Style Guide for Information Technology at Wayne State
(Last
modified November 12, 2007)
This Style Guide is designed specifically for use by Wayne State University
employees when writing about information technology, especially terms specific
to Wayne State. A number of sources were used in its development, primarily
The
Chicago Manual of Style (University of Chicago Press),
The Gregg Reference Manual
(The McGraw-Hill Companies),
and Microsoft
Manual of Style for Technical Publications (Microsoft
Press).
- For specific computing terms, check the
WSU
Knowledgebase Glossary. It will be growing as we add words and terms to it.
- For terms and questions specific to Wayne State University, refer to the
WSU Marketing and Publications guide, Get
in Style
.
- If you can't find a term you are looking for here, Also refer to one of
the following online dictionaries:
A
- abbreviations
- • Use abbreviations sparingly and, when doing so,
be consistent.
• For specific abbreviations, see the WSU
Knowledgebase Glossary.
- above, below
- • Be careful when using above or below to
refer to the location of figures or text on a page (print or Web) or in an
e-mail message, especially if the reference is vague.
• Do not overuse.
• As a more formal and clear alternative, use "preceding" or
"following" instead.
- AccessID
- • The AccessID is the key to electronic resources and services
at WSU. It is made up of two letters and four numbers, for example: xy6789.
• This term is always one word, with the "A," "I," and "D" capitalized.
It is short for the WSU AccessID.
• The preferred use is to call it the "WSU AccessID"
on first occurrence and AccessID afterward.
• For a definition of the WSU AccessID, see the
WSU
Knowledgebase Glossary.
- acronyms
- • An acronym is a word formed from the first (or the first few) letters
of a series of words; (e.g., WSU—Wayne State University, C&IT—Computing & Information
Technology).
• Spell out what the acronym means the first time it
is used on a page or in an article with the acronym following in parentheses.
Use only the acronym thereafter.
• Do not use an acronym in a heading unless it is part
of a proper name.
• Do not overuse.
- active versus passive voice
- • Avoid writing in the passive voice. The active
voice creates a vigorous and direct style that makes reading more interesting and
is stronger and more clear than the passive voice.
• Sometimes the use of passive voice can create awkward
sentences. Also, overuse of passive voice throughout a document
can cause your text to seem flat and uninteresting.
• In sentences written in active voice, the subject performs
the action expressed in the verb; the subject acts; (e.g., the dog bit the boy;
Mary will present her paper). In sentences written in passive voice,
the subject receives the action expressed in the verb; the subject is acted upon;
(e.g., the boy was bitten by the dog; the paper will be presented by Mary).
• One way to recognize passive-voice expressions is that
the verb phrase always includes a form of be, such as am, is, was, were,
are, or been. However, the presence of a "be" verb does not necessarily
mean that the sentence is in passive voice. Another way to recognize
passive-voice sentences is that they may include
a "by the..." phrase after the verb
and the agent performing the action, if named, is the object of the preposition
in the "by the..." phrase; (e.g., the class will be taught by Susan).
• While active voice helps to create clear and direct
sentences, sometimes writers find that using an indirect expression (passive)
is rhetorically effective in a given situation; (e.g., rules are made to be broken).
• Also, use passive voice when the subject of the sentence
receives the action or is acted upon, and this is what you want to emphasize;
(e.g., write "he was hit by the ball" rather than "the ball hit
him").
- ad hoc
- • Always two words. Means "established only
for the specific purpose or case at hand."
- affect, effect
- • Affect is normally used as a verb meaning to influence
or change, to assume:
— The donation did
not affect (influence) my vote.
— She affects (assumes) an unsophisticated
manner.
• Effect can be either a verb meaning to bring about
or a noun meaning result, impression.
— She is trying to effect (bring about)
a change.
— When we upgraded the software, the
effect (result) was that more students wanted it.
- agree to, agree with
- • These are common idioms with different meanings.
• A person agrees to a plan and with another
person. An entity agrees with another entity; (e.g., a noun
agrees with a verb).
- aid, aide
- • The word aid refers to a teaching tool, such as
a Banner Job Aid.
• The word aide refers to a person who helps someone.
• Also see help.
- all of
- • The of in all of can
often be omitted; (e.g., all [of] the milk was spilled).
- all right, alright
- • The preferred spelling is as two words.
- a lot
- • This informal term is two words.
• As a more formal alternative use "many" or "several" instead.
- a.m., p.m.
- • See time of day.
- ampersand (&)
- • In most instances, ONLY use the ampersand when it
is officially part of the name or title; (e.g., Computing & Information
Technology).
- and/or
- • This expression is considered awkward and unsightly.
• Use the single word "or" instead. It means
the same thing.
- annual
- • NEVER write "first annual"; write "first" instead.
• "Second annual" or just "annual"
is acceptable.
- anyone, any one
- • Write as one word (anyone) when you mean "anybody" or "any
person."
• Write as two words (any one) when you are referring
to "one person out of a group."
• "Anyone may join" means that admission is open
to everybody.
• "Any one may join" means that admission is open
to one person only.
• When followed by "of," any one must be used;
(e.g., any one [not anyone] of the boys could
carry it by himself).
- apostrophe (')
- • Do not use an apostrophe (') to identify a decade
by its century; (e.g., the "1900s," not the "1900's").
• However, do use an apostrophe for "do's and don'ts."
• Also see plurals.
- appear
- • This word is often used in print and in verbal instructions. However,
the magical connotations of appear detract from
clear and direct communication; (e.g., press the F2 key, and the menu appears).
• Use "display" instead (e.g., press the F2 key and the
menu displays on the screen); and remember to use active voice,
present tense.
- AppWorx
- • This formal name of a C&IT service is one words
with a capital "A" and "W."
- as
- • A proper conjunction and adverb that can be a useful word; (e.g.,
do as I do; twice as long; as smart
as an owl).
• However, as a conjunction, the words since, because,
and when have more exact meanings and, therefore, are more
effective; (e.g., she spilled the milk [as/when] she got up;
she stayed home [as/because] she had no car).
- assist
- • See help.
- at symbol (@)
- • Use the at symbol (@) in e-mail addresses or names
in which it is incorporated for marketing purposes; (e.g., wireless@wayne
or WSU's e-publication, LIFE@wayne).
• Do not use it in place of the word at in
regular text.
B
- backup, back up
- • Write as one word when used as an adjective; (e.g.,
a backup disk).
• Write as two words when used as a verb; (e.g., back
up your data).
• Write as one word when used as a noun; (e.g., she made
a backup of her data).
- below
- • See above.
- Blackboard (Bb)
- • When referring to Blackboard
as in the Blackboard Learning System,
capitalize the first "B," and write the second "b" in
lowercase.
