|Using Style, page 2
Open your Lilly textbook to the Kenda Moon and Rebecca Rosser submissions for this Interview Report Assignment. The first thing I want to say is that each of you should present your Memo header as I taught you in Word Lesson 2. Next, in both the Moon and the Rosser reports, the main body of the document is too close to the memo header. Put in some more white space here. Use your white space to "chunk" your information into parts: memo header; body.
You may modify the Superstructure for Reports as either Ms. Moon or Ms. Rosser chose to do, follow the Superstructure for Reports exactly, or modify the Superstructure for Reports to fit your own needs as you want. In any case, look at these two student documents.
The formatting of the Moon report does look cleaner and crisper because of the way her headings look, but Ms. Rosser does a better job of breaking her information down into usable categories because of her subsections, even though she does underline her subsections, which is not effective visually.
What you should do is something that uses the best and IMPROVES upon the best of these two student examples. You will use a minimum of two levels of headings, what MS Word calls Heading 1's and Heading 2's the the Style window on the Formatting toolbar. So let's use the Rosser report for this lesson.
In the Rosser report, her major headings are
That means, to format her report using MS Word's Style feature, instead of locally formatting her headings, she would have selected the word "Purpose," and then, with the word "Purpose" selected, she would have gone to the Style window and pulled down to "Heading 1."
In the Rosser report, her secondary headings (or sub-section headings) were
To have used Style to format these headings, she would have selected each heading, and then in the Style window on the Formatting toolbar, she would have pulled down to "Heading 2."
This is how simple it is to use MS Word's Style feature:
Ms. Rosser actually is doing something in her report that is like using Heading 3's: Look at the sub-section "Types of Audiences" and notice that this section has further categories: "Types of Audiences" and "Amount of Correspondence." Do you see how these would be what Word calls "Heading 3's even though she presents this information in a table presentation?
Look carefully at the comments from Mr. Lilly in the margins of both of these student reports. He is our Director of Technical Writing here at Tarleton.