Print and Mail Services

Tips, Templates and Forms

Our handbook offers dozens of tips, instructions and assistance on working with Printing Services to create materials for your classroom, project or event.

Design tips

Tips

  • When creating a 2-color job with black and another color, use the standard black color in your color swatch pallet, do not use Pantone Black from the Pantone Swatch Pallet.
  • When designing in Adobe Illustrator, outline the fonts before sending to Printing Services.
  • Change like Pantone Swatch colors to one color. For example, if your color pallet lists Pantone 201 C and Pantone 201 U, change them to one or the other. They may appear to be the same color, but the computer reads them as 2 colors.
  • If you are using black and white images, check to make sure they are set in "Greyscale" mode in Photoshop. Grey images set in "RGB" mode are not black.
  • When placing text on top of a solid color background, use a sans serif font (Helvetica). Serif fonts (Times) can fill in when there is a color heavy background.
  • If creating a file with multiple pages, use one file with multiple pages, not multiple files with one page in each.

Dos and don'ts

Do:

  • Save a file at its final size. One to a page.
  • Send a paper copy of your job along with your Printing Services Request form.
  • Send all fonts and images used in your file along with the file itself.
  • Fill out the Printing Services Request form as completely as possible.

Do not:

  • Design page layouts in Microsoft Word, Power Point, Excel, Publisher; font problems often occur.
  • Send images that are in a Word file. Image file extensions end with .jpeg, .jpg, .tif, .eps, .psd. They do not end with .doc, .docx, .dot.
  • Design page layouts in Adobe Photoshop. Photoshop converts colors to 4-color process, which makes it difficult to separate colors when printing.
  • Use low resolution web graphics. The print quality is poor.
  • Use the transparency pallet to create a screened or tinted color. When creating a screened or tinted color, use the screen slider in the Color Swatch Pallet.
  • Copy images from the internet or another source and paste them into an InDesign document; use the "Place" function.
    • Choose File > Place
    • Locate file to be placed
    • Click "Open"
  • Skip page 1 when using the "Facing Pages" option to lay out a booklet. The single page 1 is the cover of the booklet and the single last page is the back cover.
  • Use international paper sizes (A4, A3); instead use U.S. standard sizes (Letter 8.5 × 11 inches, Legal 8.5 × 14 inches, Tabloid 11 × 17 inches)

Saving and packaging files

Saving InDesign files as PDFs

  1. Choose File > Export.
    • Specify a name and location for the file.
    • Specify format as "Adobe PDF."
  2. In the Export Adobe PDF box, under General:
    • Specify Adobe PDF Preset: "High Quality Print."
    • Specify Standard: "None."
    • Specify Compatibility: "Acrobat 5 (PDF 1.4)."
    • Specify which pages you want to convert to PDF; "All" or selected pages.
    • Specify "Spreads" if applicable.
    • In the "Options" and "Include" boxes below, nothing should be checked.
  3. Under Compression:
    • Changes all drop down menus to "Do Not Downsample."
    • Change Compression Drop Down Menus to "None."
    • Uncheck "Compress Text and Line Art" and "Crop Image Data to Frames."
    • If your document has many photos, saving it as a PDF with these settings will create a large file size. To minimize file size, change "Do Not Downsample" to "Average Downsampling To" 300 pixels per inch for Color and Greyscale images.
  4. Under Marks and Bleeds:
    • Without bleeds
      • Uncheck All "Marks" boxes.
      • Bleed amounts at "0 inches."
    • With bleeds
      • Check "Crop Marks" box.
      • Uncheck "Use Document Bleed Settings."
      • Make Bleed Amounts "0.125 inches."
      • Uncheck "Include Slug Area."
  5. Under Output:
    • Specify Color Conversion: "No Color Conversion."
    • Specify Profile Inclusion Policy: "Include All Profiles."
  6. Under Advanced:
    • In the Fonts Box, change subset font percentage to 100 percent.
    • In the OPI Box, uncheck any boxes.
    • Uncheck "Create PDF File Using Acrobat."
  7. Under Security:
    • Unless your file needs to be password protected or you want certain editing/printing features disabled, all boxes should be unchecked.
  8. Click the 'Export' button when finished.

