe, it is generally beneficial to utilize the full version of Adobe products, such as Adobe Acrobat Standard or Professional. If you have either one of these versions, the chance of a PDF file carrying a virus to your machine is almost non-existent.

Avoid Getting Caught in a Net Scam
Keep a close eye on your e-mail to avoid falling prey to a growing Internet scam. Spoof and phishing (pronounced "fishing") are the terms coined to describe e-mails sent by identity thieves, but made to look like they've come from legitimate companies. These e-mails warn you of account problems or other urgent issues to trick you into clicking through to a scam Web site.

Scam Web sites ask you to enter your username and password or other account information, allowing scammers to gain access. A basic rule of thumb: don't respond to e-mails asking for your account information. A legitimate vendor would never ask you to enter your password or financial information in an e-mail.