• On first reference, spell out "Blackboard Learning
System." Call it Blackboard after that.
• The abbreviation for Blackboard is Bb. Use
it sparingly.
• For a definition of Blackboard, see the
WSU
Knowledgebase Glossary.
- body
- • Use when referring to the message text of an e-mail note.
- bold type
- • Use bold type instead of underlining for emphasis.
• Do not overuse bold type. If overused, the effect loses its intended
purpose because the eye goes directly to the bold, making the heading and overall
content—the reason for communicating the information—secondary.
• Rule of thumb: decide on a standard use for bold type and be consistent.
- box, field
- • Use box instead of field in a
dialog box to refer to any box, except a check box (for which, use the complete
term, "check box"). For dialog box elements that display a list, such as
a drop-down list box, you can use "list" rather than box for clarity.
• There is an exception to the rule to use box: It is okay to use field to
refer to Microsoft Word field codes and for other technically accurate uses.
• Also, use field when referring to database applications
(e.g., the Journal Type field).
• Do not capitalize the word field.
• Don't call the body of an e-mail message a field.
• Also see dialog box.
- bring, take
- • Bring denotes movement toward the speaker or writer,
suggesting "to come here with."
• When no movement is implied, use bring in
the sense of "to produce" or "as a result."
• Take suggests movement away from a place and indicates "to
go there with."
• As a rule of thumb, remember "bring to" and "take from."
- Broadcast
Messaging Service
- • The WSU Broadcast Messaging Service delivers emergency alerts and other
significant messages to WSU students, faculty, and staff.
• When referring to the WSU Broadcast Messaging Service,
always capitalize the "B, " the "M," and the "S.".
• Also see Instant Messaging.
- bullets
- • See lists.
C
- C&IT
- • See Computing & Information Technology.
- can, could, may, might
- • Can and could imply the ability
or power to do something; (e.g., he can do it; he could change the policy).
• May implies the permission
to do so; (e.g., you may send the magazine on trial).
• May also poses a possibility; (e.g., I may be
of help to you).
• Might adds a greater degree of uncertainty to the
possibility; (e.g., the report might be true). Use in informal
communications only.
• When it is important to maintain sequence of tenses, use may to
express present and might to express the past; (e.g., I think
I may go out tonight; I thought
that I might go out last night, but I did not).
- cannot
- • Cannot is always one word. Do not write "can
not."
- capitalization
- • In almost all cases, do not put the heading or the body of text
in all caps because it is very hard to read. The eye needs movement
around letters for comprehension.
• Make a sound case for caps or lowercase, consulting words as they
are displayed in menus, reference books, company Websites, and other editors.
Then be consistent.
• Also see headings, names.
- chair
- • As a noun, chair is preferred over chairperson.
Also acceptable are chairman or chairwoman,
if one is the preference of a particular person.
• As a verb, chair also means "to preside over a meeting."
• Also see sexist language.
- choose,
click, highlight, select
- • In general, write click or "double-click" instead
of choose for commands and buttons that carry out commands.
• Write click if you are documenting the use of
the mouse only, except for check boxes. Write select
for check boxes.
• Do not write "click on" or "click at."
However, "click in the window" is acceptable.
• Write select when referring to marking text,
cells, and similar items that are subject to a user action, such as copying text.
• Write select to refer to dialog box options if
you are documenting both keyboard and mouse use and to check boxes in all documentation.
• In general avoid using the word highlight; write select
instead because selecting is a standard procedure, whereas highlighting could
cause confusion.
- classwork
- • This word refers to work for a single class.
• One word, no hyphen.
• Also see coursework.
- client
- • See customer.
- co-, co-op
- • Retain the hyphen when forming nouns, adjectives and verbs that
indicate occupation or status: co-author, co-sponsor, co-signer.
• Use no hyphen in other combinations: coed,
coexistence, cooperate, coordination.
• Co-op, the shortened version of cooperative, is hyphenated.
- Cognos ReportNet
- • This formal name of a C&IT service is two words
with a capital "C" and "R" and "N."
- • ReportNet is one word
- • Cognos ReportNet
replaced E-Reports summer 2006.
- colon (:)
- • The colon acts to connect what precedes it with
what follows. It is like an equal sign; (e.g., she provided all the ingredients: sugar, flour, butter, and vanilla).
• The colon is also commonly used to introduce a series,
a list, an explanation, or a long quotation (usually of more than one sentence).
• Tradition says that the words preceding a colon must
always form a complete sentence.
• If the first word following a colon begins a sentence
or is a proper noun or a quote, capitalize it.
- comma (,)
- • Use of the comma is mainly a matter of good judgment,
with ease of reading as the end in view.
• For absolute clarity, add a comma before the conjunctions "or" or "and" in
a series of three or more. (Also see serial comma.)
• A comma is usually used between two or more independent
clauses in a compound sentence, unless the clauses are short and closely related;
(e.g., she baked the cake, and he washed the dishes).
• If a sentence has a compound predicate (two or more verbs having the
same subject), do not use a comma between the parts of the compound
predicate; (e.g., he sent the materials with Judy and promised to show up as
soon as possible).
• Do not use a comma to set off a restrictive clause following
a main clause; (e.g., Tom was astonished when he learned the cost of the services).
• Do use a comma to set off a dependent clause that precedes the main
clause, whether it is restrictive
or nonrestrictive; (e.g., when he learned the cost of the services, Tom
was astonished).
• Always use commas to set off parenthetical elements
that have a close logical relationship to the rest of the sentence; (e.g., my
sister, Helen, lives in Dexter).
• Rather than a comma, use an em dash or parentheses to set off elements with a more remote
relationship; (e.g., all the computers—including the Macs, PCs,
and Suns—were being moved).
- compose, comprise, consist,
constitute, include
- • Compose is to form, by joining or combining things;
(e.g., the committee was composed of three representatives).
• Comprise is to consist of or include; (e.g., it was
a vast installation, comprising 50 buildings).
• Do not use "of" with comprised. You can write "composed of" but
not "comprised of." The easiest way to get this right
is to try substituting include in place of comprise,
and since you would not write "the whole includes of ..." it
follows that you would not write "comprised of" either.
• Constitute is to make up or form; (e.g., seven days constitute a
week).
• Consist is to be composed of or made up of; (e.g., breakfast consisted of
cereal, milk, and fruit).
• Include suggests the containment of something as a part
of a larger whole; (e.g., the price of dinner includes dessert).
• Use comprise when all parts are named or referred to
and include when only some are.
• Remember this rule: The whole comprises
the parts; the parts compose
or constitute the whole; the
whole is composed of the parts; (e.g., the United States is
composed of 50 states or comprises 50 states, and includes Michigan, Ohio, and
Indiana).
