STYLE GUIDE FOR COMPANY DOCUMENTATION

[Pages:25]STYLE GUIDE FOR COMPANY DOCUMENTATION

Revised Style Guide

TABLE OF CONTENTS

1 THE PURPOSE OF THE STYLE GUIDE......................................................................1

2 ELEMENTS OF THE CORPORATE STYLE.................................................................1 Templates .................................................................................................................1 Writing Style .............................................................................................................1 Standard Operating Environment .............................................................................1 Filenames..................................................................................................................1 Company logo...........................................................................................................2 Hyperlinks.................................................................................................................2

3 PAGE LAYOUT ..........................................................................................................2 Headers and footers..................................................................................................3 Headers ............................................................................................................3 Footers .............................................................................................................3 Text and layout .........................................................................................................3 Indenting...........................................................................................................3 Bullets ..............................................................................................................3 Footnotes ..........................................................................................................3 Appearance ...............................................................................................................3 Styles ...............................................................................................................3 Record Numbers ...............................................................................................4 Borders, Lines and Outlines ...............................................................................5 Graphics and Tables ..........................................................................................5

APPENDIX A APPENDIX B APPENDIX C APPENDIX D APPENDIX E APPENDIX F APPENDIX G APPENDIX H

Letter Template Fax Template Memo Template Report Template Invoice Template Quote Template Order Template Landscape Template

Style Guide

1 THE PURPOSE OF THE STYLE GUIDE

The purpose of this document is to help individuals and departments to prepare company documentation consistent with the ValleyView corporate style. The Style Guide explains the style to be applied to company documentation (ie not including specialised publishing requirements) together with information on typography, and advice for writing and producing documents. It is recognised that there will be documentation which is outside these guidelines, but the general format should be followed wherever possible.

The Development of the Style This Style Guide has been developed to encompass the character of ValleyView and reflects the new progressive approach to the expansion of the organisation whilst still maintaining the sense of tradition and history.

2 ELEMENTS OF THE CORPORATE STYLE

Templates

Templates have been designed for a - letter, fax, memo, report, invoice, quote, order and landscape style document.

Writing Style

Composition should be concise, friendly, and professional in keeping with the mission statement of ValleyView Publishing. Documents should be visually appealing and use unambiguous language.

Standard Operating Environment

ValleyView Publishing's standard operating environment (SOE) is Microsoft Windows. Documentation should be produced using Microsoft Word 95 or higher. This will ensure portability of files and consistency of operation. All documents should be based on the attached Microsoft Word templates (see Appendices), which incorporate the ValleyView Publishing logos for your use.

Filenames ValleyView Publishing has adopted the following convention for file names:

Directory path: Filename:

Extension:

\department name\project name (eg \accounts\budgets)

\as above\document record number\8 character filename (eg \accounts\budgets\1001\dec_2001)

Do not include any extension (eg .doc, .dot, .xls) ? allow the type of package used to determine this.

ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999

1

Phone (03) 9123 4567 Fax (03) 9123 7654 .au

Style Guide

Company logo ValleyView Publishing's logo must appear on all documentation.

As a registered trademark and symbolic of ValleyView Publishing, neither the company name nor logo may be varied in any aspect (for example: ratio, typeface or colour).

Hyperlinks There are two kinds of hyperlinks used in ValleyView Publishing's documentation: Word hyperlinks which cross-reference items within the document. Internet hyperlinks which take the reader to a web site if a modem is in use. Word hyperlinks appear as normal text in a printed document, but in an electronic

document are distinguished by the mouse cursor turning into the "pointing hand" shape. Internet hyperlinks use the character style `Hyperlink' and must begin with http://...... Ensure that Web hyperlinks are accurate.

