Color can be used to add emphasis to key points in technical and user documents, even though it is more commonly used in marketing materials.Color is more commonly used in online technical writing than in printed technical documents, but if used correctly it can be an effective tool.There are some things to consider when using colors in technical writing.
Step 1: Instead of choosing colors randomly, develop a color scheme.
The colors themselves should not be used to call attention to the text.If you want to document your choices in your technical publications style guide, choose a few colors that look good together.If your colors have been chosen to serve particular purposes, such as providing tips or warnings, you should give an introductory paragraph about how color is used in your publications.
Step 2: Consistency in your use of color is important.
The use of green for help file hyperlinks and blue for Web text hyperlinks do not have to be followed by you.If you use a different color to show a hyperlink that has been clicked, use the same color each time.
Step 3: Key points should be set off with color.
While leaving the text itself normal, you can use colored bullets for bullet points and items in a list.If the text in the sidebars, notes, and call outs is shorter than the main text, then the colored text background is appropriate.
Step 4: There should be a reasonable degree of contrast.
The reader can see the colored text and background if the emphasis is present.They shouldn't be so bold that the color distracts from the text.In charts and graphs, color contrast can be helpful.The data should be different colors from the chart axes.The graph should have a color key with it.It's harder to read light-colored text on a dark background.
Step 5: It's a good idea to use color sparingly.
Don't use large blocks of colored text, such as printing a long warning in red; instead, use a red text heading labeled "Warning" or put a bolded warning heading in normal black on the red background.
Step 6: Know your audience's limitations.
Some colors are hard to read and some people can't distinguish certain colors.The human eye doesn't have enough blue cones in the center of the fovea to see light shades of blue.Light shades of blue are not picked up by the photocopiers.About 10 percent of men can't tell red from green or yellow from blue because of their color-blindness.If your audience is mostly male, don't use red and green together.
Step 7: Understand the cultural meanings of different colors.
Technical writing is being targeted to an international audience.It's important to be aware of the cultural meanings of certain colors.In stop and yield signs, red is used to signify anger, danger, or warning.In China and Korea, red is used to record the names of the dead.Black is the color associated with death in the West, while white is related to purity.White is used to symbolize death and mourning in Asian cultures.
Step 8: Think about how the document will be printed.
Technical writing for the Web is more likely to include colors than technical writing that will be printed.The reports that incorporate charts and graphs are the most likely forms of technical writing.If the document is going to be printed in black and white, there isn't much point in using color in writing it as there are different shades of gray.If the document will be printed in color, make a test print of the intended color scheme, so you can see how the colors look in print as opposed to on the screen, and make any necessary adjustments before committing to a set of colors.If a piece of technical writing is to be used both for the Web and printed in hard copy, it is helpful to make a separate version for each medium, according to the capabilities of the software used to create it.