- compound word or modifier
- • Some compound words are written as solid words. Some are written
as separate words and some are hyphenated. For specific words, see the
WSU
Knowledgebase Glossary.
• Solid compounds are a combination of two or more elements
that originally were separate words but now are spelled as one; (e.g., online,
notebook, trademark).
• Hyphenated compounds are combinations of words joined
by a hyphen or hyphens; (e.g., e-mail, campus-wide). When
two or more modifiers express a single concept before a noun,
link the modifiers with hyphens. An adjective + past participle
derived from a noun and adjective + adverb combinations are hyphenated when they
precede the noun. When used as a noun, these words are left open.
• Open compounds are a combination of words so closely
associated that they constitute a single concept but are spelled as separate
words; (e.g., "fellow employee" or "decision making" when
used as a noun). Note that adverbs ending in "-ly" + a participle or
adjective are always open; (e.g., highly developed system) "Very" is
also an exception; (e.g., very good food). Do not hyphenate
compound words when the adverb cannot be misread as an adjective; (e.g., "more
common command" or "high level language" or "high performance
computing").
- comprise
- • See compose.
- computer commands
- • Use bold style to indicate a command that the
reader must type.
• Use italic style to indicate variable text that the
reader replaces with appropriate text.
• If possible, break the command out onto a line by itself, with space
before.
• In the following example, the reader would replace "listname" with the
appropriate text and then type the rest as displayed.
listname@lists.wayne.edu
• Also see menus and commands.
- Computing & Information Technology
(C&IT)
- • Spell out full title on first reference. Write either of the following
depending on usage and consistency:
— Division of Computing & Information
Technology OR
— Computing & Information Technology Division
• C&IT is acceptable in further uses or subsequent
references.
• Note that the ampersand (&) is part of the formal
division name. Do not replace it with the word "and."
• Also note that the first word of the name is computing,
NOT computer.
- consensus
- • An agreement of opinion. "Consensus of opinion" is redundant.
- consist
- • See compose.
- constitute
- • See compose.
- contractions
- • In everyday spoken English many verbs are contracted;
(e.g., "HE'S
been to London;" "they AREN'T our neighbors").
• Note that many people disapprove of using contractions in
any formal writing, but they are used more and more on Web pages and other forms
of electronic communications.
• Be careful using contractions. Write for your audience.
- copyedit
- • One word, no hyphen.
- coursework
- • This word refers to the body of work done for the courses for a
degree.
• One word, no hyphen.
• Also see classwork.
- customer, client, patron,
user
- • Customer: Of all these words, customer is the
preferred word when referring to someone who uses C&IT services. When
possible, use the type of customer instead; (e.g., student, faculty, staff,
etc.).
• Client: do not use this word when referring to a person
because—especially in the information technology field—it can be confused
with the computer meaning of the word, client: "A computer
or program that requests a service (such as data or an application) from another
computer (the server) or program."
• Clientele: do not use this word. Use "customer
base" or "customer" instead.
• Patron: do not use this word when referring to someone
who uses C&IT services. The term patron is often used at
university libraries or when referring to someone who donates a significant amount
of money to the university.
• User: avoid using this word when referring to customers because
in much of the world user refers to a person who takes
narcotics or drugs. User may be applicable when referring to
a specific type of system user. If you do use it, add the system
or application name, as in "Blackboard user" or "Banner user."
• End-user: do not use this word in general materials.
It is considered redundant and has impolite connotations. Within technical circles
it is appropriate.
D
- dash (—, –)
- • Use an em dash (—) instead of two hyphens
(--) to introduce or close parenthetical expressions or to show a break in
thought.
• Spacing before and after an em dash depends on usage.
Just be consistent.
• Do not use more than two em dashes in a sentence.
• Use an en dash (–) to indicate duration in time
(e.g., 9–11 a.m.) or numerical sequence (e.g., steps 2–4).
• Do not use "from" and "to" or "through" in
some places (e.g., from 9 to 11 a.m.) and a mixture of words and en dashes in
others (e.g., from 9–11 a.m.).
- database
- • One word.
- Data Mart
- • This C&IT service was replaced by Operational
Data Store (ODS) Summer
2006.
- dates
- • For readability and clarity, express dates of events in the format:
time, day, date, and place if relevant; (e.g., 6 p.m., Sunday, June 5, 2005,
Adamany Undergraduate Library).
• We recommend that you spell out all months, and use abbreviations sparingly.
However, if necessary, you can abbreviate all months except March, April, May,
June, and July.
• Decide to spell out or abbreviate months, and then be consistent.
• Use cardinal, not ordinal numbers for dates; (e.g.,
May 3,
not May 3rd or May the third). The exception is the name of a holiday; (e.g.,
July Fourth or Fourth of July).
• When referring to a holiday, where the number is part of the name, capitalize
the number; (e.g., July Fourth or Fourth of July).
• When referring to a month and year, do not use a comma; (e.g., May 2005).
• Dates in the form of all numerals can be confusing to
people from other countries; (e.g., 6/3/05 could be read as
March 6, 2005, rather than June 3, 2005).
- describing tasks
- • Describe tasks to perform rather than features of a system; (e.g.,
write "how to filter messages" rather than "the WebMail filter
utility").
• Describe tasks in the sequence in which they occur; (e.g., write "on
the Edit menu, click Find" rather than "click Find on the Edit menu").
• Identify the task and then give instructions on how to perform it; (e.g.,
write "if you need help, on the File menu, click Topics" rather than "on
the Help menu, click Topics if you need help").
• Beware of jargon when writing to the WSU community.
- desktop
- • One word.
• Refers to a type of computer or the working
area of a computer screen.
• If referring to a type of computer, include the word "computer;" (e.g., desktop
computer).
- dial-in, dial-up
- • Always hyphenate these terms.
• If you are not sure which term to use, check the source; (e.g., Merit
Network, Inc. always uses dial-in when referring to MichNet's
service).
- dialog box
- • In instructions, technical documentation, and similar documents,
always use both words "dialog box." Do not write "dialog" as
an abbreviation; it is jargon.
• Do not write pop-up window when referring to a dialog box.
• When referring to dialog boxes use the following terms:
— click: use for commands, command buttons,
option buttons, and options in a list, gallery, or palette.
— select and clear:
use for check boxes.
— type or select:
use to refer to an item (as in a list box) that can be either typed or selected
in an accompanying text box.
— choose and select:
use only when documenting generic procedures, not mouse procedures. Use choose
for commands and select for options.
• For more information on dialog boxes (definitions, syntax, elements,
etc.), see The
Microsoft Manual of Style for Technical Publications.
• Also see box, field.
- different from
- • Different from, not "different than," is
the correct use.
- disk
- • The correct spelling is disk with a "k." Do
not spell it "disc" with a "c."
- download
- • Always one word.
- due to
- • Write due to only when due is
an adjective modifying a noun; (e.g., his dismissal was due to misconduct).
• Do not write due to when there is no modified
noun. Write "because" instead; (e.g., he was dismissed because of
missing work).
E
- each, every
- • The pronoun each is singular and implies one,
as in "each one."
• Every means "each and all without exception."
- effect
- • See affect.
- e.g., i.e.
- • These abbreviations mean "for example" (e.g.)
and "that is" (i.e.).
• The abbreviations are especially helpful when copyfitting. However,
as with all abbreviations, use sparingly.
• When used in context, always put a comma after e.g. or i.e.
• Be consistent when using these abbreviations throughout the document.
- e-mail
- • Use a hyphen and do not capitalize the "e" or "m" unless
it is at the beginning of a sentence or in a proper name, such as the WSU
E-Mail System.
- e-mail address
- • Write in all lowercase letters unless capitalization is specified.
- E-mail Name
- • This term referring to the name given as an alias for the WSU
AccessID is written with a capital "E"
and "N."
• For a definition, see the WSU Knowledgebase
Glossary.
- E-Mail System, WSU
- • Write with a capital "E," "M," and "S."
- end-user
- • See customer.
- ensure, insure
- • Use ensure when you want to guarantee something.
• Use insure when covering something or someone with insurance.
- enter
- • See type.
- entitled
- • This word means "deserving or having the right." It does
not mean "bearing the title." A book is titled, not entitled.
- E-Reports
- • This C&IT service was replaced by Cognos
ReportNet Summer 2006.
- E-Services
- • This formal name of a C&IT service is hyphenated with a capital "E" and "S."
- etc.
- • Limit your use of this Latin abbreviation that means "and
so forth."
• Consider writing "and so on" instead.
• Do not write "and etc.;" it is redundant.
- Ethernet
- • This word is always spelled with a capital "E."
• For a definition, see the WSU Knowledgebase
Glossary.
- every
- • See each.
- everyone, every one
- • Write as one word when you mean "everybody" or "every
person."
• Write as two words when followed by "of;" (e.g., every
one [not everyone] of the boys could carry it by himself.)
- example, instance, sample
- • An example is a part of something, "one of
a number of things."
• An instance is that kind of example "used to prove
or illustrate something."
• A sample is a small part of something, similar to a "specimen."
F
- faculty, staff, employees
- • Do you write "faculty and staff"
or do you write employees?
It depends on context. Both faculty and staff are employees.
• If referring to employee services, use the word employee.
• When referring to all WSU students and employees, you can write "the
Wayne State community."
• Faculty and staff are collective nouns.
They refer to groups of people, yet they take singular verbs; (e.g., the faculty assembled;
the staff is present).
• When writing about individuals, write a faculty member, staff member,
or WSU employee.
- farther, further
- • Write farther and farthest when referring to physical
distance.
• Write further to indicate "greater in quantity,
time, or degree" or when referring to an abstract idea.
• Further also means "moreover." Both of these
words are good transitional words.
- fax
- • As a noun, fax is a shortened version of "facsimile." Always
write it in lowercase unless beginning a sentence.
• Avoid using fax as a verb; (e.g., write "I will
send you a fax" rather than "I will fax the copy to
you").
- fewer, less
- • Write fewer when referring to objects that are
identifiable by number; (e.g., fewer than 100 members voted).
• Write fewer when referring to numbers or units capable
of being counted; (e.g., she now eats fewer meals).
• Write less when referring to bulk or quantity; (e.g.,
she now eats less candy).
• Less also applies to matters involving degree; (e.g.,
one is less than two).
- field
- • See box.
- filename
- • Write as one word when referring to a name given to a computer
file.
- filename extensions
- • In general avoid the use of any extension in documentation. Instead
describe the type of program or file; (e.g., an "application," a "text" document,
a "worksheet," etc.).
• If writing the name of a filename extension, include
the period and 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; (e.g., an ".exe" file,
a ".com" file, a ".jpg").
- first, second, third
- • These terms are recommended over "firstly," "secondly," and "thirdly."
• Phrases such as "first of all" and "second of all" are
needless and wordy.
- flyer
- • This is the preferred spelling when referring to a brochure or
handbill.
- font
- • The official Wayne State fonts are Stone and ITC Officina. People
who prepare print marketing materials can obtain these fonts from:
— C&IT employees
contact C&IT's Marketing
Coordinator.
— All other WSU employees contact WSU's
office of Marketing
and Publications.
- fractions
- • Convert to decimals whenever practical. In tables, use figures
exclusively.
- further
- • See farther.
G
- gender
- • See sexist language.
- Google
- • Capitalize when referring to the Web search engine, Google.
• Avoid using google as a verb; (e.g., write "she
used Google to search for the subject" rather than
"she googled the subject").
- gray, grey
- • The preferred spelling of this color is gray.
• The spelling grey is used most frequently in Great Britain.
- Group AccessID
- • A special use WSU AccessID account created for use by a group of people in one department.
• As always, spell AccessID as one word with a
capital "A," "I," and "D."
- Guest AccessID
- • A special use WSU AccessID for people whose affiliation with Wayne
State is in a capacity that directly supports or benefits WSU's academic
or administrative activities.
• As always, spell AccessID as one word with a
capital "A," "I," and "D."
H
- handheld
- • One word.
• Short for Handheld PC, Microsoft's name for a personal
digital assistant (PDA).
- hands-on
- • Hyphenate this adjective.
- headings of newsletter articles,
news items, Web pages, or e-mail subject lines
- • Article headings are usually typed in a bold sans serif font and
set flush left.
• Center column headings in tables and make them a bold sans serif font.
• The size of headings communicates importance: Make the heading for
the most important story, or lead, larger than the headings for
articles of lesser importance. Sub-headings and headings for
insets can be smaller yet.
• In Web pages always use the h1, h2, h3, h4 markup to indicate the level
of a heading.
• Use consistent format and style for headings of the same level.
• To improve readibility, capitalize only the first word and proper names
in a heading.
• Never set a heading in all caps, because that makes it is very hard to
read.
• Use both a subject and a verb in present tense and active voice in a
heading.
• Express one specific thought using as few short words as possible.
• Avoid cute or humorous headings that could make the message unclear.
• If the heading carries over to a second line, break it logically, that
is, before or after a word grouping or phrase; (e.g., "Group set / to renew
drive," instead of "Group set to / renew drive").
