Writing for the Workplace: Business Communication for Professionals
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email-phone-collocations
| Figure 2.1 Z pattern of reading BASICS OF dOCUmENT dESIGN A quick word on the use of CAPS. Beware that the reader will interpret type in all caps as a scream. The only time I use all caps is in a context in which I must conform to a text-only design. In that case, I use caps for headings. I never use all caps and boldface, however. It is not only redundant but also truly a signal for translating the words into a scream. No graphical elements should be overused, and writers should avoid including too many on anyone page. Doing so clutters the page and ends up having the opposite effect from what was intended. Headings and Subheadings Headings name categories of information. They summarize the content that follows and are organized by levels first level heading, second level heading, and so forth. Headings can be viewed as the points of an outline, and their use is a primary way writers organize content. For the reader, headings serve as graphic markers that signal anew topic. They help the reader easily focus on specific areas of interest. Headings breakup text, making material more visually attractive and easier on the eye. Subheadings are mini-headings, or subsections of a heading. They, too, breakup long text and enhance visual appeal. In a print document, headings are indicated by use of a graphical device such as centering, boldface, or caps. Headings often use a contrasting type font. For example, if the body of a report were Times New Roman, you might want to use Arial for headings. Header and Footer Using a header and footer is away to unify a document. Headers and footers also provide a location of page numbers or add graphic design features such as a company logo. margins Most business documents have page margins all around of 1 to 1.5 in. Page margins are important because they create white space to make a page look uncluttered. Another aspect of margins is justification. Word 22 WRITING FOR THE WORKPLACE processing programs give you four options for your margins left justified with a ragged right edge, centered, right justified with ragged left, and fully justified. Table 2.1 illustrates the types of margin justification and when each should be used. Download 3.09 Mb. Share with your friends:
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