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Information about collaborators and co-authors should not go on the title page but in an Acknowledgment section or 'Prepared by' box sentence on the 'About UKHSA' page at the end of the template.
Table of contents (ToC)
When the document is finished, click the line below to activate the table of contents.go to the 'Contents' page of the template.
Right click on where it says 'Chapter heading' to open this dialogue box.
Select 'Update entire table' and click OK.
Manually (and carefully) Manually highlight and delete the Title and Contents entries. We want the first entry to be the first chapter heading.
If, after editing the document, you need to edit update the ToC page numbering, right-click the table, select ‘Update field’ then ‘Update page numbers only’, unless you need to completely rebuild it, in which case .
If you've done significant editing and added new chapters or sections, select ‘Update entire table’.
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Double click where it says 'Main title goes here as running header' to open the document header. Insert the title of the document in 10pt Arial in dark grey, not black.
Ideally, the running header should go on one line so it can be a sub-edited or abbreviated version of the title, in order to achieve this you may have to sub-edit or abbreviate the title a bit.
Headings
Headings must indicate the hierarchy of importance. Major new sections are Chapter headings, underneath which sit headings 2, 3 and 4.
To be fully accessible headings must be in the logical order, so the heading sitting beneath a Chapter heading must be a heading 2, not a heading 4, the next one under a heading 2 must be a heading 3, and so on.
Bold should not be used to indicate headings, only to emphasise important words., and then only sparingly
Page margins
Left margin 1.8cm5cm, right margin 1.8cm5cm, top margin 3cm2.7cm, bottom margin 2cm.
When you change a page to landscape orientation, Word automatically changes the left margin to 2cm and the top margin to 1.8cm. This pushes a chart or table title uncomfortably close to the running header.
You have to manually fix these back to top 3cm 2.7cm and left 1.8cm 5cm by going to to Layout > Margins > Custom margins and adjusting the numbers in the Margins section.
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- have a lead-in line ending in a colon, followed by a line space
- no initial capital (unless a Proper Nounproper noun like London or UKHSA)
- no end punctuation
- be used for short clauses, not sentences or paragraphs
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If emphasis is absolutely necessary, use bold (sparingly).
COVID-19
The first use of 'COVID-19 ' in every document should spell out the word 'coronavirus' before giving the acronym, thus: 'coronavirus (COVID-19)'must always be spelled in full i.e. not just COVID, and always in capitals.
COVID-19 must always be spelt in capitals.
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Rule 3. If using coloured text or text on a coloured background, it must comply with WCAG colour contrast requirements i.e. be clearly legible.
Graphs must be big enough to read the text and legends. Often this requires putting them on landscape pages. (Tip: creating landscape pages often knocks the page numbers out. If your new landscape page number is 2, highlight it, right click it, select ‘Format page numbers’ and then ‘Continue from previous section’ to restore its place in the sequence of page numbers.)
Text is ideally must be Arial 12pt, as in main body copy.
Graphs do not have a frame round them.
Use Regarding the title of a graph (or table) use the style menu to apply the 'Figures/charts title style title' style to the title.
Visually, this just makes it go bold, but it is important to use the style and not bold because this tags the title correctly when the doc is converted to PDF.
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Note the way the key to the graph is not beneath it, but a) place inside the graph and b) aligned in the same visual logic as the bars, that is, left to right.
b) Flow charts or algorithms
Flow charts need a detailed and literal text equivalent of every step of the process including all the questions and all the answers. A simple summary, or pointing to the data somewhere else, isn’t enough.
UKHSA's Fetal anomaly screening: care pathways page has several good examples of flow charts accompanied by text alternatives. Or see another example at the bottom of HMRC's Capital Gains Manual
c) Infographics
This is because they are inaccessible to the blind or partially sighted.
d) Infographics
Like algorithms, infographics must be accompanied by a full text transcriptionInfographics are highly inaccessible and so are deprecated. If they must be included a full written summary must be given.