Pearson Business Reference and Writer’s Handbook

Section TenDocument Design, Graphics, and Multimedia

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This section provides Guidelines for using formatting, graphics, and other visual elements to achieve maximum readability and ease of use for print and multimedia communications.

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Objectives Use variations in type, page layout, and use of visuals to create attractive, readable printed documents

Organize information with readability and use of visual elements in mind

Integrate text, tables, and visuals to enhance readability and accessibility for the reader

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Additional objectives Label tables, graphs, charts, and other graphics using captions, footnotes, source notes, and credits as needed

Demonstrate basic knowledge of creating multimedia slide presentations and Web pages that achieve the writer’s purpose and meet the needs of the intended audience

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Document Design The goal is to make printed text inviting to the reader Appears easy to read Appears interesting to the reader Shows that the writer cared to produce quality work

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Create readability and visual appeal with Standard type fonts Variations in type to denote structure

Short blocks of text Generous use of white space Headings to break up text Bulleted and numbered lists Proper placement and use of graphics

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Selection of type font

Consider size style color Serif vs. sans serif

This is serif

This is sans serif

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Font style variations

Regular (roman) Italic Boldface Boldface italic ALL CAPS Cap Lowercase Underlined

Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling

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Standard fonts for business documents

12-point for text copy 11- or 12-point for page numbers

14- to 16-point for display headings (may be centered or flush left)

12 to 14 point for regular headings

9 or 10 point for footnotes

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Body text

Use serif fonts Times (New) Roman, 12 point, is recommended for business documents.

Use standard type sizes 12-point type for routine documents

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Headings

Use sans serif fonts for main headings

Vary font size to indicate levels of headings

Vary font style as needed Use text font for subheadings

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Page layout

A good page layout: Is appealing to the eye on first glance

Helps readers understand organization

Helps readers see how each part relates to the whole

Makes the information easy to read and understand

Helps readers find information quickly.

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Headings

Headings provide a roadmap that guides the reader through the organization of a document.

Wording should be precise and consistently styled.

Each level of heading should be typed in consistent format and have parallel wording.

Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling

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Body text Balance text and white space on the page.

Avoid long blocks of text. Use boxes, lists, graphics to break up text.

Use standard margins and justification. For emphasis you may also use

rules and borders shading variation in font color, size, and style

Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling

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Graphics

Add clarity and interest Should be relevant to the topic and communicate essential information

Should be labeled and referenced in the text

Should be placed as close as possible to the first reference

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Graphics include

Charts Graphs Photographs Diagrams Illustrations (drawings) Tables may also include graphics

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Uses for graphics

Bar graph shows the relationship between two or more sets of data

Series Sales, 2009

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Line graphs shows the relationship of information or data to a time line.

Sales 2007-2010

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Pie graph: presents simple data for comparison, such as percentages of a whole.

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Organization charts depict the hierarchy of items—usually positions in an organization.

Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling

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Multimedia Consider variations in reader’s needs/expectations.

Use the five-step writing process.

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Visual perception of readers Print - reads from left to right and top to bottom.

Slide - focuses on the center of the screen first.

Web page - focuses on whatever is designed to be the central focal point.

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Sequence Print - Designed to be read in sequence at the reader’s pace.

Slides - Designed to be viewed in sequence at the presenter’s pace.

Web pages - Designed to be read at whatever pace and sequence the reader chooses.

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Design expectations Documents - familiar elements—text sections, headings, page numbers, headers and footers, graphics

Slides - follow a typical format—e.g., titles and bulleted points or graphics.

Web pages - navigational tools that allow the user to move around the site: menus, links, buttons, graphics

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Using graphics and text effectively

The design and format of text and graphics are essential to quality. Refer to the guidelines in the Pearson Business Reference and Writer’s Handbook whenever you need to produce document-based or multimedia communications.