Create Better Printed Materials: Simple Desktop Publishing Improvements

While desktop publishing is more convenient for many companies than using the services of a commercial printer, there's typically a difference in the appearance of documents printed in-house when compared to those printed professionally. However, there are a few ways to improve the quality of your company's printed materials without outsourcing to a commercial printer or spending more money.

Create Your Own Templates

For businesses trying to improve the professional appearance of their documents one of the biggest problems is that, throughout the company, there are various versions of the same document floating around. Letters to clients, project proposals and invoices are just a few examples. People in different departments tend to create different documents with a wide range of looks, layouts and styles. However, if each of these commonly used documents is created using the same template, your company could present a cohesive visual identity. Your clients and customers would be able to tell that a letter came from you just by glancing at it.

Creating a template is more than a matter of dropping your logo onto the corner of a page and adding standard text, though. Each setting for the page should remain the same, from margins to fonts to spacing. If you want a visual identity, you have to be as consistent as possible. Consider reviewing the OA Templates section for assistance getting started.

Calibrate Your Printer

While it sounds very technical, most printers have a straight-forward calibration setting that allows you to run a few simple tests. Those tests guarantee that your printer is performing to the best of its abilities, creating the highest quality results possible when you print something. Most printers also come with instructions on how to get the best work out of them. Depending on the type of printer, you might need a certain paper to get the best results. For others, there may be specific settings on your computer that can make a big difference. While it may seem obvious, just reading the manual for your particular type of printer can help you improve the quality of your desktop publishing projects.

Use the Best Software for the Job

The most common word processing program, Microsoft Word, wasn't actually designed to do much in the way of desktop publishing. It's great for printing out letters, but if you want to design some business cards or a brochure, it's a much harder tool to use. There are numerous software packages available that provide low-cost or even free tools to handle specific desktop publishing projects, as well as add-ons for Microsoft Word that make it easier to use. It's worth taking a look around to see if there's a better tool for the project you're working on (Microsoft Publisher might be one option). While you may not find a full solution that perfectly meets your needs, you will at least be able to find a plug-in or template that makes the project easier and helps you get a better final product.

Finding these tools can be just a matter of searching for them. If, for instance, you're working on business cards, there is a long list of business card design tools available online. Many of them are offered by commercial printers, but you can often save a copy of your new card design to your computer without purchasing printing services.