The following sections highlight some of the principles of Microsoft style that help us achieve a consistent voice in our content.
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. | |
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. |
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. |
Microsoft style When you lock your computer… Not Microsoft style | |
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. |
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. | |
Using parallel structures makes content easier to read and more predictable. For more information, see Parallelism. | |
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). | |
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). | |
It is all right to use passive voice in the following situations: 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). | |
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). | |
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. |
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. | |
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 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.
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? | |
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). |
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. |
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