FAQs

Designing

Understanding Print Bleed, Trim, and Safety Margins

Think back to when you were a kid, standing on a stool beside someone you loved — maybe a parent or grandparent — rolling out cookie dough on the kitchen counter. That memory holds the perfect lesson for how print bleed works.

The Dough equals your substrate

The Dough = Your Substrate (Paper or Material)

When you roll out cookie dough, you don’t just make one cookie at a time — you make one big, even sheet that you’ll cut shapes from later. That sheet of dough is like the paper or material your design will be printed on — your substrate. Everything starts on that big, shared surface before it’s trimmed into individual pieces.

The food coloring equals your artwork

The Food Coloring = Your Artwork

Now imagine you’re coloring  that dough before cutting the cookies. You wouldn’t just color inside the exact shapes where the cookie cutter will land — that would be nearly impossible to line up perfectly, and you’d end up with some cookies that have bare dough showing around the edges.

Instead, you spread the color over the entire sheet of dough, making sure the color goes past every future cut line. That’s what bleed does in printing: your background colors, patterns, or images extend slightly beyond the final trim line so that, after cutting, every print looks beautifully filled edge to edge — no white gaps.

It’s also how you get color consistency. Just like how every cookie comes out evenly colored when you spread the icing across the whole dough, every print looks consistent when the color extends across the full sheet.

The cookie cutter equals the trim line

The Cookie Cutter = The Trim Line

Once your dough is colored, you use the cookie cutter to make your shapes. Even when you’re careful, the cutter might shift a tiny bit — a millimeter to the left or right. But since you colored past the edges, the cookies still come out looking perfect.

That’s the same in printing: a small shift in cutting is called tolerance, and bleed makes sure no unwanted white edges appear.

Bleed is the excess material left behind after cutting leaving the printed material behind
Safety margin example with respected and disrespected zones

The Safe Zone = The Center of the Cookie

When decorating cookies, you usually keep the important parts — like text, sprinkles, or faces — near the middle. You wouldn’t want them trimmed off by the cookie cutter. That’s your safe zone in printing: keep your important text and logos away from the edge so they stay fully intact.

If a file lacks bleed, you might see thin white edges after trimming—this happens because the printer’s cut line doesn’t perfectly match the artwork’s edge. Adding bleed prevents that by giving a small buffer of extra artwork to trim away.

Bleed — Do & Don’t Examples

Below are examples showing how bleed affects a printed document. Click any image to enlarge.

Bleed overview diagram
Figure 1: Overview of a print layout showing the bleed area and a finished document.
Incorrect document sizing
Figure 2: Incorrect setup — Print Document not sized properly.
Document missing bleed area
Figure 3: Incorrect setup — Printed Color does not extend all the way to the Bleed Edge.
Correct document with bleed
Figure 4:  Incorrect setup - Even though the Printed Document has crops,  the Printed Color does not extend all the way to the Bleed Edge .
Bleed vs no bleed comparison
Figure 5: Print-ready document with bleed with crops.
Print-ready layout with bleed and safe zone
Figure 6: Print-ready layout with bleed but without crops.

Tip: Most print projects require at least ⅛ inch (0.125") or 3mm of bleed on each side.

Cookie cutter printing analogy

Before You Start: Understanding Bleed, Trim & Safety Margins

Imagine making cookies as a kid — you roll out a big sheet of dough, use food coloring to shade the dough completely, and then press your cookie cutter into the dough to get a final product.. That’s exactly how printing works.

The dough is your paper, the food coloring is your artwork, and the cookie cutter is the trim line. You spread color past where the cutter will land — that’s your bleed— so every print has clean, edge-to-edge color even if the cut shifts slightly. The bleed is basically just the excess ink covered paper that gets cut off to keep your print consistent.

Finally, keep your text and logos in the center and away from the cutting edge — your safe zone — so nothing important gets trimmed off.

For a more detailed explaination, see "What is Bleed?"

How to Download a Canva File with Bleed for Print

Simple Instructions

  1. Open your Canva project and select File in the top menu.
  2. Scroll to Settings and enable Show print bleed.
  3. Resize your background and images to cover any gaps showing on the bleed margin.
  4. Select Share in the top-right corner, then click the Download icon in the bottom-left of the Share menu.
  5. Choose PDF Print as the file type and check the box for Crop marks and bleed.
  6. Click the large purple Download button to save your file.
Canva file menu example
Example: Accessing File and Download settings in Canva

Guided Walkthrough

1. Get Started on the Homepage

From the Canva homepage, you can open an existing project or create a new one. We recommend starting with a Custom Size document if creating a new project.

