PDF guide for graphic designers and DTP specialists

2 min read·6 October 2026

Graphic designers export their work as PDF for printers and clients, collect approvals on proofs, and manage versions of ongoing projects. With the right PDF tools the delivery workflow is professional, efficient, and transparent for all parties.

Checking print-ready PDFs

A print-ready PDF must meet strict requirements: colour in CMYK, resolution at least 300 dpi, bleed of 3 mm, and no RGB colours or overprints. Use the info tool to check the PDF version and security. Check via the metadata tool that the correct colour profile and PDF-X standard are set (PDF/X-1a or PDF/X-4).

Annotating client proofs and sending for approval

Create an approval version of the proof via the watermark tool: add "DRAFT - for approval" as a watermark. Send the marked proof to the client. After approval you receive the signed PDF back via the sign tool. Finalise the approval with the flatten tool and archive per project number.

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Managing versions per project

A design goes through multiple revision rounds. Stamp each version with a version number and date via the stamp tool: e.g. "v1.2 - 25 October 2026". Store all versions in one PDF archive per client, sorted with the most recent version at the top using the organize tool.

Creating presentations and portfolio documents

Client presentations combine multiple mockups, brand guidelines, and colour palettes. Merge all components into one professional presentation PDF using the merge tool. Add a table of contents and bookmarks per section for navigable presentation. Compress the result for digital delivery via email or WeTransfer.