VERONICA STAROVOIT

STYLE GUIDE
Written for: TCN707 - Editing and Style December 7, 2010

Copyright 2010

Veronica Starovoit

All right reserved. No part of this book may be reproduced in any form, except in the form of brief quotations, without permission of the author/publisher.

Printed in Canada by Veronica Starovoit

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Table of Contents
Contact Information......................................................................iv Chapter 1: Introduction..................................................................1

How to Use this Style Guide.......................................................................1 Online Version...............................................................................................1 Version of English Used...............................................................................1

Chapter 2: Standards of Style........................................................2

Standard Headings.......................................................................................2 List of Non-Standard Words and Spellings..............................................2 Measurement System...................................................................................5 Cross-References...........................................................................................7 Index Style.....................................................................................................7 Capitalization................................................................................................7 Abbreviations, Initialisms, and Acronyms...............................................8 Use of Illustrations.......................................................................................9 Use of Tables................................................................................................10 Typography..................................................................................................11
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List Formats.................................................................................................12

Chapter 3: Instructions on Writing Documents........................13

Memos..........................................................................................................13 Proposals......................................................................................................14 Postmortem Reports...................................................................................15 Documentation Plans.................................................................................16

Chapter 4: Legal Requirements...................................................17

Trademarks and Copyrights.....................................................................17 Plagiarism....................................................................................................18 Citations.......................................................................................................19

Important Links.............................................................................20 Other Style Guides........................................................................20 Glossary..........................................................................................21 Bibliography...................................................................................23 Feedback.........................................................................................24

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Contact Information
Name: __________________ Position: ________________ Contact Information: _________________________ _________________________ _________________________ Name: __________________ Position: ________________ Contact Information: _________________________ _________________________ _________________________ Name: __________________ Position: ________________ Contact Information: _________________________ _________________________ _________________________ Name: __________________ Position: ________________ Contact Information: _________________________ _________________________ _________________________

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Chapter 1: Introduction
How to Use this Style Guide
Style guides are meant to set standards for writing and organizing documents. While I make no such bold claim, I hope that the various tips and instructions contained in this book will aid home users and documentation specialists nd their way around a project. For navigational assistance, please consult the Table of Contents at the beginning of this guide.

Online Version
There is an online version of this style guide available at: http://www.scribd.com/doc/44825749?secret_password=1xmphttk8vg7oa2pv0p3

Version of English Used

The Canadian Oxford Dictionary, Second Edition, published by Oxford Press in 2004 should be the reference used for spelling, denitions, place names, and any English language question. For English use in documents being exported to the United States, refer to Important Links in this style guide. If a dictionary lists two possible spellings for a noun, use the rst one. If the dictionary lists two possible spellings for a verb, use either one without preference.

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Chapter 2: Standards of Style

Standard Headings
For any type of technical reports (white papers, proposals,etc) where the use of headings is required, these are standard headings that can be applied: Introduction Background About the Author Table of Contents Discussion Purpose/Problem Research Methods Findings/Results Executive Summary Glossary Action Plan Conclusion Index Appendix/Appendices Bibliography/References Recommendations

For using headings other than these, consult the document outline, if one exists, or a project manager to see whether new headings can be added.

List of Nonstandard Words and Spellings

Preferred spelling is kept in: book titles place names businesses movies other works

Otherwise, this is a list of words and spellings which may be deemed incorrect by certain word processors or people. However, though these uses may be uncommon, easily forgotten, or fairly new, they are still correct in this current (2010) Canadian context:

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ABC

DEF

advice, not advise -ae diphthongs are only right in British spelling airplane, not aeroplane

dependant (noun) dependent (verb) double d in peddlar use -e instead of diphthongs -ae or -oe unless they are proper names (example: Phoebe, Caesar) ellipsis (three periods) indicates a break in thought or an emission of words in a quote do not compare two things using an -est superlative

ante-, not anti-

when a pronoun has no identiable antecent, supply one (example: In Toronto, they are really bored turns into In Toronto, students are really bored) use c in: defence licence offence

silent -e use: abridgement acknowledgement likeable saleable otherwise omit

canvas, not canvass catalogue, not catalog cheque, not check for noun related to billpayment

