Correct+grammar+mechanics+of+Writing


 * Correct grammar mechanics of Writing **

**Advance writing ** **Professor: ** **Dr. Ahmadi ** **By: ** **Neda Toughiry ** **2012 **

**Correct grammar mechanics of Writing **

Error-free writing requires more than just using good grammar. You must also use correct mechanics of writing in your documents. The mechanics of writing specifies the established conventions for words that you use in your documentation. Grammar reflects the forms of words and their relationships within a sentence. For instance, if you put an apostrophe in a plural word (“Create two file’s”), you have made a mistake in the mechanics of writing, not grammar. The mechanics of writing guidelines in this chapter work well for computer documentation, but other style guides might suggest different rules that are equally effective. In most cases, which rules you follow doesn’t matter as long as you are consistent within your document or documentation set. See Chapter 2 for options related to the use of text and graphical elements, such as section headings, tables, and cross-references. **Capitalization ** The chief reason to capitalize a word is that the word is proper, not because the word has greater status than other words. A proper noun identifies a specific member of a class. A common noun, on the other hand, denotes either the whole class or any random member of the class. For example, King Henry VIII (a particular member of a class) was a king of England (the class itself). Answering the following question can help you determine whether a noun is proper. If the answer is yes, the noun is probably a common noun. Does an article or other limiting word appear before the noun? Limiting words include “a,” “the,” “this,” “some,” and “certain.” Notice the difference between the following sentences: <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use a text editor to change the information in your file. Use Text Editor to change the information in your file. In the first sentence, the article “a” makes clear that the writer is not pointing to a particular member of the group of text editors. Therefore, “text editor” is a common noun. But in the second sentence, the absence of an article or limiting word helps to clarify that the writer is pointing to only one member of the group. In that case, capitalize the proper noun “Text Editor.” Use an industry-accepted dictionary or other resource to verify capitalization of computer terms. <span style="font-family: 'Cambria','serif'; font-size: 16px;">What to Capitalize <span style="font-family: 'Cambria','serif'; font-size: 16px;">Capitalize the following items: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Proper nouns <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The letters of many abbreviations and acronyms <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The first letter of the first word in numbered or bulleted lists <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The first letter of the first word in figure callouts <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The first letter of these terms when they are followed by a letter or number: <span style="font-family: 'Cambria','serif'; font-size: 16px;">“table,” “figure,” “example,” “appendix,” “chapter,” “section,” “part,” and “step” <span style="font-family: 'Cambria','serif'; font-size: 16px;">The font style and capitalization in cross-references might differ because these aspects are determined by your template or tool. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The Roman numeral that designates the sequence of a part divider in a manual <span style="font-family: 'Cambria','serif'; font-size: 16px;">Part III <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The first letter of each term that identifies the name of a key on a keyboard **<span style="font-family: 'Cambria','serif'; font-size: 16px;">Control-A Escape key the M key Ctrl-Shift-Q ** <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The first letter of the first word in a sentence, unless the sentence begins with a literal command name or other literal computer term that is not capitalized <span style="font-family: 'Cambria','serif'; font-size: 16px;">Write in a way that avoids such occurrences. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: format enables you to divide the disk into slices. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: Use the format utility to divide the disk into slices. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The first letter of the first word of a complete sentence following a colon <span style="font-family: 'Cambria','serif'; font-size: 16px;">The software saves time: You can now press a single key to accomplish what used to take hours of complex calculations. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Select from two options: The Save option stores your changes and the Discard option erases your changes. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The first letter of the first word in a title or heading, the first letter of all other words in a title or heading except conjunctions, articles, prepositions of fewer than four letters, and the “to” in infinitives **<span style="font-family: 'Cambria','serif'; font-size: 16px;">How to Delete Text With the Cut Function Key ** <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The first letter of the second element of a hyphenated compound word in a title or heading unless the element is an article, preposition, or coordinating conjunction **<span style="font-family: 'Cambria','serif'; font-size: 16px;">Installing a Half-Inch Disk Drive ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Configuring the Audio-in Component <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Figure captions, example captions, table captions, and table column headings, using the same rules as for titles and section headings <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Hardware switch names and buttons <span style="font-family: 'Cambria','serif'; font-size: 16px;">Power-On/Off switch <span style="font-family: 'Cambria','serif'; font-size: 16px;">Standby switch <span style="font-family: 'Cambria','serif'; font-size: 16px;">Power button **<span style="font-family: 'Cambria','serif'; font-size: 16px;">What Not to Capitalize ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not capitalize the following items: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The word “page” when followed by a number <span style="font-family: 'Cambria','serif'; font-size: 16px;">Refer to page 45. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The spelled-out words in most acronyms and abbreviations, even though the words ordinarily appear in a shortened form in capital letters <span style="font-family: 'Cambria','serif'; font-size: 16px;">field-replaceable unit (FRU) <span style="font-family: 'Cambria','serif'; font-size: 16px;">direct memory access (DMA) <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The “x” in hexadecimal text, as in “0x8E” <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The “x” in “x86” <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The “x” in dimensions, as in “12x12 inches” <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Any word for the sole reason of emphasizing it (use italic for emphasis) <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The words “release” or “version” unless these words are part of a product name <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Variable names that are used in code examples <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Command and function names <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Words in figure callouts other than the first word, proper nouns, abbreviations, or acronyms <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The first word following a colon if the word begins a text fragment <span style="font-family: 'Cambria','serif'; font-size: 16px;">This button has only one purpose: to shut down the system. **<span style="font-family: 'Cambria','serif'; font-size: 24px;">Contractions ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Contractions can potentially cause confusion for localization or nonnative English speakers. When using contractions, follow these guidelines: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Never use a contraction when you want to emphasize the negative. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: Don’t press the Escape key. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: Do not press the Escape key. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Avoid obscure contractions, nonstandard usage, and regionalisms such as “mustn’t,” “mightn’t,” ”you’d best,” “shan’t,” “ain’t,” or “don’t” to mean “does not.” <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Never create your own contractions. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Avoid adding “’s” for “is” or “has” to form a contraction (for example, “that’s”). <span style="font-family: 'Cambria','serif'; font-size: 16px;">This construction can be confused with possessive constructions. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Use “it’s” and “its” correctly. <span style="font-family: 'Cambria','serif'; font-size: 16px;">“Its” is the possessive of “it.” “It’s” is the contraction of “it is.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">If you must use these constructions, make sure that the antecedent is clear. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Its features include expanding and contracting list items. It’s the correct contraction to use. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The following contractions are not usually a problem for translators: “can’t,” “isn’t,” <span style="font-family: 'Cambria','serif'; font-size: 16px;">and “don’t” (for “do not”). **<span style="font-family: 'Cambria','serif'; font-size: 24px;">Gerunds and Participles ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">When you use a gerund or a participle, ensure that the phrase or sentence in which the gerund or the participle is used is unambiguous. A participle is based on a verb, ends with “-ing” or “-ed,” and functions as an adjective. A gerund is also based on a verb and ends with “-ing,” but a gerund is used as a noun. Confusion can arise when a gerund is followed immediately by a noun because the gerund could be misinterpreted as a modifier. For example, the sentence “Moving companies can be a growth opportunity in an economic decline” is ambiguous because you can interpret “moving” in either of the following ways: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The movement of companies can be a growth opportunity in an economic decline. The moving services industry can be a growth opportunity in an economic decline. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Follow these guidelines when using gerunds and participles: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Rewrite sentences to avoid gerunds that are immediately followed by nouns. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Tip – In many instances, you can avoid ambiguity by preceding the noun with an article or possessive pronoun. **<span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Disabling network services prevents IP packets from doing any harm to the system. **<span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Disabling the network services prevents IP packets from doing any harm to the system. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The disabling of network services prevents IP packets from doing any harm to the system. <span style="font-family: 'Cambria','serif'; font-size: 16px;">If you disable network services, the IP packets do not harm the system. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Rewrite sentences to avoid participles that have ambiguous meanings. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The following sentence is ambiguous because you do not know whether the participle “using” applies to the term “request” or “Document Editor.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">The Document Editor sends an edit message request using the file name as a parameter for the message. <span style="font-family: 'Cambria','serif'; font-size: 16px;">You can interpret this sentence in either of the following ways: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The Document Editor sends an edit message request that uses the file name as a parameter for the message. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The Document Editor uses the file name as a parameter for the message to send the message. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The following sentence is ambiguous because you do not know whether the participle “used“ applies to the term “variables” or “semaphores.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">Semaphores are almost as powerful as conditional variables used in conjunction with mutexes. You can interpret this sentence in either of the following ways: <span style="font-family: 'Cambria','serif'; font-size: 16px;">Semaphores are almost as powerful as conditional variables that are being used in conjunction with mutexes. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Semaphores are almost as powerful as conditional variables when the semaphores are used in conjunction with mutexes. **<span style="font-family: 'Cambria','serif'; font-size: 24px;">Numbers and Numerals ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">A number is expressed by numerals (1, 2, 3, 4), by Roman numerals (I, II or i, ii), or by words. Cardinal numbers use words such as “one, two, three.” Ordinal numbers use words such as “first, second, third.” In computer documentation, you most often use numerals when numbers are discussed in text. **<span style="font-family: 'Cambria','serif'; font-size: 16px;">Spelling Out Numbers ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Spell out numbers in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Numbers from zero through nine, unless the number is part of a measurement or is used in standards that are approved by organizations such as International Organization for Standardization (ISO) <span style="font-family: 'Cambria','serif'; font-size: 16px;">three computers (a count) <span style="font-family: 'Cambria','serif'; font-size: 16px;">3 MIPS (a measurement) <span style="font-family: 'Cambria','serif'; font-size: 16px;">XDR fits into the presentation layer (layer 6) of the ISO reference model. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Common units of time, greater than one second, from zero through nine <span style="font-family: 'Cambria','serif'; font-size: 16px;">five minutes three days <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Approximations <span style="font-family: 'Cambria','serif'; font-size: 16px;">You can choose from hundreds of applications for your computer. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> The zeroes in extreme values, such as “million” and “billion,” but precede these words with a numeral <span style="font-family: 'Cambria','serif'; font-size: 16px;">3 million instructions per second <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Any number that begins a sentence <span style="font-family: 'Cambria','serif'; font-size: 16px;">Ten files are required. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> A number that is immediately followed by a numeral <span style="font-family: 'Cambria','serif'; font-size: 16px;">Print twelve 500,000-byte files. Print 12 of the 500,000-byte files. **<span style="font-family: 'Cambria','serif'; font-size: 16px;">Using Numerals ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use numerals in the following cases: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Numbers 10 or greater <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Numbers less than 10 if they are of the same type and appear in the same sentence, paragraph, or bulleted list as numbers of 10 or greater <span style="font-family: 'Cambria','serif'; font-size: 16px;">The menu offers 11 options, but you use only 4 options. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Numbers less than 10 if they are used in terms common to standards that are approved by organizations such as International Organization for Standardization (ISO) <span style="font-family: 'Cambria','serif'; font-size: 16px;">XDR fits into the presentation layer (layer 6) of the ISO reference model. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Negative numbers <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Most fractions (see “Using Fractions” on page 9) <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> All percentages <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> All decimals, including the leading zero <span style="font-family: 'Cambria','serif'; font-size: 16px;">0.15 <span style="font-family: 'Cambria','serif'; font-size: 16px;">1.25 <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> All measurements (see “Units of Measurement” on page 13) <span style="font-family: 'Cambria','serif'; font-size: 16px;">6 pounds <span style="font-family: 'Cambria','serif'; font-size: 16px;">3.5-inch disk drive <span style="font-family: 'Cambria','serif'; font-size: 16px;">12x12 feet <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Units of time smaller than one second <span style="font-family: 'Cambria','serif'; font-size: 16px;">5 milliseconds <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Bit and byte references <span style="font-family: 'Cambria','serif'; font-size: 16px;">4 bytes <span style="font-family: 'Cambria','serif'; font-size: 16px;">8-bit color <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Chapter, section, page, step, figure, example, and table numbers <span style="font-family: 'Cambria','serif'; font-size: 16px;">Step 4 <span style="font-family: 'Cambria','serif'; font-size: 16px;">Section 6.2 <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Part numbers. Use uppercase Roman numerals, for example, “Part IV” **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">Punctuating Numbers and Numerals ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Numbers and numerals generally require the same punctuation as words. Punctuating numbers and numerals becomes troublesome, however, when the numbers are compounded. Follow these guidelines: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Do not hyphenate numbers or numerals when they serve as single modifiers. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Your file contains 500,000 bytes. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Hyphenate numbers or numerals in compound modifiers. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Print the 500,000-byte file. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Do not use a comma in numerals of four digits. <span style="font-family: 'Cambria','serif'; font-size: 16px;">1028 <span style="font-family: 'Cambria','serif'; font-size: 16px;">6000 <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Use a comma in numerals of more than four digits. <span style="font-family: 'Cambria','serif'; font-size: 16px;">10,000 <span style="font-family: 'Cambria','serif'; font-size: 16px;">600,000 <span style="font-family: 'Cambria','serif'; font-size: 16px;">For more information about appropriate use of numbers and numerals, see “Numbers, Symbols, and Punctuation” on page 144. **<span style="font-family: 'Cambria','serif'; font-size: 21.3333px;">Using Fractions ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">The usage of numerals for fractions depends on the context. Sometimes, spelling out the fraction or using decimals is the preferred form. Follow these guidelines: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Use numerals for fractions in tables and for units of measurement, but spell out common fractions in running text. <span style="font-family: 'Cambria','serif'; font-size: 16px;">½-inch tape drive <span style="font-family: 'Cambria','serif'; font-size: 16px;">half the users in the test <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Use a space between a numeral and its related fraction. <span style="font-family: 'Cambria','serif'; font-size: 16px;">8 ½ inches <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> If a fraction is used in a compound modifier, insert a hyphen between the fraction and its unit of measurement. <span style="font-family: 'Cambria','serif'; font-size: 16px;">8 ½-inch width <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Use decimals when decimals are the industry standard. <span style="font-family: 'Cambria','serif'; font-size: 16px;">3.5-inch diskette <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In a table in which you are using a numeric modifier of a fraction to save space, spell out the modifying numeral to avoid confusion. <span style="font-family: 'Cambria','serif'; font-size: 16px;">In tables: ten ½-inch tape drives (there are ten drives for ½-inch tape) In tables: 10 ½-inch tape drive (the drive is for 10 ½-inch tape) Preferred in text: 10 tape drives for ½-inch tape **<span style="font-family: 'Cambria','serif'; font-size: 24px;">Pronouns ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Follow these guidelines for the use of pronouns: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Avoid the indefinite pronoun or indefinite possessive pronoun, especially at the beginning of a sentence, unless the noun to which the pronoun or possessive pronoun refers is clear. <span style="font-family: 'Cambria','serif'; font-size: 16px;">A pronoun that forces a reader to search for an antecedent can frustrate or mislead the reader. Pronouns that typically cause this type of confusion include “it,” “they,” “its,” “theirs,” “this,” “these,” “that,” and “those.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: It also describes how to install the software. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: This chapter also describes how to install the software. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: You can use these either individually or together. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: You can use these two options either individually or together. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The value in this variable is used to determine when to pause during long display output, such as during a software dump. Its value is reset each time the ok prompt is displayed. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The value in this variable is used to determine when to pause during long display output, such as during a software dump. The variable’s value is reset each time the ok prompt is displayed. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Do not use first person pronouns. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">We recommend that you install the custom components only on large systems. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">Install the custom components only on large systems. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">We can write a protocol specification that describes the remote version of  <span style="font-family: 'Cambria','serif'; font-size: 16px;">printmessage. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">You can write a protocol specification that describes the remote version of  <span style="font-family: 'Cambria','serif'; font-size: 16px;">printmessage. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">Technical Abbreviations, Acronyms, and Units of Measurement ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Computer documentation requires extensive use of abbreviations, acronyms, and units of measurement, many of which have become generally accepted “words” in the industry language. As with any word in a sentence, use abbreviations, acronyms, and units of measurement accurately and with consistent meaning in your documents. Do not create your own abbreviations or acronyms. Rely on industry definitions for these terms. Reference books of this type include The New IEEE Standard Dictionary of Electrical and Electronics Terms, IBM Dictionary of Computing, and Microsoft Press Computer Dictionary. **<span style="font-family: 'Cambria','serif'; font-size: 16px;">Abbreviations and Acronyms ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">An abbreviation is a shortened form of a word or phrase that is used in place of the entire word or phrase. “CPU” for central processing unit, “Btu” for British thermal unit, and “SGML” for Standard Generalized Markup Language are examples of abbreviations. An acronym is an easily pronounceable word formed from the initial letters or major parts of a compound term. “GUI” for graphical user interface, “pixel” for picture element, and “ROM” for read-only memory are common acronyms. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Basic Guidelines for Abbreviations and Acronyms <span style="font-family: 'Cambria','serif'; font-size: 16px;">When using abbreviations or acronyms, follow these guidelines: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Do not use the Latin abbreviations e.g., i.e., vs., op. cit., viz., and etc. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In most cases, write out the full word or phrase and enclose its abbreviation or acronym in parentheses the first time the word or phrase is used. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Then, continue using the abbreviation or acronym alone. <span style="font-family: 'Cambria','serif'; font-size: 16px;">A local area network (LAN) consists of computer systems that can communicate with one another through connecting hardware and software. Your company probably uses a LAN. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Do not spell out acronyms and abbreviations that are trademarked terms. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Avoid using acronyms and abbreviations in the plural form. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Acronyms and abbreviations in the plural form can potentially cause problems for assistive technologies and for localization. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> If you cite a term only once or twice in a document, show both the abbreviation or acronym and the spelled-out version at each occurrence. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> If an abbreviation or acronym is used often in a document, repeat the spelled-out version at the first appearance in each chapter where the abbreviation or acronym appears. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> When writing out the full word or phrase, do not capitalize any letters unless the letters are capitalized as part of a standard or begin a proper noun. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">floating-point unit (FPU) Internet Protocol (IP) ** <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Do not shorten trademarked terms. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> When using an acronym, ensure that its pronunciation is natural and obvious to a reader. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The acronym “SCSI,” for example, is pronounced “scuzzy.” A user who does not know that “SCSI” is pronounceable might expect to see “an SCSI port,” not “a SCSI port.” In such cases, provide a pronunciation key when you first use the acronym by itself, as in this example: <span style="font-family: 'Cambria','serif'; font-size: 16px;">A small computer system interface (SCSI, pronounced “scuzzy”) cable connects the disk drive to the SCSI port. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">Punctuating Abbreviations and Acronyms ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">While you usually do not have to add punctuation to abbreviations and acronyms, the following list provides a few exceptions: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Use periods in abbreviations that look like words. <span style="font-family: 'Cambria','serif'; font-size: 16px;">U.S. for United States no. for number <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Use punctuation marks other than a period in abbreviations or acronyms when that punctuation is standard form. <span style="font-family: 'Cambria','serif'; font-size: 16px;">I/O for input/output <span style="font-family: 'Cambria','serif'; font-size: 16px;">3-D for three-dimensional <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Add an “s” and no apostrophe to form the plural of abbreviations or acronyms that contain no periods. <span style="font-family: 'Cambria','serif'; font-size: 16px;">PCs ISVs GUIs <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Add an apostrophe and “s” to form the plural of abbreviations or acronyms that use internal periods. <span style="font-family: 'Cambria','serif'; font-size: 16px;">M.S.’s <span style="font-family: 'Cambria','serif'; font-size: 16px;">Ph.D.’s **<span style="font-family: 'Cambria','serif'; font-size: 24px;">Units of Measurement ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">When abbreviating units of measurement, follow these guidelines: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Do not abbreviate common units of measurement, such as inches, pounds, feet, centimeters, and meters, unless space conservation is an overriding concern. <span style="font-family: 'Cambria','serif'; font-size: 16px;">You may use abbreviations within tables, for example. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Do not use the # symbol to indicate “pound” or “number,” a single quotation mark <span style="font-family: 'Cambria','serif'; font-size: 16px;">(’) to indicate “foot,” or a double quotation mark (“) to indicate “inch.” <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Use standard abbreviations for units of measurement with great care. <span style="font-family: 'Cambria','serif'; font-size: 16px;">For example, the difference between Mb and MB is the difference between a megabit and a megabyte. Avoid this confusion by consistently spelling out a term like “megabyte” or by using the less-abbreviated form, “Mbyte.” <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Do not add “s” for the plural of units of measurement. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Abbreviations for units of measurement already account for plurals. <span style="font-family: 'Cambria','serif'; font-size: 16px;">For example, the abbreviations for 1 kilowatt and 10 kilowatts are written the same way: kW. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Use periods in abbreviations of units of measurement that look like words. in. for inch <span style="font-family: 'Cambria','serif'; font-size: 16px;">oz for ounce, lb for pound (because “oz” and “lb” are not words) <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Leave a space between a numeral and an abbreviation unless the industry standard for a particular unit of measurement does not include a space or unless the abbreviation resembles a word. <span style="font-family: 'Cambria','serif'; font-size: 16px;">12 mm  <span style="font-family: 'Cambria','serif'; font-size: 16px;">220V, 10A <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Include the metric or U.S. equivalent of a unit of measurement when appropriate. <span style="font-family: 'Cambria','serif'; font-size: 16px;">1 in. (2.54 cm) <span style="font-family: 'Cambria','serif'; font-size: 16px;">0.45359 kg (1 lb) **<span style="font-family: 'Cambria','serif'; font-size: 24px;">Punctuation ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">This section reviews basic punctuation rules and guidelines for American English, notes exceptions, and suggests alternatives. The section is organized alphabetically. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Note – Traditional punctuation marks have specialized meanings in the context of programming languages. A classic example is that of quotation marks in the C shell or Bourne shell. These shells have specialized, nonintuitive meanings for single quotes, double quotes, and back quotes. Watch for these types of specialized usages in your writing and editing. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">Apostrophe ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use an apostrophe in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In contractions. Use an apostrophe to replace letters that are omitted in a contraction. <span style="font-family: 'Cambria','serif'; font-size: 16px;">can’t isn’t <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In place of numerals. Use an apostrophe to replace omitted numerals. Use this informal construction sparingly. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Class of ’66 <span style="font-family: 'Cambria','serif'; font-size: 16px;">Technology of the ’90s <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> For possessives. Use an apostrophe to denote the possessive case of a noun. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Add an apostrophe and an “s” to most indefinite pronouns, singular nouns <span style="font-family: 'Cambria','serif'; font-size: 16px;">(including collective nouns), and plural nouns that do not end in “s.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">the manager’s responsibilities someone’s system <span style="font-family: 'Cambria','serif'; font-size: 16px;">the group’s privileges people’s rights <span style="font-family: 'Cambria','serif'; font-size: 16px;">To form the possessive of singular nouns ending in “s” or its sound, you often add an apostrophe and an “s.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">the mouse’s buttons the bus’s capacity <span style="font-family: 'Cambria','serif'; font-size: 16px;">Add only the apostrophe when the addition of an “s” produces an awkward sound. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Plirg Systems’ employees <span style="font-family: 'Cambria','serif'; font-size: 16px;">In a few cases, however, either is acceptable. <span style="font-family: 'Cambria','serif'; font-size: 16px;">M. Travis’s files <span style="font-family: 'Cambria','serif'; font-size: 16px;">M. Travis’ files <span style="font-family: 'Cambria','serif'; font-size: 16px;">Add an apostrophe to form the possessive of plural nouns that end in “s.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">the Travises’ files <span style="font-family: 'Cambria','serif'; font-size: 16px;">the boards’ interrupts <span style="font-family: 'Cambria','serif'; font-size: 16px;">Add an apostrophe and an “s” to the last word of a compound to form the possessive of most compound constructions. <span style="font-family: 'Cambria','serif'; font-size: 16px;">each other’s files anyone else’s business <span style="font-family: 'Cambria','serif'; font-size: 16px;">The possessive of two or more names depends on ownership. In the first example, ownership is joint. In the second example, ownership is individual. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Malcolm and Mary’s files <span style="font-family: 'Cambria','serif'; font-size: 16px;">Malcolm’s and Mary’s files <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To form plurals. Use an apostrophe to form the plurals of most numerals and symbols, lowercase letters, and single uppercase letters. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use an apostrophe to form the plurals of abbreviations and acronyms that use internal periods. <span style="font-family: 'Cambria','serif'; font-size: 16px;">P’s and Q’s <span style="font-family: 'Cambria','serif'; font-size: 16px;">~’s and #’s <span style="font-family: 'Cambria','serif'; font-size: 16px;">1’s <span style="font-family: 'Cambria','serif'; font-size: 16px;">Ph.D.’s <span style="font-family: 'Cambria','serif'; font-size: 16px;">The apostrophe is not necessary, although not incorrect, when you are forming the plural of two or more unitary uppercase letters or numerals. <span style="font-family: 'Cambria','serif'; font-size: 16px;">CPUs user IDs <span style="font-family: 'Cambria','serif'; font-size: 16px;">operating system of the 1990s <span style="font-family: 'Cambria','serif'; font-size: 16px;">Single lowercase letters and single uppercase letters are awkward in the plural possessive form. Rewrite to avoid this problem. **<span style="font-family: 'Cambria','serif'; font-size: 24px;">Brackets ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Brackets are not substitutes for parentheses. To preserve their unique service as meaningful signals to your readers, construct sentences in a way that minimizes the grammatical need for brackets. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use brackets in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Within parenthetic text. Use brackets to insert a parenthetic word or phrase into material that is already enclosed by parentheses. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Placing comments within a menu file often makes sense. (See page 154 of  <span style="font-family: 'Cambria','serif'; font-size: 16px;">Advanced Skills, Revision A [May, 1991] for related information.) <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In optional command-line entries. Use brackets to set off an optional part of a command line. date [yymmddhhmm] **<span style="font-family: 'Cambria','serif'; font-size: 21.3333px;">Colon ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">The following sections describe appropriate use of a colon. **<span style="font-family: 'Cambria','serif'; font-size: 16px;">When to Use a Colon ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use a colon in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To introduce a list. When introducing a list, use a colon if the introduction is clearly anticipatory of the list, especially if the introduction contains phrasing such as “the following” or “as follows.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">Default settings include four secondary groups: operator, devices, <span style="font-family: 'Cambria','serif'; font-size: 16px;">accounts, and networks. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The following options are available from the Diagnostics menu: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Test Computer <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Inspect Computer <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Upgrade Software <span style="font-family: 'Cambria','serif'; font-size: 16px;">Ensure that any introductory text that ends in a colon is a complete sentence or a noun phrase. Avoid sentence fragments for introductory text that ends in a colon. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">For example, in your startup script, set: <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">For example, in your startup script, set the following parameters: <span style="font-family: 'Cambria','serif'; font-size: 16px;">When the introduction to steps in a procedure is a complete sentence, the use of a colon is optional. If numbered steps immediately follow the statement, you can generally use a colon. If numbered steps do not immediately follow the statement, use a period. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Learn how to send a message by following these steps: Follow the steps in this section to send a message. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Before explanatory text. Use a colon to indicate that the initial clause will be further explained or illustrated by information that follows the colon. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The colon serves as a substitute for phrases such as “in other words,” “namely,” or  <span style="font-family: 'Cambria','serif'; font-size: 16px;">“for instance.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">Notice in the next example that the first word following the colon is capitalized. Capitalize the first word of the statement if the statement is a complete sentence. Do not capitalize the first word if the statement is a sentence fragment. <span style="font-family: 'Cambria','serif'; font-size: 16px;">This software project was bad from the start: Customer requirements were never defined, management was not committed to the project, and the deadlines were unrealistic. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> After an introduction. Use a colon after an introduction to a statement or question. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Here is the choice: Do you want to save the file or delete it? <span style="font-family: 'Cambria','serif'; font-size: 16px;">Remember this cardinal rule: Never reboot your system until you have saved all of your files. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Before “for example” and similar expressions. Use a colon before expressions <span style="font-family: 'Cambria','serif'; font-size: 16px;">such as “for example,” “that is,” and “namely” when the expression causes a major <span style="font-family: 'Cambria','serif'; font-size: 16px;">break in the flow of the sentence. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Take precautions to preserve your data: For example, the best precaution that you can take is to save your files often. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With the name of a disk drive. Use a colon after the name of a specific disk drive. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Insert the diskette into drive A: and press Return. **<span style="font-family: 'Cambria','serif'; font-size: 16px;">When Not to Use a Colon ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not use a colon in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To introduce a figure or a table. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Figure 3–2 shows the relationship between servers and clients. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Table 4–7 lists the features and their corresponding UNIX® commands. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The following figure shows the parts of the editing window. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> When referring to screen elements in text. When a field name, menu option, or any element on the screen is followed by a colon, omit the colon in text. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The Printers menu (even though the on-screen label is “Printers:”) The Hosts option (even though the on-screen label is “Hosts:”) <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To introduce headings. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;"><Level2Head>Preinstallation Checklist <span style="font-family: 'Cambria','serif'; font-size: 16px;">Before you begin the installation, verify several things about your system: <span style="font-family: 'Cambria','serif'; font-size: 16px;"><Level3Head>Check the Configuration <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;"><Level2Head>Preinstallation Checklist <span style="font-family: 'Cambria','serif'; font-size: 16px;">Before you begin the installation, verify several things about your system. <span style="font-family: 'Cambria','serif'; font-size: 16px;"><Level3Head>Check the Configuration <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> At the end of a procedure heading. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: To Configure Your System: <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: To Configure Your System <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In a list that is introduced by “includes” or “are” within a sentence. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The base colors that are used in four-color printing are: cyan, magenta, yellow, and black. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The base colors that are used in four-color printing are cyan, magenta, yellow, and black. **<span style="font-family: 'Cambria','serif'; font-size: 21.3333px;">Comma ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">The following sections describe appropriate use of a comma. <span style="font-family: 'Cambria','serif'; font-size: 16px;">When to Use a Comma <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use a comma in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In a series. Use commas to separate the items in a series of three or more words, phrases, or clauses. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Among your hidden files are .cshrc, .defaults, .login, and .mailrc. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Using a comma before the conjunction that joins the last two items in a series prevents confusion regarding whether the last two items in a series are related. The following sentence is confusing because the final job opening could be read as a single field (“advertising and public relations”). <span style="font-family: 'Cambria','serif'; font-size: 16px;">Current job openings include positions in programming, technical writing, advertising and public relations. <span style="font-family: 'Cambria','serif'; font-size: 16px;">If an independent clause already contains a comma, consider using a list to separate the items in a series. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The window has a menu bar, which lists available menus, a palette, which shows graphics tools, and a working area, where you draw. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The window contains the following items: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Menu bar, which lists available menus <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Palette, which shows graphics tools <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Working area, where you draw <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To separate independent clauses in a sentence. Use a comma to separate independent clauses that are joined by the coordinating conjunctions “and,” “but,” “yet,” “for,” “nor,” and “or.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">Place the comma before the conjunction. <span style="font-family: 'Cambria','serif'; font-size: 16px;">You do not have to back up your files, but doing so is prudent. She lost all of her work, yet she still does not back up her files. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To separate a subordinate clause or long introductory phrase at the start of a sentence from the main clause. <span style="font-family: 'Cambria','serif'; font-size: 16px;">If you have not deleted a marked file, you can restore it. Using a text editor, change the last line of the file. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> After a dependent adverbial clause or prepositional phrase that starts a sentence. <span style="font-family: 'Cambria','serif'; font-size: 16px;">By recording transactions and automating billing, the financial software saves time and prevents costly errors. <span style="font-family: 'Cambria','serif'; font-size: 16px;">In such cases, hosts assume that destinations are not accessible. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not include the comma if the phrase appears in its normal order in the sentence. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Because this feature automatically updates system files, it saves time. This feature saves time because it automatically updates system files. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To separate an introductory modifier from the rest of the sentence. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Hopefully, he entered the personnel office. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Confident that she had saved her work, she logged out. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With nonrestrictive phrases. Use a comma to set off nonrestrictive clauses or phrases. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The mail icon, which looks like a mailbox, flashes. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Writers often refer to this book, which is a style guide for the computer industry. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With parenthetic text. Use commas to set off short parenthetic material. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The software, with its simple interface, decreases input time by 50 percent. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In addresses. Use commas to set off components of an address when the address appears in a sentence or on one line. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Write to Plirg Systems, Inc., North Bay Village, Florida. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With appositives. In most cases, use commas instead of dashes to set off a single appositive. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The monitor, hardware that looks like a television set, has only one function. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In dates. Use commas to separate components of a date. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The comma is optional, however, with only two components. <span style="font-family: 'Cambria','serif'; font-size: 16px;">She was hired on January 1, 1996, and left six months later. She was hired in January 1996. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With “for example” and similar expressions. Use commas to set off expressions such as “for example,” “that is,” and “namely.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">Enter the date in MMDDYY format, for example, 110798. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Precede such expressions with a comma only for minor breaks in continuity. For major breaks in continuity, divide the sentence into two sentences. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The database lists existing objects; however, it does not include objects created since the previous session. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The database lists existing objects. The database does not include objects created since the previous session. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">When Not to Use a Comma ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not use a comma in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In a series of adjectives that is used as one modifier. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Click the small black button at the top of the window. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Between two short independent clauses. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Back up your work or you are fired. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Save your changes and quit the text editor. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> If a dependent adverbial clause or prepositional phrase appears in its normal order in the sentence. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Because this feature automatically updates system files, it saves time. This feature saves time because it automatically updates system files. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">Dash (Em Dash) ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Using an em dash for explanatory purposes can result in sentences that are difficult for readers to understand because the sentences contain more than one main idea. When possible, divide a sentence in which em dashes are used for explanatory purposes into two sentences. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">After a context is established between two peers—say, a client and a server—messages can be protected before being sent. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">After a context is established between two peers, messages can be protected before being sent. An example of two peers is a client and a server. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Em dashes are sometimes used before and after an appositive series. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Three vital pieces of hardware—the keyboard, the system unit, and the monitor—are packed in the largest carton. **<span style="font-family: 'Cambria','serif'; font-size: 16px;">Dash (En Dash) ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use an en dash in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To indicate ranges. Use an en dash, without surrounding spaces, to indicate a range. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Refer to pages 16–24. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Place the machines 12–16 inches apart. <span style="font-family: 'Cambria','serif'; font-size: 16px;">However, if a book uses chapter-by-chapter page numbering, use the word “to” to indicate a page range. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Refer to pages 2-15 to 2-19. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To indicate negative numbers. Use an en dash as the minus sign for numbers that are less than zero. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not operate this equipment in temperatures lower than –10° C.  <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In lists. In a bulleted list, you can use an en dash to separate an introductory word or phrase from its explanation. <span style="font-family: 'Cambria','serif'; font-size: 16px;">When you use this list format, put a space before and after the en dash. If the text following the introductory word or phrase is extensive, use a period instead of an en dash. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The word processing software includes the following features: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Automatic save – Saves changes every two minutes <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Automatic backup – Creates a backup file when you exit <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Automatic recall – Tracks the last 20 transactions <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In table, figure, and example numbers. Most authoring tools automatically provide the table or figure number in table and figure cross-references. <span style="font-family: 'Cambria','serif'; font-size: 16px;">If you have to type a table or figure number, use an en dash between the two numbers. **<span style="font-family: 'Cambria','serif'; font-size: 21.3333px;">Ellipsis Points ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Ellipsis points are made up of three dots. Avoid the use of ellipsis points except when showing truncated text within a code fragment. Do not include the ellipsis points shown in a menu item when mentioning the item in running text. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">Exclamation Point ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not use exclamation points except where they have some technical significance. For example, the ! operators in programming and scripting languages have technical meaning. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: Configure the system manually! <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: Configure the system manually. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">Hyphen ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Because the computer industry has developed unique terminology, the use of hyphens has become troublesome. Computer documents are often littered with unnecessary hyphens. As a general rule, hyphenate a multiword expression that is used as a modifier. Do not hyphenate a multiword expression that is used as a verb or noun. <span style="font-family: 'Cambria','serif'; font-size: 16px;">the check-in procedure check in the material <span style="font-family: 'Cambria','serif'; font-size: 16px;">the direct-access password if you have direct access the end-user application writing for end users <span style="font-family: 'Cambria','serif'; font-size: 16px;">the look-up table look up the definition **<span style="font-family: 'Cambria','serif'; font-size: 16px;">When to Use a Hyphen ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use a hyphen in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In compound modifiers. With some exceptions, use a hyphen to form a compound modifier when the modifier is used before the noun. <span style="font-family: 'Cambria','serif'; font-size: 16px;">An exception is open compound nouns used as modifiers, as described in “When <span style="font-family: 'Cambria','serif'; font-size: 16px;">Not to Use a Hyphen” on page 25. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Review the context-sensitive help. <span style="font-family: 'Cambria','serif'; font-size: 16px;">This menu-driven application provides all possible options. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use hyphens with numerals in compound modifiers. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Print the 500,000-byte file. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Note the difference in meaning between “end-user control” and “end user control.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">If you do not intend to abolish the user’s control, use a hyphen to avoid ambiguity. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Hyphenate a compound modifier when it appears before a noun. When a modifier appears after a noun, do not hyphenate a compound modifier. <span style="font-family: 'Cambria','serif'; font-size: 16px;">An easy-to-remember mail alias is a person’s first initial and last name. <span style="font-family: 'Cambria','serif'; font-size: 16px;">A mail alias that is easy to remember is a person’s first initial and last name. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To prevent ambiguity. Use a hyphen to clarify ambiguous text. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Ed owns a small-doll shop. Ed owns a small doll shop. He recovered the sofa. He re-covered the sofa. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With some prefixes and suffixes. Use a hyphen in most cases between a prefix or  <span style="font-family: 'Cambria','serif'; font-size: 16px;">suffix and a root word when the combination results in double letters. <span style="font-family: 'Cambria','serif'; font-size: 16px;">re-enable <span style="font-family: 'Cambria','serif'; font-size: 16px;">co-organizer <span style="font-family: 'Cambria','serif'; font-size: 16px;">shell-like <span style="font-family: 'Cambria','serif'; font-size: 16px;">When in doubt, use the guidelines in a standard dictionary. For example, the following words do not use the general rule: <span style="font-family: 'Cambria','serif'; font-size: 16px;">reentry unnumbered misspell <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use a hyphen to join numbers and proper nouns or modifiers with the following prefixes. However, these prefixes are usually joined without hyphens to common nouns and modifiers. <span style="font-family: 'Cambria','serif'; font-size: 16px;">mid- neo- non- pan- pro- un- <span style="font-family: 'Cambria','serif'; font-size: 16px;">Almost without exception, hyphens join the following prefixes with the main word of a compound: <span style="font-family: 'Cambria','serif'; font-size: 16px;">all- ex- self- <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With two words that precede and modify a noun as a unit if one of the words is  <span style="font-family: 'Cambria','serif'; font-size: 16px;">a past or present participle. A participle functions as an adjective and is formed by  <span style="font-family: 'Cambria','serif'; font-size: 16px;">the addition of “-ing” (present participle) or “-ed” (past participle). <span style="font-family: 'Cambria','serif'; font-size: 16px;">file-sharing protocol write-protected device user-defined functions <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In fractions. Use a hyphen to separate the components of a spelled-out fraction. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The resulting file will occupy nearly one-third of your disk. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In key combinations for some product lines. Unless the platform that you are documenting indicates another style, use a hyphen to join simultaneous keystrokes. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Control-A Ctrl-Shift-Q Meta-A <span style="font-family: 'Cambria','serif'; font-size: 16px;">For more information about punctuation for key combinations, see “Documenting <span style="font-family: 'Cambria','serif'; font-size: 16px;">Multiple Keystrokes” on page 62. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In variable names. Use a hyphen to separate words of a variable name that is two or more syllables long except userid, username, and other variable names that are short and easy to read as one word. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not use a space or underscore in variable names. Reserve underscores for their designated use in code. <span style="font-family: 'Cambria','serif'; font-size: 16px;">directory-name system-name hostname mount-options <span style="font-family: 'Cambria','serif'; font-size: 16px;">Note – Some authoring environments consider a hyphen to be a line-break character. However, some hyphenated terms should stay on the same line, for example, Control-Q. Talk to your tools support person to find out how to indicate a nonbreaking hyphen. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">When Not to Use a Hyphen ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not use a hyphen in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> For industry-accepted terms. Do not hyphenate compound words that are generally accepted as single words. **<span style="font-family: 'Cambria','serif'; font-size: 16px;">online database email ** <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To construct nouns. Do not hyphenate two words that are used as a noun even if those same words are hyphenated when they are used as a compound modifier. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Writing documentation for end users is different from writing the end-user application. <span style="font-family: 'Cambria','serif'; font-size: 16px;">If you have direct access, you can use the direct-access password. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To construct verbs. Do not hyphenate two words that are used as a verb even if those same words are hyphenated when they are used as a compound modifier. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Check in the book only after reading the check-in instructions. Look up the value in the look-up table. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With open compound nouns used as modifiers. Do not hyphenate open compound nouns used as modifiers except to avoid ambiguity or to comply with industry standards, such as the terms “cathode-ray tube” or “CD-ROM drive.” An open compound noun is a combination of separate nouns that are so closely related as to constitute a single concept. When using open compound nouns, do not create noun strings longer than three words. <span style="font-family: 'Cambria','serif'; font-size: 16px;">data interchange format device driver interface disk storage device domain name address file name extension <span style="font-family: 'Cambria','serif'; font-size: 16px;">file server specifications <span style="font-family: 'Cambria','serif'; font-size: 16px;">For more information, see “Use Modifiers and Nouns Carefully” on page 141. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With a compound modifier (adverb) ending in “ly.” Never hyphenate a compound modifier that includes an adverb that ends in “ly.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">An easily remembered mail alias is a person’s first initial and last name. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> By itself in suspended form. When you have successive compound adjectives with a common component, do not omit the component and leave the hyphen suspended. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: 8- and 7-bit characters <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: 8-bit and 7-bit characters <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With numerals as single modifiers. Do not hyphenate numerals or numbers when they serve as single modifiers. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The file requires 500,000 bytes of disk space. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With some prefixes. Do not hyphenate a word that is listed as unhyphenated in a standard dictionary and that uses a common prefix. <span style="font-family: 'Cambria','serif'; font-size: 16px;">bi- inter- meta- micro- mini- <span style="font-family: 'Cambria','serif'; font-size: 16px;">multi- non- over- post- <span style="font-family: 'Cambria','serif'; font-size: 16px;">pre- sub- un- <span style="font-family: 'Cambria','serif'; font-size: 16px;">under- <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To indicate a range. Use an en dash (with no space before or after it) instead of a hyphen to indicate a range. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Refer to pages 16–24. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Place the machines 12–16 inches apart. <span style="font-family: 'Cambria','serif'; font-size: 16px;">However, if a book uses chapter-by-chapter page numbering, use the word “to” to indicate a page range. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Refer to pages 2-15 to 2-19. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With trademarked terms. See “Proper Use of Trademarks” on page 157 for exceptions. **<span style="font-family: 'Cambria','serif'; font-size: 21.3333px;">Parentheses ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Avoid parenthetical statements that distract from the main idea of a sentence. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Consider rewriting a sentence that contains a parenthetical statement as two sentences. <span style="font-family: 'Cambria','serif'; font-size: 16px;">If the parenthetical statement is a definition, move the term and text to a glossary and <span style="font-family: 'Cambria','serif'; font-size: 16px;">create a cross-reference. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The configuration file that is created by Create Action is written to  <span style="font-family: 'Cambria','serif'; font-size: 16px;">home-directory/.dt/type/action-name.dt. The action_file (the executable file  <span style="font-family: 'Cambria','serif'; font-size: 16px;">with the same name as the action) is placed in your home directory. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The configuration file that is created by Create Action is written to  <span style="font-family: 'Cambria','serif'; font-size: 16px;">home-directory/.dt/type/action-name.dt. The action_file is placed in your <span style="font-family: 'Cambria','serif'; font-size: 16px;">home directory. The action_file is the executable file with the same name as the <span style="font-family: 'Cambria','serif'; font-size: 16px;">action. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Note – Do not use “(s)” after nouns to indicate singular or plural. Either use the plural alone or insert the phrase “one or more” before the plural. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">When to Use Parentheses ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use parentheses in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In lists. Use either two parentheses or one parenthesis to set off letters or numerals that designate items that are listed within a sentence. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Choose from (a) keyboard entry, (b) mouse entry, and (c) voice entry. Choose from a) keyboard entry, b) mouse entry, and c) voice entry.  <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To enclose an entire sentence. Parenthetical sentences can occasionally hinder clear writing by causing the reader to pause. Where possible, consider rewriting a parenthetical sentence without the parentheses. Occasionally, you might want to   <span style="font-family: 'Cambria','serif'; font-size: 16px;">use parentheses to enclose an entire sentence that is relevant to information presented in the paragraph, yet dispensable to the paragraph’s meaning. When an entire sentence is enclosed in parentheses, place the final parenthesis after the sentence’s final punctuation mark.   <span style="font-family: 'Cambria','serif'; font-size: 16px;">Whole paragraphs should never be parenthetic.   <span style="font-family: 'Cambria','serif'; font-size: 16px;">Position the pointer on the top scrollbox and click the left mouse button. (For detailed instructions on scrolling windows, see page 586.) <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With first occurrences. Use parentheses to enclose special keyboard symbols, abbreviations, and acronyms when they first appear in text. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The operating system inserts a tilde (~) when a file name is too long. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The software package tracks maintenance on your heating, ventilating, and air conditioning (HVAC) systems. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> When providing the metric equivalent of a U.S. measure. <span style="font-family: 'Cambria','serif'; font-size: 16px;">3 in. (76.2 mm) **<span style="font-family: 'Cambria','serif'; font-size: 21.3333px;">Period ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use a period in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> To end a sentence. Use a period to end a declarative or imperative sentence. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Computer documentation is always grammatically precise. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In file and directory names. Use a period as part of a file name to separate the file name from a file extension. <span style="font-family: 'Cambria','serif'; font-size: 16px;">When used in technical terms, a period is called a “dot.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">The procedures are in the howto.doc file. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The ls -a command lists .cshrc and .orgrc among your hidden files. <span style="font-family: 'Cambria','serif'; font-size: 16px;">In the UNIX operating system, a period also serves as an abbreviation for the current directory. <span style="font-family: 'Cambria','serif'; font-size: 16px;">To copy a file into the current directory, you would type the following command: <span style="font-family: 'Cambria','serif'; font-size: 16px;">cp ~/work/budget. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With abbreviations. A period is used with some abbreviations, and always with those abbreviations that would look like a word otherwise. <span style="font-family: 'Cambria','serif'; font-size: 16px;">a.m. U.S.  <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> In lists. In a bulleted list, you can use a period to separate an introductory word or phrase from its explanation. If the text following the introductory word or phrase is brief, use an en dash instead of a period. **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">Quotation Marks ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use quotation marks in the following situations: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> For quotes. Quotation marks indicate that material was taken verbatim from another source. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not enclose verbatim commands, system messages, file names, and so forth in quotation marks. In some cases, a reader can be misled into thinking that the quotation marks are an integral part of text that is to be typed. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> For multiple-paragraph quotations. If the quotation has multiple paragraphs, put an open quotation mark at the beginning of each paragraph and a final quotation mark at the end of the last paragraph. <span style="font-family: 'Cambria','serif'; font-size: 16px;">If the paragraphs are indented as a block quotation, do not use any quotation marks. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Around chapter titles and section headings. Use quotation marks to enclose titles of chapters and headings of sections in a book. <span style="font-family: 'Cambria','serif'; font-size: 16px;">“Sending Mail” on page 42 describes how to send an email message. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> For emphasis. Use quotation marks to emphasize a word or phrase when it is used in an uncommon way or when it is the subject of discussion. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use the tee command to take a “snapshot” of your keystrokes. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The word “menu” is often used in technical writing, but not the word <span style="font-family: 'Cambria','serif'; font-size: 16px;">“restaurant.” <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Around single letters. Use quotation marks to surround single letters. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The letter “x” denotes the version number. <span style="font-family: 'Cambria','serif'; font-size: 16px;">No single rule governs the placement of quotation marks that are next to other punctuation marks. Whether the final quotation mark follows or precedes another punctuation mark depends on context, as explained here: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With commas and periods. Place the final quotation mark after commas and periods, no matter how long or short the quoted material is. <span style="font-family: 'Cambria','serif'; font-size: 16px;">“Yes,” he replied, “the program is written.” <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With colons and semicolons. Place the final quotation mark before a colon or semicolon unless the colon or semicolon is part of quoted text. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Remember the cardinal rule for taking a “snapshot”: Use the recommended palette. <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> With question marks. Place the final quotation mark after a question mark when the question is part of the quoted material. <span style="font-family: 'Cambria','serif'; font-size: 16px;">The system prompts, “Do you want to continue?” <span style="font-family: 'Cambria','serif'; font-size: 16px;">The user’s guide answers the question, “What can I do with this product?” <span style="font-family: 'Cambria','serif'; font-size: 16px;">Place the final quotation mark before a question mark that is not part of the quoted material. <span style="font-family: 'Cambria','serif'; font-size: 16px;">How do I display a list of files that are “hidden”? **<span style="font-family: 'Cambria','serif'; font-size: 18.6667px;">Semicolon ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Avoid using semicolons. Semicolons are often misused and are difficult to read online. For conjoined sentences, consider rewriting the text as separate sentences. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The redirects contain the link-layer address of the new first hop; separate address resolution is not necessary. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The redirects contain the link-layer address of the new first hop. Separate address resolution is not necessary. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Semicolons are sometimes used to separate short independent clauses joined by conjunctive adverbs such as “however” or “therefore.” <span style="font-family: 'Cambria','serif'; font-size: 16px;">Both methods are acceptable; however, the direct access method is preferred. For serial semicolons, consider rewriting the text as a vertical list. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Incorrect: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The Reply menu provides the following options: Reply (all), include; Reply, include; Reply (all); and Reply. <span style="font-family: 'Cambria','serif'; font-size: 16px;">Correct: <span style="font-family: 'Cambria','serif'; font-size: 16px;">The Reply menu provides the following options: <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Reply (all), include <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Reply, include <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Reply (all) <span style="font-family: 'Arial','sans-serif'; font-size: 16px;">■ <span style="font-family: 'Cambria','serif'; font-size: 16px;"> Reply **<span style="font-family: 'Cambria','serif'; font-size: 21.3333px;">Slash ** <span style="font-family: 'Cambria','serif'; font-size: 16px;">Do not use a slash in running text. Slashes can be confusing for translators due to the multiple meanings of this symbol, which can mean “or” (“and/or”), “and or” (“open/close”), and “divide by” (“36/6”). <span style="font-family: 'Cambria','serif'; font-size: 16px;">Use a slash for fractions. <span style="font-family: 'Cambria','serif'; font-size: 16px;">1/2 <span style="font-family: 'Cambria','serif'; font-size: 16px;">3/4 **<span style="font-family: 'Cambria','serif'; font-size: 24px;">Reference ** <span style="color: #000000; font-family: 'Cambria','serif'; font-size: 18.6667px; text-decoration: none;">[|Janice M. Morse] <span style="color: #000000; font-family: 'Cambria','serif'; font-size: 18.6667px;">, <span style="color: #000000; font-family: 'Cambria','serif'; font-size: 18.6667px; text-decoration: none;">[|Marilyn (Lyn) G. (Gray) Richards] <span style="color: #000000; font-family: 'Cambria','serif'; font-size: 18.6667px;"> , 2002,README FIRST for a User's Guide to Qualitative Methods