The Art of Producing Ombudsman Newletter Handout by CNIC by NECC Family

The Art of Producing

OMBUDSMAN NEWSLETTERS Presented by Fleet and Family Support Centers of Hampton Roads

Managing Communications

Talk to Your Commanding Officer

By ensuring a consistent and accurate flow of information via a newsletter, you can fulfill one of your major responsibilities as Ombudsman  getting the right information to the right people at the right time. If approached in a logical and organized way, this challenging task can be easily managed.

Be sure to discuss your ideas for the newsletter with the Commanding Officer (CO). Ask about established guidelines, requirements, restrictions (length, content, frequency, command support, etc.), potential contributors, and need for review and approval prior to publication. Ask about needed supplies, computer access, mailing deadlines and procedures.

Purposes of a Newsletter Why publish a newsletter? • to transmit information and messages from the command to family members in a timely manner • to inform family members of community and Navy services and resources that are available to them • to keep family members informed of news of common interest (activities, special events, announcements) • to express the command's interest in improving the morale and welfare of its family members • to encourage, inspire, and uplift the family members Benefits to You As Ombudsman • reduces the number of phone calls you receive • reduces rumors by providing all families with first hand, accurate information • allows you to reach the greatest number of people at one time • establishes your credibility as a source of information

Ask the CO about maintaining the newsletter mailing list and providing updated copies to the Regional Navy Mail Center. Ask if extended family (parents, grandparents, significant others) may be added to the list, if requested.

CONTENTS Artwork and Special Effects ................................ 9 Banner ................................................................... 8 Columns ................................................................ 8 Commanding Officer ............................................ 1 Content and Planning .......................................... 2 Copyright ............................................................... 4 DAPS and the Regional Navy Mail Center .......... 6 Design Rules of Thumb ....................................... 9 Formats ................................................................. 7 Glossary .............................................................. 12 Headlines............................................................... 3 Managing Communications ................................ 1 Printing .................................................................. 6 Production Schedule ........................................... 6 Proofreading ......................................................... 5 Purposes of a Newsletter..................................... 1 Questions for Writers ......................................... 11 Sources of Information ........................................ 2 Type Styles .......................................................... 10 Writing Well........................................................... 3

THE ART OF PRODUCING OMBUDSMAN NEWSLETTERS ____________________________________________________________________________________________________________

Newsletter Content and Planning The content of your newsletter will vary depending on : • Information that is available to you • Season of the year • Content and space restrictions • Command's status—in port, deployed shipyard, changing homeport

Most newsletter editors make plans for their newsletters six to twelve months in advance. As you begin planning your newsletter, consider the needs and interest of your families and any limitations and restrictions you may be facing. Seasonal items of interest or predictable pieces that will be appropriate based on the command's status are the easiest starting points. News and current events are added later. Establish one file folder for each of the subjects listed below and for each month of the year. Begin collecting story ideas, news articles, clippings, photos, news source names, addresses and phone numbers, and artwork which relate to each subject. • SEASONAL FEATURES - Father's Day, vacation ideas, winter safety tips • ANTICIPATED ACTIVITIES - command gettogethers, predeployment briefing • MORALE BOOSTERS - family events, videotapings for deployed commands • ANTICIPATED INFORMATIONAL NEEDS change in clinic policy or hours, child care resources, information, commonly utilized (i.e., Red Cross, Navy-Marine Corps Relief, etc.) • COMMAND MESSAGES - messages from the CO, XO, Chaplain, or CMC/COB • NEWS AND CURRENT EVENTS - programs and services at FFSC, Red Cross, YMCA; local community events

your role (as needed), and communicating a supportive/uplifting message. Your name, phone number, designated phone hours for routine calls, email\website address, and an expression of your interest in communicating with family members should be included. Like any responsible, professional editor, an Ombudsman must exercise good judgment about what type of material to include in the newsletter. All contents should be conservative and carefully screened. If there is ever any doubt, the CO or his authorized representative should be consulted prior to publication.

