Print versus digital: why you need different files for each

Your designer delivers a folder of files and you are not sure which one to use where. Here is a plain-English guide to what each file type is for.

When a designer hands over a completed project, they should provide files in multiple formats. If you have only been given one file, ask for the others. Here is what each format is for and why they are different.

Files for print

Anything going to a professional printer needs to be in a high-resolution PDF format, set up with the correct colour mode (CMYK rather than RGB) and including what is called a bleed area, a small extension of the design beyond the edge of the page that prevents white lines appearing when the print is trimmed.

The file to send to a printer is typically labelled something like: YourDesign_PrintReady.pdf. If your printer asks for a specific format, share that specification with your designer before the files are prepared rather than after.

Files for digital use

For use on websites, in emails, and on social media, the most useful file formats are:

1. 1

   PNG: Best for logos and graphics with transparent backgrounds. Use this when placing a logo on a coloured background.

2. 2

   JPG or JPEG: Best for photographs and images where a transparent background is not needed. Smaller file sizes than PNG.

3. 3

   SVG: A vector format that scales to any size without losing quality. Ideal for logos on websites.

4. 4

   GIF: Used for simple animations. Less relevant for most design deliverables.

Source files

Source files are the editable original files, typically Adobe Illustrator (.ai), InDesign (.indd), or Photoshop (.psd). These are the files a designer or another designer would use to make future changes to the work.

Whether source files are included in a project or available as a paid addition depends on your agreement with your designer. If you think you might want to make changes in the future without going back to the original designer, clarifying this upfront is worth doing.

A practical tip

When a designer delivers files, ask them to label the folder clearly: one subfolder for print files, one for digital, one for source files if included. This sounds obvious but an organised file handover saves a significant amount of confusion when you are looking for the right file at short notice six months later.

If you are ever unsure which file to use, ask your designer or supplier before using the wrong one. Sending a low-resolution file to a printer or a print-resolution file to a web developer are both easily avoidable mistakes with the right guidance.

About the Author

Dan Deveney is a digital designer, educational specialist, and developer based near Dartmoor in Devon. Through Granite & Glitch, he works with small businesses, charities, and community groups to create accessible, high-performance digital projects, drawing on more than 15 years of experience across design, education, and development.