Spelling and use of Technolgy Words
Spelling and use of Technology Words
References are taken from the Microsoft Manual of Style for Technical Publications (3rd Edition).
A - B - C -D - E - F - G - H - I - J - K - L - M - N - O -P - Q - R - S - T - U - V - W
A
abort
Do not use; instead, use end to refer to communications and network connections, exit for programs, and stop for hardware operations for user actions.
If abort appears in the user interface, it is all right to refer to it.
It is alright to use abort in programmer or similar technical documentation if it is part of a function name, parameter name, or some other element of the application programming interface, but avoid it otherwise.
In general text, use another appropriate word instead, such as end or stop.
Correct
- To end your server connection, click Disconnect Network Drive on the Tools menu.
- If you exit Setup, the program will not be successfully installed.
- To stop a print job before it is finished, click Cancel.
- The PHW_CANCEL_SRB routine is called when the minidriver cancels a request with STATUS_CANCELLED.
above
Do not use to mean earlier; use previous, preceding, or earlier instead. You can also use earlier to refer to a chapter or section heading. Do not use above as an adjective preceding a noun, as in the 'above' section.
In online content, use a hyperlink to show a cross-reference to another Web page. Even if you refer to a location on the same scrollable Web page, make the reference itself a link; do not use above.
Correct
- See What Is a Copyright?
- See Connecting to the Network, earlier in this chapter.
Do not use above to mean later.
Correct
- Microsoft Windows 95 and later
Incorrect
- Microsoft Windows 95 and above
access
It is all right to use access as a verb to mean 'obtain access to'. Although this usage is frowned up on by many editors, it is well established in the context of computers.
Do not use access to mean start, create, or open. Use a more specific verb or phrase instead.
Correct.
- Start the program from either the Start menu or from Windows Explorer.
- You can create shortcuts to quickly switch to programs that you use often.
- You can access your personal data from the company intranet
- Services that you provide must be configured so that users can access them.
Incorrect.
- Access the program from either the Start menu or from Windows Explorer.
- You can create shortcuts to quickly access programs that you use often.
accessible
Reserve accessible and accessibility to refer to things that all people, including those with disabilities, can easily use.
Do not use accessible as a synonym for simple. Instead, use terms such as easy to learn, easy to use, or intuitive; or refer to the specific characteristics that make something easy to use, such as intelligent Help system.
Correct
- A range of enhancements makes multimedia products easier to install and use and provides a great platform for home entertainment.
- The availability of high-contrast color schemes enhances the program?s accessibility for visually impaired users.
Incorrect
A range of enhancements makes multimedia products more accessible and provides a great platform for home entertainment.
access key
Do not use in end-user documentation. Use keyboard shortcut instead.
Access key is best avoided entirely, but it is permissible in developer documentation or in material about customizing the user interface when you must distinguish between an access key and a shortcut key. In such cases, use access key to denote a key sequence used to access a menu item, and provide a definition.
activate
Use only to indicate the action of verifying that a software product is a legal copy and is installed in compliance with the end-user license agreement.
Correct
- If you have not yet activated Windows XP, you can initiate activation at any time by clicking the Windows Activation icon in the system tray.
Do not use activate as a synonym for open, start, or switch to.
administrator
Use administrator or system administrator unless you must specify a particular kind of administrator, such as a network administrator or a database administrator.
Do not capitalize administrator except in the phrase Administrator program.
address
Use in content written for home users or information workers to refer to the location of an Internet or intranet site or to an e-mail account name or domain. If necessary for clarity, use a phrase such as Web address or e-mail address.
In content written for information technology professionals or software developers, use URL to refer to a Web address.
Use path to refer to the hierarchical structure of a file system from root directory through file name.
Address as a verb is not wrong, but in most cases try to use a stronger, more specific verb.
affect vs. effect
As nouns and verbs, affect and effect are often confused. Part of the problem is that the verb affect can be defined as 'to have an effect on'.
Correct
- Deleting a link on the desktop does not affect the actual program.
Incorrect
- Deleting a link on the desktop does not effect the actual program.
The verb effect means 'to bring about'.
Correct
- Good software design can effect a change in user's perceptions.
Incorrect
- Good software design can affect a change in user's perceptions.
As a noun, effect means 'result'. The noun affect is a term in psychology and should not be needed in content about software.
Correct
- The effect of the change was minimal.
Incorrect
- The affect of the change was minimal.
antivirus
No hyphen.
B
back up, backup
No hyphen.
Two words as a verb; one word as an adjective or a noun.
Correct
- Back up the files before you turn off the computer.
- Save the backup copies on a floppy disk.
because vs. since
Avoid using 'since' to mean 'because'. It is a globalization problem and in some cases it can result in ambiguity.