Sources of Information Such questions as WHO? WHAT? WHERE? WHEN? WHY? HOW? (the guiding lights for professional journalists, known as the five Ws and an H) lead newsletter editors to many sources of information. When you are gathering information for your newsletter, you might check with the: • CO, XO, CMC/COB, Chaplain, or Career Counselor • Ombudsman Assembly handouts, announcements, speaker's comments, etc. • FFSC newsletters, flyers, staff members • Housing Welcome Center • MWR Services • Child Development Centers • Exchange and Commissary • Naval Hospital/Clinics • Local and military newspapers • Local library • Other Ombudsman newsletters Get into the habit of talking with members of the command leadership team (other Ombudsmen, CO/XO spouses, Chaplains, CMC/COBs) to share information and ideas.

All newsletters should include a personal message from the Ombudsman, reminding the reader of the Ombudsman's purpose, clarifying ________________________________________________________________________________________________________

THE ART OF PRODUCING OMBUDSMAN NEWSLETTERS ____________________________________________________________________________________________________________

To ensure accurate and interesting information: • Confirm each piece of information with at least two sources. • Call phone numbers before printing them. • Check to see that you have complete information prior to printing. (Ask yourself: “Is there anything else I should know before I write my paragraph or story?  remember the five Ws and an H.) • Ask for feedback from your readers; be a good listener too. • Establish an Idea File—clip and save good articles and artwork; once you've done your homework and made your contacts, your file will enable you to put your hands on that information quickly and easily. • Strive for excellence—read good publications and note their content, style, format, ideas, layouts, and artwork.

Writing Well Even professional writers say that sometimes the whole idea of putting words on paper or a computer screen leads to paralysis of the hand and brain. This condition is known as "writer's block." Are there any cures? Yes... self discipline, perseverance, practice and deadline... all of which are painful. Writer's block prevention is far more desirable. Set writing goals. You should have a goal or reason for writing each story, paragraph, and sentence. How do you want your reader to feel? What do you want your reader to do after reading your story? In general . . . Be specific and use simple words, especially action-oriented verbs. Use pronouns (including I and we) and avoid strings of nouns when one noun will do. Sandwich a negative message between positive comments. Keep it short and simple!

Readers are impatient. Get information to your readers before they get your newsletter into the trash can. Keep it short  use familiar words: paragraphs of four to six sentences; stories of five or fewer paragraphs. Good writing reflects natural speaking. Use plain language, and common images. Speak directly to your readers—simple, direct, using your normal personal speaking pattern (except for slang, shorthand speech, or incorrect language). Ask yourself: "If I had no knowledge of this topic, would I understand the message of this story?" "Did I answer the six basic questions of reporting: Who, What, When, Where, Why and How?" Writing is a learned skill. Write, rewrite and then rewrite again. Six to eight drafts are often required before the final version of your story is ready for print.

Effective Headlines Use active voice—subject first, then verb. Use present tense even though most events occurred in the past. To show the future, use infinitives (e.g., to award, to eliminate). Choose short, concise words. Express one thought only—the most important story idea. Use abbreviations for titles only—never use a string of abbreviations. Capture the whole story but don't be so brief that readers miss the idea or are misled. Write line for line, remembering the width of the typed story and where the headline will break. Is it understandable? Avoid standard, repeating headlines; your artwork could say "Monthly Medical Tip" but you still need to write a separate subheading to attract new interest. Be impartial. It is easy to express your opinion when choosing verbs. Don't be cute; leave out puns and rhymes.

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THE ART OF PRODUCING OMBUDSMAN NEWSLETTERS ____________________________________________________________________________________________________________

Copyright What is a copyright? Technically it means only the author has the right to copy or allow someone else to copy their material. Copyright is a monopoly granted by the government, covering the expression of an idea, not the idea itself. (You may copy facts freely; the expression belongs to the author.) How do I know if something is copyrighted? Look for the symbol ©, which should appear within the phrase Copyright © (date) (name of owner). For a newsletter or magazine, the phrase would normally appear as part of the masthead; for a book, on the back of its title page; and for artwork, as part of the caption. In these cases, the phrase protects all material within the publication. How long is a copyright active? A copyright owned by a person lasts fifty years after the owner’s death. Copyrights owned by companies or organizations are good for seventy-five years following the publication of the material. Different rules apply to material copyrighted before 1978. What if I want to print something under copyright? You have two choices: ask for permission or publish under the fair use provisions. How do I ask for permission? Publishers usually handle copyright requests for authors. Thus a letter can be addressed to the publisher, even though an individual author is legally the copyright holder. • Describe what you want to use. • Attach a photocopy of the exact material you want to use. • Tell about your newsletterpurpose, frequency, readers. Be sure to say that you represent a non-profit activity and that you will use whatever credit line the copyright owner wishes.

