Guidelines: How to Write One Stop Articles
One Stop Article Setup and Style Guide
Purpose: Make all One Stop help articles clear, accessible, and consistent. Use this guide whenever you create or update content.
Consistent formatting and structure improve usability. In addition to covering the Core Topics of Digital Accessibility, this style guide ensures every One Stop article follows the same standards for accessibility and clarity.
Start with a Clean Slate
Copying and pasting from external sources can introduce hidden styles that break accessibility and consistency.
- Avoid direct copy/paste. Pasted text often brings unwanted fonts, colors, and spacing.
- Clear formatting immediately. After pasting any text, select it all and click “Clear formatting” in the toolbar.
- Use built-in editor tools. Apply headings, bold, italics, lists, and links using the editor’s formatting buttons rather than manual font settings.
Apply Default Fonts and Styles
Consistent typography enhances readability and screen-reader compatibility.
- Font family: Arial (sans serif)
- Font size: Minimum 14 pt for body text (Normal style)
- Color: Automatic black for all text; reserve underlining only for links
- Avoid: Italics for body text, WordArt, all-caps, and full justification
Use Built-In Heading Styles
Headings create structure, aid navigation, and improve scan-ability.
- One Heading 1 per article. This marks the main title.
- Maintain hierarchy. Use Heading 2 for major sections, Heading 3 for subsections, and so on—never skip levels.
- Stick to defaults. Don’t override the platform’s built-in font sizes or colors for headings.
- Write descriptive headings. Each heading should summarize the content that follows in a few words.
Tip: Click the “Paragraph Format” dropdown in the toolbar to select the correct heading level.
Set Up Lists and Tables
Well-formatted lists and tables improve clarity and accessibility.
- Numbered lists for step-by-step instructions (e.g., installation procedures).
- Bulleted lists for requirements, tips, or optional details.
- Simple tables only when presenting data with rows and columns. Always include clear row and column headers and avoid merging cells. Do not use tables for layout or placing images.
Craft Your Title
A good title helps users and search engines find your article.
- Include primary keywords. Use the main search term that users will look for.
- Consider question format. If it matches user intent, write the title as a question (e.g., “How to Reset Your Password”).
- Add context. Specify operating system, location, or application name when relevant (e.g., “Printer Setup on MacBook in West Office”).
- Ensure uniqueness. No two articles in One Stop should share the same title.
Build a Focused Article Body
Keep content targeted and concise to maintain reader engagement.
- One topic per article. If you need to cover a second topic, create a separate article.
- Aim for ~400 words. Shorter articles are easier to skim and update.
- Avoid duplication. Do not reuse large sections of text from other articles in your title or body.
- Use plain language. Write in conversational terms—e.g., “Click the Start menu,” not “Activate the commencement dropdown.”
- Label URLs. Always use descriptive link text or follow a raw URL with a brief explanation.
Write Clear Instructions
Well-written steps guide users efficiently through tasks.
- Use command sentences. Begin steps with a verb: “Click File,” “Select Printer.”
- State purpose first. “To print a test page, click File → Print Test Page.”
- Group related actions. “Click the search box, type ‘reports,’ and press Enter.”
- Mark optional steps. Start with Optional: (no parentheses).
- Omit keyboard shortcuts. Describe the action’s outcome—“Copy the text, then paste it”—instead of “Press Ctrl+C.”
Quick Accessibility Check
Before you hit Publish, verify these four items:
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Headings: Confirm the structure is sequential (H1 → H2 → H3) via the Navigation Pane.
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Alt text: Every image must include meaningful alt text describing its function or content.
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Color & contrast: Ensure text meets contrast standards and don’t rely on color alone—add icons or bolding for emphasis.
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Links: Verify link text clearly explains the destination (avoid generic “Click here”).
By following these steps; cleaning up pasted content, leveraging built-in styles, structuring headings properly, and writing concise, accessible instructions, you’ll create One Stop articles that are user-friendly, searchable, and maintain the high quality our users expect.
For further assistance or training, contact:
Debbie Dramstad, CPACC
Web Accessibility & Applications Specialist
debra.dramstad@vcsu.edu