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Have you ever found yourself staring at a dropdown list of paper sizes on your printer settings, wondering why there are so many options? And, if you’re dealing with international clients, it can get even more confusing. You want to ensure your documents print correctly on the other side of the pond, but the number of paper sizes available can make it challenging.
Why are there so many paper sizes? What are they for, and when is it best to use each? These questions are all too common in the printer world. As print vendors for nearly 40 years, we know the ins and outs of printing and paper. Although we don’t sell paper, we understand how important it is to use the right kind on your printer.
Today, we’ll help you understand printer paper sizes and why it matters to know them. By the end of this blog, you'll understand the different paper sizes, their uses, and how to choose the right one for your needs.
Table of Contents
- Standard U.S Paper Sizes
- Standard ISO Sizes (International)
- Why Different Countries Use Different Paper Sizes
- What About Non-Standard Paper Sizes?
- How to Choose the Right Size of Paper When Printing
- Why Is Understanding Paper Sizes Important?
Standard Paper Sizes in the U.S.
Two main standards exist in paper sizes today.
The U.S. uses its own standard for paper sizes, known as ANSI, while most of the world follows the ISO 216 standard, which uses metric measurements and includes the popular A-series sizes like A4. We’ll go into more detail on A4 paper sizes later.
The most common standard paper sizes in U.S/North American offices are Letter, Legal, and Tabloid. These sizes are standard in North America because they fit the majority of printers and office needs. This makes it easy for you to share documents easily and print them across various platforms.
Here's a quick rundown of these sizes:
Letter (8.5 x 11 inches)
If you've ever printed a document at home or in the office, you've most likely used Letter-sized paper. This size is the default on most printers and copiers and fits most, making it a go-to choice for standard documents.
Use Cases: Ideal for everyday printing tasks like reports, letters, and resumes. It is also great for pamphlets and folded brochures.
Legal (8.5 x 14 inches)
Depending on your printer type, you’ll likely need a separate paper tray when printing with this paper size. Developed to accommodate longer documents, its extra length fits for more detailed information on a single page.
Use Cases: Commonly used for legal documents, hence the name, and contracts.
Tabloid (11 x 17 inches)
Tabloid-sized paper is also known as Ledger. When printing on a multifunction printer (MFP), you'll need an additional tray setup. Originating from the publishing and advertising industries, this paper size is perfect for graphics and text.
Use Cases: Perfect for presentations, posters, small print newspapers, and marketing materials.
Standard ISO Sizes (International)
As we stated earlier, the A-class paper sizes dominate in many parts of the world. Here's a look at the most common ones:
A4 (8.3 x 11.7 inches)
If you've ever received a document from Europe, it was likely on this paper. A4 paper is the most common or “normal” A-class paper size. With dimensions of 210 x 297 mm, this is the standard size for everyday office printing. A4 paper size is designed for efficiency and scalability and fits most European inkjet and laser printers.
While A4 is not exactly the same as letter-sized (8.5 x 11 inches) paper, it’s the closest ISO equivalent of the Letter size in the U.S.
Use Cases: Widely used for letters, forms, and standard office documents.
A3 (11.7 x 16.5 in)
A3 paper is 297 x 420 mm and is similar to tabloid-sized paper. This paper size offers a larger print area, so it’s great for detailed documents and graphics.
Use Cases: Ideal for large charts, posters, and presentations.
A5 (5.8 x 8.3 inches)
A5 paper, measuring 148 x 210 mm, is half the size of A4. It’s commonly used for smaller print materials. Its compact size is convenient for portable documents and handouts.
Use Cases: Common for booklets, flyers, and diaries.
Here’s a visual comparison of the most common sizes in the ANSI and ISO standards.
While the ISO and ANSI standards are very similar, there are a couple of things to keep in mind when alternating between both standards:
- Printing Compatibility: Documents created on Letter-sized paper may not fit perfectly when printed on A4 paper, leading to formatting issues.
- Business Communication: Know the differences between these standards, especially for international business, to ensure your documents are properly formatted for abroad.
