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Services - Printing & Mailing FAQs


Where can I get a copy of the University logo?
High resolution, professional print-quality files of the University of Maine logos can be obtained by contacting the Department of University Relations, 581.3758. To obtain a copy of the University of Maine Branding & Style Guide, visit This link will open in a new window.

Why can’t I use a GIF file in my print job?
The Graphics Interchange Format (GIF) is a file format used to display graphics and images in HTML documents over the World Wide Web. GIFs are low resolution (72 dpi), are limited to 256 colors, and use a compression formula designed to minimize file size and electronic transfer time. While great for the Web environment, GIF resolution is too low for good quality printing.

What file type should I send with my job?
When requesting a Xeroxing job through Print On Demand, you should send a high-resolution .PDF file. When requesting a print job, you should send, not only a high-resolution .PDF but a copy of the native desktop publishing file including all linked files, fonts, and images as well as a mock up of your job to be used for visual reference.

What design or desktop publishing applications does Printing Services accept?
Printing Services uses the Adobe CS2 and CS3 professional suites of applications, including Illustrator, InDesign, and Photoshop and Quark, all of which yield excellent end results. We can also work with PageMaker, Freehand, and Microsoft applications.

What is a Process Color?
Process colors are reproduced by printing overlapping dots (halftone screens) of cyan, magenta, yellow, and black (abbreviated as CMYK) inks to simulate a large number of different colors.

What is a Spot Color?
Spot colors are printed with premixed inks on an offset press. A spot color printed at 100% is a solid color and has no dot pattern. A tint is a lightened spot and is created by printing smaller halftone dots of the base color. This is also called “screening.”

What does PMS stand for?
PMS stands for the Pantone Matching System, the most popular color matching system in the printing industry. PMS is considered SPOT COLOR. A true PMS color is defined by a mixture of inks that will provide a specific color. Pantone, PMS and the Pantone Matching System are all trademarks of Pantone, Inc. The official colors of the University of Maine are PMS 289 (dark “University blue”) and PMS 292 (light “University blue”).

What resolution should my images be?
Image files (.jpg) should be formatted at 300 pixels per inch (aka dots per inch). Flat art files (.tiff, .eps) should be formatted at 600 pixels per inch (aka dots per inch). PDF files should be saved as “Print Quality.”

What’s the difference between RGB and CMYK and what difference does it make?
Red, Green, and Blue (RGB) are the primary colors of light. Colors are created throughout this spectrum by adding or transmitting varying intensities of red, green, and/or blue light. Cyan, magenta, yellow, and black (CMYK), create a spectrum by absorbing and reflecting light. RGB is therefore referred to an additive color spectrum while CMYK is reflective. RGB is optimally viewed onscreen where the 16 million colors it can produce appear stunningly vibrant. CMYK can produce about 64,000 colors by comparison, which is why images that seemed so rich on screen can appear dull in print. To get your best color match, create or convert your file to CMYK before sending us your file. Linked image files need to be converted separately.

What does “bleed” mean?
A bleed refers to an image, color, or text that runs off the edge of the printed page. A bleed on a print job requires that the job be run on larger paper. Please allow 1/8 inch beyond the edge of your document on the edges that bleed. A job without a bleed will have margins.

What is “preflight?”
Preflight is the process of checking your desktop publishing program to ensure all documents related to your project, such as PostScript, linked text, fonts, and graphics, are included in the package you send to us. Printing Services charges a front-end processing fee to convert RGB files to CMYK, correct bleeds, ensure raster image processing, and make other file corrections that contribute to the cost of your printing project. Designers can avoid these costly delays, including the cost of multiple proofs, by simply running the preflight built into desktop publishing programs, such as Quark, InDesign, or PageMaker.

What is “packaging?”
Packaging is a function of desktop publishing programs that prepares your project files for transfer to Printing Services. Prior to packaging your project, run a preflight check and correct any font issues, remove extraneous elements, confirm file links, and identify problems with raster image processing—such as corrupt fonts or graphics. Once file issues have been corrected as a result of the preflight process, package your project and burn the resulting project file, which will include the native file along with a related font folder, PostScript files, and graphics to a CD to deliver to Printing Services, with a mock up and your print order. Make a backup of the CD to file with your records as well.

What is a “mock up?”

A mock up is a hardcopy printout showing how your project design is supposed to look when completed. A mock up is typically a laser printed document that has been trimmed, taped, and folded to the final project dimensions. Printing Services uses a mock up for visual comparison to ensure we are meeting the client’s expectations.

Does Printing Services laminate posters and other documents that are not printed at Printing Services?
We are happy to provide you with laminating services, whether we printed your document or not. Printing Services cannot, however, accept liability for any damage caused in the lamination process for documents we do not print in-house.


What is CASS?
A mandatory requirement for automation discounts, CASS Certified (Coding Accuracy Support System) software standardizes an address using standard abbreviations, correct spelling, and proper format. The software then assigns a ZIP + 4 Code from the USPS ZIP + 4 database, to any standardized address within a known block range. Only those addresses that have confirmable information will be assigned a proper ZIP + 4. Addresses that do not have confirmable information will not receive a ZIP + 4 and will be identified as an “invalid” address and returned for corrective action.

What is presorted standard mail?
Presorted Standard Mail refers to mailings of at least 200 addressed pieces (or 50 pounds) of mail sorted by ZIP in ascending order and prepared according to postal standards. Presorted Standard Mail is a worksharing program. When the consumer does some of the sorting and preparation, it saves the USPS time and money and those savings are passed along to the consumer.

How does the size of my mailer affect the postage rate?
The size of your mailer will determine the rates available. See our Mailing Regulations page for summary charts and postal rates for various size mailers. For a bulk mailing, all the pieces in your mailing must be in the same processing category—all postcards, letters, flats, or parcels.

Is there a “no mail” list for employees?
Printing Services facilitates customer access to the most current, campus-wide mailing lists, generated every 4 to 6 weeks by the Department of Human Resources. We help our customers communicate with target campus audiences by customizing a mailing list to meet their dissemination needs. Because the master list for campus addresses is controlled by Human Resources, Printing Services is unable to maintain a “do not mail” list.

Can I sell advertising to cover my printing costs and still qualify for a non-profit mailing?
To be eligible for mailing at a non-profit rate, your document must:

  • qualify as a periodical publication with a title,
  • be “dated” and published at regular intervals at least four times a year,
  • be formed of printed sheets,
  • have an identification statement,
  • have a known office of publication,
  • be a general publication, requester publication, or publication of an institution or society,
  • contain a minimum of 25% non-advertising content.

Ads must promote a company’s full line of products or services only, and not include specific products or services, including:

  • insurance offers,
  • travel,
  • credit cards.

Example: Eligible advertisement
A non-profit organization’s newsletter includes an advertisement for: “You-Bet’cha-Bait Company offering a full line of fresh and saltwater, fresh and frozen bait to the Northeast since 1998” is considered an advertisement for You-Bet’cha-Bait’s general business.

Example: Restricted (ineligible) advertisement
A non-profit organization’s newsletter includes an advertisement containing the text: “You-Bet’cha-Bait Company—Refillable Chum-Chuck Barrels starting at $23.95!” is considered an advertisement for a specific product rather than the company’s full product line.

For more information and specific examples of what qualifies as eligible advertising, please visit the United States Postal Service, Publications 417—Nonprofit Standard Mail Eligibility. This link will open in a new window.

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