Much as we crib about Microsoft Office products, it's the most used software suite in almost any industry. However, it's also the one that people spend no official time learning. This presentation shows how simple design concepts applied to Microsoft Office products can greatly improve the quality of your documents and make it pleasurable for the reader.

1. Better Documentation
…simple steps for greater impact!
Sathya Srinivasan
Technical Architect
Content & Portal Solutions

2. “The value of documentation is only to be realized if the document
is well done. If it is poorly done, it will be worse than no document at
all.”
Gerald M Weinberg

3. “In the beginner‟s mind there are
many possibilities. In the expert‟s
mind, there are few”
Shunryu Suzuki

4. Agenda
Core principles
Before-After
Best practices

6. Perspective matters
Fat
content?
Sugar! I want Calories?
it!
mmm… cookie…

7. Identify your readers

8. What do they need?

9. What do they need?
How much will they understand?

10. Know your readers
Specify your target audience

Provide context (background information)

Specify scope

Do not assume reader‟s background beyond minimum

Provide future references


11. It‟s taken all my life to
learn what not to play.
Dizzy Gillespie

12. Expand on content
Level 0 : Summary

Level 1 : High-level

Level 2 : Detail

Reference


13. Abstract or Summary
For the casual reader or the

executive
Provides enough information to

understand the purpose and what
the document achieves

14. High-level detail
For the more involved

reader or the manager
Provides enough data

points to conduct
meetings or
conversations

15. Full Detail
For the involved reader

Provides in-depth

explanation of the high-level
topics

16. Reference
Give something for those
interested in following up
Related material

Documentation supporting

claims made in text

17. Add level of detail
Level 0 Level 1 Level 2

18. How to make your points stick?
 Simplicity
 Unexpectedness
 Concreteness
 Credibility
 Emotion
 Story

19. “Our mission is to become the international leader in the space industry through
maximum team-centered innovation and strategically targeted aerospace
initiatives.”

20. “…put a man on the moon and return him
safely by the end of the decade.”

21. 6 ways to see and 6 ways to show
Use the right picture to
convey your data

22. Use fonts and type to emphasize your
point
Si
Contrast ze
Weight
Repetition
Structure
Alignment
Form
Proximity
Direction
color

23. Constraints lead to
creativity

24. Agenda
Core principles
Before-After
Best practices

25. Simplicity means the achievement of maximum
effect with minimum means.
Dr. Koichi Kawana

26. Darth Vader…
…or…
Yoda?

27. Microsoft…
…or…
Apple?

28. How to create captivating graphics

29. How to create captivating graphics

30. How to create a good-looking front page
alignment
contrast
repetition
proximity

31. How to strengthen your resume

32. Your message is important – don’t drown it

33. Pick the right graphic to express your data

34. Best Practices
Core principles
Before-After
Best practices

35. Common Best Practices
Provide visual equivalents where applicable

DO NOT USE ALL-CAPS – It reduces readability

And how about this very important
CAN YOU READ THIS BIG BLOB Or can you read this equally big blob
piece of information contained in
OF TEXT SCREAMING AT YOU of text that contains equally important
BUT NEVERTHELESS CONTAINS information without screaming? this big blob of text with appropriate
VERY IMPORTANT
emphasis and white space?
INFORMATION?
Use Only Initial Caps When Necessary – It‟s distracting

…or important information about Big
Important Information About Big
Company with initial caps for nouns
Company But With All Initial Caps…
only?
Keep consistent fonts


36. Best Practices : Document
Do not separate content from heading

Make your documents printer-friendly

Apply the corporate template to the

document even if it is internal or one-
off
and…


37. Correct document properties
Include your name and company name
… not your someone else’s!

38. Correct your reds, greens, and blues
– Spelling errors
 Red
 Green – Grammatical errors
– Contextual errors (new in 2007)
 Blue

39. Do not leave empty rows in tables
You can always hit the TAB button later!

40. Use format and styling
Identify headings and normal text
Use them for generating TOC

41. Best Practices : Presentation
Pictures + Text = Better presentation

Use animation only when needed (such as adding suspense)

Presentation = Slides [+ Notes + Handout]

Reduce the footprint of the document

Remove empty bullets

and…


42. Apply corporate theme
… even if it is a one-off deck

43. Apply slide style on copy/paste

44. Best Practices : Spreadsheet
Avoid using macros when possible

Remove unwanted sheets (Sheet2, Sheet3)

Rename sheets to reflect the associated content

and…


45. Distinguish the header

46. Wrap text in cells

47. Make spreadsheets printer-friendly
Repeat headers

Set orientation

Adjust page breaks

Add cell borders

Add header/footer info


48. Adjust your columns

49. Best Practices : E-mail
Use Spelling & Grammar check before hitting „send‟

Read what you wrote at least once

Add your contact information – always!

Do not cut and paste images – insert them as JPEG attachments


50. “First you master your instrument.
Then you master the music. Then
you forget about all the shit you just
learned and just play”
Charlie Parker

51. Don‟t have the time?

54. References

55. Hyperlinks
http://www.garrreynolds.com

http://www.presentationzen.com

http://www.beyondbulletpoints.com

http://www.istockphoto.com

http://www.dreamstime.com
