Language Guidelines

Style Guide
Introduction
Use clear and concise American English appropriate for the designated global audience. This
document is divided into three sections:
1. Section 1: Grammar and Punctuation

2. Section 2: Writing Style Specifications
3. Section 3: Technical Terminology
Section 1
Grammar and Punctuation
1. COMMAS
• Commas in a series
• Use a comma before the conjunction (and or or) joining the last two
elements in a sentence containing a series of three or more elements.
Do not use a comma before the final and or or if there are only two
components.
EXAMPLES
1. They are used to create a partition or a logical drive, assign a partition as the active partition,
delete a partition, or display the partition information.
2. You need a password and a user name to log on to the network.
3. You need a password, a user name, and the appropriate access right to log on to the
network.
• A comma is used before a list of two items when it is preceded by a

complete sentence. A colon is used before a list of three or more items
when it is preceded by a complete sentence. Do not use a comma or a
colon when the first part does not form a complete sentence.
EXAMPLES
1. There are four types of databases: A, B, C, and D.
2. There are two types of databases, A and B.
3. The two types of joins are LEFT and RIGHT.
4. They are LEFT, RIGHT, and FULL.
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only_vimaljoshi@yahoo.co.in
• Use a comma to separate two or more adjectives of equal rank. However, do not use a
comma when the last adjective is part of the noun phrase.
EXAMPLES
1. A dark, deserted alley
2. A loyal, devoted, and supportive friend
3. A diamond engagement ring
4. A picturesque covered bridge
• Commas in Introductory phrases

• Use a comma after every introductory phrase or clause. An introductory
phrase or clause introduces the main idea of the sentence or states a
condition or situation that directly affects or qualifies the main idea. A comma
is used after an introductory phrase/clause to keep our focus on the main
idea of the sentence that follows the introductory phrase/clause. An
introductory phrase/clause can begin with words such as when, if, to, in, at,
after, before, although, from, as, since, and with.
EXAMPLES
1. In recent months, many changes have taken place in the city.
2. To access the Save command, use the File menu.
3. If you try to quit the program without saving the file, an error message appears on the screen.
• Commas with restrictive and nonrestrictive phrases

• Use commas to set off nonrestrictive (nonessential) phrases. A nonrestrictive phrase
adds an additional thought and might be omitted without interfering with the meaning.
EXAMPLES
1. The letter from the company, which has been just received by him, clarifies the problem.
2. The default value, 17 seconds, is used in the configuration process.
3. The first option, File, on the menu bar is used for the purpose.
4. A document, Standards.doc, is open.
Some examples of phrases that introduce a nonrestrictive phrase are given below:
• which clause
Example: Data objects implement an interface called IDataObject, which encompasses the
standard operations of the get/set data and the query/enumerate functions.
• regardless:
Example: The motherboard will group RAM sockets into memory banks, regardless of the
packaging.
• if any:
Example: The boot program searches for system files, if any, on the floppy disk.
• if required:
Example: Configure the expansion board by setting jumper and DIP switches, if required.
• in turn:
Example: The adapter cards, in turn, contain BIOS routines.
• if possible:
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Example: Configure the expansion board by setting jumper and DIP switches, if possible.
• in addition
Example: The guidelines, in addition to the settings, helped configure the server.
• Including
Example: The guidelines, including the setting guidelines, helped configure the server.
• respectively
Example: The files A and B were copied to the directories X and Z, respectively.
• Do not use commas to set off restrictive phrases. A restrictive phrase is essential to
the meaning of the sentence.
EXAMPLES
1. All persons who are known to have seen the accident will be questioned.
2. An attribute is a characteristic that can change something
• Commas in compound sentences

A Compound Sentence:
• is made up of two or more simple sentences.
• has two or more subjects.
• uses the coordinating conjunctions and, or and but to join two or more simple sentences.
• contains a comma before each coordinating conjunction that separates two
or more simple sentences.
• Use a comma before each coordinating conjunction (and, or, but) in a

compound sentence. This comma separates two or more simple sentences.
EXAMPLE
The parameters are specified, and the project is saved as Test.dll.
• When part of the compound sentence already has commas, use a semicolon to
separate one clause from the other.
EXAMPLE
The interface, the method name, and parameters are specified; and the project is saved as
Test.dll.
• Use a comma before the conjunction joining the final clause in a statement containing
three or more clauses (with different subjects) specified.
The password is XYZ, the user name is ABC, and the server is Roger.
• Do not use a comma in a sentence that has two verbs but a single subject.
EXAMPLE
The second print statement produces the output Hello or gives an error message.
• Do not use a comma before a coordinating conjunction (and, or, or but) when the
common implied subject of two clauses (which do not contain any internal
punctuation) in a sentence is You.
EXAMPLE
Rename the file and save it.
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• Use a comma before the conjunction joining the final clause in a statement containing
three or more imperative clauses. Treat the imperative clauses in such a sentence as a
series and use a comma before the conjunction before the final clause.
EXAMPLE
Delete a file, create a folder, and modify the directory.
• A comma is not required when two clauses in a compound sentence have a common
condition or a common introductory phrase. Such common introductory phrases may
begin with phrases such as For example, Similarly, Therefore, When, This is because,
and If.
EXAMPLES:
1. In RAID 4, sectors are split between multiple drives and an additional parity drive is used.
2. The users of non-Windows NT client computers in a single master domain model can access
the resources in another domain if appropriate trust relationships are set up between the two
domains and the users have their user accounts stored in the directory database of the
master domain.
• Do not use a comma before subordinate conjunctions such as while, when, where,
since, so, that, now that, because, as, as if, as though, whether, although, even,
though, if, and until.
EXAMPLE
The term is acceptable in programmer documentation because it has become ingrained.
• Commas in dates
In the m-d-y date format, the year must be followed as well as preceded by commas unless the
year is followed by other punctuation such as a period, a semicolon, etc.
EXAMPLE
The meeting was scheduled for June 12, 1996, in Seattle.
No internal punctuation is used in the d-m-y date format.
EXAMPLE
The meeting was scheduled for 12 June 1996.
• Commas in numbers
Use commas in numbers that have four or more digits, regardless of how the numbers appear in
the interface.
When designating years and baud, use commas only when the number has five or more digits.
Do not use commas in page numbers, addresses, and decimals.
Examples
1,024 bytes
2,492 minute
10,000 B.C.
1,093 pages
9600 baud
14,400 baud
Page 1091
Nonexamples
2048 bytes
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3000 hours
11000 B.C.
2450 pages
9,600 baud
15570 baud
Page 1,091
• Commas in addresses
Do not use a comma in street addresses, room or suite numbers, telephone numbers or before
postal code.
EXAMPLE
• 1529 Summit Avenue
• Room 2102
• Suite 5600
• 5 Cliff Way
Columbus Circle
New York, NY 10538
2. Articles
• Do not omit articles (a, an, or the) since they add clarity and flow to the writing. A and
An are known as indefinite articles while the is known as the definite article.
• There are four types of nouns:

1. Singular Nouns: For example, computer, system, table
2. Plural Nouns: For example, computers, systems, tables
3. Abstract Nouns: For example, architecture, technology
4. Collective Nouns: For example, data, memory
• A singular noun should be prefixed with an appropriate article.

EXAMPLES
1. I went to the market.
2. I bought a shirt from the store.
3. A computer is better than an abacus.
4. For example, the net income of an organization is plotted on the y-axis.
5. Change the layout of the table to a specified layout by using the menu bar.
6. The current color of the SmartMaster set of the Project Status presentation is
blue.
• Plural nouns, abstract nouns, and collective nouns may or may not take an article
depending on the following conditions:
_ They are specific.
_ They are further qualified.
_ They have been referred to very recently.
_ They are referred to in relation to a location.
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EXAMPLES:
1. The computers of today are more efficient than the computers of yesterday. (plural nouns
that are further qualified)
2. The architecture that is client-based…(abstract noun that is further qualified)
3. The data that is user-specific…(collective noun that is further qualified)
4. Client/server architecture is easy to implement.
5. The two-tier architecture is a specific kind of architecture.
6. Recent advances in medical technology have been detailed in this manual.
7. The data on the server needs to be updated.
8. The server contains data such as names and passwords.
Note: Usage of an article with the collective noun “Code”

• Like "data", "code" too is a collective noun. Therefore, there is no plural form of code. "Codes"
is incorrect.
• The phrase "a code" is incorrect because indefinite articles ("a" and "an") can be used with
non count nouns only when they are further qualified.
• However, to avoid an awkward sentence construction, use the definite article "the" with code.
Use "a" only when the word "code" is followed by another common noun, such as "sample,"
"line," etc.
EXAMPLES
1. "The code" to pass a variable is displayed on the screen.
2. "A code sample" is displayed on the screen.
• To refer to code in plural, use phrases such as:

1. "Multiple lines of code" are displayed on the screen.
2. "Four samples of code" are displayed on the screen.
3. "Four samples of the code" used to interchange the parameter values are displayed...
4. "Four code samples" used to interchange the parameter values are displayed on the
screen.
• Incorrect Examples:
1. "Multiple lines of a code" are displayed on the screen.
2. "Four samples of a code" are displayed on the screen.
3. "Four codes" are displayed on the screen.
• The article a usually precedes a collective noun regarded as plural. The article the
usually precedes a collective noun regarded as singular.
EXAMPLES
• A number of students have signified their intention to take the advanced course.
• The number of students has increased this year.
• A couple of suggestions were offered.
• The couple was recognized boarding a plane.
• The articles a, an, or the should be repeated when referring to two or more separate
persons or objects.
EXAMPLES
1. Either a man or a woman may apply.
2. A chair and a desk are kept in Ford’s room.
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3. A relation can be created using a primary key and a foreign key
4. You use the primary and foreign keys to define a relation.
• Do not repeat the definite article (the) when it suffixes a list of elements followed by a
common/linking phrase.
EXAMPLES
1. The cabinet, chair and desk to be sold are located in the other room.
(The phrase to be sold is common to the singular nouns cabinet, chair and desk. Therefore, only
one definite article (the) needs to be prefixed to the first singular noun.)
2. The lesson also covers the functions and features of each class.
(The phrase of each class is common to both the singular nouns function and feature. Therefore,
only one definite article (the) needs to be prefixed to the first singular noun.)
3. The user and file names are stored in the document.
Non examples
1. The cabinet, the chair and the desk to be sold are located in the other room.
2. The lesson also covers the function and the feature of each class.
3. The user and the file names are stored in the document.
• Do not use an article before a proper noun unless it is followed by a common noun.
There are some exceptions to this guideline, such as the Internet, the United States,
and the World Wide Web. Check the product manual and the Help files for the product
being taught to see how articles are used before specific terms. These terms and
article usage is to be noted in the Word List for the course or series.
EXAMPLES of articles before a common noun preceded by a proper noun
1. The $name variable
2. The Close button
3. The Perl scripting language
4. The Microsoft Web site
• Always use articles before superlatives.

