Style Guide for Professional Writing

Formatting is an important part of professional writing. Therefore, when you submit

documents in this class, you MUST follow the formatting guidelines in this Style Guide.

NOTE: These instructions are for MS Word 2007. If you are using a different version of
Word, you will have to use the online help to apply the required settings.

Contents

Style Guide for Professional Writing ............................................................................ 1

Paragraph Settings ........................................................................................................ 2
Font settings .................................................................................................................. 2
Margin and Paragraph Style.......................................................................................... 3
Numbers and Bullets ..................................................................................................... 3
Rules for Items in a List ................................................................................................ 4
Numbers vs. Bullets ...................................................................................................... 5
Assignment File Naming Conventions ......................................................................... 5
Email Guidelines........................................................................................................... 5
Track Changes Feature Guideline ................................................................................. 5
Paragraph Settings
Before you start writing, set the Paragraph settings as follow:

1. Open the Paragraph dialog box and change the Spacing to match the figure
below.

2. Click OK. You will now have control over the spacing between the paragraphs.

Font settings

 Use Times New Roman font for text.

 Use Arial and bold for headings.

NOTE: You may want to change the style for normal to Times New Roman. If so, follow the
instructions in the online help.
Margin and Paragraph Style
Unless otherwise instructed:

 Use the Word default margins. 1” top, bottom, right, left.

 Use block style paragraphs with one blank between each paragraph.
 Keep paragraphs to no more than 5-8 lines long.
 Be sure your name and course title are on the paper.
 Always proofread before you submit any assignment

Numbers and Bullets

Numbers and bullets should be formatted as shown below.

Wrong

1. This number is formatted incorrectly because the number is not standing out from
the rest of the sentence. It is formatted like a paragraph.

• This bullet is formatted incorrectly because the bullet is not standing out from the
rest of the sentence. It is formatted like a paragraph.

Correct

1. This number is formatted correctly because the number is distinct from the rest of
the sentence. It is NOT formatted like a paragraph.

 This bullet is formatted correctly because the bullet is distinct from the rest of the
sentence. It is NOT formatted like a paragraph.

To format a bullet or number, you have two options:

 You can use the bullet or number icon. OR

 You can set a hanging indent on the ruler.
NOTE: If you use the bullet or number icon, Word sets the hanging indent for you. DO
NOT use the space bar to indent the number or bullet.

To set a hanging indent on the ruler

1. Click the View tab, and select the Ruler box on the View ribbon. The ruler
displays.
 2. Use the cursor to move the bottom part of the margin indicator to appear as
follows. This is called a hanging indent. It sets a tab location.

3. Type the number or bullet and press the TAB key. The number or bullet will wrap
around in the correct manner.

Rules for Items in a List

If at least one item in the list is longer than one line, put space between the items in
the list. It makes it easier for the reader. You may use a full space (press Enter) or you
may use the Paragraph Space field to add a designated amount of space.

Wrong

1. This is formatted incorrectly because the text in this item extends beyond one line
and there is no space between the items in the list.
2 There should be some space between these numbered items in this list.
3. Even though number 2 does not extend beyond one line, there should still be
some space.
4 You can press Enter to add space or you can use the Paragraph dialog box.

Correct

1. This is formatted correctly because the text in this item extends beyond one line
and there is space between all of the items in the list.
2 There should be some space between these numbered items in this list.
3. Even though number 2 does not extend beyond one line, there should still be
some space.
4 You can press Enter to add space or you can use the Paragraph dialog box. I used
the Paragraph dialog box and added 5pt in the Spacing after field.

To add a designated amount of space

1. Display the Paragraph dialog box.

2. In the Spacing section, type a number in the After field.
3. In the Line Spacing field, select Single.
4. Click OK.
Numbers vs. Bullets

 Use numbers if the items in the list should be done in a specific order.
 Use bullets if order is not important.

NOTE: If you are doing an assignment where the sentences are numbered, use the
numbers. This rule applies to documents you are writing.

Assignment File Naming Conventions

When you save your writing assignment, indicate the assignment type and your name in
the file name. For example:

Writ Assign 1_wk 1_ <your last name>

Writ Assign 2_wk 3_ <your last name>
Edit Assign_wk 4_ <your last name>
Gram Assign_wk 6_ <your last name>

Example using my last name:

Writ Assign 2_wk 3_holms

Email Guidelines
When you send an email, please follow these guidelines:

 Always write in a professional manner. Think of this as a work environment. It

will be good practice.
 Please make the subject line informative.
 Use correct grammar and punctuation. Do not use Text Messaging abbreviations.
Standard business abbreviations are fine.

Track Changes Feature Guidelines

When I grade / review your papers, I will use the Track Changes feature to make
corrections and add comments. You must use the Track Changes feature to see what I
have done.

To use Track Changes

1. Click the Review tab on the ribbon. You will see the following options:
2. Make sure Final Showing Markup is displayed in the drop down menu.