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GHI

JKL

government departments use Canadian spelling (example: U.S. Defence Department)

double l in: appall distill fulll fulllment instill marvellous most words ending in -ed traveller licence (noun) license (verb) single l in: enrol enrolment forestalment instalment

grey, not gray hangar means protective storage

indices, not indexes inquire, not enquire

MNO

PQR

-ou in: mould moustache smoulder Canadian spelling uses -our, American spelling uses -or

plow, not plough (latter is not Canadian spelling)

practise (noun) practice (verb) program, not programme prophecy (noun) prophesy (verb) racquet not racket for noun related to sport

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STU

VWXYZ

use s in: pretense stationary means standing still; stationery means paper for writing on storey, not story for noun related to height sulphur, not sulfur use tt in: combatting

-yze spellings are used, not -yse spellings

Measurement System
Arabic numerals are used in: addresses times years dates decimals decisions scores votes odds measurements currency sequences latitude and longitude Roman numerals are used in: people names animal names

Abbreviations are ne for indicating measurements (for instance, you do not have to spell out cm or kg). The following are approved measurements for Canadian documents, with their abbreviations in brackets: metre (m) kilogram (kg) tonne (t) litre (l) seconds (s) mole (mol)
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kelvin (K) ampere (A) candela (cd) Celsius (C)

The add-ons for these are as follows: T (one trillion) G (one billion) M (one million) k (one thousand) h (one hundred) da (ten) d (one-tenth) c (one-hundredth) m (one-thousandth) (one-millionth) n (one-billionth) p (one-trillionth) When imperial measurement is used, give metric equivalent in parenthesis and round. The exception to this is a nautical mile (n.m.), which has no metric equivalent and should be left alone. The following chart shows common metric-imperial conversions:
CONVERSIONS

1 cm = 0.3937 in 1 m = 1.0936 yd 1 km = 0.6214 mile 1 l = 1.76 pt 1 mg = 0.0154 grain 1 gram = 0.0353 oz 1 kilogram = 2.2046 lb

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CONVERSIONS

1 t = 0.9842 ton C = (F - 32) 1.8

Cross-References
For cross-references in a text, place them in a separate sentence after body paragraph. Correct formatting for cross-reference include: See Page 2 (Page must be capitalized and a numbered page given) See also Analysis (also must be included to indicate it is additional information and the term or heading being referred to must be in quotations) See also Analysis (for online publications, include a hyperlink to the section or page being referred to)

Index Style
For referring readers to certain pages using an Index, keep navigation and usability in mind. Always alphabetize an Index, and consider what keywords users are likely to search for. For instance, for a user guide for something which has volume control, include volume or sound in the Index instead of noise, which has a negative connotation and is less often associated with electronic devices. The Index should be the very last page or pages of a document, unless the document also includes a section for Notes or blank pages.

Capitalization
The following is a list of rules for when capitalization is correct: 1. 2. 3. 4. 5. 6. 7. Start of a new sentence Start of a quoted sentence (ex: he said, This is what Im after.) Proper noun A persons title A government ofcials title, but only if the name is also included (ex: Prime Minister Harper) Name of an ofcial product created by any company Part of an abbreviation, initialism, or acronym
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8. 9. 10. 11. 12.

Compass points, when referring to specic regions (ex: They are from the South) Titles of publications, or sections in publications, unless not capitalized by the authors themselves First word of a salutation or closing greeting (ex: Dear sir, Your truly) Specic course titles (ex: Algebra 1) The rst word of a bulleted or numbered list

Abbreviations, Initialisms, and Acronyms

The following is a style sheet to follow for using abbreviations in your work:
A B B R E V I AT I O N S

abbreviations that have become common words are all lower case (example: scuba) in a long document, repeat spelling out abbreviations in every chapter or appendix mixed case abbreviations do not take periods (example: PhD) omit periods in abbreviations unless they are a persons name (example: F.D.R.) do not repeat words already part of abbreviations (example: HIV virus) single letter abbreviations take periods spell out rst instances of abbreviations if they are not well known and put abbreviated form in parenthesis well-known abbreviations do not have to be spelled out Initialisms and acronyms, which are types of abbreviations, that do not require explanation or spelling-out include: A.M. B.A. CD/CD-ROM ed. et al. ex
8

Ave. B.S. Dr. EST e.x. FBI

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FM hr Jr. Ltd. min Mr. mt. NATO rpm Sgt. St.