3 PAGE LAYOUT

Only A4 paper is to be used for ValleyView Publishing documents. The page margins are shown in Figure 1:

FIGURE 1

Diagram of Page Margins

Left margin 2.54 cm

Right margin 2.54 cm

Top and bottom margins 2.54 cm

A4

Header and Footer 1.27 cm from the edge

ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999

2

Phone (03) 9123 4567 Fax (03) 9123 7654 .au

Style Guide

Headers and footers

Headers Headers are used for all documents of more than one page. They contain the ValleyView logo, the title of the document and the title of the current section (if applicable).

Footers Footers are used for all documents and must contain the automatic filename and path feature. Right aligned page numbers must appear on documents of more than one page.

Text and layout

Indenting Text is generally formatted in the "full block" style using the Normal style. Indenting is to be used for text that follows Heading 2 and Heading 3 styles (see Fiqure 2 - Table of Style Attributes for more information).

Bullets Five levels of bullets are used where necessary. They are as follows:

? First level, not indented, text indented at .63 cm. ? Second level, indented at .63 cm, text indented at 1.27 cm. ? Third level, indented at 1.27 cm, text indented at 1.90 cm Fourth level, indented at 1.90 cm, text indented at 2.54 cm t Fifth level, indented at 2.54 cm, text indented at 3.17 cm

Footnotes Footnotes will be used in accordance with the Australian Government Printing Service Style Guide for Editors and Publishers.

Appearance

Styles Word Styles used for ValleyView Publishing documentation are shown in Figure 2 (page 4).

These styles are available in all ValleyView templates and can be copied to other Word documents by selecting the Format Menu, Style option, and choosing the Organise button.

ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999

3

Phone (03) 9123 4567 Fax (03) 9123 7654 .au

Style Guide

FIGURE 2

Table of Style Attributes

Style Name Typeface

Title 1

Arial

Heading 1 Arial

Heading 2 Arial

Heading 3 Arial

Footer

Arial

ParaText Arial

RecordNo Arial

Bullet1

Arial

Numbering1 Arial

Table Text Arial

Figure

Arial

Diagram

Arial

Size (pts)

Attributes

Used for:

18 Bold, all caps, centred, 18pts Cover pages, main

after paragraph

headings, etc

14 Bold, all caps, hanging indent First level headings .76 cm, 14 pts before and after paragraph, numbering

11 Bold, 12 pts before and 6 pts Second level

after paragraph

headings

11 Italics, 6 pts before and after Third level headings paragraph

8 2 pts after paragraph, tab 15 cm

Footers

11 `Full block' style, 9 pts after paragraph

Normal body text for most word processing tasks, long bodies of text in reports, submissions, etc.

8 24 pts before and 8 pts after paragraph

Records management number

11 Outline bulleted to five levels. Bulleted lists

11 Outline numbered to three levels

Numbered lists

10 3 pts above and below paragraph

Tables

9 Bold, hanging indent 2.5 cm, 24 pts before & 18 pts after paragraph

Graphic, diagram and table captions

8 Centred

Text boxes

Record Numbers

At ValleyView there is a paper based filing system, supported generally by an electronic database filing system. Both the paper based and electronic system uses a numerical classification system based on the ISBN numbers allocated for all publications.

ValleyView uses a subject filing system for its general organisational information.

ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999

4

Phone (03) 9123 4567 Fax (03) 9123 7654 .au

Style Guide

Borders, Lines and Outlines Black lines may be used in diagrams ONLY (see Figure 1). All other borders, shadows, outlines and lines must be grey (no less than 25%) as in Figure 2.

Graphics and Tables All graphics, diagrams and tables that provide information relevant to the content of the document must be numbered, named and cross-referenced by Word hyperlink in the text. They must be positioned, as closely to the reference point as is reasonable, taking into consideration the comprehension of the text and the layout of the page. Other graphics used for aesthetic purposes may be positioned as required.

ValleyView Publishing 12 Mountain Drive, Jade Valley Victoria 3999

5

Phone (03) 9123 4567 Fax (03) 9123 7654 .au

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