Principles of Microsoft style

Consistency

Consistent terminology promotes learning technical concepts and a better understanding of them.

Inconsistency in terminology forces users and translators to figure out whether different words and actions mean the same thing, which leads to confusion. Using consistent terminology can also decrease translation and localization costs.

Examples of inconsistent terminology include the following:

switch, toggle
start, launch, boot
burn, copy

Consistent syntax helps set users’ expectations.

When users see the same type of information consistently expressed in the same syntactic structure, they know what to expect, and this makes content easier for them to understand. Use the same syntactic structures for things like introducing and writing procedures, guiding the user through the user interface, and for cross-referencing.

Consistent formatting reduces ambiguity.

Consistent formatting reduces ambiguity and increases a user’s ability to scan our content quickly and with confidence. Our users shouldn’t have to wonder what italic or bold formatting indicates in any given document.

Attitude

Be inspirational.	Emphasize what users can accomplish, rather than what they can’t. Inspiring users is an important part of helping them realize their potential. We must help our users solve their problems, but we can also help them create opportunities by using our products and services in ways that they hadn’t thought of before. Microsoft style You can add a personal touch to your computer by changing the computer’s theme, color, sounds, desktop background, screen saver, font size, and user account picture.
Be responsible.	We have responsibilities beyond being a producer of great software. We think about how our comments will be perceived. We shouldn’t dictate. Microsoft style Free technical support is available when you register with Microsoft. Not Microsoft style You must register with Microsoft to receive free technical support.
Be empathetic.	We understand the needs of our users, and we see meeting their needs as being in both our interests. We’re more focused on helping users perform tasks and solving problems than on describing product or service features. Our content should strive to answer the questions “How do I do X?” and “What do I need to know before I do X?” rather than communicating “Let me tell you all about this product.” Microsoft style To add messaging capabilities to your client application, you can use the Simple MAPI functions. The topics in this section cover the things that a Simple MAPI client needs to implement, such as the following: Initializing your client Creating messages Managing attachments Not Microsoft style This overview describes Simple MAPI functionality. It lists the areas necessary to add messaging capabilities to the client application.
Be polite, supportive, and encouraging.	The user should never feel condescended to, blamed, or intimidated. Microsoft style This file is protected and can’t be deleted without specific permission. Not Microsoft style Can’t delete New Text Document: Access is denied.
Don’t minimize complexity.	Avoid overusing subjective terms such as easy, fast, fun, and so on. If we say something is easy and the user finds it hard, we’ve risked alienating them. Being told over and over how easy and fun something is can lead to distrust. Instead, demonstrate that something is easy or fun. Microsoft style Plug in your device to launch the wizard, and then follow the steps. Not Microsoft style Nothing could be faster or easier. Just plug in your device.
Don’t imply omniscience.	Don’t assume that you know how someone is feeling. If there’s a potential concern, you can anticipate and address it. Microsoft style Your files are automatically backed up before installation. Not Microsoft style Don’t worry about losing data. It’s backed up beforehand.
Use please and thank you judiciously.	Avoid please except in situations where the user is asked to do something inconvenient or the software is to blame for the situation. Use thank you when users have provided information that’s difficult or inconvenient to collect Microsoft style Click Next. You were disconnected from the network. Please re-enter your password. Thank you for submitting a request. Please allow two days to process your request. Not Microsoft style Please click Next to continue. Please select an option. Please wait…
Use sorry only in error messages that result in serious problems for the user.	Serious problems include situations when data loss occurs, when the user can’t continue to use the computer, when the user must get help from a technical representative, or when a product or service fails. Don’t use sorry if the problem occurred during the normal functioning of the program, such as when the user needs to wait for a network connection to be found. Microsoft style We’re sorry, but we detected a problem and your PC was shut down to protect your files and other data. Sorry, the service isn’t available right now. Sorry, the Publishing Wizard couldn’t start. Please try again later.
Don’t try to be funny.	Jokes, slang, and sarcasm are context-specific and hard to translate and localize. What’s funny to you might offend or alienate some portion of your audience, so it’s best to avoid these rhetorical approaches.