GMT IRS Lt. M.D. mph Mrs. NASA P.M. sec Sr. U.S./USA

Use of Illustrations
When using illustrations or graphics, always refer to them within the text. For example, with the following graphic, use an introduction like below is an image of a red pen used for copyediting:

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For graphics online, make sure you incorporate an alt tag, or its equivalent, into your websites coding so slower computers can read about graphics before they download (or in case they cannot download at all). An example of HTML code using the alt tag is <img src="redpen.jpg" height="200" width="200" alt="an image of red pen used for copyediting"> For images that have to be labelled, it is not necessary to number them (ex: gure 1, gure 2) but a label, with smaller sized font than the body of the document, is required. An example of this is illustrated below:

This is the type of pen suitable for copyediting.

Notice a period is required, and the label should be as close to the image as possible. To add an in-text citation to your label, simply attach it to the end of the line. For cover art, labeling is not required, although the image should be cited in the Bibliography, Works Cited, or Resources page. For illustrations and graphics done by yourself, a citation is not required, but a label is.

Use of Tables
Tables are introduced, labelled, and cited the same way images are (see Use of Images above and on the previous page). Make sure each column or row has a label on it (do not include data that does not have a category attached to it in a table). For instance, in the following table, each row of words has a meaning, which can be determined by reading its label:
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NOUNS

VERBS

ADVERBS

ADJECTIVES

Canada moose

jump frolic

quickly quietly

sleepy red

In a table where rows and columns have to be labelled in order for data to make sense, labeling looks something like this:
APPLES ORANGES PEARS

Boys Girls

22 3

4 12

12 8

Do not forget you have to label this table something like Class survey of students favorite fruits in order for it to really make sense.

Typography
Common fonts may be mistaken as boring or overused, but they are popular for a reason. Not only are they easy to read because people are so used to seeing them, computers recognize common fonts almost all of the time. This makes it easier for web writers to keep their intended designs for users. The most common fonts today are: Arial Arial Black Comic Sans MS Courier New Georgia Impact Lucida Console Lucida Sans Unicode Palatino Tahoma Times New Roman Trebuchet MS Verdana

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List Formats
There are two main types of lists: numbered and bulleted. Their appearances and uses vary greatly. Bulleted lists use an image, from a simple dot to a small graphic. Numbered lists use sequential numbering. Below are some examples of numbered and bulleted lists which are appropriate for most formal technical publications:
BULLETED NUMBERED

1. I. A.

You should use a bulleted, unnumbered list when the sequence of listed items does not matter. You should use a numbered list when steps or procedures are being described which have to be done in a certain sequence. Here are some additional dos and do nots for formating lists:
DO DO NOT

Start each item in a list with a capital letter Add periods at the end of items on bullet lists when those items are also full sentences

X Put semi-colons at the end of each listed item X Add periods at the end of items on bullet lists when there are single words or incomplete sentences

X Create a list for only one item Create a list when you have many points that need breaking up for clarity or emphasis Create a list when you think readers want to skim information Make items in a list short and easy to understand Break up lists so there is only one important item per bullet X Bury important information readers have to know within a list X Make items in a list too long (exceeding one long paragraph or a few short ones) X Put long lists within a bullet of a list

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Chapter 3: Instructions on Writing Documents

Memos
Memos, or memorandums, are formal letters written to colleagues, teachers, or other professional associates about problems that need to be addressed. Below is an example of a memo:
MEMO TO: Dr. Terri Palmer FROM: Katrina Gittens, Shellecia Simpson, and Veronica Starovoit WRITTEN BY: Veronica Starovoit DATE: Dec. 15 2009 SUBJECT: Results of User Testing Our software documentation for the Track Changes function in Microsoft Office Word 2003, as it was on December 14, presented numerous obstacles for the three user test subjects. First, the user test subjects will be described. Between them, there was a large range in age and computer proficiency. User 1 was in their early 20s and used Word 2003 on a regular basis at their place of work. User 2 was in their early 40s but had never used Word 2003, nor any other word processor, for that matter, until the test date. The final user, User 3, was 10 years old, proficient in using computers for their age group, had Word 2003 on their own personal computer. User 3 fell between the two other users in terms of computer proficiency. So, User 1 is our expert, User 2 is our novice, and User 3 is between an expert and a novice but is the most inexperienced with reading and following directions (a good test subject to have when clarity and simplicity of instructions are valuable). Moving on to the results of the user test and the changes in documentation they produced, the instructions for using Track Changes the three users received (in our package, the instructions labeled UserTesting Version) had stylistic inconsistencies which confused Users 1 and 2. These included some headings being randomly underlined or italicized and inconsistent choices in vocabulary. This was improved by changing all headings to bold font size 14 Times New Roman, bolding all steps, making vocabulary consistent, and replacing some screen captures so the color scheme looked consistent throughout. User 3, the 10-year-old test subject, did not make it all the way through the instructions. This led to adding that the instructions were meant for university students in the introduction. Their age was not the only hinderance for them, though, as Users 1 and 2 also skipped over many steps.
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The following topics had steps added or altered because they either involved a different version of Word than the ones the users went through (the users used Microsoft Office Word 2003) or were somehow otherwise misinformed because the steps did not lead to the right end result in any of the three tests: - Inserting and Removing Comments - Comparing Documents (changed to How to Change Display Options for Different Stages of Editing) - Accepting or Rejecting Track Changes - Printing a Document with Track Changes - Merging only Specific Kinds of Changes In addition, the users all agreed that pictures made menu items easier to find and the software documentation easier to follow, especially if what they had to click was circled. Therefore, almost every step in the new version of the guide has graphics, and the steps that require finding something small have had that item circled in red.

Here are the steps for writing a memo: 1. 2. 3. 4. 5. Type with the word MEMO, all capitalized, at the top of a page. Also in capital letters, type TO, FROM, WRITTEN BY, DATE, and SUBJECT underneath. Fill these sections out. Start the letter with an introduction that states why you are writing the letter. In the next few paragraphs, write about obstacles you encountered or still face. End with how you overcame these obstacles or what your plan is for solving your problem in the future.

Proposals
A proposal is a formal document that proposes a solution to an existing problem. It includes research information supporting that there is a problem and may follow a memo. For an example of a proposal, visit: http://www.scribd.com/doc/39014030?secret_password=14rrr3yklrduj1vko0l4 Here are the steps for writing proposal document: 1. 2. 3. 4. Create a title page with a title that accurately describes what you are proposing. Include the word Proposal somewhere in your title. Write a summary of what your document will propose. Briey state the problem. You should not go into too much depth, as your research will reinforce different aspects of your problem. Include results of any research you have gathered, including questionnaires, surveys, and secondary sources consulted. Label and separate these results appropriately.
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5. 6. 7. 8.

Include a numbered list of recommendations based on your research and opinions. Following your list of recommendations, include a section that proposes how to implement each one of these. Create a timeline for implementing these recommendations. Title this timeline with the duration you think your plan needs. Attach appendices with any additional documents submitted with your report. Make sure you attach these to the report when submitting it.

Postmortem Reports
Also found at: http://www.ehow.com/how_6516661_write-postmortem-report.html Postmortem reports outline an experiment or process for completing a project after individuals have completed and "laid the project to rest." The purpose of a postmortem report is to tell future project leaders how experiments should and should not be conducted. To write a postmortem report, you must obey all or most of the following steps: 1. Describe the background and context of the experiment. Include at least one of the following: how the project's steps were decided, how the team(s) were set up and when and where the experiment took place. Label this section Context, Background or Introduction. 2. List references, including any research or outside help you received. If the project was for a school assignment, name the teacher or professor and the name of the class. For scholarly research, attach a full bibliography at the end of the report, but list the titles of the works and how they were used in this section. Label this part References. 3. List and describe materials and techniques. Go into the specications of the software and electrical equipment if the versions used are essential to the experiment. Label this section Materials or Techniques, and use the name of the essential software or equipment as the subheading if appropriate. 4. Describe what went right with the experiment or process. This should be a list in paragraph, table or jot form that future teams should repeat when conducting the experiment. This can include successful techniques, materials that should remain the same or any other features you would use again. This also can have various headings and subheadings, such as Essential Steps to Include or What Made the Experiment Successful. 5. State what needs improvement next time the experiment or process is done. Include anything that needs to be changed because it was lacking or wrong for the experiment. Label this section along the lines of Things that Need Improvement. You may also combine this with the step on What Made the Experiment Successful and label this information under a subheading of Advice or Words of Wisdom.
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Documentation Plans
Documentation Plans are written for companies or employers before an actual documentation project is started. They describe things like timeline, scope of project, and resources available for completing a piece of documentation. For an example of a documentation plan, visit: http://www.scribd.com/doc/44789177?secret_password=15cao7d1u6643hfa24z1 Here are the steps for writing a documentation plan: 1. Start by writing an Executive Summary - a few paragraphs about what your documentation project will be, including timeline and key denitions the readers might not know about. Write about various objectives you wish your documentation project to attain. Separate these by general (the one, main objective) and specic (various, smaller objectives). Create a section entitled Overview of Deliverables, where you describe what will be delivered to a public (i.e. a book, CD-ROM, or other object). Create a section about a proposed timetable and schedule for your documentation. Title appropriately. Create a section about assumptions you have going into the project. Create a section entitled Risks and Contingencies, where you describe risks you know going into the project and contingencies you plan on implementing to lessen these risks. Create a section entitled Resources, where you list any resources, human or otherwise, you have going into this project. Create a section entitled Documentation Outline, where you create a bulleted outline about what you think the headings and subheadings will be in your documentation project. At the end, list any style guides, online resources, and contact information for human resources you plan on using for your documentation project.