• Do not use an acronym in a heading (unless used in a proper name), and
do not break or hyphenate a word onto two lines.
• Also see capitalization.
- help, aid, assist
- • Help and aid are similar in meaning,
but help suggests direct involvement in providing assistance
while aid refers to a teaching tool, such as a Banner Job
Aid.
• Assist is a more formal word that implies acting in
a secondary role and, in this sense, takes the preposition "in" or "with."
• Also see aid, aide.
- higher, later
- • Use higher to refer to hardware specifications.
Use later to refer to software specifications.
• Higher refers to more powerful hardware; (e.g., to run
Windows 2000 you need Pentium II or higher; to run Mac OS X
you need a G3 processor or higher).
• Later indicates software (including operating system
software) version numbers; (e.g., Windows 2000 or later,
Mac OS X or later, EndNote 7.0 or later).
- highlight
- • See choose.
- homepage
- • One word all lowercase.
• See Website for our explanation about why we spell
it as one word.
- hopefully
- • According to traditionalists, hopefully means
in a hopeful way, not I hope.
• Avoid using hopefully; use "I hope," "we
hope," or "I would like" instead.
- humor
- • Be careful with humor. Because it is so subjective,
it is not the best way to communicate clearly and directly to a general audience.
• Ask yourself these questions: Will everyone get the joke? Is it appropriate
to the subject? If the answer is "no," do not use it.
- hyphenation
- • Wayne State's Office of Marketing and Publications does not hyphenate words for WSU publications.
• Hyphenation is not practical for Web pages because the viewer is able
to adjust the size of text; and, therefore, line breaks are not consistent.
• Also see compound word or modifier, dash, line
breaks.
I
- ID
- • Capitalize this abbreviation when referring to a form of identification.
- i.e., e.g.
- • See e.g.
- if, whether
- • Use if to introduce one condition or when meaning "in
the event that."
• Do not use too many if statements in a document.
• The term whether introduces alternate conditions, usually
with "or not" expressed or implied. When the intention is to give equal
stress to the alternatives, the "or not" is required.
- include
- • See compose.
- input
- • Instead of using this awkward verb form to mean "input the
text," use "type" or "enter."
• Also see type.
- instance
- • See example.
- Instant Messaging
- • WSU Instant Messaging (IM) is a way for faculty, staff, and students
to easily send and receive real-time messages in a conversational manner
and transfer files in a safe and secure setting.
• Write WSU Instant Messaging (IM) on the first reference.
• On subsequent references use IM (no periods).
• Also see Broadcast Messaging .
- insure
- • See ensure.
- Internet
- • Capitalize when referring to the commercial system of networks
that connects computers around the world.
- italic type
- • Use for titles of books or publications.
• Use in commands or instructions to indicate an optional choice or variable
text.
• Use to indicate sarcasm, or to imply that a word or phrase is not to
be taken seriously.
• Rule of thumb: decide on a standard use and be consistent.
J
- jargon
- • Jargon is "techy talk" or "shop
talk" and is not the best way to communicate clearly and directly to
a general audience.
K
- keyword
- • One word.
• A word used by a search engine (such as Google) as a reference point
when looking for relevant Web pages.
- knowledgebase, Knowledgebase (Kb)
- • In general, one word, lowercase.
• If referring to the WSU Knowledgebase:
— On the first
instance spell out the full name "WSU Knowledgebase (Kb)" with
the "K" in caps and the "b" in lowercase.
— Can use Kb afterward.
L
- later, higher
- • See higher.
- less
- • See fewer.
- line breaks
- • If a heading carries over to a second line, break it
logically, that is, before or after a word grouping or phrase; (e.g., "Group
set / to renew drive," instead of "Group set to / renew drive").
• Also see hyphenation.
- line lengths
- • For readability, the recommended length of a typed line is 65 characters
or less.
- lists (bullets
or numbers)
- • Use bulleted lists to make long sentences or lists of nonsequential items easier to read.
• However, do not use bullets to indicate a sequence of
events. Use numbered lists instead.
• Use parallel construction for each list item; (e.g., start each item with
an action verb; use all phrases or all sentences; and so on).
• Follow standard rules of punctuation; (e.g., use periods after complete
sentences).
• Be consistent with the use of punctuation at the end of each item; (e.g.,
use NO periods or commas or use ALL commas or semi-colons, with a period after
the last item in the list).
• Be consistent in capitalizing the first letter of the first word in each
item (or not); always use an initial cap on the first word in complete sentences.
• Use a period at the end only if the list item is a full sentence.
• You can use a semicolon at the end of each list item with "and" at
the end of the next to last list item and a period at the end of the last list
item.
- LISTSERV
- • This is a proper name of software designed to facilitate e-mail
communication among a group of people who share a common interest. Write
it in all caps.
- log in, log on, log off, log out
- • These terms are verbs and are two words.
• If you are not sure which term to use (e.g., in, on, off, out), look
at the actual program and be consistent with how the term is used there.
- login, logon, logoff, logout
- • These terms are nouns or adjectives and are one word.
• If you are not sure which term to use (e.g., login, logon, logoff,
logout), look
at the actual program and be consistent with how the term is used there.
- lowercase
- • One word.
M
- MAC address
- • Short for Media Access Control
address, a hardware address that uniquely identifies each node of a network.
• Write MAC in all caps.
- Macintosh, Mac
- • Macintosh is the name of a product line and operating system manufactured
by Apple Computer, Inc.
• The abbreviation Mac is acceptable.
• The Macintosh Operating System is now officially called Mac OS.
- maintenance window
- • When writing for a general audience, do not use maintenance
window to
describe the set period of time for server and application maintenance.
• Use "period of time" or "during the
maintenance period" instead.
- may, can, might
- • See can.
- measurements
- • Spell out units of measure (inches, meters, pounds, grams) when
used in text.
• Abbreviate units of measure in tables or graphs.
- menus and commands
- • Menus contain commands. Do not refer to a command as a menu item,
a choice, or an option.
• Write "click" when you refer to selecting or
choosing commands, options, and buttons.
• If, however, you are documenting both mouse and keyboard instructions,
use the generic "choose"
or "select"; (e.g., "select"
or open a menu; "choose" commands that
are on the menu, "select" dialog box options, and "choose" command buttons
in dialog boxes).
• In general, use the form "On the _____ menu, click _____";
(e.g., write "On the File menu, click Exit").
• When referring to a specific menu, type the word "menu" in
lowercase; (e.g., the Edit menu).
• When referring to commands and menus, use the same capitalization as
you see on the screen.
• In Windows, you open a submenu by pointing to the menu name; (e.g., on
the File menu, point to New, and then click Folder).