Use 'because' to refer to a reason and 'since' to refer to a passage of time. If it is possible to misinterpret the meaning of since as referring to a reason, rewrite the sentence.
Correct
- Because the updates are installed, I can download messages very quickly.
- Since installing the fast modem, I can download messages very quickly.
Ambiguous
Since I installed the fast modem, I can download messages very quickly.
below vs. later
Do not use below to mean later in a book or online document; use later instead.
You can also use later to refer to a chapter or section heading. Do not use below as an adjective preceding a noun, as in 'the below figure'.
In online content, do not use below or later. Use a hyperlink instead. Later in this context makes an unverifiable assumption about the user's path through a site. It is all right to use later to refer to content on the same Web page, but provide a hyperlink if the reader must scroll to find the material referred to.
beta
A software product that is ready for unstructured testing by customers.
Avoid referring to a beta release as a preview. Preview is often used to denote a version of a released product that will run only long enough for the user to make a purchasing decision.
black box
Jargon. Do not use. A black box is a unit of hardware or software whose internal structure is unknown but whose function is documented.
bold
Not bolded, boldface, or boldfaced. Use bold type as a noun. Do not use bold as a verb or a noun.
Correct
- To make the selected characters bold, press CTRL+B.
Incorrect
- To bold the selected characters, press CTRL+B.
bookmark
In general, used for Internet 'bookmark' reference; a saved reference in the form of a URL or link that helps users return to a particular location, page, or site. Use favorite to refer to a bookmark in Internet Explorer.
browse
Use to refer to scanning Internet sites or other files, whether in search of a particular
item or only in search of something that might be interesting.
browser
Use browser or Web browser, not Web viewer, to refer to a program that downloads and displays HTML pages.
browse vs. find
Browse is when the user manually looks for something in a folder, tree structure, or Internet site. Find is when the user instructs the computer to search for something, such as a specific file, object, computer, Web site, server, term, or phrase.
C
can vs. may
Use the verb 'can' to describe actions or tasks that the user or program is able to do.
Use 'may' to express possibility, not to imply that the user has permission to do something.
Use 'might' to connote greater doubt than may or to eliminate ambiguity when may
could be interpreted to imply permission.
Correct
- You can use the /b option to force a black-and-white screen display.
- If you use the /b option, your code might not be portable.
- If the table overlaps the text or the margin, you may need to resize the table and wrap text around it.
- If the table overlaps the text or the margin, you can resize the table and wrap text around it.
Many new programs may run very slowly on less powerful computers.
You may want to change your settings.
Incorrect
- You may use the /b option to force a black-and-white screen display.
- The random password that is generated when an account is created may not meet strong password requirements.
- The spelling or format of the server name you specified may be incorrect.
- If a language does not appear in the Input language list, the fonts for that language
may not be installed.
Do not use could when you mean can. Like might, could conveys a tone of doubt that is best avoided in technical writing. It is all right to use could as the past tense of can when users cannot mistake its meaning.
card
Avoid in a hardware context unless making specific reference to a device that has card in
the name, such as smartcard or gocard. In general, use adapter to describe hardware that connects a network or a device to a computer.
Correct
- graphics adapter
- sound adapter
- network adapter
Incorrect
- graphics card
- sound card
- network card
It is, of course, all right to use card in nontechnical ways, such as credit card or business card.
cascading style sheets
Cascading style sheets (note that the phrase is lowercase) and is an accepted industry term in the context of HTML and XML. Do not abbreviate as CSS.
caution
Advises users that failure to take or avoid a specified action could result in loss of data.
CBT
Avoid CBT and its spelled-out form, computer-based training. Use tutorial instead. Use online tutorial only to distinguish from a printed tutorial.
CD
Do not spell out. If you refer to a CD as a disc, use the correct spelling. It is all right to use CD alone as long as either the reference is general or there is no possibility of confusion as to what type of CD is under discussion: audio CD, CD-ROM, CD-R, or CD-RW. When it is necessary to be specific, be specific.
Refer to the drive for a CD as the CD drive, not the CD player.
If you are referring to a specific type of drive, such as a CD-RW drive, use the appropriate name. Do not use CD disc, CD-ROM disc, or similarly redundant constructions.
check box
Use the identifier check box, not just box, to refer to this option. Box alone is ambiguous,
especially for worldwide readers.
You select and clear a check box (not turn on and turn off, mark and unmark, check and
uncheck, or select and deselect).
child folder
Avoid. Use subfolder or subdirectory instead.
choose
Use choose when the user must make a decision, as opposed to selecting (not picking)
an item from a list to carry out a decision already made.
Correct
- If you do not have an Internet account, click Choose from a list of Internet service
providers (ISPs) and then click Next.
