ITS Style Guide: The List of Words

The List of Words

Words and terms in the list below are common in our publications but often misused or misspelled, and some of these words or terms should be avoided if possible. If a word not listed here has variant spellings in a dictionary, use the first spelling listed.

A B C D E F G H I J K L M N O P R S T U V W X Y Z

A

abbreviations and acronyms: Abbreviations and acronyms such as SGML, DCL, and EID should be used only after giving the full term with its abbreviation in parentheses. A few acronyms are not spelled out on first use; exceptions are noted in this guide. Names that are also acronyms should be written in all upper case: POP, IMAP, COBOL, ASCII, ROM. Note an exception: Pine, though an acronym (Program for Internet News and E-mail, Pine Is Not Elm), is not capitalized.

Write plurals without an apostrophe, and with a lowercase s following, as in EIDs.

Write possessives with an apostrophe and lowercase s, as in the SMF's printers. If possible, avoid such mixed-cased terms. Instead, try using terms such as EOL characters or printers at the SMF.

Do not write the abbreviation ITS with a possessive. Use ITS, not ITS' or ITS's: for example, ITS staff.
a.m., p.m.: See Formatting Dates, Times and Measures.
above: For printed documents, refers to material in text that precedes and that may be several pages earlier, not necessarily immediately above. Similarly for below. You can use on previous page or on page n, but remember that page numbers may change or even be completely useless (as with a hypertext document).

For Web pages, you can use above or below within the body of the same page to let readers know that your hyperlinked reference will not take them to an entirely new document.

Also see Cross-References.
access: A noun; avoid using it as a verb: try read or get access to instead.
accommodate: Two c's and two m's (to help remember, think of the word commode).
account: Say computer account. Don't confuse computer account (which is the whole stem) with user number (see user ID).
affect: Do not confuse with effect (noun) and effect (verb) Compare the following:

heavy use affects performance

heavy use has an effect on program performance

do this to effect [bring about] the transition.
allows: Has connotations of giving permission; don't use if you mean enables. Or avoid it altogether:

Instead of...Outlook allows you to send messages

Use...Use Outlook to send messages
and/or: Avoid the and/or construction, if possible. A and/or B means A or B or both of them.
anti-virus: Note the hyphen. Capitalize only if part of a product name. Avoid abbreviating in formal documents.
appear: Do not use if you are talking about a window or dialog box opening on the computer. Use display or open.
appendixes: Not appendices.
associate vice president: Three words, not hyphenated. See also, vice president.
available: For phrases like program is available on, try program is on.

B

backup, back up: Use backup as a noun, but back up as the verb.

Do you have the backup?, or, Did you back up the files?,

but not, I told you you should have made back ups.
below: Refers to material in text that follows and that may be several pages on, not necessarily immediately below. Similarly for above, above.
Bevo Bucks: Two words.
bitmapped: One word, without a hyphen.
blacklist: Do not use except to describe existing software options. Consider block, deny, boycott.
bps: Do not capitalize. Stands for bits per second. Not a synonym for baud.
browse: Verb. Platform-neutral term for surfing the Web. Do not use explore or navigate, which are vendor-specific terms.

C

CD-ROM: CD-read-only-memory.

When writing about software, use CD-ROM...BevoWare is available on CD-ROM.

When writing about the object, use CD...Purchase the BevoWare CD at the Campus Computer Store.
CPI: Characters per inch; use uppercase letters. Don't use BPI.
can, may: Distinguish between: can meaning able to; and may, suggesting possibility or permission:

You can download anti-virus software from BevoWare.

You may edit the file.
canceled, canceling: Not cancelled, cancelling.
catalog: Not catalogue.
cellular phone: Use cell phone.
CGI: Fully capitalized; stands for either common gateway interface or computer-generated image.
click: See double-click.
communications, telecommunications: Use plural unless Official Directory shows a singular in an organization's name. Thus communications software and telecommunications service.
compatible: Note the i.
comprise: Remember that comprise means is composed of. Use include instead of comprise if the number of objects is not the complete set.

Instead of...large set is comprised of objects

Use...large set comprises objects
contact: Use see or call when writing about people, as in see the consultant or call the operator.
coprocessor: One word, no hyphen.
copy: Copy to a file, not on a file.
cross reference: Hyphenate as adjective, as in cross-reference map.
cutting edge, leading edge, bleeding edge: In technical documentation, avoid these terms and those like them, which are more commonly used in marketing copy.

D

data: The distinction between data (plural) and datum (singular) is often reserved for scientific use. In the computer industry, data can be a collective noun. Be aware of the audience for which you are writing when you choose between data are and datum is.
database: One word.
debugging: Notice the double g.
desire: Use want instead. See also wish, below.
desktop: This can be used as a noun or adjective. Copy files to the desktop; Ten years ago, everyone was involved in desktop publishing. Use desktop computers to refer to the machines formerly known as microcomputers.
DHTML, dynamic HTML: Can be DHTML or dynamic HTML, but not Dynamic HTML.
dial-up: As adjective, use dial-up, NOT dialup. As verb, use two words: dial up to Telesys.
discrete: Use this if you mean distinct; separate. Otherwise, use discreet.
different than: Use different from instead.
disk: Not disc.
DNS: Fully capitalized; stands for either domain name system or domain name server.
domain name: The network name that is associated with an individual, group, or organization, as in utexas.edu; the utexas.edu domain, on the other hand, is made up of several individual machines.
double-click: Verb, always hyphenated. Do not use double-click on. Do not use as a noun.
dpi: Stands for dots per inch. Do not spell it out or capitalize it.

E

e-: The trend of inventing e-versions of everything in our world seems to be passing—although the craze for i-versions lingers. Preferably refer to electronic banking, not e-banking. If no other prefix will do, be certain to hyphenate it and use lowercase. See e-mail.
effect: See affect, above.
e-mail: For references to electronic mail; not email. Just as there is a difference between "mail" and "letters," there is a difference between "e-mail" and "messages." For example, you can write "Send e-mail to Bob," "I sent an e-mail message to Mary," or "UMBS processes thousands of e-mail messages a day;" but you should not write "I got an e-mail from Tom" or "UMBS processes thousands of e-mails."
embed, embedded: Past tense is not embeded.
ensure: Means make sure. See insure, below.
enter: Use when directing someone to fill in a field. Enter is preferred over type or speak because users may have different mechanisms for input.
environment: An overworked term, as in computing environment. For example, instead of saying, Do this in the Unix environment, say Do this while running the MAIL program.
Ethernet: Capital 'E.'
execute: Don't use execute if you mean type or issue, as for commands. Users issue commands; programs execute them. However, users can be said to run programs. For a good use of this word, see implement, below.

F

facility: Find another, less tired word if you can. Avoid using it for software.
fall: Not capitalized when referring to a season, as in fall semester.
FAQ: Fully capitalized; can either refer to a frequently asked question or a frequently asked questions file. Plural is FAQs, no apostrophe. If using the abbreviation makes your sentence look awkward, it's better to just write it out. FAQ is not synonymous with "documentation," nor is it the primary method by which ITS documents its services. They should be used in limited circumstances.
fewer: Use fewer when meaning a smaller number of; it implies counting of discrete things. Use less for abstract or continuous quantities. Fewer answers the question How many? Less answers How much? Examples: fewer seconds, less time; fewer words, less space.
file extension: .gif, .jpg, .html, .doc, .tar, .rtf, etc. Use file extension instead of file suffix.
file mark: Two words.
file name: Two words.
file server: Two words.
file type: Two words.
FTP: Fully capitalized; stands for file transfer protocol. It can be used as a verb or a noun. Do not write FTP protocol.
functionality: Fight the good fight against this word and try to choose another. Possibilities include function or functions, features, and usefulness. Value and utility, while acceptable, are swiftly becoming overused. If none of these seems suitable, try to rewrite your sentence.

