How to Print Planner Inserts at the Correct Size

Two Ways to Print

RefillCraft gives you two printing workflows depending on your needs:

• Simple mode (default) — The PDF pages match your planner size exactly (e.g., A5 pages for an A5 planner). You print them directly, one insert page per sheet. Best for quick test prints or when you only need a few pages.
• Imposition mode — Enable "Print settings" in the designer to have RefillCraft arrange multiple insert pages onto a single standard sheet (A4, Letter, A3, or Tabloid). It automatically calculates how many pages fit, picks the best orientation, and adds crop marks for trimming. Best for batch printing, saving paper, and making booklets.

Use simple mode when you're trying things out. Switch to imposition mode for your final print run — it saves paper and gives you professional results.

The #1 Mistake — Printer Scaling

Most printers default to "Fit to Page" or "Shrink to Fit," which silently rescales your PDF. Your inserts come out slightly too small, and nothing lines up with your planner rings or binding.

The fix: always select "Actual Size" or "100%" in your print dialog. This applies in both modes — even in imposition mode, where pages are already laid out for your print sheet, the print dialog must not rescale.

Where to find this setting

• Windows — In the Microsoft Print dialog, look for "Page Sizing & Handling" and select "Actual size." In older dialogs, uncheck "Fit to page."
• macOS (Preview) — In the Print dialog, set "Scale" to 100%. Make sure "Scale to Fit" is unchecked.
• macOS (Adobe Reader) — Under "Page Sizing & Handling," select "Actual size."
• Chrome's built-in PDF viewer — Click Print, then under "More settings" set Scale to 100% or "Default." Uncheck "Fit to printable area."

Understanding Imposition Modes

When imposition is enabled, you choose how pages are arranged on the sheet. The right mode depends on your binding type:

• Rings — Prints front/back page pairs side by side. Print, trim along the crop marks, punch holes, and insert into your ring binder. This is the most common mode for Filofax, Kikki.K, and similar ring-bound planners.
• Fold — Each row of pages on the sheet folds into its own mini-booklet. Cut the rows apart, then fold each one. Good for simple folded inserts.
• Fold booklet — Like fold mode, but after cutting and folding, you nest the rows together to form a saddle-stitch booklet. For when you want a thicker booklet from multiple rows.
• Booklet — Classic saddle-stitch: all sheets nest together into a single signature. Print, fold the whole stack, and staple at the spine. Best for standalone booklets you'll staple-bind.

Not sure which to pick? If you use a ring binder, choose Rings. If you want a stapled booklet, choose Booklet.

Trimming to Size

When using imposition mode, RefillCraft adds crop marks by default — small guide marks at each cut point. Follow them with a paper trimmer for precise, consistent cuts.

If you're printing many sheets, enable "Crop marks on first page only" to save ink — use the first sheet as a cutting template for the rest.

In simple mode (no imposition), you print on standard A4 or Letter paper and trim to your planner size. A paper trimmer is especially helpful here for clean, straight edges.

A corner rounder is a nice optional touch for a polished, professional feel.

Double-Sided Printing

If your printer supports automatic duplex, enable it and select "Flip on Long Edge." For manual duplex, print odd pages first, then re-feed the paper for even pages. Always test with one sheet first before printing a full set.

Duplex offset compensation

Home printers often misalign front and back sides by 1–2mm — content on the back doesn't line up perfectly with the front. This is especially visible with bordered layouts or when trimming to size.

RefillCraft has a built-in fix: the Duplex X/Y offset sliders let you shift back-page content to compensate. To calibrate, print a single test sheet with a bordered layout. Hold it up to a light and measure how far the back is shifted. Enter that offset in the designer (e.g., +0.5mm horizontal, −0.3mm vertical), then reprint and verify.

This works in both simple mode and imposition mode.

Booklet Printing Tips

These tips apply when printing in booklet or fold-booklet imposition mode.

Creep compensation

When you fold and nest multiple sheets, the inner pages stick out slightly further than the outer ones — because paper has thickness. RefillCraft automatically adjusts for this. The default (0.08mm per sheet) works for standard 80gsm paper. If you're using thicker stock (120gsm+), increase this value slightly in Print Settings.

Stapling

Use a long-reach stapler to staple at the spine fold. For a cleaner look, staple from the outside (cover side) so the staple legs fold inward. For booklets thicker than about 10 sheets, consider having a print shop saddle-stitch it — home staplers struggle with thick stacks.

Paper Recommendations

• Standard 80gsm / 20lb — works fine for testing and everyday use.
• 120gsm / 32lb (e.g., Hammermill 32lb, HP Premium32) — thicker, less ink show-through, feels closer to commercial planner refills. Great for a premium feel.
• Fountain pen users — heavier paper (100gsm+) reduces ink show-through and feathering. Laser printing also helps, since toner sits on top of the paper rather than soaking in.

Hole Punching

RefillCraft accounts for hole-punch margins in the PDF layout, so content won't get clipped when you punch. Punch after trimming for the most accurate placement.

Recommended adjustable hole punches by binding type:

• 6-ring — for Filofax, Kikki.K, and similar ring-bound planners
• 3-ring — for Franklin Covey and US-style binders
• Disc-bound — for Happy Planner and other disc systems. Note: disc-bound planners require a special disc punch, not a standard hole punch.