File Format Guide

Who this guide is for

This guide is for Publishing and Creative clients who are preparing files, are unsure which version to send, have multiple versions of the same document or image, or want to understand the difference between editable files and final-output files.

Key Information

1. 1. Editable / source files

   Source files are working files whose text, layout or design elements can still be changed. They are useful when LCM needs to edit content, adjust a layout or continue design work. Compatibility depends on the project and software involved, so having a source file does not guarantee that every format will work in every workflow.

   • Word documents and original presentation or document files may provide editable text and structure.
   • Editable design files may preserve separate text, image and layout elements.
   • Layered image or design files may keep individual elements available for adjustment where applicable.
   • Send the best original source file available rather than recreating it from a preview when possible.

2. 2. PDF files

   PDF files are commonly used for viewing, proofing and preserving a document's layout. A properly prepared PDF may also be used as print-ready output, but a PDF is not automatically print-ready simply because it opens or prints, and it may not be the best file for major edits.

   • Use a PDF when you need others to see a layout consistently.
   • Review the PDF itself when it is supplied as a proof or final output.
   • Keep the editable source file when future text or design changes may be needed.

3. 3. JPG / JPEG

   JPG and JPEG are two names for the same common image format. They are often used for photographs, web images and flattened visual previews, meaning the image elements are combined rather than separately editable. Repeated saving, heavy compression or a small original can reduce image quality.

   • Send the largest, clearest original available when the image may be used in print.
   • Avoid substituting a screenshot or downloaded social-media copy when the original exists.
   • Keep an editable or higher-quality original if the JPG is only a preview.

4. 4. PNG

   PNG is commonly useful for logos, graphics, web or digital images, and artwork that needs a transparent background. Transparency allows the area around an object to remain clear instead of becoming a solid box. PNG may preserve crisp edges better than JPG for some graphics, but the right choice still depends on the intended use.

   • Use a transparent PNG when a logo or graphic must sit cleanly over another background.
   • Keep the original editable or vector artwork when available, even if a PNG is also supplied.
   • Do not assume a web-sized PNG will automatically suit a larger printed use.

5. 5. Vector files

   Vector artwork is built from shapes and paths rather than a fixed grid of pixels, so it can generally be resized without losing sharpness. SVG, EPS and AI are common examples. These files are especially useful for logos, icons and graphics that may appear at different sizes, although not every vector format is accepted in every workflow.

   • Provide original vector logo or icon files when available.
   • Keep a viewing copy, such as a PDF or PNG, alongside unfamiliar source formats when helpful.
   • Refer to the File Submission Guidelines or ask LCM before relying on a particular vector format.

6. 6. Word-processing documents

   DOCX and DOC are common word-processing formats for manuscripts and other text. A clean, current manuscript is more useful than several conflicting versions. The appearance of pages in a word-processing program is a working view and may not match the final formatted book or publication.

   • Choose one current manuscript as the master file.
   • Use clear, consistent headings and section labels to show the document's structure.
   • Identify which file replaces an earlier version when sending an update.

7. 7. eBook files

   eBook delivery files can differ from print files. EPUB is a common eBook format, and many eBooks use reflowable text, which adapts to a reader's screen and text settings instead of staying on fixed pages. The appropriate file and layout decisions depend on the content and intended publishing platform.

   • Do not rely on print page numbers or exact positioning to behave the same way in a reflowable eBook.
   • Share an existing eBook file if it is part of the current project materials.
   • Identify the intended publishing platform if it is already known.

8. 8. Print-ready files

   Print-ready means a file has been prepared for the specifications of its intended print use—not merely that it can be opened or printed from a home computer. Preparation may involve the correct page size, margins or bleed where applicable, suitable image quality, fonts and a final layout. Exact requirements belong in the File Submission Guidelines and the specifications for the intended printer or platform.

   • Confirm the intended print use before treating a file as final.
   • Make sure the file reflects the approved page size and final layout.
   • Keep the source file in case the print specifications require a change.

9. 9. Logos and brand assets

   Send the best original version of a logo or brand asset that is available. Editable or vector versions are usually more flexible when artwork must be resized or adapted. Screenshots and images downloaded from social media can be useful as references, but they should not replace original files when those originals exist.

   • Gather original logo files rather than copying the logo from a website or screenshot.
   • Include vector or editable versions when available.
   • Clearly identify the approved logo, color variation or brand asset to use.

10. 10. Naming and organizing files

    Clear file names help everyone identify the current materials and avoid working from an outdated version. A simple naming approach is more useful than a folder full of vague names such as final, final2 and final-final.

    • Name files by project, content and version or date where helpful.
    • Mark the current or final version clearly and retire conflicting older copies from the delivery folder.
    • Keep related images and assets together in clearly labeled folders.
    • When replacing a file, identify both the replacement and the file it supersedes.

Things to prepare

• Current manuscript or text file
• Original logo files
• Original image files
• Editable or source files when available
• Current PDF proofs, if applicable
• Existing eBook files, if the project already has them
• Clearly labeled current or final versions
• Special printing or platform information already known

Common mistakes

• Sending screenshots when original files are available can limit editing and output quality.
• Assuming every PDF is editable can leave the source material needed for major changes unavailable.
• Assuming every PDF is print-ready overlooks the intended printer's or platform's specifications.
• Using very small or heavily compressed images can limit their suitable uses.
• Sending only a flattened file when edits are needed can make individual elements unavailable.
• Submitting several conflicting files labeled as final makes the current version unclear.
• Renaming a file extension does not convert the file into a different format.
• Assuming print and eBook files are interchangeable overlooks how each format presents content.