Tips to Help Writers and Speakers Create an Effective PDF Handout

by Edie Melson @EdieMelson

Putting together a handout can be a tricky thing. It needs to stand alone and not leave those who refer back to it confused, but it also needs to be less than a word-for-word copy of what you’re teaching. In addition, the graphics need to complement the subject without out overpowering it. And finally, it needs to be something that won’t cost your students a fortune if they decide to print it out. 

3 Components for a Successful Handout

• Valuable information (without being a script)
• Engaging graphics
• Printable

My favorite program to create PDF handouts is Canva.com. I have the pro version (paid) so I have access to all the necessary components. There is an excellent free version, but you’ll need to look elsewhere for graphics. I’ll share how to find those when we get to those steps. 

I approach compose a handout using these components.

1. Branded. I try to create all my handouts in a similar style. I have my favorite fonts and graphic elements. And if I use color, I have a specific set of colors I always use. This means my handouts are recognizable no matter where my audience connects with me.

2. Title. This may seem obvious, but it’s critically important that your handout title is either the talk/class you’re presenting. Or, if it’s just a portion of the information presented be sure to use the EXACT wording you use when referencing it in your presentation. 

3. Short intro. I like to give a short intro to make certain the person referencing the handout at a later time can immediately understand what is being shared. This isn’t the place for an illustration about why the info is important, just a straightforward sentence or two summing up what they’re about to read.

4. Formatting. I’m a stickler for scan-ability for notes. I want to make sure the person looking at the handout can immediately see the value and find the information they need. This means I look for ways to use lists, bullet points and bold headings.

5. Watermark. I want to provide handouts as additional information that can be used BY THOSE ATTENDING THE PRESENTATION at a later date. Sometimes I will spell out the fact that the material is copyrighted with this footer:

© Copyrighted Material. Do NOT reproduce without express written permission

Edie Melson • www.EdieMelson.com • Edie@EdieMelson.com

But most often I compose a footer that has my website and the page number (if the handout is more than 1 page long).

www.EdieMelson.com                                           Page 1

6. Graphics. I try to find graphics that are simple and in black and white for ease in printing. Often I’ll use them in the title area. But sometimes I’ll use them at the bottom as well. Canva has an excellent variety, and they’re free if you have the pro version of Canva. If you don’t, you can visit www.Pixabay.com. This site has more than just images, they also have Vector graphics. You can do a search for the graphic you need, like calendar, and instead of image, choose to search for Vector graphic.

7. Bio. This one is optional. Sometimes I’ll include a short bio and headshot. It depends on the space I have and how familiar the audience is with me. 

Graphic Design

Before we talk about creating the handout, let’s have a quick lesson on graphic design basics. There are certain things you want to keep in mind when you’re designing a handout so it’s aesthetically pleasing. Here are some conventions that will make your finished product look better.

1. Font Choices. This is a big one. Unless you are a graphic design expert who knows how to mix multiple fonts, keep your design simple. Two fonts is ideal and you want to avoid using more than 3 different fonts.

I usually choose two main fonts, one that’s a handwriting or script font, and one that’s a typeset font. 

• Handwriting Fonts. You want to be careful and make certain EVERY letter is legible in the handwriting font you choose. Readability is a million times more important than using a font that’s pretty.
• Typeset Fonts. I prefer to use a typeset font that’s sans serif and has the ability for me to make it bold or italic. This gives me more options when I’m formatting the text and making the handout easy to read.

2. Font Size. I can’t give you a definite font size because different types of fonts vary widely in what’s readable. It’s important to experiment and make certain the font you’re using is readable in the size you’ve chosen. 

Font Size can also be a valuable design tool. Using a larger size can emphasize words or phrases and sometimes this is a better choice than changing fonts completely. 

3. Balance. Balance is different than symmetry. The best example I can think of is if you are decorating a fireplace mantle in your home. 

• A symmetrical approach would be to have the exact same vase on either end, with a mirror hung exactly in the center. 
• A balanced approach would be to have a vase with a flower arrangement that’s approximately 18 inches high on one end of the mantle, several paintings hung in the center and at the other end a stack of books with a small statue that all together is approx. 18 inches high. 

This is a simplistic explanation, but the point is balance doesn’t always match, but it’s always pleasing to the eye. And that “eye” takes time and practice to develop. 

What’s the point of this? The point is your page should have balance, but doesn’t have to match.

4. Graphics. The graphic images I use fall into several general categories. 

• Graphics that illustrate: These would be images like an evergreen bough I used to illustrate a handout I did on Evergreen Writing.
• Graphics that divide: These are usually some kind of line or linear graphic that give a visual break between sections or points.
• Graphics that group: These would be something that helps set off a point, like corners or a square around text. This can also be a frame around the entire handout page.

A graphic element can be very subtle but still pack a big impact. Actually I think the judicious use of subtle graphics are what elevate handout from boring to extraordinary.

Other Things to Consider

Color. I recommend using color with a light hand. I try to keep the background of my handouts white. Otherwise if someone wants to print it out, it requires a color printer or at least extra ink if they’re printing it in grayscale. 

If I’m doing something that I don’t expect or want printed out, I will sometimes use color to enhance the overall look. But even then, I use color lightly. Colors can appear very differently on different devices—from different brand or model computers to tablets to phones. 

Also remember that your eyes read differently on a screen as opposed to a printed page. On a screen we need a high contrast—especially with poor lighting (poor lighting can mean low light or extreme bright light). That pale brown background with dark brown lettering is beautiful when printed, but a nightmare to read on a screen because the contrast isn’t sharp enough. 

Using a Frame. Sometimes I like to use a frame around the entire handout. I tend to do this if the handout is short and has a lot of white space. I want my handouts to be perceived as valuable and that is often fed unconsciously by how “full” a page is. 

Finally, save your handouts as a PDF, not a word document. This will ensure all the elements stay in place when your handout is printed.

These are my tips for creating a handout. I'd love to know what tips you have. Beside to leave your thoughts in the comments section below.

Don't forget to join the conversation!

Blessings, 

Edie

NOTE: I've had a request for an example of one of my handouts, so here it is:

12 Promises Writers Must Make to Themselves

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Tips to Help Writers and Speakers Create an Effective PDF Handout from @EdieMelson (Click to Tweet)

Edie Melson is a woman of faith with ink-stained fingers observing life through the lens of her camera. No matter whether she’s talking to writers, entrepreneurs, or readers, her first advice is always “Find your voice, live your story.” As an author, blogger, and speaker she’s encouraged and challenged audiences across the country and around the world. Her numerous books reflect her passion to help others develop the strength of their God-given gifts and apply them to their lives.Connect with her on her website, through Facebook, Twitter and on Instagram.

Featured Image: Photo by Ilya Pavlov on Unsplash