In technical communication, when referring to text formatting, emphasis is the use of typographical effects to call attention to specific parts of the text.
Understanding Emphasis in Text Formatting
Emphasis, in this context, is not about the overall focus or goal of technical communication (which is typically clarity, accuracy, and usability). Instead, it refers to the visual techniques employed within a document to make certain words or phrases stand out.
As defined: "Emphasis, as the term is used here, is the use of typographical effects to call attention to text." These effects serve a crucial purpose in technical documents, helping readers quickly identify important information, follow instructions, or understand key terms.
Common Typographical Effects for Emphasis
Various visual treatments can be used to create emphasis. The reference lists several examples:
- Italics
- Bold
- All-caps
- Quotation marks
- Color
- And so on
Using these effects strategically guides the reader's eye and improves the scanability and readability of complex information.
How Typographical Emphasis is Used
Choosing the right effect depends on what you want to emphasize and the context. Consistent use is key within a single document or set of documents.
Here are some common uses and examples:
- Bold: Often used for:
- Keywords
- Warnings or cautions
- UI elements (like button names or menu items)
- Steps in a procedure
- Example: Click OK to continue.
- Italics: Commonly used for:
- Introducing a new term that is about to be defined
- Titles of books, software interfaces, or specific documents
- Variable information (placeholders the user needs to replace)
- Example: The term bandwidth refers to...
- All-caps: Sometimes used for:
- Strong warnings or crucial labels (use sparingly as it can be perceived as shouting and can be harder to read in large blocks)
- Example: WARNING: DO NOT OPERATE WET.
- Color: Can be used for:
- Hyperlinks (standard practice)
- Highlighting specific types of information like warnings or notes (ensure sufficient contrast and consider accessibility)
- Example: Click this link to learn more.
Strategic Application
Effective use of emphasis is about balance. Too much emphasis can make the document cluttered and hard to read, diminishing the impact of the techniques. Technical communicators carefully select and apply these effects to ensure they enhance, rather than detract from, the message's clarity.
| Effect | Common Purpose(s) | Example Use Case |
|---|---|---|
| Bold | Keywords, UI elements, Steps | Instructions, warnings |
| Italics | New terms, Titles, Variables | Definitions, cross-references |
| ALL CAPS | Strong warnings (use sparingly) | Safety labels |
| Color | Hyperlinks, specific note types | Navigation, highlighted info |
By employing these typographical effects thoughtfully, technical communicators improve the usability and comprehension of their documents, making essential information easily accessible to the reader.
