Preparing your images for printing

From WhiteWall expert Katharina Wergen

Caption: To ensure that the focus is not only in the camera but also on the screen where it should be, a structured print workflow is necessary in preparation for printing. 

Your recordings perfectly presented 

Capturing a scene with balanced exposure, vibrant colors, details and depth can take a lot of time and effort. That's why the best pictures shouldn't gather dust on a hard disk or in a digital archive, but should shine in all their glory: Printed.  

But not all printing is the same - depending on the format and substrate, there can be very different requirements and conditions that need to be taken into account during preparation. The right preparation for printing can determine whether your images look the way you want them to in the presentation. In this article, we will show you how to prepare your images optimally for printing and which formats and export options are suitable for the various print media. 

Why preparation for printing is so important 

Before we get into the details, we would like to briefly explain why it is so important to prepare your images correctly for printing. When you send an image to print, you want to be sure that the end result - the printed work - is what you want.  

It's easy to forget that preparing an image is just as important as choosing the right shutter speed when taking the picture. If you overlook a few key points during the printing process, the end result can look very different from the original you spent hours perfecting. Blurry, pixelated or color distorted images can be the result of poor (or no) print preparation. This is particularly annoying when it comes to large-format printing, which is associated with high costs. However, sharp, vivid and color-fast prints can be achieved with the right print preparation. 

Print preparation begins where we left off in the article Post-processing and image editing: namely at the moment when you have finalized your image in a fully colour-calibrated workflow according to your requirements.

The path to perfect printing: the print workflow

Let's start here with a brief look at the right print workflow. There is often a lack of continuity in the image processing workflow. When it comes to controlling color and balancing exposure, it's important that you work with standard parameters throughout the process. To achieve this, set up a workstation where you can work in predictable conditions - that is, without large fluctuations in light. The workplace should be well but neutrally lit. The ambient light should be neutralized as much as possible.

1. Calibration is king

If your screen is set too dark, your printout will probably be too light and vice versa. Adjust your monitor so that the image on the screen matches the image on the paper. Also make sure that your monitor does not have large color shifts. This will help you to reduce paper and ink consumption. Some monitors have an integrated calibration function for this purpose. External calibration devices are also recommended, which you should use to calibrate your monitor at regular intervals. Another requirement is that the monitor covers as wide a color space as possible.  

For professional printing requirements, we recommend a monitor that best covers 99 or 100 percent of the sRBG color space or the even larger Adobe RGB color space. 

2. Select the appropriate aspect ratio 

The aspect ratio of your photo depends on the sensor type of your camera and may differ from the standard print formats. This can lead to some elements of your image being cut off when printing. To avoid this, adjust the aspect ratio of the photo to the desired print size in your image editing program before exporting. When cropping, pay attention to the original image composition so that the original image message and effect is not lost. 

Large prints can be presented to great effect in a floater frame. With WhiteWall, you don't have to compromise on the image format, as this frame option is available in over 40 different sizes.

The pop art frame is also impressive and modern, with a choice of four neon colors. However, if you opt for this presentation - and thus make the frame part of the artwork - you will have to work with the five available sizes.

Tip: Find out in advance from your print service provider about the available formats of the desired presentation medium. For example, if you want to design a small home gallery with different landscape and portrait formats, it is worth comparing the sizes beforehand and thinking about the image selection and distribution on the wall. Only when the concept has been finalized should you start printing. More on this later in the chapter on exhibiting. 

3. Select the correct image resolution

The image resolution is one of the most important factors in print preparation. It determines how many pixels per inch (ppi - pixels per inch) are contained in the final image file. You generally need a higher resolution for printing than for screen display. 

Tip: When exporting, deactivate the checkbox for automatic recalculation so that the width and height of the image are correctly converted to the resolution. If you leave this function activated, the image resolution will be increased to the desired pixel density, e.g. 300 dpi, but the values for width and height will not change, resulting in a pixelated image. 

Pixel sizes for different applications: 

• Posters and large prints: Whether in a magazine or as a large poster print - the focus here is on high ppi values. With 300 ppi, you ensure that your image remains razor-sharp even when viewed from close up. This is also the ppi value that photo magazines need for a print.

• Photo books and magazines: Here, too, you need 240 to 300 ppi, as these are usually printed in high quality and details are important. For smaller images, ppi figures are usually not quite as high, but for professional applications we advise you not to skimp on pixel density.

• Canvas prints: 150 to 300 ppi, depending on the viewing distance. A lower resolution may be sufficient for larger canvases that are viewed from a distance. This also applies to large advertising prints, for example, which usually look a little more pixelated up close, but appear sharp at a distance. If the canvas is to decorate the office, for example, we recommend 300 dpi.

4. Color management: RGB or CMYK?

Another aspect of printing that should not be neglected is the choice of the correct color profile. Digital images use the RGB color model (red, green, blue), while printed images use the CMYK color model (cyan, magenta, yellow, black).

Wherever you have your images printed, remember that most printers use the sRGB color space. If you save your photo in this format, you can be sure that the colors will be correct when printed.

Also find out in advance in which color depth you can upload your images to the print shop. At WhiteWall, all data can be uploaded and processed in both 8-bit and 16-bit. You can also upload images in both CMYK and RBG. CMYK data is automatically converted to RGB in our production process. If no color profile is attached, we assume that your data is available in the sRGB profile.

Softproof: A digital look at the print

In addition, professional print service providers have color profiles for various papers and substrates available for download. This is necessary as every paper behaves differently and the color effect can vary as a result.

WhiteWall offers its customers an individual ICC color profile for most products and substrates. By using an ICC color profile, you have the option of creating a soft proof of your image file and thus simulating a representative impression of your image file on the target material.

Procedure for setting the color profile:

• Print preparation in Photoshop: Convert your images to the CMYK colour space before printing to minimize colour deviations. Use the "Convert to profile" function and select the appropriate print profile from your print service provider.

• Soft proofing: Use soft proofing in image editing programs such as Photoshop and ICC color profiles to see how your image will look in print. This helps to identify and correct color deviations at an early stage.

5. Image sharpening: adding the finishing touches

After image processing, you should sharpen your images for printing. The processes of resizing and printing often make images appear softer. Sharpening for printing compensates for this slight loss of sharpness. The exact name of this resharpening function can vary from program to program. As a rule, however, you will find the corresponding function in the export settings.

Examples of how sharpening is carried out in different programs:

• Unsharp masking: This technique in Photoshop or Lightroom helps to increase the contrast at the edges, making the image appear sharper. Be careful not to overdo it to avoid an unnatural look.

• Smart Sharpen: Another option in Photoshop that provides detailed control over the level of sharpening and minimizes halos (bright edges) around edges.

Important: Avoid sharpening too much, as this can lead to unsightly artifacts and poor print quality. Also check whether the print service provider is also resharpening. If this is the case, be sure to uncheck the "Resharpen" box in the order.

Conclusion: The perfect print starts with the right preparation

Preparing your images for printing requires care and attention to detail. From the right image resolution to color management and sharpening, every step is crucial for a perfect print result. By following the steps and tips outlined here, you can be sure that your images will not only shine on screen, but also in print.

Use the WhiteWall service to have your artwork professionally printed. With our many years of experience and state-of-the-art printing technology, we guarantee printing results that exceed your expectations. Find out more on our website and let our experts advise you.