ADD EMPHASIS TO YOUR WRITINGommunication plays a vital role in business! Today, the volume of information people must deal with can be overwhelming. People appreciate reading material concisely prepared with distinguishing elements included to permit quick scanning of key points. Therefore,

documents presented in an appealing manner are more likely to gain the attention they deserve. Simple design techniques can be incorporated easily to guide the reader so he or she will notice your most important information.

CThis report will give you some ideas for adding emphasis to your writing. These same techniques can be used to prepare more attractive materials for any class assignments you submit. Today’s word processing programs, when combined with laser or ink jet printing, will have the features necessary to arrange a document like this.

Add “Road Maps”The typical academic report is prepared with double spaced paragraphs, standard one-inch margins, and a typeface such as Calibri or Cambria. If no headings are emphasized, the document has a “gray” appearance—the whole page looks the same. Nothing directs the reader to the key points. It is important to use proportional typefaces for a professional appearance, but you need to use different sizes to emphasize headings. Body text should be set in 11-12 points; headings and titles should be larger.

Consider making adjustments so the reader can quickly scan for content and notice information you want to be noticed. Follow the suggestions demonstrated in this paper and observe other design treatments illustrated on other handouts.

Shorten paragraph length. If paragraphs are longer than 10 lines, perhaps you are discussing more than one topic. Think about ways to divide paragraphs differently.

Instead of continuous double spacing, change to single spacing with a paragraph spacing between each paragraph. With enough headings, the length of your report will be approximately the same as when double spaced, but thoughts will be better organized into “chunks” of information.

Because you have blank space between paragraphs, there is no need to indent the paragraphs. Use left alignment since paragraphs that are set “flush left” with a slightly uneven right margin (“ragged right”) are easy to read because of uniform spacing between words.

Insert headings to clearly identify the topic discussed in that section of the report.

Make headings distinctive by using a bold typeface in a larger size than body text. Insert extra paragraph spacing above headings. This spacing technique separates the heading from the previous text and connects the heading to the text it introduces.

Add Emphasis to Your Writing—Page 1 of 3

Simple design techniques can be incorporated easily

to guide the reader so he or she will notice your most important information.

Add Graphic ElementsGraphic elements can highlight information and draw the reader’s attention. You could use lines under main titles, subtitles, or headings within reports. However, these lines should be placed as graphic lines and the thickness used should blend with the size of the typeface used. Avoid using a typeface underline because that line is placed too close to letters and usually cuts through the descenders. Underlining reduces readability.

Boxes and TablesText can be placed in boxes within paragraph copy or as “pull quotes” when you allow extra space in the left margin. Decorative borders, shading for an illusion of depth behind the box, or shading to create a color treatment within the box can provide interesting contrasts from the body of the report. Be sure these treatments blend with the overall image you are trying to create with your design.

To include a table in a document with margins like this, be sure you position the edges of the table to be even with the edges of the paragraph. Apply shading or lines that blend with the colors or shading used in the rest of the document.

Sample Word Table or Excel SpreadsheetDescriptive words here More words here 10,000Descriptive words here More words here 5,000Descriptive words here More words here 500Descriptive words here More words here 50Descriptive words here More words here 5

Charts or ImagesChart created with Excel can clarify numeric information in your report. Also, you may find a graph or appropriate image on the Internet. Once you save the image, you can insert it into your document and control its positioning on the page or insert it in a text box. Then you can resize and reposition the image appropriately for your design. Be sure you site your source (with date and URL) when using images from other sources.

Add Emphasis to Your Writing—Page 2 of 3

This is an example of text arranged in a text box drawn between paragraphs. Remember to adjust the text box internal margins for a pleasing amount of space between the text and the text box border line. Customize the format of the text box.

2541

28654207

3205

2012 Enrollment

ENGWR 101ENGWR 102ENGWR 201ENGWR 202

Write Vertical ListsSeries information is much easier to understand and remember when it is arranged in a concise, listed format. When you list, keep these things in mind:

Write the list in parallel structure for consistency—begin all lines with nouns, or verbs, or gerunds (verb forms).

Use “bullets” made of symbols to begin each line if the items do not have a particular order.

Number the items when they are sequential and the order is important.

ConclusionIn writing, content will always be your first consideration. However, how you present your content is becoming increasingly important. The appearance of your document will make an impression on your reader. Careful application of simple design treatments can make that impression a positive one. A design with graphic enhancements helps strengthen the message a document contains.

Add Emphasis to Your Writing—Page 3 of 3

S h ort pa ra g ra ph sS in g le s pa c in gD is tin c tiv e h e a din g sLe ft a lig n m e n t

R o a d M a p s

Te xt boxe sTa ble sPu ll qu ote sC h a rts a n d im a g e s

G ra p h ic E le m e n t s C on c is e form a t

Pa ra lle l s tru c tu reB ulle te d L is tsN u m be re d L is ts

V e rt ic a l L is t s

A design with graphic enhancements helps

strengthen the message a document contains.