- If you choose to encrypt only the folder, no files or subfolders contained in the folder are encrypted.
Do not use choose as an alternative to 'click' or 'double-click'. Choose does not convey any additional information to those who do not use a mouse, and such users normally understand the equivalent action that they must take when a procedure step says to click.
Correct
- On the File menu, click Open.
Incorrect
- On the File menu, choose Open
clear
Use clear as a verb to describe the act of removing a check from a check box or removing a tab stop. Do not use turn off, unmark, uncheck, or deselect. The antonym of clear is select.
Correct
- Clear the Mirror margins check box.
- To clear a tab stop, click Clear.
click
Use click, rather than 'choose' or 'select', to refer to the user action of issuing a command or setting an option.
If a user can set an option to use either a single click or a double click to perform some
action, use the default mode when documenting a feature. Explain the various options in
the product documentation.
Do not use 'click on' or 'click at'; 'click in the window' is acceptable. With this
exception, click should always be a transitive verb.
Note: It is all right to omit 'Click OK' at the end of a procedure if the user interface
makes it clear that clicking the OK button is necessary to complete the procedure.
Correct
- To open Add or Remove Programs, click Start, click Control Panel, and then double-
click Add or Remove Programs.
client/server
Use the slash mark in all instances.
close
Use close for windows, documents, and dialog boxes. For programs, use 'exit'. For network connections, use 'end'.
Use close to refer to the action a program takes when it has encountered a problem and
cannot continue. Do not confuse with stop responding, which indicates that the program
cannot close itself.
compare to vs. compare with
Use compare to to point out similarities between dissimilar 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 technical content.
Correct
- People have compared a computer to a human brain.
- Compared with a Pentium 4 processor, a 386 processor is extremely slow.
computer
Not PC or machine or box, regardless of audience. Do not use client or server as a synonym for computer. Use client computer or server computer instead.
D
data
Use as either singular or plural in meaning, but always with a singular verb. That is, always use 'the data is' (or another appropriate verb) whether you mean a collection of facts (plural) or information (singular). If you want to emphasize that something is plural, rewrite to use a term such as facts or numbers.
Do not use datum or data are. They are etymologically correct, but many readers will fail to recognize datum and will see both 'datum' and 'data are' as pretentious.
Correct
- The data shows that 95% of the users prefer a graphical interface.
- The data gathered so far is incomplete.
- These facts contradict the earlier data.
delete
Use delete to refer to actions that the Delete command takes, such as moving files to the Recycle Bin and moving items in Microsoft Outlook to the Deleted Items folder. You can use delete to describe these actions even if the user arrives at them by some other way, such as by dragging a file to the Recycle Bin.
Use delete to refer to actions that result from pressing the Delete or Backspace key on the computer, such as deleting selected text. Do not use delete as a synonym for remove. Do not use cut or erase as a synonym for delete.
Correct
- Delete the second paragraph.
- Delete MyFile.txt from the Windows folder.
- Remove the Size field from the Inbox.
dialog box
Always use dialog box, not just dialog, and not pop-up window.
In content for all audiences except software developers, do not shorten to dialog even as a modifier. Do not hyphenate dialog box if you use it as a modifier. In content for software developers, it is all right, but not required, to use dialog alone as a modifier.
Correct for all audiences
- dialog box option
- dialog box title
Correct only for software developers
- dialog class
- dialog editor
- dialog object
Distributed File System (DFS)
Use initial caps to refer to Distributed File System. Use the abbreviation, which is all uppercase, after the full name has been introduced.
DNS
Spell out as 'Domain Name System' not 'Domain Name Server'. Use to refer to the DNS
networking protocol or to the Windows feature that implements the protocol. When discussing the DNS networking protocol, spell out 'Domain Name System' on first use.
When discussing the Microsoft Windows DNS feature, do not spell out DNS.
The Windows feature is DNS, not DNS Server or Microsoft DNS Server. If you are referring to the Windows feature and not the networking protocol, use (for example) DNS in 'Windows Server 2003' or 'Windows Server 2003 DNS.'
Do not use dynamic DNS or DDNS.
A DNS server (lowercase s) is a computer running DNS server software.
A DNS client (lowercase c) is a client of a DNS server.
DNS Server (capital s) is the Windows service that appears in the Computer Management
console. In general, refer to the service only in a discussion of stopping and starting it.
DNS Client (capital c) is the Windows service that appears in the Computer Management
console. In general, refer to the service only in a discussion of stopping and starting it.
double-click, double-clicking
Always hyphenate. Use instead of select and choose when referring to a mouse action. Do not use double-click on.
E
eBook, e-book
Use eBook with reference to electronic book products. For general references to electronic books, use e-book.
Avoid using eBook at the beginning of a sentence if you can avoid it without creating an awkward or ambiguous sentence. In headings, use eBook.
