Microsoft Word is an incredibly versatile tool that can be used for a variety of purposes. From drafting professional documents for your office to creating your term paper, the application has all the features you need. Yet, while the features in the software package might be bountiful, it is essential to remember that not all products are created equally. That’s why it’s crucial to follow some simple design rules when creating professional documents in Microsoft Word.

Follow a Consistent Design Style

First, establish a consistent design style for your document. This means selecting a title font that is easy to read, legible subsection headers, and a body font that complements the other elements. While it is preferred to use stylish fonts, make sure they are also designed for readability. As much as possible, avoid designs that have overly embellished letterforms that can reduce legibility.

When you have selected your fonts, use them consistently throughout the document. It’s best to choose and maintain these styles early in the design process to ensure consistency across the entire document. Keep headings consistent and visual hierarchy cohesive.

Use White Space Effectively

When designing documents of any kind, it’s essential to not fill the page with too much text, graphics and other images. Ensuring that your text is easy to read is just as crucial as providing adequate negative (white) space. Paragraph breaks, bulleted lists, and white space will give the reader’s eyes a chance to rest and comprehend what has been presented.

Use Formatting Appropriately

To help guide the reader along, use appropriate formatting. Bold text is used to make important points and bulleted lists for key topics. Numbering your list can help your readers with those items you would like emphasized. These formatting conventions can help break up large blocks of text and make it easier to skim for relevant details.

These rules apply to other formatting as well. Use the document’s formatting tools to make sure that charts and graphs are easy to read and concise. It’s vital to ensure that all aspects of the document relate to one another, and that the design maintains a sense of unity.

Be Concise in your Writing

Finally, the importance of concise writing cannot be overstated. Professional documents should be clear and to the point. When possible, use active voice when writing, and match the language to the target audience. If technical terminology is necessary, make sure it is explained or defined, so folks unfamiliar with the subject can also understand.