by Irina Mostovenko

1. Documents and Formatting
(by Irina Mostovenko)
1

2. Why?
2

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

4. Content
4
- <any type>
- Who are my readers?
- What is my goal?
- Dummy vs for dummies

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

6. Grammar
6
- Short sentences
- Simple sentences
- Direct word order
- Grammarly
- Spelling check
- Grammar reference forums
- gSuite in English

7. 7
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

8. 8
Use Templates
- Diversido Template gallery
- Your own templates, per type of the document

9. 9
- Check font size, style, color, size, link styles, background
- Spaces - one space between words, no space before comma, etc
Unify It

10. 10
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.

11. - 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.
11
Break the Page

12. 12
- 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

13. 13
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

14. 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"
14
Links

15. 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
15
(no) Tables in Doc

16. - 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
16
Spreadsheets

17. - 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.
17
Emails

18. 18
Emails

19. - 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
19
Attachments

20. - 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
20
Sharing

21. 21
Thank You!