Use E-book at the beginning of a sentence and of a heading with sentence-style capitalization.
In headings with title-style capitalization, use E-Book.
e-commerce
Use E-commerce at the beginning of a sentence and of a heading with sentence-style capitalization. In headings with title-style capitalization, use E-Commerce.
e-mail
Always hyphenate. Do not use as a verb; use send instead. Use e-mail to refer generically to an electronic mail program or to refer collectively to e-mail messages. After you have established the context of electronic mail, it is all right to use mail instead of e-mail.
Correct
- Check your e-mail for messages.
- Scroll through your e-mail to find the message you want to read.
- You have new mail.
Use e-mail message or message to refer to an individual piece of e-mail. Do not use e-mail as a synonym for message. If you use message alone, ensure that the context makes clear that you are not referring to instant messaging.
Correct
- Send us an e-mail message with your comments.
- You have two new messages.
Incorrect
- Send us an e-mail with your comments.
- E-mail us with your comments.
- You have two new e-mails.
end user, end-user
Avoid; use user, customer, or you instead.
It is all right to use end user in content for software developers to distinguish the developer from the user of the developer's program. It is all right to use end user in documentation for information technology professionals to distinguish the system administrator from the users of computers that the administrator is responsible for.
Enterprise
Acceptable in client/server documentation to mean 'large company' or 'corporation'.
Use as an adjective, if possible, as in 'enterprise computing' or 'enterprise networking'
rather than as a noun to mean 'corporation'. Avoid in content for home users and
information workers.
F
fail
In end-user documentation, use fail only to refer to disks and other hardware. Use stop responding to refer to programs or the operating system. Do not use 'crash' in end-user documentation and avoid 'crash' in programmer documentation.
It is all right to use fail in programmer documentation when necessary to describe an error condition. For example, E_FAIL is a common return value in COM programs, and it is logical to say that a function that returns E_FAIL has failed to do something or other.
Correct
- Backing up your files safeguards them against loss if your hard disk fails.
FALSE
In general, use all uppercase to refer to a return value in content for software developers.
If you are writing about a specific programming language, follow the capitalization used in that language.
Favorite
Reference in Internet Explorer to a Web page or site the user may want to return to;
favorites can be added to the menu. Corresponds to 'bookmark' in other browsers. Use
lowercase when referring to a 'favorite Web site' and uppercase when referring to the
Favorites menu.
Correct.
- You can add a favorite Web site to the Favorites menu.
- You can display your list of favorites at any time by clicking the Favorites menu.
Folder
In content about Windows, use folder to refer to a container for files and for other folders. If the context is MS-DOS, use directory. Folders are represented on the interface by a folder icon. It is all right to use directory to mean folder in content for software developers if necessary to match the application programming interface.
Note: Not all folders represent a container for files and for other folders. For example,
the Printers and Control Panel programs are also folders. Describe the nature of the
folder, if necessary.
When instructing a user to click a folder, apply bold formatting to the folder name.
Correct
- You can find the file on your hard disk in C:\Windows\System\Color.
- You can find the file on X:\Windows\System\Color.
- You can find the file in the Color folder.
- The system files are in the System subdirectory in the Windows directory.
- Click the Windows folder.
font and font style
Use font, not typeface, for the name of a typeface design, for example, Times New Roman or Bookman. Use font style, not type style, to refer to the formatting, such as bold, italic, or small caps; and font size, not type size, for the point size, such as 12
point or 14 point.
When referring to bold formatting, use bold, not bolded, boldface, or boldfaced. When referring to italic formatting, use italic, not italics or italicized.
Correct
- The Bold option makes selected characters bold or removes the bold formatting if the characters are already bold.
Incorrect
- Select the Bold option button to bold the characters.
Frame
Avoid in content for home users and information workers unless you are referring to frames in a Web page. In content for software and Web developers and for information technology professionals, use only to refer specifically to a frame, not just a section of a Web page. (Many Web sites use tables, not frames, to divide a page.)
Frame has a number of other computer-related meanings, so be sure to define it if the context is unclear.
G
GB:
Abbreviation for gigabyte. Use the abbreviation only as a measurement with numerals; do not use in straight text without a numeral. Spell out gigabyte at first mention.
gerunds
A gerund is the -ing form of a verb used as a noun. Use gerunds to form the titles of
procedural Help topics.
Correct
- Managing Hardware and Software
- Installing New Software
Include whatever words are necessary to make your meaning clear or rewrite the sentence.
gigahertz (GHz):
A gigahertz is a unit of frequency equal to 1 billion cycles per second; abbreviate as GHz. At first mention, spell out and use the abbreviation in parentheses. Leave a space between the numeral and GHz except when the measurement is used as an adjective preceding a noun. In that case, use a hyphen.