The copyright owner is entitled to charge for using the material. In practice, you will usually get permission at no cost. What about fair use? The copyright law says you may publish small portions of copyrighted materials without permission under specific circumstances. The most common are when you quote for the purpose of commenting or teaching about the material. You may also quote when describing the material as news. There are no rules about how long the quotations may be or how many you can use. Two or three excerpts of fifty words each should normally be no problem; neither should reproduction of one photograph or drawing. What is public domain? Public domain is free access to material whose copyrights have expired or were never secured. What if I just ignore the copyright? That's a question of ethics as well as law. From a legal standpoint, the chances of getting sued for putting material into the ordinary newsletter are close to zero. The copyright owner would probably never even know you lifted the material. From an ethical standpoint, however, you have used someone else's property without permission. In the case of professional writers, artists, or photographers, you would also deprive them of a chance to earn their living from the materials they worked to create. Borrowing from the World Wide Web Don’t forget…websites are copyrighted too! Just because you have the ability to “lift” something from a website, that doesn’t give you permission to do so. What about contributors to my newsletter? Have an understanding that you have their permission for one-time use; they retain rights for any other uses.

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THE ART OF PRODUCING OMBUDSMAN NEWSLETTERS ____________________________________________________________________________________________________________

For additional copyright information, call the Copyright Office Hotline at (202) 287-9100 or write the Copyright Office LM455, Library of Congress, Washington, DC 20559 and ask for Circular 2, Publications on Copyright.

Common Writing Errors • Expressing more than one point or idea per paragraph • Changing the verb tense in the same sentence • Capitalizing words that are not proper nouns

Proofreading Proofreading is very difficult. Once you have created the material, you are too familiar with it to see your errors. Always ask someone else to proof your work. A proofreader should read material one element at a time. Do all the body copy, then the headlines, then all the extra material such as page numbers. Check for spelling. And just because headlines are big, don't assume they are spelled correctly.

PROOFREAD EVERYTING! Just because it's large, doesn't mean it's write! Check for consistency. Agree on rules of capitalization, grammar and punctuation—then stick with them throughout. After everything else is done, read for content. Look especially for ideas that seem left out, signaling a sentence or paragraph overlooked. Check for trouble spots when proofreading:

 commas  periods  capitalization  quotation marks  apostrophes  numbers  headings

• Connecting two sentences with a comma, creating a run-on sentence • Mismatching the number of the subject and the number of the verb • Choosing a design, style or format and failing to hold to it • Failing to put statements in a positive form • Including needless words • Using vocabulary or jargon that readers won't understand • Using either an abbreviation or acronym without telling the reader what it means the first time it appears in the article • Using the following incorrectly: then-than to-too affect-effect its-it's fewer-less your-you're

stationary-stationery personal-personnel appraise-apprise regardless-irregardless principle-principal there-their-they're

• Using incorrect spellings of the following words: a lot all right cannot committee description develop envelope leisure maintenance necessary privilege pursue ridiculous succeed transferred

absence altogether changeable conscience desirable eligible exceed liaison miscellaneous pamphlet psychiatry receive separate surprise until

accommodate balloon commitment conscientious despair embarrass forty license misspelling parallel psychology recommend sergeant thorough vacuum

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THE ART OF PRODUCING OMBUDSMAN NEWSLETTERS ____________________________________________________________________________________________________________

Newsletter Production Schedule There are many deadlines to consider when planning your newsletter. Be sure everyone involved with any part of the production process is aware of the entire deadline schedule. Make contingency plans for when others fail to keep their commitments. Base your deadlines on readers receiving their newsletter on time.

Printing Checklist Before you submit your newsletter to the DAPS, take one last inventory of your work.

 Does each page have everything: text, headlines, and graphics?

