Technical Writers’ Companion

The standard terms and phrases presented in this guide are based on:

▪the rules given in the sections Writing in general, Writing sections, Writing sentences, and Writing words

▪conventions of major software manufacturers (sometimes these companies prefer different terms; we’ve chosen the more common and the more user-friendly alternative in each case)

▪international standards

▪frequency of use of particular terms

Important: If you have a good reason to use alternative terms, phrases, or spellings, feel free to do so. However, be consistent in the way you use them (see Always use the same terms).

There are two basic philosophies:

▪You can use a unique term and a unique verb for each control and action (diversified style).

▪Advantage: prevents failure because the used terms clearly communicate where to act and what to do

▪Disadvantages: more complex terminology; longer texts

▪You can use as few terms and verbs as possible (unified style).

▪Advantages: simplified terminology; slightly easier to translate

▪Disadvantage: readers need more time to identify the correct user interface control and action

A mixture of both styles is a shortened diversified style. Here, either the verbs or the names of controls are unique, but the other one is unified or omitted.

Example of diversified style:

1. From the File menu, choose Print.
2. Activate the Printer Settings tab.
3. Select the option Landscape.

Example of shortened diversified style:

1. Choose File > Print.
2. Activate Printer Settings.
3. Select Landscape.

or:

1. Click the menu item File > Print.
2. Click the tab Printer Settings.
3. Click the option Landscape.

Example of unified style:

1. Click File > Print.
2. Click Printer Settings.
3. Click Landscape.

Tip:
Use unified style only in very short documents or if you know that a document will be read by users who have very limited reading or language skills.

Important: This guide suggests a diversified style where diversification increases understandability, and it suggests a unified style where unification is unambiguous. If you prefer a completely unified style over the suggested mixture, use click instead of more precise verbs such as select, choose, and activate. In addition, for fully unified style, omit all terms that relate to specific user interface controls (see examples above).