When setting up margins on your Word document, we suggest a left margin of 1.25 to 1.5 inches; this allows room for holding or binding the document. Leave at least 1 inch on the right side. Combined with 10- to 12-point type, this will yield the ideal line-length for readability. If lines of text are too long, it’s easier for the reader to get lost when starting a new line!
Use at least 10-point size type for easy readability. You can go as large as 12-point for the main body of your text, but save larger type for headlines and subheads. You may use slightly smaller type for captions and labels.
“Serif” type is easier to read in long passages than “sans-serif” type. Examples of serif type: Times, Garamond, Bodoni. Sans-serif works well for shorter passages of text like headlines, sub-heads, captions, and labels. Examples of sans-serif: Arial, Helvetica, Gill Sans.
Generally speaking, typography works best when it becomes “invisible.” In certain cases, like headlines for display advertising, you want the type to be distinctive and have obvious character, but for general communication, the type needs to “get out of the way”. You want your readers to focus on the information, not the “funky-fresh” type!
You don’t need to double-space after a period. This practice originated with typewriters using mono-spaced type (each letter was the same width as every other letter). A double-space was needed at the end of a sentence to visually distinguish between the ending of one sentence and the beginning of another. Word processing software automatically adds a little extra space after a period, so if you double-space you wind up creating an abnormally large space which can appear as “holes” in your text.
Aim to define a document’s hierarchy through type size (large or small) and style (bold, italic). These elements function as “street signs.” Think about where you want your reader to start, where they need to go next, where they can find additional information or important points. This can also help the reader to quickly find the information they need.
Use “white space.” Really, it’s okay. This is not “unused” or “empty” space. First, it keeps your document from appearing cluttered and second, it adds emphasis to elements. Think of it this way: when you look in an office and see workers crammed in cubicles and an executive in a double-sized corner office with private washroom, who do you think is more “important”?
Don’t place elements in boxes “just because.” Use boxes to emphasize special information such as quotes, testimonials, or as sidebars.
Use centered text sparingly; don’t center long paragraphs of text as this can make it difficult to read. Centered text is best for headlines, subheads, and captions.
Avoid using the “force justify” option on more than one paragraph of text. Force justifying text (so that the left and right margins all line up) artificially stretches and compresses the spacing between words to force the alignment. This can hinder readability and create “rivers”: odd looking vertical lines of white space that seem to run up and down your page. Leave your paragraph alignment set to a “ragged right” for the body of your document. This produces lines of text that are correctly spaced and easier to read.
By following these guidelines, you’ll create clean, easy-to-read documents. And communicating the idea is what it’s all about, right?
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