 Is there a personal message from the 

1. Readers Have Their Newsletters! 2. Distribution Deadline - Newsletter delivered to DAPS (Defense Automated Printing Service) 3. Approval Deadline – Final Draft submitted for chop 4. Layout and Design Deadline - Draft copy finished 5. Writing Deadline - Stories, captions, credits, letters, editorials, calendars 6. Information Deadline - Meetings, events, publications, dates, people

Printing Your newsletter’s cover page must include the name of the command or the command logo in the publication title, or be printed on command stationery. The newsletter must be typed and each issue must be dated. The banner layout is left to your discretion as editor. Once you develop a good design, it should remain standard. Your readers will easily recognize your newsletter by that standard design. • Provide DAPS with written directions for printing your newsletter. Include: quantity, preferred delivery date, and page order.

Ombudsman, including contact information and availability? Have you attached a copy of your specifications sheet with information on how to contact you if there are questions?

Using DAPS and the Regional Navy Mail Center DAPS, in cooperation with the Regional Navy Mail Center (RNMC) has the ability to completely produce and mail your newsletters, delivering a professionally produced newsletter, at a greatly reduced cost. You can produce your newsletter using MicroSoft Word and mail or e-mail it to DAPS as an attachment. Attach an updated mailing lists using MicroSoft Excel. The list will be forwarded to RNMC for the mailing process. Zip codes should be five digits for civilian addresses and nine digits for military addresses. Each newsletter may be a maximum size of four 8½ X 11 pages, front and back. It will be produced in black ink on white 20 lb. paper. Content and design are at the discretion of the the originator, but must be in accordance with COMNAVREG MIDLANT INST 5218.2 standards. 

Social items such as recipes, birth announcements, bowling scores, advertisement to see or trade, and services that require the payment of a fee are unauthorized.

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THE ART OF PRODUCING OMBUDSMAN NEWSLETTERS ____________________________________________________________________________________________________________



Deployable units, when deployed, may have newsletters mailed to family members of all deployed personnel.



Content must cover an even number of pages (2, 4, 6, or 8).

interested. The length is usually one to two pages.

Department of the Navy jdljjdijeondnlk ;kldjkjdskl;l lkjdjlsdkllkjlkjd 10 October 1997 Dear Command Families:



Use Arial or Times Roman fonts.

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

Do not use more than two columns.

Newsletter content must be 80% official information—unauthorized information is not permitted.

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Your Name

RNMC Point of Contact Phone:

Mike Mattson (757) 444-9126, ext. 16

E-mail:

michael.mattson@navy.mil

Newsletter Formats Over the years, Ombudsmen have successfully produced newsletters in a variety of formats. The most common styles include: • Letter Style • Newspaper Style • Combination Style The format you choose will be the one with which you are the most comfortable. All three styles are effective means of communication. Your format will reflect your own personal approach to communication. The Letter Style is the quickest and easiest to produce. There are no paste-ups. Command letterhead stationery is usually used. Short paragraphs and the occasional use of emphasis type (boldface, italics) will help readers remain

The Newspaper Style is the most timeconsuming style to produce. Planned layouts and paste-ups will be necessary. This style most closely resembles a professional publication. It contains larger, bolder headlines, art work, calendars, news stories, special columns (e.g., Captain's Corner) and has a specially prepared banner. It is visually appealing and is capable of holding the reader's attention for longer periods of time. Most importantly, it is reader friendly (easy to scan for items of interest). The usual length is four to eight pages. OMBUDSMAN NEWSLETTER Headline ljioj iojovj oioerjojvklnfvb I vn ihnle. ojov klmnenevojnomnfjn fjdfi odf vj oj vjvojovj lf n ..v;oij voj foj olmnlj v j v j ojo fjojoj ndfjodj mnohjojd;’woj’pojv v ioj oj ohnyugui bih ioho uygu b; I hiu lij oi u bi ;ioh I ojo o’;

Headline That Runs Two Lines ldjlk dsljsdjsd;lj sd sd; jsdjsd; sdj;ljsd;ljsd;ljsdljsdj; sd;ljsd sdojsd; sdjmsd;ojsd;j;lsdk sd sdl sdjsdljsdj sd sdkjnklsdlsdj sdo; dskl.jsdlklsdjl sd lsdlj sd sd sdljsd;ljklsdljsdjsd;ljlsdj sd lsdo sdjmsd;ojsd;j;lsdk sd sdl sdljsd;ljklsdljsdjsd;ljlsdj sd lsdo ;jsdl;jsd sd lsd;jlsd;l sd;ll;j ;sdl j;lsd l;sd

