FORMATS AND CONVENTIONS InformationProcessing & Michelle Atilano Ogana Prof. Sheryl Farquerabao Handling
Conventionrefers to the rules or guidelines that govern theway certain sections of a presentation shouldappear.the major aim of conventions is to ensure thatinformation is displayed in a consistent fashion.
The ff. lists should give you some idea ofwhat to consider: Word Processing TEXTThere are conventions governing ordinarytext:•Paragraph indenting•Spaces after commas and full stops•Page numbering•Location of headings
•Date format•Paragraph spacing•Line spacing•Footnotes or endnotes•Font and style•Headers and footers
Desktop publishing page designPage design also has certain conventions,some of which are:•Text should be easy to read from top left tobottom right•Text should be fully justified•Columns widths should be between 20 and40 characters
•Use of upper case in headings should beminimal•Kerning (letter spacing) should be about 1unit or point•Sans serif styles should not be over-used•Serif style typefaces should predominate
Letters and addressesThese can be done in a range of formats, suchas:•Fully blocked•Blocked•Semi-blocked Addresses are normally presented inAustralia Post format.
ReferencesWhen you are writing, and you wish to refer thereader to other works, references can beorganized in different ways.You can use the author-date system, a systemof footnotes, or other acceptable conventions.Ex: Canberra,1994
QuotationsWhen you are quoting another writer:•If the quote is less than about 30 words,keep it in the same paragraph and place itbetween quotation marks.
•If it is more than about 30 words, indent itand set it one point size smaller than thebody text. This is one way of dealing withquotations, but there are others.
Bibliographies•A bibliography identifies sources that arerelevant to the text, or quoted in the text.•They usually go at the end of the text, andfollow a consistent style.
Example:Author, A.A. (Year). Title of work. Publication: Publisher.Alexie, S. (1992). The business of fancydancing: stories and poems. USA: HangLoose Press.
SPREADSHEETS AND NUMERICOUTPUTIn spreadsheets, some of the conventions ofnumeric output are:•No decimals in whole numbers “123 not123.00”•Decimal point aligned•Currency has two decimal places “123.34 not123.4567 or 123
•Currency indicated by $ sign “$123.09 or ascolumn or row heading•Units of measurement indicated in a legend•Percentage values indicated directly or incolumn or row heading.
TEXT REPORTSText reports should contain:•Title•Author‟s name•Date•Column and row headings•Page numbers•Legend, if needed•Software and filename
DATABASESDatabase reports should all contain:•A heading•The author‟s name•Date•Sub-headings as required
•Alignment of data in columns•No column or row overflow•Normal text conventions
Formats term „format‟ refers to the rules orguidelines that govern the structure of aspecific type of presentation.For example, a template is used to presentlegal word-processed documents.
Some common formats include:•Use of white space in training material and userguides to enhance readability•Use of heading hierarchies in reports•Blocked format for letters•Standard use of hierarchies in reports
Standard use of headers and footers in word-processed documents. It is very difficult to outline a range ofstandard formats, as there are a great many inuse and the standards or acceptable practicechange. Sometimes the best way to get a feel forappropriate formats is to look at examples: