Public Relations
Policies and Procedures
Graphic Design -- Formatting Text for Publications
Text for publications should be submitted in Microsoft Word along with the
hard copy to expedite the design and layout process. This text is imported into
a design program so please do not try to lay the document out in Word. The font
type, size and spacing will change. You may bold or italicize text for emphasis
if you wish, but do not worry about margins, size, font, columns, etc. TEXT
ONLY, PLEASE. PARAGRAPHS: Please let text wrap until the end of the paragraph and then return. DO NOT
RETURN AT THE END OF EACH LINE as you would on a typewriter. Returns should only
be used after headings and at the end of paragraphs. 
Indent paragraphs with a tab set at .25 or the automatic indent set at .25 on
the ruler at the top of the page. HANGING INDENTS: Hanging indents should be set on the ruler at the top of the page. Please do
not return at the end of the line and space or tab over for indents. Even if it
looks great on your screen, it will not line up right when imported into a
design program because the font type size and spacing is subject to change. If
you set the indents on the ruler and let the text wrap until the end of the
paragraph, any type or font will flow correctly.
EXAMPLE: THIS IS THE CORRECT FORMAT FOR A HANGING INDENT. Hanging indents
should be set on the ruler at the top of the page. Please do not return at
the end of the line and space or tab over for indents. Even if it looks
great on your screen, it will not line up right when imported into a design
program because the font type size and spacing is subject to change. If you
set the indents on the ruler and let the text wrap until the end of the
paragraph, any type or font will flow correctly
TABS: Tab stops should be set at the ruler at the top of the page. Only ONE
tab should be used between the columns you are tabulating. Do not tab over
several times because it lines up on your screen. It does not line up when
imported into another program. However, if proper tab stops are set for each
column, it can be manipulated to line up regardless of type size or font. 
If your information is in a table, please convert the table to text and
separate columns with a tab. 
LISTS: If you have a long list of names or other information, it may have to be
divided into columns to get it all in the publication. That will be done in the
design program so please do not tab columns for lists. They should be typed in a
line straight down the page with a return after every name (or whatever the
information). The number of columns and type size will be determined during
design and layout. If you have questions, please call 306-2646.
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