Headline

Long Headline ldjlk dsljsdjsd;lj sd sd; jsdjsd; sdj;ljsd;ljsd;ljsdljsdj; sd;ljsd sdojsd; sdjmsd;ojsd;j;lsdk sd sdl sdjsdljsdj sd sdkjnklsdlsdj dskl.jsdlklsdjl sd lsdlj sd sd sdljsd;ljklsdljsdjsd;ljlsdj sd lsdo ;jsdl;jsd sd lsd;jlsd;l sd;ll;j ;sdl j;lsd l;sd ljsd;kljsd;l;l sdsdjlk sdl;

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Ombudsman Corner klsdj dsj dkjd djjdsjds sljsdljldj sdj djds djkdkjkjdsk jsdlj kj ll sddjsdljljj sdlj sdj sd kd

757-555-1234

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THE ART OF PRODUCING OMBUDSMAN NEWSLETTERS ____________________________________________________________________________________________________________

The Combination Style is just that—a combination of the letter style and newspaper style. It may be printed on letterhead stationery or on paper with a special newsletter banner. It is usually typed in six-inch paragraph widths with bold headlines separating stories to catch reader attention. Occasional pieces of artwork may be added to emphasize a special theme or to give a seasonal flair. Length is usually two to four pages.

Department of the Navy jdljjdijeondnlk ;kldjkjdskl;l lkjdjlsdkllkjlkjd

sent as an attached Word document, not all recipients have compatible software. All material still needs to be proofread. Consider sending in a PDF format, so no changes can be made to the newsletter. Adobe offers a free download of Acrobat Reader on line, so readers can view it. If you are “bulk mailing” be sure to place email addresses in the “Blind Copy” line to protect the privacy of recipients. Doing so may cause the mail to be seen as “junk” and be filtered from the readers’ in box.

10 October 1997 Dear Command Families:

Using a Website

Headline jioj iojovj oioerjojvklnfvb I vn ihnl e. ojov klmnenevojnomnfjn fjdfi od f vj oj vjvojovj lf n ..v;oij voj foj olm nlj v j v j ojo fjojoj ndfjodj mnohjojd;’woj’pojv v ioj oj ohnyugui bih ioho uygu b; I hiu lij oi u bi ;ioh ffd fd;lk df fddfk;ldfk df’lkfl I ojo o’;

Longer Headline ojlfklfd; f dfjfl sj sdljlsdj lsdjld sljsd adjc lkjcvo;j syudbi sdh n;sdjnl svj sojsdv svlj sdvlj lsdjsdj sd sdksdlsd sdojsdkljsdlkjsdlj sd sdjnsd;lj ;sld sd

Headline ldjlk dsljsdjsd;lj sd sd; jsdjsd; sdj;ljsd;ljsd;ljsdljsdj;; sdjmsd;ojsd;j;lsdk sd sdl sdjsdljsdj sd dskl.jsdlklsdjl sd lsdlj sd sd sdljsd; sd lsd;jlsd;l sd;ll;j ;sdl j;lsd l;sd ljsd;kljsd;l;l

Headline dskl.jsdlklsdjl sd lsdlj sd sd sdljsd;ljklsdljsdjsd;ljlsdj sd lsdo ;jsdl;jsd sd lsd;jlsd;l sd;ll;j ;sdl j;lsd l;sd ljsd;kljsd;l;l sdsdjlk sdl; Sincerely, Your Name

Perhaps the command has a website that can support an Ombudsman section. Or, given the support of a webmaster and/or someone with website design skills, there could be an Ombudsman website. Rather than produce a periodic newsletter, breaking news can be updated as needed and material can be removed as it becomes dated. Using a website has several of the same PROs and CONs as using email, so review options with your command leadership.

Creating a Banner

What better way to distribute your newsletter than by email…right? Let’s look at some considerations of emailing newsletters.

