Material instructions

File requirements

Photos and colours

RGB colours use the sRGB profile and CMYK photos the Coated FOGRA39 profile. Note: this pertains to digital printing

If the job is to be printed in black and while, convert the photos to grayscale in the original layout.
In four-colour printing, the best grayscale colour quality is achieved using only black ink.

Lighten shadows particularly when printing on uncoated paper, which improves reproduction so photos do not appear too dark.

Use 300 dpi resolution for halftones and at least 600 dpi for bitmaps.

Embed fonts

In PDF files, all fonts must be embedded.
If materials are submitted in a format other than PDF, provide the fonts separately.

Line weight

Line weight must be at least one-half point. Narrow lines should not be used for rasterised or multi-colour images.

Layout and trimming edges

Place each page of the publication on a separate page in the PDF, i.e. do not place two pages side-by-side.
Do not place text, photos, etc. too close to the edge of the page.
If you send materials in an editable layout file, also send the photos, graphics and fonts.
When you create a book cover, ask Unigrafia about the width of the spine. If the spine is only a few millimetres thick, you should not place text on it.
Trimming edges (3 mm) must always be added if an element bleeds.
In other words, elements that bleed must already be dragged to the edge of the template during the layout process, with 3 mm trimming edges specified around them. In the printing phase (when you create the PDF file) add crop marks, as well.
Example of trimming edges:

Taitto- ja leikkausvarat

Layout and trimming edges

Naming files

Name files clearly, for example by customer. If a work includes many separate PDF files, use the numerical order at the beginning of the file name.

Software and file types used

We use the following software:

  • Adobe CS 6
  • Office 2013
  • FreeHand MX

Transferring files


Materials can be sent by email to Include all necessary information in your email, for example your contact person at Unigrafia and instructions for the print job.

Electronic transfer link

You can use an file transfer form to send files.
Maximum size of attachments sent by email or via a link is 10 MB. For larger files, use FTP.


For FTP transfers you can use Window’s own Resource Manager application.
In the address field type
username: VIERAS
password: GUEST
Create your own folder on the FTP drive and name it clearly. “Drag” the files into the folder.
Always notify us, for example by email, when you have sent a file to the FTP drive.

Other media

If necessary, materials can also be submitted on storage media like a DVD or data stick.


A proof of printed products is usually delivered to the customer either electronically or in printed form.
The proof must always be accepted in writing, e.g. by email.
If corrections are needed, send them in writing.
If material was submitted to us as a PDF file, send Unigrafia the corrected file as a PDF, as well. We will then send another PDF proof to the customer before printing.

Types of proofs

PDF proof
You can proofread and check the product’s appearance on a computer screen. Colours are not representative of the final printed product.
Printed proof
You can proofread and check the product’s appearance on paper. The proof will not necessarily be representative of the final printed product in terms of materials, colours and print quality.
Contract proof (digital printing)
The proof and final (digitally) printed product are very close in colours and print-quality. Proofs are printed on the same material as the final product.

Mailing and printing addresses

Necessary information and considerations in work to be mailed

Class of mail, e.g. BA1 or BA2, will be printed on products to be mailed (for example newspapers), see instructions on Posti’s website.
The customer’s postal-agreement number is needed for letters (unless Unigrafia’s number is used, which is agreed on separately). Instructions are available on Posti’s website.
Note: Leave enough room in the file for the address and postal marks.
Addresses are to be sent in Excel format.

When creating an Excel file note the following
Titles are to be written in the first row and information that changes directly below them. Do not leave blank rows in the file.
If the table contains foreign addresses, enter them in a separate tab or send them in a separate file.
All cells must be formatted for text, even when they contain numbers. The cell will then appear in exactly the same format in which the data were entered.
No other format settings can be applied to cells.
You can download a sample file using this link.

Creating printable files in InDesign and Word (PDF)

Word 2003
Set PDF as the default printer before opening the document file. Check layout, page numbering, etc.
Print a PDF of the file.
Check paper size in the Properties tab and make sure “Rely On System Fonts Only; Do Not Use Document Fonts” is NOT CHECKED. Otherwise fonts will not be included in the file.
Word 2007
File -> Save As -> PDF or XPS -> select file type PDF (standard)
Word 2010
File -> Save As -> select file type PDF

If you submit material in an editable layout file, you should create a Package file in InDesign that includes the necessary elements, like fonts and photos.
PDF files are created using File -> Export.
Check fonts and photo links.
Check that colours are set correctly (CMYK, spot colour if needed).
Select margin marks and 3 mm trimming edges. Remember that photos and other elements that bleed must already be positioned over the edges of the template during the layout process.

Common problems

  • missing fonts
  • no trimming edges
  • photo resolution is too low
  • wrong colour profiles
  • RGB photos in materials to be printed in black and white -> photos are too dark when printed
  • thin fonts are rasterised, text appears “choppy”
  • shadows in photos are too dark, no shadow detail
  • Excel cells that are not formatted for text change during data handling, e.g. zeroes disappear from postal codes during addressing
  • missing postal marks
  • materials contain password-protected files, so placement and other editing of the file does not work

Additional services

Changes and additions that need to be made after the material has been sent to the printing press will be charged according to time consumed, using the hourly rate of 86,50 €/h +VAT 24 %.


Unigrafia Oy
(Yliopistopaino Helsinki)
Y-tunnus: 2373001-4