G

GIF: Fully capitalized unless used as a file extension: utexas.gif. Stands for graphic interchange format, therefore, GIF file is acceptable.
gigabyte: Lower case. gigabyte (GB) on first use, then abbreviate GB.
graphics: Use plural form in names of services and software. Thus, use Graphics Services, graphics software, graphics program, graphics display (not graphic display, which means something else altogether) , etc.
grayscale: One word, not hyphenated. Gray is spelled with an a, not an e.
GUI: Fully capitalized; stands for graphical user interface.

H

halftone: One word, not hyphenated.
handheld: Like laptop, can be used as either an adjective or a noun. On first use, write handheld computer (no hyphen).
hardcopy: As adjective, one word; hardcopy documentation, but printed a hard copy.
help: Use: the HELP command and the HELP program, but the help files.
hit: One should press a RETURN key (or any other key) not hit it.
home page: Two words.
hostname: One word.
HTML: Fully capitalized (unless used as a file extension: index.html); stands for hypertext markup language. Unlike most acronyms and abbreviations, you do not need to write this one out on first reference.
HTTP: Fully capitalized unless you are writing out a URL (http://www.utexas.edu/); stands for hypertext transfer protocol.
hypertext: One word.
hyphenation: Multiple-word adjectives should be hyphenated, particularly if they are confusing without the hyphen. For example, consider the phrases one-time reference and one time reference. Also, note the difference between it was computed in real time and it was a real-time computation. In the first case, real time is NOT an adjective and no hyphen is required. Do NOT hyphenate adverbs ending in -ly with words that follow them: for example, commonly used software. Do NOT hyphenate words beginning with co, multi, non, pre, or semi, unless the part following is a proper noun. Thus, noninvolved, semiretired, and preapproved, but non-Google and pre-Windows.

I

ID: Fully capitalized; the correct abbreviation for identity, identification.
imbed: Use embed.
implement, implementation: Another overused word. If you mean carry out or execution, try one of those instead.
index, indexes, indices: Use the plural indices only when referring to mathematical subscripts.
IF account: On first use, individually funded (IF) account; afterwards, use IF account.
inline: An adjective; say inline graphic, but keep in line.
input, output: Avoid using as verbs; consider more precise words such as print, write, read, or type; never use the forms inputting, outputting, inputted, or outputted. Don't onput your reader.
insure: Use ensure unless discussing the insurance business.
Internet, the: Always preceded by the, unless used as a modifier (Internet service provider).
invoke: Use this term only for spirits of the dead; for software, use run, call, or read.
IP: Fully capitalized, IP address; stands for Internet protocol. See also TCP/IP.
ISP: Fully capitalized; stands for Internet service provider.
IT: Fully capitalized; stands for information technology (note no caps).
it: A pronoun. Be sure it has a clearly recognizable antecedent.
its, it's: Its is possessive form: his, hers, and its. It's is a contraction of it is.

J

Java, JavaScript: These are not synonyms. One is an object-oriented programming language developed by Sun Microsystems, while the other is a scripting language developed by Netscape.
JPEG: Fully capitalized, and never spelled out. (Nobody calls them Joint Photographic Experts Group files.) The file extension is .jpg.

K

knowledgebase: One word.

L

label, labeled: Notice single l in past tense.
launch: Do not use in end-user documentation.
left-justify, left-justified: Use hyphen in both the verb and adjective forms.
less: See fewer, above.
line feed: Hyphenate as adjective: line-feed character. Use LF as abbreviation for the ASCII character.
link: Short for hyperlink. It is acceptable to use link for first reference.
Linux: Initial cap only. See Unix.
listserv: Use mailing list instead unless you are talking about the software, in which case, write Listserv.
login, logout: Log in and log out are verbs; login and logout are nouns or adjectives. Say log in (or log out) using the login (or logout) procedure.
logon ID: See user ID, below.
lowercase: See uppercase, below.
Lynx: Note initial cap.

M

megabyte: Lower case. megabyte (MB) on first use, then abbreviate MB.
menu bar: Two words.
microcomputer: Use when still part of a proper name (Student Microcomputer Facility); otherwise, write desktop computer, personal computer (not PC), or just your computer (depending on context).
MIME: Fully capitalized. Stands for multipurpose Internet mail extensions.
mouse: There is no plural form in computing for "mouse." Do not use mice or mouses. If you need to refer to more than one mouse, use mouse devices.
mouse over: Do not use in end-user documentation.
mouse pad: Two words.
multi-: A prefix. See nonword, below.

