CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Office Systems and Technology Chapter 6: Document Layout and Design

2 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Document Layout Before planning layout and design, be sure to understand the  Purpose of the document  Intended audience Start with the end product to ensure document layout and design is focused

3 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Type of Project Review samples  Create an ongoing collection to review  Use them to spark new ideas Improve design to meet your needs Make rough sketches (thumbnails)  Purpose  Audience  Thumbnails  Comprehensive sketches

4 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Paper Size—letter, legal, tabloid Weight is based on the entire ream Color—shades of white even vary Finish ranges from rough to smooth, coated or uncoated, cotton content or bond

5 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Folding Types of folds include four-panel, six-panel, and eight-panel Be aware of folding issues to avoid problem  Avoid smudging and marking of ink  Fold with the grain whenever possible, lower cotton content is helpful if going against the grain  Avoid washout or creep  Heavier stock paper requires more planning to fold effectively

6 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Graphics Clip art is included in productivity software or available on the Web Other images can come from the Web, scanner, or digital camera; they can include photos, illustrations, charts/graphs, and drawings Be aware of copyright issues when borrowing images from the Web

7 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Print Run and Reproduction Print run refers to the number of finished pieces required The volume of the job determines the mode of reproduction Costs will vary from convenience copiers, printers, commercial print shops, reproduction centers

8 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Document Design Proximity relates to grouping related items into visual units with adequate white space and emphasis on important pieces Alignment relates to the placement of items on the page, horizontally and vertically Repetition of an item or color holds the units together Contrast should be used, but conflict should be avoided

9 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Typefaces Characteristics of the typeface Use type to add design, vary the typefaces Utilize space between lines, words, and characters Placement/direction of the text Use color to go along with the message you are trying to convey

10 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Web Publishing Design for accessibility from multiple browsers Be aware of connection speeds when using graphics Make sure the font choice and design is easy to read on the computer screen Web design software makes creating a Web page easy

11 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Proofreading and Editing No matter what kind of document is created, or what kind of software is used, or what kind of editing tools you have used

12 CPS ® and CAP ® Examination Review OFFICE SYTEMS AND TECHNOLOGY, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ Legal Issues Copyrighted materials include original works Copyright law of 1976 added a fair-use clause 1994 Conference on Fair Use addressed multimedia, visual archives, and digital libraries Reproducing with permission Copyright on the WWW Photographs