• Do not use the possessive form of menu and command names; (e.g., write "use
the Open command on the File menu to open the file" rather than "the
File menu's Open command opens the file").
• For more about menus, see The
Microsoft Manual of Style for Technical Publications.
• Also see terms as referenced throughout this guide.
- Merit Network, Inc.
- • Write the full name on the first instance and then Merit
Network or just Merit afterward.
- message box
- • Use message box to refer to a secondary window
that is displayed to inform a user about a particular condition.
- MichNet
- • The proper spelling for MichNet, Merit's statewide network, is
to capitalize the "M" and the "N."
- might, can, may
- • See can.
- money
- • Use numbers to express exact or approximate amounts of
money; (e.g., $7, $13.50, over $1500).
• Do not add a decimal point or zeros to whole
dollar amounts; (e.g., $12, not $12.00).
• For amounts under a dollar, use the number and the word cents; (e.g.,
50 cents).
• Only use the style $.75 in sentences where related amounts
require a dollar sign; (e.g., $.50, $1.50, $2.25).
• Only use the cent sign (¢) in technical or statistical material.
• When using the dollar sign or the cent sign with a price range or
a series of amounts, use the sign with each amount; (e.g., $25 to $50, 25¢ to
50¢, $10 million to $20 million).
• In isolated references, you can spell out the amount
(e.g., two hundred dollars, a twenty-dollar bill, a half dollar).
- months
- See dates.
- more than, over
- • More than expresses quantity; (e.g., more
than 10 applicants attended).
• Over is an adverb expressing direction; (e.g., he
threw the salt over his shoulder).
• Over can, at times, be used with numbers (e.g., she
is over 30), but the term more than is
usually better.
N
- names (of people,
products, things) and titles (of jobs)
- • Refer to a person by stating his or her full name and official
title on the first occurrence and then using only the last name thereafter.
• Capitalize job titles when they immediately precede a name; (e.g., President
Irvin D. Reid).
• Do not capitalize job titles when they precede the name as modifiers
or identifiers; (e.g., former president Bill Clinton).
• Do not capitalize titles when they are used after names; (e.g., Tim Smith,
vice president).
• Do not abbreviate titles.
• Use the official name of a school, college, division, department, or
building and an employee's official title. For accuracy, verify the name or title
against a reliable source or call the office or person directly.
- • Capitalize a formal office or department; (e.g., Tim Smith, vice
president for Student Affairs).
- • Be consistent in naming conventions.
• When referencing third-party product names, go to a reliable source
to verify the spelling, capitalization, and the required mark to use.
- • Use italics for the titles of books, magazines, or large publications.
• Identify smaller works or articles within double quotation marks.
• Also see trademarks.
- no one
- • Always two words.
- numbered lists
- • See lists.
- numbers
- • Use words for zero through nine, numbers for ten and up;
(e.g., "two, three, and four" OR "10, 20, and 30").
• An exception is to show numbers as numerals when writing
for online readers. See Jacob Nielsen's Alertbox for
details.
• Treat numbers in the same category alike throughout a paragraph; do not
use figures for some and spell out others; (e.g., there are 9 employees in the
first session, 15 in the second, and 10 on a waiting list).
• Use words for numbers that begin a sentence; (e.g., fourteen instructors
attended the training session).
• However, if a year begins a sentence, write it in numbers; (e.g., 2004
was a good year for Wayne State).
• Use numbers to identify pages, figures, steps, and diagrams; (e.g., go
to page 2).
O
- online
- • One word.
• See Website for our explanation about why we spell
it as one word.
- Operational Data Store (ODS)
- • This formal name of a C&IT service is three words with a capital "O" and "D" and "S."
• Often called ODS.
• ODS replaced Data Marts 2006.
- orphans and widows
- • An orphan is a single or partial word on the final
line in a paragraph.
• A widow is a single short line of text stranded by itself
at the bottom or top of a page or column.
• To remove these page layout no-no's, edit the copy (by deleting or adding
words) or adjust the tracking or width setting of a line or lines of text.
- over
- • See more than.
P
- parentheses ( )
- • Putting too much information in parentheses can be disruptive to
the reader.
• However, parentheses can be helpful when editing for copyfitting purposes
or when including an e-mail or Internet address in text, such as "send e-mail
to the C&IT Help Desk (helpdesk@wayne.edu)."
- passive voice
- • See active versus passive voice.
- patron
- • See customer.
- PC
- • When using PC as an abbreviation for "personal
computer," write it in all caps.
• Use the term PC sparingly. In most instances, write
"personal computer" instead.
• The plural of PC is PCs.
• PC is commonly used to refer to Windows computers, but PC is
really a broad term that covers all personal computers. Do not use it to just
refer to Windows computers.
• When writing about a specific PC, identify it as a Windows
PC, Mac PC, Linux PC, and so forth.
- people, persons
- • The word people is preferred to persons in
all plural uses.
• These words often can be used interchangeably. However, people often
refers to large groups or an undetermined number of individuals, and persons to
a relatively small or exact number.
• People also is used as a collective singular encompassing
individual persons.
- percent/percentage (%)
- • Percentages are always written as numbers.
• Generally, use the word percent as one word preceded
by a number; (e.g., 15 percent).
• Percent is not interchangeable with the noun percentage;
(e.g., 1 percent is a very small percentage).
• In scientific or statistical copy, charts or graphs, or when the copy
includes many percentage figures, the symbol (%) is more
appropriate.
• Do not put a space between the number and the symbol %; (e.g., 15%).
- persons
- • See people.
- phone numbers
- • The preferred way to write a phone number at Wayne State is to
separate the area code with parentheses, and then to put a space between
the area code and the phone number: (555) 555-5555.
- Pipeline
- • Spell out full title, "WSU Pipeline," on
first reference.
• Pipeline is acceptable in subsequent references.
• Campus Pipeline was the name of the product when it
was first installed. However, even though some people still use that name,
the official name is "WSU Pipeline."
- plurals
- • Compound words: For terms that include two or
more separate words or a hyphenated word, add the "s" to the most
significant word; (e.g., attorneys general, deputy chiefs of
staff).
• Numerals: Add an "s" with no apostrophe; (e.g.,
1990s).
• Multiple letters: Add an "s" with no apostrophe
(e.g., ABCs, VIPs).
• Single letters: Add an apostrophe to avoid confusion;
(e.g., the report card was full of A's and B's).
• Also see apostrophe.
- p.m., a.m.
- • See time of day.
- prepositions
- • To avoid excessive wordiness, eliminate all unnecessary prepositions;
(e.g., write "the pack leader" rather than "the leader of the pack").
• Usually a preposition comes before its object, but there
are exceptions.
• A preposition can end a clause, especially a relative
clause, or sentence; (e.g., this isn't the pen that he writes with).
