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Designing Effective Documents

Designing Effective Documents. Prepared by Hannah Haas. Introduction. This presentation focuses on the design concerns in printed business documents, including reader’s assumptions; font selection; use of headings, white space, and bullets; and text alignment. Effective documents highlight:.

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Designing Effective Documents

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  1. Designing Effective Documents Prepared by Hannah Haas

  2. Introduction • This presentation focuses on the design concerns in printed business documents, including reader’s assumptions; font selection; use of headings, white space, and bullets; and text alignment.

  3. Effective documents highlight: • Structure • Hierarchy • Order

  4. Effective documents also: • Help readers locate information • Give readers appropriate visual cues

  5. Readers’ assume: • Top = more important • Centered = more important • Bold = more important • Same font size = as important • Same color=same type of information

  6. Good fonts are: • Easily readable • Aesthetically pleasing • Appropriate for the audience

  7. Which fonts are business- appropriate? • Font 1 • Font 2 • Font 3 • Font 4 • Font 5

  8. Use serif fonts for: • Body text • Documents more than two pages long

  9. Use sans-serif fonts for: • Headings • Subheadings • Short documents (1-2 pages)

  10. Heading Subheading Body Heading 2 Subheading 2 Body 2 Heading 3 Subheading 3 Body 3 Heading 4 Subheading 4 Body 4 Which font set will work best for headings and body text?

  11. How many fonts should you use in one document?

  12. Use font style to highlight text: • Italics add emphasis, but slow readers (use sparingly) • Bold type shows importance • Capital letters show emphasis, but are hard to read (use sparingly) • Bulleted lists present key concepts quickly

  13. Which styles of bullets are business-appropriate? • Bullet style 1 • Bullet style 2 • Bullet style 3 • Bullet style 4 • Bullet style 5

  14. Use white space to: • Frame information • Break information into units • Signal section breaks

  15. Which example has used white space appropriately? Heading Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Heading Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text

  16. Example 2 Heading Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Heading Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text

  17. What happens when text gets separated? Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body text body text body text body text body t Heading

  18. Example 2 body text body text. Heading Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text

  19. Use ragged right for: • Long documents Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text

  20. Multiple-column documents Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body Use justification for:

  21. What is wrong with this example of justified text? Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text body text Body text body text body text body text body text b o d y

  22. Conclusion • Keeping these tips in mind will help you design aesthetically pleasing documents that are easy to read and easy to re-read.

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