EXAMPLES
1. The best cars
2. The latest information
3. The fastest computers
• Article usage with the word Future

Use the future when referring to future as a noun.
• Article usage with “ascending order” and “descending order”
Do not use an article before "ascending order” and "descending order."

"Order' as used in this context is an abstract noun; therefore, it should not be prefixed with an
article even when further qualified.
Example:
Sort the data in ascending order.
Sort the tasks in descending order of difficulty.
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Incorrect
Sort the data in the ascending order.
Sort the tasks in the descending order of difficulty.
3. Hyphens
Hyphens are joiners. Use them to avoid ambiguity or to form a single idea from two or more
words.
• Use a hyphen between terms forming compound adjectives before the noun being
modified.
EXAMPLES
1. First-class bond
2. Hard-hitting policy
3. Up-to-date fashions
4. Well-deserved honors
• Do not use a hyphen when a compound adjective follows the noun or the predicate.
EXAMPLES
1. Many fashions, popular and up to date, will be on display.
2. His fame, well deserved and worldwide, rests on his scientific achievements.
• Use a hyphen when a modifier is used after a form of the verb to be.
EXAMPLE
1. The program was Windows-based.
2. The code is case-sensitive.
• All based, defined, related, sensitive, oriented, intensive, specific words must be
hyphenated unconditionally.
EXAMPLES
1. Context-specific
2. Windows-based
3. Class-oriented
4. Windows-related
• Time-consuming is always hyphenated.
• Suspensive hyphenation is used with two hyphenated terms in which the second word
is identical.
EXAMPLES
1. Cell- and field-tested
2. One- and two-story houses
• An adverb ending in ly is not joined with a hyphen to the adjective that it qualifies.
EXAMPLES
1. A highly developed intelligence
2. A beautifully told story
3. Commonly used method
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• Use a hyphen in compound numbers.
EXAMPLES
1. Forty-six
2. Twenty-one
• Prefixes: pre, re, sub, non, multi, semi, inter, intra, mini
Usually, the terms containing these prefixes are written as single words without a hyphen.
Examples
1. Prehistoric
2. Premarital
3. Subcommittee
4. Subculture
5. Intrastate
6. Semifinal
7. Semiofficial
8. Minibus
9. Miniseries
10. Noncontroversial
However, they need to be hyphenated in the following cases:
The word that follows a prefix begins with the same vowel or consonant with which the prefix
ended.
EXAMPLES:
Pre-establish, sub-board, re-engineering
A proper noun follows the prefix.

EXAMPLE
Non-Windows
Most terms beginning with the prefixes self and anti are to be hyphenated.
EXAMPLE
Anti-trust, self-motivated,
• Suffixes:
-like: Do not use a hyphen unless the suffix is preceded by the letter l.
EXAMPLE
Bill-like, shell-like
-wide: Do not use a hyphen with the suffix wide.

EXAMPLE
citywide, worldwide
-wise: Do not use a hyphen when it means in the direction of or with regard to.
EXAMPLE
clockwise, lengthwise, otherwise, slantwise.
The word penny-wise is spelled with a hyphen because it is a compound adjective in which -wise
means smart. This same explanation applies to street-wise as in the street-wise youth. (Use
monthly instead of monthwise salary.) Avoid contrived combinations like moneywise and
religionwise.
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Note: Refer to the American Heritage Dictionary for words and terms not listed here.
4. Prepositions
A preposition is a connecting word that shows the relation of a noun or a pronoun to some other
word in a sentence. Avoid ending a sentence with a preposition unless necessary to prevent an
awkward sentence construction. However, avoid stacking prepositional phrases on top of one
another.
EXAMPLES
1. Type the text you want to search for.
2. When you click the Save As option on the File menu, a dialog box is displayed. The Options
button is in the rightmost corner of the dialog box.
NONEXAMPLE
1. Type the text for which you want to search.
2. The Options button is in the rightmost corner of the dialog box of the Save As command on
the File menu.
• Care must be taken in the use of prepositions with various verbs and adjectives. A
dictionary should be consulted in case of doubt as to the correct usage. Some
examples are listed below:
_Among, between
The candy was divided among the members of the class.
The candy was divided between the two children.
_At, with
Jane was angry with me.
The minority was angry at the passage of the bill.
_With, into
The bank merged with its major rival.
This is where the two rivers merged into one.
_ Use compare to to point out similarities between unlike items. Use compare with to comment on
the similarities or differences between similar items. The use of compare to, which is often
metaphorical, is generally unnecessary in documentation.
Correct
• People have compared a computer to a human brain.
• Compared with a Pentium 90, a 386 is extremely slow.
_ Use procedure for instead of procedure of.
5. Subject-Verb Agreement
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• The subject must agree in number with the verb in a sentence. Be sure to use a
singular verb form with a singular subject and a plural verb form with a plural subject.
Example
The menu of options is open. (menu… is)
Non example
The menu of options are open. (You do not say menu… are)
• A subject consisting of two or more nouns or pronouns connected by “and” takes a

plural verb unless the nouns refer to the same person or express a single idea.
EXAMPLE
1. Weather and equipment are cited as causes of the decline in trade.
2. Files and directories are located on the server.
3. He and I are members of that committee.
4. The sum and substance of the matter is that our firm remains in a prosperous condition.
(single idea)
5. My friend and adviser suggests I take a business course (one person)
6. The two types of information are displayed.
7. Information is displayed in two categories.
8. One-third of the tax goes to the government.
9. One-third of the taxes go to the government.
10. The building, in addition to the neighboring store, was destroyed.
• When nouns of quantity, distance, time, and amount are taken as a unit, the verb
should be singular.
EXAMPLES
1. Twenty dollars is still due on his account.
2. Ten miles is a long way to walk.
• Problems often occur when modifying phrases contain plurals. Be careful with the use
of a singular or plural verb with group nouns such as set, group, variety, etc. Refer to a
dictionary when in doubt.
EXAMPLE
1. A variety of treatment methods exist.
2. Each variety of tree has its own name.
3. There are many varieties of flowers.
• Note: There are two kinds of verbs: Transitive and Intransitive.

Transitive verbs take an object. They show action, either upon something or someone.
EXAMPLES
1. The boy was given a football.
2. He kicked the football.
3. They were offered drinks on their arrival.
4. He sold the car.
Intransitive verbs do not take an object.
EXAMPLES
1. We can sleep late tomorrow.
2. She whistled in the dark.
6. Tense
Tense denotes the time of the action indicated by a verb. Choose the tense that conveys the
correct meaning.
Examples:
present: action going on at present or occurs always
She writes a letter.
She is writing a letter.
present perfect: action completed at the present or

continuing into present
She has written a letter.
past: action that occurred at a specific, definite time in the past

She wrote a letter.
past perfect: action completed before a certain time in the past

She had written the letter.
S
future: action will take place in the future
She will write the letter.
future perfect: action will be completed before a certain time in the future
She will have written the letter.
Unit and course overviews use the future tense. Unit and topic summaries use the past tense.
Mastery/Quiz simulations, where an action is already done for the learner, use the simple past
tense (rather than the past perfect tense).
Example: The XYZ option in the dialog box is selected for you.
Nonexample: The XYZ option in the dialog box has been selected for you.
7. Relative pronouns: That and Which

• A relative pronoun relates a clause to the word or words that it modifies. Two common
relative pronouns are "which" and "that".
• “That” clauses are essential to the meaning of the sentence.
• Use "that" to start an essential adjective phrase.
EXAMPLE
1. The book that you borrowed is overdue.
2. The office that we wanted is rented.
• “Which” clauses add further information.

• Use "which" to start a nonessential adjective phrase.
EXAMPLE
Gone with the Wind, which you borrowed, is overdue.
• The phrase starting with the relative pronoun "which" or "that” must be placed next to
the word it qualifies.
EXAMPLE
To set up a WAN in your organization, you need to subscribe to a carrier service that will
efficiently transmit data across the WAN.
(The adjective phrase starting with "that" qualifies the noun phrase "carrier service" and should be
placed immediately after it.)
8. Dashes
The three types of dashes are listed below.
- hyphen
– en dash
— em dash
The en dash is wider than a hyphen and half the width of an em dash. The em dash is the width
of two 00 in a given font.
The main use of an en dash is to indicate continuing or inclusive numbers, such as dates, time or
reference numbers.
If the context requires a dash, an em dash is used when there is a sudden break or abrupt
change in thought within a sentence, the need to expand or emphasize a phrase or to summarize
several elements of the sentence.
There are no spaces between a hyphen, em dash or en dash and the two words or phrases it
connects.
• Do not use em dashes or en dashes unless they are used in one of the following ways:
_ As part of syntax./code
_ With negative numbers
_ In ranges of numbers (such as pages 112-120, cells 8-12)
_ In course titles
• Do not use from or between before a range indicated by an en dash. In such cases, use
“to” or “and” instead of a dash.
EXAMPLE
1. from 1995 to 1997
2. between 1995 and 1997
Nonexamples
1. from 1995—1999
2. between 1995--1997
9. Colons
• Colons are used only as part of syntax, code, typing input, on-screen text, and in a series of
elements (Refer to the category Commas in a Series).
• However, use colons for clarity when referring to a long textual message.
Example:
Your computer displays the following error message: This document might not display properly
because there is a <FRAMESET> within the <BODY> of the document.
10. Parentheses
Use parentheses only as part of a proper noun, syntax, and software option or to enclose an
acronym.
Do not use parentheses anywhere else in scripts.
11. Semicolons
Avoid the use of semicolons unless as part of syntax, code, and typing input.
However, they may have to be used in some places to enable clarity. (Refer to the category
Commas in Compound Sentences).
12. Quotation Marks

• Do not use single or double quotation marks unless required as part of the syntax or
code.
• Use the terms opening quotation marks or closing quotation marks instead of open
quotation marks, close quotation marks, beginning quotation marks, ending quotation
marks, or quotes.
13. Possessive Form

An apostrophe is used to indicate possession.
Examples
1. Jim's dog
2. King Charles's reign
3. Men's hats
4. Mr Jones's house
5. The Joneses' household
Confusion between the possessive its and the contraction it's is one of the commonest mistakes
in spelling.
It's is a contraction for It is.
It's is one of the contractions in the same group as shan't, can't, it'll, they're, shouldn't, etc.
Examples
1. It's a rainy day. (It is a rainy day.)
2. Here's a pretty painting. (Here is a pretty painting.)
3. I shan't take him along. (I shall not take him along.)
Its is a possessive pronoun.

Examples
1. The dog wagged its tail.
2. The hotel issues free guide books to its guests. It's a lovely gesture.
3. It's a pretty painting. Look at its splendid colors.
Avoid an overuse of the possessive form with inanimate objects Use this only if there is a space
constraint.
Nonexample
In this lesson, you will learn about a character mode report’s features.
EXAMPLE
In this lesson, you will learn about the features of a character mode report.
• Do not form the possessive of acronyms.

Incorrect
HTML's popularity is due to its ease of use.
Correct
HTML has increased in popularity due to its ease of use.
• Do not form the possessive of trademarks. Trademarks should always be used as adjectives
or proper nouns, but even as nouns should not be used in the possessive.
Incorrect
Netscape Navigator's upgrade page is found at http://www.netscape.com/upgrade.html.
Correct
The upgrade page for Netscape Navigator is found at http://www.netscape.com/upgrade.html.
-------------------------------------------------------------------------------------------------------------------------------
Section 2
Writing Style Specifications
1. Active Voice
Use the active voice rather than the passive voice for direct, forceful sentences. In the active
voice, the subject performs the action. In the passive voice, the subject receives the action.
Passive voice is unclear as to who performs the action.
Examples:
(passive) The course was tested. Revisions are recorded on the time sheet.
(active) Developers tested the course. The supervisor records revisions on the time sheet.
2. Consistency
Ensure consistent terminology. Use of different terms to refer to the same thing may confuse the
learner.
3. Short and Simple Sentences

Short sentences are easy to understand. While it would be monotonous to make all sentences in
a document short, it is best to keep the majority of them shorter than 20-25 words. This is a
standard for technical and instructional writing because it ensures that the writing is clear for
readers at many reading levels.
Nonexample
Our intention is to simplify the work process.
Example:
We intend to simplify the work process.
4. Positive Statements
Positive statements are easier to understand and usually more concise than negative
constructions. In instructional materials, one should not confuse the reader by explaining what
should not be done. If you give negative instructions, write them clearly to emphasize the
negative nature of the information.
EXAMPLES
1. You must close the file in the application first and then rename it.
2. You cannot rename a file unless you ensure it is not open in any application.
3. If a file is open in an application, you cannot delete it.
5. Parallel Construction
• Parallel or similar thoughts should be expressed in a grammatically parallel or similar manner.
Examples:
Drawing is more enjoyable than painting.
To draw is more enjoyable than to paint.
Nonexample
Drawing is more enjoyable than to paint.
• Choose the same kinds of words to build sentences, clauses and lists that describe, modify,
or connect objects and ideas.
Example: I visited Chicago and found it was a beautiful city. (both past tense)
Nonexample: I visited Chicago and found it is a beautiful city. (mixed past and present tense)
Example: My visit to Chicago included (all verbs ending with ing) riding the L, visiting the Art
Museum, seeing three IMAX movies, eating Chicago-style pizza, and shopping.
Nonexample:
My visit to Chicago included (mixed use of plural nouns and verbs ending with ing) rides on the
L, visits to museums, going to see three movies, ethnic food consumption, and shopping on the
Magic Mile.
6. Beginning a Sentence
• For common usage reasons, sentences should not begin with the following words: also, but,
and, or, because, on, for.
• Do not use lowercase letters, numbers, syntax, or special symbols to begin a sentence.
7. Contractions
• Do not use any contractions such as Let’s, Here’s, We’ll, You'll, This'll, They're,
They'll, etc.
8. Gerund Form
• Avoid the overuse of the gerund (i.e. “ing”) form in the main text. Use the gerund form
in incomplete phrases/labels that may be part of the on-screen text.
EXAMPLE
When customer details are merged with ….
Managing Hardware and Software
Installing New Software
Incorrect
Nonexample
Merging customer details with…
How To Install New Software
9. First person: Let us and We

Do not use let us and we. These terms are first person usage and have the effect of giving the
computer an identity in the training experience. The computer is not a partner in the learning
process but can act as a guide to learning. Let us is redundant in most situations. Be direct
instead. Do not refer to a third person "user" either. Use the second person "You" consistently.
Second person language keeps the focus and responsibility on the learner. This is appropriate
especially when you discuss ways that the reader can benefit from the technology and when you
explain how to work on a task It is better to focus all instruction and directions on you, the learner.
However, do not overuse You.
Indirect reference to user:
The startup process initiates when the user switches on the computer.
Addressing the reader directly:

The startup process begins when you switch on the computer.
Nonexample
Let us look at the functions of the ABC utility.
EXAMPLE
The ABC utility has many functions.
10. Overuse/repetition of the same word

Avoid repeating words and ideas in close succession Variety adds interest.
Transitions, introductions and summaries should also be varied in wording and style so
that the course does not become stiff and formal. For example, the learner is addressed
as you in the course. However, do not start every sentence or every page of a course
with this phrase, especially in transitions and summaries. Vary sentence construction to
decrease learner monotony and boredom.
11. As
• “As” may be used to indicate that something is occurring at the same time, while, or
when something else is happening.
• Do not use “as” to mean “because.”
EXAMPLE
1. As you scroll down the list, the various options are displayed.
2. Hold down the Ctrl button as you click the screen.
3. User access to this file has to be restricted because it contains confidential data.
Nonexamples
1. It is advisable to note the trustees Admin.UCI and [Public} as they will be compared after the
merge is complete.
2. User access to this file has to be restricted as it contains confidential data.
12. Per
• Per is acceptable in statistical or technical contexts in the meaning of for each.
• In casual or colloquial contexts, however, use a or for each instead of per.
• Do not use per to mean by or in accordance with.
Correct
• Users who log on only once a day are rare.
• You can have only one drive letter per network resource.
• Find all the topics that contain a specific word by following the instructions on your screen.
• Identify your computer by using the procedure in the next section.
Incorrect
• Users who log on only once per day are rare.
• Find all the topics that contain a specific word, per the instructions on your screen.
• Identify your computer per the procedure in the next section.
13. You should/ You require/ You must/You

want/You need
Avoid telling the reader You need, You should, You will, You want, or You must do something.
They denote authoritative commands. There is nothing in a course the learner must do or needs
to or wants to do.
Use these phrases only when referring to:
1. some prerequisites, or some dos and don'ts in the content text.
2. when referring to the requirements of a subject other than the user.
Examples:
1. The default setting should be set at …(This implies that the default value should be constant)
2. The users of the network require access to …
3. As an administrator, you must/should prevent unauthorized network access. (A topic detailing
the duties of an administrator)
4. Click the OK button.
5. To invoke the dialog box, you need to click the ABC command.
Nonexamples
1. You need a hard copy of the document. (scenario)
2. You should enable the setting used to take a hard copy of the document. (scenario)
3. You want to access the network. (scenario)
4. You need to save the file.
14. Titles
Titles or positions of employees should be written in lowercase letters unless they are
accompanied by the names of the persons.
EXAMPLES:
1. The System Administrator Sam Jones enters the password.
2. Sam Jones, the system administrator, enters the password.
15. Numbers
• Spell out zero through nine if the number does not precede a measurement unit or is
not used as input.
Examples
1. 10 screen savers
2. five databases
Nonexamples
1. 2 disks
2. eighteen books
3. twelve functions
• For round figures of 1 million or more, use a numeral plus the word, even if the prefix
number is less than 10.
EXAMPLES
1. 7 million
2. 7.5 million
Nonexample
1. Seven million
• Use numbers for all measurements, even if the number is below 10. Measurements
include distance, temperature, volumes, size, weight, picas, bits, bytes, etc.
Examples
1. 4 miles
2. 3 feet
3. 5 inches
4. 8 bits
5. 1-byte error value
• Days, years and other units of time such as minutes, seconds, and hours should be
spelled out if less than 10.
EXAMPLES
1. two years
2. eight seconds
• Numbers: consistency
Maintain consistency among categories of information, (that is, one category covering
numerals below 10 and the other covering numerals 10 and above) stated in a single
sentence. When ensuring this consistency, preferably change the category written in
words into figures.
Example
One booklet has 16 pages, and the other has 7 pages.
• Numbers: Dates
Follow the M-D-Y format and spell out the name of the month in dates.
Example
June 12, 1996
Nonexample
6/12/96
• Do not use ordinal numbers for dates.
Example
The meeting is on April 1.
Nonexample
The meeting is on for April 1st.
• Numbers: Fractions
Express fractions in words or decimals whenever possible, whichever is most appropriate
for the context. They are hyphenated when in words.
Example
two-thirds completed
• Use an initial zero for decimal fractions less than one. When representing user input,
however, do not include a zero if it is unnecessary for the user to type.
Examples
1. 0.5 inch
2. type .5 inch
• Numbers: Ordinal
Spell out ordinal numbers in text---even those above ten.
Examples
1. …wraps at the eighty-first column. …
2. First
3. Second
4. Thirteenth
Nonexample
1. wraps at the 81st column.
2. 1st
3. 11th
4. 14th
• Numbers: Time
Use numerals to indicate the time of the day. Use A.M. and P.M. (i.e. capital letters and
with periods in between and at the end) instead of a.m. and p.m. Use a colon as a
separator instead of a period.
Examples
1. 10:00 A.M.
2. 12:00 noon
3. 12:00 midnight
4. 11:01 P.M.
Nonexamples
1. Ten o'clock
2. 10 P.M.
3. 12.00 A.M.
16. Telephone numbers