Create Custom Size example
Create Custom Size
Open Existing Project example
Open Existing Project

2. Checking for Size

Once your design is complete, verify that it’s the correct size:

  1. Select File in the menu bar.
  2. View the file size beneath your document title to ensure it matches your desired print dimensions.
  3. Scroll to Settings and select Show Print Bleed. Enabling Show Ruler & Guides is also helpful.
File size and settings in Canva
Checking document size and enabling print bleed in Canva

3. Check for Bleed

The importance of bleed: Bleed ensures your design extends to the edge of the paper and prevents white borders from appearing. Canva provides a standard ⅛ inch (0.125”) bleed on each side when “Show print bleed” is enabled.

A Canva document with bleed and crop marks will be approximately 0.47” larger in both dimensions than the intended size. For example, a 3.5” x 2” business card will download as a 3.97” x 2.47” file.

Example of design with and without bleed
Example: Design without bleed (left) vs. with bleed enabled (right)

4. Adjust Backgrounds & Images

After enabling bleed, a thin black line will appear. Extend any background colors or images beyond this line to ensure full coverage. Failing to do so may cause unwanted white edges after trimming.

Canva bleed margin example
Adjusting background and image edges to cover the bleed area

5. Download the File

  1. Click the Share button in the top-right corner.
  2. Select the Download icon from the dropdown menu.
  3. Choose PDF Print as the file type and make sure Crop marks and bleed are checked.
  4. Click Download — your PDF will be saved to your computer. Files with bleed and crops should be 0.47” larger than the desired print size.
Canva download options
Selecting PDF Print with crop marks and bleed before downloading
Canva final download
Final step: Download your Canva file with bleed

Find your file size in Canva

Create Custom Size example
Check Document Size In Canva

Checking for Size in Canva

Once your design is complete, verify that it’s the correct size:

  1. Select File in the menu bar.
  2. View the file size beneath your document title to ensure it matches your desired print dimensions.
  3. Scroll to Settings and select Show Print Bleed. Enabling Show Ruler & Guides is also helpful.

How to Submit a Newsletter or Booklet from Microsoft Word

Follow these steps to prepare and export your Microsoft Word file so it prints correctly and matches professional press standards.

📘 Submitting from Microsoft Word

  1. Set your page size: Go to Layout ▸ Size ▸ More Paper Sizes and enter your final trim size (e.g., 8.5″ × 11″).
    For booklets, create individual pages in order (not spreads).
  2. Set margins and safe area: In Layout ▸ Margins ▸ Custom Margins, leave at least 0.5″ (12.7 mm) on all sides for text and logos. If you plan to include bleeds, design slightly larger (see below).
  3. Add bleed (optional): Word doesn’t support real bleed settings, but you can simulate bleed by extending background colors, photos, or shapes slightly beyond the page edge (⅛″ or 3 mm). The extra edge will be trimmed off during printing.
  4. Use high-resolution images: - Insert images at 300 ppi or higher. - Avoid screenshots or web-resolution images (72 ppi). - Do not copy-paste from the web — always use Insert ▸ Pictures ▸ This Device.
  5. Check color mode: Word uses RGB color by default. Colors may shift slightly during CMYK print conversion. If exact color is important, note your brand or Pantone references in your order comments.
  6. Review page count: Booklets must be in multiples of four pages (4, 8, 12, 16, etc.) for saddle-stitch binding. Add blank pages as needed at the end of your file.
  7. Save a copy as PDF: - Go to File ▸ Save As or File ▸ Export ▸ Create PDF/XPS Document. - Choose **PDF** as the file type. - Click **Options** and check: ✅ Document structure tags for accessibility (optional) ✅ ISO 19005-1 (PDF/A) for long-term compatibility (optional) - Click **OK** and then **Publish**.
  8. Inspect your PDF: Open the exported PDF to ensure all pages are included and no elements shifted or clipped.
  9. Upload to OnPrintShop: In your product order form, click Upload Files and attach the PDF you created. Optionally, leave a note such as “8.5 × 11 newsletter, single-sided, 4 pages.”
  10. Approve your proof: Review your online or emailed proof for layout accuracy, text flow, and image quality. Approve only when satisfied.

💡 Pro Tips

  • Fonts: Use standard fonts or embed custom fonts before export (File ▸ Options ▸ Save ▸ Embed fonts in the file).
  • Margins: Keep all text and logos at least ¼″ from the edge to avoid trimming issues.
  • Page numbers: Insert them through Insert ▸ Page Number to maintain consistent placement.
  • Images: Avoid dragging or resizing beyond 200% — it reduces print clarity.

