Transferring files to your Print Service Provider

Kristian D.

If you are an artist or photographer dealing with a print shop, sooner or later you will be required to transfer digital files to the print shop. In this article we discuss the three common ways for transferring files to your print service provider: via Email, FTP, or physical media.

Email

Email has become a familiar tool for many of us. We use it at work, at home, in a cafe, or even on our cell phone. We send jokes, requests, compliments, notifications, memos, files, photos -- almost anything we want, and can, send. Sending files to our print service provider is no different. We simply attach our file, enter the email address and press send!

And if that isn't easy enough -- photo organizing software (or even software built into our operating system) will take photos that you select, automatically make them smaller, attach them to an email, and send them -- in one easy step. All of this is fine -- until you get that proof of the poster you sent by email. Or perhaps your print service provider asks you to send a larger file -- which locks up your email program. The fact is ... email is not always a good method to deliver digital files to your print service provider.

The obvious issue with email is the size of files you can send. If you try to send too large a file, your email program locks up -- or takes a tremendous amount of time to send the file. Most web-based email providers (yahoo, hotmail, gmail) limit the size your emails to between 10mb and 20mb. Even if you are able to send a large file -- your print service provider may not appreciate it. Large files can lock up the receiver's email program -- or prevent the receiver from downloading other emails while waiting for yours to transfer.

The other issues with email are timing. Email goes through several computers before reaching the desk of your print service provider, and there is no automatic way of knowing when -- or if -- your files were received. Email programs often include an option to request a "read receipt" when sending an email. This works -- as long as the recipient's program is setup to respond with a read receipt. I prefer to request a confirmation email -- especially since you can request confirmation not only that the email was received, but that any sent files are present and in good condition.

Finally, there is always the possibility of entering an incorrect email address. Although email itself is not inherently secure, if, instead of "files@my-print-service-provider.com" you type "files@print-service-provider.com", you make it much easier for someone to potentially misuse your copyrighted material.

All of this being said, email is still a decent method for sending files to your print service provider as long as you:

• need only send small files -- files that are not required to be high-resolution
• ask for a confirmation email (that your file(s) were received okay and are of sufficient size for their use)
• double and triple-check that you are sending the email to the correct email address.

For larger files, we move on to discuss FTP.

FTP

FTP is an acronym meaning "File Transfer Protocol". It was developed as a means to transfer files between two computers over the Internet. FTP is the most common way that a print service provider employs to allow you to send larger files.

In contrast with email, FTP creates a direct connection between your computer and the FTP "server" that is used by your print service provider. While an email is moving between computers, a file sent via FTP is being transferred directly to your print shop's server. This allows FTP to be faster, as well as providing you with a confirmation that the file transferred completely. It is also a lot less likely that you will connect to the wrong FTP server -- as often you are asked to enter a username and password (which will only be valid on your print service provider's server).

In order to transfer files from your computer to your print service provider's FTP server, you need an FTP "client". An FTP client is just a program that runs on your computer and makes it easy to connect and transfer files to an FTP server.

You may already have an FTP client installed -- Internet Explorer for the PC allows you to connect to an FTP server and send files. Most other web browsers can also connect to an FTP server -- but may only allow you to retrieve, not send, files.

Probably a better option is to purchase a commercial FTP client, or try a freeware or open source client. Several commercial FTP clients available are:

• WS_FTP (Windows)
• Fetch (MAC)
• CuteFTP (Windows and MAC)
• SmartFTP (Windows).
  

A couple free FTP clients are:

• FileZilla (Windows)
  
• CyberDuck (MAC).

When using any of these clients, you will need to know at least 3 pieces of information: The server address (ie: ftp.my-print-service-provider.com), a username and password. Your print service provider should be able to give you this information. In some cases, they may give you the server address and tell you to login "anonymously". With "anonymous" ftp you simply enter an email address, any email address (ie: "anonymous@example.com"), as the username -- and no password. Using "anonymous" ftp is generally not a good idea as it allows anyone to login to the FTP server and view, retrieve, or send files -- including files sent by you or other people. You should request a unique username and password to help ensure that no one else has access to your files.

Somewhere in the FTP client you have chosen, you will enter the server address, username, password, and click "connect". At this point you will be able to select the files you would like to send and watch them transfer. If you need to specify something called a "transfer type" for the files you are sending -- select "auto".

Now FTP is definitely faster than email -- but it is not fast. The speed of transferring files to your print service provider will depend on the speed of your internet connection and the size of files you are sending. If you are trying to send many large files, you will probably want to use the last, and most familiar method of sending files -- physical media.

Physical Media

You can always send files via physical media. This is definitely the fastest (if you hand-deliver the files) and most secure method of sending files. These days, there are more than just one way to transfer files via a physical medium. Gone are they days of floppy disks. Today you can burn cds, dvds, use a usb drive (aka thumb drive), or, in some cases, store files on your camera or cell phone!

Although most print shops will probably still accept floppy disks, the size of files permitted on a traditional 3.5" floppy disc is 1.44Mb -- small enough that you could email the file. Probably your best bet is burning a CD or DVD -- or placing your files on a USB drive. A CD will hold up to 800Mb of data -- a typical single-layer DVD 4.7Gb of data. To burn a CD or DVD, you will need a CD or DVD burner. Most computers purchased in the last few years will have a CD burner -- many new computers will have a DVD/CD burner combo drive. Typical USB drives range from $5-$200 and drives in this range can hold up to 8 Gb of data (and growing).
If you're mailing your files -- put them on a CD or DVD, otherwise you'll be paying the return trip for your USB drive.

In a pinch, you might be able to put files on your digital camera or cell phone -- but many require software to be installed in order to transfer files -- something which your print service provider will probably refuse to to do.

Summary

In any case, here is a summary of when to use each of the 3 methods of sending files:

1. Email - small low-resolution files, text documents (up to 10Mb total)
2. FTP - larger higher-resolution files (generally up to several hundred Megabytes)
3. Physical Media - largest files, when security and personal confirmation is critical

Whether you're transferring files via email, ftp, or physical media -- make sure you're sending the right files, that you're sending them to the right place, and that you confirm they've been received. Now, cross your fingers and hope they look as good printed as they do on screen.