• When using a telephone or fax number, do not use an actual number. Instead, use an
actual U.S. area code, such as (708), followed by the numbers 555, followed by any
four digits. Use example area codes from United States phone books.
• Use parentheses, not a hyphen, to separate the area code from the seven-digit phone
number.
EXAMPLE
1. (708) 555-8080
2. (708) 555-0123
NoneXAMPLES
1. 206-882-8080
2. 1-800-555-0123
17. Measurements
• All references to measurements within text boxes will be noted first in U.S. measurements
and followed by the metric equivalent in parentheses. Refer to the Numbers section as
detailed earlier in this document and the Measurements section in the Microsoft Style
Manual for further details.
• All references to measures for screen input must conform to the software requirements.
• All references to measurements used in graphics for explanatory reasons, such as hardware
specifications, will be noted first in U.S. measurements followed by the metric equivalent in
parentheses.
• Repeat the measurement unit in sentences such as "the disk involves 32 KB to 64 KB of
RAM." Do not write the sentence as "the disk involves 32 to 64 KB of RAM."
• Separate the numeral from the abbreviation with a space or a hyphen, depending on usage.
• When used as a noun in measurements, add of to form a prepositional phrase.
EXAMPLES
1. 800-KB disk drive
2. The Help files require 175 KB of disk space
3. 16-bit system
4. 16 bits of disk space
18. Names
• Do not use any names of famous people or names similar to those of famous people.
• Keep translation usage in your considerations because the names will be used
globally.
• Given below is a list of names you may use:
Debbie Howe
Ed Young
Tom Wilkins
Pat Greene
Ken Burton
Jim Lewis
Larry Williams
John Barrett
Don Allen
Donna Bard
Chris Donaldson
Mike Womack
Ronald Billing
Steve Irving
Diane Frye
Corrine Wallace
Christine Turner
Jerry Smith
Anne Forsythe
David Johnson
Lee Mitchell
Nancy Jones
Ron Floyd
Mary Peterson
David Wong
Susan Ward
Note: Refer to the NorthWind Database Application on Books online for names of companies and
persons.
19. Company Names

• Do not use the names of actual American companies or products when creating
examples, unless developing a third-party course (for example, Novell, Microsoft,
Oracle).
• In addition, do not use a company name that is very similar to the name of an actual
American company. For example, using Great Motors as the name of a car
manufacturing company would be unacceptable since it is very similar to General
Motors, a large car manufacturing company in the United States.
• If you require a company name, select a name from the following list.
1. AB Corp.
2. NS Toys
3. ABC Books
4. Perfect Watch Co.
3. Blue Moon Computers
4. PQR Corp.
5. Blue Valley Consulting
6. Quality Software Developers
5. Certified Carriers
6. Red Sky IT Systems
7. Countryside Markets
8. Red-Eye Experts
7. EarthenWares
8. Safest Software Co.
9. Exploration Air
10. Sharp Clothing Inc.
9. Global Systems, Inc.
10. Smart Software Developers
11. Good Graphics, Inc.
12. SmartLabs
11. Homelike Hospital Ltd.
12. SSPT Corporation
13. IBG Inc.
14. Sunny Hills Resorts
13. Indestructible Boxes, Inc.
14. SuperGraphics
15. InfoSuper Corp.
16. Supersoft2000
15. LMN Inc.
16. Technology Systems
17. Mastery Mechanics
18. Top Transportation Co.
17. Medical Central Supplies
18. True Travel Services
19. Mountain Marketing
19. Multistore
20. XYZ Inc.
21. New Tech Books
Note: Refer to the NorthWind Database Application on Books online for names of companies and
persons.
20. As Well As
Use as well as in the sense of in addition to, not as a synonym for and.
Example
1. With Word, you can format whole documents, insert headers and footers, and develop an
index, as well as write a simple letter.
2. With Word, you can format whole documents, insert headers and footers, and develop an
index, in addition to writing a simple letter.
21. By Using
Be aware of the differences in meaning when using or not using by in a sentence before a
concluding phrase. The word by should be used before a concluding phrase only when it follows
the object or another word to which it does not relate. If it follows the verb directly, the word by is
usually not necessary to clarify meaning.
EXAMPLE
1. In this lesson, you will learn to create a COM server by using ATL COM AppWizard.
2. In this lesson, you will learn to compile a COM server that has been created using ATL COM
AppWizard. (Notice that by is not used.)
22. Comparative
• A comparative is a word like "more" or "most." Do not use double comparatives such
as "more better".
• When using the comparative form, ensure clarity about what is compared (For
example, if you use better, clarify better than what).
23. Every vs Each
• Use every to mean a large number of things;
• Use each to mean a comparatively smaller number of things
24. Get
Do not use "get" when you mean to use the "to be" verb forms (i.e. is, are, were, was, etc.).
Example
The files are corrupted when
Nonexample
The files get corrupted when .....
25. Like/As
Do not use like for as if or as though, such as, or for example.
Example:
Use: She looks as if she is tired.
Instead of: She looks like she's tired.
Use: There are many operating systems such as Windows 95.

Instead of: There are many operating systems like Windows 95.
Use "like" as a preposition to compare nouns and pronouns. "Like" requires an object.
Example: It runs like other programs.
The word "as" is the correct word to introduce clauses.
Example: It runs as other programs run.
26. On
• Use "on" only to mean "placed" or "above" and not “when” or “after”.
• Do not begin a sentence with on.
Examples
1. When the Web page is scrolled, you realize that the background moves.
2. When the NEXT and PCTINCREASE storage parameters are changed, the succeeding
extent is assigned the new value of NEXT..
Nonexamples
1. On scrolling the Web page, you realize that the background moves.
2. On changing the NEXT and PCTINCREASE storage parameters, the succeeding extent is
assigned the new value of NEXT.
• Use on with the following elements:
1. Menus ("the Open command is on the File menu")
2. Taskbar, toolbar, ruler, menu bar, and desktop ("click the Start button on the taskbar")
3. Disks, in the sense of a program being on a disk ("the printer drivers on Disk 4")
4. Interface ("on the interface")
5. The screen itself (something appears "on the screen")
6. Network ("the printer is on the network")
7. Hardware platforms ("on the Macintosh")
27. Onto
Use two words (on to) for the action of connecting to a network, as in "log on to the network."
Use one word (onto) to indicate moving something to a position on top of something else, as in
"drag the icon onto the desktop."
28. And So On
• Avoid using and so on. Be exact and specific in writing a series.
• There are situations wherein "and so on" may be appropriate.
EXAMPLE
When you run File Maker on the first topic of a unit, it numbers the first page as 1101, the second
page as 1102 and so on.
29. Etc., i.e.

Do not use the Latin abbreviations etc. or i.e. Be specific.
30. Using vs. With

Avoid with to mean "by using"; it is ambiguous and makes localization more difficult.
Example
You can select part of the picture by using the dotted rectangle selection tool.
Nonexample
You can select part of the picture with the dotted rectangle selection tool.
With is acceptable in some marketing materials and sometimes with product names.
Example
With Home Essentials, you can create professional documents quickly and easily.
31. Termed and Named

• Do not use termed as in termed user-defined datatype.
• Instead, use named or known as or called user-defined datatype.
As with named is redundant in a sentence such as:
“The file is named Standard.doc.”
32. Via
• Do not use via as a synonym for by, through, or by means of.
• Via implies a geographic context.
• Use the most specific term instead.
EXAMPLE
You connect to the Internet through a modem.
Nonexample
You connect to the Internet via a modem.
33. Nonsexist language

Avoid the use of language, expressions or ideas that shows a bias towards or against a
certain gender.
34. Such As
Use a comma before such as when it is followed by a nonessential clause/phrase.
Example:
ActiveX applications can be created

in languages
ActiveX applications can be created

in various languages
35. Once
Do not use once when you mean after or when.
EXAMPLE
When you start the computer, …
Nonexample
Once you start the computer…
36. Archaic English Terms

Do not use words such as hence, henceforth, thence, whereas, thus. They are not part of
American English.
37. You
• The learner is addressed as you in the course; however, do not start every sentence or every
page of a course with this word, especially in transitions and summaries. Vary sentence
construction to decrease monotony and boredom.
• Phrases such as “for you” are usually redundant.
EXAMPLES
1. The dialog box is displayed for you.
2. Here is an opportunity for you to …
• See additional information in this document under the heading You need/You should/You
want/You must.
38. Personification
Avoid using terms that personify the unit, lesson, computer or other inanimate object. A computer
or program responds in a specific manner based on how it was programmed.
Obvious personification terms such as sees/knows/hears are not used. Refer to the
Anthropormorphism section in the Microsoft Style Manual for more details.
39. Only
• Ensure the correct placement of the word “only”.
• As an adjective, only can be positioned in the middle of a sentence.
• However, as an adverb, it may need to be positioned before a word it modifies. In such a
case, it may also mean beginning a sentence with only.
EXAMPLE
Only five people escaped unhurt.
40. Resolve and Solve

