Tip of the month from PRC August 1996

How to MARK special words?

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Tip of the month is edited by Peter Ring, PRC (Peter Ring Consultants, Denmark)
- consultants on how to write user-friendly manuals
Updated 30 June 1998 thanks to a comment from John Glen <john_glen@hotmail.com>
Updated 25 May 1998 thanks to a tip from Jim Lish <jlish@pop.dn.net>

The problem

The problem consists of two elements:

In many cases there is a need to put special attention to a certain word. Example: "In case your model is NOT equipped with ...", where the word "not" may drown with a catastrophic result if the "not" is missed during reading. And "if anything can go wrong, it will." (Thanks to Murphy!)
In many manuals, certain typographic means are reserved for special purposes, like bold text for menus and/or italics for brand names or foreign language words. This restricts the number of means available, unless ...!

Examples of use

Words to be specially emphasized on, like the NOT in the example above.
Software menu and submenu points.
Brand names.
Foreign language words.
Words listed in the index.
Words listed in the "List of abbreviations and special words"
Computer orders like PRINT or if ... then .

If not very obvious, the use of a special typography should be defined clearly, at least in the "How to read this manual" section.

Some solutions

Note: As far as possible in HTML, I have tried to demonstrate the fonts in the text, but I know that some browsers have problems with showing e.g. bold text or text in different sizes. However, the text should compensate for the lack of visual aids.

Here is a list of ideas for "emphasize" means - with some comments:

Italics: Traditional and OK! Sometimes a little too anonymous.
Bold text: Traditional and OK, no problems if the text is bold enough!
Bold italics : Great!
Underscored: Traditional and OK, no problems! Seems to be on its way out. In HTML browsers generally used for marking links, a feature which may be switched off by the user.
Colored: Great, but expensive if you are not printing in colors anyway.
CAPITALS = UPPER CASE: Traditional and OK for short words. Should be avoided for words longer than approx. 7 -10 letters.
S MALL C APITALS: I have seen them used for emphasizing in my copy of James Clavel's last book "Gai Jin", and it works. Should be avoided for words longer than approx. 7 -10 letters.
Different font, e.g. fixed width: Works fine for attention, but the graphical beauty is doubtful, depending on your choice of font. Another possibility is a serif/non-serif (roman/gothic) font shift.
S p a c e d . . t e x t: OK, too, but don't forget 1-2 extra spaces between the words. The spacing may also be made automatically by selecting a wider spacing in the font selection. (Not possible to show in HTML on many browsers, therefore the two ".".)
Wider letters: Works fine for attention, but the graphical beauty is doubtful, depending on your choice of font. (Not possible to show in HTML.)
Outlined font: Works fine for attention, but the graphical beauty is doubtful, depending on your choice of font. (Not possible to show in HTML.)
Colored or graytone background. Make sure there is a good contrast between the characters (foreground) and the background. Use bold text if the background is darker than the characters. Preferably use spot ink or a very fine screen. Graphically doubtful inside text, but a very clear marker. Very commonly used for headings.
*Stars* around: Untraditional and works fine. Not useable for all purposes. There may be more than one star, and other signs may be used, too, e.g. +, < >, or _.
Blinking . Only possible with on-screen texts.
COMBINATIONS of two or more of the above mentioned means, like (here) italics +small capitals + red text. Be careful with combinations - as you maybe can see, this is a bad one on-screen!

Always make sure your style guide permits the solution you select - or at least not forbids it!

If you disagree with these ideas - or have other relevant points or ideas +/-, please write me !
Ideas for "Tip of the month" subjects are welcome, too!

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