desktop publishing recommendations for professional looking documents l drumm staffordshire...

Desktop Publishing

Recommendations for professional looking documents

L DrummStaffordshire University

Introduction

This presentation guides you through rules which will help you to design professional documents.

It will run as a slide show timed presentation but where you are asked to redesign, switch to slide view and do the exercise.

When finished continue the slide show.

The 4 basic rules

•contrast

•repetition

•alignment

•proximityEach will be explained in detail on the following slides

Rule 1

Avoid similar elements (lines, font, colour), make them very different

Contrast

The keys to success

Contrast

Large graphics with small graphics

Contrast

Warm colours with cool colours

Contrast

Large fontwith

small font

Contrast

Old style fontwith

Modern style font

Contrast

Thin lines with thick lines

Example

British Gas Sale

Best for bargains

Starts Sunday, 21st May

British Gas Sale

Best for bargains

Starts Sunday, 21st May

Your eye is drawn more to

because of the contrast.

Student Rules

Turn up to lectures on time

Hand in assignments on time

Don’t drink too much

What is wrong with this?

Switch to slide view and have a go at amending it.

Student Rules

Turn up to lectures on time

Hand in assignments on time

Don’t drink too much

Or make the lines contrast each other to group the related elements together.

You could use the proximity rules to move related items towards each other.

Contrast

• Creates visual interest

• Makes your document more likely to be read

Contrast should make your document easy to understand

Summary

Rule 2

Repeating visual elements strengthens unity and develops organisation

Repetition

The keys to success

Repetition

Repeat elements throughout the design

Consistent Headings

Consistent graphics

Consistent lines, bullets, colours throughout

Repetition

Learn how to set up heading styles and use them

Repetition

Decide what will be repeated on each page

This is the design

Page No

Main Heading

Look for the consistent elements

Heading goes here

CompanyLogo

Bodytext

Bodytext

Bodytext

Bodytext

- the things that will be repeated on the next page

position and size of graphics

Heading goes here

CompanyLogo

Bodytext

Bodytext

Bodytext

Bodytext

width and position and of body text

font types and size of heading and body textposition and size of company logo

position of white space

Repetition

• Don’t forget to emphasize the unifying elements

• Don’t overdo the unifying element - you also need contrast

Unifies and strengthens a document - ties it together

Summary

Rule 3

Give visual connection for a clean sophisticated look

Alignment

The keys to success

Alignment

Switch to slide view and align the text on this business card

Travellers chequesCommission free foreign currency

One phone call

Convenient home delivery

01625 345678

AlignmentDid yours look something like this?

Travellers cheques

Commission free foreign currency

One phone call

Convenient home delivery

01625 345678

The improvements continue ….

Use contrast to highlight important information

Travellers chequesCommission free foreign currency

One phone call

Convenient home delivery

01625 345678

Use proximity to group like information

Travellers chequesCommission free foreign currency

One phone callConvenient home delivery

01625 345678

Be aware of the shape the text makes ….

Travellers chequesCommission free foreign currency

One phone call

Convenient home delivery01625 345678

Compare this with the layout on the previous slide

Switch to slide view and have a go at redesigning this business card for several lecturers

Staffordshire University

Trent Building

Leek Road

Mrs Lesley Drumm01782 294281

email: L.E.Drumm@soc.staffs.ac.uk

School of Computing

Stoke-on-Trent

Alignment - right, left, centre

Centred alignment can be quite unimaginative - safe but formal

Transport Reportfor

Dept. of Transport

By L. Drumm23rd February 1999

Alignment - right, left, centre

Contrast and proximity have improved the design

Transport Reportfor

Dept. of Transport

By L. Drumm23rd February 1999

Alignment - right, left, centre

But this is much more imaginative

Transport Report

forDepartment

ofTransport

ByL. Drumm

23rd February 1999

Alignment

The alignment of text is no accident

3,000 students will leave University with a degree this summer

How will you ensure you stand out from the crowd?

What’s wrong with this?

Test This is just an example to show how text can look when it is formed into columns. This is just an example to show how text can look when it is formed into columns

This is just an example to show how text can look when it is formed into columns

This is just an example to show how text

Test This is just an example to show how text can look when it is formed into columns. This is just an example to show how text can look when it is formed into columns

This is just an example to show how text can look when it is formed into columns

This is just an example to show how text

Strange white space shapes have formed.

Let’s improve it ...

Sort out HEADINGS

Test This is just an example to show how text can look when it is formed into columns. This is just an example to show how text can look when it is formed into columns

This is just an example to show how text can look when it is formed into columns

This is just an example to show how text

Heading has been moved to the left

Sort out INDENTS

TestThis is just an example to show how text can look when it is formed into columns.This is just an example to show how text can look when it is formed into columns

This is just an example to show how text can look when it is formed into columns

This is just an example to show how text

Paragraph indents have been removed

Sort out JUSTIFICATION

TestThis is just an example to show how text can look when it is formed into columns.This is just an example to show how text can look when it is formed into columns

This is just an example to show how text can look when it is formed into columns

This is just an example to show how text

Columns have been justified (blocked left and right)

The problem is that this has created some holes and rivers of white space - we’ll sort this in later slides

Sort out SPACING

Test

This is just an example to show how text can look when it is formed into columns.