Correct
- A frequency of 11.9300 gigahertz (GHz)
- 11.9300-GHz communications
global
In content for software developers, global refers 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'), and to similar elements that pertain to an entire program.
Avoid global as a technical term in content for other audiences, especially in describing the process of replacing one text string with another throughout a document. Instead,
describe the action being taken.
It is, of course, all right to use global to mean ?worldwide.?
Correct
- A cascading style sheet establishes global design formats.
- Use the Find and Replace commands to find all occurrences of specific text and replace it with different text.
groupware
Use to refer to software intended to let a group of users on a network collaborate
on a project. Do not use groupware as a product descriptor. For example, use Microsoft Outlook messaging and collaboration client, not Microsoft Outlook groupware.
H
hack, hacker
Use hacker only to refer to a programmer or computer user who attempts illegal access to a computer system or network. Do not use hack in the sense of improvising a solution to a programming problem. Do not use hacker to mean an amateur programmer. These words are slang.
hard copy
Two words. Acceptable as a noun referring to a paper version of a software document.
Avoid as an adjective.
hard disk
Refer to the disk itself as the hard disk. Be clear whether you are talking about the disk itself or the drive, which should be referred to as the hard disk drive, not the hard drive, internal drive, fixed disk drive, or hard disk system. Do not hyphenate hard disk.
heading
Do not refer to a topic heading or chapter heading as a head or a header.
Help
In general, avoid online Help; just use Help. However, online Help, definition Help, context sensitive Help, and online Help files are acceptable when necessary to describe the Help system itself or to explain how to develop a Help system.
he/she
Do not use; use gender-neutral pronouns e.g. they, them, you
highlight
In general, avoid using highlight, unless you are specifically referring to the highlighter feature in some products that users can apply to emphasize selections. Use select instead.
Correct
- Drag the pointer to select the text you want to format.
Incorrect
- Drag the pointer to highlight the text you want to format.
Refer to selected material as the selection, not highlighted.
Correct
- To extend the selection, press F6.
Incorrect
- To extend the highlight, press F6.
When it is necessary to be graphically descriptive, you can use highlight as a verb to tell the user to select text in a word-processing document, a range of cells in a spreadsheet, or fields and records in a database list view, for example. Likewise, you can use highlight to describe the appearance of reverse video. When using highlight as a verb in a procedure, include select in your procedure so users won't be confused when they use other products.
Correct
- Highlight the paragraph to select it.
- Programmers use reverse video to highlight special items on the screen.
hot key
Obsolete term. Do not use. Use keyboard shortcut instead.
hot spot, hotspot
Normally two words. Use in content for software developers to refer to the specific pixel on the pointer that defines the exact location to which a user is pointing.
Avoid using otherwise except in references to Hotspot Editor, where it is one word.
Do not use hot spot to refer to a hyperlink.
how-to vs. how to
Do not use how-to as a noun. Hyphenate as an adjective. Whether how to is hyphenated or not, do not capitalize to in titles.
Correct
- how-to book
- how-to article
- How to Format Your Hard Disk
- Writing a How-to Article
HTTP:
Abbreviation for Hypertext Transfer Protocol, the Internet protocol that delivers information over the World Wide Web. The protocol appears as the first element in the URL: http://. Use lowercase in the URL.
It is acceptable to eliminate 'http' from a Web address if you are sure your audience will
understand the context. If you are using another protocol such as FTP in an Internet
address, however, you must use the protocol in the address.
In general, you do not have to spell out the meaning of the acronym at first mention unless you are discussing protocols or URLs or to clarify for your audience.
I
icon
Use only to describe a graphic representation of an object that a user can select and open, such as a drive, disk, folder, document, or program.
When referring to a program icon, use bold for the icon name: 'Click the Word icon'.
For user interface elements that are identified by a graphic rather than label text, use the
most descriptive term available, such as button, box, or check box.
if vs. when vs. whether
To avoid ambiguity, use if to express a condition; use whether to express uncertainty. In informal writing for the Web, it is all right to use if to express uncertainty. Use when for situations requiring preparation or to denote the passage of time.
Correct
- If you do not know whether a network key is needed, contact your network administrator.
- The printer might insert stray characters if the wrong font cartridge is selected.
- When Setup is complete, restart your computer.
- To find out whether TrueType fonts are available, click OK.
Correct in informal contexts
- To find out if TrueType fonts are available, click OK.
Incorrect
- If you do not know if (use whether) a network key is needed, contact your network administrator.
- The printer might insert stray characters when (use if) the wrong font cartridge is selected.
Do not use whether or not to express uncertainty. It is all right to use whether or not in the sense of 'under any circumstances'. There are often better ways to express this thought, however.