Packaging Files in InDesign

Any jobs that get sent to Printing Services with missing fonts or images will be sent back. Once you are finished designing your file, follow these steps when packaging your files.

  1. Go to File menu > Package (top image).
  2. Click continue to go past instruction.
  3. Create New Folder with "Job Name" + "Collected" (ex. SampleJobCollected).
  4. Check first three boxes (see bottom image).
  5. Click Save. If a font warning box pops up after clicking save, click OK to continue packaging files.

Saving QuarkXpress files as PDFs

  1. File menu > Export > Layout as PDF.
    • Specify a name and location for the file.
    • Specify which pages you want to convert to PDF; "All" or selected pages.
    • Specify "Spreads" if applicable.
  2. Click "Options" button.
    • Check "Embed all fonts" and "Subset fonts below."
    • Change Compression Drop Down Menus to "None."
    • Resolution drop down menus to "Keep resolution."
    • Uncheck "Compress Text and Line Art" and "ASCII Format."
  3. Click "Output" button.
    • Change Type drop down menu to "Composite."
    • Change Print Colors drop down menu to "As Is."
    • Check include blank pages.
    • Uncheck Use OPI.
    • If no bleeds, make Registration off. If bleeds, change to "Centered" and change bleed type to "Symmetric" and add a bleed amount of .125 inches.
  4. Click "OPI" button.
    • Check OPI Active box.
    • Click "include images" under TIFF and EPS Boxes, do not check "low resolution."
    • Uncheck OPI Active box.
  5. Click Save when finished.

Collecting/packaging InDesign files for output

Any jobs that get sent to Printing Services with missing fonts or images will be sent back. Once you are finished designing your file, follow these steps when packaging your files.

  1. Go to File menu > Collect for Output (top image).
  2. Create New Folder with "Job Name" + "Collected" (ex. SampleJobCollected).
  3. Check first three boxes in column 1 and last two boxes in column 2 (see bottom image).
  4. Click Save. If a font warning box pops up after clicking save, click OK to continue Collecting files.

Design templates and logos

SCSU and Minnesota State logos and branding

St. Cloud State University

Follow the university brand guidelines and use approved logos to meet the university's publication requirements.

Minnesota State vertical color logo

Minnesota State (formerly MnSCU)

Brand guidelines will be issued soon for use of Minnesota State logos.

Brochure-front panel bleeds

If your brochure has images or color boxes that extend to the fold line, expand those images and color to bleed .0625 over the fold line. This same technique can be applied to 2-, 3-, or 4-panel brochures.

InDesign template
Front cover panel

3-panel brochure (letter size)

Use these dimensions when setting up a 3-panel brochure.

InDesign template

3 panel brochure

4-panel brochure (legal size)

Use these dimensions when setting up a 4-panel brochure.

InDesign template

4 panel brochure

Table tent

Use these dimensions when setting up a table tent.

InDesign template

Table tent

Pre-printed forms

These items can be ordered using the Printing Request form.

Name tags and mailing labels

Name tags

  • Order #9.
  • Sold in packs of 100.
  • $5/pack.

name tags

Mailing labels

  • Order #10.
  • Sold in packs of 100.
  • $10/pack.

Mailing lablels

Printing Services Request forms

Printing Request form

Overtime leave forms

  • Order #31.
  • Sold in packs of 10.
  • $1.20/pack.

overtime leave

Envelopes

  • All pre-printed envelopes are sold in boxes of 500.
  • Cost $34.

St. Cloud State University

Order #3762

scsu envelope

Campus use only and confidential

Order #6337

campus use only

campus use only confidential

Business reply

Order #153

business reply

Bulk rate

Order #733

bulk rate

Letterhead and business cards

Letterhead

Use a Printing Request form to order university or department stationery that conforms to brand guidelines.

Each department on campus has its own letterhead/envelopes. 

Include a sample of the old letterhead or envelope when placing an order.

Business cards

Complete this worksheet and a Printing Services Request form to refill or order business cards.