Documents and formatting

Documents and Formatting
(by Irina Mostovenko)
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Agenda
1. Essentials (Content, Structure, Grammar)
2. Formatting !important
3. Spreadsheets
4. Emails
5. Attachments
6. Sharing

Content
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- <any type>
- Who are my readers?
- What is my goal?
- Dummy vs for dummies

Structure
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- Doc title, author, date, version
- Content table (if >= 5 pages), and update it
- Headings 1-3
- Section Titles

Grammar
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- Short sentences
- Simple sentences
- Direct word order
- Grammarly
- Spelling check
- Grammar reference forums
- gSuite in English

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1. WHO did the action? (e.g., I) (for the time
being, we will ignore the fact that a
sentence can start with a WHAT) - I
2. WHAT action did I do? - fixed
3. (I did the action to WHAT - if applicable;)
- some bugs
4. WHERE did I do the action? (there can be
up to 3 WHEREs, from Most Specific to
Most General) - in the last build in Kyiv
5. WHEN did I do the action? (there can be
up to 3 WHENs, from Most Specific to
Most General) - after stand-up yesterday
6. WHY did I do the action? - because they
were very urgent
Grammar

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Use Templates
- Diversido Template gallery
- Your own templates, per type of the document

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- Check font size, style, color, size, link styles, background
- Spaces - one space between words, no space before comma, etc
Unify It

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Colors It Wisely
- Don't make people blind or mad.
- To make it important - USE SOMETHING ONE.
- If you can compare the values,
then Gradient colors,
else different colors but from the same pallet.

- If the paragraph >= 3-5 pages, then use a page-break.
- If you used it once (i.e. for Heading 1), then use a page-break for
all paragraphs of the same level (H1).
- If you used a page-break for Heading 2, then use it for the upper
heading too (H1).
- NEVER use [spaces] and [returns] to move content to a new page.
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Break the Page

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- Avoid leaving <= 1 sentence of paragraph on a new page
- Don't leave < 1 word on a new line (i.e. in spreadsheets, tables)
- Don't separate the graph, image, table from their title or legend
Avoid Loneliness

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If the items are ordered,
or show the priorities,
or might need to be referred by number,
then numbers (like we have for the flow, STR),
else bullets
+ avoid having > 3 inner levels
Lists

If the address makes sense,
then show it as it is (https://siteaddress/profile),
else shorten it (bit.ly, etc).
+ Don't hide the link under "click here"
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Links

Insert Spreadsheets in Doc when,
- the data is dynamic
- you need charts based on that data
- there are formulas
else use lists
+ Avoid using tables
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(no) Tables in Doc

- Use Templates
- Alignment in the fields
- Size and font
- Group columns/rows and hide
- Name the tabs better than that Sheet1, Sheet2, NewSheet
- Freeze the headers
- Vertical vs Horizontal - more useful info should fit at once on the screen
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Spreadsheets

- The email client you use is not the only one :)
- Simple-to-NO-formatting in the emails (bold, caps, red color, lists)
- When copying from other place into email, first remove formatting and
then format it anew
- Ctrl+A - apply font style and size, color.
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Emails

- PDF - if the recipient suppose to read it only
- Link to the file on GDrive - if the recipient suppose to edit, comment it
- No .doc, .xls, .ppt, other formats
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Attachments

- Can share, to Diversido project group email
- Then to specific Diversido email address
- Then anyone with a link in Diversido
- To Client email addresses
- NEVER share on web, or to "anyone with a link"
- Give min-needed access
- Double check when changing access to the folder, or moving files
between folders
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Sharing

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