If you decide to use a newspaper style format, you will need to develop a banner for your publication. Typically, the banner includes the newsletter’s title and a subtitle identifying the publisher or intended audience. The banner can also include publication information, such as the issue date, volume, and number.

On the PRO side, there is no cost for printing or mailing with email. It eliminates several steps from the production process. There are fewer restrictions in layout and design when emailing a newsletter. You can include helpful links for recipients to simply click on. The CONs include: An email address list must be maintained. Not everyone has a computer, so some readers may still request a copy by mail. If

The VICTORY Voice

A newsletter for USS VICTORY family members SEPTEMBER 2008

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Consider the following when designing your banner:  choose the right title and subtitle  isolate or emphasize important words  choose appropriate typography  use secondary words to add graphic contrast  carefully select banner size and position Banners provide issue-to-issue unity for your newsletter. Its size, shape, position, and color remain constant, even though the text and visuals on the front page change with each issue.

Columns If space in your newsletter is at a premium, consider using two or three-column formats. Most word processing programs will automatically format columns for you. A one-column format works well with the letter style newsletter. Use a 6” column to allow ease of reading. It is difficult for the eye to travel from the end of one line to the beginning of the next when wide columns are used. Using a two-column format allows more text per page than a one-column format. A threecolumn format will permit even more text per page; however, DAPS requirements are no more than two columns. Multi-column layouts offer more flexibility for design  allowing more choice for a livelier layout. The text is easier to read, since the eye only travels a short distance from the end of one line to the beginning of the next. If using a multi-column layout, use a onecolumn article to emphasize the importance of its content. The headline of an article that spans more than one column should also span those columns.

Your

BANNER Multi-column Headline Spans Columns

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Headline

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Two-Line Headline l;jd dkljklsdj I sdjsd jksdj ljdl dlj kh yf lwdjlwejlj el wi uhi wwe weh owei

Headline kd dkjlkdsjlk dihj oi kihji io ji iei ejioeioe eijeiohfci on wehwe weui hwei wei khfgff kdjkd dkj djsldjidwhj diwhi

Artwork and Special Effects Use artwork relevant to the adjacent text. Don’t use artwork to “plug up” white space. Size it proportionally. Ensure the artwork is not dated (outmoded hairstyles, clothing, etc.). Lines and borders are the most effective graphic aids. They highlight text, give the page a sense of order, and direct the reader's eye to information you want to highlight. Beware of overly decorative borders; they tend to add clutter and detract from the information. Line size is measured by points. ½ Point 1 Point 2 Point 4 Point 6 Point

Screening is an effective way to make areas of your newsletter appear to have more than one color. They enhance both the information and the appearance of the page. The darkness of the screen is identified by a percentage, e.g., 10%, 25%.

10%

25%

50%

If you screen the background of a text area, be certain the contrast between the text and screen does not decrease text readability.

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THE ART OF PRODUCING OMBUDSMAN NEWSLETTERS ____________________________________________________________________________________________________________

Design Rules of Thumb

Type Styles

Keep pages uncomplicated and the overall design clean. Put short items in groups. Use graphics only when they have a purpose. Keep heads and subheads consistent in style and size.

Serif types are highly readable. Serif’s hooks, feet, and brackets  and the differential between the thick and thin parts  contribute to its legibility, and, in general, the more legible a typeface, the more readable it is. Serif fonts include: Times Roman Garamond Bookman Book Antigua

Create unity on each page or two-page spread. All layout elements seen at one time should visually relate to one another. Art style and type should be harmonious. Put large layout elements toward the middle of the layout and smaller elements toward the edges. Try to make the eye flow easily from the top to the bottom of the page. Stimulate your reader by delivering layout contrast. Vary the size of artwork, photos and headlines. Make boxes and screens around items you want the reader to consider important. Pay attention to proportion. Pages look more interesting when they are not repetitious in design. Rectangles are more interesting than squares. Odd numbers of photos or artwork are more lively than even numbers. Photographs and artwork should look into the page rather than appear to gaze off the layout. Layout design is a creative activity. The paper is your canvas. The layout elements (block of text, artwork, photos, headlines) are your materials. To ensure good layout design, use common sense and your gut feeling. Consider balance, size, visual weight, intensity, drama, and white space. White space is not what is left over—it is an active participant in design.

