DOCUMENT

LAYOUT AND
DESIGN
 DOCUMENT LAYOUT AND DESIGN
I. Typography
A. Typeface and Type size
B. Typestyle and Emphasis
II. Page-Design Elements
A. Justification
B. headings
C. Headers and Footers
D. Lists
E. Columns
F. White space
G. Color
III. Visuals
A. Icons
B. Captions
C. Rules
 Layout and Design
 Make even the most complex information
accessible
 Give readers a favorable impression of the
writer and the organization
 Layout and Design
A design should:

-help readers find information easily

- offer a simple and uncluttered presentation
-highlight, structure, hierarchy, and order
-fit the purpose of the document and its
context
-be based on visual simplicity and harmony
 Layout and Design
careful selection of typography
page –design elements
appropriate visuals
well-thought layout of text

EFFECTIVE DESIGN
 Design
affects

Design software
Method of printing
Budget
Template
 Typography
refers to the style and arrangement of
type on a page
Font- a complete set of all the letters,
numbers, and symbols available in one
typeface or style
-has a number of distinctive
characteristics
Primary Components of Letter Characters

uppercase
ascender
character

Hpxb x-height

lower case character

descender
point size

serif
base line
 Typeface and Type Size
 Select a typeface for legibility
 Avoid typefaces that may distract readers
 Choose popular typefaces such as:
Times New Roman
Garamond
Gill Sans
Calibri
Tahoma
 Typeface and Type Size
 Avoid using more than two typefaces in the
text of a document
 For newsletters, you may use distinctively
different typefaces for headlines, quotations
and side bars
 Ideal type sizes range from 10 to 12 points
 Use smaller type size for footnotes
 Use larger type size for headings
 Type Sizes and uses

6 pt. This size might be used for dating sources

8 pt. This size might be used for footnotes.
10 pt. This size might be used for figure captions.
12 pt. This size might be used for main text.
14 pt. This size might be used for headings.
 Type Style and Emphasis

• Use CAPITAL LETTERS for emphasis (headings)

• Use italics to slow readers, as in giving
cautions and warnings
• Use boldface for cuing devise
 Page-Design Elements
 These provides not only emphasis but also
visual logic
 Use the same techniques to highlight a
particular feature throughout you document
 Do not overuse a single technique
 Page-Design Elements
 These elements are:
1. justification
2. headings
3. headers and footers
4. lists
5. columns
6. white space
7. color
 Justification
Left-justified (ragged-right) margin
-generally easier to read especially for text
using margins on 8 ½ x 11” pages
Full-justified
- appropriate for publications aimed at a
broad audience (more formal and polished)
-useful with narrow, multiple-column formats
 Headings
 Reveal the organization of a document
 Helps the readers decide which sections to
read
 You have to provide typographical contrast
between headings and body text either by:
1. Using a different typeface or
2. Using a different style (bold, italics,
CAPS)
 More effective in boldface or in Sans Serif
 Headers and Footers
 A header in a report, letter or other document
appears at the top edge of each page.
 A footer appears at the bottom page.
 These include such elements as:
Topic or sub-topic
Date the document is written
Page number
Document name
 Lists
 These are vertically stacked words, phrases,
and other items with number or bullets.
 These save the readers the time by allowing
them to see at first glance specific
information.
 These highlight information such as:
1. steps in sequence
2. materials or parts needed
3. recommendation
 Columns
A single-column format
-works well with larger typefaces, double-spacing,
and left-justified margins
A two-column format
-works well for smaller typefaces, single-spaced lines
-avoid widows and orphans
widow- a single word carried over the top of a
column
orphan- a single word on a line at the end of a
column
 Example
THE SCHOOL AS AN ORGANIZATION        
There is a strong tendency in human
society for the unorganized group to
develop organization and for
organizations to develop even where
there has been no consciousness of a
group previously, in which case the
organization itself creates the group it
expresses and embodies. Consequently,
group conflict tends easily to pass over
into organizational conflict, and the
growth of the organizations themselves
may create conflict where no previous
consciousness of conflict existed.
WHITE SPACES
        Many people, when they think of an
organization, tend to think of it as a
group a common goal. Much literature
about education depicts schools in this
way. This conception of organization,
however, is strongly biased by Temple
and Factory images of the school. In        
fact, by focusing on presumed common
    
WIDOW
We will approach organizations from a
different perspective. We will consider
an organization to be a social structure
which allocates costs and benefits, both
symbolic and substantial. This way of
looking at the schools is made possible
by the development of organization
theory. There are many different
aspects of this broad subject and we can
go into only a few of them here.
Organization theory ranges, for example,
from studies of the effects of
management, of bureaucratic
structures, or of technology, to the
systems of motivation and learning
established in an organization. Of
particular interest is the ability of
organization theory to account for the
failure of past school reform efforts. It
ORPHAN
also gives us an indication as to what
kinds of school reform are likely to take
hold.
   
 White Space

 It frames information and breaks it into

manageable chunks.
 It serves as a visual cue to signal that one
section is ending and another is beginning.
 It helps readers see the information in each
paragraph as a unit.
 Color
 It can distinguish one part of the document from
another or unify a series of documents.

 It sets off sections within a document, highlight

examples or emphasize warnings.

 In tables, it can highlight column titles or sets of

data which you want to draw the reader’s
attention.
 Visuals
 These are noticed first rather than the text.
 Larger visuals are noticed before smaller ones
are.
 When using visuals consider the proportion of
the visual to the text.
 They should be gathered on one place (at the
end of a report or closer to the text )
 Icons

 These are pictorials representations used to

describe concepts.
 These must be simple, easily recognized,
defined and culturally appropriate.
 Captions
 These are titles that highlight or describe
visuals (photographs).

 They often appear above or below figures and

tables and are aligned to the visual to the left
or centered.
 Rules
 These are vertical or horizontal lines used to
box or divide one area of the page from one
another.

 These set off visuals from surrounding

explanation or highlight warning statement
from the steps.