N

non-

A prefix. Write words with this prefix as one word, no hyphen, unless the word is a proper noun, as in non-FORTRAN. Similarly for multiword and semiword. See also reword, below.

O

occurred: Note the double r.
offline, online: Adjectives, with no hyphen.
only: A word that is frequently misplaced within a sentence. When using the word only, place it immediately next to the word that it is modifying. "I have only one computer" is different from "I only have one computer."
operating system, OS: Write out on first reference unless part of the proper name, such as Mac OS. For plural, use operating systems.
operator: In lowercase unless used as address, as in send mail to OPERATOR.
oriented: Not orientated.
output: Avoid using as a verb. See input.

P

Palm, palmtop: Palm is a proper noun; palmtop is not.
pathname: One word.
PC: Stands for Personal computer. Any personal computer. Avoid this abbreviation whenever possible. Do not use this for a synonym for a Windows machine.
Perl: Not PERL.
Pine: Not PINE.
plaintext: One word. See also rich text.
plug-in: Not plugin.
POP: Fully capitalized; unless you're explaining post office protocol, don't write it out. Don't write POP protocol, either.
pop-up, pop-up menu: Hyphenate. Adjective, as in pop-up window. Do not use as a noun. Not popup.
portal: Another popular word, often misapplied. Not a synonym for search engine.
PostScript, PostScript printer: Note capital S.
PPP: Stands for point to point protocol; never written out.
precede, precedence: Not preceed.
preventive: Not preventative.
print: Use display if you mean show on a computer screen.
proceed, procedure: Not procede.
programming, programmed, programmer: Notice the double m.
provides: Overused; try has or gives.
PDF: Fully capitalized; stands for portable document format, so you can write PDF file, but not PDF format.
pulldown, pulldown menu: Pulldown is one word.

R

RAM: Fully capitalized; stands for random access memory. Do not write out on initial reference. Not a synonym for disk space.
re-: A prefix. Do not hyphenate words with this prefix unless result could be confused with another word, as re-creation, re-sent, re-serve, re-sort, etc. Consider, for example, Yesterday I sent you the apology you asked for; today I resent it.
read: Read a file.
README: Fully capitalized.
referenced: Computer files may be referenced, but written documentation cannot; use refer or another word.
rich text: Two words. Also, rich-text format (note the hyphen in this form), or RTF. Write RTF file; do not write RTF format.
right-justify, right-justified: Use hyphen in both the verb and adjective forms.
ROM: Fully capitalized; stands for read-only memory. Do not write out.
run: See execute.

S

screenshot: One word. In formal communications, use screen capture instead.
SCSI: Fully capitalized; stands for small computer system interface. Do not write out.
semi-: A prefix. Write words with this prefix as one word, no hyphen, as in semiautonomous.
SMTP: Fully capitalized; don't write it out unless you are explaining simple mail transfer protocol. Do not write SMTP protocol.
so: As a coordinating word, so has an informal feel and should be avoided in technical and business documentation. Instead of writing The file is empty, so you can discard it, write Because the file is empty, you can discard it.
software product: Try program, package, or something more specific.
spam: Do not capitalize this unless you are referring to canned meat. Do be certain about what you mean before using it. Spamming is not the same as mailbombing. If it's a million messages all being sent to one person's mailbox, it's annoying, but it isn't spam.
spellchecker, spellcheck: The first one is a noun; the second one, a verb.
splash screen: Two words.
spring: Not capitalized as name of season: spring semester.
stand-alone: Not a synonym for "one." Jargon. Avoid unless it has technical significance, as in stand-alone installation compared to client-server installation. Hyphenate. A single unit of something, such as a document, should not be labeled "stand-alone."
startup: As adjective, one word, as in startup procedure.
state-of-the-art: Use sparingly in marketing or feature article copy. Do not use in technical documentation.
summer: Not capitalized as name of season: summer session, fall 2005.
supersede: Not supercede (super + sedere = to sit above).
system: Often used as a general term, "system" may not be meaningful. Be more precise if possible. Do no use if you mean “desktop.”

