How to format large documents for printing

File format, settings and file conversion

• If you convert a Word file to PDF format on a computer other than the one you normally use, you need to check the file in Word carefully on the new computer before converting to PDF because the layout (appearance) of the file can be different on different computers.
• Is the resolution poorer and the page sizing different in PDF than it was in the Word file? Do not use the PDF conversion tab in the Word toolbar, instead use "Ctrl + P", and print to PDF.
• If you use Acrobat Distiller, do not use "Standard". This automatically leads to a poorer resolution and in most cases conversion to US Letter format instead of our European A4 standard. See suggestions for settings in Acrobat Distiller (PDF).
• Make sure the margins are wide enough. This prevents elements of the book pages from getting too close to the edges. There is no fixed template for margin width, but be aware that binding takes up about 2-3 mm. If you want the left and right margin to appear the same, you need to make the left margin slightly wider. You can change the settings in Word under Layout > Margins > Custom margins

Two-sided printing

The Graphic Centre is an eco-friendly printshop and as such recommends two-sided printing. Note that two-sided printing gives a more professional and ¡°book-like¡± appearance.

Page numbering

• Books are paginated with odd numbers on the right page and even numbers on the left.
• You can also opt to have page numbers positioned centrally on a page.
• If you want all page numbers to appear in the corner of the page (where you turn the page) you must be careful to alternate right and left numbering. Is this proves to be difficult, we recommend centring the numbers at the top or bottom of the page.
• If you want a particular element of the document to appear on a front page (right side), insert a blank page before the start of the relevant element. This is normally done from the front page to chapter 1 and from the first element/section after the last chapter to the end of the file.

Colophon page

• In doctoral theses, page 2 normally contains printing and copyright information.
• The Graphic Centre can create the colophon page if the thesis is not written using a template that already contains a colophon page.

Layout of doctoral thesis

• Page 1: The title page should be on the right side, without any visible page number.
• Page 2: The colophon page should be on the left side. This page can be left blank as the Graphic Centre will create this page.
• Page 3: Dedications, quotes etc. should be on the right side, with a blank reverse page.
• The table of contents should be on the right side, with a blank reverse page.
• The preface and introduction should be on the right side. Where this texts ends on a right page, keep the reverse side blank.
• Start the text of the thesis on the right side. Where this text ends on a right page, keep the reverse side blank.
• The index and bibliography should start on the right side. Where this text ends on a right page, keep the reverse side blank.
• Any appendices should start on the right side.

Image resolution

• Colour images should have a resolution of 300 dpi, and must use the CMYK colour model. 
• Greyscale images should have a resolution of 600 dpi.