01. Embed Any Linked Images in Photoshop or Illustrator

If you do not embed linked files they will be missing when the other person opens them up. Make sure you save a version of the artwork file with the linked images embedded before sending it.

To do this in Illustrator:

• Go to the Links panel - this can be found in the Menu Bar dropdown under Window > Links.

• Select the linked file(s) in the links panel, and choose Embed Image(s) from the panel menu in the dropdown on the top right. If the linked file does not appear in the list of files in the panel, make sure to select Show All in the dropdown on the top right.

The file remains in the Links panel marked with the embedded-link icon.

To do this in Photoshop:

• In the Menu Bar go to Layer > Smart Objects > Embed All Linked.

Note: embedding images will increase the file size, so you may only want to do this when the artwork is completed.

02. Convert Text to Image

Okay, you’ve found the exact, and rather obscure font to use within your artwork. This is great - however unless the person you are sending you has it too, this text is going to be substituted....

You will need to make sure that you either email the font file (otf, ttf, etc….) with your artwork, or you can convert the text to an image.

To do this in Illustrator:

• In the Menu Bar go to Type > Create Outlines

To do this in Photoshop:

• In the Menu Bar go to Type > Covert To Shape

You can also do this by save the file as a Jpeg - this flattens the artwork, however jpegs are single page files so if you want to compile pages together as a portfolio you will need to do so in a programme such as Acrobat, Illustrator, or Indesign and then save this as a PDF.

Note: both ways render the fonts uneditable, so please make sure you save an editable version first.

03. Check the Image / Canvas Dimensions

It sounds obvious, but make sure the size of the artwork that you are working on is in the correct dimensions that you want it to be viewed or printed (i.e. A3 landscape), and set to 300dpi (resolution). I have seen work that has been both gigantically oversized, or with very odd dimensions.

To do this in Illustrator:

• In the Menu Bar go to File > Document Setup > click Edit Artboards in the pop up panel > an Artboard Bar will appear below the Menu Bar > select the desired artboard and change width and height to the correct dimensions.

To do this in Photoshop:

• In the Menu Bar go to Image > Canvas Size > a Canvas Size pop up window will appear > change width and height to the correct dimensions in the boxes.

Note:

When you add or take away from a canvas or artboard, you may want to do so from particular edges only. Both Photoshop and Illustrator allow this - look for a set of 9 boxes in a square. In Illustrator this is in the Artboard Bar, and in Photoshop in the Canvas Size pop up window.

Here you can choose a reference point (highlighted as the white square) by clicking in the box (the default is the centre). This point determines which edges are added to, or taken away from. For example, selecting the central box adds, or takes away from all edges equally, if I select the bottom left box, it will only add to or subtract from the top and right edges of the artboard or canvas.

This is a list of standard International paper sizes from A0-A8:

• A0 841 x 1189 mm Used for posters, architectural plans, exhibition graphics, etc.

• A1 594 x 841 mm Used for posters, architectural plans, exhibition graphics, etc.

• A2 420 x 594 mm Used for posters, architectural plans, exhibition graphics, etc.

• A3 297 x 420 mm Used for portfolio presentation, posters, notices, etc.

• A4 210 x 297 mm Used for portfolio presentation, posters, notices, letterheads, large event programmes, etc.

• A5 148 x 210 mm Used for postcards, flyers, leaflets, small event programmes, etc.

• A6 105 x 148 mm Used for postcards, flyers, leaflets, etc.

• A7 74 x 105 mm Used for large Post-it notes, tickets, etc.

• A8 52 x 74 mm Used for business cards

04. Check & Reduce File Size (if needed)

Be aware that there are often limits to want can be sent or uploaded as a file. 10mb is the usual limit for email, which is not big. A Photoshop file can easily rack up 250mb for an A3 image. Illustrator files are usually smaller as they are vector based, however even these can become large when patterns, images and effects are added.

Most importantly, shrinking down the size of file make them easier to share, quicker to upload, download and to view, as it reduces them down to the core information needed to create the image.

For more on how to Reduce File Size, click here.