T

T-1: Not T1.
tab stop: Two words.
TCP/IP: Don't write it out; stands for transmission control protocol/Internet protocol.
telnet: Either a verb or a noun. Do not use an initial cap unless referring to a specific product (NCSA Telnet, Nifty Telnet).
that: Preferred in technical documentation over which in restrictive, defining clauses (without a comma preceding); use which for non-restrictive clauses. For example:

Enter the command that calls the program [rather than the commands that don't]

See the new manual, which is available at the Co-Op.

When referring to people, use who instead of that, as in the users who have modems.
there is; there are: Replace by writing in the active voice and using strong verbs.

Instead of...There are four arguments available for this command.

Use...This command takes four arguments.
third-party: Hyphenate as an adjective, not as a noun. Third-party software and The service is managed by a third party.
this: Overused. Usually and preferably avoidable through rewriting. If you must use this, be sure its antecedent is clear and unambiguous: say this feature, this use, etc.
throughput: Not thruput.
timesharing: One word.
toolbar: Not tool bar.
transferred: Not transfered.
turnaround: As noun or adjective, one word.
type: Do not use if you are describing input to a graphical user interface. Keyboards are not the only kind of input device. See enter, above.

U

Unix: Initial cap only. No all caps, no small caps. Unix is not an acronym. U-n-i-x.
up-to-date: Hyphenate.
uppercase, lowercase: Use one word, without hyphen (in uppercase); when referring to the full character set, use full character set, or mixed-case.
URL: Fully capitalized; never written out unless you are reminding people that it is a uniform resource locator rather than a universal resource locator.
U.S., the United States: Abbreviate only as an adjective and use periods after each letter. Spell out when referring to the country. For example:

The United States experienced a depression in the 1930s.

and

The U.S. economy is recovering from a recession.
usability, usable: Not useability, useable.
use, usage, utilize: Avoid the last two; usage implies habitual use, as in word usage. Utilize suggests the discovery of a use.
user ID, user name, user number: Two words for all three terms. Do not use account if you mean user number. A computer account has a set of user numbers (such as ABCD123), one for each user under that account. A user logs in using a user ID or user name, which may be identical to the actual user number. See also ID, above.
user's: Use singular possessive for user's manual or user's guide in publication titles.

V

vice president, Vice President for Information Technology: Two words. May abbreviate VP for Information Technology on second use. Do not use VPIT. Do not hyphenate.


videoconference: One word.

virus: Plural is viruses.
voice mail: Two words.
VT100, VT200, etc.: Capitalize VT and use no hyphen or space.

W

want: See wish, below.
Web, the: Use initial cap. While it's better to use the World Wide Web on first reference, context does not always require it.

Web page, Web site, etc. Not Webpage (or webpage) or Website (or website). Avoid the temptation to make new words by adding Web (or web) -- a prefix possessing an allure almost as strong as the one exuded by e- (see above).
webcast: The rule about “Web” as a prefix does not apply here; all one word, all lower case.
webmaster: The rule about “Web” as a prefix does not apply here; all one word, all lower case unless it is part of a person's title -- say, "Ada Lovelace is our webmaster," but "Ada Lovelace, Official Departmental Webmaster." Webmaster is preferred over webmistress regardless of the sex of the person in question.
which: See that, above.
whitelist: Do not use. Consider approve or allow.
who: When referring to people, use who instead of that, as in The users who have modems.
wish: Use want instead. Write if you want to print it instead of if you wish to print it or (worse) if you desire to print it.
World Wide Web, the: Write it all out in first usage unless context does not demand it, and use initial caps. When you write the Web, retain the capital W.
write: Write to a file, not on a file.

X

X Window System: Use this term, or simply X. Don't use the term X-Windows.

Y

you're, your: Use you're welcome (you are welcome).

Z

zero (digit): Use 0 (zero), or choose a typeface that clearly distinguishes the capital o from the digit zero. Spelled-out plural is zeros, not zeroes.