Friday Print Tips: What Is PDF/X and Why Printers Keep Asking for It

If you send artwork to print, you’ve probably seen a request like:

“Please supply a PDF/X-1a” or“Export as PDF/X-4 with bleed and crop marks.”

It sounds technical, but PDF/X is simply a set of rules that make PDFs safer for print. Once you understand the basics, it’s one of the easiest ways to cut down on file problems, surprises on press, and back-and-forth with your printer.

What Is PDF/X?

PDF/X is a family of PDF standards designed specifically for graphic arts and printing.

The “X” stands for exchange. The idea is that a PDF/X file must meet certain requirements so that:

• Colours behave predictably

• Fonts are embedded

• Images are included (not missing links)

• There are fewer hidden surprises (like unsupported RGB transparency)

Different PDF/X flavours exist, but they all push you toward a safer, more predictable print file.

The Main Flavours You’ll See

You don’t need to memorize ISO numbers. Just know what each version is roughly for.

PDF/X-1a

• All colours must be CMYK and/or spot colours

• Fonts must be embedded

• Transparency is flattened

• No RGB or device-dependent colour

This is the “workhorse” standard for many traditional offset printing and conservative workflows. It’s strict, which can be good for straightforward jobs.

PDF/X-3

• Allows managed colour (ICC profiles), including some RGB

• Still aimed at print, but more flexible than X-1a

• Less commonly requested now, but you may still see it

PDF/X-4

• Allows live transparency (not flattened)

• Allows ICC-based colour (CMYK, RGB, Lab with profiles)

• Designed for modern RIPs and workflows

PDF/X-4 is very common today, especially with digital presses and more advanced colour management. It often keeps text and vector edges crisper and handles soft shadows and effects better.

Why PDF/X Helps Both You and the Printer

Exporting to a PDF/X preset forces your design software to check and fix a list of things that commonly cause trouble:

• Missing fonts → must be embedded

• Linked images in random folders → must be properly included

• RGB-only setups → flagged or converted

• Unknown output intent → standardized

Instead of guessing export settings for every job, you’re using a profile that’s already tuned for print production.

For you, that means:

• Fewer “Can you resend the file?” emails

• Less risk of things shifting, disappearing or changing colour

• A repeatable way to export files across your team

For the printer, that means:

• Less time fixing files

• More predictable results on the press

• Fewer last-minute surprises

When to Use Which PDF/X?

A simple rule of thumb:

PDF/X-1a

• Good for: straightforward CMYK jobs, traditional offset workflows, when the printer specifically asks for it

• Think: business cards, flyers, simple brochures where you’re not relying on complex transparency or colour-managed RGB images

PDF/X-4

• Good for: modern digital and offset workflows, files with soft shadows, transparency and managed colour

• Think: more complex layouts, layered designs, or when you want to keep live transparency and use RGB images with profiles

If you’re not sure, ask your printer:

“Do you prefer PDF/X-1a or PDF/X-4 for this type of job?”

Then save that answer as part of your internal checklist for future jobs.

How to Export to PDF/X (InDesign / Illustrator)

The exact screens vary by version, but the basics are similar.

1. Go to File → Export / Save As → Adobe PDF (Print).

2. At the top, look for Standard and Compatibility.

3. Choose a Standard such as:

   • PDF/X-1a:2001, or

   • PDF/X-4:2010

4. In the Marks and Bleeds section:

   • Turn on Use Document Bleed Settings

   • Turn on Crop Marks if your printer wants them

5. In Compression, avoid extreme downsampling – keep images at a sensible print resolution.

Save this as a custom preset (for example, Press_PDFX4) so everyone on your team uses the same settings.

What About Canva and Other Web Tools?

Tools like Canva don’t give you full explicit control over PDF/X standards the way InDesign does, but you can still improve things:

• Choose PDF Print (not PDF Standard or PNG/JPG)

• Turn on Crop Marks and Bleed

• Ask your printer to review one sample file and tell you how it behaves in their workflow

Think of PDF/X as the ideal when you’re using pro layout tools. With Canva, your goal is simply to get as close as possible to a clean, print-ready PDF.

How to Explain It to Your Team

When training non-designers or junior staff, keep it simple:

• “PDF/X is the print-safe version of a PDF.”

• “It checks that fonts, images and colour are set up in a way presses understand.”

• “We always export using our ‘Press PDF/X’ preset before sending to the printer.”

Add one line to your internal handoff steps:

“Before sending to print, confirm the file is exported as PDF/X-1a or PDF/X-4 (per project notes) with bleed and crop marks.”

How We Use Your PDF/X Files at CETTEC

When you send CETTEC a PDF/X-1a or PDF/X-4 file with bleed and crop marks:

• We can preflight faster and more accurately

• We spend less time repairing missing fonts, RGB issues or transparency problems

• You get proofs and final prints that more closely match what you saw on screen

If you’re not sure how to set up a PDF/X export from your design software, send us your native file (or a sample PDF). We can recommend a preset and a short, step-by-step that fit the way your team works, so your “print-safe” exports become routine rather than guesswork.