How to prepare a PDF for printing and mailing

Set the paper size before exporting

Begin in the app where you created the document. Choose the paper size and orientation your printing service accepts, then check the layout before exporting. OffToPost’s current preview accepts portrait US Letter pages: 8.5 × 11 inches. Every page must use that size; a mixed Letter-and-A4 file will not pass its checks.

Do not assume that changing the paper selected in a print dialog changes the underlying PDF. Adobe distinguishes between printing at actual size and scaling a page to fit the selected paper. Those choices can change the physical result. For a mailing upload, export a correctly sized file and inspect it again.

Export the final version, then reopen it

In Microsoft Office, save or export the document as PDF. Check the export options if you only want certain pages or need to exclude tracked changes. Microsoft’s instructions distinguish the finished document from a version showing markup. On a Mac, the Print dialog also provides a Save as PDF option in supported apps.

Open the PDF you actually saved. If it contains fillable fields, confirm that the answers appear on the page. Check names, dates, totals, reference numbers, and signatures against the recipient’s instructions. A document that looked right in its original app should still be checked after conversion.

Review it as a paper document

Read the text at a comfortable zoom level and inspect the edges of each page. Keep essential text and signatures away from the page edges, and follow the provider’s stated print margins. Screen previews and printer output are different stages; a provider’s final print proof is the place to confirm placement before payment.

Consider how the document works in black and white. A pale highlighted answer, light gray type, or color-only chart legend may become difficult to read. Use clear labels and strong contrast. If color is essential to understanding the document, choose a service that explicitly offers it.

• Read every page in its final order.
• Remove accidental blank pages and duplicate copies.
• Check that scanned text is legible and pages are upright.
• Verify that form answers and intended signatures remain visible.

Match the file to the mailing service

OffToPost’s preview accepts one unlocked PDF of 1–5 document pages, up to 10 MB, and shows a black-and-white content preview. Its illustrated order includes a separate address cover sheet. Those are this product’s current limits, not universal PDF or postal rules.

If your PDF is too large, first remove unneeded pages or return to the original document and export a new copy. If you compress scanned pages, reopen the result and check that small text remains readable. Do not trade away the information the recipient needs just to make the file smaller.

Keep your original file and the final version you approved. Before placing a real order, check the provider’s proof, recipient address, return address, and total. OffToPost’s demo does not produce a provider-approved print proof or send physical mail.