Use resolve when referring to conflicts, difficulties, and arguments.
Use solve when referring to general issues such as equations, puzzles, and other theoretical
problems.
41. So
• Do not use so as a conjunction.
• Do not use so at the end of a sentence
EXAMPLE
1. Since the task is completed, you can click Cancel.
2. Save your work often so that you do not lose your document if the system crashes.
3. He loves her a great deal.
Nonexamples
1. The task is completed, so you can click Close.
2. So that is acceptable.
3. Save your work often so you do not lose your document if the system crashes.
4. He loves her so.
42. Since
Avoid using since in the sense of because; it's ambiguous. Use because to refer to a reason,
since to refer to a passage of time. Since is often clearer when used with a gerund rather than a
participle.
Example
I can download messages very quickly because I installed a fast modem.
Since installing the fast modem, I can download messages very quickly.
Nonexample
Since I installed the fast modem, downloading messages takes much less time than it did.
43. If, When, and Whether

To avoid ambiguity:
• use if for uncertainties or conditionals
• use when for situations requiring preparation or the passage of time
• use whether for one or more alternative possibilities or situations.
Examples
• The printer might insert stray characters if the wrong font cartridge is selected.
• If your document will not print ...
• To find out whether TrueType fonts are available or ...
• When you are ready to print your document ...
Nonexamples
• The printer might insert stray characters when the wrong font cartridge is selected.
• When your document will not print ...
• To find out if TrueType fonts are available ...
44. Less, Fewer, and Under
Use less to refer to a mass amount, value, or degree.
Use fewer to refer to a countable number of items.
Do not use under to refer to a quantity or number.
Examples
• The new building has less floor space.
• The new building has less than 10 floors.
• The new building contains fewer offices.
• Fewer than 75 members were present.
• Less than a quorum attended.
Nonexamples
• The new building has less offices.
• The new building has under 10 floors.
• Less than 75 members were present.
• Under 75 members attended.
45. Issue
• Do not use issue as a verb; try to use a more specific verb instead.
• Do not use issue to refer to commands in end-user documentation.
Correct
• Windows 95 displays an error message.
• Click the Save As command to save a file under a new name.
Incorrect
• Windows 95 issues an error message.
• Issue the Save As command to save a file under a new name.
46. Justify
• Do not use justify (v) or justified (adj.) except as a synonym for or cross-reference to
align. Then use justify or justified only to refer to text that is aligned with both the left
and right margins.
• Do not use left-justified or right-justified; use left-aligned or right-aligned instead.
47. Versus
• In headings, use the abbreviation vs. (all lowercase).
• In text, spell out as versus.
EXAMPLE
Daily vs. Weekly Backups
48. Different
• Do not use different to mean many or various.
• Use it to mean differs from.
49. Increment
• In programming material, restrict increment to mean "increase by one."
• In more general material, it's okay to use increment to mean "grow by regular consecutive
additions."
50. Given
• Do not use given to mean specified, particular, or fixed.
EXAMPLES
Look in the specified folder.
Use the Find command to search for all occurrences of a specific word.
The meeting is always at a particular time.
Incorrect
Look in the given folder.
Use the Find command to search for all occurrences of a given word.
The meeting is always at a given time.
51. Following
Use following to introduce information.
EXAMPLE
The following message is displayed on the screen: No Error.
52. On-Screen Text

• Correct use of On-screen Text
• Use OST for the following situations:
• Labeling a graphic(s)
• Labeling a chart(s)
• Titles (units, lessons and topics) that are initial-capitalized
• Syntax
• Short summaries to supplement/highlight the instructional text in the text box
• Lists presented to the learner item by item, which are explained using one or more pages of
instruction presented in the text box.
• Progressive disclosures of items on the list with explanations in the text box (for example,
adding items one at a time to the list and presenting one or more pages of relevant instruction
about each item in the text frame)
• Initially presenting all items in a list, then highlighting one item at a time with detailed
explanation in the text box (all the other items are dimmed) This also requires one or more
pages of the instructional text.
• Incorrect use of OST
• Do not present a list, syntax, or example as OST and have narrative text that states any of
the following in the instructional text: "See the list above", "functions are listed on the screen",
"Syntax is displayed on the screen", "An example is displayed on the screen". The
instructional text must provide all the information you want them to have.
• Do not use OST for the following situations:
1. Paragraphs
2. Critical instructional text
3. Part of the instruction
4. Open-ended questions
5. Lists without corresponding explanation in the main text box
6. Dialog between two people (bubbles with critical information not explained in the main text
box)
7. Long sentences that repeat verbatim the instruction in the main text box
8. Excessive text and long sentences that are initial-capitalized
9. Information that does not reinforce, supplement, or highlight the instruction in the text box
• Capitalization of OST
• Wherever possible, use short, concise labels instead of complete sentences as on-
screen text.
• Do not end incomplete phrases with a period. Complete sentence should end with a
period.
• Capitalize all major words, including verbs, nouns, adjectives, and adverbs, in
headings, titles and/or any other incomplete phrases. This rule applies to unit, lesson,
and topic titles found in the main course menu as well as on the screen in the course.
• Do not capitalize conjunctions (and, but), articles (a, an, the), and prepositions of four
or fewer letters (with, from, for, in, of, to) that are not considered major words.
This guideline does not mean that all words of less than five letters are always written in
lowercase letters. For example, the words Tab, Use, Box, and Be would be capitalized in
headings because they are considered major words.
• Do not capitalize all the major words when many labels comprise the on-screen text.
Initial-capitalize only the first word of each label.
• Capitalize both words in a hyphenated compound word.
• Always capitalize the first and last words, regardless of their part of speech.
• Capitalize the first word after a colon, semicolon, or dash.
• Capitalize two words that contain a slash when the words occur in a title or heading.
EXAMPLES:
1 Client/Server Review Questions
2. Read-Only Option
3. System Modification Through the Registry
4. Moving Files: Moving Between Two Applications
• When a phrase or part of a sentence is used as a lead-in, it should end with a colon.
The following options on the screen should begin with a lowercase letter and end with
a period.
EXAMPLE
A file is used to:
• store data.
• arrange information.
The same example can also be rephrased as:

Uses of a File
• Storing Data
• Arranging Information
• Do not use double punctuation at the end of a lead-in phrase that is essentially an
introductory phrase. Only a colon instead of both a colon and a comma should be
used at the end of such an introductory lead-in phrase.
EXAMPLE
In a file:
• you can store data.
• you can arrange information.
• Avoid repeating information in the options. The earlier example can be rephrased as:
In a file, you can:
• store data.
• arrange information.
53. Bulleted Lists

This entry differs from the guidelines stated in the Microsoft Style manual.
• Do not use bullet text in the main text box. Use only complete sentences in the main
text box.
EXAMPLE
The two ways are creating a data source and opening a data source.
Nonexample (in the main text box)
The two ways are:
• creating a data source
• opening a data source.
• Ensure consistency in the bulleted text on screen. Each on-screen bulleted option
should contain text either as complete sentences or phrases consistently. In addition,
ensure parallelism in the sentence structures. For example, if beginning a sentence
with a verb, all subsequent options in the bulleted list too should begin with a verb.
• Initial-capitalize the major words in the label heading if it is not a lead-in. A lead-in
heading should end with a colon.
• The options in the bulleted list, if in continuation of the lead-in heading, should begin
with a lowercase letter and end with a period.
• Refer to the On-Screen Text entry in this document for further details.
Example
Save a document:
• to a folder
• under a new name.
• to a network location.
54. Tables
This entry differs from the guidelines stated in the Microsoft Style manual.
When presenting on-screen text in a table, follow the guidelines stated below.
• Do not have lead-in labels. Use stand-alone headings instead.

Nonexample
To Do this
Open a Web Page. Type the address in the Address bar and then
press Enter.
Example
Tasks Methods
Opening a Web page Type the address in the Address bar and then
press Enter.
• Ensure consistency in presenting content in each column. Each column should

contain text either as complete sentences or phrases consistently. In addition, ensure
parallelism in the sentence structures. For example, if beginning a sentence with a
verb, all subsequent options in the column too should begin with a verb.
NonExample
Tasks Methods
press Enter.
You need to add a Web page. Clicking Favorites and then clicking Add to
Favorites.
Example
Tasks Methods
press Enter.
Adding a Web page Click Favorites and then click Add to Favorites.
• End only complete sentences with a period.

