11. Website and Email Style

The following information is for use when designing web pages or writing text for the college’s website.

11.1 Spelling preferences

Please note three preferred spellings/capitalizations listed earlier in the Style Guide:

email  (not e-mail and not E-Mail and not Email)            
website (not Website and not web site and not web-site)
internet (or the Internet)

11.2 Font preferences

The Durham Tech website uses style sheets to automatically format font size, style, and color.  Italicized print is very difficult to read on a computer screen. It is best to use bold print to highlight important points. Users generally expect underlined text to contain a link, so avoid underlined text. Also, avoid spelling words in all capitals.

11.3 Page size and length preferences

Fortunately, Durham Tech’s website access is via a high bandwidth line. That means pages will load quickly. However, people do not like to scroll through pages of information to find what they need. Use relative links at the top of the page for easier navigation. Include back to the top links frequently throughout long pages or simply break up the information into two pages.

The Durham Tech website has been designed with a 1024 x 768 pixel resolution in mind.

Studies have shown that most people scan pages as opposed to reading them. A large block of text is difficult to read, so keep paragraphs short and use a lot of white space. Add an empty line between paragraphs for easier reading.

A horizontal rule can also be used to separate different subject areas of text; however, this can be overdone. If you have a lot of information, it is better to use a table format to organize it.

Preview your work in Internet Explorer, Firefox, Safari, and Chrome. Approximately two-thirds of Durham Tech’s website viewers use Internet Explorer, one-quarter use Firefox, and the remainder use other browsers.

11.4 Links and linking to other sites

When linking to other files, consider the type of software the users may have on their computers. Do you find it annoying to click on a link that asks you to download software before you can view the information? It is recommended that you only link to other HTML files. However, since Durham Tech faculty and staff have Microsoft Word, PowerPoint, and Adobe Acrobat Reader loaded on their computers, it is acceptable to link to these file types via the faculty and staff section of the website when necessary. When developing external (public) websites, avoid linking to other file types since users may not have the necessary software to view them and such files can cause the site to have a less professional image. One exception to this rule is video links where a photograph is not sufficient. Adobe Acrobat (pdf) files are also acceptable when printable forms cannot be adequately rebuilt in HTML. Adobe Acrobat files may also be linked to from a web page as a printer-friendly alternative.

You may wish to provide links to outside websites. Feel free to do this; however, it is a courtesy to send the site contacts an email stating that you wish to link to the page and ask for permission. They may wish that you enter their site via a specific page. It is important that Durham Tech visitors understand they are entering another site that the college may not sanction. Therefore, please include the following disclaimer in the section where you provide the links:

Durham Tech is providing these links to websites as additional sources of information and not as an advertising or promotion service for these organizations. Other individuals or companies maintain or control these websites. Durham Tech is not responsible for and does not routinely screen, approve, review, or endorse the contents of or use of any of the products or services that may be offered through these websites. Direct comments about the contents of these linked pages to the page authors.

Check the links frequently to ensure that they are intact. Nothing dates a site like broken links.

11.5 Graphics and photographs

When using graphics or photographs, make them relevant and scale them to an appropriate size.  If a student is pictured in a photograph, obtain written permission from the student using the photo release form available through Marketing and Communications staff.

Obey copyright rules. An explanation of “Fair Use” laws is available at the following website:

http://fairuse.stanford.edu/Copyright_and_Fair_Use_Overview/chapter6/index.html

If in doubt about using someone else’s images or web content, play it safe and ask for permission.

11.6 Backing up

As with all important documents, back up your files frequently. Store them in another location if possible

11.7 Net etiquette

Below are common rules of web page design:

• Users view CAPITALS as shouting. Use bold type to highlight important points or limit capitals to one word. Unless, of course, you intend to shout at the user.

• Avoid cluttering your messages with excessive emphasis (such as stars, arrows, text color changes) that make the message hard to follow.

• Humor is difficult to express in print and should be avoided since you risk offending your audience.

• Respect other people’s time by writing as briefly as possible.

• Animations and splash pages may be fun to view for a few seconds, but they quickly become irritating and draw attention away from the information you wish to convey.

11.8 Social Websites

Durham Tech maintains a presence on various social networking sites. You are welcome to post news, events, photographs, or videos relevant to the Durham Tech community on these sites. Or, you may send content for posting on behalf of the college to Melissa Chappell, Social Media Manager.

Maintain a professional image when using these sites by creating a new user account with your Durham Tech email. Keep your personal and professional accounts separate whenever possible.

Social networking etiquette is similar to email etiquette (see Section 11.10).  The following are suggestions to consider when using social networking sites:

• Do not dominate the website.  Choose the most appropriate subject to post or comment to leave on someone else’s post.

• Keep your posts as brief as possible.

• Respect other people’s viewpoints by keeping posts positive and professional.

• Do not use applications such as sending friends virtual “gifts” or “flowers.”

11.9 Email readability

When sending emails, consider the following for easier reading:

• Best fonts for email include Times New Roman, Arial, Verdana, Georgia, and Trebuchet.

• Best font sizes are 10 point, 12 point, or larger.

• Best text width is 60 characters across.

• Best color is black text on white background.

11.10 Email etiquette

Below are some suggestions to consider when using email:

• Do not type a message in all caps.

• Avoid cluttering messages with excessive emphasis.

• Watch your tone! Humor is often difficult to express in print.

• Be as brief as possible in your messages.

• Use white line spaces to break up large blocks of text.

• Always include a specific, brief subject heading.

• Include your name, contact information, and position at the college at the end of your message.

• Do not overuse the URGENT or high-priority options when sending your emails. 

• In your message, be clear about what you need. If you require a response or need information by a specific date, clearly state your needs and deadlines.

• Try to answer or respond to all questions an email sender asks.

• Only forward email messages with the permission of the original email author. 

• Avoid using text message “lingo” and abbreviations in your email messages. 

• Respond to email messages as promptly as possible.

• Do not use Durham Tech’s email system to forward inspirational, humorous, or non-business-related messages.

• Remember, email messages sent using the Durham Tech email system are public record. With this in mind, do not put anything in writing that you would not say in public.

• Because of the multicultural environment of our college and the communities we serve as well as the diversity of views represented at the college, we request that you not include any statements of a personal nature after the signature on emails sent from your Durham Tech email account.  Such statements include religious, philosophical, educational, and other types of comments.

•  Please include the following statement or an appropriate variation as your email signature:

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