Language

Use everyday words when you can, and avoid formal language that you wouldn’t use when speaking to someone in person.	This guideline is especially important if you’re explaining a complex technical concept or action. Imagine looking over the user’s shoulder and explaining how to accomplish the task. Microsoft style Follow these steps to change your password. Not Microsoft style Use this procedure to change your password.
Use short, plain words as much as possible.	Shorter words are more conversational, save space on screen, and are easier to scan. Plain words are often easier for non-native English speakers and can reduce translation and localization costs. Microsoft style This section also shows you… Digital cameras use tiny microchips… Not Microsoft style In addition, this section shows you… Digital cameras utilize tiny microchips…
Don’t invent words or apply new meanings to standard words.	Assume that users are more familiar with a word’s established meaning than with a special meaning given to it by the technology industry. When an industry term is required, provide an in-context definition. Avoid jargon, but remember that some expressions specific to computer use, such as hacker, are already part of everyday speech. Microsoft style Use a real verb like categorize or group. Not Microsoft style Don’t create a fake verb like bucketize from the noun bucket.
Don’t make generalizations about people, countries, regions, and cultures, especially if the generalizations could be considered derogatory, and avoid culturally sensitive terms .	Military terms and analogies, some sports terms, as well as terms that reflect a U.S. world view, can offend worldwide users. Microsoft style master/subordinate coworker, colleague perimeter network stop responding Not Microsoft style master/slave collaborator demilitarized zone (DMZ) hang

Precision

Omit needless words.	Don’t use two or three words when one will do. Microsoft style Follow these steps to change your password. Not Microsoft style Follow these steps in order to change your password.
Omit unnecessary adverbs.	Microsoft style It isn’t difficult to change your password. Not Microsoft style It isn’t terribly difficult to change your password.
Choose words with a clear meaning.	Microsoft style Because you created the table, you can make changes to it. Keep your firewall turned on, because turning it off could create a security risk. Not Microsoft style Since you created the table, you can make changes to it. Keep your firewall turned on, as turning it off could create a security risk.
Use context to reduce ambiguity.	Some words can be read as both verbs and nouns, such as file, post, input, screen, record, report, and map. When using these terms, ensure that the context and sentence structure reduce ambiguity.
Use words accurately and consistently.	Use words as they’re defined in the dictionary or in your project style sheet. Use one term to represent one concept, and use terms consistently. This guideline is particularly important for technical terms, but it also applies to other words. Although the use of synonyms may be more interesting to read, users may assume that your choice of a different word indicates a subtle distinction. Microsoft style Set up operating units. A significant number of people access the website monthly. Not Microsoft style Setup operating units. A significant amount of people access the website monthly.
Choose single-word verbs over multiple-word verbs.	Microsoft style When you lock your computer… Not Microsoft style When you lock down your computer…
Don’t convert verbs to nouns and nouns to verbs.	Microsoft style To protect your computer with a password… To connect… Open the invitation. Not Microsoft style To password-protect your computer… To establish connectivity… Open the invite.