Correct
- With Internet Explorer, you can save Web pages and view them later, whether you are connected to the Internet or not.
Better Sentence:
With Internet Explorer, you can save Web pages and view them later, even if you are not connected to the Internet.
Incorrect
- If you are unsure whether or not a network key is needed, contact your network
administrator.
illegal
Use illegal only in specific situations, such as notices on software that say 'Do not make
illegal copies of this disk'. Except for certain appropriate situations, the terms licensed and unlicensed may be better. Do not use to mean invalid or not valid.
Correct
- The queue path name is not valid.
- Chords cannot be composed while a segment is playing.
in, into
In indicates within the limits, bounds, or area of or from the outside to a point within.
Into generally implies moving to the inside or interior of.
Correct
- A word is in a paragraph, but you move the text into the document.
- Data is in a cell on a worksheet.
- You edit the cell contents in the formula bar.
in order to
A verbose phrase that is usually unnecessary. Use just to instead.
input
Avoid in all content as a verb; use type or another appropriate verb instead. Avoid as a
noun in content for home users and information workers.
Correct
- Word moves existing characters to the right as you type new text.
Incorrect
- Word moves existing characters to the right as you input new text.
insure
Do not use except to refer to insurance.
interface
Use as a noun only, as in 'user interface' and 'application programming interface'.
Use on as the preposition preceding user interface. Use interface alone only if the context is clear.
Interface as a verb is jargon. Use interact or communicate instead.
Correct
- It is easy to use the Internet to communicate with various interest groups.
- The interface is so intuitive that even first-time users learn quickly.
- The color can be adjusted on the user interface.
Incorrect
- It is easy to use the Internet to interface with various interest groups.
- The color can be adjusted in the user interface.
- In COM-based technologies and objects in the Microsoft .NET Framework, an interface is a collection of related public functions called methods that provide access to an object. The set of interfaces on (note preposition) an object composes a contract that specifies how programs and other objects can interact with the object.
J
join
Do not use to mean 'embed'. Join, in database terminology, refers to a relationship or
association between fields in different tables and should be reserved for that meaning in
content about databases and database management systems.
Correct
- If you join numeric fields that do not have matching FieldSize property settings,
Microsoft Access might not find all the matching records when you run the query.
- To embed one object into another, click Paste on the Edit menu.
Incorrect
- To join one object with another, click Paste on the Edit menu.
K
K, K byte, Kbyte
Do not use as abbreviations for kilobyte. Use KB instead. Do not use K as a slang expression for $1,000.
kHz
Abbreviation for kilohertz. Spell out on first mention if your audience may not be familiar with the abbreviation. Use the abbreviation only as a measurement with numerals; always spell out in other contexts.
L
laptop
One word. However, use portable computer in most instances because it does not refer to a specific size.
legal
Use only to refer to matters of law. Do not use to mean valid, as in ?a valid action.?
less vs. fewer vs. 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.
Correct
- The new building has less floor space and contains fewer offices.
- Fewer than 75 members were present.
- Less than a quorum attended.
M
M, M byte, Mbyte
Do not use as abbreviations for megabyte. Use MB instead.
machine
Avoid; use computer instead.
manipulate
Avoid in content for home users and information workers.
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). That is, 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.
Correct
- 800-KB disk drive
- The Help files require 25 MB of disk space.
- Many applications now need at least 64 MB of RAM.
In the noun forms referring to memory measurements, use of in a prepositional phrase, as in '512 MB of RAM'.
N
navigate
Do not use to refer to the act of going from place to place on the World Wide Web or on an intranet Web. Use browse instead.
To refer to the act of going directly to a Web page or Web site, whether by typing a URL in the Address bar of a browser or by clicking a hyperlink, use go to.
Correct
- To start browsing the Web, click any link on your home page when you start Internet Explorer.
- To go to a Web page, type the address of the page in the Address bar, and then click the Go button.
It is all right to use navigation to refer to controls or buttons on the user interface (for example, navigation buttons) or to Help topics or Web pages that orient the reader (for example, navigation topics or navigation pages).
Network
Do not shorten to net. Do not use network as a verb to describe the action of connecting a computer to a network. A computer is on, not in, a network, and computers on a network are linked or connected, not networked.
Use network as a verb and the noun networking only to refer to making personal and business connections.
O
on
Use on with these elements:
- Menus ('the Open command is on the File menu')
- Taskbar, toolbar, ruler, and desktop ('click Start on the taskbar')
- Disks, in the sense of a program being on a disk ('the printer drivers on Disk 4')
- User interface ('on the user interface')
- The screen itself (something appears 'on the screen')
- Network ('the printer is on the network')
- Hardware platforms ('on the Macintosh')
Do not use on with user input actions.
Correct
- Click the right mouse button.
- Click the WordPad icon.
- Click OK.
- Press ENTER.
Incorrect
- Click on the right mouse button.
- Click on the WordPad icon.
- Click on OK.
- Press on the ENTER key.
online
One word in all instances.
Online is worth avoiding much of the time because it can be interpreted ambiguously.
Online is now generally understood to refer to the Internet, but in such contexts it is better
to be specific. It is also used to refer to data that resides on a computer. If you must use
online, especially in the sense of data that resides on a computer, be explicit about your
meaning so that your readers cannot misunderstand you.
Preferable
- Many support services are available on the World Wide Web.
- Many products include documentation on the CDs in the package.
Acceptable
- Many support services are available online.
- Many products include online documentation on the CDs in the package.
P
permissions
Use permissions only to refer to operations associated with a specific shared resource, such as a file, directory, or printer, which are authorized by the system administrator for individual user accounts or administrative groups. Permissions are granted or assigned, not allowed.
If you refer to a named permission, use title-style capitalization and roman type. Do not use privileges or permission records as a synonym for permissions.
Correct
- Setting the Traverse Folder permission on a folder does not automatically set the
Execute File permission on all files within that folder.
- Grant Read, Read and Execute, and List Folder Content permissions to the Users group.
Whenever possible, assign permissions to groups rather than users.
platform
Refers to hardware architecture and is sometimes used interchangeably with operating
environment or environment. But because it can be ambiguous, avoid platform, particularly
in content for home users and information workers.
Platform can be used in content for software developers if necessary to distinguish differing
behaviors of a function or other API element in various operating systems, but whenever
possible use operating system for clarity.
Cross-platform is acceptable in content for software developers or information technology
professionals to refer to a program or device that can run on more than one operating
system.
Use on to refer to a hardware platform: ?on the Macintosh,? but ?in Windows XP.?
See Also: operating environment, operating system
Q
quality
Do not use quality alone as an adjective.
Correct
- Microsoft Word is a high-quality word processor.
Incorrect
- Microsoft Word is a quality product.
quit
Avoid.
Use exit instead to refer to the user action of closing a program.
Use close to refer to the user action of closing a document or a window.
Use close to refer to the action a program takes to close itself.
Use log off to refer to ending a user session on a computer or on a network or Internet connection.
R
read-only
Always hyphenate.
Correct
- read-only memory
- This file is read-only.
remove
Do not use remove to mean delete. Remove is correct in the following contexts:
- As a preferred synonym for uninstall
- As a synonym for unload
- To refer to taking an item off a list in a dialog box that has Add and Remove buttons
- To refer to taking a toolbar button off a toolbar, or hiding displayed data without
deleting the data, such as columns in Windows Explorer
run vs. execute
Avoid using execute to refer to running a program or macro. Use run instead. In content for software developers or information technology professionals, it is acceptable to use execute to refer to programming processes, especially if required by the user interface or the application programming interface, but run is still preferable.
Correct
- While Windows defragments your disk, you can use your computer to carry out other tasks.
- You can temporarily stop Disk Defragmenter so you can run other programs at full speed.
S
sample vs. preview
A sample is a graphic representation of something that might show up on screen, not an exact representation of what is in the file the user is working on. A preview is a graphic representation of exactly what the user will see on screen.
should vs. must
Use should only to describe a user action that is recommended but optional.
Use must only to describe a user action that is required.
Correct
- You should periodically back up your data.
- You must have at least 128 MB of RAM to run this program, but for best performance you should have at least 256 MB.
Windows does not provide for multiple versions of a file with the same name. To save different copies of a document, you must save each copy under a different file name. Avoid using should to indicate probability. Wherever possible, express certainty. When that is not possible, use may or rephrase.
Correct
- When you click Submit, the data is sent to the company, and you will get a confirmation e-mail message within 24 hours.
Incorrect
- When you click Submit, the data is sent to the company, and you should get a confirmation e-mail message within 24 hours.
It is all right, and often better, to use alternate ways of specifying recommendations or requirements. For example, for required actions, you can use the imperative; for
optional actions, you can use a phrase such as we recommend.
In either case, you can rephrase the sentence entirely. Avoid it is recommended.
Correct
- We recommend at least 256 MB of RAM to run this program.
system
Use generically to refer to computer hardware configurations, not the computer alone.
The system includes the computer and peripheral devices. It is not synonymous with, but
can include, the system software.
T
tab
Do not use as a verb.
Because multiple uses can be ambiguous, use the noun tab alone to refer only to a tab in a property sheet. For other uses, clarify the meaning with a descriptor: the TAB key, a tab stop, or a tab mark on the ruler.
Correct
- Use the TAB key to move through a dialog box.