Sans Serif types are perceived as modern, cosmopolitan, scientific, and up-to-date. While people read sans serif type faster, they also tend to read it less accurately. Because readers are more motivated to read headlines than body text, and because headlines tend to be short, using a recognizable font ensures text is quick and easy to read. Sans serif fonts include: Eras Arial Verdana Century Gothic Variety within the same typeface family is fine (italics, bold, other point sizes). Variety among typefaces (mixing completely different families) creates a "hodgepodge" effect. Remember, a single typeface may come in: • Standard face • Boldface • Italic • SMALL CAPS

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Type Size On computers, typeface (fonts) is available in different sizes, measured in "points" (72 points equal one inch). Good choices for headlines are 18 or 24 point and subheads 14 or 12 point, depending on the style and layout of your newsletter. Choose simple type styles such as Arial, Times Roman, or fonts similar to those you find in books, magazines, and newspapers. Here are some font size and style samples. Remember that these two are the only fonts approved by DAPS for use in your newsletter.

Arial

Times NewRoman

10 pt 10 pt Bold 10 pt Italics 10 pt Bold Italics

12 pt 12 pt Bold 12 pt Italics 12 pt Bold Italics

18 pt 18 pt Bold 18 pt Italics 18 pt Bold Italics

To CAP or not to Cap... Using all caps for body text is more difficult to read than using upper and lower case characters. Text in all caps takes up to one third more line space than lower case letters. TEXT IN ALL CAPS TAKES UP TO ONE THIRD MORE LINE SPACE THAN LOWER CASE LETTERS. (Both of the above samples are the same font size and style.)

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QUESTIONS for WRITERS To analyze your reader and to determine needs, ask yourself the following questions:

Who?

When?

What?

Why?

Who is my reader? Whom will my reader believe? Who are my reader's associates and peers? Who does my reader think I am?

What does my reader know about this subject? What does my reader need to know about this subject? What is my reader's stake in this issue? What will interest my reader most? What will help my reader to understand this subject? What do I want my reader to do? What is my reader likely to do? What do I expect of my reader? What does my reader expect of me? What is my reader's socioeconomic background? What is my reader's position in (or in relation to) the subject? What do my reader and I have in common?

Where?

Where do my reader's attitudes and opinions come from? Where can my reader confirm what I say? Where can I get the information my reader wants/needs?

When does my reader need this information? When do I want a reply from my reader? When will these events take place?

Why is this reader important to me and my goal? Why is this subject important to my reader (and to me)? Why should this reader pay attention to me? Why should this reader ignore me? Why does my reader need this information? Why is my reader interested in this subject? Why is my reader not interested in this subject?

How?

How much information does my reader need? How much time and effort am I asking for? How much time and effort will my reader give me? How much will my goal cost my reader? How will my reader do what I ask? How can I help my reader do what I ask? How can I show my reader what we have in common? How does my reader feel about this subject?

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Alignment − The placement of type on a page or in a column. Include flush-left, flush right, justified, and centered. Ascender − Vertical stroke of lowercase letters that extends above the x-height of a typeface. Examples include b, d, and t. Ascenders are usually shorter than the height of uppercase letters.

Banner − a newsletter’s title set in a distinctive way on the front page, often using a special typeface, type size, and style. The banner is consistent in design and placement from issue to issue. (See Nameplate) Bleed − A photograph, rule, or other graphic element that extends to the edge of a page. Byline − Author credit line placed at the beginning or end of an article. Bylines sometimes include the author’s title, professional affiliation, or location.

Clip Art − Previously created illustrations, available as either line art or on disk. Line art can be scanned in or reduced to size by photographic techniques. Copy − Type or textual matter. Cropping - Cutting or manipulating photographs and drawings to eliminate distracting detail along the top, bottom or sides. Cropped visuals remain square or rectangular. Cursor − A blinking rectangle or underscore mark on the computer screen, indicating the position where text or graphics may be entered or edited.

Descender − Portion of lowercase letters, such as g, p, and y, that drops below the baseline. Dot Leader − Row of periods often used as a replacement for vertical down rules.