• Do not initial-capitalize the major words (except proper nouns) in incomplete phrases
in a table.
• Initial-capitalize the major words only in column headings.
55. Word List

• The Word List is a valuable tool for everyone involved in developing a course. To an editor, ID
reviewer, or tester, an accurate and complete Word List can significantly reduce the time
taken to review a course.
• If a course is in a series, create only one Word List for the series.
• The Word List must be submitted in two Columns. The first column needs to have the word,
the second column needs to have any pronunciation of the word in alphabetical order.
• Use of articles before terms: Sometimes your Word List may include the same term written
two ways, for example, Microsoft Server and Microsoft server. To indicate which entry should
be used, place an article where appropriate. For example, the Microsoft server would indicate
the actual computer, and Microsoft Server would indicate the program. This clarifies the
meaning and usage of the term to the editors and testers reviewing the course.
• Include acronyms and their phonetic spelling in the Word List.
• Include all capitalized terms and terms unique to the course in the Word List. Any terms or
unusual names of buttons/options/etc. are to be included.
• Include symbols and their pronunciation. For example, the symbol # is to be pronounced
pound in most courses, but it is pronounced hash in C and C++ courses.
• Include proper names with their correct pronunciation in the Word List.
• The pronunciation of all words, especially acronyms and difficult terms, should be clearly
specified in the word list. If a term is to be pronounced as a single word, underline it. If the
different letters are to be pronounced separately, underline each letter with a separating
space in between.
EXAMPLES
1. SAP
2. N T F S
3. K 12
• Refer to Microsoft Style manual (Appendixes A and B) for the pronunciation or
phonetic spelling of acronyms and special characters.
56. Glossary
The glossary is a listing of significant words or terms with succinct definitions. The
glossary definitions should be complete sentences, actual definitions and not steps for a
task or other how-to information.. Use uppercase and lowercase letters for the glossary
just as the words would appear within a sentence.
• The glossary entries must be sorted alphabetically.
• The glossary entries must be capitalized or lowercased as they would appear in the
middle of a sentence. The same must be reflected in the word list too.
Example: server-side script, global multiuse property (when these words are lowercased
in the middle of a sentence and are reflected in the same way in the WL too)
Non-example: Server-side script, Global multiuse property (when the initial letters are not
lowercased in the middle of a sentence.)
• However, in certain situations, you can avoid unnecessary verbiage by beginning the
sentence with the glossary term (using sentence casing).
Example: Routing
Routing is the process used to transfer and deliver messages.
• In a glossary entry, the spelled-out version of an abbreviation must be given first

followed by the abbreviation in parentheses.
Example: Random Access Memory (RAM)
Non-example: RAM
• The glossary entries must be in the singular form. (An entry can be in the plural form
only in exceptional cases when the singular form is technically incorrect.)
Example: replication table
Non-example: replication tables
• The glossary entry definitions must be complete sentences.

Example: query: A query is a request to the DBMS server for renewing an IP lease.
Non-example: query: A request for renewing an IP lease
• Every glossary entry definition must begin with a repetition of the word or phrase
being defined.
Example: query: A query is a request to the DBMS server for renewing an IP lease.
Example: Random Access Memory (RAM): Random Access Memory (RAM) is the ....
Non-example: query: It is a request to the DBMS server for renewing an IP lease.
Non-example: Random Access Memory (RAM): RAM is ...
Non-example: Random Access Memory (RAM): Random Access Memory is...
• Include all the glossary terms in the word list.
57. Cross-References
The purpose of cross-references is to direct users to related information that may add to their
understanding of a concept. Use cross-references sparingly and only when absolutely essential.
Start a cross-reference by telling the users why they should look elsewhere, not where they
should look, even if the reason is not specific.
Example
For more information about modifying Visual Basic source code, refer to the module Extending
Forms.
58. Facility
A facility in the American context refers to a building (e.g. child-care facility).
Therefore, do not use facility to refer to features, characteristics, etc.
Treat facility as an inappropriate term.
59. Functionality
Functionality is an abstract noun. The plural form of functionality is functionality itself, not
functionalities. When referring to its plural form, you can also use terms such as functions, uses,
etc.
Example:
Each entity or object has a unique set of attributes and functions.
Incorrect
Each entity or object has a unique set of attributes and functionalities.
60. Depict
Use the verb depict only in the context of diagrams and graphical representations. Use other
appropriate verbs such as implement, represent, etc. depending on the contexts. Use the
subjects and the objects in the sentences as cues to determine the verbs to be used.
Example:
The class "implements" (or "represents") multiple inheritance.
(In this sentence, the focus is on the task multiple inheritance, which can be either implemented
or represented. It cannot be depicted because it is not a diagram or a graphic. The intended
meaning here is not "graphical depiction." Therefore, use verbs such as implements, represents,
etc. depending on the context and the intended meaning.)
Incorrect
The class depicts multiple inheritance.
61. First, Second, and so on

When detailing a list or sequence of events, either use First, Second, Third, and so on, or use
First, Next, Another, etc. Do not use a mixture such as First, Second, Another, and Finally. Be
consistent.
62. Know and Learn
Use learn instead of know.
Example
To learn more about the menu commands, click …
Nonexample
To know more about the menu commands, click …
63. Learn and Learn About

Use learn about when referring to a concept. Use learn when referring to a task to be done.
Examples
In this section, you will learn about the different types of network topologies.
In this section, you will learn to create a worksheet.
In this section, you will learn about the process of creating a worksheet. (When referring to a
procedure in the form of a concept)
Nonexamples
In this section, you will learn the different types of network topologies.
In this section, you will learn the process of creating a worksheet. (When referring to a procedure
in the form of a concept)
64. Whether Or Not

• Whether is to be followed by or not in situations where there was a single choice.
Examples
1. The final report indicates whether or not Lotus Notes delivered the message successfully
2. The client calls QueryInterface to determine whether or not the component supports an
interface.
3. When you execute a singleton query, you need to access the return value of the procedure to
determine whether or not the stored procedure has been completed successfully.
4. The IF keyword in the code introduces a condition that determines whether or not the SQL
statement following it will be executed.
• Do not suffix or not to whether in situations where there is more than one choice.
Examples
1. The DHCP relay agent feature enables the DHCP assignment of IP addresses across routed
networks regardless of whether the connection is made by LAN or WAN links. (Two
conditions)
2. Whether she wins or loses, this is her last tournament. (Two conditions)
3. The binary and network standards of COM enable it to perform inter-process function calls
transparently, regardless of whether they are in-process, out-of-process or remote
programming models. (Three conditions)
• Do not separate whether from or not in a sentence structure.
Example
The IF keyword in the code introduces a condition that determines whether or not the SQL
statement following it will be executed.
Nonexample
The IF keyword in the code introduces a condition that determines whether the SQL statement
following it will be executed or not.
---------------------------------------------------------------------------------------------------------------
Section 3
Technical Terminology
1. Capitalization of Software Terms

• Capitalize all software program brand names and special features. Refer to the product
manual as a guideline for writing terms specific to the software.
• When referring to the windows, menus, tables, buttons, controls, bars, boxes, or
commands in a sample application, use uppercase letters to display them as they are
displayed on the screens in the application.
EXAMPLES:
1. Read-Only option
2. File Name box
3. File menu
4. Show/Hide button
5. Administration dialog box
6. AutoText field
2. Button and Keyboard References

• When referring to a computer keyboard key, write the name as it appears on the key.
Capitalize only the first letter of each word in the key name. (This differs from the Microsoft
Manual of Style for Technical Publications.)
• The button and keyboard references are in bold.
• Use press when talking about pressing a key on the keyboard.
• Use click, double-click, or right-click when talking about a menu, button, dialog box, file, or
application on the screen.
• Use select when directing the student to choose one of a number of options or when
describing the action in the text.
• Use keystroke rather than keypress.
EXAMPLES:
1. Press Ctrl.
2. Press the Tab key.
3. Click the Format menu.
4. Select the Help option.
5. Click the Close button.
3. Keyboard Combinations, Sequences, and

Names
• Initial-capitalize only the first letter of each key name. This differs from the Microsoft
Manual of Style for Technical Publications.
• For keyboard combinations, use the word and instead of the plus sign. This differs
from the Microsoft Manual of Style for Technical Publications.
EXAMPLES
1. Alt and O keys
2. Ctrl and P keys
3. Press Enter
4. Simultaneously press the Ctrl and E keys.
5. Use the combination of Ctrl and E keys.
Nonexamples
1. ALT+O
2. CTRL+P
• Do not enclose key names in angle brackets (< >). State them as menu and button
names are stated.
EXAMPLE
Press the Esc key.
Nonexample
Press the <Esc> key.
• Key sequences: Use commas followed by spaces to represent the sequence in which some
keys have to be pressed.
EXAMPLE
Press Alt, F, and D. (To indicate that the user should press and release Alt, and then F, and then
D)
• In case of a combination of keyboard and mouse actions, use the following verbiage:
Examples
1. Keeping the Esc key pressed, click the right mouse button.
2. Hold down Esc and click the right mouse button.
Refer to the Handling mouse procedures section (Page-182) in the Microsoft Style manual for
details for more details.
• Refer to the Key Names section (Page-143) in the Microsoft Style manual for details
regarding the types of keys and keys containing special characters.
4. Clicking Actions
• Use the verbiage click/double-click/right-click when referring to the clicking of a
mouse button to select a screen item or to any other action where a click of a mouse
button may be required.
• Do not follow click with any preposition, such as click on, click at, click in, click over,
etc.
EXAMPLES
1. Click Close to close the application.
2. Right-click Start.
3. Double-click the folder to open it.
4. To begin the procedure, click the File menu.
5. Click in the XYZ window. (This is the only "click in" exception allowed by the MS manual)
Nonexamples
1. Click on Close to close the application.
2. Right-click on Start.
3. Double-click on the folder to open it.
4. To begin the procedure, click on the File menu.
• For unusual actions, more of a description may be required to indicate the location of the
click action. In these cases, using prepositions or other words to provide clarity is acceptable.
EXAMPLES
1. Click below the window.
2. Double-click outside the chart.
3. Right-click next to the file name.
5. Arrow keys
• Always prefix the various arrow keys with the definite article the and suffix them with
the common noun arrow keys.
Example
1. the Left arrow key
2. the Right arrow key
3. the Up arrow key
4. the Down arrow key
6. Screen Terminology
Refer to the Screen Terminology section (Page- 239) in the Microsoft Style manual for
details regarding types of windows and their elements.
7. Menu Terminology
• Use menu name to refer to the menu titles on the menu bar.
EXAMPLE
Click the File menu name.
• Do not use menu item in end-user documentation; use command instead. However, in
programmer documentation about creating elements of a user interface, menu item may be
the best term to use.
• Menus contain commands. Dialog boxes contain command buttons and options. Do not refer
to a command as a menu item (except in programming documents about interfaces), a
choice, or an option.
EXAMPLE
To perform this task, select the Save command on the File menu.
• If, however, you are documenting both mouse and keyboard instructions, you can use the
generic choose or select. In this case, the user selects or opens menus; chooses commands
that are on the menu; selects dialog box options; and chooses command buttons in dialog
boxes.
EXAMPLE
1. On the File menu, click Open.
2. From the File menu, choose Open.
3.
• When referring to a specific menu, lowercase the word menu, as in "the Edit menu."
• Names of menus and menu commands are distinct elements on the screen. Do not combine
the two names into one.
EXAMPLE
On the File menu, click Open.
Incorrect
Click File Open.
• Do not use arrows or dashes to refer to the path of a command. Specify all the details in the
text.
Example
Click Fax Recipient in the Send To submenu on the Start menu.
Nonexample
Click File—Send To---Fax Recipient
• In Windows 95 and later, you open a submenu by pointing to the menu command, not by
placing the mouse pointer on the menu command.
Correct
1. Click the Start button and then point to Documents.
2. On the File menu, point to New.
Incorrect
1. Click the Start button and then choose Documents.
2. On the File menu, choose New.
• There are different types of menus:.
1. Drop-down menu
2. Pull-down menu (Macintosh documentation)
3. Pop-up menu
4. Shortcut menu
5. Submenu
In technical material, you might need to detail these specific kinds of menus to differentiate their
programming constructions.
However, in end-user material, do not qualify the term menu with the adjective drop-down, pull-
down, or pop-up, unless the way the menu works needs to be emphasized as a feature of the
product. Shortcut menu is acceptable. However, do not use any of these terms as verbs.
Correct
1. Open the File menu.
2. When you click the right mouse button, a shortcut menu appears.
Incorrect
1. Drop down the File menu.
2. When you click the right mouse button, a shortcut menu pops up.
• Always surround menu names with the words the and menu both in text and procedures.
Correct
On the File menu, click Open.
Incorrect
1. On File, click Open.
2. From File, click Open.
• In simulations, do not surround command names with the words the and command. In text,
you can use "the ... command" for clarity.
EXAMPLE
1. On the File menu, click Open.
Incorrect
1. On the File menu, click the Open command.
2. On the File menu, choose the Open command.
• Do not use the possessive form of menu and command names.