2.

3. 4. 5. 6.

7. 8.

9.

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Chapter 4: Legal Requirements

Trademarks and Copyrights
For much written work, it is important to include trademark and copyright information. Some works where this is not found are: Letters Memos Personal Papers Press Releases Certicates Blogs Short Reports Petitions Resumes Applications

On the other hand, some works which often need trademark and copyright notices include: Published reports User guides Quick start guides Book-length reports Scientic papers Theses Websites Newspapers articles Magazine articles Book-length style guides Research results Grant and proposal documents

Once the decision has been made to include a trademark or copyright notice, decide which one to use: According to the Canadian Intellectual Property Ofce (CIPO), a trademark, which uses a symbol, is for a word (or words), a design, or a combination of these, used to identify the goods or services of one person or organization." A copyright, which uses a symbol, means the right to copy. In general, only the copyright owner, often the creator of the work, is allowed to produce or reproduce the work or to permit anyone else to do so." To le for either trademark or copyright registration in Canada on your own, ll out a form, which may be found at the Canadian Intellectual Property Ofce website.

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Plagiarism
The following are rules for dealing with research or secondary source materials: 1. Give credit whenever you use quotes, statistics, images, or any research from someone elses source. This also includes paraphrasing someone elses work into your own words and altered images, graphs, and drawings. Common source materials that require citations include: interviews, websites, books, magazines, newspapers, CD-ROMs, radio or television programs, speeches, tape or video recordings, personal letters, and chat room conversations. Always put quotations around someones actual spoken or written words. It is wrong to paraphrase someone elses words and change the meaning. For instance, if a sentence says large factories are to blame for global warming, you may not change this to according to this author, big companies are destroying the world. This changes the authors meaning too dramatically. If this is your view, put it in a separate sentence from the authors. Include a Works Cited, References, or Bibliography section at the end of your document. Use MLA format for in-text citations and works references at the end of your document (see Important Links for a resource on this). Always read and follow the copyright notice at the beginning of books. For websites, lectures, these notices may be found on an accompanying page or by writing to the author. Commonly known facts that can be found from a variety of sources do not require citations. For copying your own work, put a link or reference to the location where your work previous appears.

2.

3. 4.

5. 6. 7.

8. 9.

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Citations
Remember that whenever research is taken from secondary sources (people, published works, or otherwise) the use of in-text citations is required. The following chart will help you format these citations:
TYPE OF WORK I N - T E X T C I TAT I O N F O R M AT

Anything with an author and page number Electronic Sources, no page number Indirect source Multiple authors (three or less)

(AuthorLastName Page#) ex: (Smith 3) (AuthorName) ex: (Smith) (qtd. in AuthorLastName Page#) ex: (qtd. in Smith 3) (AuthorLastName, AuthorLastName1, and AuthorLastName2 Page#) ex: (Smith, Morgan, and Moore 3) (AuthorLastName, et al. Page#) ex: (Smith et al. 3) (AuthorLastName Page#; AuthorLastName Page#) ex: (Smith 3; Moore 5) (NameofText Page#) ex: (Canadian Lives 22) (FirstInitial.AuthorLastName Page#) ex: (J.Smith 3)

