Should I send the .docx or the PDF to my printer?

Always send the PDF. A .docx file may render differently on the printer's version of Word — fonts may substitute, text may reflow, and spacing can shift. PDF locks the layout exactly as you see it, regardless of which software or system opens it.

How do I know if fonts are embedded in my PDF?

Open the PDF in Adobe Acrobat or Acrobat Reader, go to File > Properties > Fonts tab. Each font should say 'Embedded' or 'Embedded Subset' next to it. If any font says only 'Type 1' or shows a different name without the 'Embedded' label, it has not been embedded and may substitute at the printer.

Why does my Word document look different when printed versus on screen?

The most common causes are: (1) font substitution — the printer does not have your exact font; (2) printer margins — some printers cannot print to the very edge of the page; (3) colour mode differences — screen is RGB, print is CMYK, so colours shift; (4) image compression — Word may have downsampled your images when saving.

What margin should I use for a bound thesis in Word?

Most Indian universities specify 35 mm on the binding (left) side, 25 mm on the right, and 25 mm top and bottom. Always check your specific university's thesis formatting guide — some specify 40 mm left margins or different top/bottom requirements.

What is the best font for a Word document intended for printing?

Times New Roman (12pt) is the traditional choice for academic and formal documents — it is highly legible, widely supported, and universally embedded. For modern professional documents, Calibri (11pt) or Georgia (11pt) are excellent. Avoid decorative or script fonts for body text — they are difficult to read in print at small sizes.

Can I upload a Word document directly to Printster?

Yes — Printster accepts .docx and .doc files. However, for best results, convert to PDF first using Word's Export function to ensure fonts and layout are preserved exactly. PDF/A format is ideal for documents you want to archive or that must render identically on any system.

Prepare a Word Doc for Printing

To prepare a Word document for printing, set the page size to A4 and margins to at least 20 mm on all sides (25 mm for bound documents), embed all fonts by saving with the 'Embed fonts in the file' option checked, check that images are at least 200 DPI, and export to PDF using 'Save as PDF' rather than printing directly. Submit the PDF, not the .docx file, to your printer.

Microsoft Word is where most documents begin their life, but it is a word processor, not a page-layout tool — and some of its default settings produce printed output that looks less professional than it should. The most common problem is that a document that looks perfect on screen arrives from the printer with font substitutions, slightly shifted layouts, or images that look softer than expected. The solution is straightforward: convert the Word file to a PDF before sending it for printing. PDF preserves every element of the layout exactly as you see it — fonts, spacing, image placement, margins — regardless of which computer or printer processes it. A .docx file that looks great on your laptop may reflow or substitute fonts on the print service's different version of Word. This guide walks through the key settings to check in Word before you export and what to watch for in the PDF.

Page Setup: Size and Margins

Before anything else, confirm the page size. Word defaults to A4 (210 × 297 mm) in India, but if the document was created on a US machine, it may be Letter size (216 × 279 mm). To check and correct: Layout > Size > A4.

For margins:

Minimum for any printed document: 20 mm on all sides
For bound documents (spiral, perfect, hardcover): 25–30 mm on the binding edge (left margin for left-bound, right margin for right-bound) to prevent text being obscured by binding
Academic theses in India commonly specify 35 mm left, 25 mm right, 25 mm top, 25 mm bottom — check your institution's guidelines

Font Embedding

The most common cause of print surprises is font substitution — the printer does not have the font your document uses, so it substitutes a similar but different one. This can change line breaks, paragraph spacing, and overall layout.

To embed fonts in Word on Windows: File > Options > Save > check 'Embed fonts in the file' and also check 'Do not embed common system fonts' (keeps file size reasonable). On Mac: fonts embed automatically when you save as PDF using File > Save As > PDF.

Safe universally-embedded choices include Times New Roman, Arial, Calibri, and Georgia — these are present on most systems. If you use a specialty or downloaded font, embedding is essential.

Image Resolution

Images in Word documents are often compressed or downsampled when you save. To prevent this:

Windows: File > Options > Advanced > Image Size and Quality > check 'Do not compress images in file'
Ensure source images are at least 150 DPI at the size they appear in the document; 200–300 DPI is ideal
Avoid scaling images larger than their original size in Word — this reduces effective resolution

Exporting to PDF Correctly

Always export to PDF rather than printing directly to a PDF driver:

File > Save As > PDF (or Export to PDF on newer versions)
Click Options/Settings and select 'Standard' quality, not 'Minimum size'
Ensure 'ISO 19005-1 compliant (PDF/A)' is checked if you need archival quality
If your document has a coloured background or images that reach the page edge, note that Word does not support bleed — mention this to your printer

Final Checklist Before Sending

Page size confirmed as A4
Margins adequate for binding or trimming
Fonts embedded or converted (verify in Acrobat: File > Properties > Fonts — all should say 'Embedded')
Images set to not compress
Exported as PDF (not sent as .docx)
Headings, page numbers, and table of contents appear correctly in the PDF

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Frequently asked questions

Should I send the .docx or the PDF to my printer?: Always send the PDF. A .docx file may render differently on the printer's version of Word — fonts may substitute, text may reflow, and spacing can shift. PDF locks the layout exactly as you see it, regardless of which software or system opens it.
How do I know if fonts are embedded in my PDF?: Open the PDF in Adobe Acrobat or Acrobat Reader, go to File > Properties > Fonts tab. Each font should say 'Embedded' or 'Embedded Subset' next to it. If any font says only 'Type 1' or shows a different name without the 'Embedded' label, it has not been embedded and may substitute at the printer.
Why does my Word document look different when printed versus on screen?: The most common causes are: (1) font substitution — the printer does not have your exact font; (2) printer margins — some printers cannot print to the very edge of the page; (3) colour mode differences — screen is RGB, print is CMYK, so colours shift; (4) image compression — Word may have downsampled your images when saving.
What margin should I use for a bound thesis in Word?: Most Indian universities specify 35 mm on the binding (left) side, 25 mm on the right, and 25 mm top and bottom. Always check your specific university's thesis formatting guide — some specify 40 mm left margins or different top/bottom requirements.
What is the best font for a Word document intended for printing?: Times New Roman (12pt) is the traditional choice for academic and formal documents — it is highly legible, widely supported, and universally embedded. For modern professional documents, Calibri (11pt) or Georgia (11pt) are excellent. Avoid decorative or script fonts for body text — they are difficult to read in print at small sizes.
Can I upload a Word document directly to Printster?: Yes — Printster accepts .docx and .doc files. However, for best results, convert to PDF first using Word's Export function to ensure fonts and layout are preserved exactly. PDF/A format is ideal for documents you want to archive or that must render identically on any system.