• A preposition used with the relative pronoun "that" (or
with "that" understood) always follows the object; (e.g., this is the
moment [that] I have been waiting for).
• The preposition also frequently, but not always, follows
the pronouns "which" and "whom"; (e.g., which rule is your
decision based on? there is a banker [whom] I must speak with).
- present tense
- • Whenever possible, write in the present; (e.g.,
write "the menu displays on the screen" rather than "the menu
will display on the screen").
- press
- • See type.
- pronouns
- • There are many types of pronouns, and thus, many
problems associated with using them. The most common problem is lack of agreement
between a pronoun and the noun the pronoun replaces.
• The second most common problem with using or over-using pronouns (especially
it, they, them, this, that, these, and those) has to do with ambiguous references.
That is, the pronoun does not have a clear reference to a specific
word or a complete idea.
• A good tip when editing copy is to circle all pronouns and
then check for agreement and clear reference.
• When using the second person (you, your, yours) in instructions or training
materials, use it consistently. Do not switch between second (you, your, yours)
and third (he, she, they, it, them) person in the same document.
• Another common problem to look out for is mixing first person (I, me,
my, we, our, ours) and third person (he, she it, they, them, and so on) in a
sentence or paragraph.
• Also see that, which, who,
whom, and you.
- proper names
- • See names.
- punctuation
- • See colon, comma, dash, parentheses, quotation mark, semicolon.
• For other punctuation, see The Chicago Manual of Style,
The Gregg Reference Manual, or a similar publication.
Q
- quotation marks (")
- • Periods and commas always go within double quotation
marks.
• Dashes, semicolons, colons, question marks, and exclamation points go
within only when they relate to the quoted matter.
• Quotation marks go outside when they relate to the whole sentence.
• Sometimes a word or phrase is put in quotation marks instead of italics
to indicate sarcasm or that the word or phrase is not to be taken seriously.
If you are able, use italics instead.
• When you have a quotation within another quotation, enclose it in
single quotation marks.
R
- reason why
- • The why is useless; (e.g., quality education was
the reason I attended WSU).
S
- sample
- • See example.
- second, first, third
- • See first.
- select
- • See choose.
- semester
- • Always write in lowercase; (e.g., we are open on Sundays this semester;
the spring 2005 semester).
- semicolon (;)
- • When items in a series are long and complex or include internal
punctuation, separate each item with a semicolon for clarity.
• Use a semicolon between two parts of a compound sentence (two independent
clauses) when they are not connected by a conjunction.
• Even if two clauses are joined by a conjunction, use a semicolon when
the clauses are very long or are themselves subdivided by commas.
- serial comma, series comma
- • When a conjunction (and, or, but, and so on) joins the last two
elements in a series, place a comma—known as the serial or
series comma—before
the conjunction.
• Except for journalists, who use The Associated Press Stylebook, all American authorities say to use
the final serial comma; (e.g., he went to the store to buy milk, butter, and
eggs). The reason for the final serial comma is to prevent the last two items
being confused as a unit (butter-and-eggs).
• The serial comma prevents misreading. Consider this sentence, for
example: "The menu for the class picnic will feature green beans, stewed
apples, macaroni and cheese and okra and tomatoes." Without the serial
comma,
the series items are difficult to see. Here is the same sentence with the serial
comma added: "The menu for the class picnic will feature green beans, stewed
apples, macaroni and cheese, and okra and tomatoes."
• Also see comma.
- sexist language
- • Avoid words that assume maleness. Use "staffed" instead
of "manned," "liaison" instead of "middleman," "representative" instead
of "spokesman," and so on.
• Be consistent in how you refer to people of both sexes. Use "man" and "woman" or "male" and "female," not "man" and "female" or "men" and "ladies."
• Using default masculinity in language is considered out of date; (e.g.,
rephrase the sentence, "each person opened HIS book." to "they
all opened THEIR books").
• Instead of using male pronouns (he, his), revise sentences to use plural
forms (they, their).
• As an alternative to sexist language, using "their" or "they" to
refer to a singular subject is acceptable.
• Also see pronouns.
- should
- • Should expresses duty or obligation and is basically
a formal way of telling people what you want them to do. C&IT prefers
using active voice, so the readers clearly know what
they need to do; (e.g., instead of writing, "you should change
your password to something you can remember easily," write "change your password
to something you can remember easily").
• Instead of using should in other instances, use "have
to" or "must."
- sign in, sign on, sign off, sign out
- • These terms are verbs and are two words.
• If you are not sure which term to use (e.g., in, on, off, out), look
at the actual program and be consistent with how the term is used there.
- signin, signon, signoff, signout
- • These terms are nouns or adjectives and are one word.
• If you are not sure which term to use (e.g., signin, signon, signoff,
signout), look at the actual program and be consistent with how the term is used
there.
- slang
- • Using slang gives an informal tone to a newsletter or article.
• Just like humor and jargon, slang is not the best way to communicate
clearly and directly to a general audience.
- slash (/)
- • A slash means different things to different people. For clarity
and to avoid confusion, use sparingly and consistently or do not use at all.
- SMARTi
- • This formal name of a C&IT service is one word
with a capital "S" and "M" and "A" and "R"
and "T" and lowercase "i."
- someday, sometime, some day, some time
- • The adverbs someday and sometime express
future time indefinitely; (e.g., we will succeed someday;
come sometime;
let's meet
sometime when your schedule permits). This sense can also
be conveyed by some
day and some time.
• The two-word forms some day and some time are
always used when some is an adjective modifying and specifying
a more particular day or time; (e.g., come some
day [not someday]
soon; choose some
day [not someday] that
is not so busy).
T
- take, bring
- • See bring.
- techy-talk
- • See jargon.
- telephone number format
- • See phone numbers.
- term
- • Always lowercase; (e.g., we are open on Sundays this term;
the spring 2005 term).
- that, which
- • That and which—not "who" and "whom"—refer
to inanimate objects, animals without names, places, objects, or ideas.
• Use which to introduce a (non-essential) parenthetical
clause set off with commas. Rule of thumb: If the meaning of the sentence stays
the same after removing the clause, use which and set it off
with commas; (e.g., the report, which was done by Mark, was
very impressive).
• Use that to introduce a restrictive clause essential
to a sentence and do not set the clause off with commas. Rule of thumb: If that
fits comfortably, use it, and do not set the clause off with commas; (e.g., I
chose the software that was easiest to use).
• You can omit that in a relative clause when the subject
of the clause is different from the word or phrase the clause refers to; (e.g.,
say either "the book that I was reading" or "the
book I was reading").
• You can also omit that when it introduces a subordinate
clause; (e.g., say either "I think that we need to try
again" or "I
think we need to try again").
