When preparing your projects for review or portfolio presentation, file formatting and naming are essential parts of professional design practice. Proper formatting ensures your work displays correctly and is easy to access, while consistent naming of files help instructors, clients, and collaborators (as well as yourself!) identify your files instantly.

Print & Interactive PDF: File Prep and Size (max 50 MB)

Your print-ready projects should be exported as High Quality Print or Interactive PDF files. PDFs preserve layout, typography, and color accuracy across different devices and operating systems.

Before exporting, ensure that:
/ Fonts are outlined (Type > Create Outlines).
/ Strokes are expanded into shapes (Object > Expand).
/ The document size matches your intended print dimensions, with printer marks and bleeds included when applicable.

For Illustrator, make sure your images are embedded (not linked) to ensure all artwork remains intact when sharing the file.

For InDesign, keep your images linked, and when submitting your project, package the file to include all linked assets and fonts.

To avoid unnecessarily large files, flatten layers and compress embedded images as needed.

Videos: MP4 (H.264, max 1080p (HD) resolution, under 500 MB)

Videos should be exported in MP4 format using the H.264 codec, which balances sharp quality with manageable file sizes. 1080p (Full HD) is the highest resolution required for embedding natively on a design website. Anything larger, such as 1440p(2K) or 2160p (4K), won’t improve visual clarity when viewed on most devices but will increase file size and upload time. Keep clips short, cleanly edited, and under 500 MB to ensure smooth playback during presentations and web access.

Websites / Apps: Share a View or Prototype Link (Figma, XD)

For digital interfaces, provide a shareable and active link to your working prototype or view-only file in Figma or Adobe XD. This allows instructors, peers, and your site’s visitors to experience the interaction, layout, and flow of your design without downloading large source files. Always double-check that your link permissions are set to view only before sharing. For web embedding of interactive content, make sure your embedded or linked experience can be scaled for both desktop and mobile.

Include Mockups (JPG/PNG) When Appropriate

Mockups help contextualize your designs and can provide beautiful clarity to finished work, showing how a logo looks on packaging, a poster in an environment, or a mobile-app on a device etc. Submit these as high-resolution JPG or PNG images that clearly display your work.

/ Keep individual images under 20 MB to balance clarity and load times.

/ Avoid pixelation or overly compressed visuals, aim for sharp, professional presentation images that highlight texture, color, and scale. Show multiple high resolution images when necessary instead of one single zoomed out image.

Why HD Mockups & Photos Matter

High-quality mockups and photos are what make your portfolio look polished and professional. They bring your designs to life and help viewers imagine the work in a real-world context.

/ HD clarity: Regardless of the theme or visual language of your website / portfolio, high clarity visuals communicate professionalism and attention to detail.

/ Optimized file size: (under 20 MB) ensures your images load quickly, display correctly online, and don’t slow down portfolio pages or PDF presentations.

Always double-check your exports for sharpness and contrast as well as proper file embedding (for PDF), blurry, grainy, or images can diminish even the best designs.

Folder Structure & Organization

In addition to proper file formatting, maintaining a consistent folder system is a crucial part of presenting your work professionally. Organized folders make it easy for instructors, clients, and collaborators (as well as yourself!) to navigate your projects without confusion.

Standard Folder Setup: Each project should be contained in a clearly named main folder following the naming convention:
FirstNameLastName_ProjectName

Inside that main folder, include subfolders such as:
/ WorkingFiles – InDesign, Illustrator, Photoshop, Figma files, etc.
/ Assets – Images, icons, textures, brand elements, and external resources.
/ Exports – Final PDFs, JPG/PNG mockups, MP4 videos.
/ Mockups – Device mockups or environmental photos showcasing your work.
/ Documentation – Notes, sketches, process images, and any research PDFs.

This structure ensures all components of your project are stored in predictable locations, making collaboration or revisiting old projects simple and stress-free.

All submissions must follow this naming format:
FirstNameLastName_ProjectName
(Example: LiamGunning_BrandIdentity.pdf)

Avoid spaces, symbols, or random characters. Consistent file names make it easy for instructors, clients, and collaborators (as well as yourself!) to locate your files quickly and maintain an organized archive. If you lose or unlink a file, it is much easier to locate a file named “LiamGunning_LogoBW.png” versus “UntitledhfNzD983088.png.” Think of file formatting and organizing as part of your design process. It’s the finishing step that ensures your work not only looks great but functions smoothly in every context: print, motion, and digital.

Spellcheck

Before exporting or submitting your project, always run a spell check to ensure all text is free from spelling and typographic errors. Most design software, such as Adobe InDesign and Illustrator, includes built-in spell check tools (Edit > Spelling > Check Spelling in InDesign). Review all visible text, as well as hidden or master page content, to catch any overlooked mistakes.

Accurate spelling contributes to the professionalism and credibility of your work, especially in design projects that include headlines, captions, and body copy.

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Compiled and written by Liam Gunning