- Set a tab stop on the ruler.
- Click the View tab.
Incorrect
- You can tab through a dialog box.
- Set a tab on the ruler.
that vs. which
That and which are often confused. Be sure to use the appropriate word.
That introduces a restrictive clause, which is a clause that is essential for the sentence to make sense. A restrictive clause often defines the noun or phrase preceding it and is not separated from it by a comma. In general, do include the word that in restrictive clauses, even though in some clauses the sentence may be clear without it. Including that prevents ambiguity and helps translators understand the sentence.
Correct
- You will need to supply information about applications that you want to run with Windows.
Incorrect
- You will need to supply information about applications which you want to run with Windows.
- You will need to supply information about applications you want to run with Windows.
Which introduces a nonrestrictive clause, which is a clause that could be omitted without
affecting the meaning of the sentence. It is preceded by a comma. Nonrestrictive clauses
often contain auxiliary or parenthetical information.
Correct
- Your package contains the subsidiary information card, which you can use to obtain
device drivers or local technical support.
- Do not use that or which to refer to a person; instead use who.
U
upgrade
Use to refer to installing a new version of a previously installed product. For example,
a user might upgrade the operating system on her computer from Windows 2000 Workstation to Windows XP Professional.
Upgrade is acceptable as a noun, a verb, or an adjective.
Do not use upgrade as a synonym for update, service pack, or any other release that occurs between product versions.
Correct
- To upgrade your operating system to Windows XP Professional, place the CD in the
drive.
- To install the upgrade version, you must already have a previous version of the program on your computer.
using vs. with
Avoid with to mean 'by using'; it is ambiguous.
Correct
- You can select part of the picture by using the dotted rectangle selection tool.
Incorrect
- 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.
Correct
- With DTP software, you can create professional documents quickly and easily.
V
voice mail
Two words. Do not abbreviate as v-mail or vmail.
vulnerability
Vulnerability can refer to any product flaw, administrative process or act, or physical exposure that makes a computer susceptible to attack by a hostile user. Because vulnerability covers so many types of security problems, its misuse can easily confuse readers on a very sensitive topic.
On first use in a given topic, always be specific as to what kind of vulnerability you are discussing:
Product vulnerability: A security-related bug in a product.
A product vulnerability is always addressed either by a security bulletin on, for example, http://www.microsoft.com/security or by a product service pack. If a security issue is not addressed in either of these ways, do not refer to it as a product vulnerability.
Administrative vulnerability:
Failure to observe administrative best practices, such as using a weak password or logging on to an account that has more user rights than the user requires to perform a specific task.
Physical vulnerability:
Failure to provide physical security for a computer, such as leaving an unlocked workstation running in a workspace that is available to unauthorized users. After context is established, it is all right to use vulnerability without a modifier. It is, however, a good idea to reestablish context by occasionally using the modifier throughout the topic.
It is all right to use vulnerability on first mention without a modifier only in the most general sense. If the reader would be wrong in interpreting this use of vulnerability to mean any or all specific types of vulnerabilities, use one or more specific phrases to make your meaning unambiguous.
For other security issues, use the most specific term that describes the issue, taking care to define the term if it might be unfamiliar to members of your audience. If there is no specific term, use security issue.
Correct
- Because there have been vulnerabilities related to the handling of HTML e-mail, you
should consider using group policies to assign HTML e-mail to the Restricted sites zone.
- Do not expose your system to administrative vulnerabilities. For example, do not log
on as an administrator unless you are doing a task that requires the user rights of an administrator.
Incorrect
- There is a vulnerability within Active Directory that can allow the administrator of any domain within a forest to gain control of any other domain within the forest.
W
Web
Always capitalize Web, even if you are referring to an intranet Web. It is all right to use Web alone to refer to the World Wide Web, as long as the context is clear. For inexperienced computer users, use World Wide Web on first mention, and then shorten to Web.
When used as a modifier, capitalize the W and use two words, with the following exceptions used throughout the industry:
- web-centric
- webcam
- webcast
- webmaster
- webzine
Correct
- Web address
- Web browser
- Web page
- Web site
while
Use to refer to something occurring in time. Avoid as a synonym for although, which can
be ambiguous.
Correct
- Fill out your registration card while you wait for Setup to be completed.
- Although the icon indicates that the print job is finished, you may have to wait until a previous job is finished.
Incorrect
- While the icon indicates that the print job is finished you may have to wait until a previous job is finished
Windows, Windows-based
Avoid using 'Windows' to modify the names of programs, hardware, or development methods that are based on or run on the Windows operating system. Instead, use Windows-based or running Windows. The term Windows user is acceptable.
Correct
- Windows-based application
- Windows-based device
- a computer running Windows
Avoid
- Windows application
- Windows computer