Correct
The Open command on the File menu opens the file.
Incorrect
The File menu's Open command opens the file.
• Refer to the Screen Terminology section (Page- 239) in the Microsoft Style manual for
more details.
8. Dialog Boxes
• Refer to the Dialog Boxes and Property Sheets section (Page- 72) in the Microsoft
Style manual for details.
9. Radio Button
Do not use the term radio button. Use option button instead.
Refer to the Option Button section (Page- 200) in the Microsoft Style manual for further
details.
10. Drag and Drop Action

• Do not use drag and drop as a verb or a noun. The action of dragging includes
dropping the element in place.
• It is okay to use drag and drop as an adjective to describe the feature of moving
objects between windows and programs and to describe behavior a programmer
wants to put in a program. In these cases, use a phrase such as drag-and-drop
editing, a drag-and-drop feature, and so on.
EXAMPLES
1. Moving files is an easy drag-and-drop operation.
2. You can drag the folder to drive A.
3. You can move the folder to drive A by using a drag-and-drop operation.
Nonexamples
1. You can drag and drop the folder in drive A.
2. You can use drag-and-drop to move the folder to drive A.
3. Drag the information from Microsoft Excel and drop it in a Word document.
11. Mouse Pointer

• Use point to instead of move the mouse pointer or place the pointer on.
• Do not use the terms mouse cursor, mouse pointer 2, or Secondary mouse button.
• Use left mouse button only when teaching beginning skills.
• Always hyphenate right-click and double-click.
Refer to the Microsoft Style Manual (Page 180; Section: Mouse) for more details.
12. Version Numbers

• Do not use better, higher, or greater to designate system requirements or versions of a
program. Use later instead.
Examples
1. The program runs on Windows 3.1 or later.
2. You need a 486 or later microprocessor.
Nonexamples
1. The program runs on Windows 3.1 or greater.
2. You need a 486 or better microprocessor.
13. Registry
Registry is a technical term. The registry is a database that stores configuration data about the
user, the installed programs and applications, and the specific hardware. The registry has a
hierarchical structure, with the first level in the path called a subtree.
The next level is called a key, and all levels below keys are subkeys.
Use lowercase for the word registry except when it is a part of a named system component, such
as the Registry Editor. The first-level subtrees are system-defined and are in all uppercase letters,
with words separated by underscores.
Registry subtrees are usually bold.
Correct
• HKEY_CLASSES_ROOT
HKEY_LOCAL_MACHINE
Keys are developer-defined and are usually all uppercase or mixed caps, with no underscores.
Subkeys are usually mixed case.
Correct
• SOFTWARE
• ApplicationIdentifier
• Application Identifier Name
• stockfile
• the new program subkey
An entire subkey path is referred to as a subkey, not a path. This is a typical subkey:
Correct
• \HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Jet\3.5\Engines\Xbase subkey
For a subkey, the items in the Name column are entries. The items in the Data column are
values.
14. Shut down; Turn off/on; Power on/off

• Do not use shut down as a synonym for turning off the power to a computer; instead,
use shut down to refer to the process of quitting all programs before turning off the
computer.
• Use shutdown (as a single term) as an adjective or a noun.
• When referring to the command on the Windows Start menu, use two words and
capitalize both (Shut Down).
• Do not use power down, power up; power off, power on.
• Do not turn on and turn off to refer to selecting or clearing check boxes in procedures.
Use select and clear or click to select instead. It is acceptable to use in text to refer to
the status options such as multimedia on Web pages (as in "you can turn off graphics
").
• Use turn on or turn off instead of power on, power off, start, or switch on, switch off
to refer to turning on and off the computer. Do not separate the two words. That is, do
not use a phrase such as turn power on.
EXAMPLES
1. Shut down your computer before you turn off the computer. (as a verb)
2. The shutdown procedure is simple. (as an adjective)
3. The accidental shutdown corrupted some files. (as a noun)
4. Before you turn off your computer, click Shut Down and then click the Shut down the
computer command.
15. Command Prompt

• Do not use system prompt; use command prompt instead.
• If necessary, be specific in naming the command, as in MS-DOS prompt.
• Use command prompt instead of C prompt, command-line prompt, or system prompt.
If necessary, use a specific reference, such as MS-DOS prompt.
16. File Name Extensions

In general, do not use any file name extension in end-user documentation. Describe the type of
program or file instead (an application, a text document, a worksheet, and so on).
Precede file name extensions with a period. Use the article (a or an) that applies to the sound of
the first letter of the extension, as though the period (or "dot") is not pronounced, as in "a .com
file" and "an .exe file."
17. CD-ROM
CD-ROM is the acronym for compact disc read-only memory. When referring to the disc itself,
use CD-ROM, compact disc, or disc (not disk). Do not use the redundant CD-ROM disc.
Refer to the drive for a compact disc as the CD-ROM drive, not CD-ROM player or CD drive.
18. Check Boxes

• Use the verbs clear and select with a check box.
• Always include check box with the label name.
• Use select or clear check boxes (not turn on and turn off, mark and unmark, check and
uncheck, or deselect).
Example
1. To clear the Mirror margins check box, click the check box.
2. Select the Spaces check box.
19. Data
• Data is generally used as a singular noun and normally takes singular verbs and pronouns.
Refer to the section on articles for further details.
20. Drive letters

• Use drive A, instead of drive A:, drive A>, or A: drive.
• Use network drive to refer to a logical network drive name, such as network drive X.
21. Percent versus %

• Use the % sign along with or without numbers only when the % sign actually appears
in the screen grab or is part of a syntax, code, etc.
• Do not use the % sign when referring to a percentage in the text box. Instead, express
it in words.
EXAMPLES
1. % Processor Time Counter
2. While the average disk space used is less than 30 percent of the corpus, a maximum of 40
percent can be used.
22. Log on to, log off from, logon (adj)

• Use log on to to refer to connecting to a network and log off from (or simply log off) to refer
to disconnecting from a network.
• Do not use log in, login, log onto, log off of, logout, sign off, or sign on.
• An exception is when other terms are dictated by the interface.
• Use logon only as an adjective, as in "logon password," not as a noun.
Examples
• You are prompted for your password while logging on.
• Reconnect when you log on to the network.
• Some networks support this logon feature.
• Remember to log off from the network.
Nonexamples
• You are prompted for your password during logon.
• Log in before you start Windows.
• Remember to log off of the network.
23. Three-dimensional, 3-D (adj.), two-

dimensional, 2-D (adj.)
Three-dimensional is preferred, but 3-D is acceptable. Spell out at first mention. Use 3-D in
tables and indexes and where space is a problem, as well as to reflect the interface.
Hyphenate both the spelled out and abbreviated versions. Use 3D (no hyphen) only as specified
by product names.
Two-dimensional is preferred, but 2-D is acceptable. Spell out at first mention. Use 2-D in tables
and indexes and where space is a problem, as well as to reflect the interface.
Hyphenate both the spelled out and abbreviated versions.
24. Soft copy

• Do not use soft copy; it is jargon formed by analogy with hard copy.
• Instead, use a more specific term such as electronic document or file.
25. Global
In technical documentation, global is acceptable to refer:
• to memory that is accessible to more than one process.
• to a variable whose value can be accessed and modified by any statement in a program
(called a global variable).
• to similar elements that pertain to an entire program.
Do not use global in end-user documentation, especially in describing find and replace
procedures. Instead, describe the action being taken.
ExampleS
1. A cascading style sheet establishes global design formats.
2. Use the Find and Replace commands to find all occurrences of specific text and replace it
with different text.
Nonexample:
Use the Find and Replace commands to find all occurrences of specific text globally and replace
it with different text.
26. Abort
• Do not use abort in end-user documentation; instead, use end to refer to communications
and network connections, quit or terminate for programs, and stop for hardware operations.
• Abort is acceptable to use in programmer or similar technical documentation if it is a function
name, a parameter name, or otherwise part of a name in the API. In general text, use
another appropriate word instead.
EXAMPLES
1. To end your server connection, click the Disconnect Network drive on the Tools menu.
2. Quit all programs before you turn off your computer.
3. To stop a print job before it is finished, click the Cancel command.
27. Boot
• Do not use boot in place of start, or restart to refer to turning on the machine
• Do not use bootable disk. Instead, use system disk or startup disk. However, it is acceptable
to use boot disk in programmer documentation.
28. Upper left and Lower right

