Printing collate ultimate guide

When it comes to printing, the term "collate" holds significant importance, particularly when dealing with large documents or multiple copies. This article discusses what collating entails, the differences between collated and uncollated documents, methods of collating pages during printing, and when it is appropriate to use collation.

What does collate mean in printing?

Collating in printing refers to the orderly arrangement of multiple pages or copies in a specific sequence.

When a document is collated, it means that the pages are arranged in a predetermined order, such as page 1, page 2, page 3, and so on.

Collated vs uncollated

Collated documents are assembled in a sequential manner, whereas uncollated documents consist of separate sets of pages. When printing multiple copies of a document, collated printing produces sets of complete documents, where each copy includes all pages in order.

On the other hand, uncollated printing generates sets of pages separately, meaning each copy includes one set of each page before moving on to the next set.

How do I collate pages when printing?

Here's a step-by-step guide on how to have the printer automatically collate while printing:

1. Open your document.
2. Access the Print settings.
   1. Click on the "File" tab in the top-left corner of the screen. From the drop-down menu, select the "Print" option.
   2. Alternatively, you can use the keyboard shortcut Ctrl + P to open the Print settings.
3. Ensure that the correct printer is selected from the list of available printers. If needed, click on the "Printer" drop-down menu and choose the desired printer.
4. Configure print settings.
   1. Look for the "Settings" or "Properties" button, usually located near the printer selection area.
   2. Click on it to access the printer's settings and preferences.
5. Within the printer's settings, search for the collation option. It may be under a tab or section named "Finishing," "Page Layout," or "Advanced." The exact location and terminology can vary depending on the printer model and driver software.
6. Once you find the collation option, select the "Automatic Collation" or "Collate" checkbox. This setting instructs the printer to arrange the pages in the correct order automatically.
7. Adjust any additional print settings.
8. Click on the "Print Preview" button within the Print settings window to ensure that the pages are in the desired order.
9. Click on the "Print" button to initiate the printing process. The printer will automatically collate the pages according to the settings you selected.
10. After the printing is complete, verify that the printed document is collated correctly by checking the page order. Each copy should contain the pages in the desired sequential order.

For small print jobs, you can also collate manually; this involves physically arranging the printed pages in the desired order by hand.

Should I collate when printing?

Knowing when to collate or not to collate largely depends on the purpose of the printed documents.

Collation is beneficial when you require multiple copies of a long document, such as reports, presentations, booklets, or instruction manuals. Collated documents ensure that each copy is a complete set and ready for distribution or binding.

On the other hand, when printing single-page documents or materials that do not require multiple copies in a specific order, collation may not be necessary. For instance, flyers, posters, or single-page letters can be printed without the collate option.

Collated printing examples

To illustrate the practical applications of collating, consider the following examples:

• A 20-page training manual. When printing multiple copies of the manual, selecting the collate option ensures that each copy contains all 20 pages in the correct order.
• A 50-page research report. Collating this document is essential to preserve the flow of information and maintain the logical sequence of sections and chapters. Collated copies allow readers to easily navigate the report.
• A set of 100 invitations. When printing invitations for an event, collation ensures that each set of invitations contains all the necessary components, such as the main invitation, RSVP card, and envelopes, in the correct order.

By employing collation in these scenarios, you can enhance the professionalism, readability, and overall quality of your printed materials.

How can Perfect Colours help?

If you still have questions about collating, or about printing in general, we can help. Here at Perfect Colours, we are large-format print specialists and know all there is to know about printers. If you need support with your printer, get in touch with our expert team to discuss your needs.