Photos are used in professional documents as tools for communicating a message that a writer feels can be strengthened through the use of proper imagery. Photographs can do many things to enhance a message, some examples can be seen here:

Illustration Checklist

Planning

• What kinds of illustrations are your audience familiar with?
• Do you have information that could be more easily or quickly communicated to your audience visually or in a combination of words and graphics?
• Do you have definitions that could be displayed visually in whole or in part?
• Do you have any processes or procedures that could be depicted in a flowchart?
• Do you have information on trends or relationships that could be displayed in tables and graphics?
• Do you have masses of statistics that could be summarized in tables?
• Do you need to depict objects? If so, what do you need to display about the objects? Do you need to focus attention on specific aspects of the objects? Do you require the realism of photographs?
• What are the design conventions of your illustrations?
• Are there suitable illustrations you could borrow or adapt? Or will you need to create them yourself?

Revising

• Are you illustrations suited to your purpose and audience?
• Do your illustrations communicate information ethically?
• Are your illustrations effectively located and easy to find?
• Are your illustrations numbered and labeled?
• Do your verbal and visual elements reinforce each other?
• Are your illustrations genuinely informative instead of simply decorative?
• When necessary, have you helped your readers to interpret your illustrations with commentary or annotations?
• Have you acknowledged the sources for borrowed or adapted tables and figures?

How To Perform an Action

Pictures are an effective tool for giving visual representation of how to do something. They can can stand alone or work in conjunction with the given text, and they can enhance a message if used properly.

If you are using pictures in conjunction with text: As in a set of instructions, the imagery increases understanding of the task, in addition to decreasing confusion that may arise from text that stands alone. When using a picture to help portray how to perform a task, it is your responsibility to make sure the picture matches up with the text. You must explain the picture using text, and vice versa, explain the text using a picture. Also, the viewer will accomplish the task more often when the picture looks how it would if they were watching the task, not necessarily if they were experiencing it.

An example would be: if your task was doing a cartwheel, you wouldn’t want the pictures at an angle where the person is looking through the eyes of the one doing the cartwheel. You would want the pictures to be from someone watching the event, so that the viewer isn’t confused by what they can’t see (such as where their feet are when they’re looking at their hands). It’s the simple things that make or break a document when using pictures. Think and re-think the pictures you are using and how someone seeing them for the first time will react to them.

How a Finished Product Should Look

When textual information does not capture the essence of what your trying to describe, try putting an actual photo of what your trying to describe in the document. This type of picture enables you to come as close to reality as possible. Make sure your pictures are in color and of high quality. Black and white photos tend to blur easily on paper and lack the detail needed to fully understand a photo. Images cut down on excessive use of describing words. “A picture is worth a thousand words” relates to this situation.

Be sure to use the text wrap abilities of most word processors. A well placed picture with clean text wrapping can make an otherwise overwhelming block of text seem reasonably approachable. Looking at 25 pages of block, justified alignment, plain black text is one of the most boring ways to see a report. A picture can liven up a report, make it more memorable, and help clarify the report all in one motion.

Map Out an Object, Place, or Process

An example of these types of pictures can be found in an automotive manual or a science textbook. This can be anything from a picture of a machine to an example of how photosynthesis works. Arrows and labels can be used in order to show where everything is and how the process takes place. The picture should include a big enough background so that the reader can locate the area in relation to things around it.
Photographs can also play a major role in connecting with the audience. They are useful in multi-cultural situations when a shared written language may not exist. Pictures can speak louder than words, and usually portray the message quicker. It is very important to keep the first initial reaction in mind when choosing the image you will place within your document. Be sure to avoid photos that may have several meanings, or the true meaning may be unclear. In order to avoid this type of situation, put yourself in the audience that you are writing for and try to be unbiased when you view the image. Better yet, test the image on someone who does not know much about your photo’s topic and ask them what message the photo sends to them. Clarity is essential in conveying your message.

Do not rely too heavily on pictures though. Pictures and text should be used simultaneously in order to give the audience the most accurate direction. Pictures can make a great break in words, but are not always as useful to get a point across as words are.