• The words upper-right corner or lower-right corner (as adjectives) need to be
hyphenated as adjectives.
Examples
• upper left or upper right (noun),
• lower left, lower right (n)
• upper-left corner
• lower-right corner
29. Uppercase and Lowercase

• Do not use uppercase and lowercase as verbs.
• Do not use uppercased or lowercased.
• Do not use the gerund form of these terms.
• When lowercase and uppercase are used together, do not use a suspended hyphen.
Example
• You can quickly change the capitalization of all uppercase and lowercase letters.
• Change all the uppercase letters to lowercase.
Nonexample
• You can quickly change the capitalization of all upper- and lowercase letters.
Lowercase all the capital letters.
30. Special Characters
• Do not begin a sentence with a symbol. In addition, spell out the character when used
as general symbol (i.e. not used in a syntax or a formula), followed by the symbol in
parentheses.
Nonexample
& is the symbol to be used for...
Example
Use an ampersand (&) for ...
• Refer to Appendix B in the Microsoft Style Manual for the pronunciation and names of
various special characters.
31. Enter and Type

• Do not use enter as a synonym for type except to indicate that a user can either type or click
a selection from, say, a list in a combo box.
Example
1. Type your password and press Enter.
2. In the File name box, enter the name of the file.
Nonexample
1. Enter your password and then click OK.
2. At the prompt, enter the path and the file name.
• Use type, not type in or enter, if the information the user types appears on the screen. An
exception to this rule is that you can tell users to "enter" a file name, for example, in a combo
box when they have the choice of typing a name or selecting one from a list.
Example
1. Type your password at the command prompt.
2. Enter the file name in the File name combo box.
3. Type the path to the server or select it from the list.
Nonexample
1. Type in your password.
2. Enter your password.
32. Memory
• To avoid confusing users, refer to a specific kind of memory rather than use the generic term
memory, which usually refers to random access memory (RAM).
• Use the more precise terms RAM, read-only memory (ROM), hard disk, and so on, as
appropriate.
• It is all right to use memory for RAM if you are sure your audience will understand or if you
have established the connection.
• In lists of hardware requirements, however, use RAM.
• Follow the standard guidelines for using acronyms and abbreviating measurements such as
kilobytes (KB) with reference to memory.
• In the noun forms referring to memory measurements, use of in a prepositional phrase, as in
"64 KB of RAM."
EXAMPLES
1. 800-KB disk drive
2. The Help files require 175 KB of disk space.
33. Microsoft
• At the first mention of Microsoft products, use the full name, such as Microsoft PowerPoint.
After the first mention, you can shorten it to just PowerPoint.
• Never use the acronym MS for Microsoft with a product name.
• Two products always require the use of Microsoft, Microsoft Project and Microsoft
QuickBasic.
34. Appears
Use appears as an intransitive verb (that is, a verb that is not followed by an object).
Example
• If you try to quit the program without saving the file, a message appears.
Nonexample
• If you try to quit the program without saving the file, a message appears on the screen.
35. Displays
• Use displays as a transitive verb (that is, a verb followed by an object).
• If necessary in context, you can use the passive form (is displayed).
EXAMPLES
1. The screen displays a message if you do not log on accurately.
2. A message is displayed if you do not log on accurately.
Incorrect
1. If you try to quit the program without saving the file, a message displays.
36. Crash
Do not use crash in end-user documentation. Instead, use fail for disks or stop responding for
programs.
In programmer documentation, crash may be the best word in certain circumstances, but it is
computer jargon.
Example (for programmer documentation)
• Although unaligned pointers degrade performance on 386 and 486 computers, they crash
RISC-based computers.
37. Acronyms
• Use only commonly accepted acronyms. Refer to the List of acronyms and abbreviations
(Appendix A) in the Microsoft Style Manual.
• Ensure that the capitalization of the acronym or the expanded form matches the capitalization
stated in the course manual and/or Microsoft manual. This should also be reflected in the
wordlist.
• Abbreviations or acronyms must be spelled out the first time they are used in each topic, with
the acronym in parentheses. Use the acronym after expanding it at its first occurrence.
EXAMPLE
Java Virtual Machine (JVM).
• The pronunciation of Java Virtual Machine (JVM) will be “Java Virtual Machine, also
known as JVM”
• Use either the acronym or the full form consistently, but do not use the two interchangeably
within a chapter.
Examples
2. A computer’s BIOS (basic input/output system) controls the power-on process.
3. Files in HTTP (Hypertext Transfer Protocol) format can be read by any Web browser.
• Form the plural of an acronym by adding a lowercase “s”.
Examples
PVCs
• Use articles according to the usual pronunciation of the acronym. Consult a dictionary if you
are unsure.
1. A BIOS (buy-oss)
2. a MAPI protocol (map-ee)
3. an NLM (en el em)
• The pronunciation of the acronym should be clearly specified in the wordlist. If it is to be
pronounced as a single word, underline it. If the letters are to be uttered separately, underline
each letter with a separating space in between.
EXAMPLE
• SAP
• NTFS
38. Floppy and Floppy Disks

Do not use floppy alone as a noun to refer to a disk. It is slang. Distinguish between floppy disk
and hard disk. Use disk unless you need to distinguish between floppy disk and hard disk.
Do not use floppy alone as a noun to refer to a disk. It's slang.
39. Sample Frames/Text in a CBT
• Overview frames of a Title (Course) containing two modules:
TITLE
Module 1
Module 2
FRAME TEXT GRAPHIC
1st frame: Welcome to the title ALPHABET. In this title, you will learn about Alphabet
some letters in the English alphabet. This title contains two • ABC
modules. The names of these modules are displayed on the • DEF
screen.
2nd frame: In the module ABC, you will learn about the first three letters of Alphabet
the English alphabet. ABC
This module contains three sections. To view the content to be • A
covered in each section, click on each section name. • B
• C
DEF
3rd frame: In the module DEF, you will learn about three more letters of the Alphabet
English alphabet. ABC
This module contains two sections. To view the content to be • A
covered in each section, click on each section name. • B
• C
DEF
• D
• E
• F
4th frame: You looked at the course overview. Graphic: same as 2nd
frame.
• Section Overview
FRAME TEXT GRAPHIC

1st Frame First one/two sentences talk about the relevance of the section. List of topics
• Practice
Sample Text:
You can now practice the procedure learned in this topic.
• Section-end Practice: First frame

Sample Text:
You can now practice the procedures learned in this section.
• Section-end Practice: last frame

Sample Text:
You practiced the procedures you learned in this section.
• ROP (Read-only Pop-up text)
ROPs can have bulleted text and Notes.
Sample Text (at the end of an ROP)
Click to close.
• Feedback in Mastery and Quizzes

EXAMPLE
1. Correct.
2. Incorrect. Try again.
Nonexamples
1. That is correct.
2. That is incorrect. Try again.
• Note
Do not have content under the label Note in the main text box. Note can be used only in ROPs.
Convert the content into a tip or into the content of a new main text box.
• Summary
Sample Text:
Section name: Summary
State the task (and any other key content, if any) covered in the section in complete
sentences in a bulleted list.
(Follow the formatting/punctuation guidelines given in the Bulleted List section elsewhere in this
document.)

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1. Section 1: Grammar and Punctuation

• A comma is used before a list of two items when it is preceded by a

• Commas in Introductory phrases

• Commas with restrictive and nonrestrictive phrases

• Commas in compound sentences

• Use a comma before each coordinating conjunction (and, or, but) in a

• There are four types of nouns:

• A singular noun should be prefixed with an appropriate article.

Note: Usage of an article with the collective noun “Code”

• To refer to code in plural, use phrases such as:

• Always use articles before superlatives.

• Article usage with the word Future

• Article usage with “ascending order” and “descending order”

Do not use an article before "ascending order” and "descending order."

• Time-consuming is always hyphenated.

However, they need to be hyphenated in the following cases:

A proper noun follows the prefix.

-wide: Do not use a hyphen with the suffix wide.

_ Use procedure for instead of procedure of.

• A subject consisting of two or more nouns or pronouns connected by “and” takes a

• Note: There are two kinds of verbs: Transitive and Intransitive.

present perfect: action completed at the present or

past: action that occurred at a specific, definite time in the past

past perfect: action completed before a certain time in the past

7. Relative pronouns: That and Which

• “Which” clauses add further information.

12. Quotation Marks

13. Possessive Form

Its is a possessive pronoun.

• Do not form the possessive of acronyms.

3. Short and Simple Sentences

9. First person: Let us and We

Addressing the reader directly:

10. Overuse/repetition of the same word

13. You should/ You require/ You must/You

16. Telephone numbers

19. Company Names

Use: There are many operating systems such as Windows 95.

29. Etc., i.e.

30. Using vs. With

31. Termed and Named

33. Nonsexist language

ActiveX applications can be created

ActiveX applications can be created

36. Archaic English Terms

40. Resolve and Solve

43. If, When, and Whether

52. On-Screen Text

• Incorrect use of OST

The same example can also be rephrased as:

53. Bulleted Lists

• Do not have lead-in labels. Use stand-alone headings instead.

• Ensure consistency in presenting content in each column. Each column should

• End only complete sentences with a period.

55. Word List

• In a glossary entry, the spelled-out version of an abbreviation must be given first

• The glossary entry definitions must be complete sentences.

• Include all the glossary terms in the word list.

61. First, Second, and so on

63. Learn and Learn About

64. Whether Or Not

1. Capitalization of Software Terms

2. Button and Keyboard References