✅ What to Upload

File TypeFormatBleedColorNotes
Newsletter / BookletPDF (from Word)Simulated (⅛″)RGBCrop marks optional; ensure full pages included

🧩 Cross-Version Compatibility Notes

FeatureWord 365Word 2019 / 2016Word 2013 or OlderWord Online
Layout ▸ Size ▸ More Paper Sizes✅ Same✅ Same✅ Same❌ Not available (limited layout controls)
Layout ▸ Margins ▸ Custom Margins✅ Same✅ Same✅ Same⚠️ Limited margin settings only
Bleed simulation✅ Same technique✅ Same✅ Same⚠️ No image overflow support in print
Insert ▸ Pictures ▸ This Device✅ Same✅ Same⚠️ May say “From File”⚠️ Limited upload controls
PDF Export (File ▸ Export ▸ Create PDF/XPS)✅ Same✅ Same⚠️ Use File ▸ Save As ▸ PDF instead⚠️ “Download as PDF” only (no options)
PDF/A (ISO 19005-1) Option✅ Available⚠️ Sometimes hidden under More Options❌ Unavailable❌ Not supported
Embed Fonts (File ▸ Options ▸ Save)✅ Same✅ Same⚠️ Slight wording difference❌ Not supported
Page Number Insertion✅ Same✅ Same✅ Same✅ Same
High-Resolution Images (300 ppi)✅ Supported✅ Supported✅ Supported⚠️ Auto-compression reduces quality

How to Submit Direct Mail & EDDM to Our Print Shop

This guide explains how to prepare, export, and submit files for Direct Mail (addressed) and EDDM (Every Door Direct Mail). If you’re unsure which option is right for your campaign, skim both sections and use the checklists before you upload.

📬 Direct Mail (Addressed Mailings)

Direct Mail is best when you have a named list (customers/prospects) and want precise targeting, personalization, and tracking.

1) Design & Layout Specs

  • Formats: postcards, letters, self-mailers, folded cards, catalogs, flats.
  • Bleed & safety: add 0.125″ (3 mm) bleed on all edges; keep text/logos ≥ 0.125–0.25″ inside trim.
  • Address + barcode area: reserve a clean, high-contrast rectangle for the address block and barcode (no images/patterns behind it).
  • Indicia: leave a clean area in the top-right for the postage indicia (we can add it for you if you don’t have a permit graphic).
  • Return address (if used): top-left on letters/envelopes; for postcards, keep it away from barcode/address zones.
  • Self-mailers: confirm fold orientation, number of wafer seals (tabs), and paper weight with us (requirements vary by size/format).

2) List & Data Prep

  • Upload a clean CSV/Excel with one record per recipient. Recommended columns:
    • FirstName, LastName (or Company)
    • Address1, Address2
    • City, State, ZIP (ZIP as text, not number)
    • Optional personalization fields (e.g., OfferCode, ExpireDate)
    • Optional unique identifier (CustomerID) for tracking/deduping
  • Data hygiene: remove obvious duplicates; keep suite/apartment data in Address2.
  • NCOA/CASS: we can standardize addresses (CASS) and run Move Update/NCOA if requested (recommended for deliverability and postage compliance).

3) Class, Speed & Budget

  • First-Class vs. Marketing Mail: First-Class is faster and includes return for undeliverable; Marketing Mail is lower cost for larger volumes.
  • Drop date / in-home window: tell us your target arrival; we’ll recommend class/entry to match your budget and timeline.

4) Export & Upload

  • Artwork: press-ready PDF (PDF/X-1a or PDF/X-4), with bleed included and no unintended RGB.
  • Mail list: CSV/XLSX with headers; one sheet; file named clearly (e.g., Acme_Q4_List_v2.csv).
  • Notes: include any personalization logic, sample images, and proof approval contact.

5) Proofing & Postal Setup

  • We’ll send a digital proof (artwork + map of addressing zone).
  • We will prepare the postal statement, apply the indicia (yours or ours), and run any requested data hygiene services.
  • Final approval triggers print, address, and entry at the postal facility.

✅ Direct Mail — What to Upload

ItemFormatNotes
Final Artwork (all versions)PDF (PDF/X-1a or PDF/X-4)Include 0.125″ bleed; safe margins; clear address/indicia zones
Mailing ListCSV or XLSXHeader row; address fields separated; optional personalization fields
InstructionsText in order notes or PDFClass (First-Class/Marketing), drop date, in-home window, special handling

🧾 Direct Mail — Preflight Checklist

  • Artwork has correct size, bleed, and safe zones.
  • Address & barcode area kept clear (no images/text behind).
  • Indicia area reserved (or we’ll add our house indicia).
  • CSV/XLSX list is clean and deduped; ZIP column is text.
  • Requested services selected: CASS/NCOA, dedupe, merge/purge, tabbing.
  • Timeline/class approved and postage estimate reviewed.