Multiple authors (three or more) Multiple citations

Print Source with no known author Two authors have the same last name

In addition to in-text citations, you must include a Works Cited, Bibliography, or References page when consulting secondary sources. The difference between these pages are: Works Cited pages are for research essays or reports where in-text bracket citations are also used. MLA style is used. Bibliography pages are for listing works you have cited and works you have consulted, but not necessarily cited. MLA and APA styles are not needed. References pages are used when you have in-text citations using APA style. This is only applicable for writing social science (sociology, history, psychology, law, linguistics, education, economics, geography, political science) reports.
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Important Links
http://tinyurl.com/32soz44 A free guide to copyediting symbols, procedures for editing, and rules of grammar. www.cipo.ic.gc.ca/ The Canadian Intellectual Property Ofce website. This is used for registering for trademarks, copyrights, and patents in Canada. http://tinyurl.com/2uruo2w A free dictionary on American spellings. Use this only to for publications being exported to the United States.
http://owl.english.purdue.edu/owl/resource/747/01/

A guide for writing MLA bibliographies and in-text citations.

Other Style Guides

For additional assistance not found in this style guide, consider these worthwhile sources of information:
http://download.cnet.com/Microsoft-Manual-of-Style-for-Technical-Publications-Third-Editi on/3000-2125_4-75051341.html

For $5.99, the Microsoft Manual of Style is available for download. This is the leading style guide for technical communication.
http://www.chicagomanualofstyle.org/home.html

The Chicago Manual of Style online, including forums relating to stylistic questions.
http://tinyurl.com/37d23hu

University of Pennsylvania style guide for writing online.

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Glossary
APA A citation style. Stands for American Psychological Association. Bibliography A page, usually found at the very end of a document, which lists sources cited and consulted. Copyediting Improvements made my an editor to the formatting and style of text. This can include checking punctuation, ensuring consistency, and correcting grammar and usage. Copyright Literally the right to copy. Means only the copyright owner is allowed to reproduce or permit anyone to use the work. Uses a symbol. Executive Summary A summary for a longer documentation project. Includes denitions and a timeline, if the longer documentation project is not yet completed. Initialism An abbreviation that uses the rst word in a string of words. For example, IRS is an initialism of Internal Revenue Service. Memo A formal letter written to a professional associate about a problem or issue that needs to be addressed. MLA A citation style. Stands for Modern Language Association. Nautical Mile A unit of measurement used for determining depth for nautical and aviation industries. Uses the symbol n.m.
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References A page, usually found at the very end of a document, which lists sources cited throughout the document in APA format. Style Guide A long guide which explains elements of writing and designing various documents. Trademark A word, words, a design, or a combination of these three used to identify goods or services of one person or organization. Uses a symbol. Works Cited A page, usually found at the very end of a document, which lists sources cited throughout the document in MLA format.

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Bibliography
Copyright, Trademark, or Patent? Small Business Accelorator. 25 Oct. 2010. 6 Dec. 2010 <http://www.sba-bc.ca/community/blog/copyright-trademark-or-patent>. Gradous, Deanne. Recommended Headings for Business Reports and What Report Readers Want to Know. Free Management Library. 6 Dec. 2010 <http://managementhelp.org/writing/rechdngs.htm>. Metric and Imperial Conversion Charts and Tables. French-Property.com. 6 Dec. 2010 <http://convert.french-property.co.uk/>. MLA In-Text Citations: The Basics. Purdue University. 2009. 6 Dec. 2010 <http://owl.english.purdue.edu/owl/resource/747/02/>. Perez, Alberto M. Common fonts to all versions of Windows & Mac equivalents. AMPsoft. 3 June 2008. 6 Dec. 2010 <http://www.ampsoft.net/webdesign-l/WindowsMacFonts.html>. Plagiarism: What It Is and How to Recognize and Avoid It. Indiana University. 27 April 2004. 6 Dec. 2010 <http://www.indiana.edu/~wts/pamphlets/plagiarism.shtml>. Straus, Jane. Capitalization. GrammarBook.com. 2010. 6 Dec. 2010 <http://www.grammarbook.com/punctuation/capital.asp>.

Front Cover Image: http://www.rstediting.com/blog/wp-content/uploads/2010/08/copyediting2.jpg

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Feedback

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