Why Different Countries Use Different Paper Sizes
Why does the U.S. use different paper sizes compared to other countries like the U.K. and Australia? The answer lies in historical development and how processes have become more standardized.
The American Standard (ANSI)
The U.S. follows the ANSI (American National Standards Institute) standards for paper sizes, which evolved independently of other international standards. The sizes were determined based on the needs of American businesses and the printing technology available at the time. Letter format, also known as ANSI A size, is the most common paper size in this system.
This system uses imperial measurements (inches), which is why U.S. paper size dimensions are often expressed in inches.
The International Standard (ISO)
Most of the world uses the ISO (International Organization for Standardization) 216 standard, which was established in 1975. This system is based on the A-series paper sizes derived from a mathematical ratio, making resizing and scaling easier. Also known as the A-class, these papers range from size A0 to A10, with A10 being the smallest size. This means that the most common A-class size, A4, is half the size of paper size A3.
Additionally, ISO standards include B-series paper sizes, such as B4, B5, and B6, which are used for posters, books, and envelopes, offering more flexibility in design and printing.
The sizes in the ISO system use metric measurements (millimeters), which makes them more consistent and scalable globally.
What About Non-Standard Paper Sizes?
Beyond the standard sizes common in offices, there are several less common or non-standard paper sizes used for specific purposes:
- Half-Letter (5.5 x 8.5 inches) - Used for smaller booklets, brochures, and planners. It’s perfect for portable documents and notes.
- Executive (7.25 x 10.5 inches) - Used for personal stationery and smaller reports.
- Government Letter (8 x 10.5 inches) - Used for government forms and official documents.
- Digital Size (13 x 19 inches) - Also known as Super B, used in digital printing for posters, art prints, and proofs. Other digital sizes: 12 x 18 inches and 14 x 20 inches.
- Movie Poster (24 x 36 inches) - Used for promotional purposes. This large format is perfect for high-impact visuals and advertising.
- Billboard (starting at 48 x 14 feet) – Used for outdoor advertising to ensure visibility from a distance. Come in various sizes.
For larger paper sizes like movie posters and billboards, a production printer is ideal. Production printers are designed to handle various paper sizes, types, and finishes, making them efficient for commercial needs. Learn more about the difference between production printers and office printers here.
How to Choose the Right Size of Paper When Printing
Choosing the right paper size depends on several factors:
Document Purpose
- Standard Documents: Use Letter (U.S.) or A4 (International).
- Legal Documents: Opt for Legal size.
- Large Graphics: Choose Tabloid or A3.
Printer Specifications
- Paper Handling Capacity: Check your printer’s manual to see what sizes it supports. Most printers can handle Letter and Legal paper sizes, but Tabloid and A3 may require special capabilities.
- Paper Trays: Ensure you have the correct paper tray or feeder for larger sizes.
- Print Finishers: Understanding your paper sizes is also important when using print finishers such as staplers, folders, and binders. These tools often have specific size requirements to function correctly and provide professional finishing touches to your documents.
Learn more about media-driven printers here.
Why Is Understanding Paper Sizes Important?
Using the correct paper size ensures your documents look as intended and are easy to print, no matter where they're sent.
A common issue arises when you don’t have the correct paper size for printing. For example, if your document is tabloid size (11 x 17 inches) but your printer is set to letter size (8.5 x 11 inches), you won’t be able to print it. Always double-check and adjust your document size before printing.
Here are the key reasons for why using the right paper size matters:
- High-Quality Prints - Using the right paper size and type keeps your prints looking sharp and clean without any awkward cut-offs or misalignments.
- Printer Health and Longevity – Helps you avoid paper jams, printer errors, and damage to internal components. It also helps ensure a longer lifespan.
- Professionalism - When working with international clients, proper paper sizes show attention to detail and keeps your documents looking professional.
Control Your Print Environment
Understanding paper sizes gives you more control over your document quality. It's also important to have control over your printing environment.
At STPT, we offer managed print services (MPS) to help offices reduce paper costs and minimize waste. Knowing your paper usage is a step toward a more sustainable and cost-effective printing setup. Click the image below to learn more about our MPS. If you have any questions about choosing the right paper size for your printer, feel free to contact us.
