How can you use formatting to make your documents stand out?

1 Choose the right font

The font you use can affect the readability, tone, and style of your document. You want to choose a font that is easy to read, appropriate for your purpose and audience, and consistent with your brand identity. Generally, you should avoid fonts that are too fancy, childish, or informal, unless they suit your specific context. You should also use the same font throughout your document, or at most two fonts that complement each other. A good rule of thumb is to use a serif font (such as Times New Roman) for body text and a sans serif font (such as Arial) for headings and subheadings.

2 Use headings and subheadings

Headings and subheadings are essential for organizing your document and making it easy to scan and navigate. They help your readers find the information they need and follow your main points and arguments. You should use headings and subheadings to divide your document into logical sections and subsections, and to highlight the key topics and messages. You should also use a consistent and hierarchical format for your headings and subheadings, such as using different sizes, colors, or styles to indicate the level of importance and relation.

3 Add color and contrast

Color and contrast can add visual interest and emphasis to your document, as well as create a mood and a theme. You can use color and contrast to draw attention to important elements, such as headings, keywords, or graphics, or to create a contrast between different sections or types of information. However, you should be careful not to overuse or misuse color and contrast, as they can also distract or confuse your readers. You should choose colors that are harmonious, appropriate, and accessible, and avoid colors that are too bright, dark, or clashing. You should also make sure that there is enough contrast between your text and your background, so that your document is easy to read.

4 Insert images and graphics

Images and graphics can enhance your document by providing visual support, illustration, or explanation for your text. They can also make your document more attractive and engaging, as well as convey a message or a story. You can use images and graphics to show examples, data, processes, or concepts that are relevant to your document. However, you should only use images and graphics that are high-quality, relevant, and clear, and that do not violate any copyright or ethical issues. You should also place them strategically in your document, and use captions, labels, or references to explain their meaning and source.

5 Apply consistency and alignment

Consistency and alignment are important for creating a professional and coherent document. Consistency means that you use the same format, style, and rules throughout your document, such as margins, spacing, indentation, punctuation, capitalization, and citations. Alignment means that you arrange your text and other elements in a way that is orderly, balanced, and symmetrical, such as using left, right, center, or justify alignment, or using grids, columns, or tables. Consistency and alignment help your document look neat, organized, and easy to follow, as well as show your attention to detail and quality.

6 Proofread and edit

The final step to make your document stand out is to proofread and edit it carefully. Proofreading and editing are essential for correcting any errors, inconsistencies, or inaccuracies in your document, such as spelling, grammar, syntax, or logic. They are also important for improving the clarity, flow, and tone of your document, such as removing unnecessary words, sentences, or paragraphs, or rephrasing or reorganizing your text. Proofreading and editing can make your document more accurate, effective, and persuasive, as well as show your respect and professionalism to your readers.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?