- third, first, second
- • See first.
- this, that
- • See pronouns.
- time duration
- • Consistently use either the format "from 3 to 5 p.m.," or "3–5
p.m." (with an en dash).
• Also see dash.
- time of day
- • State the time of an event in the following order: time,
day,
date; (e.g., 8 a.m. Saturday, June 4, 2005).
• Do not use zeros for even hours unless other exact times are emphasized;
(e.g., the first train leaves at 5:22 a.m. and the last at 11:00 p.m.).
• Write "a.m." and "p.m." in lowercase with periods
or write in small capitals with no periods; (e.g., 8 a.m., 2 p.m., OR 8 AM,
2 PM).
• Do not write AM or PM (all caps) unless using small capitals.
• Do not write am, or pm (lowercase) without the periods; (e.g., write
8 a.m., not 8 am).
• Always put a space between the numbers and a.m., p.m., AM,
or PM as
shown directly above.
• Never write both "a.m." and the word "morning" or "p.m." and
the word "evening."
• Do not write "12 a.m." or "12 p.m." They are ambiguous.
Write "noon" or "midnight" instead for clarity.
- titles
- • See names.
- toward, towards
- • These two words are interchangeable, but toward is
more common in American English and is preferred.
- trademarks, service marks
- • You are not required to use trademark or service
mark symbols in
publications. However, you are required to use proper capitalization of the
product name.
• Follow the owner's use in determining which symbol to use: the
registered trademark (®), trademark (™), or service
mark (SM).
- 24/7, 24x7, 24-7
- Do not use these terms. Write "24 hours a day, 7 days a week" instead.
- type, enter, press, use
- • Write type if information typed is displayed on
the screen; (e.g., type your AccessID).
• Write enter when there is a choice of typing a name
or selecting one from a list; (e.g., enter the filename).
• Write press when pressing a key initiates an action
(e.g., press Ctrl+F).
• Write use in situations where press might
be confusing, such as when referring to a type of key; (e.g., use the
arrow keys to move around the document).
• Also see use.
- typestyle
- See bold type, italic type, underlining.
U
- underlining
- • Do not underline to show emphasis on a Web page because an underline is used and understood to be a hyperlink.
• To show emphasis, use bold type instead of underlining.
- university, University
- • Capitalize it in the proper name, "Wayne State
University."
• Do not capitalize when using the word university to
refer to WSU.
- UNIX, Unix
- • A proprietary name for a multi-user operating system originally
designed for use with minicomputers.
• Historically it is spelled UNIX. However, it is often
spelled Unix because it is a name and not an acronym.
- uppercase
- • One word.
• See capitalization.
- use, usage, utilize
- • Originally, utilize meant "to make good use
of." These days, however, it has become a longer form of use.
• If the words use or "employ" fit,
use them instead of utilize.
• Usage implies a manner of using, especially of customary
practice; (e.g., modern English usage).
• See type for when to write use in
a command.
- user, client, customer, patron
- • See customer.
- user friendly
- • Avoid this term; (e.g., write "the system is easy to use" instead
of "the system is user friendly").
V
- voice mail
- • Write as two words.
• When referring to WSU Voice Mail, capitalize the "V" and "M."
• See http://networks.wayne.edu/onlinedirectory/ for
more information about WSU Voice Mail.
W
- Wayne State University (WSU)
- • Write Wayne State University on first
reference.
• On subsequent references, use WSU (no periods), Wayne
State, or "the
university" (lowercase).
• Do not overuse the WSU acronym.
- Web, World Wide Web, WWW
- • Web and WWW are shortened names
referring to the World Wide Web.
• Capitalize all of the "Ws" because they are formal names.
- WebMail
- • The Web interface to WSU's E-Mail System, WebMail,
is one word with a capital "W" and a capital "M."
- Web page
- • Two words, capitalize the "W."
- Website, website
- • We are in transition on this word.
• At C&IT we tend to spell Website as one word and
capitalize it. However, we are moving toward writing website as
one word lowercase.
• Our explanation for why we spell
it as one word:
"The transition from World Wide Web site to Web site to website seems
to have progressed as rapidly as the technology itself. The development of website as
a single
uncapitalized
word mirrors the development of other technological expressions
which have tended to evolve into unhyphenated forms as they become more familiar.
Thus email has recently been gaining ground over the forms E-mail and e-mail, especially
in texts that are more technologically oriented. Similarly, there has been an
increasing preference for closed forms like homepage, online,and printout."
(http://dictionary.com– Source: The
American Heritage® Dictionary of the English Language, Fourth Edition, Copyright© 2000
by Houghton Mifflin Company. Published by Houghton Mifflin Company.)
- whether
- • See if.
- which, that
- • See that.
- who, whoever, whom, whomever
- • Use who or whom in reference
to people and to animals with a name; (e.g., John Jones is the man who helped
me).
• Use who (or whoever) as the subject of a verb or as
a predicate pronoun; (e.g. who did that).
• Use whom (whomever) as the object of a verb or preposition;
(e.g., whom did you see).
• However, so much is written on the use and misuse of these pronouns,
and so many conditions exist, that it's probably safe to use who when
in doubt.
- widows and orphans
- • See orphans.
- window
- • See maintenance window.
- Windows
- • Windows is the name of a product line and operating
system manufactured by Microsoft. Capitalize the "W."
• Write out the name of the operating system fully; (e.g., Windows 2000, Windows XP).
- workplace
- • One word, all lowercase.
- World Wide Web
- • See Web.
- WSU
- • See Wayne State University.
- WWW
- • See Web.
X
- Xerox
- • A trademark used for a photocopying process or machine employing
xerography.
• Although this trademark often occurs in print in lowercase as a verb.
Avoid using it as a verb; (e.g., instead of writing "xerox the letter after
you sign it," write "make a copy of the letter after you sign it").
Y
- you
- • Write to the reader. Do not be afraid to use the word you.
• If you do not use the word you, you might find yourself
using the passive voice or discussing the system rather
than the task; (e.g., write "after you type the reply,
the menu displays" rather than "when the reply is typed, the menu displays").
Z
- ZIP code
- • Always two words.
• ZIP is an acronym for "Zone Improvement Program."
Type in all caps.
• The word code is lowercase.
- Zip drive, Zip disk
- • A Zip disk is a 100MB–750MB alternative
to a floppy disk. To use Zip disks, you need a Zip
drive.
• Capitalize the word Zip.
- .zip file
- • A .zip file is created using a popular data compression format.
It can contain one or more compressed files.
• In writing, include the period and use the article (a) as though the
period (or "dot")
is not pronounced; (e.g., a .zip file).