Software Can Tremendously Increase Photograph Effectiveness

There are a great deal of photo editing programs for computers that can be utilized to bring out the right angle, zoom, view, and color of a photo. Some of the most popular photo editing software includes Photoshop, Corel, and Image Smart. Many computers now come with basic image editing software, which allows one to adjust color, brightness, crop, and other basic edits.

Cropping is an essential key feature that allows you to enlarge the area of the photo you want the reader to see, while omitting the background and obsolete area of the background. Cropping is equivalent to looking at an image under a microscope where you can focus on the areas you want the readers to see the clearest. However, this can decrease image quality and make the image hard to see. When possible, it is best to use images that need little to no editing.

When using imagery make sure it is of high image resolution (300 dpi for print, 72 dpi for screen) and the proper format to be inserting into your document. Typically, sticking with images from original sources, such as a camera or other .jpg or .tif file are best.

If you find your photograph is not using the right coloring, computer programs such as Photoshop, Corel, etc. will allow you to adjust the color balance and light in many different variations. This is an important feature, especially when the photograph was not professionally taken or lacks the appropriate lighting for the setting. Be careful not to over or under expose the photography.

Labeling is also another feature you can do in a computer program. You can insert boxes with text and arrows into a photograph in order to label key details. Labeling your photographs keeps the information you are trying to convey to the reader clear.

These computer programs may take some time to become familiar with how they work. It might be necessary to take a course or tutorial on how to use them to their full advantages, but it’s worth it for all the features these programs have. There are some free tutorials available on the internet or through the actual program.

Using Graphics From the Artists, Internet, and Other Misc. Sources

Graphics can be found for just about any topic relatively easily if you know how to search for them and cite the artist properly. Like any written material, pictures are also property of the original artist in many cases. It is important to use good ethics and cite artists when necessary. The internet and your computer’s clip art file have countless pictures and graphics as well. Knowing how to use these techniques and tools will make finding and using images easier.

Citing Images

In order to use or manipulate an image or graphic not your own, from either the Internet or any other source, you must obtain permission from whoever created or has rights to that image. Usually some type of arrangement between you and this person or organization will have to be negotiated. This could be anything from paying for the rights to use the image, or citing the image in the way that is expressed by the owner. Sometimes graphics will be considered public domain. Studying the copyright information of an image is one way to determine whether or not it is public domain. Images belonging to a government agency or even to your employer would typically be considered public domain. Even so, these images should still be cited. A quick guide to citing images from books and internet can be found at, [[1]]

Finding Images on the Internet

If you are looking for a high resolution image from the internet, you can select in the Google header bar that you want it only to search for “large images, or extra large images”. If you are not finding what you are looking for, there are many stock photography sites out there that allow you to have the image, royalty free for very little of your own money. Some sites to consider would be: Stock.XCHNG (this is a free site, with some restrictions), Stock Xpert, Corbis, Getty, or others, just type in stock photography in the search bar.

Clip Art/Illustrations

Illustrations are a great way to convey information easily and effectively to an audience of all ages. However, when using illustrations be sure that there is relevance from the illustration to the topic your discussing. Illustrations can serve as tangents if they have no relevance to the topic being discussed. Illustrations must be chosen to highlight the topic you are discussing and not to distract readers from it.

Graphics can portray ideas more easily than a picture. They give a different type of quality than text in the document. However, when presenting the ideas to well-educated and technologically savvy professionals, clip art may not present the information efficiently. Illustrations that have a low image resolution can take away from the details you are trying to portray to your audience.If this is the case then photos may be a better choice because they are more clear and may get you point across better.

Headline text

Headline text is used to introduce or even explain graphics. It is expected that you label all of your graphics in one way or another so that when you reference them in you document the reader knows which graphic you are talking about. Headline text can be as simple as a title for a graph or as complex as a short paragraph below a photo explaining the origin and context of the image. Your images and text may seem to go together logically without headlines to you, but your readers will not have your same familiarity.

Document design is the “nuts and bolts” of technical writing. No matter how brilliant or important the content, if it is not formatted in way that enhances readability, it will likely not receive the attention it deserves. This section includes the information on how technical writers use formatting features to optimize readability.