This is just an example to show how text can look when it is formed into columns

This is just an example to show how text

This is just an example to show how text can look when it is formed into columns

Spacing between paragraphs has been enlarged

Sort out GRAPHICS

Test

This is just an example to show how text can look when it is formed into columns.

This is just an example to show how text can look when it is formed into columns

This is just an example to show how text

This is just an example to show how text can look when it is formed into columns

Graphic now aligns with columns - you could even frame the picture to make it the correct size

Sort out COLUMNSTest

This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is formed into columns

Columns should have approximately 7 words per line - change the font type/size or change the column width, or both

Incidentally, we’ve got rid of those holes and rivers of white space

This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is.

This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is formed into columns This is

This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is formed into columns This is just an example to show how text can look when it is formed in

Size of fontsFonts have different heights and widths.

This is Times New Roman 24 point

This is Vivaldi 24 point

This is Zanders 24 point

This is Rimsky 24 point

This is Ariel 24 point

This is Book Antiqua 24 point

Changing the font may solve your problem if space is limited - BUT don’t use too many different fonts.

BEWARE

of holes and rivers of white space within the columns of text

- caused by 2 spaces after a full stop and justification!

An example not aligned

A day at Alton Towers

It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what is typed here. It is just to show you problems with alignment

It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what

Have a go at aligning the elements on the page

The next pages shows examples of how it looks aligned

An example aligned

A day at Alton Towers

It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what is typed here. It is just to show you problems with alignment

It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what

Alignment is down the centre

Another example aligned

A day at Alton Towers

It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what is typed here. It is just to show you problems with alignment

It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what is typed here. It is just to show you problems with alignment It doesn't matter what

Which do you prefer?

Switch to slide view and improve this design

Big BenBig Ben is situated in London, it is part of the Houses of Parliament.

You need to get rid of the white space trapped in the centre

Was yours like this?

Big BenBig Ben is situated in

London, it is part of the Houses of Parliament.

The line at the bottoms aligns the left edge of the text and the bottom of the graphics

The white space is now round the outside

Alignment

• Unifies and connects elements on the page

• Organizes the page

Remember - avoid using centred text unless you want a formal look

Summary

Rule 4

Group together similar elements to organize information and ease understanding

Proximity

The keys to success

Try the squint test

How many elements can you see when you squint at this business card?

Staffordshire University

Lesley Drumm

01782 294281

Trent Building

School of Computing

Problems

To make something easy to read, your eyes should not have to stop more than 3 or 4 times.

Did you know which information to read first?

Solution

Don’t be frightened to leave white space (or blue space in this case)!

Staffordshire University

Lesley Drumm01782 294281

Trent BuildingSchool of Computing

White Space

is as important a design issue as actual text

You may find the next slides boring but they are very important

Don’t put 2 spaces after a full stops

Don’t trap small areas of white space - group it together for effect

Avoid centred headings that trap white space either side

Watch out for strange white space shapes on a page

White space between columns is important - it must separate the text so the eyes don’t jump columns

Justification can cause holes to appear - it may be safer and quicker to use ragged right margins

The advantages of moving related items closer together are ….

• the reader knows where to start reading

• the eye doesn’t need to stop so often

• the reader can see relationships between words

Enough reading - have a go at redesigning this

Call Now

British Gas

Warm to our winter sale

Save pounds on your central heating

Call Now

British Gas

Warm to our winter saleSave pounds on your central heating

Call Now

British Gas

Warm to our winter saleSave pounds on your central heating

Which do you prefer or was yours better?

Make this list easier to read using the rules

Somerfield Bargain Buys

Chicken & Mushroom Pies - 60p each

Golden Delicious Apples - 56p per lb

Bananas - 68p per pack

Spaghetti Bolognese - 99p each

Somerfield Bargain BuysFrozen meals

– Chicken & Mushroom Pies - 60p each– Spaghetti Bolognese - 99p each

Fruit specials– Golden Delicious Apples - 56p per lb– Bananas - 68p per pack

•group related items •highlight headings

Somerfield Bargain Buys

Frozen meals– Chicken & Mushroom Pies - 60p each– Spaghetti Bolognese - 99p each

Fruit specials– Golden Delicious Apples - 56p per lb– Bananas - 68p per pack

•space the sub-lists (not easy to do in Powerpoint) but you can see it’s easier to read

Font choice

Do you feel the font on the previous slides reflects the image of food?

See if you can find a more appropriate font and change it

Proximity

• Creates organization

• Makes information easier to read

• Avoids confusion

Summary

Practice

Move the elements on the next slide to form a design which obeys the crap rules.

Column Heading

Page Heading

Body text column ………...…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

Body text column ………...…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

Column Heading

Page Heading

Body text column ………...…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

Body text column ………...…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

Is yours something like this?

That’s it folks!

I hope these slides have given you an idea of what to watch out for when doing desktop publishing.