April 20th, 2015 As noted in RFC2223[1], many users read documents online and use various text oriented tools (e.g., emacs, grep) to search them. Often, brief excerpts [...] are included in e-mail. That is, even though many user interfaces nowadays may well support more "advanced" formatting, plain text remains the universal interface[2]. Plain text is portable, flexible, light-weight, and doesn't require any special tools to generate; it looks the same on different platforms, lends itself to trivial processing or quoting, yet allows you to present even complex ideas in a manner that lets users quickly and easily absorb them. Plain text thankfully puts away with distractions, but being able to create text documents that are easy to read is a subtle skill, all too often lost on those who grew up with HTML emails, online forums, and wiki pages. Below are some recommendations on how to craft your text: The two most important ways to make your text easy to read are a short line-length and the copious use of paragraphs. Viewing a single large block of run-away text with no line breaks immediately puts stress on the reader, as absorbing the information provided therein requires a high degree of concentration and eye movement. Text without line breaks may also be presented to the user as a single line of text, possibly requiring horizontal scrolling. End your lines at between 60 and 75 characters, or so. (There's a reason[3] that newspapers and magazines do not use the whole width of their page and instead create much shorter columns.) Breaking up your text into smaller paragraphs similarly helps the reader relax and facilitates reading comprehension, speed, and ease. Write the text as you would read it out aloud, with paragraphs allowing the reader to catch their breath for a second. (Since plain text is often represented using fixed-width fonts, using two spaces after a period, as inserted by troff(1), still makes sense.) If you are writing a longer technical document, you can further structure it using headlines, numbered sections, subsections etc. using different ways to underline or emphasize the section titles. Similarly, you can use itemization, bulleted or numbered lists, or indentation to make your text easy to read. Use short sentences, even (and especially) if you're German. Just like one single block of text is hard to read, so are never ending sentences with multiple conditionals and subclauses. You are not writing Molly Bloom's Soliloquy. Use proper punctuation. A period will almost always suffice; semicolons may be used as needed, but exclamation points are rarely called for! (And please, do use a question mark at the end of a question. "Can you send me those TPS reports." is a clear sign of psychopathy.) Avoid gratuitous use of non-ASCII characters when writing English texts. You don't know how the text will be processed or what systems will be used to display it. The lowest common denominator -- i.e. ASCII -- ought to be preferred. Use a simple text editor. Resist the temptation to use images. This helps you clarify your thoughts and keeps the content searchable. Use illustrations as supplementary, not instead of information. That's it. You should find that you soon will spend a lot more time on defining your thoughts and putting the important information forward rather than fiddling with font faces, sizes and colors. And remember, if it's good enough for RFCs, the standards used to define the internet and just about everything running on it, then it's quite likely to be good enough for you. [1] http://tools.ietf.org/html/rfc2223 [2] http://www.catb.org/~esr/writings/taoup/html/ch01s06.html [3] http://www.humanfactors.com/newsletters/optimal_line_length.asp April 20th, 2015 March 12th, 2022: Minor edits for clarification based on reader comments. Related: |