In this step, you will find a step-by-step guide on how to professionally design a handout.

The following guide largely corresponds to the video tutorial from the previous step. It is primarily intended for those who prefer to follow a written guide. In addition, it is sometimes more detailed and delves deeper into points from the video.

Templates are also attached to this step, which you can download and customize to your liking. This will save you some steps. If you still want to design your handout from scratch, the following guide will lead you through the process step by step.

1. Document Format

For a handout, you need the A4 format – the ideal size for printing. This format offers enough space for your content and allows readers to add notes if needed.

2. Choosing Fonts

When it comes to fonts, you have two suitable options in terms of design: (I) You can use everything in one font. This creates a calm effect. (II) Alternatively, you can choose two fonts – one for headings and a second for all other texts. It is important that the font is simple and easy to read. It should also be available in different font styles, such as normal, bold, italic, black, etc. In our attached example, we use Arial, which is available on all devices and corresponds to the corporate identity (CI) of the University of Basel.

Line spacing also greatly contributes to readability. From the common default settings, select “1.15” under “Start” > “Line Spacing” or define the spacing more precisely under “Line Spacing Options” > “Line Spacing” to “exactly” and enter a value (e.g. 14 pt).

3. Establishing a Font Hierarchy

The font hierarchy makes the different functions of text in your handout visible and clarifies the structure. The types of text should also differ visually through different font sizes. First, determine the size of the body text and then determine the other font sizes based on that. Depending on the content, more or fewer different sizes are needed for the various text containers. As a general rule, however, less is more!

In our example, we use the following settings:

• (H1) Main title: Arial 18 pt bold, dark green (006666)
• (H2) Subtitle: Arial 10 pt bold, green (009999)
• Lead: Arial 10 pt bold, dark green (006666)
• Body text: Arial 10 pt standard, line spacing: 13 pt
• Highlight/box: Arial 10 pt bold, red (C00000) (slightly darker than the red of the university CI)
• Legend and footer: Arial 8 pt standard, line spacing: 11 pt (more for diagrams)
• Header: Arial 9 pt standard, line spacing: 1.0

You can also work with the predefined style templates for the text containers, adopt them, modify them, or define new ones. To do this, go to “Start” > “Styles.” Select a used style from the list and click “Modify Style.” Under “Format” > “Paragraph,” you can adjust the spacing.

To make the connection clear, subtitles are placed closer to the following text. The space before is slightly larger than the space after. This visually shows that the title belongs to the following text.

Text alignment is also important for readability. Justified text creates an often restless and holey overall picture with short text passages through large gaps. Therefore, we recommend left-aligned ragged right text.

4. Using Colors

Choose one or two main colors and an accent color for your poster. Make sure the colors match the content and harmonize.

• Font color: easy to read, e.g. black
• Main color: somewhat subdued, e.g. green/mint according to the university CI
• Accent color: striking, e.g. red according to the university CI

You can achieve a wider spectrum if necessary with different brightness levels.

To color text or objects, you have several options:

• Text: Select the corresponding text and choose the color from the menu bar at the top.
• Object: Select the object, right-click on it, and select “Format Shape” > “Fill” > “Color” > choose a color or generate a new one under “More Colors.”
• You can also set colors in the predefined style templates.

5. Defining a Grid and Layout

A handout should offer space for notes. To do this, you must first define the page margins in a grid:

1. Go to “Layout” > “Margins” > “Custom Margins.”
2. Select a significantly wider margin on the right than on the left to create space for notes.

To see how the text field works, you can display the gridlines under “View.” For the text, you usually use one column (via “Layout” > “Columns” > “One”). In our example, the image elements are placed in a halved column.

Also, define the position of the header and footer: - Preferably set some text first to make the settings. - The height is linked to the margin settings. You define the position by double-clicking in the footer or header in the document and then defining the position in the header bar. - You can also define or use the predefined style templates for font and font size here.

To display and format page numbers, proceed as follows: - Double-click in the footer - Select “Page Number” in the menu bar - Define the position and format if necessary

6. Dealing with Image Elements

If you want to insert images, go to “Insert” > “Pictures” > “Picture from File.” Align image elements to the grid of the text. As an aid for placing and aligning, you can display the gridlines under “View.”

Important: Do not distort images! When scaling, always pull on the corners, not on the sides, to maintain the proportions. Do not enlarge images by more than 120% of the original size to maintain the quality. To check the proportions, proceed as follows:

1. Select the image
2. Right-click > “Size and Position”
3. Check the value under “Scale” (ideal: 100%)
4. Do not select “Allow overlap”

Adjust the text wrapping so that the text flows around the image. You can find the settings under right-click on the image > “Size and Position” > Text Wrapping. Select, for example, “Square” as the wrapping and “Left” as the line wrapping. Also, adjust the distance between text and image to create a harmonious layout.

Be sure to note the copyright of the images used and include corresponding image credits in the footer if necessary.

Use the same colors and fonts (and sizes) that you have already defined for the text in diagrams and similar graphics to ensure a consistent look.

7. General Layout Tips

What belongs together? Content with similar functions should be designed visually the same. What belongs together should be visually closer together. The title should be closer to the corresponding text section than to the section that precedes it. If you change the font size later, always do so consistently for the corresponding text hierarchy within the entire handout. For example, do not just reduce individual subtitles – that looks inconsistent. Reduce all subtitles instead.

Consistency in Design What function does the content have? Same function means same design/font! Font sizes can be adjusted if necessary, but always for all sections/containers of the corresponding hierarchy. Do not change just one legend marginally smaller, that looks faulty. If you make changes (e.g. all subtitles from 10 pt to 12 pt), do so consistently.

Less is more Do not overcrowd the page! A well-thought-out handout structures your content clearly and supports readers in understanding.

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