📮 EDDM (Every Door Direct Mail)

EDDM targets every address on selected carrier routes—no named list required. Great for local awareness and saturation campaigns.

1) Design & Size Requirements (Flats)

  • EDDM pieces are mailed as “flats.” Keep one dimension larger than standard letter size—typical examples include 6.5″×9″, 8.5″×11″, 9″×12″, 11″×17″ (folded), etc.
  • Bleed & safety: add 0.125″ (3 mm) bleed; keep text/logos ≥ 0.25″ from edges and folds.
  • EDDM Indicia: reserve a postage area; we’ll place the correct EDDM Retail/BMEU indicia for you.
  • “Local Postal Customer” address line: set aside a space for the simplified address line and optional route/saturation text.
  • Weight & thickness: choose a sturdy cover stock; extremely thin or very flimsy paper is not recommended.

2) Route Selection & Quantities

  • Tell us your target ZIP codes and any preferences (residential only, business + residential, specific neighborhoods).
  • We’ll help choose carrier routes and provide address counts per route.
  • Final quantity = total route count (plus recommended spoilage/overage).

3) Bundling & Facing Slips (Shop Can Do This for You)

  • Typical EDDM bundles are 100 pieces (or as specified). Secure with rubber bands (not shrink-wrap).
  • Place an EDDM Facing Slip on top of each bundle (we can generate and apply these).
  • Group bundles by route in larger trays or cartons, clearly labeled.

4) Entry & Timing

  • Choose **Retail (local Post Office)** or **BMEU (Business Mail Entry Unit)** entry based on volume and convenience.
  • Provide a desired in-home window; we’ll advise lead times and entry dates.

5) Export & Upload

  • Artwork: press-ready PDF with bleed (PDF/X-1a or PDF/X-4). Keep indicia and addressing zones clear.
  • Route plan (if you have one): a list of selected routes/ZIPs or a screenshot/map.
  • Entry preference: Retail vs. BMEU; target week for arrival.

✅ EDDM — What to Upload

ItemFormatNotes
Final ArtworkPDF (PDF/X-1a or PDF/X-4)0.125″ bleed; safe margins; space for indicia & “Local Postal Customer”
Route SelectionsList, PDF, or ScreenshotZIP + carrier routes; total counts; any targeting preferences
InstructionsText in order notes or PDFRetail vs. BMEU entry, desired in-home window, special handling

🧾 EDDM — Preflight Checklist

  • Artwork sized as a flat (with bleed) and clear postage/address zones.
  • Indicia area reserved (we will apply the correct EDDM imprint).
  • Routes and total counts confirmed (include overage for spoilage).
  • Bundling instructions approved (100-piece bundles with facing slips, unless specified otherwise).
  • Entry method and target in-home window confirmed.

Note: Postal requirements and tolerances can change. We’ll validate your piece against current guidelines before mailing and let you know if any adjustments are needed.

Step 2: Edit Spreadsheet

Instruction images created using the free online spreadsheet editor named Aspose (https://products.aspose.app/cells/editor) but the included formula should work for any spreadsheet editor like Excel, OpenOffice Calc, OnlyOffice Spreadsheet Editor, or Numbers.

Note: Users handling highly sensitive or confidential documents should be aware of the standard risks associated with any online tool and consider using a locally installed software solution instead.

Aspose Homepage
A

Open Sequential-NumberingFormula.xlsx in your preferred application.

Edit Spreadsheet in Aspose
B

Enter the Starting Number in cell B4.

C

Enter the range or quantity of badges (up to 500) in cell C4.

D

Column A will fill up to 500 rows within the range from your starting number. Example: If B4 is 321 & C4 is 222, the output is 321 thru 543

Save Spreadsheet as XLSX
E

Click on the Use your application to save the file as an XLSX

Step 3: Customize Template

Click Customize button
A

Click on the "Customize" button under the product template.

B

The Designer Studio canvas with the product template opens — no action necessary, just click Continue in the upper right corner. Close following message about viewing pages.

Step 4: Product Variable Personalization

Enable Mass Template Personalization
A

Click Yes to "Mass Template Personalization" at the bottom of the product options.

B

Click the black "Mass Template Personalization" button that appears.

Upload spreadsheet file
C

Upload the Sequential-NumberingFormula.xlsx you created earlier and continue. Do not download and use the sample file.

Confirm numbering under Front__000_
D

Confirm numbering underneath Front__000_ (Column A) matches your intended numbering.

E

Click Continue.

Pricing adjusts automatically
F

Pricing will adjust automatically according to the number of rows in your spreadsheet.