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Em Dash − A dash used in typeset text to introduce a subordinate phrase. Often expressed as two hyphens in word-processed manuscript copy, an em dash equals the width of a square of the type size, usually an uppercase M. En Dash − A dash used in typeset text, usually to indicate continuing or inclusive numbers, or in place of a hyphen in a compound adjective that has one element hyphenated. An en dash is equal in width to an uppercase N.

Font − The full alphabet, number, and symbol set for a particular version of a typeface. Separate fonts produce bold, italic, and bolditalic versions, as well as weight variations of a typeface. Font can also refer to a single type size. Formatting − Choosing consistent typeface, type size, style, margins, line spacing, alignment, and indents for each category of type (e.g., headlines, subheads, body copy) in a word-processed file.

Gutter − The vertical space between columns of type. Gutter width should be proportional to typeface, type size, and alignment. In twopage spreads, gutter also refers to the space between the right column of the left-hand page and the left column of the right-hand page.

Hanging Indent − Indent in which the first line of a paragraph extends to the left of the body copy that follows. Hanging indents can emphasize whole calendar items, association news, or personnel milestones (e.g., promotions).

Indent − Moving a line of type to the right to indicate the start of a new paragraph or list. Both right- and left-hand indents can be used to adjust the margins of text placed in a box, such as a sidebar or masthead. Initial Cap − An oversized first letter of the first word in an article. Initial caps can be dropped into the copy (drop cap), or extend into the white space above the first paragraph (raised cap).

Justified Text − Copy set flush-left/flush-right in lines of equal length. Copy is justified by increasing or decreasing word spacing of each line.

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Kerning − Increasing or decreasing letter spacing to improve appearance and readability .

Leading − Vertical spacing between lines of type. Leading is typically measured from the baseline of one line to the baseline of the next line. Logo − Your command’s name, set in a distinctive typeface, size, and style. A logo is often set against a distinct background and accented by horizontal rules and/or other graphic devices.

Masthead − The block of information printed in a newsletter that lists staff, publisher’s address, and subscription information.

Nameplate − The title of a newsletter that appears in the same distinctive typeface, size, and style in every issue. (See Banner) Newspaper Columns − Text continues from the bottom of one column to the top of the next. Often referred to as “snaking” columns.

O P

Orphan − Less than one-third of a line carried over from the end of one column or page and left isolated at the top of the next. (See Widow) Point − A unit of measure for font height: 72 points equal one inch. Proportional Type − Typefaces characterized by varying letter spacing, in contrast to typewriter letters that occupy the same amount of horizontal space. For example, w and m are wider than l. Proportional typefaces improve a page’s appearance and increase the number of characters that fit on a line.

Reverse − Text and graphics printed in white against a black or dark color background. Rotation − Text rotated for special effects, such as a banner set at a 45° angle at the left on the front page of a newsletter. Rule − Horizontal or vertical lines used in various thickness as borders and separators, e.g., to define adjacent columns of text or articles within a column.

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Sans-serif − One of the two primary families of typeface design. Sansserif type lacks serifs  decorative strokes at the end of letters that provide letter-to-letter transition. (See Serif) Screen − A shade of gray used for text background or graphics. Black is 100% screening; white is 0%. Screening is also the process of breaking up a photograph into dots of black or white for easier printing. Script − A typeface style that resembles handwriting. Script typefaces are effective in nameplates or headings where readers are already familiar with the newsletter. Serifs − Tiny feet that project from the main strokes of typeface characters. Serifs make a block of text easier to read by providing letter-to-letter transition. Sidebar − A short article within an article, usually set off by a box or a screened background. Small Caps − Uppercase letters, set approximately 20% smaller than normal, used for emphasis in a headline or text to avoid darkening a page with boldface type. Style − Manipulated typeface weight and angle, used to emphasize key words. Boldface, italics, and bold italics are common type styles.

Template − An empty page layout file containing formatting instructions for newsletter copy. Templates can contain a previously created and precisely positioned nameplate and banner, as well as defined positions for columns of text. Trapped White Space − Accidentally formed pools of white space between text and graphic elements that distract the reader rather than perform a useful function.

Widow − A portion of a word, or a single word on a line by itself at the end of a page or column of type. (See also Orphan) Wraparound − Lines of varying length that flow around an illustration or silhouetted photograph.

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