Sentence structure and grammatical choices

Because users scan text, make every word count.	Concise, simple sentences and paragraphs save space and can be the most effective means of conveying important ideas and actions. But you have to use your best judgment—make sentences tight, but not so tight that the tone seems abrupt and unfriendly. For more information about structuring content, see Content for the web.
Use parallelism.	Using parallel structures makes content easier to read and more predictable. For more information, see Parallelism.
Use present tense.	In technical writing, present tense is easier to read than past or future tense. Simple verbs are easier to read and understand than complex verbs, such as verbs in the progressive or perfect tense. Microsoft style Although the system is reliable, you should save important messages. The next section describes how to write an object-oriented program. Not Microsoft style Although the system has proven to be reliable, you should save important messages. The next section will describe how to write an object-oriented program. For more information, see Verbs and verb forms (Chapter 8).
In general, use active voice.	Active voice emphasizes the person or thing performing the action. It’s more direct than passive voice, which can be confusing or sound formal. Microsoft style You can arrange icons in alphabetical order. When you plug in any laptop… Not Microsoft style Icons can be arranged by name in alphabetical order. When a laptop is plugged in… For more information, see Voice (Chapter 8).
Use passive voice sparingly.	It is all right to use passive voice in the following situations: To avoid a wordy or awkward construction. When the action, not the doer, is the focus of the sentence. When the subject is unknown. In error messages, to avoid giving the impression that the user is to blame. Microsoft style The new icon is displayed in the upper-left corner. An error occurred while the update was being downloaded. For more information, see Voice (Chapter 8).
Use indicative mood to convey information.	Indicative mood expresses information such as facts, questions, assertions, or explanations. Microsoft style Style sheets are powerful tools for formatting complex documents. For more information, see Mood (Chapter 8).
Use imperative mood in procedures.	The imperative mood—a command or request—is direct and saves space, so it’s appropriate for instructional text. Microsoft style Select the settings that you want, and then click Save changes. Insert the disc in the drive. For more information, see Mood (Chapter 8), Procedures.
Use questions sparingly.	While questions may support a friendlier tone, overuse of questions doesn’t support a trustworthy voice. In general, users want us to give them answers, not to ask them questions. Questions can work well when users actually do have them, not when we invent them on their behalf. Microsoft style If you forgot your password, provide your secret answer. More nature themes are available online. Do you want to continue? Not Microsoft style Forgot your password? Provide your secret answer. Like what you see? Get more nature themes online.
In general, use second person.	Second person, also known as direct address, uses the personal pronoun you. Second person supports a friendly tone because it connects you with the user. It also helps avoid passive voice because it focuses the discussion on the user. Microsoft style You can always access these advanced settings later, if you need them. To apply these settings, click Next.
Use first person sparingly.	First person is appropriate when writing from the point of view of the user. Microsoft style Alert me when a new Bluetooth device wants to connect to my computer. (check box text) Use we judiciously. The first-person plural can suggest a daunting corporate presence. However, it can be preferable to using the name of the program. Use we recommend rather than it’s recommended, and make sure you explain the reason for the recommendation. Microsoft style Choose the people you want to give permission to. We’ll verify their identities before opening the document. Windows automatically downloads and installs security updates every day. You can change this, but we strongly recommend that you use the scheduled default setting because it’s the easiest way to help ensure that your computer stays up to date.

Punctuation

Punctuation supports stylistic principles, but it isn’t a substitute for good word choice. If you find yourself relying on punctuation marks to impart meaning, consider rewriting.

Use exclamation points sparingly.

The overuse of exclamation points can make content seem effusive or ingratiating. Save exclamation points for when they count.

Microsoft style

Warning! Resetting your phone will erase all your personal content. Do you want to continue?

Use semicolons sparingly.

Semicolons are associated with a more formal, academic writing style. When possible, create two sentences or a list instead of using semicolons.

Microsoft style

Antivirus software helps stop unwanted programs from accessing your computer. Make sure your antivirus software is up to date.

Not Microsoft style

Antivirus software helps stop unwanted programs from accessing your computer; ensure that your antivirus software is up to date.

For more information, see Semicolons (Chapter 9).

Contractions

Use contractions to create a friendly, conversational tone.

The use of contractions supports a friendly, conversational style and tone, but it might not be appropriate in formal contexts or in certain technical content.

If you do use contractions, follow these guidelines:

Don’t mix contractions and their spelled out words in user interface text such as a dialog box, wizard page, or error message.
Never use a contraction with Microsoft or with a product or service name, as in “Microsoft’s one of the fastest-growing companies in the computer industry” or “Microsoft Excel’s the best-selling spreadsheet program.”
Never form a contraction from a noun and a verb. That is, never use a construction such as “Microsoft’ll release a new version soon” or “the company’s developing a lot of new products and services.”
Use common contractions, such as it’s, you’re, and don’t, but avoid more ambiguous ones such as there’d, it’ll, and they’ll.

Colloquialisms and idioms

Be mindful of globalization and cultural considerations before you use colloquialisms or idioms.

Keep the diversity of your worldwide audience in mind.

If your content might be used by non-native English speakers—either in English or in translation—it’s best to avoid colloquialisms and idioms. Users might be confused or frustrated if they can’t understand the language or need to look it up in a dictionary.

Colloquialisms and idioms may be appropriate for some types of content for specific audiences. Consult your product style sheet, and make decisions based on your audience.

For more information, see Chapter 3.

Table of Contents for Principles of Microsoft style

Create new playlist

Sign In

Sign Up