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How to Submit Large Files to Printing Companies?

When submitting printing data such as flyers, business cards, posters, and booklets to a printing company, one of the common challenges is the method of sending ZIP files or large data.

When trying to attach files to an email, the file size might be too large, or you might need to send multiple files together, such as the Illustrator AI file, linked images, and a PDF for review.

In such cases, it is convenient to first check the submission rules of the printing company, compile the necessary data into a single folder, compress it into a ZIP format, and then send it via a file transfer service or similar method.

Especially when sending large data, it is recommended to use a file uploader to communicate the download URL to the printing company instead of sticking to email attachments.

First, Check the Submission Methods of the Printing Company

The first points to check are: "What formats are acceptable for submission?", "What is the maximum file size in MB or GB?", and "What methods can be used to send files?".

The methods supported vary by printing company, including direct uploads to web forms, email attachments, FTP, dedicated servers, and file transfer services.

Furthermore, while submitting a single file might be acceptable, there may be cases where you are instructed to compile multiple files or linked images into a ZIP file.

Therefore, it is important to first confirm the submission guidelines of the printing company you are ordering from instead of assuming "it will be fine to just send it as a ZIP file."

How to Compile Printing Data into a ZIP File

If the printing data was created in Illustrator or a similar program, it may require not just the AI file but also linked images and a PDF for review.

In such cases, compile the necessary files into a single folder and compress that folder into a ZIP format.

For example, a structure like this:

Submission Data
├─ flyer.ai
├─ image
│  ├─ photo01.jpg
│  └─ photo02.jpg
└─ preview.pdf

When compressed into ZIP, it becomes:

Submission Data.zip

This way, rather than sending multiple files separately, you can compile the necessary data into one package, making it easier to avoid missing files during submission.

When You Can't Send ZIP Files via Email

The problem arises when the size of the ZIP file becomes large.

When compiling high-resolution images for printing or data from programs like Illustrator or Photoshop, the file size may grow significantly.

In such cases, rather than directly attaching the ZIP file to an email, you can upload the ZIP file to a file transfer service and communicate the issued URL to the printing company.

Printing companies often advise using file transfer services for large data submissions.

For instance, if a printing company instructs you to "please use a file transfer service" or "send us the download URL," follow those instructions to upload your data.

How to Submit Using Free File Uploaders

If the printing company has not specified a particular service, you can use a file uploader like UploadF.

UploadF is a file uploader that can also be used from smartphones. It lets you upload files without registration and allows you to submit multiple files at once.

Once you have prepared the ZIP file for submission, upload it to UploadF and communicate the displayed shareable URL to the printing company.

For example, here's a typical flow:

Check the printing company's submission guidelines
Prepare necessary data such as AI, PDF, and images
Compile required files into a single folder
Compress the folder into a ZIP format
UploadF the ZIP file
Send the issued URL to the printing company
The printing company downloads the file

If the printing company has specified a submission method, please prioritize that. If there are no specifications, this method can be utilized for sharing large data via URL.

Points to Check Before Compiling into ZIP

If you focus solely on sending large files, there is a risk of submitting incomplete printing data.

Especially with data from Illustrator, linked images might exist as separate files, so caution is needed.

The necessary formats differ by printing company, but it is reassuring to confirm the following items before submission:

Is it in the file format specified by the printing company?
Are all necessary files such as linked images included?
Check if a PDF for review or screenshot is needed
Have you applied any specified processing such as font outlines?
Is it in the specified color mode, such as CMYK?
Does it meet specifications like bleed and crop marks?
Are file names clear and understandable?
Is there any data mixed from other projects?

Since specifications vary among printing companies, these are merely general checks. In actual submissions, prioritize the data submission guide provided by the company you ordered from.

Pre-Submission Checklist for Printing Companies

Before uploading the ZIP file, check the following items:

Confirmed the submission format of the printing company
Gathered necessary AI, PDF, images, etc.
No broken links for linked images
Outlined text where necessary
Checked bleed and crop marks
Confirmed if a PDF or image for review is necessary
Ensured file names are clear
No unnecessary files included in the ZIP
Created the ZIP file
Checked the URL after uploading

Don't Forget About ZIP File Naming

Some printing companies advise against using Japanese or special characters in file names.

Especially when data is transferred through multiple environments, character encoding issues or trouble caused by special symbols may occur.

Follow specified guidelines strictly; if there are none, for example:

20260917_flyer_A4.zip
company_name_poster.zip
event2026_data.zip

Using file names that are easy to understand, primarily in half-width alphanumeric characters, will make management easier.

Is It Okay to Use Password-Protected ZIP Files?

Considering the security of printing data, you may want to use password-protected ZIP files.

However, this varies by the operational policies of different printing companies.

Some companies do not accept password-protected ZIP files, so avoid setting a password simply because "it's safer."

If a password is necessary, it is best to confirm the handling method with the printing company before setting it.

Points to Remember When Sending URLs to Printing Companies

When using a file transfer service, you will need to communicate the download URL to the printing company.

When doing so, ensure to include information that clearly identifies the project along with the URL, not just the URL alone.

For example, the email content may include the following information:

Orderer's name and company name
Order number
Type of printed item
File name of the submitted data
Download URL
Any necessary notes

Especially if ordering multiple printed items, clearly indicating "which data corresponds to which product" can help avoid mix-ups in submission data.

Convenient for Compiling Images into ZIP

Printing data may include not only AI and PDF files but also a large number of images.

For example, if you want to submit a collection of photo materials to the printing company, grouping multiple images into a ZIP file for upload will make management easier.

With UploadF, you can upload multiple files together, and it also has features for organizing images into a list or creating a ZIP file.

This can be useful when you want to organize images and prepare them for submission at once.

You Can Send Printing Data from Your Smartphone

Recently, there are cases where you want to hand over images taken with a smartphone or PDFs saved on a smartphone to a printing company.

Even when sending data without using a PC is necessary, UploadF can be used from a smartphone.

Since you can select files from your smartphone for upload, it is also convenient for sharing data while on the go.

However, whether or not images taken by your smartphone can be used directly for printing depends on factors such as the size of the printed material and the specifications of the printing company. Being able to send a file and it being suitable for printing are separate issues, so check resolution and size in advance.

Using URL Sharing for Submitting Large Files to Printing Companies is Convenient

When sending ZIP files or large printing data to a printing company, you can think of it in the following steps:

First, check the submission rules of the printing company
Compile necessary printing data into a single folder
If necessary, compress it into a ZIP format
If the size is too large to send via email, use a file transfer service
Communicate the uploaded URL to the printing company

Especially when dealing with multiple files like AI files, linked images, and PDFs for review, compiling them into a ZIP format makes data organization easier.

If the printing company has not specified a particular service, you can share large ZIP files via URL using free file uploaders like UploadF.

If "I can't submit because it can't be attached to an email," this can often be resolved by using a file transfer service.

However, ultimately the file formats, sizes, and submission methods specified by each printing company take precedence. Always check the submission guide before sending to confirm that all necessary files are included.

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